Treasurer Hal
Ringeisen called the meeting to order at
Attendance: Hal Ringeisen, Mary Lundy, Dennis Crossan, Greg Brooks, Bernie Sanders, Marti Womack, Vito Lombardo, Julie Frances, Laurel Bradshaw, Elizabeth Timpane, Devany Groves, Steve Rankin, Cheryl Fogel, Patricia Sheehan, Francis Huston, Marilyn Holland, Ray Barbone, and Alice Kirkpatrick.
Approval of Minutes: The
minutes from the
Treasurer’s Report: Hal distributed a balance sheet and profit and loss statement dated September 2004. (See attached sheet) He distributed statements to each liaison present and entertained any questions from the liaisons.
Hal stressed that the Liaisons for each sport should turn in their transaction registers by the 3rd of each month. This should be done even if there is no activity in a given month. He stated that membership dollars have been deposited into each account. Hal stated that the Touchdown Club’s financial statements were turned in today and that he would be going over them to prepare a current report. Hal stated that as of today the Touchdown Club still has not found a treasurer.
Hal emphasized that the General Fund has been significantly depleted and that the individual sports need to stay within their budgets and not over spend because there is no money in the general fund to cover any overspending.
Report of the Athletic Director: The Athletic Director, Glenn Aspinwall, was not in attendance and did not send a representative or report to this meeting.
Membership: Mary Lundy reported that there are now 257 member families and the GPBC has raised $79,900 in membership dollars.
Mary distributed a “Liaisons Report” which provided a breakdown of how membership dollars were designated by team members for their sport. It also compared last year’s totals with this year.
Building Update: Building fund refund checks are being sent to donors and the account will be zeroed out.
Cheerleading Proposal: Marti Womack presented a proposal for “Spirit Supplies” from Jennie Fagan, Cheerleading Coach (see attached proposal). The proposal was not funded due to the limited funds in the general booster club account.
Concessions: Bernie reported that the GPBC had several more occurrences of theft at the stadium concessions stand. The total amount loss is near $3,000.00. A police report has been filed and the school authorities notified. The Booster club will again try to secure this area against theft.
A request for the profits from concessions sales to be deposited in the sport’s bank account that generated the dollars was made and discussed. Bernie and Hal are to work out the details of how the accounting process could be done to support this proposal. They will present this accounting process at next month’s meeting for approval.
A review of general membership expenses will need to be done prior to next year’s membership drive to assure that there will be enough general dollars left to cover budgeted items without proceeds from concessions sales.
Other Business: Bernie Sanders stated that the Touchdown Club Board is entitled to a list of all encumbered monies at their board meetings. He also stated that financial reports had not been given to Hal the last four months for reconciliation. He also stated that Marilyn Garis had resigned as treasurer several months ago and had asked for a replacement.
Bernie asked for a motion to be made that Hal Ringeisen’s accounting practice be hired to act as treasurer for the Touchdown Club until a treasurer could be recruited. The motion was made by Laurel Bradshaw and seconded by Ray Barbone. A vote was called and the motion was approved with Hal Ringeisen abstaining from the vote. The cost for this service would be charged back to the Touchdown Club.
The need for a purchase order process for individual sports was identified and discussed. Ray Barbone and Hal Ringeisen will draft a purchase order process and Bernie will communicate it to the coaches and liaisons. It will also be communicated to all coaches and liaisons that no sport will incur liabilities without the funds to cover those obligations secured.
The next meeting of the GPBC Board will be November 17, 2004 at the Ponte Vedra Library at 6:30 p.m.
The meeting was adjourned at 8:45 p.m.