Minutes from Booster Meeting Oct 17, 2012

 

Mary started the meeting.  We went over the minutes from 9-19-12 and there were no changes.  Al went over the financial report. 

 

There was question at a previous meeting about some banners that were purchased to put up in the gym and we were told the gymnasium was going to get painted this summer and then they would be put up.  We are waiting for a purchase order to be issued so we can get the walk in cooler that was approved in the September meeting on its way.  

 

We are in the process of establishing sub committees to help better serve College Community.  Mary discussed the importance of the groups and the involvement of more people to help form these committees.  The Boosters would like people to choose a committee that may interest them and what the groups would do is meet maybe once a month, separate from our regular 3^rd Wed of the month.  At these meetings certain topics would be discussed then brought to the large meeting.  Jodi will send out the list of sub-committees and if someone is interested they can let her know maybe a 1^st choice and 2^nd choice. 

 

Some changes were made to the Bylaws.  Al added a section onto 6.1 Distribution of Funds regarding Exceptions to this policy are: 

OLD:

ARTICLE VI – DISTRIBUTION OF FUNDS

6.1    DISTRIBUTION OF FUNDS

Distribution and use of funds will be determined by a majority vote of the officers and voting members present.  College Community School District purchasing polices must be followed, no purchases are acceptable without prior District authorization.  Priority for “Activity Request” funding will be based on the need, student use of activity, how soon the activity is to take place, practicality, immediate need for funds, and long-term effect and requires prior Activities Director approval. 

Exceptions to this policy are:

A)   Consumables purchased for resale at approved concession locations

B)   Concession equipment and fixtures used for the delivery of concession sales limited to $1,000 with an Executive Officer approval

C)   Other expenditures to assist the “Purpose” of the Booster Club as needed on a priority or emergency basis not to exceed $1,000 with an Executive Officer approval

All expenditures approved without full Booster Club approval are required to be reported in detail as a part of the Treasurer’s report at the next available meeting.    

New: 

 

6.2    DISTRIBUTION OF FUNDS

Distribution and use of funds will be determined by a majority vote of the officers and voting members present.  College Community School District purchasing polices must be followed, no purchases are acceptable without prior District authorization.  Priority for “Activity Request” funding will be based on the need, student use of activity, how soon the activity is to take place, practicality, immediate need for funds, and long-term effect and requires prior Activities Director approval. 

Exceptions to this policy are:

D)   Consumables purchased for resale at approved concession locations

E)    Concession equipment and fixtures used for the delivery of concession sales limited to $3,000 with an Executive Officer’s approval

F)    Other expenditures to assist the “Purpose” of the Booster Club as needed on a priority or emergency basis not to exceed $1,000 per case basis with a majority of Executive Officer approval.

All expenditures approved without full Booster Club approval are required to be reported in detail as a part of the Treasurer’s report at the next available meeting.    

Randy Perkins 1^st

Chris Perkins 2^nd motion

All were in favor and it was passed with the new wording. 

 

Some of the Boosters went to take a look at the new SB/BB concessions to get an idea of  what they would like the layout of the room to be.  Some plans are going to be drawn up for us to take a look at and approve in order to get a bid on it.  We need to start a list of the items we are going to need to purchase like popcorn popper, freezer, cupboards.

 

Maybe we need to form a group who can help with list of other items for the fields like signs, picnic tables, bleachers????

 

We have an exclusive contract with Dr.Pepper.  Since we have this contract they send us a check every year for $5,000.  They will do this for 5 years.  This is the second check that we have received.  They do a lot for the Boosters.