Meeting Minutes

October 9, 2017

Opening

The regular meeting of the Medina Athletics Boosters was called to order at 7:00 p.m. on October 9, 2017 at the Medina High School by Boosters President, Troy McClowry.

Attendance Status

Name                                     Title                                           Status

Troy McClowry                     President                                   Present

Tom Delac                             Vice-President                           Present

Jen Anspach                           Treasurer                                   Present

Daniella Hensley                    Secretary                                   Present

Amy Byers                              Development                            Present

Kate O’Cull                            Membership                              Present

Ron Glasenapp                        Communications                      Present

Dawn Allar                              Community Involvement         Present

Joy Rambo                              Team Relations                        Present

Todd Hodkey                           Athletic Director                      Present

Approval of Minutes

The MAB board minutes from the September 11, 2017 meeting were motioned for approval by Amy Byers and second for approval by Ton Delac.

 

Open Issues

Action

Owner

Status

Date Due

Develop talking points document for HS AD office regarding conversion of “wall of fame” from standard pictures to touchscreen-Any Updates?

Ron

Draft 1 Complete

9/11/17

Membership drives- plans & progress

Kate

Complete- Remains ongoing

 

Discontinue use of Infusionsoft and Rights Network software

Troy

Complete

 

Create and hang up laminated signs at games for credit card sales- Done need laminated.

Amy

Complete

 

Create laminated instructions for obtaining booster parking pass and courtesy tickets- Done need laminated.

Amy

Complete

 

New Business

Member Update:

Summary & Update:

Troy

·         Financials

o    Old business

 * Completed - moved away from InfusionSoft and Right Networks 

o    New business 

 * Establish a budget

 * Uniform rotation  

 

·         Concessions

o    Old business 

  * Continue to look at profitability of the concession stand.  

  * Change club allocation for 17-18 school year

o    Need to perform an assessment of concession income vs. spend to determine practicality of future strategy in concession management practices. (current concession management shows MAB taking a loss in funding)

o    New business

  *  Determine sustainability

  *  Discuss winter sports and develop plan

 

·         Sponsors

o    Old business

  * Identified target sponsors

  * time line for approaching

o    New business

  *  Help for Amy

  *  Database

  *  Targets- Look to do targeted marketing with sponsors. Troy to get access and review sponsor database for additional strategies to increase sponsor partnership.

 

·         Projects

o    Old business

  *  Wall of Fame 

o    New business

  *  Policies and Procedures

        TRANSPARENCY

  *  Job descriptions

  *  Chain of Command (meetings vs email)

  *  Promoting Boosters (upcoming events, speakers, thoughts...)

·         Partnering with Todd to create a strategy plan/timeline for sports uniform replacements. The goal is to ensure MAB is ready to plan to fund these costs year over year and transparency to the public on timing.

o    2017-18: Ladies Lacrosse; MS cross country and track

o    2018-19: HS Soccer; HS Football

Tom

·         Looking at networking opportunities to increase visibility of MAB organization and community touch points. Tom will partner with Kate on individual membership opportunities and Amy on sponsorship areas.

Jen

·         Quick book access

o    Jenn and Troy now have access- Will add Todd as view only.

·         Yarwood- Consulting support

o    90% of administrative budget goes to Yarwood. Continuing to discuss Yarwood support to ensure consulting is fit for purpose and aligned to 3rd party review of MAB practices, including financials and taxes.

·         Gold Card Updates:

o    Gold Card Reconciliation

o    Process on how teams ask for funds out of general funds

o    Policy and Procedure documentation discussion

Daniella

 N/A

Amy

·         Monster Dash- Need to increase participation (discussed at coaches meeting), Amy will continue to ask for support in planning and execution.

·         Holiday Store- Looking to set up only Medina Holiday store with high end merchandise (BSN support). Amy working on communication blast.

Kate

N/A

Ron

●      Social Media Update

o      Twitter – Passed 5000 tweets sent out by Boosters, currently over 1050 followers

o      Instagram – adding former students to our Instagram and slowly building following

●      Medina Alumni Association presented by Boosters

o      Nearly 4500 followers

o      Posting birthdays on Facebook, Twitter and Instagram every day from the Boosters, lots of positive comments from followers

o      Posts last week including Homecoming pictures from the past reached 8000 people

●      For 2018 plans

o      How can we beautify and improve Memorial Stadium for girls/boys soccer?

o      How do we keep momentum for fall sports continue to the winter? 

Dawn

·         Supporting Monster Dash

·         Reviewing potential proposals to pursue MAB gear store.

Joy

·         Boosters involvement in Senior Nights/Parent Nights, etc.

·         Joy will be assuming the responsibility of team state qualifying jackets

o    Each player receives one state qualifying jacket per career at MHS (from SportsWorld) by MAB

o    Additional state qualifications player will receive a “patch”

o    If an additional jacket is required, player is responsible for cost of replacement.

Todd

N/A

 

Additional Topics

Topic

Summary

Use of MAB tickets for middles school

·         Current MAB eSystem is not set up for middle school ticket use (allows entry to JV and V games, all HS sports). This will be re-reviewed in the 2018 school yesterday.

New Memberships

·         Request was asked to add a link to the new membership form to gain interest in volunteering for MAB.

·         Dawn will create an email for existing MAB members with a “sign up genius link” for support of volunteer events.

 

New Issues- SEE OCTOBER ACTION LOG

 

Agenda for Next Meeting

Agenda topics for the next meeting are due by the first Monday of the month of November.

Adjournment

Meeting was adjourned at 8:20 pm by Boosters President, Troy McClowry. The general meeting was held prior to the meeting from 6:00 to 7:00 pm. The next board meeting will be at 7:00 pm on November 13, 2017, at Medina HS. The board meeting will commence after the general session and coaches meeting updates.

Minutes submitted by:         Daniella Hensley

Approved:                                 M. Troy McClowry    

                       

NEXT BOOSTER MEETING: MONDAY, NOVEMBER 13 at 6pm IN DISTANCE LEARNING LAB