Evergreen Lightningboltz Board Meeting Minutes

June 5, 2007

ATTENDEES

Cynthia Amann

Joy Amiot

Julie Brown

Brownie Flesch

Ginny Graves

Rebecca Lloyd

Anne Meier

Shana Peterson

June Shaw

Bozzie Stodghill

Chris Zander

Nancy Pratt

Janet O’Connor

Ann Marie Pate

Robin Fish

Cheryl Boor

Mike Johnson

AGENDA

The agenda was distributed to the attendees.

MINUTES

There were no minutes to review; they are online.

BUDGET

Shelbi has the treasurer records. Our balance now is low. We are holding back some money for the foam pit. We may not be able to do the performance due to construction, which will impact our budget significantly. Ginny said that last year we made $700 from the performance, and was hoping to increase that to $2000 this year with more shows.

ELECTIONS FOR NEW ELB BOARD

Joy Amiot said that she thought the board should be composed of people representing all teams.

The following officers resigned from the Board:

Ginny Graves – President

Shelbi Perry – Treasurer

June Shaw - Secretary

Ginny as outgoing president described what she thought the future would hold for a new president with recent and future changes coming:

1) Interaction with the administrative and rec center staff is better than ever.

2) The construction will ease communication with the coaches and staff due to their new office location.

3) Movement through the program exists that wasn’t there before, i.e. movement through the levels.

4) There is a growing and successful boys’ program.

5) Eagles team size has doubled.

6) We netted $700 from the performance last year, and are hoping to expand it and make $2000. Ginny said how hard it is to do ‘selling’ fundraisers now, so the performance is ideal. It also allows the girls and boys to show off the gymnastics program. Brownie said that the high school has their new spring floor, so we may be able to have meets there. They have a new vault too, but no boys equipment. However, that can be rented. Performance time there must be coordinated with other sports and our team schedules.

7) Bigger gym could be on the future docket for the rec center. We need a bigger gym for bigger skills.

Bozzie asked Ginny to review board positions. Ginny said that as president, she had dry spells and then busy spells. She did a lot of delegation to help with many tasks. The vice president coordinated the end-of-year banquet. She did a lot of delegation to help with many tasks. The treasurer is responsible for entering checks into Quicken. The secretary maintains a website, takes minutes, and coordinated the car decal fundraiser. Support from current board members during the transition will be provided.

After discussion, the following board was nominated:

Co-Presidents – Bozzie Stodghill and Cindy Amann

Treasurer – Julie Brown

Co-secretaries – Anne Marie Pate and Cheryl Boor

Website – Anne Marie Pate

Rebecca Lloyd nominated this board, Anne Meier seconded the motion, and the ayes approved it.

TEAM REPS

Ginny and Bozzie will work together on team reps. For now, they are:

USAG Optionals: Brownie Flesche

USAG Compulsories: Lisa Staton (she will be asked)

Eagles Optionals: Joy will think about a candidate

Eagles Compulsories: Nancy Pratt and Robin Fish

Boys: Rebecca Lloyd and Anne Meier

Sherri Robinette will continue to publish the newspaper, and asked for more input from team reps.

The team directory was mentioned, and Rebecca Lloyd asked Joy if she would consider removing the birth year from the directory, and Joy will.

WEB SITE MANAGER

The web site is elbgym.com. It is currently maintained with the schedules and meet scores. The meet schedules could be added. We need feedback on Eagles scores when they are available.

OLD BUSINESS

CAR PEELS & PARENT-WEAR ORDER

Ginny said that we cleared $111.05 on car peels. Ginny asked if there was any interest in holding another car decal sale. Agreement was that the fall would be a good time. June Shaw said to look into other vendors as a means of increasing profit, and that team mom Cheryl Haggard may have other vendor suggestions.

Sherri Robinette may be able to embroidery of parent-wear clothing herself. Ginny showed an example from last year of a sweatshirt.

SKILL-A-THON

The skill-a-thon netted $2344.75. A boys’ team parent said that they never did their skill-a-thon, although they did have their pledge forms ready. Joy will make sure that J.P. has them do it.

The class level did better than the team this time.

A suggestion was made to get a picture of the prizes for best pledge collection, and that the team reps could encourage participation next time.

The benefit of the skill-a-thon will help all gymnasts – a new foam pit, which costs $10,000.00. After the next skill-a-thon, we could ask for district to help cover the remaining amount. Suggestion was made to advertise that donors can write off donations. Silent auctions were also brought up as potential for good donations, and we will aim for fall when most silent auctions haven’t started yet.

COOKIE DOUGH SALES

Sales went so well that we didn’t have to pay shipping.

Families keep 70% of what’s sold. Club got $439. (Someone asked about uniform changes this year, and Shana said that so far just USAG teams are changing.)

There are leftovers if anyone wants to purchase them. We may use some for the next sleepover party breakfast as a more economical alternative to bagels. Someone brought up that The Bagelry has donated in the past for sleepover party.

BUNNY BUDDY

Several people voiced how much the kids liked Bunny Buddy this year.

Suggestion to improve it was made to keep the prizes identical, to ask about food allergies, and to play down the candy. Another suggestion was to have the kids bring picture of themselves so that the recipient knows who the donor was when they see them.

Ginny said she would help with this with possibly Sherri helping with pictures. We may do this again at picnic.

CONSTRUCTION UPDATE

Shana gave the update here. The office should be done July 1st. The hallway will be closed for 2 months, or September 1st at least.

A team parent, Mike Johnson, will give info to Shana on Friday about ventilation in the gym, which she can bring up with rec center staff. Last year they had a large fan running by the back door during the summer. The team parent said that a swamp cooler would only run $2000, as opposed to the current $8000 estimate for air conditioning.

SUMMER PERFORMANCE

Shana said that this would be doable, but it could be a disaster, due to the entry, parking, and other construction impacts.

Brownie said that the high school floor will be in business in August, and that the first two weeks of August would be best time for us to use it.

We also discussed doing it in December or November to negate impact from team meets. Fall schedules are all set at high school already. The only time all our teams have free is mid-July to the end of August.

Brownie said that the flip-a-thon a few years ago was very successful, making over $40,000.00. More parents were involved, as well as rec center.

We could wait until construction is done, after Se

ptember. If it is done in the fall, USAG compulsories could do their routines. September is a possibility.

Ginny said she would help with the performance. They had 66 seats last year in one row. Shana will ask someone about making two rows of temporary bleachers for the balcony.

June asked about obtaining sponsors as an alternative fundraiser, but Ginny said that district would not approve this.

OTHER FUNDRAISING

Joy said to remind families to use King Soopers certificates. The loss of a few people that purchased these puts us in jeopardy of losing the 5% discount that we get with a minimum dollar amount spent on them. We probably need a flyer to boost awareness. We may do a laminated poster as well. Joy needs the checks from families by the first Monday of month.

NEW BUSINESS

POINSETTIA & WREATH SALES

We are set up to use TaTonka Farms this year for vendor. It supports local businesses, they have great quality, and there is no shipping.

SLEEP OVER

This will be held again in August, probably on the first Friday, August 4th. Shana will run the date by everyone. We have to hire a lifeguard. Last year everyone came at 8, swam at the pool for 2 hours, had pizzas at 11, then volleyball. Breakfast in morning was followed by 8 a.m. pickup. Ginny said she would help with the sleepover.

GOODIE BAGS

Every team should make their own cards for state competitors. Whoever just finished their season will make the goodie bags for the team competing at states:

Boys will make bags for Eagles

Eagles will make bags for USAG compulsories

USAG compulsories will make bags for USAG optionals

USAG optionals will make bags for boys

People suggested little emphasis on candy, trying Oriental Trading, little saying stones, and personalized M&Ms.

FAMILY PICNIC

It will be held the Sunday after school starts, August 26th, in the afternoon, possibly at Marshdale, barring construction conflicts and parking problems. Another suggestion was Flying J Ranch. Nancy Pratt will check if they have BBQ grills there.

T-SHIRTS

Rebecca Lloyd brought an old ‘gymnast excuse’ t-shirt that we could use for fundraising idea. But we need to sell current shirts, too. Someone also mentioned the idea of having t-shirts with all the girls’ and boys’ names on them. Not sure when we would sell them.

ADDITIONAL ITEMS

Next quarterly meeting will be in September.