Date:  10-12-15

Time: 6:30-8:30pm

Location:  AHS Room S108

Attendees:

Ryan Tohm, Paul Lombard, Wendy Bengtson, Kerri Sutton, Paul Hilborn, Mike Pietersen, Towana Larson, Sally Lombard, Stacey Herman, Emily Shilhanek, Ann Nelson

Agenda Item

Approval of Minutes

Discussion

Approval of August Minutes:  Motion to Approve made by P.Lombard, 2nd R. Tohm

Approval of September Minutes: Motion to Approve made by P.Lombard, 2nd W. Bengtson

Minutes approved and posted to website.

Agenda Item

Financial Update-Wendy Bengtson

Discussion

$20,612 in checking account as of 10-12-15.

Still to pay out:

     $250 to Z. Engen for early fall league

     $250 for L. Ismail for coaching St. Michael League

     ~$2,500 to Coach Sparstad for Shooting Clinic

Upcoming Budget expenses:

     Coaches salary

     Banquet

     Programs

     Uniforms

     Pictures on 12th

     Shooter Shirts for those that can’t afford them on JV/Varsity

Discussion centered around issue of coaches salaries and issuing a 1099 tax form.  Also any events that are run through ARAA need to be paid through ARAA and not the Boosters.

Discussion centered around maintaining a tight belt on our finances until after the tournament and to not count on as much revenue as last year due to potential smaller tournament size.

Scholarships:  Boosters gave a lot of scholarships over summer programs, do we need to install a scholarship program?

Take away for next year – focus on increasing numbers for youth camp as it is a great source of revenue.

Tax Discussion:  We need to file a 1032EZ tax form.  We need an accountant!  Paul L. will solicit an accountant – hopefully pro bono but if not, we will pay a fee.

Action Item(s)

Ongoing with Board

Agenda Item

Tournament Update-Paul Lombard

Discussion

Paul talked with Gary G. and discovers our tournament will not be as big as it was last year.  Elk River has moved their tournament back to our tournament weekend so that took some teams away from our tournament.  We will hold onto gym space at Lord of Life until we are certain that we will not need that space.  There will be a lot of inner city teams as well.  We should have some numbers of teams by Gary in early November. Paul L. discovered that we have a Booster Credit Card!  Will come in handy when purchasing concessions for our tournament.

Action Item(s)

Ongoing with Paul L.

Agenda Item

Additional Board Members

Discussion

Kerri Sutton comes on board as Communications & IT Director to assist with website and to help cover for G.Lohse when he is traveling! P.Lombard makes a motion to add the Comm/IT Director position, 2nd by R.Tohm, motion approved.  P.Lombard nominates K. Sutton for Comm/IT Director, 2nd by W.Bengtson, motion approved, Welcome Kerri!

Action Item(s)

None

Agenda Item

Fall League and Breakdown Update-R.Tohm

Discussion

Things for Breakdown are going well and we have been having a great turnout for games.

MYAS – early fall league – this was new this year.  It is a great opportunity for the team to be playing together before the season starts and at a fairly low cost.

Action Item(s)

None

Agenda Item

Parent Meeting –P.Lombard

Discussion

Parent meeting will be Thursday, November 12th.

Volunteer Sign up sheets for the tournament will be there for parents to sign up.

We will feed kids pizza and water when they are done with pictures.

All program sheets will be on hand as well as shooter shirt order forms.

Action Item(s)

Sally will have all forms ready for meeting.  P.Lombard will have volunteer sig=n up ready for meeting.

Agenda Item

Coaches vs Cancer-P.Hilborn

Discussion

Randy Shaver has committed to coming to our home opener to kick off Coaches vs Cancer which will be a season long event.  Paul has also created a physical donation stand to keep at the school where people can donate whenever they walk by! 90% of funds collected go directly to families in our state and community.  Last year we made approx. $3500 and this year we hope to raise in the neighborhood of $8-10,000. Whew!  There could also be options available like sponsor a player – donate per point over course of season or a straight up donation.

Action Item(s)

Ongoing with P.Hilborn

Agenda Item

Program-P.Hilborn

Discussion

This year we are going with a new program.  P.Hilborn has outsourced the program – this company, Game Day Media,  will do all the soliciting for advertisers- we will provide photos and any other information we would like in the program.  They will print as many copies of the program as we ask for and we are not involved in selling ads and will have no printing costs. We will need to remember to have a picture of the cheerleaders and the dance line.  Game Day Media will pay us $2000 for the program – they gain all advertising rights. 

Action Item(s)

Ongoing with P.Hilborn

Agenda Item

Open Forum

Discussion

November 14th – bus to St. Cloud for JV/Varsity

Does AHS have the morning news on the TVs?  Could we run basketball clips? NO – program not running at this time.

P.Lombard motions to adjourn, 2nd M.Pietersen, meeting adjourned.

Action Item(s)

None