HUNTINGTOWN HIGH SCHOOL

ATHLETIC BOOSTER CLUB MINUTES

GENERAL MEMBERSHIP MEETING

December 12, 2005

PLACE:  HHS Media Center

Attendees:  Mr. Rick Weber, Vice Principal; Mrs. Valerie Harrington, Athletic Director; Dr. Michael Brooks, President; Mr. Dwight Williams, Vice President; Mrs. Nancy Gerdes, Treasurer; Mrs. Katherine Absher, Secretary.  Chairpersons present:  Mrs. Dee Byrnes, Concessions; Mrs. Laurie Urehek, Business Sponsorship; Mrs. Krista Marks, Membership; Mrs. Rita Deugwillo, Fundraising.   Members:  Mrs. Karen Merewitz (Market Day Coordinator), Mrs. Judy Buckler (Field House Ad-hoc committee), Mrs. Kathleen Cirillo, Mrs. Debbie Merritt, Mrs. Kathy Kady, Ms. Mary Hardies, Mr. Joe Norris, Mrs. Laura Warlitner, Mrs. Kelly DeVore, Mrs. Beth Cothron, and Mr. Gary Norris - Note new e-mail address for Mr. Gary Norris:  gcjjnorris@verizon.net.

General Membership Meeting began at 7:08PM.

1.              Dr. Brooks called the meeting to order and asked members to approve minutes of November 15^th General Membership Meeting.  Dwight Williams made motion for approval of minutes and Dr. Brooks 2^nd the motion. (Secretary notes errors in coach’s misspelled names and titles and will forward corrected November, 2005 minutes to Dr. Brooks.    Dr. Brooks asked Valerie to provide Athletic Director’s report. 

2.              Athletic Director’s Report – Valerie announced the painting for lockers was finished and most of the hardware was installed.  Additional hardware was ordered to complete the lockers in the field house.  Fencing was complete and there were a few minor things left to complete around the outside fields. 

Valerie announced a few schedule changes for the Winter Sports teams.  (These changes will be forwarded to Dr. Brooks for appearance on Booster website schedule of Winter Sports events.)  Wrestling match with Choptican High School was rescheduled from December 12, 2005 to January 19^th, 2006.  Girls Basketball will make up a rescheduled game at home on January 5^th.  Boys and Girls Varsity Basketball will play Newtown away; the boys would play first game.  The indoor track meet that was canceled will not be rescheduled. 

Dr. Brooks asked Valerie Harrington if field house would be used during the winter.  Valerie responded affirmative.  Valerie advised the In-door track team will use the facility during winter sport season and stated the heat is on and working. 

Valerie said the team photos were taken for winter sport teams and may be available for display on Booster website and for winter programs.

3.              President’s Report – Dr. Brooks provided a verbal summary of his speech given at the Fall Banquet Awards in the Auditorium.  Dr. Brooks noted the Banquet was well attended and also advised the attendees the membership in the HHS Boosters comprised only 24% of all athletes’ families whose children participate in sports.  Dr. Brooks also noted in his speech the Fall Banquet was the 4^th Athletic Awards Banquet sponsored by the Booster Club.  Dr. Brooks encouraged additional members to join the Boosters to help their children athletes and their teams by representation and volunteer work with the HHS Boosters.   Many of the general members congratulated Dr. Brooks on his speech, stating he was persuasive with strong facts citing examples of the many benefits the Boosters have provided by way of fundraising to help purchase much needed equipment and other items needed for all teams.  

Dr. Brooks thanked the members and advised he has prepared a letter summarizing his speech which would appear on the Booster website and the newsletter.

Kathleen Cirillo asked if a winter program would be produced.  Dr. Brooks responded affirmative and announced he was working on the winter program. 

4.              Treasurer’s Report:  Nancy Gerdes provided a detailed expense and deposit         

statement for November, 2005.  In addition, a summary treasury report was provided stating:  beginning balance was $55,712.95; total revenue was $9,308.91; and, total expenses were $6,451.23 leaving a remaining balance of $58,570.63.  A note at the bottom of her report noted an additional expense not yet deducted from remaining balance for field house locker installation. 

A copy of the Treasurer’s Report and detailed expense and revenue activity statement is included within these minutes by reference.

Nancy informed the members the volunteer concession work at the Festival of Trees over the Thanksgiving weekend provided by Dee Byrnes, Krista Marks, and herself was much too busy for the limited number of Booster volunteers.  Nancy stated she recruited the help of the Wrestling Team.  Nancy estimated the Wrestling Team’s income around $600.00.  Nancy highly recommended future concession work for the Festival of Trees event should be offered to any team willing to work.  Nancy said the weekend was extremely busy and this was an excellent opportunity for a team fundraising activity. 

Nancy noted there was a purchase of one video camera for the Basketball team.  Dwight Williams asked if Valerie would remain in charge of the camera for use by other teams.  Valerie said yes, adding the Athletic Department would be responsible for the use and care of the newly purchased video camera.  Valerie added the Boys Basketball team was using the camera for the winter season and the camera would be available to a spring sports team. 

5.              Membership Committee:  Krista Marks stated the membership ratio of athlete families to total membership increased to 30%.  Krista advised the general members of 12 – 15 new membership sales in the Booster Club.  At the beginning of the Booster meeting, Krista asked each general member in attendance to pick a Christmas card.  At the end of Krista’s report, Krista told the members if their chosen Christmas card contained an “H” on the back, they won a Hurricane pillow.  The winners were Dee Byrnes and Kathy Kady. 

6.              Concession Report – Dee Byrnes stated her husband Terry had to clean out the sheds near the field house due to damage by mice.  Dee also advised the members that the ice machine was not working.  Dee said the inside concessions was ready and stocked for the winter sport season, however, Dee urged concession volunteers to keep a list of food items and drinks needing to be replaced. 

Kathleen Cirillo announced she would keep a steno pad noting the hours each volunteer worked and would keep the list of items needing to be replaced in the bottom of the cash drawer.  Kathleen also said she would be meeting with the coaches for the Girls and Boys Basketball to go over volunteer assignments and items needed for the upcoming Christmas basketball tournament. 

Fundraising Committee:  Rita Deugwillo announced the Market Day fundraiser made $581.00 for their most recent sales order.  Rita Deugwillo advised the members additional spirit wear items were ordered, however, some orders came in wrong.  Rita stated the vendor discounted the order and the discount allowed the Fundraising Committee to sell the minor defect items at a discount.  Rita stated the Dance Team ordered sweat pants as a fundraiser and the Booster club would sell the sweatpants along with the Booster spirit wear as a favor to the Dance Team.  Rita said the Basket Bingo tickets were ready for sale and plans were being made to post flyers and sell tickets at the basketball games. 

Rita requested volunteer help for concessions at Basket Bingo.  Some of the general members suggested offering the volunteer concession work to the Lacrosse team or any team that would be interested in their own fundraising. 

Rita asked for team representative to contact her if their team was interested in concessions for this event.

Rita said she needed additional donations for Basket Bingo sponsors; estimating about $1,200.00 in new donations was still needed. 

Dr. Brooks asked if donors from last year were contacted.  Rita replied yes, but not all donors could participate again for this year’s event. 

Dr. Brooks asked Rita to provide him with a list of spirit wear items remaining in stock.  Rita agreed to provide a list to Dr. Brooks. 

7.              Business Sponsorship Committee:  Laurie Urehek announced she obtained two new sponsors who purchased 1/3 panel space for advertising on the electronic score display board.  Laurie also announced the price to change a whole panel was quoted at $250.00.  Laurie stated she sent out flyers showing the corporate sponsor rates and available advertising programs. 

Mr. Rick Weber arrived at meeting later due to prior commitment.  No new business to report under Principal’s Report. 

Dr. Brooks moved to announcements by team representatives present.  Dr. Brooks stated he had a complete list of teams and coaches, however, he had not received a list of the team representatives for winter sports. 

Kathleen Cirillo announced she would be the team representative for the Varsity, JV and Freshman Basketball teams.  

Valerie asked Dwight if he would take the in-door track position of team representative.  Dwight responded affirmative on the condition he receive parent help from the track parents. 

Dr. Brooks asked Valerie for all the team rosters in order for parents to be contacted for recruitment and assignments as team representatives, Booster membership and volunteer help for winter sport events.  Valerie agreed to forward the team roster list to Dr. Brooks.

Nancy Gerdes and Kelly DeVore announced they would be the representatives for the Wrestling team.

Dr. Brooks moved down the agenda to Old Business. 

Kathleen Cirillo asked if plans had been made to remove the wall between the ticket booth and the inside concession stand.  She suggested we look for volunteers to help with this task.

Dr. Brooks suggested we consult and obtain an official work order from Mr. Dredger before beginning this task.

Dwight Williams suggested we have a locksmith key the storage room, ticket booth and concession with a lock opened with one master key and provide same key to the Booster Club for use.  Dwight asked Mr. Dredger to be also consulted on this request. 

Dr. Brooks moved to New Business on Agenda.

Dee read a letter aloud provided by the Lacrosse team that requested the purchase of a multipurpose digital video camera.  This camera would provide the athletes with their own individual recorded game participation for forwarding to prospective colleges.    Many members agreed the Booster Club should make this purchase and even provide information and help to athletes to pursue entrance into colleges of their choice.  Dee explained this particular digital camera system with the right software program would allow individual player game time be sliced and downloaded to a particular players file.     

Dr. Brooks suggested requests for funds from coaches and teams go through Valerie first.  Dr. Brooks asked Valerie to begin notifying her athletic department to contact her first and allow her as Athletic Director to make these request directly to the Booster Club.  Valerie agreed with Dr. Brooks and noted she had already advised   coaches and other members of her staff to bring all request to her for review and approval before her presentation to the Booster Club. 

*These minutes reflect agreement by the members and the Athletic Department that all future requests for monetary help from teams, coaches, athletes and athlete’s parents must be presented to Valerie Harrington as Athletic Director.  Valerie will then make the decision to submit these requests directly to the Booster Club Executive Board and/or the General members. 

Dr. Brooks suggested a motion be brought for a beginning budget or dollar amount that would be allocated to begin the process of investigating the digital video camcorder and related software. 

Valerie stated she would contact Coach Franks and inquire about the video system the Football team had recently purchased. 

Many members agreed the video camera should be of high quality and should only be operated by a person trained and knowledgeable on filming 

Dr. Brooks again made a motion to place a dollar amount to be allocated to the Athletic Department for the purchase of the digital video camcorder.  Beth Cothron 2^nd the motion.

Dr. Brooks suggested $3,000.00 be initially allocated.  Krista Marks 2^nd the motion.  Motion approved to allocate $3,000.00 for digital video camcorder.  A request for an increase in the $3,000.00 budget must be justified with a proposal by Valerie Harrington for Board review and approval.

Valerie asked for permission to purchase the portable bleachers to be located on the softball and baseball fields.  Dr. Brooks stated this request was approved at the last general membership meeting and Valerie should purchase the bleachers based on the amount approved in November, 2005 minutes. 

Valerie, on behalf of Coach Green and the Wrestling team, requested the Boosters contribute $810.00 for the cost of a hotel for a match to be held on the Eastern Shore.  Valerie explained the travel limitation of 150 miles had been increased and this provided teams to compete with other teams that may offer a higher level of competition.  Valerie also noted that many tournaments played away and requiring an overnight stay, are attended by college recruiters.  This offers a valuable opportunity for athletes to have exposure outside the Washington/Baltimore area. 

Dr. Brooks and Dwight Williams, along with several other general members were against this funding request.  Valerie noted that Mr. Green expended his own funds for the video equipment for the Wrestling team. 

Dr. Brooks stated he did not feel the Boosters should reimburse for expenses not authorized and approved by the Boosters in advance.  Dr. Brooks noted the Boosters had approved the purchase of two video cameras and if an additional one was needed for another team, that proposal should be brought to the Boosters for approval by Valerie Harrington.     

Some general members felt the approval of Mr. Green’s request would set a precedent and these members did not feel the Boosters should begin to fund hotel bills for away tournaments.

Dr. Brooks asked a motion be forthcoming to approve or decline Mr. Green’s request.  Motion to approve Mr. Green’s request was brought by Nancy Gerdes and Dee Byrnes and motion was declined by a majority of the members present.

Nancy Gerdes motioned for the Boosters to donate $150.00 to Hospice.  Dee Byrnes 2^nd the motion and request was approved by the general members. 

Dee Byrnes reminded the members that recruitment for committee positions should begin now.  Dee reminded the general members she would not continue in the fall of 2006 as Concession Chairperson and there should be time allowed to help and train the next appointed chairperson.  Dee recommended that all members recruit for future chairpersons. 

Mr. Norris suggested a list of all the Booster Club accomplishments be compiled and placed in newsletter, on website and possibly winter programs in order to encourage new membership. 

Some members suggested the length of Booster Club meeting time needed to be trimmed down. 

Dr. Brooks agreed and would work with the Executive Board to eliminate some discussions and decisions that could be made by the Executive Board in accordance with the By-Laws of the HHS Booster Club outside the General Membership meetings.

Meeting was adjourned at 8:43PM

HUNTINGTOWN HIGH SCHOOL

ATHLETIC BOOSTER CLUB MINUTES

GENERAL MEMBERSHIP MEETING

November 14, 2005

PLACE:  HHS CAFETERIA

Attendees:  Mr. Rick Weber, Vice Principal; Mrs. Valerie Harrington, Athletic Director; Dr. Michael Brooks, President; Mr. Dwight Williams, Vice President; Mrs. Nancy Gerdes, Treasurer; Mrs. Katherine Absher, Secretary.  Chairpersons present:  Mrs. Dee Byrnes, Concessions; Mrs. Laurie Urehek, Business Sponsorship; Mrs. Krista Marks, Membership; Mrs. Rita Deugwillo, Fundraising.   Members:  Mrs. Karen Merewitz (Market Day Coordinator), Mrs. Judy Buckler (Field House Ad-hoc committee), Mrs. Kathleen Cirillo, Ms. Janet McDonald, Mrs. Laura Warlitner, Mr. Dwayne B Hopper, Sr., Mr. Joe Norris, Mrs. Claire Piason and Mr. Karl Deugwillo. 

General Membership Meeting began at 7:09PM

1.              Call to order and President’s Report:  Dr. Brooks motioned to approve the minutes for the September 2005 General Membership meeting.  Mrs. Judy Buckler seconded the motion.  Minutes were approved be the general members.

Dr. Brooks briefly reviewed the October 26^th Executive Board meeting highlighting discussions about the various options open to fix the stadium field which included, turf, Bermuda grass and sod.  Dr. Brooks advised he would like an ad-hoc committee formed to investigate the options and have said group meet with the Boosters and School Board.  In addition, Dr. Brooks advised the baseball and softball fields would be moved farther out to meet regulation size and present plans were to place the bleachers behind the outfield.  In addition, the Executive Board agreed to purchase two portable bleachers for spectators at an estimated cost of $5,000.00 each.  Also, the Executive Board had agreed to allow individual teams to sell banners and stated Ms. Urehek, Chair of the Business Sponsorship would elaborate more upon her presentation of Team banner sponsorship forms.  Dr. Brooks advised the members of the decision to allow individual team parents to operate concessions to raise funds for their team for a total fee of 20% of gross sales while using the inside concession stand for winter games.  The Athletic Booster Club would incur the cost to stock basic food and beverage items for regular season games in return for team parents/adults volunteer to operate concessions. 

Dee Byrne’s emphasized “regular season” games and reminded the general members that tournaments and other extra activities were not included within this agreement. 

Dr. Brooks also recommended the fall sports team participants dress-up for the awards Dinner.

2.              Athletic Director’s Report – Valerie Harrington announced the fall sport season produced three teams that went to Regional Championship games which included Volleyball, Cross Country, and Girl’s Soccer. 

Valerie advised any information to be included in the December school newsletter would need to be submitted by December 15^th.  Valerie stated the winter sport season would begin on November 15^th and the decision to allow winter athletes to attend winter regular games for free would continue through the Winter sports season. 

Valerie reminded the general members of the Fall Athletic Awards Banquet to be held on November 30^th with food served in the cafeteria at 6:15PM and awards to be presented in the school auditorium at 7:00PM.  Valerie also noted the date for the Winter Sports Banquet would be changed to March 14^th, 2006.

Valerie announced the Southern Maryland Athletic Conference was entertaining the idea of signing with a company called Lead Finders which would post cancellations on a website for cancellations of SMAC conference games.  Valerie advised the decision to sign up with the company, if confirmed, would be used for SMAC games starting for the next fall sport schedules. 

Valerie stated all schedules for winter season games would be out after Thanksgiving and the schedules may be subject to change. 

Valerie announced coaches and assistant coaches for Varsity, Junior Varsity and Freshman teams would be provided to Dr. Brooks to post on Booster website.

For Boys Varsity Basketball, the Varsity Head Coach is Mr. Rick Weber and Assistant Coaches for Varsity are Mr. Vashawn Gross, Mr. Marshall Pike and Mr. Otis Brooks.  The Junior Varsity Assistant coach is Mr. Billy Sammons and the Freshman Assistant Coach is Mr. Chad Hall.

For Girls Varsity Basketball, the Varsity Head Coach is Mr. Larry Dunn.  The Junior Varsity Assistant Coach is Mike Henshaw.  The Assistant Coaches for JV/Varsity are Felicia Hall and Melissa Cain

Wrestling Head Coach for Varsity and JV is Mr. Terry Green.  The Assistant Coaches for Varsity/JV are Mr. Doug Bancroft and Bruce Brevard 

Swimming Varsity Head Coach is Chris Morgan and the Assistant Coach is Katie Raatz.  Most swim meets will be held at Lackey Swimming Complex 

Varsity Cheerleading Coach is Casey Mitchell.  Junior Varsity Cheerleading coach is Crystal Phelps.  Dance Coach is Erin Doherty. 

In-door track coaches are Mr. Jim Rodenhaver as Head Coach, Jim Hall, Sandy Dawes and Rick Sneade as Assistant coaches for in-door track. 

Secretary notes these coaches will appear on the HHS Website for Winter Athletic teams and events.

COMMITTEE REPORTS:

Treasurer’s Report:  Mrs. Nancy Gerdes e-mailed Treasury Report for October 2005 was $55,712.95.  In addition Nancy e-mailed and made copies available of a complete account activity statement.  The Treasurer’s Report is incorporated within these minutes by reference.

Membership Report:  Krista Marks reported 11 new memberships including 1 lifetime membership.  Krista stated the Membership committee would continue recruitment efforts and would be offering memberships at the Fall Award Banquet.  Krista did note that only 27% of all families involved in athletics were listed as members to the Booster club. 

Rita Deugwillo and other members stated they had received feedback from prospective members who were not correctly informed about how the Athletic Boosters operate and who the Boosters represent.  Several members noted they heard comments the Athletic Boosters only provided for specific teams or acted outside the Huntingtown High School Athletic arena. 

Dr. Brooks suggested coaches provide opportunity for Booster Members to provide accurate information of the purpose of the HHS Athletic Booster Club at their opening season meeting for parents and families.  Valerie Harrington agreed to pass this request on to the coaches.  Rick Weber stated he would provide this opportunity at the basketball parent/family information meeting.

Concession Report:  Dee Byrnes stated the field house was used for a few football games in which food and spirit wear was offer for sale.  Dee reported the concession revenues were less than last year due to a decrease in spectators.  Dee noted work on the field house to prepare for spring would occur over the winter.  Dee also reported the entrance door to the field house had a large opening at the bottom and would need to be repaired to prevent mice from entering.  Ms. Buckler added there were several doors without rubber seals at the bottom and all should be addressed. 

Dee informed the members the freezer and refrigerator would be installed and Mr. Dwight Williams was working with Mr. George Leah concerning installation of the triple sink.  All work on field house concession stand   planned to be completed for spring sports.

Fundraising Committee:  Rita Deugwillo announced she had received the check from the cruise fundraiser in the amount of $2,862.00.  Rita reminded the members Basket Bingo would be on January 29^th and announcement would be in HHS and some middle school newsletters.  Rita noted few team basket donations.   The revenue needed to cover the purchase of the baskets was estimated at $2,000.00.  Rita asked for help encouraging teams to sponsor a basket. 

Rita also announced Audrey Lewis would no longer head the Spirit Wear/Public Relations part of Fundraising.  Dr. Brooks asked Rita if she would like Spirit Wear to fall under Fundraising.  Rita responded negative and announced that Laura Warlitner with the help of Rita would be in charge of Spirit Wear.

Karen Merewitz reminded members of Market Day delivery orders to be picked up on November 28^th.

Rita stated there was not a storage unit to lock or secure the Spirit Wear items when representatives were not available at the school store.  In addition, Rita announced there were 67 orders for embroidered hooded sweatshirts and approximately 80 hooded sweatshirts remaining in stock.  

Dr. Brooks asked for a complete list of all items remaining of spirit wear including blankets and pillows.  Dr. Brooks also requested spirit wear be available for sale at the Fall Awards Banquet.

Also, Market Day delivery is scheduled for November 28^th. 

Business Sponsorship Committee:  Laurie Urehek presented a new proposal regarding the team banner sales inclusive of the Gymnasium perpetual scoreboard.  This proposal is incorporated within these minutes by reference.

The proposal provided that the Boosters would still receive 100% of Corporate Sponsors in which the Boosters solicited.  In addition banners (for stadium, baseball and softball fields) sold by coaches for specific teams would receive funds after a fee of 20% paid to Boosters and the cost of banner in the amount of $175.00.  Also, Boosters would be entitled to 20% of the renewal of banner sponsorship.  Discounts were noted for sponsors of longer terms. 

Gymnasium perpetual scoreboard would provide the same 20% provision fee to Booster club and a cost of $250.00 for one panel.  Discounts were noted for sponsors of longer terms and other sponsorships of a 1/3 panel were also outlined based on the same fee structure to the Boosters. 

Laurie noted the banners would be delivered to the school addressed to the coach of the team.  Laurie emphasized the Boosters would not be responsible for stolen or destroyed banners.  Teams would be responsible for the display and removal of all banners. 

Nancy Gerdes suggested there be a discount for renewal of corporate sponsorship at a fee of $250.00.  Nancy asked Laurie what the cost would be to change the perpetual scoreboard advertising for Booster recruited corporate sponsors.  Laurie stated she did not know the exact costs, but could structure a corporate sponsor renewal fee sheet separate from team banner and team perpetual scoreboard sponsorship sale as provided within her presented proposal.

Dr. Brooks motioned to approve the team banner and team perpetual scoreboard sponsorship fee proposal.  Dwight Williams seconded the motion and the general members agreed to implement the fee schedule proposal provided for the sale of team banners effective November 15, 2005. 

Scholarship Committee:  Claire Piason stated she provided Dr. Brooks with a time line for the scholarship committee.  Applications for applicants would be made available in the first week of February and would need to be completed and submitted to the committee around mid-March, 2006.  Coaches would be allowed an additional 2 weeks past the student deadline for comments and recommendations.    Claire announced she was looking for volunteers to serve on the committee.  Claire also asked if the scholarship award amount would remain the same and, if three awards would be the same number. 

Field House Ad-hoc Committee:  Mrs. Judy Buckler announced work was still needed on the lockers.  Doors to the lockers would need to be installed with the hardware.  Judy also stated weather sealing materials are missing from all doors on the field house.

Judy asked when Air Conditioning would be installed.  Rick Weber responded he had not heard of a specific time. 

Judy advised the members 120 18” stools would be needed to place inside the lockers. The cost for stools was estimated around $7,800.00. 

Dr. Brooks recommended delaying purchase of stools in hopes of finding a sponsor to fund the purchase. 

New Business:  Dr. Brooks asked for a list of winter team representatives be provided to help recruit new volunteers for concessions and other Booster committees. 

Valerie Harrington reminded the members of three school teams winning the regional championships.  Valerie asked if the Boosters would donate $25.00 per athlete on each regional championship team?  Rick Weber suggested the Boosters donate $25.00 to a team plaque for each player instead of the team deciding where the donation should be sent.  Mr. Weber provided reason that decisions by the team on what to purchase can be time consuming and conflicting. 

Dwight Williams recommended teams be required to use funds donated by the Boosters within the same school year.

Dr. Brooks questioned if $25.00 was the amount pre-determined for all regional championship teams.  Most members agreed the $25.00 was already voted and approved.  Dr. Brooks reviewed the minutes of the general membership meeting of January 2005, which indicated the amount would be reviewed upon each request. 

Dee Byrnes and Dwight Williams motioned to approve the $25.00 award per varsity player for the present three regional championship teams that include Volleyball, Girls Soccer and Cross Country.  Dr. Brooks seconded the motion to approve the $25.00 award, however, the monetary award amount would be re-visited upon each request and the funds must be used within the school year.  The general members agreed.  Dr. Brooks also noted that State Championship awards would also be revisited upon the request for any donation.

Dr. Brooks also requested the announcement of these awards be made in the auditorium at the Fall Awards Banquet. 

Dr. Brooks announced that Mr. Dwayne Hooper, Sr. and Katherine Absher were presently working on a photography or video sales fundraiser.  Dr. Brooks asked if there were preliminary costs figures.  Mr. Hooper stated photography would be inexpensive, noting the costs with a volunteer photographer would be film and photo developing.  Video costs, again, with a volunteer taking the video, would run around $10.00 per CD.  The profit made to the boosters could be anywhere from 50 – 100%, depending on photo or video.

Dr. Brooks suggested this fundraiser be further investigated and possibly implemented when plan is further developed.

Meeting adjourned at 9:00PM

HUNTINGTOWN HIGH SCHOOL

ATHLETIC BOOSTER CLUB MINUTES

GENERAL MEMBERSHIP MEETING

September 13, 2005

PLACE:  HHS MEDIA CENTER

Attendees:  Mr. Robert Dredger, Principal; Mr. Rick Weber, Vice Principal; Mrs. Valerie Harrington, Athletic Director; Dr. Michael Brooks, President; Mr. Dwight Williams, Vice President; Mrs. Nancy Gerdes, Treasurer; Mrs. Katherine

Absher, Secretary.  Chairpersons present:  Mrs. Dee Byrnes, Concessions; Mrs. Laurie Urehek, Business Sponsorship; Mrs. Krista Marks, Membership.  Members:  Mrs. Karen Merewitz (Market Day Coordinator), Mrs. Audrey Lewis (Spirit Wear and Public Relations), Mrs. Judy Buckler (Field House Ad-hoc committee), Dr. Richard Cirillo, Mrs. Kathleen Cirillo, Ms. Janet McDonald, Mrs. Tina Schaeffer, Ms. Cindy Taylor, Mrs. Cindi Salley, Mr. Tom Salley, Mr. Rick Moreland, Mrs. Laura Warlitner, Mrs. Sandy Shearer, Mrs. Pamm Houchens, Mr. Marty Ball, Mrs. Rhonda Buckler, Mrs. Michele Harrison, Mrs. Sally Ball, Mr. Marshall Pike, Ms. Sara Shendock, Mrs. Joyce White, Ms. Beth Cothron, Mrs. Kelly DeVore, Mr. Steve DeVore, Mr. Rick Sneeuwjagt, Mrs. Deborah Sneeuwjagt, Mr. Dwayne B Hopper, Sr., Mr. Gary Norris, Mrs. Carmen Norris, Mrs. Denise Waters, Mr. Danny Waters, Ms. Mary Hardies, Mr. Joe Norris, Mrs. Kathy Clark

General Membership Meeting began at 7:08PM

1.              Call to order:  Dr. Brooks motioned to approve the minutes for the June 2005 and August 2005 General Membership meeting.  Nancy Gerdes second the motion.  Minutes were approved.

Dr. Brooks introduced Mr. Dredger to provide Principal’s report.

2.              Principal’s Report.  Mr. Dredger stated Mr. George Leah with the Calvert County School’s Construction Office requested a contact from the Booster concessions be provided to coordinate with Donald Knode. 

Mr. Dredger stated the air conditioning plans were sent out to contractors for bid by the School’s Contractor. 

Mr. Dredger reported the Field House should be ready for occupancy by September 22, 2005.

Mr. Dredger further reported funding for the sprinkler system for the baseball and softball fields was approved.  Installation would be during the spring of 2006.  However, Mr. Dredger noted there would not be approval for additional water source.  The sprinkler system would have to use the existing water supply by alternating.  The County is concerned about dry wells in the area. 

Kathleen Cirillo asked if additional water tanks using outside water source could be installed. 

Mr. Dredger responded with doubt, stating the County would most likely decline the permit. 

3.               Report of the Athletic Director:  Valerie Harrington introduced Mr. Marshall Pike as her new assistant.  Valerie noted Mr. Pike is also an assistant coach for the Varsity and head coach for the Junior Varsity Boys Basketball team.

Valerie reported that attendance at the Varsity Football home games averaged 1400 for paying customers and 600 nonpaying (including fall athletes and qualified Booster members).  Valerie did hand out passes to the fall athletic teams for the last game.  Valerie stated all fall athletes would not have to pay to attend fall athletic events.  Valerie did not state this policy would continue into Winter Sports. 

Valerie announced and introduced Ms. Sara Shendock as the new Varsity Volleyball Coach.

4.              President’s Report:  Dr. Brooks announced 160 sports physicals exams were           performed which raised over $3,200.00.  Dr. Brooks thanked all the volunteers and noted the process went very smoothly because of the volunteer help. 

Dr. Brooks also announced plans for weekly e-mails and asked for team rosters to be forwarded to him for placement on the Booster website. 

5.              Treasurer’s Report:  Nancy Gerdes presented the Treasurer’s Report for        July and August 2005.   The Treasurer’s reports are included within these minutes by reference.  Nancy noted grills and coolers were paid for in the July report for a total expense of $1,057.77.  Total remaining balance in July was reported at $39,543.60.  The August total remaining balance after receipt of funds for donated physicals, membership and spirit wear sales was reported at $42,899.60. 

6.              Membership Report:  Krista Marks presented a detailed summary of members to date – 9/13/05:  New members (Hurricane Level) – 6; New members (All Conference Level) Family – 61; New lifetime members (All American Level)- 5, including 1 upgrade from Charter to Lifetime; Lifetime members from last year (All American) – 31; and, the total members/families equaled 103.  Krista also reported 24% of the families listed on the fall athletic roster were members of the Booster Club.  Krista announced she would like to see membership increase from those families that have student athletes involved in any sport.  Krista stated she would be sending e-mails welcoming the new members.  Krista asked to be contacted if any new member had not received the Booster membership card or welcoming e-mail. 

7.              Concessions:  Dee Byrnes reported prices and specs for a new generator were being researched.  The new generator will most likely be used for the Baseball and Softball games. 

Dee reminded the members there would be no concessions while using the tents if there was any inclement weather.   Dee stated the tents do not provide enough protection for the food items. 

Dee requested a parent volunteer who would be available during the day for Junior Varsity Home Football games.  The game times are earlier and set-up for concessions must start during the day to meet game time. 

Dee also noted there were many people loitering around the concession stand who were not purchasing, which prevented serving customers.  Dee asked for an announcement to be made during the game to prevent future problems.  Dee also requested announcement be made during game upon request by concessions for available volunteers if needed. 

Dee stated a more orderly system of bringing food into the field house should be put in place prior to the next game.  Dee emphasized access into the field house for food storage could only be made through the front.  Dee asked if there was any way another access door on the side or back could be installed to prevent the congestion at the front of the field house. 

Dr. Brooks asked if the County would allow the purchase of a 2^nd hand refrigerator to be installed in the field house, or was there a ten-year warranty issue at hand.   Minutes do not reflect an answer to this question.

Dr. Brooks asked Mr. Dredger if meeting with school could take place prior to field house meeting to obtain a start permit process.  Mr. Dredger responded he would make calls and comment back to Dr. Brooks on this request. Dr. Brooks asked Mr. Dredger when the keys to the field house would be available.  Mr. Dredger responded with the date of September 22^nd.

Richard Cirillo suggested breaking up food lines for customers to access faster food items versus grilled items.  Dee replied the wait for grilled items was not causing the congestion around the concession area.  The cause was due to people congregating at the location who were not purchasing concession items.

Nancy Gerdes added the Freshman Football Team did not have any volunteers signing up for concessions or other help needed at the home games.

8.              Fundraising:  Beth Cothron provided report for Fundraising.  Ms. Cothron asked parents from each fall sports team to sponsor a basket.  Ms. Cothron also noted that flyers were placed in coach’s mailboxes to pass on the request.  A request was made for a flyer to be created showing different baskets available for purchase and donation to the Basket Bingo.  However, a date would need to be determined before the flyer could go out. 

Mr. Steve DeVore raised concerns over asking the fall teams for any more funds for donations.

Ms. Warlitner responded the community was flooded with fundraising efforts and since the athletic activity fee in the amount of $75.00 had ceased, the parents should be able to afford approximately $3.00 per family donation for team basket.  Additionally, over 25 individual teams could be more easily solicited than going back into the community.

Dee Byrnes stated last Basket Bingo was very successful with donations of team baskets.  Mrs. DeVore suggested each team be responsible for one basket of their choice for donation. 

Mrs. Cothron stated the fundraising committee was planning four fundraisers for the school year to include Market Day and Basket Bingo.  The Cruise fundraiser may also be included.  Looking for an additional fundraiser.

Karen Merewitz provided Market Day report and told the members the last order was only $200.00 shy of the $5,500.00 needed for large order discount.  Karen reminded the members they could pick up their next orders at 6:00PM before the next General Membership meeting and all dates for final orders and pick-ups are posted on the Booster website.

9.              Spirit Wear and Public Relations – Audrey Lewis informed the members the Spirit Wear items in demand were not in stock and requested a budget to order possibly three of each size for the Spirit Wear Items.   Kathy Absher asked if the Booster clothing items were ever determined.  Dr. Brooks said now was the time to complete the list.  Dr. Brooks asked Audrey to verbally list the garment items in demand so the members could agree and the Booster Spirit Wear would be completed.  Audrey provided the following list:  black hooded sweatshirts and black pullover sweatshirts with blue “H” appliqué; black hooded sweatshirts and black pullover sweatshirts with blue “Hurricane” appliqué; and, gray hooded sweat shirts and gray pullover sweatshirts with blue “Hurricane” appliqué. 

Audrey Lewis asked for a budget of $2,500.00 to place order of spirit wear.  Dr. Brooks granted Audrey Lewis her request.

Dwight Williams asked if an itemized list of spirit wear with prices of Booster items could be displayed on the front window. 

Kathleen Cirillo recommended Boosters have their products in front window and each team would responsible for selling their items from the school store. 

Valerie Harrington expressed her concern over individual teams’ ability to provide a representative to sell sport specific items at the school store.

Dr. Brooks requested an inventory of items in the school store for sale by the Booster Club. 

The members decided each team would be responsible for sale of their own sports specific items for fundraising.

10.           Business Sponsorship – Laurie Urehek announced $2,000.00 in new business sponsorship.  Basketball’s electronic sign was available for advertising and the computer board would display a total of 16 different advertisements.   A Corporate plaque, once designed will appear on field house.

Laurie asked who would be doing programs and recommended team photos be placed in program.  Laurie suggested Homecoming program design be made better and asked if they could be sold at the Homecoming dances. Valerie stated she would have team photos ready on or about September 15^th and Homecoming game was scheduled for October 7^th. 

Nancy Gerdes stated homecoming programs were sold at last homecoming; many were left over. 

11.           Field House Ad-hoc Committee:  Ms. Judy Buckler presented her 2004/2005 “Summary of Surveys and Information” regarding the needs for Field House.  Ms. Buckler had previously sent questionnaires to head coaches and compiled a list of request to be included in the Field House.  Ms. Buckler’s summary is included within these minutes by reference. 

Ms. Buckler announced that one hydration system was purchased and was already delivered.  An additional hydration system could be ordered and delivered within approximately 2 weeks. 

Ms. Buckler stated the materials to build the lockers were donated by Ed McKenzie with 84 Lumber and were delivered.  Ms. Buckler stated volunteers were needed to construct the lockers.  All volunteers were to contact Mr. Jeff Lewis for further coordination. 

Ms. Buckler stated the color of paint would need to be decided.  Ms. Buckler advised 18” stools were a custom order because it was not a standard size.  The next height closest to 18” would be 24”.  Ms. Buckler asked if the members would like to order the 24” and have them cut down to 18” in order to fit inside the lockers. 

Dr. Cirillo suggested benches be used instead of the stools.  Mr. Cirillo expressed concern over the instability of stool usage. 

Ms. Buckler noted her survey results reflected most coaches wanting the smaller stools to store away easily and leave more room within the locker area. 

Mr. Dredger suggested waiting until March to make final decision. 

Nancy Gerdes asked if the stadium field would be corrected by next fall to meet soccer and lacrosse regulation size. 

Mr. Dredger stated fields could not be corrected until County Field Maintenance signed off on field with existing dimensions.

Dee Byrnes asked if the Baseball and Softball fields would be ready for upcoming season.

Mr. Dredger responded present plans were to play home baseball and softball games on their respective fields.  The County Field Maintenance was not concerned about fields being ready due to the increase in precipitation. 

12.           Team Representatives:  Dr. Brooks asked if for a list of the team representatives.  

New Business:  Dr. Brooks requested a special events list to post a calendar on the Booster Website.  Valerie will forward to Dr. Brooks, however, games were always subject to change.  Nancy Gerdes stated she would contact “Red, Hot and Blue” for catering. 

Stadium Banners – Mr. Dredger and Mr. Weber asked if teams could sell individual banners.  Mr. Dredger suggested having the team place the sponsor in contact with the Boosters.  The Boosters would be responsible for ordering the signs.   Boosters would also be responsible for placing and removing all signs and banners and retain a 20% overhead cost from all sales.  Valerie, Mr. Dredger and Rick Weber felt the Boosters should be responsible for the banners.  Valerie suggested the coaches provide the names of interested sponsors and the Boosters complete the transaction.

Valerie noted she does not feel any banners should hang in the school Gymnasium.  Valerie felt the Gymnasium space should be left for the banners recognizing athletes, teams and their accomplishments. 

Dr. Brooks asked if banners were available for sale without the corporate membership, and if so, what would be the cost.   Laurie Urehek stated the price would be $500.00 for the year.  Dr. Brooks suggested contacts go through Laurie Urehek for purchase. 

Dr. Brooks asked if there were any objections for the general members concerning the sale of banners only for $500.00 each. Mrs. DeVore expressed concern that the banners only sales were not being discounted from the corporate sponsorship rate.  Laurie Urehek responded the banners cost approximately $175.00 each.  Laurie stated selling banners only below $500.00 was not cost effective. 

Dr. Brooks suggested a banner sale operating procedure be put in place regarding contacts and completed sales. 

Dr. Brooks presented a motion to sell the banners at $500.00 and each team bringing a sponsor would retain 80% of the profit for the banner sale, while the Booster club would retain a flat 20% fee based on gross sale. 

Dwight Williams second the motion and motion to sell team banners was passed with funds distributed as stated above.

Dr. Brooks brought the members attention to the field and asked whether anyone had ideas or comments regarding turf versus sod.

Nancy Gerdes expressed her doubt the school board would approve turf for the field if the other County schools did not have the same or similar.

Dwight Williams made motion a committee be formed to examine and present the aspects of turf versus sod or any other ideas to cure the problem of the stadium field poor condition.

Kathleen Cirillo did second the motion and committee or ad-hoc committee for field was approved.

Dr. Brooks asked the members if there were other ideas of fundraising.  Mr. Dwayne Hooper, Sr. suggested investigating the idea of selling photos or videos of the student athletes during games or tournaments. 

Meeting adjourned at 8:52PM

Huntingtown High School Athletic Booster Club

Minutes General Membership Meeting

August 8, 2005

In attendance:  Mrs. Valerie Harrington, Athletic Director; Dr. Michael Brooks, President; Mrs. Nancy Gerdes, Treasurer. 

Chairpersons:  Mrs. Krista Marks, Membership; Mrs. Audrey Lewis, Spirit Wear; Mrs. Judy Buckler, Ad Hoc.

Members:  Mrs. Karen Merewitz, Ms. Kim Autzoulatos, Mrs. Debi Skalamera, Mrs. Kathleen Cirillo, Dr. Richard Cirillo, Mr. Jeff Lewis, Mrs. Kelly DeVore, Mr. Steve DeVore, Mrs. Vicki Ganley, Mrs. Pamm Houchens.

Call to Order:  Dr. Brooks called the meeting to order at 7:05 pm

Approval of June 13, 2005 Minutes:  No minutes were available for approval.

Report of the Principal:  Mr. Robert Dredger and/or Mr. Rick Weber were not available to report. 

 In lieu of a Principal’s Report, Dr. Mike Brooks read an e-mail he received regarding the Field House construction.  Some highlights from the e-mail include:  the shell of the building is up, the rough-ins for the plumbing and electric are complete, the roof is being started, the projected completion date is September 22, contingent on weather conditions and heat, there is a need to avoid designating the “kitchen” area of the concession stand as a “commercial kitchen” because that would result in the need to acquire a Health Department Permit in order to sell items out of that kitchen. 

Other work items that are pending on the campus include:  Lockers for the field house that boosters is looking to build (reported on later in the meeting), drains on the stadium fields are being lowered, drainage for the stadium field has been worked on, water to the practice field will be in place by August 15, the public address system has been installed for the stadium field, steps down to the stadium field from the area in the back of the school over by the pump house are yet to be done, the idea of ordering some kind of protective covering for the front of the home bleachers and areas where athletes cross the track surface in cleats is being considered, the basketball court flooring has been completed and is curing with an anticipated ready date of August 15, the wireless scoreboard in the main gym is complete, the advertising screens for the scoreboard are ready with the additional screens installed, there is a need to move the sleeves set in the gym floor so that two volleyball nets can be set up at the same time, Regional volleyball and State and Regional Softball signs are in, motivational signs to be hung inside the gym are on work order.

Report of the Athletic Director:  Mrs. Valerie Harrington led a discussion of the grass conditions on the stadium field.  She reported that the field was seeded in July and that the watering schedule for that field was unable to be determined.  A new field to be used for practice has been graded at the far end of the home bleachers.  The tennis courts have been surfaced.  The wrestling mats that were ordered have arrived and are currently being painted and decaled. 

The booster website lists all of the tryout dates and times for the fall athletic programs.  They were also printed in the local newspapers. 

There was a question regarding scrimmage games being played on the stadium field given its current condition.  These games may have to be moved for field conservation.  The Charter Membership plaque is in.  There was some discussion as to where it should be installed, either inn the main lobby of the school or in the lobby in front of the main gym.  It was decided to let Mrs. Harrington decide where she thought it should go. 

There was some discussion regarding having athletes, to include Freshman, Junior Varsity and Varsity players, be allowed into all sporting events in their season of participation for no charge.  This would be one time per game, no re-entry.  No formal decision was made at this time. 

Items for the upcoming newsletter must be submitted no later than Thursday, August 11.  The Stadium PA system is installed.  Someone from the Board is to come to teach Mrs. Harrington how to use it. 

Mr. DeVore asked Mrs. Harrington a question about the gym scoreboard.  He wanted to know about changing the weight classes for wrestling.  Mrs. Harrington said that she thought the scoreboard had that capability but was not sure if it was done with cards or some other means. 

In conclusion Mrs. Harrington asked for parent volunteers to use the PA system on the stadium field for home games now that Mr. McGuffin is no longer available to announce our games.

Report of the Booster Club President:  Dr. Mike Brooks reported that there is a football meeting for all interested athletes and parents on Tuesday, August 9.  There have been two dates for Athletic Physicals so far netting approximately $1,500 for the Booster Club.  The last remaining date for physicals is Wednesday, August 10. 

Dr. Brooks highlighted for the membership his views on what its goals should be for the coming year:  1) Expand member involvement; 2) Publish a weekly e-mail newsletter to include names of those volunteering for booster events; 3) Increase membership meeting attendance; 4) have committees examine what they have accomplished in the past year and identify what changes are needed for this year; 5) have committees create a notebook with responsibilities, ideas and what was accomplished so that the next group to work on that committee will have guidelines and direction; 6) increase corporate sponsorship; 7) involve our community of local businesses, youth groups and other community groups in our endeavors.

Report of the Treasurer:  Mrs. Nancy Gerdes reported that the Booster Club’s balance as of the end of the 2004-2005 school year was $40,601.37.  This is after $320.00 was paid for Basket Bingo, $2,836.02 was paid for the Portable PA system for the stadium field and $1,500 was awarded to three seniors for the Athletic Booster Scholarships.  The recipients of the scholarships were Megan Whoolery, Jen Griffin and Allison Miller.

As part of this balance it was noted that concessions from football, volleyball, basketball and wrestling totaled $12,785.66.

Mrs. Ganley asked that all check requests from booster members go directly to Mrs. Gerdes to better keep track of bookkeeping.

Committee Reports:

Concessions:  Mrs. Dee Byrnes was not available to report.

It was reported that two grills, a tent and some coolers were purchased for concessions. 

There was a discussion about if the booster club was going to allow some teams to run their own concessions at their own games this year.  Last year boosters did not sell concessions at all of the sports team’s home games and rather let some teams have the option of setting up their own concessions and keeping their own profits.   The discussion continued with the majority feeling that since there will be a concession stand available on the stadium field, the booster club will run all of the concessions for all of the sports and that all of the purchasing will be done through the booster club.

It was then noted that the concession stand is not supposed to be finished until September 22 and the first home football game is September 9 against Thomas Stone.  It was decided to use the tent for concessions until the field house is completed and ready for use.

Membership:  Mrs. Krista Marks reported that we have 30 Lifetime memberships to date and that all other memberships are due for renewal.

There are two upcoming events that are open opportunities for membership signup:  August 24 – 9^th grade parent meeting

September 12 – Open House

Please let Krista know if you are available to help on any of those two dates.

Fundraising:  Mrs. Rita Deugwillo was not available to report.

The Market Day Company mailed letters home to previous customers over the summer with information about our upcoming sale.  Deadline to order is August 23 at noon and the pickup date is Monday, August 29.

Spirit wear:  Mrs. Audrey Lewis asked for assistance to help sell items at Varsity football and basketball games and at lunchtime at the school.  It was decided that the boosters would try to be at the school to sell spirit wear on the first and third Fridays during the student’s lunchtime.

There was some discussion about increasing prices on spirit wear items in order to raise more money.

Dr. Brooks brought up an idea of selling spirit wear over the internet.  He is investigating a company called fieldhousestore.com that sets up a website, keeps inventory and automatically restocks sold items.  The customers would work directly with this company and we would make a 15% profit on all sales.  This item will be brought up at the next meeting for further discussion.

Business Sponsorship:  Mrs. Laurie Uherek was not available to report.

Scholarship:  Mrs. Claire Piason was not available to report.

Ad Hoc:  Mrs. Judy Buckler met with her committee July 14 and had a copy of the blueprints for the field house for review.  There are two main concerns regarding the new field house:  Air conditioning is not part of the original plan and there are no restrooms in any of the team room space.  Dr. Brooks set up a meeting to discuss these issues with Mr. Dredger, Mr. Leah, Mr. John Eckert, the job supervisor and others but it was cancelled with no alternate date.  The items to be discussed included the following:  A heat pump will be used for heating – can the duct work be used or upgraded for cooling; Do the windows upstairs open so that window units can be installed for cooling; The only bathrooms for the athletes and coaches are two individual restrooms downstairs on the back side of the building – can the proposed four shower stalls upstairs be converted to restroom facilities.

As the field house is drawn, there are two large rooms upstairs with a partitioning door to separate them, four shower stalls upstairs, one team room downstairs, public men’s and women’s restrooms, a concession stand, two individual restrooms in the back of the building.  There will be a drop or dry walled ceiling and a concrete floor.  There are no coaching offices or storage for equipment in the building.  There was a $700,000 budget for this project and we are just under that with what we have.  There will be no concession equipment installed.  There was a grease interceptor installed at the concession stand sink drain.  There will be no grill cooking inside the concession stand because then there would have to be fire suppression installed.

Dr. Brooks spoke with the job site supervisor about changing the showers upstairs to toilets/urinals and he said that should not be a problem.  He said he would have to talk to the Heating and Air conditioning people to see if air conditioning could be included. 

Since that time the school board has ruled that the field house would be finished as drawn and that there would be no changes to the original plans.

The Booster Club will furnish the field house.  Pricing for ready-made lockers was approximately $170.00 per locker with no lockable compartment.  Mr. Jeff Lewis discussed building our own lockers.  He provided drawings of a possible locker idea similar to the lockers in the Northern High School locker room.  He estimated that it would cost approximately $3,000.00 to buy supplies for 120 lockers. 

Mrs. Nancy Gerdes motioned that the booster club purchase supplies and solicit help to build these lockers with a budget not to exceed 6,500.00.  Mr. Steve DeVore seconded this motion and the motion passed.

There was some discussion regarding available potable water on the practice fields for the athletes to drink.  Mrs. Nancy Gerdes motioned that the ad hoc committee could purchase portable water stations pending the feasibility of transport and water access with a budget not to exceed $3,500.00.  Mr. Steve DeVore seconded this motion and the motion passed.

It was also reported that two 10 x 20 storage units were purchased at a cost of $13,000 by the Board of Education for outside to be placed under the home bleachers.  These units are scheduled to be delivered next week.

The next General meeting for the Booster Club is scheduled for TUESDAY, SEPTEMBER 13 AT 7 PM IN THE MEDIA CENTER. **Note the day change.  The first Monday of the month is Labor Day and the second Monday is Open House.

Mr. Steve DeVore moved to adjourn the meeting.  The motion was seconded and passed.  The meeting concluded at 9:45 pm

HUNTINGTOWN HIGH SCHOOL

ATHLETIC BOOSTER CLUB MINUTES

GENERAL MEMBERSHIP MEETING

JUNE 13, 2005

PLACE:  HHS MEDIA CENTER

Attendees:  Mr. Robert Dredger, Principal; Mr. Rick Weber, Vice Principal; Mrs. Valerie Harrington, Athletic Director; Dr. Michael Brooks, President; Mr. Dwight Williams, Vice President; Mrs. Nancy Gerdes, Treasurer; Mrs. Katherine

Absher, Secretary.  Chairpersons present:  Ms. Rita Deugwillo, Fundraising; Ms. Dee Byrnes, Concessions; Claire Piason, Scholarship Committee; Ms. Laurie Urehek, Business Sponsorship.  Members:  Mr. Glen Moulton, Mrs. Debbie Merritt, Mrs. Warlitner and Mrs. Judy Buckler.

General Membership Meeting began at 7:10PM

1.              Call to order – Dr. Brooks asked members to review May General Membership Minutes and called for a vote for approval.  Dwight Williams made the first motion and Claire Piason 2^nd the motion to approve.  May Minutes approved. 

2.              Principal’s Report.  Mr. Dredger updated the members on the field house.  Mr. Dredger stated the contractor was waiting on one final bid from a subcontractor to provide a proposal for the final cost to construct the field house per plans and specs provided by the school board.  The school board would then determine if the funds available would meet the proposal of the contractor.  Mr. Dredger hoped the school board would have the proposal from the contractor within the next 48 hours.  

*Mr. Dredger stated final grading and seeding for the fields had been delayed due to maintenance and budget issues.  Mr. Dredger stated the secondary practice field would not be ready until spring, 2006 and work was still in process on the tennis courts.

Mr. Dredger announced the contractor for the Public Announcement system had been paid from the school board budget along with two 10’ X 20’ storage units. 

Mrs. Warlitner asked if the Booster Club could decide where the storage units could be placed.  Mr. Dredger responded the school would prefer the storage units be placed under the bleachers to avoid the elements.

Mrs. Warlitner asked if two storage units would be sufficient to store all the athletic equipment and other items needed at the field.  Mr. Dredger suggested the Booster Club put aside funds if additional units were needed, but suggested waiting on this purchase until the needs became more apparent.

Dr. Brooks asked if Mr. Dredger knew when the plans for the field house would be ready.  Mr. Dredger responded he would contact Dr. Brooks when the plans were made by available to the Booster Club by the School Board.

Ms. Piason asked if Mr. Dredger if measures would be taken regarding mosquito control.  Mr. Dredger responded Mr. George Leah would be calling back on this issue. 

Mr. Dredger also advised he did not have any costs figures for the “Huntingtown High School” sign and did not know if funds from the construction budget would be available for this cost until field and building construction issues were resolved and completed. 

3.              Athletic Director’s Report:  Valerie Harrington announced that Dr. Brooks would be providing physicals for school athletes on July 13^th, July 27^th and August 10^th from 5:30PM – 8:30PM.  Valerie asked for volunteers to help on these dates.

Dr. Brooks reminded members that the completed health questionnaire and immunization records must be presented prior to the physical.

Valerie stated that she had tentative schedules for the fall sports and would provide them to Dr. Brooks once they were confirmed.  Additionally, Valerie would forward a list of the final list of fall sports coaches to Dr. Brooks when that list was completed.

Valerie announced that a banner for the Softball 3A Championship Team would hang on the front of the school building above and between the front entrances.  Also, Valerie would review the possibility of reducing student admission fee into normal season games hosted at Huntingtown High School.

Valerie has previously advised the members her athletic budget is already strained.  Valerie will advise of her decision at the next general membership meeting.

4.  Committee Reports: 

a.              Treasurer’s Report – Nancy Gerdes presented the Treasury Report through May 2005.  Previous balance - $45,277.92 plus total revenue $1,924.35 less total expenses of $2,939.16 resulted in a total balance of $44,263.11.  The Treasury Report for May 2005 is included within these minutes by reference.

b.  Membership:  Krista Marks was not in attendance.  Dee Byrnes

presented Krista’s committee report and announced that a new Booster membership form for 2005 – 2006 was created removing the Charter membership from the form.  Krista will e-mail this form to the Secretary and the new form will be incorporated within these minutes by reference.

**It was announced there would be freshman orientation night scheduled for August 22^nd.  An additional orientation night may be scheduled and that date would be announced by August 8^th.   The membership committee would be present at orientations and other after school functions to enlist new Booster members.

Fundraising Committee:  Rita Deugwillo presented sample plaques made for lifetime and charter members and announced the location to hang the plaques would be determined by agreement between the school and Booster club at a later date. 

Rita advised a check in the amount of $2500.00 for funds raised from the Cruise fundraiser would be forwarded after the cruise was completed. 

Debbie Merewitz announced the “Market Day” fundraiser was doing well.   Ms. Merewitz hoped to gain more orders through the 440-estimated new freshman class enrolled for August, 2005 school year.   Ms. Merritz suggested a gift from the Booster Club be offered to the person or entity with the largest monthly dollar order and this gift be awarded at the September General Membership Meeting.  Most members agreed and Dr. Brooks asked the fundraising committee to provide suggestions at the August membership meeting.

Spirit Wear:  Audrey Lewis was not present to provide report.  A list of Booster Club spirit-wear was not provided to the members as indicated in the May general membership minutes. 

Business Sponsorship:  Laurie Urehek announced that 5 new corporate sponsors expressed interest in sponsoring, however, the business sponsors would like to have their banners highly visible at the Football games.  Additionally, many prospective and existing sponsors would like to view a sample color photo sports program before choosing to advertise.   Dr. Brooks suggested a questionnaire be prepared so a program could be better designed to attract more sponsors.  Dr. Brooks requested the possibility of another committee be formed to possibly handle the production of a sports program.  Dr. Brooks asked interested parties to e-mail him regarding expertise and suggestions so that some sort of mock program could be made available for review at the next August meeting.

Scholarship Committee:  Claire Piason announced the winners of the three $500.00 Booster Club Scholarship Awards.  They are: Megan Whoolery, Allison Miller and Jennifer Griffin.  Ms. Piason stated the student applicants and winners were all impressive and choosing just three winners was a difficult task for the committee. 

Team Reports:  Mike Johnson, Head Coach of the Softball team announced his team went 22 wins, only one loss and won the 3A division championship. 

No other team representatives provided reports. 

Concessions:  Dee Byrnes provided a list of items needed before the first home football game scheduled September 9^th.  The list if as follows:  tents,  grills – 2,

Generator, exterior extension cords, coolers and a storage unit to house the concession supplies at a location closer to where the concessions stands would be placed.  

Dr. Brooks asked Dee to state a dollar amount needed to meet her supplies.  Dee Byrnes estimated the amount to be $6,000.00. 

Dwight Williams suggested leasing the tents until the field house was completed. 

Mr. Dredger suggested waiting to purchase tents to see if the field house would be completed by the first home game. 

Dr. Brooks brought a motion to approve a $6,000.00 budget for purchasing a grill, coolers, generator and extension cords.  Claire Piason 2^nd the motion and the members agreed to provide $6,000.00 toward the concession budget.

Nancy Gerdes suggested providing more monetary incentives for other teams to run the concession stand.  Nancy stated increasing the split of the proceeds from concession profits would encourage more workers.  However, the team would have to man the concession stand for the entire event.  Having a few parents show up from one team or different teams would not be sufficient to obtain the increase of the split on concession profits.  

Dr. Brooks and several members agreed to this possibility.  No vote was taken.  This decision will be revisited at the next meeting.

* New Business:  Valerie Harrington asked the members to decide on an amount per senior softball player to contribute toward the purchase of a ring or whatever the team decided to purchase for winning the 3A division championship. 

Nancy Gerdes felt the girls should receive at least $50.00 for each senior team member.  Kathy Absher agreed. 

Mr. Dredger advised the members to be careful on the monetary decision.  Debbie Merewitz and Rita Deugwillo both felt a precedent would be set by the monetary amount offered and advised reducing the amount. 

Dee Byrnes brought a motion for $40.00 per senior softball player and Valerie Harrington 2^nd the motion.  The members agreed to donate $40.00 to each senior softball player on the 2005 spring team. 

Meeting was adjourned at 8:20PM.

HUNTINGTOWN HIGH SCHOOL

ATHLETIC BOOSTER CLUB MINUTES

GENERAL MEMBERSHIP MEETING

May 9, 2005

PLACE:  HHS MEDIA CENTER

Attendees:  Ms. Valerie Harrington, Athletic Director; Mr. Robert Dredger, Principal; Dr. Michael Brooks, President; Mr. Dwight Williams, Vice President; Mrs. Nancy Gerdes, Treasurer; Mrs. Katherine Absher, Secretary.  Chairpersons present:  Ms. Rita Deugwillo, Fundraising; Mrs. Audrey Lewis, Spirit Wear; Ms. Dee Byrne, Concessions; Ms. Claire Piason, Scholarship Committee; Mrs. Laurie Urehek, Business Sponsorship.  Members:  Ms. Judy Buckler, Mrs. Kelly Devore, Mr. Steve Devore, Mrs. Janet McDonald, Mrs. Judy Buckler, Mrs. Debbie Merritt,

General Membership Meeting began @7:10PM.

1. Call to order – Dr. Brooks reviewed his “Letter from the Booster Club President” which was e-mailed to the Booster Club members on May 3, 2005.  Dr. Brooks’ letter is incorporated within these minutes by reference and is the President’s report.  Dr. Brooks asked the members to work on new ideas during the summer to gain additional membership and sponsorship.

2. Dr. Brooks requested Mr. Dredger to provide the Principal’s report.

Mr. Dredger thanked the members for their efforts and hard work.   Mr. Dredger provided a general overview of updated information regarding the field house and school construction issues.  Mr. Dredger announced the revisions to the field house would costs twice the amount budgeted for the original field house.  Concession area was estimated to be around 500 – 600 square feet.  Mr. Dredger advised the members that this would not include the amenities needed for the concession stand.  Funds would need to be raised by the Booster Club to provide these items. 

Mr. Dredger stated Dr. Kenneth Horsman felt the cost of the field house should come within their school construction budget and construction of the field house should commence within 2 – 3 weeks after all costs were confirmed. 

Mr. Dredger advised the members the gymnasium floor would be replaced around June 1^st.  The gymnasium would be closed for 2 – 3 weeks during repairs.   The fields would also be closed until around August 15^th to allow the soil to stabilize and the grass to grow. 

The Tennis court would receive its second surface on or about June 18^th. 

Stairwells to the baseball fields were planned and would be installed once the soil was stabilized.  The entranceway to the stadium from the far left may be installed and ready for this season.

Potable water outlets between the baseball and softball fields would be installed and available for next season.  In ground sprinkler systems would not be installed.  Alternative irrigation would need to be provided at a later date and would not be included in school construction budget. 

Mr. Dredger noted he did not know if the sign for Huntingtown High School was included in the school budget and was not aware of any immediate time frame to install the sign. 

Kathleen Cirillo raised concern over mosquitoes because of the standing water in pond areas around the school.  Dwight Williams stated the County does perform mosquito control.  Mr. Dredger stated he would contact Mr. George Leah to inquire about mosquito control.

COMMITTEE REPORTS: 

Treasurer:  Nancy Gerdes provided the Treasurer’s report through April 2005.  The Treasurer’s report is included within these minutes by reference.  Total funds available were reported at $45,277.92 and did not include the cost of the portable public announcement system.  Nancy stated Basket Bingo was a great success raising funds of $6,200.00.

Membership:  Nancy Gerdes spoke for Krista Marks who was unable to attend.  No changes in membership were reported.  The members were asked to consider another level of membership.  Kathleen Cirillo suggested a specific sport season pass and asked about school employee discounts. 

Dr. Brooks stated the members should consider various ways to generate to membership and report any suggestions at the June 2005 general membership meeting.  Dr. Brooks also noted that based on the membership list, only one family of every three athletes were members.  Dr. Brooks suggested possibly the coaches or team representatives could raise membership by encouraging other families of athletes to join the Booster Club.  Dr. Brooks also asked when the last school newsletter would be sent out.  Ms. Harrington responded the newsletter would go out shortly after the next general membership meeting.   All announcements needing to appear in the newsletter would need to be submitted prior to or by the next meeting. 

Concessions:  Dee Byrnes announced a preliminary list of items needed for the concession stand before the next football season that included a gas grill, six large coolers, a generator, and a large tent.

Dwight Williams suggested having a complete list ready to vote on at the June membership meeting.

Mr. Dredger suggested a joint venture in purchasing a quality tent noting the school’s need for a tent for many outdoor activities.   

Kathleen Cirillo motioned to purchase the grill and possibly the tent now. 

Dwight Williams declined the motion and asked that the complete concession list of items needed be made available and voted on at the June membership meeting.

Dr. Brooks agreed and asked where these items would be stored

(Do not have answer in my notes.)

Fundraising:  Rita Deugwillo advised there was no new information.  The check in the amount of $3,000.00 earned from the cruise fundraiser had not yet been received.   Rita will update the members at the next general membership meeting.

Spirit Wear:  Audrey Lewis asked to sell spirit wear at the SMAC track conference.  Valerie Harrington agreed but advised there may be other teams selling items also. 

Audrey and Valerie announced they had interested businesses in corporate membership.  Dr. Brooks asked they contact Laurie Urehek as soon as possible. 

Dr. Brooks asked Audrey for the complete list of items the Booster Club would be selling.  Audrey agreed to have list ready for next meeting.

Scholarship Committee:  Claire Piason announced there was a three-way tie for the scholarship.  (The Executive Board approved the funding of the additional scholarship)  Claire stated the following persons were involved in selecting the scholarship applicants:  Mr. Bob Dredger, Ms. Tina Gall, Dr. Michael Brooks and Ms. Claire Piason.  Ms. Piason advised the winners would be announced at the Senior Award’s night.  Ms. Piason was impressed with the caliber of all the student applicants. 

Dr. Brooks provided the report from the ad-hoc committee for the field house.  The Ad hoc committee prepared and distributed a survey to the coaches requesting their suggestions for amenities or items they felt should be included in the field house.  Dr. Brooks stated the report from the ad-hoc committee would be available at the next membership meeting in June.  Mr. Dredger added he hoped maybe plans would also be ready at the next meeting.

Athletic Director’s Report:  Valerie Harrington reminded the members of the SMAC conference to be held at the high school on May 12^th and 13^th. 

The Athletic Awards banquet would be May 25^th at 6:00PM.  Food would be served in the Cafeteria and coaches would distribute their specific awards at designated areas.  Banners would be placed in front of the cafeteria and auditorium for the business sponsors. 

Dwight Williams asked Valerie to update Dee Byrnes on the estimated number of persons to attend the banquet.  Valerie estimated the number to be around 275 – 300, but she would review and advise Ms. Brynes. 

Valerie advised the members there were a few coaching vacancies and she was in the process of recruiting coaches for these positions.

Valerie also said she would review the ticket costs for athletes to sporting events but reminded the members that the gate receipts are used for her athletic budget.  Valerie stated she was presently over her budget.

Dr. Brooks asked when the fall sports schedule would be available.   Valerie said she hoped to have the schedule within the next two weeks.  The football schedule was in place and October 7^th was the date provided for Homecoming.

Team Reports:  Please refer to Booster website for individual team reports.

New Business:  Dr. Brooks asked the members if there were any new nominations for Treasurer or Vice President.  There were no new nominations.  Steve DeVore moved that nominations be closed and Dr. Brooks called for votes of confirmation to re-elect Dwight Williams as Vice President and Nancy Gerdes as Treasurer.  The motioned was 2^nd and members confirmed the re-election unanimously. 

The meeting was adjourned at 8:18PM.

HUNTINGTOWN HIGH SCHOOL

ATHLETIC BOOSTER CLUB MINUTES

GENERAL MEMBERSHIP MEETING

April 11, 2005

PLACE:  HHS MEDIA CENTER

Attendees:  Ms. Valerie Harrington, Athletic Director; Mr. Rick Weber, Vice Principal; Dr. Michael Brooks, President; Mr. Dwight Williams, Vice President; Mrs. Nancy Gerdes, Treasurer; Mrs. Katherine Absher, Secretary.  Chairpersons present:  Ms. Rita Deugwillo, Fundraising; Mrs.; Mrs. Krista Marks, Membership; Ms. Dee Byrne, Concessions; Ms. Claire Piason, Scholarship Committee; Mrs. Laurie Urehek, Business Sponsorship.  Members:  Ms. Judy Buckler, Mrs. Cindi Salley; Mrs. Kelly Devore, Mr. Steve Devore, Mr. Gary Norris, Mr. Joe Norris, Ms. Debbie Merritt; Mrs. Debi Skalamera, Mrs. Laura Warlitner, Mr. Tab Warlitner, Mrs. Judy Buckler, Ms. Kristen Warlitner, Ms. Janet McDonald, Mr. Tab Warlitner.

General Membership Meeting began @7:10PM.

1.            Call to order – Dr. Brooks asked if the members had reviewed the minutes for general membership meeting of March 14th.  Rita Deugwillo questioned page 4., under Spirit Wear.  Ms. Deugwillo requested items to be purchased not be limited to “Sew-It-Is”.  Dr. Brooks agreed that the vendor choice should remain open.  Other General Members agreed.  Secretary agreed to note this change in minutes for April 11^th General Membership Meeting. Correction regarding error of date for Basket Bingo to be changed to April 10^th for minutes of March 14^th General Membership Meeting.

2.              Dr. Brooks requested Valerie Harrington to provide Athletic Director’s report. 

Valerie informed the members Mr. Dredger was addressing field drainage problems with the Civil Engineers.   Mr. George Leah would be coordinator with Engineers on field drainage issues, along with other field corrections needed.  Inlets at North Parking lots would also be investigated. 

Valerie stated scoreboard may be installed the following week weather permitting.  Scoreboard will be placed directly behind goal post closest to the school.    Additionally, the school was in the process of pricing costs to place the school name on front of the high school building.  More information to follow after costs is confirmed. 

Krista asked what plans the school board had in place to install a public announcement system.  Valerie responded Mr. Dredger needed to review the remaining funds in the construction budget to see if funds were available to provide the public announcement system.  Valerie added that the Athletic Booster Club would possibly need to provide the funds to install system. 

Several members voiced concerns over the lack of a public announcement system noting safety reasons and emergencies.  Dwight Williams and Krista Marks suggested the Booster Club provide funds now for a portable p.a. system. 

Dr. Brooks questioned if the funds to provide the p.a. system was the responsibility of Calvert County Schools and not the Booster Club. 

Dr. Brooks also asked for a cost amount to purchase the portable p.a. system.

Valerie could not provide a definitive answer whether the school system was required to provide the p.a. system or if funds would be available in the construction budget.  Valerie estimated the cost to purchase a portable p.a. system to be around $2,000.00 but noted she had not priced a system and this amount was her best estimate but not confirmed.

Dwight Williams stated the Booster Club should consider purchasing a portable p.a. system now to ensure the safety of the athletes and spectators in case of emergency.  The risk and possible dangers of not being able to communicate emergencies to the athletes and spectators was too great.

Claire Piason motioned for the Booster club to allow a budget of $2,000.00 to purchase the portable p.a. system now. 

Dwight Williams, Nancy Gerdes and Dee Byrnes all second the motion.  The General members in attendance agreed the purchase of the portable p.a. system was a priority

Dr. Brooks asked the members to suggest a limit on amount to be expended for portable p.a. system in order for motion to be approved. 

Nancy Gerdes responded the p.a. system was necessary and the motion should be approved for an amount around the $2,000.00 estimate.  Several members indicated the cost quoted was close enough to approve the motion.

Motion was approved to purchase portable p.a. system.  The general members would be consulted if cost would be over $2,500.00. 

Valerie resumed her report of the Athletic Director.  Spring sports awards would be held May 25^th and Senior Awards would be held May 31^st.  Valerie suggested the Booster Club scholarship awards should be presented at the senior’s awards event.  Also, new orders for letterman’s jackets would be taken to coincide with athletes earning letters for spring sports. 

President’s Report – Dr. Brooks had forwarded an e-mail to general members regarding field house prior to general membership meeting.  Dr. Brooks announced he had not received a reply from Mr. George Leah regarding Mr. Leah’s progress with the architect(s) to change the previous one story field house to the Booster club recommendation of a 2-story field house.  Dr. Brooks asked Valerie and Rick Weber if they had heard anything regarding the field house.  Rick stated a representative from the school’s construction contractor had heard there may be a change in the field house, but could not confirm if the change had been approved. 

Dr. Brooks acknowledged the many questions and suggestions he had received regarding the design of the field house.  Dr. Brooks noted he previously appointed Judy Buckler to chair the sub-committee to provide an organized list of recommended plans, designs and suggestions regarding the construction of the field house.  Dr. Brooks felt the sub-committee’s report and recommendations would be a more effective approach in addressing the school board concerning changes to the field house. 

Nancy Gerdes questioned whether the school board would be open to many of the suggestions the Athletic Booster Club may present.  Nancy felt the school board would try to complete the construction as originally planned.  Several members acknowledged and agreed with Nancy. 

Dr. Brooks introduced Ms. Judy Buckler who provided the general members with a preliminary outline defining the facilities and amenities that should be available for the outdoor sports at the high school.  This outline is included within these minutes by reference.  Dr. Brooks encouraged the members to volunteer their suggestions and expertise to help the sub-committee prepare a full, researched plan of what facilities and amenities were needed to accommodate the outdoor sports programs. 

Nancy Gerdes requested the floor at this time to express the disappointment of the athletes and parents who transferred from Calvert and Northern High School to attend HHS for their Junior and Senior years and participate in the sports programs.   Nancy stated the parents and athletes were justified in their disappointments because some of the basic needs of the athletes and coaches were not provided and the lack of reasonable planning for the sports

programs by the school board placed unnecessary obstacles and hardship on these student athletes. 

Mr. Weber acknowledged Nancy’s complaint.  Mr. Weber explained there were many difficult choices that were made in order to open HHS on time.  Many delays were caused by weather and problems occurring during construction.  The property’s elevation, slopes, soil, and drainage problems added to delays in providing adequate fields for outdoor sports. 

Mr. Weber explained these decisions were not made without regard to the athletes and the staff and administration of HHS were working hard to correct these problems.

COMMITTEE REPORTS:

Treasurer’s Report:  Nancy Gerdes provided the athletic booster treasury report through March, 2005.  This report is incorporated within these minutes by reference.  Total available funds reported at $36,780.75. 

Membership:  Krista reported 2 new members: 1 family and 1 lifetime membership.  Krista estimated 1 in every 3 families who had student athletes were members of the booster club.  Krista and Dr. Brooks suggested team representatives could be helpful in gaining more members by actively marketing to the parents of the student athletes. 

Concessions:  Dee reminded the members that football concession was coming very soon.  Dee stated she would need grills, coolers, tents and an on-site storage facility.  Dr. Brooks asked Dee to prepare a list of the items concessions would need.  Dee agreed to have her list available at the next general membership meeting.

Fundraising:  Rita Deugwillo reported Basket Bingo was a great success.  Basket Bingo raised $6,000.00.  Dr. Brooks requested a list of the sponsors to send thank you letters.  Rita provided the Basket Bingo program that listed all the sponsors.  The program and list of sponsors are included within these minutes by reference. 

Market Day fundraiser raised $1,398.00 for the year.

Spirit Wear/Public Relations:  Audrey Lewis was not present and Rita Deugwillo provided what information she had available.  Rita reported that the order for additional spirit wear had been placed and the caps were in stock for sale. Dee Byrnes stated many people approach her at school with questions about spirit wear.  Dee asked that she be notified of any changes in the spirit wear sales day of Friday.  Rita agreed to pass this request on to Audrey.

Rita stated students were still coming in to the storeroom with food.   Rick responded that the storeroom is not just for the Booster Club.  The students sell tickets to different events and need the use of the storeroom.  Rick also noted the students only have 30 minutes for lunch.  The students use their lunchtime to sell items for the school and are also trying to eat their lunch. 

Business Sponsorship:  Laurie Urehek requested the advertising banners be placed out for the track meets and other outdoor sport events.  Valerie agreed to arrange for their display.  Laurie was actively seeking additional business sponsors.

Scholarship Committee:  Claire Piason reported 8 qualified students had made application for the athletic booster scholarship program.  Claire stated she was e-mailing the scoring grids to the judges and personal interviews were scheduled for April 27^th.  Scholarships would be awarded at Senior Awards night.

Old Business:  Dr. Brooks reminded the members of nominations for Treasurer and Vice President.  Nominations remain for Dwight Williams and Nancy Gerdes to serve additional two year terms for Vice President and Treasurer respectively.  No new nominations were made.

New Business:  Nancy informed the members she was able to purchase a 10’ X 10’ pop-up tent for $209.00.  Nancy requested re-imbursement for this expense.  General members agreed for reimbursement for motion made by Nancy and second by Debi Skalamera. 

Krista informed the members Sue Collins, State Delegate, donated American flag and Mike Miller, State Senator, will donate Maryland State flags.  Valerie reminded the members flagpoles could not be installed until after the construction contractor is released.   Krista recommended hanging flags on table facing home bleachers. 

Meeting was adjourned at 8:23PM.

 

HUNTINGTOWN HIGH SCHOOL

ATHLETIC BOOSTER CLUB MINUTES

GENERAL MEMBERSHIP MEETING

March 14, 2005

PLACE:  HHS MEDIA CENTER

Attendees:  Ms. Valerie Harrington, Athletic Director; Mr. Rick Weber, Vice Principal; Dr. Michael Brooks, President; Mr. Dwight Williams, Vice President; Mrs. Nancy Gerdes, Treasurer; Mrs. Katherine Absher, Secretary.  Chairpersons present:  Ms. Rita Deugwillo, Fundraising; Mrs. Audrey Lewis, Community/Public Relations and Spirit Wear; Mrs. Krista Marks, Membership; Ms. Dee Byrne, Concessions; Ms. Claire Piason, Scholarship Committee; Mrs. Kathleen Cirillo, Co-Chair-Scholarship Committee; Mrs. Laurie Urehek, Business Sponsorship.  Members:  Ms. Pat Beyer, Ms. Kate Lewis, Mr. Terry Bryne, Ms. Judy Buckler, Mrs. Cindi Salley; Mrs. Kelly Devore, Mr. Gary Norris, Ms. Janet McDonald, Mr. Tab Warlitner, Master Brian Warlitner, Mrs. Laura Warlitner and Coach Jerry Franks.

General Membership Meeting began @7:03PM.

1.            Call to order – Dr. Brooks asked if the members had reviewed the minutes for general membership meeting of 2/14/2005.  Dwight Williams moved to approve the minutes.  Nancy Gerdes second the motion. 

2.            Dr. Brooks requested Valerie Harrington to provide Athletic Director’s report.

Valerie reminded the members of the winter athletic awards banquet to be held on March 16^th, starting with refreshments served in the Cafeteria, awards in the auditorium followed by separate coach’s awards to be given at designated locations within HHS.

Valerie reported the SMAC schedule for spring sports would be provided.  One major change would be home game times for softball and baseball would start at 4:00PM and end for softball at 6:00PM and baseball at 7:00PM.  This change was to accommodate the other activities held at Hallowing Point Park.

Valerie stated the electronic scoreboard had arrived, but was not hooked up. 

Valerie requested Dr. Brooks handle new information regarding the field house and other outdoor athletic provisions discussed at the executive meeting with the School Board held March 8^th.

Dr. Brooks agreed but asked Rick Weber if there was any new information from the Principal’s report.  Rick responded no new information to report for this meeting.

Dr. Brooks then provided a general overview of the executive board meeting with the School Board. 

a.             Fields would not have underground water sprinklers installed due to water availability and drainage issues.

b.            Contractor would complete seeding, grading and soil stabilization of athletic fields by end of summer.

c.                         Two 10’ X 20’ portable storage units would be placed at stadium around bleachers.

d.                        Security fencing to be placed on perimeter of outer athletic fields.

e.                         Potable water would be made available closer to stadium and practice fields as indicated on drawing provided by Mr. Leah at 3/8 executive board meeting.

f.                         Dugouts and ball field amenities may need to be financed by Booster Club.

g.                        Field house planned would be 30 X 60 square feet at foundation due to water restrictions.

Dr. Brooks reported that the field house was an add/alternative and never included in original plans.  He informed the members that the size of the field house raised questions and concerns regarding the capability to house the two locker rooms, bathroom facilities and a concession stand.  He further reported the idea of raising the structure to two stories was now being discussed between Mr. George Leah, Supervisor of School Construction and the architect.  Mr. Leah would contact Dr. Brooks after Architect reviewed possible solutions to increase field house to 2 story.

At this time, several members provided the following suggestions:

a.                         Dee Byrne suggested the concession stand may need to be placed at a different location;

b.                        Kathleen Cirillo suggested items/activities not needing the use of water not be including in the field house;

c.                         Claire Piason suggested investigating portable concession stands;

Dr. Brooks stated he would send an e-mail and request names of sub-contractors able to donate work and materials within the community.

Kathy Absher raised the objection to contacting sub-contractors at this point.  The floor did not acknowledge her objection. 

Dr. Brooks requested reports from the committees.

Committee reports:

Treasurer:  Nancy Gerdes provided Treasurer’s report through February 2005.  (Included in these minutes by reference.)  Total funds in account reported at $34,694.61.

Membership:  Krista Marks reported membership interest is active again.  Three Charter members raised their status to Lifetime members.  Krista stated the membership committee would be present at the Winter Athletic Sports Banquet on March 16^th.

Concessions:  Dee Byrne thanked the basketball team volunteers for their hard work.  Dee reported some drinks were leftover and stored.  Dee also reported a minor incident of candy stolen from the concession stand.

Fundraising:  Rita Deugwillo reported Market Day earned $2,297.00 in profit.  Fifty-two new orders were placed for the month of February.  Rita reminded the members of Basket Bingo to be held on Sunday, April 11, 2005 @ 2:00PM.  Flyers had been sent out and the announcement was placed in the school newsletter.  Rita suggested the possibility of one or more of the athletic teams sponsor a basket.  Rita requested Valerie make this suggestion at the next team meeting.  Rita also reported that the Softball team would be running concessions at the event.  Rita hoped the fundraiser would net $5,000.00 in profit.

Spirit Wear & Community/Public Relations:  Audrey Lewis asked if she was allowed to order spirit wear.  Audrey requested an authorized budget. 

Dr. Brooks asked if Audrey had orders she could not fill and Audrey responded yes.  She had close to $5,000.00 of orders for spirit wear not in stock.  Audrey requested approval of a budget to have spirit wear items available to complete orders and have on stock. 

Dr. Brooks suggested ten to fifteen core items be determined for sale by the Athletic Booster Club.  Dr. Brooks asked Rick Weber if he had a list of items available.  Rick Weber responded he approves the fundraising items for team sports but was not providing a list of core items for the Booster Club to sell.

 Dr. Brooks asked Audrey what items were selling the most.  Audrey reported spirit wear designs and clothing of Sew-It-Is were the most popular. 

Nancy Gerdes asked Audrey if she could guarantee delays and deliveries would not occur.  Audrey responded she could not make that guarantee either from Bay Engraving or Sew-It-Is. 

Dr. Brooks instructed Audrey to continue her purchases through Sew-It-Is.

Dwight Williams motioned for approval of Spirit Wear Budget at $2,500.00.

Nancy Gerdes 2^nd the motion.  Motion approved for $2,500.00 of Spirit Wear purchase through Sew-It-Is.

Business Sponsorship: Laurie Urehek informed the members two more banners were ordered.  Another corporate sponsorship in the amount of $1,000.00 had been sold.   Laurie asked if all banners could be moved outside. Valerie asked if the banners could remain outside.  Laurie stated yes, the banners were made for outdoors.

Laurie informed the members the business sponsors would like their name to appear on more than just the banners.  Rick Weber said the School would find locations for additional sponsorship ad-space. 

Scholarship:  Claire Piason reported not one application for the Athletic Booster Scholarship Award had been received to date.  Claire stated many efforts were made to inform the students of the scholarship availability and deadline.  Claire reminded the members March 18^th was the deadline for student applications and staff recommendations noted on applications was due by April 1^st.  Ms. Piason stated she would provide an update at the next general membership meeting.

Team News:  Wrestling reported Phil Riley, Senior, ranked 3^rd in the SMAC Wrestling Conference.

Other Team News can be viewed on the Booster Club website.

Old Business:  Dr. Brooks stated field house update would be provided at next general membership meeting.

A master list of spirit wear items should be presented at next membership meeting.  Dr. Brooks requested Audrey make some suggestions.

Dee Byrnes suggested simplifying the available designs on spirit wear.

New Business:  Dr. Brooks requested nominations for Vice President and Treasurer.  Krista Marks and several other members nominated Dwight Williams and Nancy Gerdes to serve additional terms.

Dr. Brooks informed the members that volunteers would be needed for the following projects:

a.             Golf Tournament – project coordinator;

b.            Paving bricks and pathway fundraiser – need selling coordinator;

c.             Media guide and program – need to establish a committee.

Dr. Brooks reminded the members that the sports physicals would be an additional donation and may need volunteers to help coordinate.

Dr. Brooks asked the members for any additional questions or suggestions.

Rita Deugwillo asked if a school mascot or a fight song had been decided.  Rita suggested the students compose lyrics and Rita will search for possible music and search copyright information.

Valerie responded that there was not a school-fight song chosen to her knowledge.

Valerie also suggested the Boosters turn over concession sales to spring team sport representatives and allow each team to keep their respective profits.

Most members agreed.  No formal vote taken.

Dr. Brooks adjourned the meeting at 8:17PM.

 

EXECUTIVE BOARD MINUTES MEETING WITH SCHOOL BOARD        LOCATION:  HHS MEDIA CENTER   3/08/2005  

ATTENDEES:  Dr. Michael Brooks, President; Mrs. Nancy Gerdes, Treasurer; Mr. Dwight Williams, Vice President; Mrs. Katherine Absher, Secretary; Mr. Robert Dredger, Principal; Mr. Rick Weber, Vice Principal; Mrs. Valerie Harrington, Athletic Director; Dr. J Kenneth Horsman, Superintendent; Mr. Leon Langley, Director of Athletics and Transportation; Mr. George Leah, Director of School Construction; Mr. Jim Marlett, Director of School Facilities; Mr. Jack Smith.*

Executive meeting began @7:01PM with each attendee making their introduction and noting if they had children attending Huntingtown High School.  Dr. Horsman announced the Mr. George Leah was recently promoted to Supervisor of School Construction succeeding Mr. Lloyd Robertson, who was formerly in charge of supervising the construction of Huntingtown High School.  Mr. Robertson would be retiring. 

Dr. Horsman added that Mr. Jim Marlett would be more involved with HHS’s facilities once the contractor was released. 

Mr. Leah distributed an agenda labeled “Huntingtown High School Athletic Site Improvements” and included a drawing (not to scale) of the athletic fields and the location of the proposed field house.  The agenda and drawing are included in these minutes by reference. 

Mr. Dredger began the meeting noting the progress of the schools outdoor facilities and the repairs of items inside the school.  Mr. Dredger stated that during the construction of Huntingtown High School, precipitation accumulated at an unusual high amount for the first 18 months.  The rain added to the frustration to the soil stabilization on the athletic fields.  Mr. Dredger stated the focus was to have the building ready for occupancy by the beginning the 2004 school year.  Mr. Dredger reminded the group that the football stadium was also completed in time for the first home game. 

ATHLETIC BOOSTER CLUB MINUTES

GENERAL MEMBERSHIP MEETING

FEBRUARY 14, 2005

PLACE:  HHS MEDIA CENTER

ATHLETIC BOOSTER CLUB MINUTES

GENERAL MEMBERSHIP MEETING

JANUARY 10, 2005

PLACE:  HHS MEDIA CENTER

Attendees:  Ms. Valerie Harrington, Athletic Director; Mr. Rick Weber, Vice Principal; Dr. Michael Brooks, President; Mr. Dwight Williams, Vice President; Mrs. Nancy Gerdes, Treasurer; Mrs. Katherine Absher, Secretary; Chairpersons present:  Ms. Rita Deugwillo, Fundraising; Ms. Audrey Lewis, Community/Public Relations and Spirit Wear; Mrs. Krista Marks, Membership; Ms. Laurie Urehek, Business Sponsorship; Mrs. Dee Byrne, Concession; Mrs. Kathleen Cirillo, co-chair Scholarship Committee.   Members:  Ms. Donna Rogers, Ms. Pam Houchens, Mrs. Sandy Shearer, Mrs. Marilyn Kingman Price, Mrs. Joyce White, Mr. Joe Norris, Mr. Jim Hall, Mrs. Shannon Presetic, Mrs. Maria DeGennaro, Mrs. Kim Antzoulatos, Mrs. Debbie McIntosh, Mrs. Vicki Ganley, Mr. Steve DeVore, Mrs. Kelly DeVore and Mr. Terry Green, Wrestling Coach. 

General Membership Meeting began 7:05PM

1. Call to Order – Dr. Brooks moved to approve minutes.  The majority of the present members had not received the minutes by e-mail or did not have time to read the minutes before the meeting.  Dr. Brooks requested that minutes from December’s general membership meeting be reviewed and approved at the following general membership meeting on February 14^th, 2005.

2. Dr. Brooks introduced Mr. Weber, Vice Principal to present the Principal’s report.  Mr. Weber reviewed the standings of several winter sports and reported everything was moving smoothly.

3. Report of the Athletic Director – Valerie Harrington reminded the members that the school newsletter for February and March would be sent out and any items the Athletic Booster club would like to include in the newsletter must be provided to Mrs. Vicki Ganley by January 21^st. 

Ms. Harrington stated the in-door electronic score table would need to be updated to a wireless and requested donation of $1.700.00 for this cost.   This would allow the scoreboard to be moved to either side of the gymnasium floor.  The updated score table would be in by the end of the winter season and the chairs had arrived.

Dr. Brooks asked Ms. Harrington the results of her meeting with the School Board addressing concerns noted at the last general membership meeting.

Ms. Harrington stated the school board was presented with the items of concern and would advise her in the upcoming months of their decisions on these issues.

Ms. Harrington noted that the baseball and softball fields would not be ready for practices or games and she was attempting to locate off-site fields.  Ms. Harrington advised the members that some home games might need to be played away from the school fields.

Ms. Harrington reminded the general members the winter athletic awards night would be held March 16^th.  The same menu and schedule of events would be used from the fall sports award ceremony. 

Ms. Harrington stated efforts were being made to hang banners before games in the front lobby of the gymnasium recognizing contributing businesses and sponsors.  Ms Harrington also noted that programs were not made available for all the winter sports games or events.  Ms. Harrington requested program coordinators be recruited from each team to provide programs at these events.  The coaches of each sport would need to provide the program coordinator the correct roster and information for each player.

Ms. Harrington announced the first day of spring sports and tryouts would begin on March 1^st.  The first spring sport games would be March 21^st, which is also the beginning of spring break.  These games cannot be rescheduled.  Ms. Harrington stated she was presently working on game schedules for the next two years; however, these dates were subject to change.  Ms. Harrington also reminded the members that the Cheerleading competition would be held at HHS on February 13^th. 

Ms. Harrington informed the general members she was meeting with a prospective girl’s lacrosse coach and will update the members at the next general membership meeting.  Valerie noted that assistant coaches would be needed for some of the spring sports.

Dwight Williams asked when the contractor would be completed at the school.  Mr. Rick Weber responded that due to weather conditions and remaining work to be completed with outside items, the contractor was expected to remain on site until mid summer. 

Report of the Treasurer – Nancy Gerdes, Treasurer, read the treasurer’s report for the income statement of the Athletic Booster Club account through December, 2004. 

Nancy Gerdes provided printed copies of her report and this report is included in these minutes by reference.

Committee Reports:

1.                  Concessions – Dee Byrnes, Concession Chairperson, provided a list of concerns to the general members present.  Highlights of these written concerns are as follows:

a.      All purchase orders for concession stand foods must go through Dee.  This allows better communication between Nancy Gerdes, Treasurer and Dee. 

b.      A standard menu for the concession would be created.  Providing too many options for concession food causes confusion and should be avoided.  Dee noted that organization was imperative to operate concessions efficiently.

c.       Necessities that were needed for concessions are as follows: freezer/refrigerator, outside and inside grill, large cooler(s), first- aid kit, tents (4) for outside, electrical outlets and electrical cords, shelves for inside concession, Board of Health Certificate and a shed. 

Dee noted that a Board of Health Certificate would be difficult to obtain since we lacked an outside building to host concessions for outdoor games.  

Ms. Harrington informed the members that a shed would not be possible until after the contractor was complete with his work and released from liability.  Ms. Harrington also stated that after school events require custodians to be paid overtime.  Some of the additional costs in clean up could be avoided if certain food items were not made available for inside games.  This would include popcorn and drinks without caps.  Mr. Dredger and Ms. Harrington provided their ideas in writing to the secretary during the concession stand discussions.  Copies of their suggestions will be made available to members at the next general membership meeting. 

Ms. Harrington also added that parents should be able to watch their children participate in the sporting events.  Schedules for concession stand volunteers should adhere to this request.

Mrs. DeGenarro proposed team representatives purchase food and provide receipts.  Mrs. DeGenarro stated this would alleviate any additional work from Dee Byrnes while also offering a variety of food.  Mrs. DeGenarro disagreed with a standard menu if the volunteers and team representatives were providing their time and effort to purchase and prepare different foods.

Mrs. Brynes disagreed with Ms. DeGenarro and noted her past experience with one person purchasing food caused less confusion and better accounting of concession funds.  Additionally, Ms. Brynes expressed her concern with the use of hot grease and possible liability due to  the increased risk of injuries.

Dwight Williams noted that the standard menu was not etched in stone and different food items could be made available once better facilities were obtained.   Dr. Brooks moved to have the proposed standard menu approved but subject to change upon review and approval.   Valerie Harrington will also review all changes.  The move was seconded and the general members agreed to have a standard menu.  Menu will appear at the concession stand.

Dwight moved to have the approval to purchase a refrigerator freezer purchased.  The motion was second and the general members approved the purchase of the refrigerator/freezer at a cost estimated around $500.00.

Dr. Brooks and Valerie Harrington noted that electrical outlets would be addressed once the Board responded to Valerie’s list of needs for the school.

Dee reminded the members that tournaments and competitions concessions would be separate from the Athletic Booster concessions.  These events would be negotiated and participants would be responsible to re-stock any items used and clean the concession stand on departure.

*Dee Byrnes’ “Concession Update” memo provided at the meeting is incorporate herein by reference.

2.                  Fundraising Committee – Rita Deugwillo stated the Market Day program was doing well but could use additional promotion.  Also, Basket Bingo was scheduled for April 8^th at 7:00PM.  Rita requested help obtaining donations for the baskets and items to be placed in the baskets.  Mrs. Buckler volunteered to help Ms. Deugwillo with the Basket Bingo.

3.                  Community, Public Relations and Spirit Wear Committee – Audrey Lewis announced she started a new job and would not be able to be at the school on Fridays rom 10:30AM – 12:3PM for spirit wear sales.  Audrey noted that spirit wear sales were going well.

Dr. Brooks requested that a request for volunteer be posted in the next school newsletter. 

4.                  Membership Committee – Krista Marks announced that 4 new members joined the Athletic Booster Club.  Krista reminded Dr. Brooks of the basket give-away to an Athletic Booster Club Member.  The name of the winner was drawn and the basket give-away was awarded to Tony and Beth Cothron

5.                  Business Sponsorship Committee – Laurie Urehek thanked the members for providing funds for the electronic score board that would allow the advertisement of business sponsors and help to facilitate more business membership sales.

6.                  Scholarship Committee – Kathleen Cirillo, co-chairperson for the Scholarship Committee provided the members with the Athletic Booster Club proposed final draft application for the scholarship awards.  (Two scholarships in the amount of $500.00 will be made available to qualified applicants for the year of 2005).  The application is included within these minutes by reference.  Suggestions for changes to application form or criteria will need to be presented to Claire Piason or Kathleen Cirillo very soon.  The availability of these two scholarship grants will be noted in the next school newsletter.  The deadline for application will be March 18^th. 

Old Business – Dr. Brooks stated he researched the possibility of working concession stands at the Navy games.  The projected profit for this activity was minimal.  Dr. Brooks suggested looking into other more profitable alternatives to raise funds.

Mr. Hall stated he would need an answer from the Athletic Booster Members if they were declining the golf fundraiser very soon.  Other sport groups would like to take opportunity to this fundraiser and time was running out to obtain desirable golf courses.  Dr. Brooks assured Mr. Hall we would have an answer from the Athletic Booster Club through Dr. Brooks by the following week. 

Dr. Brooks asked about the progress of placing pavers for members.  Ms. Harrington reminded Dr. Brooks that pavers could not be placed until the contractor completed his work at HHS.  Dr. Brooks requested Rita Deugwillo to begin obtaining cost information from several suppliers concerning the pavers

New Business – Valerie Harrington requested the Athletic Booster club to donate funds for the costs of jackets for the girls Volleyball team to congratulate the team for winning the regional tournament.  Valerie stated the funds donated for the jackets would be split between the Athletic Booster Club and Mr. Dredger would contribute the other half. 

Dr. Brooks raised the concern that a dollar limit for these congratulatory items be capped at an amount per varsity player.  The members agreed the Athletic Booster club would donate $25.00 toward each varsity player on the HHS girl’s volleyball team.  Further similar request would also be limited to a $25.00 per varsity player and determination would be made on a case-by-case basis.

Dr. Brooks adjourned the meeting at 8:35 PM.  Next General Membership Meeting to be held February 14^th, Monday, at the HHS Media Center.