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October 2011 ABC Meeting Minutes

ARTISTIC BOOSTER CLUB MEETING : Monday, October 7, 2011
Called to order 7:00 pm
Attendees: Kris Seale, AnnMarie Caplan, Heidi Snyder, Val Kress, Cathy O'Conner, Margaret Thomas, Eve Vacek, Gail Martin, Jeff Martin, Peter Pecsok, Amy Howard, Maureen Briscoe, Cynthia Thompson, Beth Gilstrap, Jocelyn Fuller, Eunhee Jang, Tonya Edmisten, Kathy Hindman, Pam Mastrantonio, Tracy Dobbyn, Chris Fassiotto, Ruth Anne Smith, Jennifer Douglas.

Discussion/Task	Contact

Welcome:
A motion was made to approve the September minutes by Cythnia Thompson . The motion was seconded by Heidi Snyder and passed. There was not meeting in October.	Kris

Board Update:	Beth
The Board has been working on the strategic plan. They had a very productive and positive meeting with gym managers. The strategic plan is in the process of being reviewed and approved by managers and then the board. It will include focus on our people (employees, athletes and members), our programs, and what we give back to the community with the overriding goal of ensuring OGA is fiscally sound. This plan includes review of the structure of OGA and ABC and how we as an organization can support our athletes in their development and how we can offer great programs to our community, including those that benefit children with special needs.

The Board's job is to support the Executive Director, Lisa Havelind, and to help strategize plans for the changes/improvements in running the business of the gym and to ensure at the same time that as an organization we meeting the bylaws that have been established. Lisa Havelind has been working, since hired, on developing and implementing human resource policies and creating or updating job descriptions for employees of the gym. The next phase is to review the boys and girls team Booster Clubs structure and ensure that OGA and the Booster Club are in compliance with OGA's non-profit status and that together we are fiscally sound. The next items the Board will focus on are bingo and then the bylaws. At this time there are three girls team members currently on the Board.

OGA Booster Club Structure: The Board has made the decision to change the structure of the Booster Club to ensure we stay fiscally sound. This change addresses purchase of equipment, travel costs for coaches and meeting financial compliance policies. The first issue for equipment at hand is that the Booster Club is purchasing the equipment, however, OGA for liability reasons must own the equipment. The second issue at hand is that the Booster Club needs to support coaches travel expenses estimated at $22K/year. Many other gyms pay for the coaches travel through assessments to the parents. OGA has three options to cover this expense 1) $40/month increase in fees or 2) an annual $300 to $400 assessment to the parents 3) allow the revenue from ABC to be moved to OGA to offset the expense and keep the costs from being charged to each athlete. The third issue at hand is to ensure the accounting of the Booster Club meets all compliance policies and that there are checks and balances for review of account and accounting needs. In review of all three main issues the Board has decided that it would be in OGA, ABC and the families of the gyms best interest to move all the revenue from ABC to OGA. This change will help to put the money from meet revenues for equipment and coaches travel on the OGA books and help to ensure we are fiscally sound. The Board will meet with the Booster Club President and officers to work through other expenses and how they will be handled in the future. If anyone has any questions or issues please contact Kris Seale and she will help to ask those questions during transition meetings and provide those answers back at the next ABC meeting.

Bingo: Effective November 1st OGA will no longer use volunteers to staff Sunset Bingo. There also has been a decision to no longer hold work parties and instead employees of the gym will help to cover those needs.

Treasurer's Report:	Cathy
See detailed income and balance statement at bottom of the minutes.
Highlights:
Stargazer Summary: Income for the meet was $12,354.56. Expenses totaled $5,160.46. Net Income was finalized at $7,194.10. Income from admissions totaled $1,730, Income from concessions totaled 271.51, income from raffle totaled 478.12, income from stargrams totaled 92.00.

OGA Girls Team Net Income from 10/01/2011 through 11/4/2011 is $2,132.46.
Total Liabilities & Equity on 11/4/2011 is $21,007.77.
Cathy asked if the Booster Club would support contributing to the cost of Supercamp for out athletes. Beth commented that this would be allowed, per ABC policies, only if everyone is eligible to attend the camp to maintain NCAA regulations. Cathy will check with David to see if everyone is available to attend and address this at our next meeting.

Calendar Highlights:
11/10 - Team Photos Optionals at 4:45pm. Compulsories following Optionals.
11/12 & 11/13 - Super Camp @ Metro. Character Counts Projects Due
11/13 - Compulsory Mock Meet @ OGA 10:30am
11/15 - Leonard's Birthday
11/9 & 11/20 - Northern Sectionals Championship @ Precision Elite
11/24 - Thanksgiving & Coach David's Birthday. No practice the 24th and 25th
11/26 - Optional team practice as normal. Compulsory practice for state qualifiers. Level 4's 10-1.
11/27 5/6's Sun 10-2pm
11/28 - Kory Bell @ 6:30pm

Coaches Updates/Requests	Nancy
All Compulsories have qualified to Sectionals. They are doing a fantastic. We are having a mock meet to prepare for Sectionals on 11/13 from 10:30 to 2pm at OGA. Four judges will be coming and our focus will be on floor and beam. Judges will provide a one on one with each girl to talk about where they can make improvements on their routines. Parents are welcome to invite family and friends.
Team pictures will be the 10th from 4:45 - 6:45pm. Optionals will be at 4:45pm and Compulsories will follow. There will also be an all girls team picture. Parents are welcome to bring their cameras.

New Business/Old Business:
Stargazer Summary: We had 182 athletes complete. This turnout was our best turnout for our Stargazer meet. Issues related to electricity during the meet was found to be due to system overloaded, possibly started early in the day by fans and the system was unable to reset itself. The electrician states it is fine but we are limited to plugging in three items. Members of the Booster Club requested that we see if improvements could be made to the system to increase our ability to plug in more items throughout the gym. Eve stated she will look more into that issue.	Eve

OGA Sponsorship Recruitment for States/Regional's: Eve provided copies of a letter, which will also be emailed, asking everyone to help make connections as they can and request catering support for States and Regional's. This support is needed to ensure we have food for an estimated 60 judges and coaches. Outside of food we can also accept cash donations. The letter provided has additional information on sponsorship opportunities and advertising that will be provided back to that company. For cash donations please contact Eve Vacek to follow-up as needed and for food donations please contact Maureen Briscoe.	Eve/Kris

State Meet December 3rd and 4th: Vendors are beginning to be secured. At this time we have a T-shirt vendor. Eve is working with Nancy on planning sessions and times of meet. At this time we are planning for 5's and 6's to compete on Saturday. Level 4's will compete on Sunday. Age breakdowns have not been decided. Admission fees will be $5 per person. (Correction: fees will be $6.00 per person.) Eve will provide a flyer to all Committee Chairs with the information on the meet. At this time we can expect 30 gyms and 350 athletes (72 kids/session) and 60 coaches/judges. Host hotels are the Marriot Courtyard and Phoenix Inn. Matt Kress will take photos. Raffle items will be three baskets per session (limit of $20 per basket to be spent). No other artwork is to be used outside of provided state artwork. Volunteer signups will be online by the end of the week. If you sign up for a spot it is suggested you sign up for a different level to keep from impacting seeing your child compete. If you do sign up for a time that ends up being a time your daughter is competing, you can change that time on Sign-Up Genius. Requirement will be one shift per day as well as set up and tear down. Hospitality requested to please make sure, if you sign up for food, to bring your dishes on time.	Eve

Food Drive: Please make sure to send food for the month of November for the Food Drive Contest. Barrels are labeled in the front office.	Kris

Girls Banquet Gifts: Heidi & Chris F are working on the memory books that will be provided to girls that have competed this year. Pam is working on another gift, such as sweats to be given to every girl on the team. A motion was made by Pam that the budget for gifts be increased from $30 to $50 for girls that compete and remain at $30 for girls not competing. This cost will help to offset the increased expense of the picture books. The motion was seconded by Ann Marie. Everyone was in favor of this increase. It was also agreed that this increase will be given to the Optional Team in the Spring.	Kris/Pam

Banquet: A location has been found at Brown Middle School on Cornelius Pass Road. Pam asked everyone for feedback on catering the main course and having parents bring salads/desserts. Every one was in agreement to cater the main course.	Pam


Next Meeting: December 5th at 7:00pm.
Kris knows that not all parents like to express their ideas/opinions in an open meeting. Kris would like parents to know that they may email her with any suggestions, complaints, opinions or ideas at anytime. It is important to have a variety of opinions when making decisions.

If anyone has agenda information for our next meeting please email information to Kris at This e-mail address is being protected from spambots. You need JavaScript enabled to view it

GIRL'S TEAM INCOME/EXPENSE STATEMENT
INCOME
410.03 - Home Meets - Entry Fees	5,805.00
Interest Inc	1.39
TOTAL INCOME	5806.39

EXPENSES
505.03 - Away Meet - Meet Fees	741
530.02 - Home Meets - Awards	44.23
530.05 - Home Meets - Supplies	252.94
530.06 - Home Meets - Raffles	40.98
530.07 - Home Meets - Sanctions	100
530.10 - Home Meets - Concessions	461.05
555.02 - Member Fees	300
555.20 - Professional Development	784
583.01 - Team Activity - Training Camps	700
583.03 - Team Activity - Campout	11.48
590.00 - Uniforms	-137.75
592.00 - USAG Professional Team Fees	376
TOTAL EXPENSES	3673.93

NET INCOME	3673.93

GIRL'S TEAM BALANCE STATEMENT
Balance As of 11/4/2011

Assets
Cash
OGA Girls Business Checking	13,369.86
OGA Girls Business Savings	7,637.91
Total Cash	21,007.77
Total Assets	21,007.77

Liabilities & Equity
Liabilities	0
Equity	21,007.77
Total Liabilities & Equity	21,007.77