The meeting was
called to order by President Bernie Sanders at
Attendance: Hal Ringeisen, Kim Kernohan, Jeff Koch, Mary Lundy, Mary Pastori, Dennis Crossan, Vito Lombardo, Bernie Sanders, Marti Womack, Nelson Johnson, Ray Barbone, Patricia Sheehan, Priscilla Johnson, Tom Kernohan, Julie Francis, Steve Rankin, Devany Groves, Alice Kirkpatrick, David Branham, Rick Chapman and Tom Kernohan.
Approval of Minutes: The
minutes from the
Treasurer’s Report: Hal distributed a balance sheet and profit and loss statement dated November 2004 (copies can be found in the secretary’s files). He also distributed the bank register for the month of November. Hal stressed that all check transaction registers must be turned in to his office by the third business day of the month. About 20% of the sports are not in compliance with this request. He also stressed that suspense revenues and expenses need to be classified. He and Bernie will continue to look at the Concessions reconciliation, which he feels is still incorrect. He noted that the GPBC realized a net profit of $56,668 for the first five months of the fiscal year. He also suggested that individual sports with a large balance may want to switch to interest bearing accounts.
Report of the Athletic Director: Glenn was not present, so there was no formal report. Bernie stated that in the future he will request that someone from the Nease administration be present at GPBC Board meetings if the Athletic Director is unable to attend. Hal pointed out that this seems to be a reasonable request, when the amount of money contributed to Nease athletics by the GPBC is considered.
Membership: Mary reported that the GPBC has over 300 members, and the membership drive has raised $91,000. Membership dollars will be deposited in the individual sports’ accounts by Friday, so that all will be up to date. She also informed the Board that payment due notices will be sent out after Christmas to those who elected to pay their membership in two installments.
Mary indicated that she has been working on a proposal for the membership program for next year. A plan to have memberships last for a calendar year, starting with the date that a family joins, is being considered. This would better accommodate athletes in Spring sports. This will be discussed at the next Board meeting in January.
Bernie took this opportunity to thank Mary for her hard work the past two years, as she will be stepping down from her position as Chairperson of this committee at the end of this year. He pointed out that all expectations for membership growth have been exceeded, and presented her with a GPBC pen as a token of appreciation. He also thanked Ray Barbone, Jeff Koch, Larry Lundy, Hal Ringeisen, Dennis Crossan and Kim Kernohan for their contributions, and presented them with pens too. At this time, Hal thanked Bernie, on behalf of the Board, for his leadership.
Concessions: Hal and Bernie have been working on an audit of the football and volleyball concessions, and have reclassified some of the expenses that had been placed in incorrect categories. The estimated shortfall is not as severe as originally thought, but there are still some figures in question. They will continue to work on this audit, and report their findings to the Board at the next meeting. There was a lengthy discussion of possible solutions to the problems in concessions this year. In the future, Bernie would like to see each individual sport or team take responsibility for their concessions. The GPBC master association would be responsible for maintaining the facilities and equipment, with the each sport responsible for purchasing the products to be sold and then keeping the profits.
Bernie also
reported that the deadbolt lock in place on the concessions stand door in the
stadium seems to have curtailed the problem with theft, and that there are
locks on the refrigerators and storage areas in the concessions stand at the
baseball field that seem to be working.
Other Business: Tom Kernohan and Jeff Koch, representing the Touchdown Club, presented a proposal to amend the new GPBC policies involving the requirements for GBPC approval of purchase orders over $2,500 and for dual signatures on checks over $1,000. A discussion followed, with Ray and Bernie stressing the need for some type of controls to prevent teams from overspending and to limit the legal liability of the GPBC Board, since all Divisions fall under the 5013C organization of the GPBC. Nelson Johnson, representing the Diamond Club, and Marti Womack, Cheerleading Liaison, suggested that there is redundancy in the new policy, and a different situation exists when a sport has a formal organization and Board of Directors to approve purchases. After much discussion, a motion was approved allowing Division Boards to approve purchase orders, and requiring two signatures on checks in excess of $2,500. There is however no stipulation that one of the signatures must be a GPBC Board member. If a sport does not have a formal Board of Directors, the GPBC Board must approve purchase orders that exceed $2,500.
Hal suggested that the Board needs to establish a policy to prevent the Master Board from removing funds from an individual sport’s account. This will be discussed at the next meeting.
Jeff added that it might be advisable for the GPBC to carry liability insurance that would protect all sports within the organization. Bernie and Hal will explore the cost and feasibility of this and report to the Board. A percentage of membership dues could be used to cover this cost, as well as fees for accounting services, etc.
Bernie stated that the Board needs to start planning the Auction. He will try to find a volunteer to chair this committee and set a tentative date. He added that he thought it would be advisable to obtain a list of donors from those organizations that have had big fundraisers recently. This will prevent us from soliciting the same businesses over and over again. A specific project that the Auction will support also needs to be identified.
The next meeting of the GPBC Board will be
The meeting was adjourned at