The meeting was
called to order by President Bernie Sanders at
Attendance: Hal Ringeisen, Kim Kernohan, Jeff Koch, Mary Lundy, Allison Dennis, Dennis Crossan, Greg Brooks, Bernie Sanders, Marti Womack, Vito Lombardo, Ray Barbone, Patricia Sheehan, Glenn Aspinwall, Laurel Bradshaw, Elizabeth Timpane, Steve Rankin, Devany Groves, Alice Kirkpatrick and Peg Robertson.
Approval of Minutes: The
minutes from the
Treasurer’s Report: Hal distributed a balance sheet and profit and loss statement dated October 2004 (copies can be found in the secretary’s files). He also gave the Liaisons the reports for their specific sports. Hal then explained that the GPBC uses cash basis accounting, which reflects actual deposits and expenditures. He stressed to the Liaisons that it is not necessary to enter the individual items in each deposit on the transaction record, and receipts or invoices must be attached to the transaction record when it is turned in to him on the third business day of each month. He also indicated that the account codes have changed, and there is a new transaction record that should be used next month. Dennis will post the accounting rules on the website, and Liaisons will be e-mailed instructions to go the website to download the new transaction register.
Hal explained that the Building Fund is shown as a liability because the donors are being given a choice of having their money refunded or donated to a specific sport. Larry Lundy is handling the details of this.
A discussion followed concerning the balance in the General Fund. Bernie said that he had underestimated some expenses such as accounting fees, administrative costs, and losses in concessions due to theft or spoilage. There were also expenditures from the General Fund that were not planned or budgeted. This will have to be addressed next year when structuring the membership packages and determining how much can be donated to specific sports and how much will be retained in the General Fund.
The Board also discussed why concessions costs exceed revenues. A reason for this was not determined, but Hal, Bernie and Ray will audit the concessions account and report to the Board next month. The plan for the future is to have each sport be responsible for purchasing product, and then keep the profits from sales.
Report of the Athletic Director: Glenn distributed copies of the Fund Summary for Athletic Administration, Fall Sport Accomplishments and the Nease Activity Bus Schedule.
Steve Rankin, representing Boys Soccer questioned Glenn concerning an Invitational Soccer Tournament held at Nease. The Athletic Department had paid for the expenses involved with hosting the tournament, but Steve thought that since this had been held as a fundraiser for the program, Soccer should receive some of the gate receipts. Glenn indicated that he had not received a form indicating that this was a fundraiser, and he would discuss this with Coach Eckensberger.
Jeff Koch
indicated that he had heard that the District pays to professionally maintain
the football field at
Bernie asked if there are plans to put a tarp around the fence under the stadium where the maintenance equipment is stored. He expressed disappointment that the area which the GPBC had developed as a picnic area has been taken over for storage. He indicated that approximately $2000 had been spent to develop this area, and that there was no consideration of this when the decision was made to store equipment there. Glenn said he would relay these thoughts to Fred Cole.
Mary Lundy said
that she feels a formal statement needs to be made to the School Board
concerning the lack of parity of the athletic facilities of the four
Membership: Mary reported that the GPBC has 294 members, and the membership drive has raised $89,000.
Bernie expressed concern that there could be the perception that parents are being coerced into joining the GPBC, especially if their child is involved in a sport where there are try-outs and some athletes are cut from the team. He stressed that coaches should not be given membership lists prior to try-outs. Bernie also stated that a policy is needed concerning potential players being asked to solicit funds for specific sport. Participation in fund raising prior to try-outs could be construed as a condition of making the team, and could put both the school and the coach in jeopardy.
Concessions: There was no formal report.
Communications: There was no formal report.
Other Business: Ray Barbone distributed the proposed Expenditure and Purchase Policy and the proposed revisions to the GPBC By-Laws. He explained that the purpose of this new policy and the revisions is to limit the liability of the GPBC; to insure that the Treasurer and the Liaisons are aware of encumbrances; and to make it possible for the Board and the Treasurer to asses the financial situation of the organization.
There was some discussion of the need for dual signatures on checks to achieve internal control. It was decided that the language in Section 8.4.1 will remain the same, but that the amount requiring two signatures will be changed to $1000.00
A motion was passed to approve the amendments to the By-Laws as discussed.
A motion was passed to approve the Expenditure and Purchase Policy as presented.
Bernie and Ray will draft a letter to the coaches explaining this new policy, and Glenn will distribute the letter to them at school or by mail.
Bernie announced that a date and location need to be established for the spring Auction. Devany Groves volunteered to start gathering the necessary information, but did not want to be the Chairperson of this committee. Dennis will e-mail the membership and post an announcement on the web page soliciting volunteers to work on this event.
Gregg Brooks said that Baseball wants to make improvements to the field that will cost approximately $8,681, and that they have all of the needed funds for this. He also announced that Baseball is donating a hip sled to the school for the weight room. The coach is estimating that it will cost approximately $15,427 to outfit a Freshman team, which they are hoping to add this year.
Bernie announced that they are planning to continue the audio internet broadcast of Nease games for the winter and spring sports. The $45 monthly fee to do this is being donated. To continue broadcasting football games during the playoffs, the FHSAA requires a $50 fee per game. The GPBC Board approved funding this throughout the football playoffs.
Marti Womack announced that Cheerleading received approval for their fundraiser, and will be selling raffle tickets for a quilt.
The next meeting of the GPBC Board will be December15, 2004 at the Ponte Vedra Library at 6:30 p.m.
The meeting was adjourned at 8:45 p.m.