The meeting was
called to order by President Bernie Sanders at
Attendance: Hal Ringeisen, Mary Lundy, Kim Kernohan, Jeff Koch, Mary Pastori, Allison Dennis, Larry Wamsley, Dennis Crossan, Greg Brooks, Randy Eckensberger, Bernie Sanders, Julie Francis, Marti Womack, Vito Lombardo, Rick Chapman, David Branham, Glenn Aspinwall, Laurel Bradshaw, Elizabeth Timpane, Debbie Gabrielle, Deborah Mobbs, Laura Warren, Deb Nelson, and Bruce Morris.
Approval of Minutes: The
minutes from the August 18th meeting were approved with one correction. Marti Womack stated that she was obtaining a
proposal for providing spirit decorations from Coach Fagen, not formulating one
herself.
Treasurer’s Report: Hal distributed a balance sheet and profit and loss statement dated August 2004. He then explained each category of revenues and expenses, clarifying that “suspense” revenues or expenses are those which are not yet categorized. Presently the suspense expenses are probably attributable to the field house building campaign and football. He also explained that since it appears that the field house building campaign will not be progressing any further, we need to be prepared to reimburse approximately $23,000 to those who made contributions to this project.
Hal stressed that the Liaisons for each sport should turn in their transaction registers by the 3rd of each month. This should be done even if there is no activity in a given month. He stated that membership dollars have been deposited into each account, and Allison Dennis indicated that she has e-mailed each Liaison the amount of membership monies designated to their sport as of August 31st. Hal then distributed packets to the Liaisons that included profit and loss statements, bank register statements and reconciliation reports for their individual sports. He also requested that all sports turn in their budgets to him as soon as possible.
Hal stated that he would like meet with the Treasurer of the Touchdown Club to clarify some questions that he has. Bernie asked Jeff Koch if the Touchdown Club has found a Treasurer. Jeff replied that Marilyn Garis is still acting as the Treasurer, but would like to find someone to assume these responsibilities. Jeff then offered to meet with Hal this Friday to go over expenses that Football has incurred, and answer Hal’s questions.
Coach
Eckensberger asked a question concerning the need for a purchase order to purchase
uniforms. Because of this dilemma, he is
ordering uniforms through the Athletic Department. There was discussion about the ability of the
GPBC to generate a purchase order for this purpose. It was decided Allison Dennis should e-mail a
copy of the
In conclusion, Hal emphasized that the General Fund has been significantly depleted after paying for football equipment, the new stadium seats, a pitching machine for Softball, and reimbursing Coach Silverberg. He also stated that the GPBC must assure that there is enough money in this fund to reimburse the school store for coupons that are redeemed by members who received coupons as part of their membership package.
Report of the Athletic Director: Glenn distributed copies of the Athletic Budget Worksheet, the Athletic Administration Revenue and Expense Report and a Uniform Age Statement. Glenn clarified that the fiscal year for the Athletic Department begins July 1st, and that the start up costs indicated on the Revenue and Expense Report are included in the Athletic Administration budget.
A discussion followed concerning who pays for uniforms and for travel to regional and state competitions. It was concluded that the Athletic Department does not pay for uniforms, but does pay for lodging, transportation and meals when a team participates in regional or state playoffs. Bernie pointed out that in post season play, the FHSAA reimburses the host school for expenses, and that the host school also shares a percentage of gate receipts with the other participants.
Bernie requested that Glenn be certain to reserve enough parking spaces for GPBC members so that the problems that occurred last year are not repeated. He indicated that approximately 120 spaces will be needed this year.
Hal requested that Glenn attempt to get the field in better condition following the football season prior to the start of the soccer season.
Membership: Mary Lundy reported that there are now 207 member families and the GPBC has raised $65,150 in membership dollars. All stadium seats are sold, and a seating chart was provided, indicating which ones have already been selected by members. Bernie is still working out the details of how this area will be policed, and there was some discussion of selling those seats that are typically unoccupied for
soccer and lacrosse games.
Coach Eckensberger requested a breakdown of how membership dollars were designated by team members. Mary will e-mail this information to individual coaches or liaisons. She added that some members have failed to designate a specific sport for receipt of funds.
Hal requested that when members make the second payment of an installment plan, that they indicate that this is the second payment on their check. He also encouraged all to pay by check rather than credit card because of the service charges incurred.
Liaisons: Elizabeth Timpane requested that all volunteers please keep track of their volunteer hours. These hours can be e-mailed or called in to her, but a hard copy must be retained in case there is ever an audit.
Concessions: Bernie reported that the food distributor that is being used for concessions is working out well. Volleyball is utilizing this vendor and selling concessions at their home games now too. The Touchdown Club is also ordering paper products from this distributor for use at their pre-game meals.
Hal reported that he is working on a system to determine concessions revenues and expenses by sport. He will report on this at the next Board meeting.
Bernie reported that due to power outages during the recent hurricanes, some food was lost. He also indicated that Swimming will be selling concessions at the meet tomorrow at the YMCA.
Communications: Dennis
Crossan reported that he will post the by-laws of the GPBC, and information
from the Liaisons meeting on the website.
He also indicated that the Touchdown Club will need a separate web
site. Students from UNF are working on
designing a web page now that will link to the GPBC page. Coach Eckensberger offered some suggestions
that he will discuss further with Dennis and Jeff Koch.
Other Business: Larry Lundy reported that the field house building project will not go forward for several reasons. Some School Board members did not look favorably on this project because they felt it would be unfair for one high school to have facilities that other high schools in the county do not possess. Once these objections were made public, the whole issue became political, and the donors who had committed monies to the project were unwilling to become involved in the controversy. There also seemed to be a lack of support from the community, especially with a new high school being planned for the Ponte Vedra area within the next three years. In addition, there was not enough time to actually complete the project by August 2005 as originally planned. Larry indicated that the committee is trying to determine what to do with the money that has been donated. Several options are being considered, including returning it to the donors. He also offered the signage and raffle tickets for the car to any other sport that can use them for a fund raising project.
Cheerleading presented a proposal for GPBC to purchase a helium tank, balloons and ribbons to be used at pep rallies to promote school spirit. A discussion followed concerning the liability of the GPBC if a tank is purchased. Bernie suggested that Cheerleading consider purchasing a disposable helium tank or renting a tank for the pep rally on Friday. A motion was passed to contribute $100 for the purchase of disposable tanks or the rental of a helium tank for this purpose. Mary Lundy will help determine which alternative is the most cost effective.
Bernie reported that today he tried to test the system to produce a live broadcast on the internet for this Friday’s home football game. He was unsuccessful, and believes that he needs software called a Helix server that will cost $4000. A discussion followed with suggestions on how the GPBC can obtain this software to make this project successful. If this problem can be solved, Lew Barber, Doug Barden and Wes Page will be broadcasting. Thirty second spots will be provided to promote the PTSO, the GPBC, and the Touchdown Club. Jeff Koch was asked to select five people to chose a “player of the game”, who will be interviewed on the field, weather permitting. At present, the broadcast will be audio only, with hopes to broadcast video and obtain advertising sponsors in the future.
Preparations for
this week’s home games were discussed.
Tents will be erected for the Pass Gate, apparel sales and grill
areas. Deborah Mobbs will work at the
Pass Gate for the Varsity game, and
A golf tournament to raise funds for Baseball will be held on October 25 at Marsh Creek Country Club. Outback Steakhouse will be catering the meal, and a form for golfers to sign up to play will be posted on the website. A motion was passed and the GPBC will donate $200 to sponsor a hole and support Baseball in this fund raising project. The generosity of the owners of Marsh Creek Country Club was noted.
The next meeting
of the GPBC Board will be
The meeting was adjourned at