Board Meeting

PCY Monarchs

Meeting Minutes

DATE: October 12, 2015 TIME: 6:45 pm

Agenda Item / Synopsis of Discussion / Motion or Action
Attending: Mandy Elmer, Annemarie Fischer, Kristin Gallo, Stephanie Haarlammert, Kim Hinkel, Cristie Jackson and Zach VanderVeen
Minutes Reviewed / September Parent Board Meeting Minutes reviewed and approved. / Minutes approved.
Visit from Mike Leonard, Interim Director /

·  Mike introduced himself to the board

·  Complimented Kristin and program for progress
·  Touched base to show his support
Open Board Positions /

·  Still looking for Fundraising Coordinator

·  Kelly Trush accepted role of Level 3 Parent Rep
Treasurer Report / ·  $27,000 in custodial account, still have some invoices outstanding.
·  $2,000 in family accounts
·  Upcoming Invoices
o  Uniform invoices were distributed
o  2nd half of meet fees in folders 11/20 and due 12/9
o  Change invoices to only show monthly deposits – not all individual deposits
o  Equipment Assessment Fee due monthly by the 15th
Communications/Web Update / TEAM Website – www.pcymonarchs.com
·  Calendar is up-to-date. Please check for meet schedules.

Email

·  If you have information you want to send out to team, notify Tricia by noon on Wednesdays for inclusion in her weekly email update.
Family Folders
·  PLEASE CHECK FAMILY FOLDERS ON A REGULAR BASIS!!
Website
·  Keep Sign Up Genius tab / Everyone to help make sure calendar and website up to date. If you notice something is missing, email Tricia.
Fundraising / Item Sale
·  Great American Fundraising Co. sale will run from October 20th to November 3rd
·  Online shipping assessed on orders under $65
·  Will make 40-50% per item – percent amount dependent on specific item
·  Can order items throughout the year online
Chipotle flyer fundraiser
·  Shelli H. started the process / Annemarie to remind people to sign up for Kroger rewards in weekly email
Team Builder / Pre-1st Meet Team Dinner
·  Dinner is canceled
·  Replaced with team building lunch and meet decorating party on November 7th from 12:30 – 2:30
·  SUG will go out for food and decorating items / SUG to go out for lunch and decorating items.
Uniforms / ·  All uniforms are in and sorted
·  Once uniform invoice is paid, gymnast will receive uniform pieces
·  New warm-ups are slightly different than old ones, but not a problem they are similar
Spirit wear / ·  Spirit wear and meet bags should be in by October 20th
Warm-up Leo / ·  Leo orders are due by October 15th
·  3 leos to choose from
Mock Meet - Mandy / ·  Mock meet and new parent meeting went well
·  Plan to do similarly next year, worked well having it on a Fri during practice time
Home Meet - Mariellen / ·  Can start setting up on Friday, 11/13 at 6:00 pm
·  Meet will have 4 sessions
o  Session 1 – Levels 6-9
o  Session 2 – Level 5 and XL
o  Session 3 – Level 4
o  Session 4 – Level 3 / SUG to go out for volunteers for home meet.
Coaches Report - Kristin / ·  Equipment
o  Sent back single rail bar – it was too big. Had to pay for shipping. Because there aren’t any bars in gym, classes rotate between gym and lodge in order to get bar time in. Rotating schedule is working well. Had to pay $500 shipping
o  Purchased 3 more floor strips from the Carl H. Linder Y - $50 a roll.
·  Open gyms scheduled for October 11th and 18th
·  First meet is on October 24th at Miami County, scratches due by October 15th
·  Blue Ash Y to rent floor space every other Tuesday. Will work around our schedule. / Kristin to email new password for online directory.
Looking Ahead / ·  Pictures – Tricia D. to chair
·  New leo sale week after home meet
·  Team Christmas Party on December 18th
Meeting Adjourned / ·  Next Meeting – Wednesday, November 11th. May decide to cancel meeting and communicate through email. ALL ARE WELCOME TO ATTEND. / All meetings set for alternating 2nd Mondays and Wednesdays of the month at 6:45 p.m.

Important Dates:

October 11th – Open gym 12:30 – 2:30 in Lodge

October 15th – Equipment assessment fee due ($10 per family)

October 15th – Scratches due for Miami County Meet

October 15th – Practice leo orders due

October 18th – Open gym 12:30 - 2:30 in Lodge

October 20th – Great American Fundraiser begins

October 24th – Miami County Meet

November 3rd – Great American Fundraiser ends

November 5th – Scratches due for home meet

November 7th – Team building lunch and meet decorating party 12:30 – 2:30

November 14th – Home meet at Cincinnati Country Day

November 20th – Invoices issued for second half of meet fees – due on December 9th