Huntsville High School (HHS) Volleyball (VB) Team Booster Club
Meeting Minutes
April 3, 2017
1. Date/Time/Location: HHS VB Team Booster Club held its first meeting of the 2017 Season on April 3, 2017 from 5:00 – 6:30 PM, in the HHS Audio Visual Room. Kristina Hales, Booster Club President, and Russ Dunford incoming Booster Club President presided over the meeting. The meeting commenced at 5:00 PM.
2. Opening Remarks: Kris opened the meeting by welcoming all parents and congratulating them on their daughters making the high school team. Parent packet binders were passed out to each parent, which contained the agenda, schedule, and many other helpful forms that were talked about during the course of the meeting.
New Business: Kristina Hales shared information on by-laws and presented nominations of new officers to be voted on by the parents. 2017 officers’ nominations include: President, Russ Dunford, Treasurer (CFO), Kristina Hales, Secretary, Sissy Spence, Fund-raising: Nicole Barber and Tournament Chair, Martin Sisson. Motion was made and officers were approved. Motion was made and by-laws were approved.
Kris introduced Coach Melanie Donahoo and Coach Tasha Williams. Kris then turned the meeting over to Coach Donahoo for her remarks.
3. Coach Donahoo’ s Remarks: Coach Donahoo welcomed everyone and said that she was excited about this group of girls. She talked about the program and her focus for the girls which is their behavior and grades. Coach Donahoo also said that the HHS Volleyball Team is the leading program at HHS for academics and she hopes to continue that trend. Then Coach Donahoo went over the tentative schedule for the year to include:
a. Girls will have Summer Workouts on Mondays, Tuesdays, and Thursdays from 9:00 to 12:00 and those will begin on June 5th and last all summer.
b. June 27-29 is Big Red Camp
c. Team Camps: June 22-23 and a coach from West Florida will be there. She also said that UNA will come lead a team camp on July 27-29. Then Coach Donahoo announced that Annie Dunford will be participating in the All-Star Tournament on July 20th in Montgomery and representing the North Team. And lastly, she said that official practices will start on August 7th. She said that summer workouts were not mandatory, but were highly encouraged if you are in town.
4. Coach Donahoo introduced team trainer – Adam Simpson and he will be with volleyball all season and will be with the girls during workouts. Adam’s contact information is (217) 341-5066 . Adam stated that Cantrell and Sammons are the team doctors and they stay in contact with the doctors at all times. Doctors can see girls quickly if needed within 24 hours. Services provided by Huntsville Hospital and school does not pay for these services. There will be physical therapist at school on Monday and Wednesdays for girls to use if needed.
5. Overview Presentation (Executive Summary) by Russ Dunford included:
a. Leadership and Roles of Booster club officers
b. Treasurer-Chief Financial Officer
c. Fundraising & Calendar of events (Nicole Barber)
d. Mgt. Tools & software – Benefits to parents
e. Calendar Overview
f. Non-profit status of HHS Volleyball Booster
g. Lines of Communication
h. Support Request: Volunteer positions
i. Budget
j. Program Support
k. Academics: athletics and college planning
l. Spirit wear
m. Concessions
n. Videographer (Varsity volunteer– Kevin Fuell)
o. Community outreach and Public Relations
p. Seis De Mayo (May 6th) Meet and Greet with Team, Parents and Players
Refer to handouts and PowerPoint titled “We Win As One” for details on all the above.
6. Non-Profit Status: "Huntsville High School Volleyball Boosters is forming as a 501(c)3 non-profit. As of 05 Apr the name of the non-profit organization was requested and approved by the Alabama Secretary of State and shall be recorded as "Huntsville High School Volleyball Booster Club". A fee of $28.00 was incurred and this was funded via the Boosters debit card and receipt has been forwarded to our CFO/Treasurer, Ms. Kristina Hales. The next step is we shall file with the Madison County Courthouse Probate and will await IRS approval which can take 6-12 months processing. However, our Accountant, Mason-Bearden & Diehl, advised that the IRS allows entities to operate as a non-profit once the request is submitted and assumes approval will be granted. An annual statement is required to be filed with the IRS and this will be done via Accounting Firm, Mason, Bearden & Diehl of Huntsville, AL.
7. Fundraising Opportunities: Nicole Barber discussed all fund-raising activities to include Boston Butt Fundraiser and 25/75 cards; Refer to handouts in volleyball packet and online calendar for more details. Discussed team thank you notes.
8. Tournaments: Martin Sisson is in charge of the Varsity Ironman Tournament and the JV Tournament, both hosted at HHS. The Ironman tournament will be on September 8-9. The JV Tournament will be on September 23rd
9. Forms: Call to parents by Coach McBrayer to turn in all player forms. Also, 9th graders have to take the STAR program and turn in a copy of their birth certificate to Susan McBrayer. Contact email is . Player physicals will be on April 26th at 3:30pm in the HHS gym.
10. Team photos are scheduled for May 24th at 3:30pm – 5:30pm.
11. Closing: next parent meeting tentatively set for August 3rd at 5:00, and she asked the parents to bring their calendars so they could sign up for times to work. Meeting concluded at 6:00 PM.
Minutes Prepared by: Sissy Spence
Minutes Approved by: