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FMHS BOYS BASKETBALL BOOSTER CLUBCOMMITTEE AUDIT AMENDMENT MEETING MINUTES
Wednesday, January 27, 2016
EXECUTIVE BOARD MEMBERS PRESENT:
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Gala Langley, Secretary
Tami Stewart, Treasurer
Karen Hanley, Concessions
Angela Whitaker, Concessions
Jennifer Evans, Banquet
Joe Dworsky, Technology
Christine Richter, Membership
Dana Smith, Game Day
Shawn Boyd, Community Outreach
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The meeting was called to order at 6:40 pm
Gala opened the meeting explaining to the committees that the purpose of the meeting was to comply with the bylaws of the booster club to make amendments to the original budgeted items that do not have sufficient funds, additional expensesadded to the budget, items that were anticipated to need a higher budget and items that have exceeded the expected income.
Tami informed the committees that there is $7,743.85 that is under the forecasted budgeted income that will need to be amended during this meeting.
Joe stated that the amended FMSN budget item of $750 can be decreased to $500. There is currently $160 immediate expenses but anticipate a few other items that need to be replaced to run the FMSN and game day. The committee chairs suggested that an inventory list and a secure storage plan be made for the FMSN Booster Club owned equipment at the end of the year and during the off season.
Jennifer reported that she is working with The Dallas Cowboys Club to get a purchase order to submit to LISD for use of the $2131 credit with the district. If the request is denied by the district, The Committee voted to transfer the $2131 credit to next year’s budget. She further stated that the ticket price for the banquet should remain at $35 per ticket. All approved.
Angie Cox, the Spirit Wear Chair, was not present but stated via email that she did not need to use her remaining budget and there were no more expenses expected for spirit wear for the remainder of the year. All left over inventory can be sold at the remaining two games, basketball summer camps, orientation for next year, teacher work day for next year and membership meeting for next year. She suggested selling inventory for the remaining two games at a reduced price. The Chairs made suggestions for spirit wear but agreed that it should be discussed and voted on by next year’s Board and Chairs.
Dana stated that she expects her game day expenses to be $700 for the remainder of the year. All other budgeted amounts can be amended.
Craig was not present but reported budgeted items via email. Sponsorship income has exceeded the forecasted income. The Committee Chairs voted that the budgeted item for the sponsorship banners be amended as there are only two homes games remaining. The Committees voted at Craig’s direction to amend the remaining Ballin Crew and equipment budget expensed items that are under budget.
Shawn with Community Outreach requested $500 remain in her budget for the remainder of the year but all other budgeted amounts can be amended.
Karen and Angela stated that concessions should not need to purchase very much inventory and the Committee chairs voted to transfer the expected equipment expense to regular inventory expense to finish out the remainder of the year including the Special Olympics Tournament.
Administrative requested an additional $100 be added to the budget for miscellaneous office supplies and stamps needed.
The committee chairs voted to remove the line item of shooting shirt overage from the $77 shooting shirt orderedby the coach and the $40 collected from each player membership totaling $3215from the Membership category and move it to the Coach Expense category.
Tami reported that the booster club is still waiting for invoices/expenses from LISD for the Pasadena Varsity trip in November 2015.
Tami brought several requests from Coach Littleton to the meeting for approval. The Committees voted to approve $300 for the coach’s request for a hotel and meals for the summer varsity camp in Oklahoma. The Committee chairs voted to approve $180 for the coaches’ membership fees with the expectation that stats and all academic recognition be properly reported.
The Committee denied the request for freshman practice jerseys for this year’s budget and requested that it be requested for next year’s budget. The Committee chairs denied payment of an invoice for 12 youth size jerseys ordered on December 1, 2015 assuming that they were for Coach Littleton’s Pride League rather than the booster club.
Joe made a motion to refund player Diem in the amount of $60 for fundraising shirts that were received without proper printing and were not corrected with the second order placed. All were in favor.
Angela made a motion to use the 4th of 4 IFratelli gift cards received from Sponsorship for the FMSN crew. All were in favor. Joe will work with John and Gala to arrange the details.
Tami explained the details of the credit card machine and the fees involved. The Committees agreed to keep the credit card service in place for a total of six months which was required by our Chase bank before they would consider servicing us for credit cards. The Committees agreed that the benefits for accepting credit cards may not out way the expenses involved. The Committees suggested that the decision should be made by the new incoming Board and Committees.
The Committees discussed and agreed that the Booster Club should maintain a reserve account of $6000-8000.
No New business was brought to the table. The meeting was adjourned at 7:55 pm.