Portage Central Baseball Boosters

 

August 18, 2008

Main Street Pub, Portage, MI

 

Members Present:  Rick Beauregard- President (Sr.), Kathy Irwin – Vice President (Jr.), Monty Porter – Secretary/Treasurer (Jr.), Randy Byrd – (Sr.), Bill Rauch – (Sr.), Peggy Jones – (Jr..), Diana Butler – (So.), Charlie May – (So.)

 

Members Absent:   None.

 

Guests:                   Paul Schneider, Varsity Baseball Coach, Patti Schneider.

 

Agenda Items:

 

1.      Review/approve minutes of last meeting.

2.      Welcome New Members

3.      Budget Update

4.      Coaches Requests

5.      Fundraising for 2008-09

6.      501(c)3 update

7.      Spring Break Discussion

8.      Web-site Update

9.      Field Work Dates

10.  Other Business

11.  Next Meeting

 

Discussion/Action:

 

1.      Minutes from the July meeting were reviewed. Beauregard requested one change and minutes were approved.

 

2.      Welcome New Members.  Beauregard welcomed new members Butler and May, thanking them for committing their service to the Board.  Beauregard reported as of the meeting one other candidate invited to join the Board was still undecided but would notify Beauregard within the week.

 

3.      Budget Update – Porter distributed an updated transaction list for the Booster account, reporting a balance as of the meeting at approximately $3200, with $275 in payments pending.

 

4.      Coaches Requests. Varsity Head Coach Schneider dropped by the meeting to provide a program update and need requests for the year. Coach’s current list of requests included:

 

•          Preserving some level of funding for grounds keeping needs as might be needed to get the field into a solid condition for the spring.

•          Providing funding so a 3rd baseball coach could attend the MHSAA baseball coaches meeting held each winter.  Beauregard made motion, seconded by Rauch, to authorize up to $500 for this said purpose.  Motion passed 8-0.

•          New batting cage net. Coach Schneider and Byrd agreed to research cost of new net and report at a future meeting. Schneider also agreed to have conversation with Dr. Edlund to determine if one-half of the cost could be paid from school resources.

•          Team apparel orders. Patti Schneider wanted to inquire as to the possibility of using a different vendor then last year for team needs. Following discussion amongst the board, Patti agreed to check with her preferred vendor to determine if said vendor could handle all PC baseball needs (team, parents, spirit wear). Patti to report back at a future meeting.   

 

5.      Fundraising. – Board reviewed fundraising activities from the previous year, agreeing all were successful, and desiring to conduct the same for the 2008-09 year. With respect to the outfield fence signage program, Porter agreed to work with Past President Hook to spearhead this year’s sales efforts. Similarly, Irwin and Jones reaffirmed their willingness to again spearhead concession operations for the upcoming year.

 

Conversation then turned to new fundraising opportunities:

•          Fazioli’s fundraiser dinner. Beauregard suggested, and the board subsequently approved (8-0), to move ahead with a Fazioli’s spaghetti fundraiser dinner. Beauregard has had conversation with Dr. Edlund and is hoping to secure approval to host the dinner ahead of the home football game scheduled for 9/19. If authorized by Edlund, Beauregard will work to secure tickets and tent/table/chairs needed to host the fundraiser just adjacent to the ticket sales area of the football stadium. Tickets are to be sold for $7, with $3 from each sale retained as profit for the booster club. Tickets would be distributed to board members, students participating in fall baseball and known returning PC baseball players.

•          Texas Hold ‘em fundraiser. Jones indicated Jr. Varsity Coach, Travis Jones, was interested in hosting a Texas hold ‘em cards fundraiser tournament but wondered if space to host the event could be secured at the school. Beauregard agreed to check in with the school and report back at a future meeting.

 

6.      Tax Exempt Status – Porter reported having made contact with Kevin McCarthy as to possibility of Kevin assisting the board in securing the needed status in an effort to enhance donation possibilities.  McCarthy wanted to do some checking to see what was involved to determine if he could do the work on behalf of the board or if he would need to work to secure someone with more expertise.  Porter agreed to check back with McCarthy and report at the next meeting.

 

7.      Spring Break Policy & Dates – Coach Schneider reported the spring break schedule would remain the same as in recent years with students being released from practice obligations following the Wednesday practice the week ahead of the spring break week. Players would need to be back for a mandatory, scheduled team practice on the Thursday of spring break. Practice would be scheduled for 5:00 p.m. that day. According to the Portage Public Schools website, the district wide spring break is scheduled for: Friday, April 3: No classes (Spring Friday), April 6-10: Spring Recess, Monday, April 13: classes resume

 

8.      Website – Amongst the many very appreciative comments of Rauch’s efforts related to the quality and depth of the website, Rauch reported no new additions to the website, only occasional updates to existing information. Rauch agreed to add new board member information. Rauch also indicated his likely willingness to stay involved with website operations beyond his official stay on the Board.

 

9.      Field Work Dates – Following discussion of schedules and needs, Sunday, September 7 from 1pm to 4pm, was tentatively selected for a field work day. Other or alternate dates will be scheduled as field conditions and weather allow.

 

10.  Other Business – The dates as to when Lawson Ice Arena clean-up fundraisers would be held was asked about. Coach Schneider agreed to check on dates and report back at our next meeting.

 

11.  Next Meeting – Beauregard provided a pre-selected, pre-printed hand out covering meeting dates for the upcoming year. In general, the third Monday of each month at 7:00 p.m. was selected as the preferred meeting time of the group. Upcoming fall meeting dates are: Monday’s, September 15, October 20, and November 17. No meeting is scheduled for December. All meetings to take place at Main Street Pub & Grill, Portage location on S. Westnedge Avenue.

 

 

 

Prepared by: Monty Porter, 9/08/08