Portage Central Baseball Boosters

September 17, 2007

Fletcher’s, Texas Township

Members Present: Robin Hook- President (Sr.), Rick Beauregard – Vice President (Jr.), Monty Porter – Secretary/Treasurer (So.), Ken Popp – (Sr.), Randy Byrd – (Jr.), Bill Rauch – (Jr.), Kathy Irwin – (So.), Peggy Jones – (So.)

Members Absent: Roger Miller – (Sr.)

Guests: None

Agenda Items:

1. Review/approve minutes of 8/20/07 meeting.

2. Press Box Update

3. Concessions – Coordinators for 2008 season

4. Tax Status

5. Website Update

6. November meeting date

7. Spirit Wear discussion

8. Winter clinic update.

9. Spring Break dates – player time off

10. Other Business?

1. Minutes from the August 20, 2007 meeting were reviewed. Two corrections were made and the minutes were approved with noted corrections. Minutes to be forwarded by Monty Porter to Bill Rauch for posting on web site.

2. Press Box - Robin Hook reported the windows and siding are in at Ferris Builders and work is now scheduled for the last week of September or first two weeks of October.

3. Concessions – Coordinators. Kathy Irwin and Peggy Jones volunteered to coordinate Concession operations for the 2008 season. Kathy and Peggy discussed the need, and agreed, to seek out and secure Varsity parent volunteers to handle Concession duties at Varsity games. The issue of needing a small refrigerator was discussed with the Board approving the purchase of the needed refrigerator if a donated one could not be obtained. Monty Porter agreed to make contact with Coca-Cola to see if a clear-face refrigerator could be donated. Discussed occurred as to staffing of the stand at home games with the board’s general feeling each player’s parents would be assigned two home games to work, with the responsibility on the parents to switch with other team parents for games they could not work as assigned.

4. Tax Status. Ken Popp made contact with Attorney who provided needed services to Football boosters and reported cost to obtain tax-exempt (501(c) 3) status for the boosters would be in the $2000-$3000 range. Following discussion on cost and lack of resources currently in the Booster account to pay for legal services, Rick Beauregard agreed to make contact with the School District to see about whether the District attorney could assist, Kathy Irwin agreed to check in with her cousin to see if he could assist, and Monty Porter agreed to make contact with Mark McCoy who recently obtained tax exempt status for his youth baseball organization.

5. Website Update. Bill Rauch reported the need for the addition of content to the website. Rick Beauregard reported working on making contact with common opponent schools to obtain accurate directions to each school’s baseball facility. Rick will continue to secure this information and forward it to Bill when finished. Kathy Irwin reported having made a couple of attempts to make contact with the Yearbook Supervisor (Hoffman) at the School for pictures taken by the Yearbook staff. Kathy to continue her efforts to make contact with Ms. Hoffman. Randy Byrd indicated he had some pictures he could forward to Bill for inclusion on website. Ken Popp indicated he felt his wife, Deb, had some pictures to forward as well. The Board also discussed posting meeting minutes to the website and agreed to do so after first having meeting minutes reviewed and approved at the subsequent board meeting.

6. November Membership Meeting. Monday, November 12, 2007 @ 7pm was selected by the Board to have an open meeting at the High School. While the official agenda for the November meeting will be set at the October board meeting it was generally felt by the Board the agenda should include a discussion of 2007-08 projects needing to be completed, general membership solicitation, upcoming dates of importance, fundraising possibilities and the sale of Spirit wear. It was also felt the meeting should be open to parents and coaches but should not include any team members.

7. Spirit Wear. Robin Hook reported he and Paul Schneider had met with John Creek of Jack Pearl’s Sporting Goods to develop a Spirit Wear line for PC baseball and to finalize what items would be purchased for each team’s members. Hook reported items to be provided to each player would remain mostly the same as in past years with cost to each player staying around $60-80. Hook reported Paul Schneider was to speak with Dr. Edlund about the possibility of the School budget purchasing a new set of uniforms for the varsity team as a new set had not been purchased by the school in a number of years. In support of the school purchase of uniforms, Hook committed up to $500 from the Booster account, if needed, to make the purchase a go. If new varsity uniforms were able to be purchased, one set of existing Varsity uniforms would be given to the Junior Varsity team so each team would have two uniform sets for the upcoming season.

Hook reported he would continue to work with Jack Pearl’s to develop a flyer and pricing schedule for Spirit Wear with the idea a flyer could be available at the November meeting to encourage Spirit Wear sales for the Holiday season. Bill Rauch indicated once the form is generated he could place it on the website as another avenue to encourage sales. Hook indicated the PC booster account, in exchange for facilitating Spirit Wear orders, would yield $3 to $8 on each piece of Spirit Wear sold.

8. Winter Clinic dates: No dates finalized as of the meeting. Monty Porter agreed to have follow-up discussion with Coach Schneider on the issue so Coach could finalize dates with the School.

9. Spring Break. The issue of Spring Break dates for the school district was discussed. Porter agreed to follow-up with Coach Schneider as to what specific dates players might be excused from practice sessions scheduled during the Spring Break week.

10. Other Business: A discussion of the newly implemented $30 athletic trainer fee instituted by the School district was mentioned with the Board making note to include the fee as an informational item at the November open meeting so parents are aware the fee is mandatory (payable one-time, the first time a student would make a sport team roster).

District baseball tournament bid. Inquiry was made by the Board as to the status of the PC bid to host the District baseball tournament during the 2008 season. No one was certain the bid had been filed by Dr. Edlund so Porter agreed to speak with Coach Schneider with respect to the bid status.

Field Aeration & Over seeding. Robin Hook discussed the need to have the field aerated and over seeded in preparation for the upcoming winter. Hook agreed to email Dr. Edlund to see if the school could facilitate this need. Hook was also to check into the possibility of having a lawn service do the work in exchange for outfield fence signage recognition.

11. Next meeting: Monday, October 15, 2007, 7pm, Fletcher’s Pub, Texas Township

Prepared by: Monty Porter, 10/7/2007