Meeting Minutes- January 23,2023

  1. Call to order at 6:30pm
  2. Attendance: Kim and Tracy Stringfellow, Earl and Allison Bainbridge, Shirley Vogel, Mary and Tim Owen, Kristi Miller, April Maldonado, Ricky and Kayla Campos, Erick and Jessie Trusty, Brad and Leslie Boyd.
  3. Previous meetings’ minutes posted to website.
  4. Treasurer’s report-
    1. Checking- $27,069.65. Bills pending for Branding Iron from the banquet and Sam Gibb for the ref mic.
    2. Savings- $4,607.87
    3. Venmo- $0
    4. Petty cash- $0
  5. Old Business
    1. Merchandise- no report
    2. Banquet wrap up-
      1. All decorations have been returned to owners or placed in the equipment trailer for storage.
      2. All invoices are paid.
      3. Expenses- $6,004.65; Income from ticket sales- $1,638.39. Cost to boosters for the event- $4,366.26.
      4. Kim Roark donated the custom senior footballs, $844.23.
      5. Event went well. No suggested changes presented.
      6. Kade Miller’s senior custom football is deflating.  Kim will work with vendor to get it replaced.
    3. All District/All-State plaques- Sign On has 2021 plaques ready for print. They have the names and pictures for the 2022 All State Academic, Superlative, and All District First team players.   He will invoice us as soon as possible.
    4. Lapel mic requested for the head referee to improve game time communication with the spectators has been purchased. Kim worked with Becky Montgomery and Dr. Owen, the needed equipment cost $510.00 and will be a great addition to the program.   BISD will maintain the microphone.
    5. Broken headset- Kim returned the headset for repair. They were seeking clarification on how the failure happened prior to returning our headset. Coach Beau Boyd was able to provide the necessary information so the headset is on its way back
  6. New Business
    1. Officer Hand off-
      1. Kim created an annual calendar outlining by month the Boosters activities. Within that document, there is contact information where needed and attachment documents in the Booster Google drive.
      2. New officers have access to the Google drive. Kristi Miller has edit rights and others have viewing rights.  That can change as officers are oriented to the Google drive.
      3. Keith Meyer has created log ins for the webpage for Kristi Miller, Mary Owen, and Jodi Lapham. Passwords will be emailed directly to them.
      4. Earl was able to set up via a new Booster phone number. Kim will be discontinuing the phone number she has been providing to the Boosters for Venmo purposes. Kim will transfer the phone number associated with the Venmo account to the new phone number, which is (940)309-3644 “DOGG”.
      5. A list of all systems with their log ins and passwords was provided to Earl.
      6. Facebook access for updates and communication will remain with Allison Bainbridge. Kim will be removed.  Others can be added as administrators as Boosters find necessary.
      7. Off season equipment will need to be managed with priority of getting horn battery on the trickle charger. Earl will work with Coach Boyd to get that done.
      8. Equipment trailer and merchandise trailer will need to be inventoried. Plans need to be made for storage during the season for items stored in the equipment trailer during off season since the trailer will need to be clear for travel during football.
      9. Bank update with new officers- minutes reflect new officers for 2023. The VP, Secretary and Treasurer will need to be updated with the bank.  The current debit card has Kim’s name on it and will be updated to Mary Owen, new VP.  Signature cards will need to be updated once all bills for 2022 have been paid.  Shirley will coordinate treasurer hand off with April in early February once January can be closed out.
  7. Open Discussion
    1. Earl discussed 501c3 opportunity. Kim shared discussion she had with Dana Taylor on setting up a non-profit.  Steven Booker was also mentioned because he helped project graduation set up a 501c3.  Earl will reach out to Steven to evaluate cost and compare with Dana if necessary to ensure we are getting is at the best price possible.
  8. Coach’s report- Coach Boyd
    1. Off season is going well. Mat drills are in progress. Energy is good even though several kids are missing due to other sports going on in the spring.
    2. Elevator parts are starting to come in.
  9. Next booster club meeting- February 13 at 6:30pm at the field house.
  10. Adjourned at 7:15pm.