2011 Minutes 1/11 2/11 3/11 4/11 5/11 6/11 8/11 9/11 10/11 11/11 :: Minutes for : 2006, 2007, 2008, 2009, 2010
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BOOSTER BOARD MEETING OCTOBER 2011 – FINAL
Tuesday, October 11, 2011 – 7:00 p.m. Mike Bersani called the meeting to order at 7:00 p.m. Brief introductions were given. In attendance were Executive Board Members Mike Bersani, Annette Padron, Joe Venturella, Janeen Dylo and Michele Johansen as well as Principal Melanie Meidel and Associate Principal Jim Szymczak. The sign-in sheet showed the following additional attendees: Bret Smith (band), Karen Cluchey (hockey), Lori Hegarty (cross country, boys track and swim), Cathy Nelson, Lisa Steinberg (cheer), Angie DeLeon, Karen London, Kristi Wisdom (dance), Michelle Miller (girls basketball), Kelly Pancamo (wrestling feeder), Karen Osborne, Laura Jakaitis (girls volleyball), Mary Loechner (band), Beth Irving (softball), Linda Welz (color guard), Judy Piszcek (boys soccer), Karen Weedman (fundraising) and Sandi Rueger (swim). Attendees present that didn’t sign in included: Mary Rohr
Michele Johansen held a roll-call of Activity Directors present. The following sports were represented: band (Loechner); girls basketball (Miller); cheerleading (Steinberg); colorguard (Welz); cross country girls/boys (Hegarty); pom/dance (Wisdom); softball (Irving); swimming girls (Hegarty); track boys (Hegarty); volleyball (Osborne) and wrestling (Venturella). Additionally, Activity Clubs were represented including: boys’ feeder basketball (Rohr); and hockey club (Cluchey). The following activity groups still need directors: Badminton, Bowling / girls & boys, Fine Arts (if applicable), Golf / girls & boys, Student Government (if applicable), and Tennis / boys & girls
REPORTS Minutes from the September Meeting: Minutes from the September 2011 General Booster Meeting were presented and posted to the website prior to the meeting. A request was made to change the notes for the updates given from Loechner to Rohr. A motion was made by Mary Loechner to approve the September 2011 minutes with said revision, which was seconded by Lori Hegarty, voted upon and unanimously approved.
Treasurer’s Report: Annette Padron provided financials for the month of August which was also posted to the website and available for review during the meeting A motion was made by Lori Hegarty to approve the August reports, which was seconded by Kelly Pancamo, voted upon and all approved. The September financials were also provided by Annette via email to the directors and hard copies available during the meeting. A breakout of the stadium account was also available. Annette advised that she would be combining columns for concessions / food replenish going forward. All costs will be covered after the fall season first, then allocation to activity groups for the 60/40 split. Lori Hegarty asked a question “When will brick order funds be taken from the activity groups accounts for the activity groups that sponsored a brick?” It was noted that as soon as the Boosters receives the engravers invoice the funds will get pulled from the respective accounts; swimming sponsored a brick. Mike Bersani noted that the $30,000 borrowed from the general Boosters by the stadium committee in the spring has been re-paid down to a balance of $1,100 as of the date of the meeting.
School Administrator Report: Assistant Principal Jim Szymczak provided the athletic administration report and facilities update. Championship banners were hung in the main gym before school started. Championship years will be added to the respective banners before the start of the winter sports season. Conference banners have been ordered for the pool; delivery is anticipated within the next two weeks. The pool was shut down on October 1st in compliance with a newly enacted State of Illinois statute. Essentially, the type of drain that was in the pool is now out of compliance with recent changes in legislation. In order to maintain the ability to have the diving boards, the drain system needed to be brought up to code. The pool is currently empty, the drain work has been completed, and we are waiting for the concrete work to occur. Pending no issues with the concrete work, we will be ready to fill the pool this upcoming weekend and be back in business on Monday, October 24th.
The stadium had additional bleachers brought from other schools to accommodate larger crowds. Two sets of 300 seat capacity were rented from DeKalb High School for the October 1st football game versus Bartlett. In addition, another tent was rented to serve as a satellite concession stand for that day. Sievert Electric returned and addressed some fine-tuning issues with the sound system at the end of September. The issues have been addressed, corrected, and the system is working well to this point.
Mr. Szymczak gave an update on the additional expenses that were incurred due to the amount of waiting time added from the lightning delay during the regularly scheduled road trip game day versus Metamora. An additional bus was used for the team to return to Metamora the following Monday in order to play the varsity game; bus and meal expenses as well as overtime costs totaled approximately $12,000 which was paid by the athletic department.
Athletics updates were given on the following (some also updated during activity group reports):
Homecoming reflection was given. There were over 1,500 students in attendance at the dance this past Saturday. A kick-off pep rally was held the Friday before homecoming week. Powder-puff football had a high level of participation and a great showing of spectators. Storm-A-Palooza was attended by a smaller crowd, however, the stadium served as a great venue to watch musical performances; four different bands played. The visiting East Aurora football team shared a pregame meal with the South Elgin football team. This was very well received. The school may consider doing this yearly at SEHS to show good sportsmanship. Mr. Szymczak noted that next year’s homecoming is tentatively planned for the third week in September, September 22, 2012.
Mr. Szymczak advised of Administration Financial Requests.
The Concessions and Satellite Concession Tent Rental topics were tabled until the next meeting.
Principal Melanie Meidel provided the school administrator report. PSAT testing for sophomores and juniors is taking place during the school date starting at 7:30 a.m. and ending at 10:20 a.m. in the main gym and B100 tomorrow, October 12th. November 2nd will be an early release day and all students will be testing. The following standardized tests will be given:
The testing for freshman, sophomores and juniors are on the same testing scale; the scores look for target numbers and areas of growth. Following the NCRC testing for seniors, an important meeting with seniors will be held to review graduation plans, place orders for caps and gowns and end of year expectations; no money is needed until they are picked up in the spring). There will be an Informational Workshop on October 21st for students and adults that would like to learn more about the NCRC testing. Additional information on the valuable and respected NCRC certification for workplace success can be directed to Lisa Olsem at 847-289-3760 x 3508.
Parent / Teacher conferences will be held on November 21st (evening) and November 22nd (day); there are no classes either day. Thanksgiving break will be November 24th & 25th. Winter recess is December 19th through January 2nd, with classes resuming on January 3rd.
Mrs. Meidel advised that on October 25th there will be a Financial Aid Planning presentation for junior and senior students and parents who plan on college after high school. The session covers planning for college including grants and funding, and will be held at 7:00 p.m. in the Auditorium; the same information will be presented in Spanish in the Library.
The SEHS PE Department sponsored 1 of 3 yearly blood drives on September 29th. Students donated 267 units of blood. The first ever SEHS Book Drive has completed and was a huge success. SEHS students and staff collected 1,243 books to help fill the classroom libraries of all classrooms at SEHS.
A comment was made by Michelle Miller regarding the Bartlett game. She received feedback from several Bartlett parents. The communication that Bartlett High School sent out via ConnectEd implied that only XX amount of tickets would be sold for the game. Several of the parents she spoke with were under the impression that there were not enough tickets available, so avoided the game; no ill-will towards SEHS was intended. Apparently there was a miscommunication in the term “limited tickets” by Bartlett High School, not through communications sent by SEHS. Joe Venturella and Michelle advised that Bartlett High School has officially launched their fundraising efforts for a stadium/sports facility at their school. Mike Bersani confirmed that he has met with members of Bartlett’s new stadium initiative and shared some of the means SEHS stadium committee has used to get started.
COMMITTEE REPORTS Spirit Wear: Sharon Bersani was not in attendance at the meeting. It was noted the committee is continuing to sell at all available times and sales are going well.
Fundraising: Prior to the meeting, Mike Bersani distributed a copy of the Village of South Elgin Application for Raffle Approval and license for running the 50/50 raffle for all home games at the stadium to school administration and concessions committee. Karen Weedman provided an update on upcoming fundraisers:
Concessions: Janeen Dylo provided an update on concessions. This Saturday will be the last home regular season football game. Janeen gives thanks to all the volunteers and noted that everything ran quite smoothly during the season.
Booster Membership: Sharon Hall was not in attendance at the meeting. Joe Venturella noted that we currently have over 140 members, as updated on the new Booster Membership distribution list(s). Mike Bersani advised that he is speaking with Sharon Hall to see if there is a better, possible re-vamp of the membership application/list system we possibly do for next year. Again, athletic directors were all asked to encourage all athletes to become Booster members. Joe will email the form itself to the directors for distribution. Mike noted that he and Joe plan to do a ConnectEd to the students/parents about the Boosters organization. Mrs. Meidel suggested distributing forms at winter parents meeting and suggests the activity group director speaks at those meetings as done in the fall. A suggestion was made to have a supply of Booster membership forms at the concessions counter and at monthly meetings.
Communications: The activity group directors list and emails has been update on the Boosters website with changes as requested. Joe Venturella advised that two email distribution lists have been created and are now being used for the Booster membership: members2011@sehsboosters.org and members2011a@sehsboosters.org The email distribution lists have a 100-maximum list capacity; hence two lists have been created representing this year’s membership email listings. In addition, an activitydirectors2011_2012@sehsboosters.org list has been created. A new attendee commented that she was confused by the Booster’s website http://www.sehsboosters.org/ under the About/Meeting Dates area. It reads “The Booster Foundation meets the second Tuesday of every month.” But it also notes “The Executive Board meets at 6pm and the Directors meet at 7pm”. As a parent, she wasn’t sure if she was able to attend either, i.e, when is the General Booster Meeting? Michele Johansen will work with Rob Lube to have the wording changes on the website to read: “The Booster Foundation meets the second Tuesday of every month at 7:00 p.m. in the Library (unless otherwise noted) at South Elgin High School. All are welcome and encouraged to attend.” Michele noted that she received notification that the Facebook SEHS Alumni page is being “archived” due to inactivity.
Facilities: Mike Bersani and Joe Venturella provided an update on facilities. An email was distributed to all activity directors prior to the meeting with a copy of the fence advertiser contract for review and approval at meeting tonight. The following businesses have contracts:
A motion was made by Lori Hegarty to approve the fencing contracts on the above noted advertisers, which was seconded by Linda Welz, voted upon and unanimously approved. Mike Bersani will execute the contracts accordingly. Joe noted that he would like to see more fence advertising and asked to please send him referrals.
A question was asked “When will a name for the stadium be determined?” Mrs. Miedel noted that it is yet to be determined through future discussions; has not been discussed at the administration level or at the school board level.
Teachers Wish List: Annette Padron provided an update on the Teachers Wish List. As of the date of the meeting, there were requests totaling approximately $2,100. Teachers Wish List requests are usually granted two times per year, in the fall and in the spring. It was noted that no awards were given last spring; last fall requests that were filled totaled in-between $3,000-$5,000. Several requests were reviewed. A motion was made by Judy Piszczek to pay the following Teacher Wish List requests for a total of $1017.25:
The motion was seconded by Linda Welz, voted upon and approved by all. Additional requests from for PE mats as well as prom expense were put on hold until next wishes. The request for an LCD projector will be looked into further by Mrs. Miedel for options.
Market Day: Joe Venturella advised that the next Market Day pick up will be on October 25th from 5:45-6:30 p.m. in the cafeteria; proceeds will go to the wrestling team. Orders can be placed on line at www.marketday.com until Friday, October 21st at 11:00 p.m.; the school code for SEHS is 22015. This is the last pick up before Thanksgiving so now is the time to make room in your freezer and plan ahead. Chris Schmidt is the Market Day representative and can be contacted at theschmidts4@juno.com. The Boosters website needs to be updated with the next set of upcoming dates.
Ways & Means: Mike Bersani noted that the Boosters are a non-profit organization. Yet, because of incoming funds taken in by the Boosters this past year, we have to have an audit. The threshold for bringing in funds to a non-profit organization is $300,000. Non-profit organizations that raise funds in excess of that amount are required by law to have an audit completed from an outside company. The Executive Committee requested referrals and quotes from two sources; copies were sent via email to the activity directors prior to the meeting for discussion and vote tonight.
A discussion was had with regards to both proposals. Mike Bersani noted that the cost for the audit services this year would be paid out of the stadium fund. A motion was made by Joe Venturella to approve the bid submitted from Tighe, Kress & Orr, not to exceed the amount of $5,500, which was seconded by Lori Hegerty, voted upon a unanimously approved. Joe Venturella and Mike Bersani will move forward to accept the proposal from Tighe, Krerss & Orr for an engagement letter to finalize the process.
Mike Bersani advised that the tax return for the Boosters are due mid-November. The Boosters are going to file for an extension until the completion of the audit.
Annette Padron noted that she is switching the Treasurer reports and tracking from Excel to Quick Books. The software license has been purchased; a transition is anticipated by the end of the year.
ACTIVITY GROUPS Activity Group reports were given in random order; however, documented alphabetically. Band: Band continues to plan for their upcoming bowling fundraiser on October 4th. In conjunction, a silent auction will be held with proceeds going to help pay for the Disney trip. An overview of the calendar fundraiser band did was given. A parent came and took pictures at camp, games, of equipment, etc. The parent only had to send in the photos to the fundraising company; the company does all the graphics, dates, adds school and national holidays, even birthdays of the participants. The calendar goes from September to June. Cost to group is $4/calendar which was sold at $10/calendar, for a $6/calendar profit. Band will provide Karen Weedman with the contact information if any of the activity groups, or the Boosters overall, would like to do this fundraiser.
Basketball – Girls: Michelle Miller advised that the Girls Basketball will host tryouts the week of October 31st for three days; teams will be announced/slotted by November 3rd. They plan to do a lot of fundraising and rally-up this year.
Boys Soccer: Judy Piszczek noted that the Boys Soccer group had 17 seniors at senior night tonight. The last game is scheduled for tomorrow, then will start regional competition in the next two weeks. Both JV and Varsity continue to do community service and fundraising: JV went to Special Olympics in Naperville and Varsity did “Meet the Storm night” with little kids.
Cheerleading: Lisa Steinberg provided a brief update on cheerleading. Homecoming went very well. Tryouts for the basketball and competitive season start the week with an open gym on Wednesday, October 12th. Another open gym will be held on Wednesday, October 19th; tryouts will be the week of October 24th. The Booster website and activity directors list has been update to show Linda Johnson as the head cheer coach with her email contact information. Lisa also volunteered to help at the next 8th grade orientation night in December as a parent to help promote the Boosters organization.
Choir / Orchestra: The first Choir concert will be on October 27th at 7:00 p.m. in the Auditorium. The first Orchestra concert is scheduled for November 3rd.
Color Guard: Linda Welz advised that the color guard is finishing up the season with the IDTA competition.
Cross Country: Boys and Girls Cross Country senior night is this Friday. UEC Valley Division meet taking place this Saturday at the DuPage River Sports Complex.
Dance/Pom: Dance will be performing at the last home football game, which is also senior night. As a fundraiser, they have been selling pom-pons at the last two home football games. They plan to attend their first competition the first Sunday in November.
Fine Arts: The fall play, A Christmas Carol will be held on November 16th & 17th with 10:00 a.m. matinees, on November 17th & 18th at 7:00 p.m. performances, and on November 19th with performances at 2:00 p.m. and 7:00 p.m.
Football: Football will play the final home game at SEHS Stadium versus Geneva on Saturday, then travel to Waubonsie Valley on Friday, October 21st to. Both games must be won to have a third straight playoff appearance.
Softball: Beth Irving advised that the Softball travel team has 16 participates at this time; need more.
Swimming: There are two more upcoming swim meets, one in Elgin and one in Huntley. Swim will be competing in conference in a couple weeks, then regionals. Mr. Szymczak noted that the conference banners are being delivered and should arrive within the next two weeks.
Volleyball – Girls: Karen Osborne is the new Activity Director assigned to girls’ volleyball; her email was provided and requested to be added to the list and the website. Volleyball is hosting senior night next Monday.
Wrestling Feeder: Kelly Pancamo provided an update on Wrestling Feeder activities. Registration was opened this past weekend; they expect 15-16 kids this year. Kelly advised that the feeder group would like to donate to the SEHS wrestling directly, maybe purchase a peg board. Joe Venturella and Kelly will discuss further and, before purchasing, they will talk to the wrestling coach and building engineer. Kelly will send information to Joe directly.
OLD BUSINESS Nothing to report.
NEW BUSINESS Clique Photography: Lisa Steinberg advised that Clique Photography in Bartlett attended the last home game at SEHS and took several pictures available for purchase. Lisa provided Joe Venturella with a flyer for distribution from Clique Photography offering a special rate for anyone that purchases a custom designed portrait and/or package and mentions SEHS Boosters. Clique Photography will also waive their regular session fee of $150 and donate $50 to the Boosters. This is a limited time offer. Clique Photography can be contacted directly at 227 S. Main Street in Bartlett; 630-837-8887 or via www.cliquephotography.com.
Brick Sales: Joe Venturella provided an update on brick sales via email prior to the meeting. The demand and order rate for the engraved pavers has soared since the home opener; sales continued. As of the end of September, we had an addition 44 pavers. A second order is being placed soon, but unfortunately they will not be ready and installed by the last scheduled home football game this weekend. Additional information is available on the Boosters website.
Fence Advertising “Thank you!”: Joe Venturella asked directors to please encourage everyone to patronize the fence advertisers/sponsors, mention the sign at the field, and say “thank you”; support those that have supported the stadium and our school. Further, Joe shared that the Boosters would like to get a group together to go to Stanley’s Ale House, one of our fence sponsors, after the game on Saturday; it’s an all-ages restaurant and everyone is welcome.
SEHS Wellness Committee: The SEHS Wellness Committee is currently represented by the school nurse, the food services supervisor, a classroom teacher, the health divisional administrator, and a student; they meet 4-5 times a year and work to promote a culture of wellness at SEHS. Last year, they successfully obtained a grant and launched the Breakfast Cart program which provides nutritious food for our students during the morning study halls; they already have plans for 2 nutrition-related initiatives for this school year. An email was sent to the Boosters from Julia Olsta, the SEHS School Nurse with a request for a parent input when planning programs for our students, noting she has attempted to recruit a parent representative for two years and has been unsuccessful. Mrs. Meidel suggested that she contact the Boosters to speak at one of our meetings; she will be at the November meeting and with additional details. Annette Padron sent an email to the activity directors asking them to forward to their parents to see if anyone would be interested in helping with the SEHS Wellness Committee as a parent volunteer. Questions can be directed to the school nurse via email at juliaolsta@u-46.org or 847-289-3750 x 3504.
Signs: Another opportunity for activity groups was presented by Joe Venturella. The Boosters received information from Mark Your Space http://www.markyourspaceinc.com/, a commercial signage company in Bartlett willing to work with the school, and activity groups, for “A SEHS ((XXXX)) LIVES HERE” yard signs. These could have written, for example, athlete, cheerleader, football player, band member, student, honor student, graduate, etc., on it. The company is sending Joe concepts. The yard-signs would be at cost $20 each. They can be sold school wide or to individual activity groups, however, there may be a minimum order requirement. Joe will have information to those interested available at the next meeting.
NEXT MEETING DATE & TIME A motion was made by Lori Hegarty to adjourn the meeting, which was seconded by Kelly Pancamo, voted upon and approved. The meeting was adjourned at 8:42 p.m. The next Executive Meeting is Tuesday, November 8, 2011 in the SEHS Library at 6:00 pm and the General Meeting will follow at 7:00 pm.
Respectfully submitted on October 18, 2011 from notes taken by Michele Johansen, co-secretary of SEHSBF, on October 11, 2011.
FINAL as voted upon and approved at the November 8, 2001 SEHSBF meeting.
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