Norman Athletic Association Minutes from April 22, 2009
Board Members in Attendance: Jeff Cummins, President; Darrell Chesnut, Vice-President; Diane Thompson, Secretary; Kate Parrish, Treasurer; Katherine Brooks, Asst. Treasurer & Program Ad Coordinator; Monty Moore, Past Treasurer; Bob Weeks, NHS Coordinator. Booster Club Reps in Attendance: Shannon Freeman, Alcott; David Houck, Splash; Jackie Hill, NHS Baseball; Mark Southern, NHS Boys’ Basketball; Darryl Troupe, NHS Girls’ Basketball; Michael Carter, NHS Varsity Cheer; Susan Powell, NHS JV Cheer; Tina Chesnut, NHS Softball; Steve Ladner, NHS Football; Mary & Curt Raberding, NHS Boys Golf; Betsy Nelson, NHS Boys’ Soccer; Linda McCarthy, NHS Varsity Pom; Susan Storm, NHS Tennis; Mike Ross & John Jewell, NHS Wrestling; Katherine Brooks, NHS Volleyball; Doris Moorman & Tiffany Niblett, NNHS Baseball; David Schaefer & Terry Long, NNHS Boys Basketball; Angela Marquardt, NNHS Girls’ Basketball; Mike Brock, NN V Cheer; Beth White, NN JV Cheer; Marcia Tadlock, NN Girls’ Fast pitch & NN Girls’ Soccer; Susan Young, NN Boys’ Golf; Steve Pirkle, NN Boys’ Soccer; Chantel Crumley, NN V. Pom; Kelli Phillips, NN JV Pom; Starla Boyd, NN Tennis; Debra Goulet & Kevin Whitt, NN Track, Annie Wilson, NN Football. Meeting was called to order by Jeff Cummins at 7:03. Roll Call was done by Jeff Cummins. Minutes were reviewed from the March meeting. Motion was made by Monty Moore to approve the minutes. Tina Chesnut seconded the motion. Motion carried. Treasurer’s Report was given by Kate Parrish. Kate stated that this was the best year ever in collecting for program ads. The balance for the operating account as of March 31 is $48,774.76. The balance for the Concession Account as of March 31 is $46,699.16. The balance for the Money Market Account as of March 31 is $10,342.63. Kate stated that she did not have basketball concession checks ready, but she did have bonus checks ready for those clubs who worked concessions. Motion was made by David Schaefer to approve financial statements. Steve Ladner seconded the motion. Motion carried. Fundraisers were presented for approval by Diane Thompson. They are as follows: Ongoing sales: NHS Varsity Cheer – Pass the Bucket at all NHS home football & basketball games through May 2010; Sell Tan & Tone Cards April & May, 2009 NHS JV Pom – Sell Athletic Apparel Aug. 1, 2009 through May 10 th, 2010; Sell Subway Cards April 22, 2009 through August, 2009 NHS Boys’ Golf – Apparel sales & Sales of Seat Cushions Dated Fundraisers: NHS JV Pom – May 18th, 2009 Concessions at Spring Showcase NNHS V. Pom – Golf Tournament at Westwood June 14, 2009; T-shirt sales for North vs. High football game week of August 31-Sept. 3, 2009 NNHS JV Pom – Sales of t-shirts, hats, & scarves during enrollment in August, 2009 NNHS JV Cheer – El Chico Night 5/7/09; Sell Sonic Cards month of May, 2009; Car Wash 5/16/2009 at ?; Classic 50’s 6/27/09; Garage Sale in September (need date)
NNHS Baseball – May 30-June 2 Sell concessions & flowers at Modern Dance NNHS Girls’ Basketball – Sell Sonic Cards month of September; Car Wash August 29 @ E. Walmart NHS V. Cheer – Car Wash at Homeland May 30 th NNHS V. Cheer – Car Wash & Vintage T-shirt sale May 30th @ Auto Valet NNHS Fast pitch – Golf Tournament Aug. 1 @ Westwood NHS JV Cheer – May 16th City Wide Garage Sale; Mazzio Night May 22 nd; Car Wash May 23 rd @? NHS Varsity Pom – Golf Tournament May 31st @ Westwood NNHS Football – Sell t-shirts week of enrollment in August, 2009 Please remember that fundraisers must be approved PRIOR to their occurrence or clubs may forfeit money from fundraisers. Clubs must also be sanctioned in order to fundraise. Dates and places are needed for certain events such as golf tournaments, car washes, etc. Motion was made by Marcia Tadlock to approve fundraisers. Angela Marquardt seconded the motion. Motion carried and fundraisers were approved. Membership was presented by Darrell Chesnut. Memberships are being taken and added to the master list. There is no deadline for memberships. This is an ongoing process. The decision to change the amount of secondary sport fees will be decided at the May meeting. He is working on a list of what NAA provides. He will have this ready for distribution soon, particularly at enrollment when there is a heavy recruitment for memberships. Darrell emphasized that NAA pays for the first-time letter award, such as the letter jacket. This is a one-time gift from NAA. If parents wish to purchase additional letter award gifts, they may do so at their expense. Committee Reports: Concessions committee report – None Programs committee report was presented by Katherine Brooks. She stated that the recommendations below which resulted from the Programs Committee needed to be voted on. They are as follows: Recommendation #1: When there are excess funds in the NAA operating account, disbursement of these funds should be based on program ad sales as well as membership. The specifics of this would be left up to the NAA executive board. Recommendation #2: For making the required contacts as explained in the instructions, the booster club will receive a free ¼ page ad or $175 credit towards a larger ad. For actual ad sales, the club will receive ¼ page free for every full page of sold ad space. This may include ad space the booster club actually pays for. In order for the sales to count for this, contracts must be complete and paid for by July 1. Recommendation #3: Ads will no longer be comped for cheer, pom, and band. These groups are given insert and covers during football. Cheer and pom have the opportunity to sell ads to get credit for their space in the program. Band may choose to pay for an ad to include their ½ page picture. Athletic Trainers will only be included as a filler if needed, and will not be guaranteed space. They may purchase space if desired.
These recommendations were discussed. A questions was asked whether Band was a part of NAA. The answer is “no.” They have their own booster club, separate from NAA, since they are not a sport. Their ad will no longer be comped if the recommendations pass tonight. No ads will be compensated for any club with these changes. Kate clarified the process of the ad compensations. Clubs will receive their “free” ad space of ¼ page if they complete their ad packet and turn it in by July 1st. There was discussion on why this committee felt the need for these changes. It was decided that more specific guidelines needed to be established to make everyone equal. If there is a need for filler ads, the athletic trainers will be first to receive a recognition ad. Motion was made by Marcia Tadlock to accept all three recommendations for approval. David Schaefer seconded the motion. Motion carried and the changes were approved, to go into effect now. Katherine explained the contents of the Program Ad Packets. The yellow sheet is the instruction sheet. Clubs are required to make a minimum of 10 contacts with 3 of those being new business contacts that are not on the master list of contacts assigned to a club. The ads sold by the clubs were given back to those clubs. Clubs who did not sell last year may not have as many old contacts in their folder. Four blank contact sheets are in each packet – 3 for the new contacts and 1 for the booster club ad. Please list all your contacts on the back of the yellow instruction sheet. Ads must be paid for by July 1st for clubs to receive credit for those ads. If clubs make all the required contacts, they will receive the free ¼ pg. size ad. Clubs may choose to upgrade the ad and pay the additional fee. Please have the business make a copy of the contract or the person selling the ad should make a copy. Make sure the business address is on the contact sheet. Clubs should have the photos for the booster club ads turned in (on a CD or by email) by July 1st. The completed packet must be turned in at the June NAA meeting. Clubs not represented tonight or who do not pick up their packets by the May NAA meeting will lose opportunity to sell ads. Those ads will be distributed to other clubs who wish to have them. Do not contact OSOI or Norman Regional Hospital for ad sales. They already provide a great deal to our athletes. Katherine is available to answer any questions at the end of the meeting, or you may call her or email her with any questions. Her information is listed in the packet. Letterman’s Gift committee report - Steve Ladner explained the new process for athletes to choose their letter award. They can now have a choice of a ring, watch, letter jacket, or blanket, which they will receive at no cost one time only from NAA. He had a ring with him to show any who were interested. Sherwood Taylor was also present. He explained to the group that he meets with the site athletic directors to set a date to meet with the athletes who letter. He has met with NNHS for the winter athletes and is meeting with NHS tomorrow. He sends a list to the site athletic directors of what the athletes choose. The letter jacket and ring have been the most popular choices. There will be 3 separate order periods. If an athlete misses the meeting, he may go by the Balfour office at 1215 W. Main to place an order. The letter jackets have vinyl sleeves. Athlete may order leather sleeves at an additional charge. Nominating committee report – The slate of officers has been set for vote. No other nominations were made. The slate is as follows: President: Darrell Chesnut Past President: Jeff Cummins Vice-President: Angela Marquardt
Secretary: Tiffany Niblett Treasurer: Katherine Brooks Asst. Treasurer: Annie Wilson Motion was made by Beth White to accept nominations and was seconded by Chantel Crumley. New officers were elected and will take office June 1, 2009. The May meeting will be the last meeting conducted by the current officers. Athletic Director’s Report - Frank Thompson was absent. Jeff stated that Frank had indicated that sanctioning papers will now be accepted for the next school year. They are due in September to be taken to the Board of Education for acceptance. Jeff explained that the sanctioning process could be explained in detail by Janine Warren from the main office. Diane Thompson stated that the sanctioning form could be printed from the NAA website. To be sanctioned, clubs must complete the form, include a copy of a financial statement, showing the proposed budget for the upcoming school year. If the club makes $6,000.00 or more, a bond is required. A copy of this bond is needed to complete the sanctioning process. Diane Thompson stated that Boomerang Car Wash had sent information regarding a fundraiser. If anyone is interested, she can email these forms. Buyer’s Report – Ellen Garcia was not present. NHS Coordinator – Bob Weeks had none. NN Coordinator –Jamie Schmidt was not present. President’s Report – Jeff Cummins had none. New/Old Business: Announcements/Information – None Next meeting is May 20 th due to the 27th being the last day of school. Spring Outstanding Athlete Awards will begin at 6:30. Jeff Cummins stated that the Norman Transcript will not fund the plaques for the Spring awards. Motion was made by Angela Marquardt that NAA pay for the plaques for the Spring Awards. It was seconded by Bob Weeks. Motion carried and NAA will pay for the plaques for the Spring Athletes. Angela will get bids for these plaques from other places. Current price for the plaques is $37.50 per plaque. Meeting was adjourned at 8:15. The next meeting will be May 20th.