VGBC Board Meeting

August 24, 2006

 

Location:  21679 Stillbrook Farm, Ashburn, VA

Attendees:  Melanie, Phil, Debby, Allyson, George, Terry, Stacey

 

 

Old Business:

q       July board minutes approved

q       Level Reps:

·        Should invite Reps to a Board meeting

·        Explain their role; get the role on the website

·        need reps for levels 8-19, if no rep then, there will be no benefits

·        Role to include: quarterly board meeting, monthly scrip calls, web site input

q       Handbook: all is good, will have members access from website

q       Newsletter:  no need, use website instead

q       New Member Orientation:  went well, no issues

q       Car Wash

·        Aug 19th went well

·        Sept 9th:  same place, bring corporate flier / packets

·        Oct date:  go ahead, not too late

q       Shredding:  no deal, not worth it

q       United Way:  Phil is still pursuing

q       Costco Card: 

·        Have 2 tax returns needed to show credit

·        Phil will let George what to do with the returns

q       Corporate Sponsors:

·        Need team Picture

·        write up a team incentive to go with non-team incentive (Stacy)

·        Wording for our own banner (George)

 

Casino Night:

q       Need a “buy-in” from general membership – big commitment

q       Ask for 5 chair people at general membership meeting

q       Presentation to be done at general membership meeting (Stacey)

 

Web Site:

q       Big KUDOS to Terry & Mike

q       Terry willing to keep site updated

q       At this time no cost for site (thanks again Mike)

Financial Update:

q       100% of new member assessment paid

q       General membership starting to trickle in

·        No big comments / arguments at this time

·        If 10 days late, not in the first meet – have support from gym

q       Question arose as to impact of any family whose gymnast may not compete this year.

·        Question about paying assessment

·        Decision:  if on team when assessments due, it will be paid

- If quit in Sept, can refund the meets that were paid for

q       Possibility of monthly assessments, rather than quarterly?

·        Hard to get started, because can not determine what costs are in the future

·        General Membership should have a say, be on the ballot (Phil)

 

Upcoming General Membership Meeting:

q       Ballot available for members (Phil)

·        Approve Budget

·        Casino night as a fundraiser

·        Monthly, rather than, Quarterly assessments

·        Holiday Party

q       Holiday Party

·        Decision to have a party

·        Need input to decide what type of party (family, catered, potluck, additional charge, etc…?)

·        Gym is not available – needs to be offsite

·        Should include a gift for the coaches

q       Participation Tracking

·        All agree that some sort of informal tracking should be done

·        List of jobs, so that each family can be signed up for a job

·        Those that “opt” out do so only on fund raising jobs, still need to participate

·        Need to come up with about 60 “jobs”  (George will start)

 

Other Business:

q       Report from Debby

·        Moraven Park:  Can do, make $300 for 10-12 girls Oct 14th, have to be 12 +

·        Meriellen Tibbets offered to run a 50/50 raffle or block football pool

- Decision to let her coordinate

·        Evergreen Sales:  Need Chair

·        Yankee candle Sale:  Barbara Entremont

·        Redskins Tickets Raffle:  tickets available, need chair

q       Meets

·        Melanie concerned about the two meets being so close together

·        No concession chair, if no volunteers – APEX will do and will earn the money

 

Next Meeting:  TBA date and location (Phil)