VGBC Board Meeting
July 25, 2006
Attendees: Melanie, Phil, Debby, Allyson, George, Terry
Board Roles and Responsibilities:
-discussion that this needs to be more clear to all
- question of what the role of level reps are (should they be part of the board?)
Debby to write up description of responsibilities for VGBC update
VGBC Handbook:
- Allyson will take “ownership” of Handbook
- Phil will redistribute to all for review
- ALL will read and give any comments to Allyson by Aug 9th
- Allyson will incorporate comments and redistribute for approval
New Member Orientation:
- set up a meeting prior to the Sept general meeting for all new members
- clarify the role of VGBC and individual members
- Meeting to be Aug 17, 7:30 – 8:30, Terry to send out notice
- Will present a summary of VGBC roles
- Phil to do summary page
Fundraising Outreach Concerns:
- Big Challenge: We MUST break cycle so we have something in Spring to offset the first member assessment!!!!
- some of the general membership like bigger and better fundraiser
o Golf Tournament ? new staff member may be able to help with this
o Boxes of candy for continuous sale, would need chairperson?
o An additional meet? Melanie did apply for a sectional, will know in a couple of weeks
o Possibility of a Rec Meet?
o All: brainstorm ideas of things we can try
- Phil verified that it is not legal to individual credit for fundraising for a non-profit, might be some creative ways, but sound like a big headache.
- Clarified that the option does exist to pay upfront instead of fundraise. There are a few families that have done so – they do pay a bit more
Communication Outreach
Concerns
- Allyson will compile a monthly board newsletter
- Phil will help with format, find other examples
Organization Outreach Concerns:
- should have quarterly General membership meetings
o June and Sept are set
o Others could be Dec and Mar (after home meet)
- Board to meet once a month, Phil will email out for best day
Current Fundraising:
- Car Wash:
o Debby called a few places and they are will to participate
o Debby to call and schedule a few in Aug, Sept and maybe Oct.
- Corporate Sponsors
o Should try and change schedule Sept 1 – Aug 1 to offset assessment
o VGBC should have own banner to advertise for other banners
o George to coordinate VGBC banner
o Have info sheet at desk of who to contact for banners
o Offer an incentive to team and others
§ Team: for each sponsor = 1 chance at a raffle for 1 month tuition
§ Other: for each gold sponsor = 1 month tuition
o George will write up sponsorship incentive program, including info sheet
o Terry will act as sponsorship coordinator
- Others
o Shredding Day – Allyson to get info to Debby
o United Way 501C list – Phil to get info to Debby
Costco Card
- Phil tried to apply and we were declined
- Phil & George will work to get tax return info to try again
Other Items
- Penalties for late payment of assessments
o Willing to set up payment plans
o All agreed if assessments not paid – no meet competition
- George will write up clarifications for handbook
Next meeting: TBA
- Phil to coordinate the date