Bengal Backer Meeting Minutes Oct. 2017
St. Mary Academy Bay View
Bengal Backer Meeting
October 17, 2017
6:30pm to 7:35pm
In Attendance: Karin Duprey, Janine Larimore, Kim Fraioli, Jim Egan, Brian Pelletier, Terese Dillon, Jen Wasson, Colleen Gribbin - Sports represented: Field Hockey, Volleyball, Soccer, Basketball, Lacrosse, Softball and Tennis
I. Membership Update
Karin opened the meeting with an update on membership. To date the total collected in membership is $5,750.00. A total number of members will be determined by cross referencing the online memberships with the manual memberships. The winter mandatory sports meeting is November 30th and this meeting may generate more members. A discussion took place regarding game passes and how to generate more membership at the beginning of the year. It was agreed that both topics need further discussion at a later date.
Karin also informed the Board that the license plate covers have arrived and welcome packet will be going out to all members with a thank-you note and tax letter.
II. Financial Update
Brian presented the BB with a Treasures Report and expenditures list for all to review. The suggestion was made to compile a list of funds spent per sport over the years. The goal is to build a history for each sport which would help with anticipating the needs of each sport in order to create a budget. * Brian completed this list after the meeting and Karin sent an email to each member with the information. A copy of this report is attached to these minutes.*
III. Sponsorship
The Center for Resilience is scheduled for a presentation on March 7. Karen Richards in guidance has met with them to review topics discussed in advisory to keep in line with the theme of mindfulness. There will also be a presentation for parents in the evening. The cost of this presentation is $700.00 – Karin presented a motion for the BB to cover this cost. All were in favor, motion approved. A committee will be needed to plan a reception for the evening parent presentation. Karin is also still in discussion with the Taylor Hooton Foundation and will gather more information about the nutrition program that they are offering.
IV. Athletic Requests
There are no athletic requests at this time
V. Concessions/Gate
Volleyball season is ending and basketball season will begin with games in December. The gate and concession income for the volleyball season is listed on the Treasures report. Sean is working on manual for the BB of guidelines to follow so all procedures is uniform and mirrors the finance office policies and procedures. The Wellness Center is rented for various sporting events. Sean has the rental dated and is working on a letter and spreadsheet to ask for volunteers to work these events. The topic of product inventory and the purchasing of such for the concession stand were brought up by Jen and a discussion took place. Karin will reach out to Sean to discuss further.
VI. Marketing
The banner Peter has been working on is complete and will be available for the open house on October 29th. The BB will have a table set up at the open house and will be assisting the admissions office with the sale of some BV items such as t-shirts, sweatshirts and hats. A discussion took place about possibly selling the BV license plate covers for $5.00 each at the second open house on Nov. 19th.
VII. Sports Photography
It has been determined that the school does have a contract with Chestnut Hill Studio and they will be taking the sports photos going forward. MegMac photography submitted an invoice for the work he had done. It was agreed to pay him for his services. The invoice was given to Jen to submit to Peter Costa for payment. It was also agreed to purchase a gift certificate for Karen Hogan who also took photos at some of games since she did not submit a bill for her service.
VIII. Other Business
Kim presented a request from the Volleyball team. They asked if the admission fee collected from the night of the pink out game could be donated to a charitable organization since October is breast cancer awareness month. A discussion took place and it was agreed that the funds would be donated to the Gloria Gemma Breast Cancer Foundation. Kim will inform the team and follow up by sending Peter Costa an email with the information needed to make the donation. A discussion also took place regarding the BB sponsored pink out shirts. Karin will check on the status to see if they will be ready for the games in the coming weeks.
Meeting adjourned at 7:35pm
Next meeting – November 16th
Rescheduled for November 20th