Kentridge High School Booster Club

14201 SE Petrovitsky Rd, Suite A3, Box 141, Renton, WA 980586/7/17

Fourth Quarter General Meeting, 6 PM, Kentridge High School B10

MINUTES SUBMITTED BY KIM KAISER

• Lisa Slavik, Patty Kassebaum, and Anita Kallish were re-elected to return in their positions as president, vice president, and treasurer.

• New swim coach: flannery.allen@kent.k12.wa.us• Booster organizational drawing is useful for explaining our umbrella structure and relationship to school• Robotics gave $2500 scholarship; need to determine where this money is coming from since Boeing donations into KR Boosters

cannot be used for tuition aid. 2015 graduates did not receive their promised Robotics scholarships.• 2 donation checks going to Robotics via Microsoft employer match.• 2 donations from Dan Randolph, past booster vice president.• Nordstrom checks for Photo are expected.• $1400 check from Benevity.• Lisa suggested nametags for club.• Karen Gates will be the signer for XC.• May 31 is the WA state Charity registration deadline; Anita says she will wait until next year and go by our amount on our IRS

report.• Robotics does have summer activity. Parent rep handover ASAP, before July!• Minutes were approved.• Need to answer question on whether Fred Meyer Community Rewards program will force everyone to re-enroll this summer.• If so, add this to Lisa’s all call email.• Swim is done with ledger for year.• Send bylaws directly to Kristin Kipp, new Robotics rep.• When using Square readers, person taking donation makes notes on phone as to the intended receiving group. • Boys’ Soccer collected $200 from voluntary dues.• Need guidelines for operating concessions; Angie S will help; some folks are reimbursing for purchases out of cash box which leads

to losing track of expenses; some folks are holding onto seed money when it should be banked out of season.

KRHSBC is a 501(c)(3) nonprofit organization with UBI 602-983-003, incorporated in Washington on January 7, 2010

Kentridge High School Booster Club

6/7/17 KRHSBC Fourth Quarter Meeting

6:00 PM, Kentridge High School B10

The Kentridge High School Booster Club Fast Facts

14201 SE Petrovitsky Rd, Suite A3, Box 141, Renton, WA 98058www.krboosters.org

One single non-profit for KR’s ASB sports and activities that choose to join (currently 13 member groups)

Run by parents and supported by coaches/advisors

UBI 602-983-003 public charity organization exempt under 501 (c)(3)

EIN 27-2022227

Uniform bookkeeping across groups

Each member group has its own bank account and parent rep

4 general meetings per year, board meetings as needed

AGENDA

IntroductionsMany thanks to exiting Parent RepsWelcome to newcomers!

News from Principal’s Representative: Eric Anderson

Old BusinessApproval of minutesTreasurer’s, donations, & fundraisers reports Calendar Check & AccomplishmentsSpecific notes on accomplishments

New BusinessElection of OfficersHandoff to new Parent RepsOnboarding new member groupsTo Do

Questions or Concerns

Cross CountryFootballGirls’ SoccerGirls’ Swim/DiveGirls’ Volleyball

Q1 Fall

Q2 Winter

Spring Q3

Summer Q4

Girls’ BasketballWrestling

Camps, Clinics, Leagues,Fundraising Events

Boys’ Soccer Judo ClubTrack & Field

Photo ClubRobotics Club

KR Unified Club

Cross CountryFootballGirls’ VolleyballGirls’ BasketballWrestlingRobotics

INTRODUCTIONS (2016-17)

Executive BoardLisa Slavik – co-president (R)Kim Kaiser – co-president Patty Kassebaum – vice president (R)Anita Kallish – treasurer (R)Wendy & Brendan Shine – co-secretaries

Principal’s RepresentativeEric Anderson, Athletic & Activities Dir

Founder, School Representative, Website Admin Al Waltner

(R) = Returning 2017-18

Parent Reps Member Groups Coaches/AdvisorsAnita Kallish (S) Cross CountryKaren Gates Cross Country Philip Paul Dee (Deloy) Marcyes Cross CountryKristi Newlon (R) Football Brett Ogata Lisa Slavik (S) Girls’ Soccer Sherri RolfsLisa Goldsmith (S) Girls’ Swim ?Micheline Lopez (R)(S) Girls’ Volleyball Eric HanLisa Nakamura (R)(S) Photo Club Royce ThompsonLoretta Smith (S) Robotics Club Larry KullKristin Kipp Robotics Club Angela Schmitke (S) Girls’ Basketball Bob SandallJennifer Smith (R)(S) Wrestling Todd LantzLori Macauley (S) Boys’ Soccer Glenn WalrondVerna Honda (S) Judo Club Phil DavisAleli, Rowen Punsalan (S)Track Al Waltner Kristi Newlon KR Unified Lindsey Cornish

Pls, Confirm contact info & youngest’s class on attendance sheet!

= NEW(R) = Returning

2017-18(S) = Signer

APPROVAL OF MINUTES

Thanks to Brendan for writing minutes for our March meeting!

Any corrections or additions to the minutes distributed with the meeting notice?

Board, let’s move to approve minutes for Q3 Annual Meeting? In favor: Yea; opposed: Nay.

Note from Bylaws on voting: any dissenting vote must be recorded in minutes.

TREASURER’S REPORT 8/1/16 – 5/31/17

PASSIVE FUNDRAISING DONATIONS

Fred Meyer donated:

1/21/15 $ 35.31 (17 households purchasing in Q4 2014)

4/22/15 $113.04 (21 … Q1 2015)

7/22/15 $116.30 (20 … Q2 2015)

10/21/15 $113.53 (22 … Q3 2015)

1/21/16 $124.58 (28 … Q4 2015)

4/21/16 $146.30 (31 … Q1 2016)

7/20/16 $146.17 (31 … Q2 2016)

10/19/16 $151.82 (33 … Q3 2016)

1/23/17 $217.62 (29 … Q4 2016)

4/25/17 $204.52 (37 … Q1 2017)

Encourage all supporters to link their Fred Meyer rewards cards

to KRHSBC! Instructions are at www.krboosters.org.

INDIVIDUAL GROUP SOLICITATION FUNDRAISING RESULTS

Robotics $2926 2015 SNAP! RAISE

Track $3412 2015 SNAP! RAISE

Football $7888 2015 SNAP! RAISE

Girls’ Soccer $5997 2015 SNAP! RAISE

Girls’ Volleyball $5139 2015 SNAP! RAISE

Boys’ Basketball $2479 2015 SNAP! RAISE

Track $2165 2016 eTeamSponsor

Boys’ Soccer $641 2016 SNAP! RAISE

Boys’ Soccer $360 2016 optional dues drive

Girls’ Volleyball $4042 2016 SNAP! RAISE

Girls’ Basketball $4183 2016 SNAP! RAISE

Track $1919 2017 DIY KR online donation

*Not a KRHSBC member at the time

YEAR ROUND

Parent Reps

• Prioritize needs

• Make deposits

• Write checks

• Reconcile accounts

to bank statements

• Support officer

requests

• Recruit volunteers

Officers

• New member/rep

orientation

• Protect non-profit

status

• Collaborate with

school

• Countersign checks

• Overlook accounts

• Booster marketing

• Channel donations

• File permanent record

• Improve processes

Accomplishments

•Track completed the first pilot fundraiser using the KR website donation capability which is now open to all

•Signing amended Bylaws tonight

•Paying insurance bill tonight

•New Operating Guidelines draft in work

Q1 • Q1 General Meeting- review rules• Gather EOY spread sheets & paper

trail for tax reporting, archives• Distribute new spread sheets• Pay for website hosting• Plan tax reporting strategy• KR Open House, Parent Conferences• Review bank accounts

Q2 • Q2 General Meeting• Pay for mailbox• File 990EZ with IRS by 12/15• File WA Non-Profit Annual Report

by 1/31• Identify officer candidates• Annual fundraiser• Review bank accounts

Q3• Q3 General Meeting• Coaches turn in ASB budget

proposals• Acquaint officer candidates with

roles and responsibilities • Allocation, dues collection• Identify new parent reps• Review bank accounts

Q4 (Fiscal Year Starts 8/1)• Q4 General Meeting- elections• Handover to new reps & officers• Pay insurance bill• Review bank accounts

Donations from KR Booster Website

Any feedback?

About Communications and Bookkeeping Process

•The online donations capability creates many transactions. The Treasurer will copy a full itemization from the PayPal website for KR Booster records.

•Treasurer shall transfer a batch of contributions from Donations account into the designated sport or club account.

•Treasurer shall send email notifying the parent rep of the transfer. (This applies to any transfer into the account!)

•Parent rep will note deposit on electronic ledger with description and mark with a “T” for Transfer so that we do not book double revenues.

Mark transfers into your account with a “T” in the XOC Column;

Transfer examples include:

* employer match gifts

* allocation from Operating account from passive fundraising

* donations through website

* 1 Green Planet allocation

What does a Transfer look like on the KR Booster ledger?

Do not tally check cancellations or corrections either.

Tallying transfers results in double counting revenue!

Donations Account

Track Account

Operating Account

Website Donation via PayPal

lateral transfer of designated donation

X

Tally (X) Revenue in IRS Table where First DepositedMark transfers into account with T

X

Donation Check

Employer Match

X

lateral transfer of designated donation

1 2 3

T T

If Transferred, Don’t Tally! (in the IRS Table)

What does a Tally look like on the KR Booster ledger?

…

Ledger |

Table for IRS Categories |of Revenue and Expenses

NEW VERSION of BYLAWS, REV C June 7, 2017

Summary of Changes

•Member qualifications – parent’s student was a qualified participant 1 or 2 years preceding current year

•Member qualifications – KSD employees may be members but not executive officers and they shall not have check writing authority

•Notice of meetings – ok by email

•Action by Board without a meeting – virtual votes by email must be unanimous to pass

•Bank accounts – in absence of parent rep with check signing authority, two executive officers may sign checks

KR Booster Insurance

• 2nd year of two year contract

• 14 groups (includes Operating Core) X $110 = $1540

• Note: first year – 14 X $115 = $1610

• This insurance includes the liability coverage necessary for using district facilities for booster activities.

• What is a booster activity? A booster activity is funded by booster money and planned by booster parents. If the activity is initially paid by ASB and then reimbursed by booster funds, it is not considered a booster activity.

• Policy coverage documents are on KR websiteunder Documents > Booster Insurance

Updated Operating Guidelines in Work

Any feedback on the following graphic to help orient newcomers to our “umbrella” organization?

President Vice

PresidentTreasurer Secretary

Principal’s Rep

ParentRep

ParentRep

ParentRep

ParentRep

Coach

Coach

Advisor

Advisor

Sport A

Sport B

Club C

Club D

Executive Committee *

Board of Directors

BoosterParents

BoosterParents

BoosterParents

BoosterParents

Kentridge High School Booster Club Nonprofit

ASBCashier

Booster – School Partnership

OUR CURRENT “UMBRELLA BOOSTER” STRUCTURE* May include co-positions = Core Operating Group

…

KR Booster Executive Officer Election

• Candidates

• Re-election

• Suggestions for Secretary, Co-Treasurer, Co-Vice President?

• New term starts 8/1/2017

KR Booster Parent Rep Hand-off Reminders

• Welcome newcomers!

• Term actually ends 7/31 but early hand-offs are common

• Hand-off assumptions

• The experienced Parent Rep has familiarized the new rep with her

responsibilities including the ledger.

• Checkbook has been checked back into Treasurer and then signed out to

new Parent Rep.

• New Parent Rep has read Bylaws and Guidelines on website. *

• Early hand-off

• A copy of ledger shall be sent to President, Treasurer, and new Parent

Rep. The file name shall reflect end date.

• All paper records for current year shall be given to new Parent Rep.

• End of year: electronic ledger and paper records including bank statements,

reimbursement/deposit sheets, invoices, receipts, etc shall be sent to

President and Treasurer

• Start of year: each Parent Rep will get a copy of their ledger from the

Treasurer. This copy will be reconciled with previous years’ records locked in

the spreadsheet. The balance for the start of the year will be confirmed.

• Orientation materials are being prepared.

• Thank you exiting Parent Reps for your support and time and effort!

Cross CountryFootballGirls’ SoccerGirls’ Swim/DiveGirls’ Volleyball

Q1 Fall

Q2 Winter

Spring Q3

Summer Q4

Girls’ BasketballWrestling

Camps, Clinics, Leagues,Fundraising Events

Boys’ Soccer Judo ClubTrack & Field

Photo ClubRobotics Club

KR Unified Club

Drama???Orchestra

ChoirBand Cross Country

FootballGirls’ VolleyballGirls’ BasketballWrestlingRobotics

New in August

YEAR ROUND

Parent Reps

• Prioritize needs

• Make deposits

• Write checks

• Reconcile accounts

to bank statements

• Support officer

requests

• Recruit volunteers

Officers

• New member/rep

orientation

• Protect non-profit

status

• Collaborate with

school

• Countersign checks

• Overlook accounts

• Booster marketing

• Channel donations

• File permanent record

• Improve processes

To Do

•Sign up Karen Gates, Kristin Kipp onto accounts•Continue to orient new Parent Reps •Online banking for President•KR Boosters will be replacing their two credit card readers with chip technology upgrades •Create booster paper archive•Onboard Band, Orchestra, and Choir •Work on club management efficiencies

Q1 • Q1 General Meeting- review rules• Gather EOY spread sheets & paper

trail for tax reporting, archives• Distribute new spread sheets• Pay for website hosting• Plan tax reporting strategy• KR Open House, Parent Conferences• Review bank accounts

Q2 • Q2 General Meeting• Pay for mailbox• File 990EZ with IRS by 12/15• File WA Non-Profit Annual Report

by 1/31• Identify officer candidates• Annual fundraiser• Review bank accounts

Q3• Q3 General Meeting• Coaches turn in ASB budget

proposals• Acquaint officer candidates with

roles and responsibilities • Allocation, dues collection• Identify new parent reps• Review bank accounts

Q4 (Fiscal Year Starts 8/1)• Q4 General Meeting- elections• Handover to new reps & officers• Pay insurance bill• Review bank accounts

QUESTIONS, CONCERNS, ISSUES?

THANKS EVERYONE!