MINUTES SUBMITTED BY KIM KAISER

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1 Kentridge High School Booster Club SE Petrovitsky Rd, Suite A3, Box 141, Renton, WA /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 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 . 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 , incorporated in Washington on January 7, 2010

2 Kentridge High School Booster Club 6/7/17 KRHSBC Fourth Quarter Meeting 6:00 PM, Kentridge High School B10

3 The Kentridge High School Booster Club Fast Facts SE Petrovitsky Rd, Suite A3, Box 141, Renton, WA 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 public charity organization exempt under 501 (c)(3) EIN Uniform bookkeeping across groups Each member group has its own bank account and parent rep 4 general meetings per year, board meetings as needed

4 AGENDA Introductions Many thanks to exiting Parent Reps Welcome to newcomers! News from Principal s Representative: Eric Anderson Old Business Approval of minutes Treasurer s, donations, & fundraisers reports Calendar Check & Accomplishments Specific notes on accomplishments New Business Election of Officers Handoff to new Parent Reps Onboarding new member groups To Do Questions or Concerns

5 Q1 Fall Cross Country Football Girls Soccer Girls Swim/Dive Girls Volleyball Photo Club Robotics Club KR Unified Club Boys Soccer Judo Club Track & Field Spring Q3 Q2 Winter Girls Basketball Wrestling Camps, Clinics, Leagues, Fundraising Events Cross Country Football Girls Volleyball Girls Basketball Wrestling Robotics Summer Q4

6 INTRODUCTIONS ( ) Executive Board Lisa Slavik co-president (R) Kim Kaiser co-president Patty Kassebaum vice president (R) Anita Kallish treasurer (R) Wendy & Brendan Shine co-secretaries (R) = Returning Principal s Representative Eric Anderson, Athletic & Activities Dir Founder, School Representative, Website Admin Al Waltner

7 Pls, Confirm contact info & youngest s class on attendance sheet! Parent Reps Member Groups Coaches/Advisors Anita Kallish (S) Cross Country Karen Gates Cross Country Philip Paul Dee (Deloy) Marcyes Cross Country Kristi Newlon (R) Football Brett Ogata Lisa Slavik (S) Girls Soccer Sherri Rolfs Lisa Goldsmith (S) Girls Swim? Micheline Lopez (R)(S) Girls Volleyball Eric Han Lisa Nakamura (R)(S) Photo Club Royce Thompson Loretta Smith (S) Robotics Club Larry Kull Kristin Kipp Robotics Club Angela Schmitke (S) Girls Basketball Bob Sandall Jennifer Smith (R)(S) Wrestling Todd Lantz Lori Macauley (S) Boys Soccer Glenn Walrond Verna Honda (S) Judo Club Phil Davis Aleli, Rowen Punsalan (S)Track Al Waltner Kristi Newlon KR Unified Lindsey Cornish = NEW (R) = Returning (S) = Signer

8 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.

9 TREASURER S REPORT 8/1/16 5/31/17

10 PASSIVE FUNDRAISING DONATIONS Fred Meyer donated: 1/21/15 $ (17 households purchasing in Q4 2014) 4/22/15 $ (21 Q1 2015) 7/22/15 $ (20 Q2 2015) 10/21/15 $ (22 Q3 2015) 1/21/16 $ (28 Q4 2015) 4/21/16 $ (31 Q1 2016) 7/20/16 $ (31 Q2 2016) 10/19/16 $ (33 Q3 2016) 1/23/17 $ (29 Q4 2016) 4/25/17 $ (37 Q1 2017) Encourage all supporters to link their Fred Meyer rewards cards to KRHSBC! Instructions are at

11 INDIVIDUAL GROUP SOLICITATION FUNDRAISING RESULTS Robotics $ SNAP! RAISE Track $ SNAP! RAISE Football $ SNAP! RAISE Girls Soccer $ SNAP! RAISE Girls Volleyball $ SNAP! RAISE Boys Basketball $ SNAP! RAISE Track $ eteamsponsor Boys Soccer $ SNAP! RAISE Boys Soccer $ optional dues drive Girls Volleyball $ SNAP! RAISE Girls Basketball $ SNAP! RAISE Track $ DIY KR online donation *Not a KRHSBC member at the time

12 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 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

13 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 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.

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

15 If Transferred, Don t Tally! (in the IRS Table) Website Donation Donation 1 via PayPal 2 Check 3 Employer Match X lateral transfer of designated donation T X T X lateral transfer of designated donation Donations Account Track Account Operating Account Tally (X) Revenue in IRS Table where First Deposited Mark transfers into account with T Do not tally check cancellations or corrections either. Tallying transfers results in double counting revenue!

16 What does a Tally look like on the KR Booster ledger? Ledger Table for IRS Categories of Revenue and Expenses

17 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 Action by Board without a meeting virtual votes by must be unanimous to pass Bank accounts in absence of parent rep with check signing authority, two executive officers may sign checks

18 KR Booster Insurance 2 nd 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 website under Documents > Booster Insurance

19 Updated Operating Guidelines in Work Any feedback on the following graphic to help orient newcomers to our umbrella organization?

20 Booster School Partnership Kentridge High School Booster Club Nonprofit President Board of Directors Executive Committee * Vice Treasurer President Secretary Principal s Rep Booster Parents Parent Rep Sport A Coach Booster Parents Parent Rep Sport B Coach Booster Parents Parent Rep Club C Advisor Booster Parents Parent Rep Club D OUR CURRENT UMBRELLA BOOSTER STRUCTURE * May include co-positions = Core Operating Group Advisor ASB Cashier

21 KR Booster Executive Officer Election Candidates Re-election Suggestions for Secretary, Co-Treasurer, Co-Vice President? New term starts 8/1/2017

22 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!

23 Q1 Fall Q2 Winter Cross Country Football Girls Soccer Girls Swim/Dive Girls Volleyball New in August Girls Basketball Wrestling Photo Club Robotics Club KR Unified Club Drama??? Orchestra Choir Band Boys Soccer Judo Club Track & Field Spring Q3 Camps, Clinics, Leagues, Fundraising Events Cross Country Football Girls Volleyball Girls Basketball Wrestling Robotics Summer Q4

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

Identify officer candidates Annual fundraiser Review bank accounts Q3 Q3 General Meeting Coaches turn in ASB budget proposals Acquaint officer candidates with roles and

officers Pay insurance bill Review bank accounts YEAR ROUND Parent Reps Prioritize needs Make deposits Write checks Reconcile accounts to bank statements Support officer

24 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 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

25 QUESTIONS, CONCERNS, ISSUES? THANKS EVERYONE!

Respectfully, Kimberly Jyl Kaiser Co-president of the Kentridge High School Booster Club

Respectfully, Kimberly Jyl Kaiser Co-president of the Kentridge High School Booster Club Kentridge High School Booster Club 14201 SE Petrovitsky Rd, Suite A3, Box 141, Renton, WA 98058 9/21/17 First Quarter General Meeting, 6 PM, Kentridge High School B10 MINUTES President Lisa Slavik was