Webfoot Board Member Information

Board Email & Phone Numbers:

Board Meeting Minutes

Click on the dates below to read the Board Meeting Minutes

• 3/8/2008
• 1/7/2008
• 4/5/2007
• 5/1/2006
• 3/6/2006
• 2/23/2006
• 1/19/2006

3/8/08

WEBFOOT JUNIORS VOLLEYBALL CLUB
BOARD MEETING, March 8th, 2008

ATTENDING:

Cathy Nelson – Board Director
Beth Smith – President
Erin Pelayo – Vice President
Caryn Barab – Secretary
Tammy Chamness – Treasurer
Norm Combs – Webmaster
Patty – Program Books

1.   TREASURER REPORT:   

• Approximately one dozen accounts are past due.

2.   PLAYER PROGRAMS:

• Books are ready to go to the printer – QSL Printing.
• Sold approximately $3975 in ads.

           
3.   BBQ  Galore:

• Cathy will look into the possibility of having the BBQ at Camp Harlow.
• Tentatively set for Sunday, June 1st.

     
4.   SURVEYS:

• Beth is looking into an on-line option for surveys.
• Survey will have same questions that were asked last year with comment section.
• Can be anonymous.

5.   SCHOLARSHIPS:

• Four scholarships given this year.
• Formal process based on need will be designed for next year’s scholarships.
• Will include cover letter, financial and general info, fundraising accomplished, and essay by child.

6.   SPRING FUNDRAISERS:

• Beth will take care of Johnson Borthers plants and vouchers.
• New ideas – individual photos and calendars.

7.   OSU TOURNAMENT:

• Webfoot will be providing court monitors and garbage detail.
• Each player will have a parent contribute a mandatory four hour shift if court monitor or a two hour shift for garbage detail.
• OSU will donate a money, balls, and the asics deal.

Respectfully Submitted,

Caryn Barab - Secretary

1/7/08

WEBFOOT JUNIORS VOLLEYBALL CLUB
BOARD MEETING, January 7th, 2008

ATTENDING:

Cathy Nelson – Board Director
Beth Smith – President
Erin Pelayo – Vice President
Caryn Barab – Secretary
Tammy Chamness – Treasurer
Norm Combs – Webmaster
Jana Howarth - Fundraising

1.   PLAYER PROGRAMS:
Patti and Angela will be meeting Friday to work about the programs.  It was suggested that the deadline be extended to the end of February.

2.   TOURNAMENTS:

• VEGAS/DENVER:  Cathy has taken care of flights and lodging.
• MLK, PRESIDENTS DAY, SPRING CLASSIC, and EMERALD CLASSIC: Rooms have been reserved.
• All hotel information will be posted on the website.
• Webfoot Juniors are hosting a 16 team tournament in Springfield on January 13th.  Four Webfoot teams will be playing in the tournament.

3.   UNIFORMS:

• The majority of uniforms have arrived.  Cory will come down to Eugene on January 9th to deliver the missing items and the jackets.  The whole process was significantly improved over last year.

4.   ON-LINE STORE:  There is a link to the on-line store on the website.

5.   TREASURER REPORT:   

• Corrections have not been collected yet.
• Scholarships are being implemented.  The process is being developed to determine scholarship distribution and player eligibility.

6.   PICTURE DAY:

• Picture days will be January 16th and 17th with the all club picture occurring on the 17th.

Respectfully Submitted,

Caryn Barab - Secretary

4/5/07

5/1/06

WEBFOOT JUNIORS VOLLEYBALL CLUB
BOARD MEETING, May 1, 2006
ATTENDING:

Cathy Nelson – Board Director
Beth Smith – President
Erin Pelayo – Vice President
Elisa Strahon – Secretary
Shauna Ballard - Treasurer
Norm Combs – Webmaster
Melinda Bryant – Fundraising
Angela Wilson - Fundraising

TREASURER REPORT – SHAUNA: 

1. 2005 accounts to collections:  At this point, the club has received monies on 2 accounts.
2. 2006 monies to collect:  Still have $48,000 left to collect compared to $36,000 at same time last year.
3. Fundraising monies:
   • Johnson Brothers Vouchers -Shauna reported that we only sold $1555.00 of Johnson Bros. vouchers.  There may be some more orders still to come.  We had anticipated a better response.  However, this was the first year and we can promote this fundraiser better next year.  
   • Program booklet - Shauna reported that players received 58% of monies for ads sold. 
4. Injured players:  There have been several injured players this year.  Fee reductions due to injuries are not guaranteed.  Individual requests for any possible fee reductions will be reviewed by the board and a decision rendered.  Shauna has recommended that the board have a form that can be submitted by an injured player/parent that would request consideration of possible fee reduction.  Shauna will research this and submit a draft for board review.
5. Fundraising:
   • Program booklet:  The program booklet was very well organized this year.  Thank you to Melinda and Angela for a job very well done.  Melinda was pleased with the efforts of Central Print. 
   • Website info:  Sign holders and U. O. clean up opportunities have been posted on the website.
   • Lane County Fair:  We need information from Jana regarding Lost Kids Booth for this year.  Cathy will also contact Gary to see what other opportunities are available for the club
   • Fundraising Guidelines:  There was discussion concerning the need to have guidelines for fundraising activities. Historically, each fundraiser chair has typically had their own way of documenting distribution of credits. Some have been more complete than others.  We need to have a uniform policy for how fundraising credits are accounted for, reported and finally posted to player accounts.  This will ensure better accounting practices for our treasurer and equitable distribution of credits to the player accounts.  Cathy, Beth, Erin and Shauna will meet and come up with guidelines for accounting of hours, credit distribution and necessary paperwork.  Every fundraising chair will then use the appropriate forms for each fundraising activity.
6. ANNUAL BBQ:  The picnic is set for May 21st  2-4 pm. Same shelter area as last year.   Set up time starts at 12 noon.  Beth will email picnic details to the parent reps and Norm will post on the website.  Erin will order the food; Cathy will get the nets to Angela for set up.  Cathy will take care of details for the recognition of senior players.  Bring on the sun, food and volleyball.
7. TOURNAMENTS:
   • RENO:  Erin has ordered rubber ducky key chains with Webfoot logo for teams to hand out at tournament matches.  Still considering purchase of hats for players to wear at opening ceremonies (and of course a style in keeping the jungle theme for this year.
   • BAYVIEW:  Cathy and Erin still need to check on actual number of team rooms.  And Cathy still needs to determine details for the coach’s rooms.
8. DISCUSSION POINTS: 
   • COACHING APPRAISALS:  The appraisals done by players have been turned in.  Beth and Cathy were the only ones who reviewed the appraisals.  Coaches will not see the actual forms.  Instead Beth and Cathy have summarized the evaluations for each coach.  Cathy will then review the summary with each coach.    There have been lots of concerns about the whole process ensuring that the evaluations remain anonymous.  And there has been a lot of concern about different coaching styles.  The intent of the whole process is to try and ensure that the club meets it’s objective of providing quality coaching to our players.  The board will review what needs to be done differently for next year.  Beth has proposed that there be a formative evaluation done in February and then a summary evaluation at end of season.  Beth also suggested that we look into an online form for submitting evaluations.  As usual, we appreciate constructive comments, feedback, and suggestions for improvement.
   • WILLAMETTE VALLEY CLASSIC:  There is a new tournament in the area.  Plans are underway for the Willamette Valley Classic to be held in Corvallis in May 2007.  Terry Leskevitch, OSU head volleyball coach is putting this together.  He and Cathy have had several meetings regarding planning for this.  Webfoot Juniors will have involvement with helping with this tournament.  No exact detail at this time, but this has potential to be an excellent club fundraising opportunity.   Cathy will be determining which of our club teams will attend this tournament.  Stay tuned for more details. 

Next board meeting is planned for June 13 at Cathy’s house.  BBQ time again at Cathy’s. 

Respectfully submitted,

Elisa Strahon - Secretary

3/6/06

WEBFOOT JUNIORS VOLLEYBALL CLUB
BOARD MEETING, March 2006
ATTENDING:

Cathy Nelson – Board Director
Beth Smith – President
Erin Pelayo – Vice President
Elisa Strahon – Secretary
Norm Combs – Webmaster
Melinda Bryant – Fundraising
Cathy Thompson – Fundraising
Tricia Mortensen – Fundraising
Angela Wilson – Fundraising

1. TREASURER REPORT: Will defer to next month as Shauna unable to be here.  Beth stated that we need to have discussion regarding volunteer positions.  The club is taking steps to obtain non-profit status.  As a club with non-profit status, we would not be able to have any “paid” volunteers.  There have been a few fundraisers that have paid a certain percentage to the fundraising chairs.  We will not continue with this practice as of next club season.  The treasurer position will still be paid.  All other board members and fundraising volunteers will be non paid volunteer positions.
2. FUNDRAISING
   • Cathy was contacted by Susan Duke (Senior Mortgage Consultant for Pacific Home Funding).  She has proposed that if any Webfoot player refers a client to her, she will donate $400.00 to the player’s account.  This particular fundraiser would not require a chair person for this.
   • VOUCHERS – JOHNSON BROTHERS NURSERY: Ingrid unable to be present for this meeting. We need to spread the word for this fundraiser.  Beth will send informational email to parent reps for distribution to each team.  And Cathy will send an all club email.  Also, the information is posted on the website. 
   • PROGRAM BOOKLET-MELINDA:  Melinda and Angela have revised the first proof.  The second proof should be ready tomorrow.  Still on track for the April 1 deadline.  Melinda is pleased with how the book looks.  Central Print did a nice job with the booklet.  Thanks again to Melinda and Angela for their work.  Beth reminded Melinda that Shauna still needs the checks so she can process the credit to the player accounts.
   • U. O. CLEAN UP – CATHY THOMPSON:  There are 4 dates for cleanup.  Track, softball, and lacrosse.  Volunteers are still needed.  Norm mistakenly removed 2 of the dates from website.  He will post these again.  Thanks to Doug and Cathy for continuing with the U. O. opportunities.
3. TOURNAMENTS:
   • MEMORIAL DAY:  Erin reported that both locations (Bayview and Seattle) are taken care of for lodging. 
   • RENO:  Reservations are complete.  The theme for Opening Ceremonies this year is a Jungle Theme.  Erin and Beth have been looking for different things to purchase for the teams.  Hats, necklaces, etc.  They will keep us posted.  Erin, Beth, and Cathy will work together to nominate Webfoot players for the “Renaissance player”.  This award is given to a player with high scholastic achievement and significant community contribution who represents the sport of volleyball.  There is also a seminar that will be presented for 6th, 7th, and 8th grade volleyball players.  The seminar is titled “Learning to Lead”.  Erin will be distributing paperwork to all parent reps.  Players and parents have to sign the paperwork.  The paperwork needs to be in by 4-15. 
4. WILLAMETTE VALLEY CLASSIC:  There’s a new tournament in the area.  OSU will be hosting this tournament in March 2007.  Cathy has been working with the head volleyball coach at Oregon State for several months now in conjunction with bringing a tournament to this area.  The tournament will be for 14s and 16s.  Our club will help host this tournament.  This is an excellent fundraising opportunity for our club.  Stay tuned for more details. 
   • Cathy has also met with Asics who is now the official uniform sponsor for OSU.  Asics is interested in working with NoDinx as well.  There are opportunities for our club for Asics sponsorship.  Cathy will continue discussions with Asics.
   • Cathy is also considering hosting a MLK tournament here in Eugene next year as well for 16’s and 18’s.  Stay tuned.
5. COACHING EVALUATIONS:  Each player will receive a coach’s evaluation to fill out. These will be anonymous.  Parent reps will distribute these to players at beginning of practice and then they will be returned to Cathy.  Parents will also receive evaluations to be filled out pertaining to the coach and to the club.  These can be anonymous if desired.  Cathy and Beth will review the evaluations and then Cathy will review the summary of these with each coach. 
6. BBQ:  The Webfoot annual end of season BBQ will be held May 21st of this year.  It will again be held at Alton Baker Park and in the same covered location as last year.  Details will be discussed at the next board meeting.
7. WEBFOOT ONLINE STORE:  Coming soon!  Beth will be sending pictures of clothing, sizes, pricing and order information to Norm so that he can open the store again. 
8. Next Board meeting:  Beth will email us a date for the next meeting. 

 Respectfully submitted,

Elisa Strahon - Secretary

2/23/06

WEBFOOT JUNIORS VOLLEYBALL CLUB

BOARD MEETING, February 23, 2006

ATTENDING:
Cathy Nelson  - Club Director
Beth Smith – President
Erin Pelayo – Vice President
Elisa Strahon – Secretary
Shauna Ballard – Treasurer
Norm Combs – Webmaster
Jana Howarth- Fundraising
Melinda Bryant – Fundraising
Angela Wilson – Fundraising
Tricia Mortensen  - Fundraising
Ingrid Tucker – Fundraising

1.      TREASURER REPORT – SHAUNA

·  PLAYER FEES:  Income from player fees basically unchanged from last year…For 2006, we have collected $10,000.00 more than same time last year (2005).    Shauna stated that more player accounts are being paid in full rather than in installments.

·  CLUB ACCOUNT BALANCE:  Currently, the club has approximately $23,000.00 in the account which is basically equal to amount in account at same time last year

2.      FUNDRAISING

·        EASTER LILLIES – Stay tuned for more information

·        VOUCHERS, JOHNSON BROTHERS – Ingrid

Ingrid Tucker will be co-coordinating this fundraiser.  We have an opportunity to purchase vouchers from Johnson Bros.  The vouchers will have values of $10.00 or $25.00.  Vouchers can be used towards the purchase of hanging baskets, color bowls or planters.  Players can pre sell vouchers.  Players will receive a percentage of each voucher sold.  Approximately $4.00 credit to player for each $10.00 voucher and $10.00 credit to player for each $25.00 voucher. 

The vouchers will have to be sold by a certain date..similar to how we do the Poinsettia sales.  The vouchers may be redeemed at Johnson Bros from 4/15/2006 – 6/30/2006. 

When all details are worked out, Ingrid will have Norm post on club website.

·        PROGRAM BOOKLET – MELINDA AND ANGELA

Bids were submitted from 3 different companies.  Decision was made to go with Central Print.  We have used them in the past.  At this time, only 30 ads have been sold for a total of $5200.00. 

 The quote for printing is $2300.00

Currently, the goal is to have books printed by April 1. 

 Melinda and Angela asked the board to consider the following proposal:  Angela and Melinda would each receive 5% of amount of each ad sold, players would receive 40% of amount of each ad sold, and any extra would go to the club account. 

·        U.O. FUNDRAISERS – CATHY THOMPSON:  Cathy will soon have dates to be posted for clean up after spring track meets.  Check the website for dates and details. 

·        FUTURE MARCH TOURNAMENT HOSTED BY WEBFOOT:  Cathy has had some preliminary discussions with OSU head volleyball coach about possible future spring tournament to be held at OSU and hosted by Webfoot Juniors.  This is a very exciting opportunity for our club.  Being able to host a tournament of this size at this venue would generate a significant amount of income for the club.  Cathy is pursuing further discussion and will keep the board posted.  Everyone agreed that this is an opportunity that needs to be explored.  It would be a lot of work and require lots of volunteer time, but the rewards and exposure would be tremendous.  Thank you to Cathy for pursuing this possibility.

·        SILENT AUCTION??:  Erin was approached by a parent that is willing to chair some sort of silent auction fundraiser for Webfoot.  Preferably a December time frame and a Sheldon venue.  The proceeds would be deposited to  a player(s) scholarship fund.  The board agreed that we would first need to obtain non profit status for the club and then form a scholarship committee.  This is not the first time that the subject of a player scholarship fund has been discussed.  We are closer to our goal of obtaining non profit status.  Hopefully once that goal is reached, we can then seriously entertain discussion, planning and establishment of a scholarship fund.

·        LANE CO. FAIR OPPORTUNITIES:  Angela is willing to research any opportunities available to the club.  Jana has been in contact with the Lane Co. liaison and will co-ordinate with Angela. 

3.      TOURNAMENTS –

·        MLK and President’s Day – Seattle: Cathy feels that these tournaments hosted by Northwest Juniors have been less than satisfactory.  They haven’t been receptive to schedule changes for teams traveling the farthest and Cathy feels that the cost of the tournament doesn’t equal the quality of the tournament.  Cathy is looking at other options for next year.  Cathy would like to be able to host our own MLK tournament

·        CROSSROADS – DENVER: Everything is set for Denver.  Emails have been sent to all teams/parents/players.  4 teams will be traveling:  18Gold, 18 Silver, 16 Gold, 16 Silver.  Teams will be staying at Adams Mark Hotel a few blocks from convention center where tournament will be held.  Cathy is arranging for some type of charter bus to transport teams from airport to hotel upon arrival and again charter bus to transport teams back to airport for departure. 

·        MEMORIAL DAY:  Teams will be traveling to Seattle and Bayview.  All arrangements are made.  Information is posted on website. 

·        FESTIVAL – RENO:  Teams will be staying at Circus Circus.  Erin blocked rooms for parents and these have all been reserved.  There is a possibility that some of the team rooms that were booked by Erin and not filled MAY be opened up to parents.  More information to follow.

 4.      CLUB BBQ:  Scheduled for May 20th.  Will be at the smaller shelter (same as last year).

5.      DISCUSSION POINTS:

·        JERSEYS:  All players received new black replacement jerseys.  Not all players received correct sizes. Beth will work with all teams to get the correct sizes. 

·        WEBFOOT STORE:  Working on bringing back the online store.  Cathy has ordered more merchandise.  We need to order more Women’s long sleeve jackets.

·        THANK YOU, THANK YOU TO MATT KREIDLER:  Thanks to Matt (15 Green parent) for fixing the door to our storage room.  It’s very much appreciated. 

 NEXT BOARD MEETING:  TBD – Beth will send email notification.

 Respectfully submitted,

 Elisa Strahon - Secretary

1/19/06

WEBFOOT JUNIORS VOLLEYBALL CLUB

BOARD MEETING,  January 19, 2006  (LANE COUNTY ICE)

ATTENDING:
Cathy Nelson - Club Director
Beth Smith - President
Erin Pelayo - Vice President
Elisa Strahon - Secretary
Shauna Ballard - Treasurer
Norm Combs - Webmaster
Melinda Bryant - Fundraising
Jana Howarth - Fundraising

1.  TREASURER REPORT - SHAUNA

·                     TAXES - Last year's books are at CPA now.

·                     COLLECTIONS - Five accounts have been sent to collections

·                     MONTHLY PAYMENTS - Overall, there has been a marked improvement in payments received on time.  Shauna said that parents are very diligent with sending in payments on time. 

·                     FINANCIAL - Currently, there is $65,000 in the club account at this time.  However, the figure varies widely according to when deposits come in and when checks are written to cover club costs (i.e.: team hotel costs, etc). 

·                     NON  PROFIT STATUS - Shauna has spoken with Jodi Olsson (Club CPA) in regards to paperwork to file for non profit status.  Shauna has downloaded 2 copies of the application.  One copy will go to Cathy to fill out as completely as possible.  (The number of pages is staggering).  Once Cathy and/or Shauna have completed as much as they can, then Shauna will take to Jodi.  Since Jodi 's time is billable time, the more that is filled out, the less cost to the club.  Once the application is submitted, it takes approximately 9 months for approval of status.     Questions were posed as to "What are the advantages of non profit status?"  Jana (who works for Jodi) will inquire as to advantages and also inquire about Jodi's fees (costs) for helping complete and submit application.  Shauna mentioned that currently only businesses may "write off" any charitable contributions.  If the club were to obtain non profit status, then anyone could claim their contribution as a tax deduction. 

2.  FUNDRAISING

·                     PROGRAM BOOKLET - MELINDA:  Response is almost non-existent.  To date, there are only 6 ads with payment submitted.  Melinda has spoken with Bob Diamond (he headed up the program 2 years ago).  According to Bob, previously there were quite a few ads submitted by this time.  Currently Melinda has talked with both Techn-Print and Central Print regarding costs for the booklet.  Regardless of which company the club uses, Cathy wants a contract that states time of delivery for the program booklets.  There have been too many times in years past that we have not received the books in a timely manner.  Suggestions on how to bring in more ads for this year are to send out emails to all parent reps, an all club email, and  flyers to be given to all players.  The club may need to extend the deadline for submitting ads, and/or consider not doing a club booklet. 

·                     POINSETTIA SALES - ERIN/SHAUNA:  Approximately $14,000 in poinsettia sales.  A total of $4,250 posted to players accounts.  2 players received the $50.00 bonus for most poinsettias sold.  Their names will be posted on the website. 

·                     CANDLE SALES - CATHY:  Cathy spoke with an individual regarding a possible fundraiser selling candles.  Cathy will give this name to Angela Wilson for follow up.

·                     JOHNSON BROS VOUCHERS:  Jana discussed the idea of selling vouchers for Johnson Bros.  Currently, we purchase the poinsettias from them.  According to Jana, the owner has mentioned that they would like to move towards that type of fundraiser versus delivery of poinsettias to us.  Jana will pursue this further and report back to the club.

3.  TOURNAMENTS -ERIN/CATHY

·                     CROSSROADS - DENVER: Cathy reported that teams will be staying at the Adams Mark about 4-5 blocks away from downtown convention center.  At this time, she is looking into chartering a bus that will pick up teams at the airport to deliver to the hotel and then a bus to take back to the airport.  Cathy will send out an email to teams and parents regarding this tournament.

·                     VEGAS:  Email has already gone out to teams attending the Vegas tournament.

·                     PRESIDENT'S DAY, BAYVIEW, EMERALD CLASSIS, AND RENO-ERIN:  Erin has sent out a couple of emails regarding President's day in Seattle.  See the website for complete details regarding tournaments (teams attending, hotels, etc)

4.  UNIFORMS:  Numerous reports of the numbers cracking on the black jerseys.  Cathy reminded everyone that there will be some cracking due to the type of material used in the jerseys.  Our jerseys are "stretchy", therefore more inclined to have problems with cracking with the silk screening.  Beth will follow up with teams and parent reps to send any back if needed.  Overall, the response to the colors and fit of the jerseys has been positive. 

5.  MISC: 

·                     15 GREEN:  This team only has 7 players, one of whom is hurt.  Cathy has been actively trying to recruit additional players for this team.  Norm will post something on the website about needing players.  Contact Cathy if you know of anyone who might be interested.

6.  NEXT BOARD MTG:   No date yet.  Beth will send an email

Respectfully submitted,
Elisa Strahon - Secretary