Kentridge High School Booster Club

14201 SE Petrovitsky Rd, Suite A3, Box 141, Renton, WA 980589/15/16

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

MINUTES SUBMITTED BY BRENDAN SHINE *=Action ItemsATTENDANCE:• Present: All Executive Board members. See paper sign-in spreadsheet roster for overall attendance of parent representatives, newcomers, etc.

PRESIDENT:• Kim reviewed the agenda and information was presented via overhead powerpoint.• 1st Quarter Fall sports/clubs were listed.• Project Unify decided NOT to join the booster club.• Welcomed new Executive Board members that were voted in: President (transitioning to-be) Lisa Slavik, and Vice President Patty Kassebaum.• Kim explained how she is working on knowledge transfer and then will be stepping out of the booster club. Kim held her first executive board orientation

meeting on September 12.• Additionally she explained the board’s email voting process to confirm the new officers: email sent asking for a vote (approve/disapprove) or if any

discussion is needed (in which case electronic email voting is disengaged until a meeting can take place to allow for discussion).• Welcomed booster newcomers: new Parent Rep for Track (Toni Thomas), new Advisor for Photo (Royce Thompson), new Parent Rep for Swim & Dive (Lisa

Thompson).• Lisa Slavik reported she spoke for about 30 seconds at the KR Open House sharing what booster club is. She reported several people stopped by afterwards

to talk with her.• Kim showed the KR booster website and how it has been improved to show what needs to be done quarterly, year-round, and listing of accomplishments.• Kim created in the Spring an account labeled Donations in support of upcoming PayPal on website. Currently fundraising like One Green Planet was going

into Operating Account then split out to the various members and some left in the account for operating expenses. Discussion took place and the consensus (see vote below) was that it made sense and was easier to see/track by having all funds raised go into Donations account and then out from there.

• Some accounts are getting charged for paper statements delivery. *Anita is working on getting setup for getting on online/electronic statements. Reminder, the group does not use debit/credit cards and that for Parent Rep transactions, all of those must be in paper format to allow for paper trail tracking and auditing.

• Kim shared options about booster club use of tax consultant and/or software after she leaves the club.• She shared lessons learned from making account changes at US Bank.• She shared the results of the booster club insurance changes. Boosters is using Propel Insurance which is what KSD uses. She wrote one check to cover all

the groups.• Kim communicated to Parent Reps that ideally they should only have the active checkbook and receipts and invoices for the current fiscal year and that

historical paperwork should be given to President and/or Treasurer* to keep in file cabinet storage onsite at KR.

TREASURER:• *Parent Reps should be finishing up end of year ledgers and giving to Anita, along with receipts.• Gave Treasury Report End of Fiscal Year 07/31/16.• A Parent Rep shared about a website (free) alternative to Excel spreadsheets -- *someone from the Executive Board will look into this further.

Continued

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

14201 SE Petrovitsky Rd, Suite A3, Box 141, Renton, WA 980589/15/16

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

MINUTES SUBMITTED BY BRENDAN SHINE *=Action Items

WEBSITE:• Al W. reported website hosting is being transitioned from Justhost to GoDaddy. Significantly cheaper. The files were transferred but he has to wait until the

justhost site is turned off to confirm active content is coming from GoDaddy. Noted that the email is different on the new host service so any existing email on the justhost site will not come across (no concerns were noted). Lease on justhost ends Sept 20th.

VOTES:• Approved June meeting minutes (emailed for review, motion given, seconded, voted approved).• Approved US Bank persons on accounts changes (motioned, seconded, voted yes).• Approved all donations (One Green Planet , etc) going into Donation account then out to end user groups and/or operating budget (discussion, motioned,

seconded, voted approved).• Approved insurance coverage cost for all groups to come out of the operating budget as an overall expense as opposed to be dealt individually at the

member level (discussed, motioned, seconded, voted approved).

UPCOMING EVENTS:*Parent Teacher conferences in November – need to remind them to re-enroll in Fred Meyer Rewards card link to KR Booster Club as FM forces annual renewal by relinking. Like last year, should we setup computers where we can walk people through this?

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

09/15/16 KRHSBC First 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 98058

One single non-profit for KR’s ASB sports and activities that choose to join (currently 12 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 treasurer

4 general meetings per year, board meetings as needed

AGENDA

Introductions

News from Principal’s Representative: Eric Anderson

Old Business

Calendar Check & Accomplishments

Approval of Minutes

Treasurer’s report & Donations report

Some Details on Accomplishments

EOY close out process

Start of Year process

New Business

Around the Room

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

Project Unify Club

Cross CountryFootballGirls’ VolleyballGirls’ BasketballWrestling

INTRODUCTIONS (2016-17)

Executive Board Principal’s RepresentativeLisa Slavik – co-president Eric Anderson, Athletic DirKim Kaiser – co-president Founder, School RepPatty Kassebaum – vice president Al WaltnerAnita Kallish – treasurerWendy & Brendan Shine – co-secretaries

• Your officers comprise the Board of Directors, which officially votes on all club management issues unless it delegates specific tasks.

• A quorum or majority of the Board (i.e. >= 4 directors) is needed at a meeting to conduct a vote.

• Where a quorum is present, a majority of votes (i.e. >= 3) passes an issue.

• A vote may be taken on a telephone call in which a quorum is obtained.

• A vote may be taken via email exchange. All directors must agree that they are ready to vote via email in order for the vote to be official. If all directors are not available, a vote can be taken with a quorum of responses.

Please confirm your contact info on the attendance sheet!

INTRODUCTIONS (2016-17)

Executive Board Principal’s RepresentativeLisa Slavik – co-president Eric Anderson, Athletic DirKim Kaiser – co-president Founder, School RepPatty Kassebaum – vice president Al WaltnerAnita Kallish – treasurerWendy & Brendan Shine – co-secretaries

Parent Reps Member Groups Coaches/AdvisorsAnita Kallish Cross Country Philip Paul Kristi Newlon Football Marty OsbornLisa Slavik Girls’ Soccer Sherri RolfsTrina Bolstad Girls’ Swim/Dive Eric Kress, Rachel Althauser(new) Lisa Goldsmith Girls’ Swim/DiveMicheline Lopez Girls’ Volleyball Eric HanLisa Nakamura Photo Club Royce ThompsonLoretta Smith Robotics Club Nick BoyceSusan Mundy Girls’ Basketball Bob Sandall

Wrestling Todd LantzCarla Viltz Boys’ Soccer Glenn WalrondVerna Honda Judo Club Phil Davis(new) Toni Thomas Track Al Waltner

Please confirm your contact info on the attendance sheet!

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

•Formally elected new officers•Trained new officers on roles and bylaws•Presented at open house 2016•Distributed EOY bank statements to parent reps•Added new officers to bank accounts•Filed Secretary of State annual report for nonprofits early with new officers (enables us to list Lisa as “Owner” on bank accounts)•Resolved insurance issue•Subscribed to new web host

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

APPROVAL OF MINUTES

Thanks to Brendan for writing up thorough notes for our June meeting!

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

Board, is there a motion to approve minutes for Q4 June Annual Meeting?

APPROVAL OF MINUTES

Board, any corrections or additions to the minutes capturing the email vote of new officers to the Booster club?

Board, is there a motion to approve minutes on email vote?August 22, 2016 Virtual Meeting Minutes Recording Officer Vote Via Email

On August 21, 2016, KRHSBC president Kim Kaiser requested that an email vote be conducted among the board to formalize the election of the new officers as discussed at the June 8th General Meeting. The standing officers, president Kim Kaiser, vice president Carrie Lantz, treasurer Anita Kallish, and secretaries Wendy and Brendan Shine voted unanimously for Lisa Slavik as co-president and Patty Kassebaum as vice president. The new officer term started August 1, 2016. Kim Kaiser will remain in position to help orient the new president but will later resign at an agreed upon date in accordance with officer eligibility criteria in the Bylaws. The email transcripts below capture both the call for a vote and the responses.

Respectfully,Kimberly Jyl Kaiserpresident of the Kentridge High School Booster Club, 2014-2016206-304-7200

TREASURER’S REPORT – End of Fiscal Year, 07/31/16

ALL KRHSBC ACCOUNTS

STARTINGBALANCE

YTD CREDITS(Gross

Receipts)YTD DEBITS YTD TOTAL

7/31/14$34,597.89 $86,887.31 $82,947.72 $38,537.48

7/31/15 $38,537.48 $68,972.44 $65,363.59 $42,146.33

7/31/16 $42,146.33 $94,476.88 $70,252.61 $66,370.60

TREASURER’S REPORT – Multi-Year Comparison of Booster Totals

TREASURER’S REPORT – 08/31/16Current: $1217.90

OPERATING BUDGET ESTIMATE

Annual state filing fee $ 10Mailbox $ 168Website $ 702016; $210 for 3 yrs; 2015: $184 Printing/Marketing $ 150Insurance $1610Buffer for following year $ 500Min Total $2508

Tax report prep $ ?PTSA: $300 for one org (we have 14 accounts)Bookkeeping software $ 200

Special projectsNew fundraising effort …Support for multi team need …

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)

Fred Meyer is having re-enrollment (summer 2016) for

Community Rewards; all supporters must re-link their rewards

cards to KRHSBC.

BANK PROCESS FOR CHANGING SIGNERS ON ACCOUNTS

Lessons learned will be added to Orientation material.

To be added as an owner, the person must be listed on Secretary

of State nonprofit annual report list of officers.

Only the owner of an account can add/delete signers or close an

account.

Change of officers must be noted on signed official minutes and

presented to bank.

Minutes should be recorded on letterhead which should reflect

the type of business and the date of incorporation.

BOOSTER INSURANCE RESULTS

Propel Insurance NPIP Master Policy for Kent School DistrictJune 1, 2016 – June 1, 2017

$115 per group $1610 total paid in one check

14 groups: 12 member sports/clubs, “master club,” Project Unify

Broader coverage (now more than just General Liability)Auto LiabilityWrongful Acts: the Directors & Officers Liability CoverageCrime: employee theft, loss of money & securities, computer fraud, funds transfer fraud, forgery alterations coverageAPD: Auto Physical Damage Coverage (Comprehensive & Collision Coverage), applies to rented autos.Directors & Officers: covers defense cost & damages arising out of wrongful act allegations & suits brought against the D&O’s while acting in their capacityMisc. Professional Liability: covers claims arising out of professional services rendered, by the following described professionals: Nurses, Counselors, Therapists, Psychologist, Dental Hygienists, Duly certified EMT & Paramedics, Licensed Social Workers & Licensed Athletic Trainers.

NEW WEB HOST

Thanks to Al for acquiring our new web host! Pay Al tonight!

Go Daddy $209.90 for 3 years of hosting and domain registration

When will files be moved to new host?

EOY CLOSE OUT

Thanks to Swim & Photo for submitting their team ledgers!

All member groups need to submit their paperwork (deposits, reimbursements, receipts) to Anita ASAP. If you have multiple years of records, please submit everything but the current year!

If you are holding extra checkbooks, please give those to Anita. Checkbooks are to be “checked out” to parent reps. Boys’ Soccer, Girls’ Volleyball, maybe others.

Bank audits:• Girls’ Basketball: Deposit on 6/10/16 for $1250; checks

received = $1625; adjustment: account was increased by $375.

• Football: Deposit on 9/3/13 for $370; deposit slip did not match amount deposited; adjustment: account was increased by $20 (should be on August 2016 statement).

• Football also had an adjustment in the spring.

(EXAMPLE) TRACK BALANCE SHEET

Date Chk # DESCRIPTION CREDIT DEBIT BALANCE cleared?

cap X,O,C

START OF THIS YEAR BALANCE BY ACCRUAL METHOD 500.0008/15/14 500.0008/25/14 500.0008/25/14 500.0009/17/14 500.00

500.00500.00500.00500.00500.00500.00

END OF THIS YEAR BALANCE BY ACCRUAL METHOD 0.00 0.00 500.00OUTSTANDING CHECKS FOR THIS YEAR 0.00OUTSTANDING CHECKS FOR PRIOR YEARS 0.00RECONCILED BALANCE 500.00MATCH WITH END OF THIS YEAR BANK BALANCE 0.00

PARENT REPS: PLEASE ENTER DATA IN WHITE CELLS ONLYChecks are Outstanding (O) until Cleared (X) or Cancelled (C); if any outstanding check is cancelled, add it back into current year

START OF THIS YEAR BANK BALANCE 500.00OUTSTANDING CHECKS FOR PRIOR YEARS 0.00START OF THIS YEAR BALANCE BY ACCRUAL METHOD 500.00EOY BALANCE OF PRIOR YEARS OUTSTANDING CHECKS 0.00 cleared?no prior years outstanding checks

Don’t forget!!!

Operating BALANCE SHEETREVENUE (darker color=more commonly used)

EXPENSES (darker color=more commonly

used)

Date Chk # DESCRIPTION CRED DEB BALcleared?

I-1 I-2 I-3 I-4 I-5a I-5b I-6a add to I-1 I-6b I-6c I-7a I-7b I-8 I-10 I-11 I-12 I-13 I-14 I-15 I-16

cap X,O,C 2947.12 0.00 20.00 0.00 0.00 0.00 0.00 0.00 2881.85 2278.78 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 2039.59

START OF THIS YEAR BALANCE BY ACCRUAL METHOD 501.86

09/18/13 Deposit from Daniel Randolph 50.00 551.86 X10/03/13 Deposit from Football -Annual Fee 10.00 561.86 X11/01/13 Deposit from Daniel Randolph 50.00 611.86 X12/04/13 Deposit from Daniel Randolph 50.00 661.86 X

Deposit from Girls Swim/Dive -Annual Fee 10.00 671.86 X12/04/13 Deposit from Daily Good Website Use/Al Waltner 88.85 760.71 X12/10/13 Deposit from 1Green Planet Recycling Fundraiser 2397.12 3157.83 X01/10/14 Deposit from Daniel Randolph 50.00 3207.83 X

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CATEGORIZATION

IRS Categories of REVENUE Examples

Contributions, gifts, grants Donations e.g. parent donations

Program service revenue sport camps , fees collected from team for expenses – shirts, leagues, camps

Membership dues booster member annual fee

Investment income bank interest

Gross sales of assets, not inventory sale of securities & real estate, capital gains, capital gain dividends

Less cost basis & sales expenses

Gross gaming income raffles, poker

Contributions portion of fundraising income auction revenue over fair market value, email solicitation

Gross fundraising income not including contributions

coupon book revenue, car wash, goodsearch, advertising

Less expenses from gaming & fundraising program, ad, coupon book costs

Gross sales of inventory spirit wear, oranges, cookie dough

Less cost of goods sold cost of inventory

Other income (e.g. notes receivable, interest on loans, royalties)

IRS Categories of EXPENSES Examples

Grants paid individual student fees, KRHSBC dues, reimbursements to Kentridge High School or Kentridge ASB

Benefits paid to or for members camp insurance

Salaries, other comp, employee benefits

Professional payments to independent contractors

guest coach or speaker (>$600 requires providing a 1099), bank fees

Occupancy, rent, utilities, and maintenance renting gym

Printing, publications, postage, shipping general purpose, not for fundraisers

Other expenses regular team expenses - food, transportation, equipment, banquets, senior recognition

START OF YEAR: CHECK SIGNING REMINDERS

Per Bylaws: 2 signatures per check issued from any KRHSBC

checking account: one by parent rep, one by booster officer

Per Guidelines: Checks over $1500 require an email notice to

president, treasurer and principal’s rep (Eric Anderson)

providing description of purchase. (Anything essential to the

sport or activity should have been vetted with Eric in the

earlier budget planning process.)

Checks over $1500 require signature by treasurer (or

president as back-up)

FORMS

Forms for reimbursement, deposit, quid pro quo donation

disclosure, letterhead are available on the website under Docs

tab. www.krboosters.org

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

•Process fiscal EOY •Find wrestling rep!•Orient new Parent Reps for Wrestling, Track, Judo; add to bank accounts

•Update Operating Guidelines•Create booster archive •Online banking for treasurer•Plan forward for bookkeeping

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

INFO TO BE DISTRIBUTED

To Members: New rosterInsurance policy statementsNew team spread sheets for 2016-17 (new tab in Excel)

To Al Waltner for website:Update to Calendar Last year’s minutes

NEW BUSINESS: ISSUES THAT REQUIRE SOME HOMEWORK

In our paperwork on incorporation, there is mention of acquiring

a “Master Business License.”

Are we required to register as a Charity in Washington state?

FUNDRAISERS

What are your plans this year?

SNAPAny groups signing up?

Track will be piloting an email solicitation on their own (only PayPal transaction overhead!) using the KR Booster website and PayPal capability to receive online donations.

THANKS EVERYONE!

AROUND THE ROOM

Questions or Comments?