Meeting minutes

Rogers Boys Volleyball Booster Club

January 14, 2025

Minutes

Attendees

• Mike Pierson (President)

• Kathy Anderson (Board member)

• Bob Anderson (Treasurer)

• Eric Welle (Vice President) 

• Brenda Anderson (Secretary)

• Kathy Morse

Not in Attendance

• Andrea Pierson

• Jen Holterman

• Ron Holterman

• Eric Meyer

• Lori Cook

To Do’s

1.       Add Bob to the Wells Fargo account so that he can access. Bob to get a Debit card for account Assigned to Bob.

2.       Monthly Meetings – 2nd Tuesday of each month. Next Meeting Feb 11th, 6:30pm‐

7:30pm.

3.         Mike P to Register for Prep League when available.  Registration Opens Thursday Jan 16.

4.       Bob to Research and set up Website(Google sites possibly)  Bob did set up a Google Sites Page. Next, he will purchase the Godaddy domain name. 

5.       Bob to research filing tax return. .

6.       Kathy to update Facebook Page and Instagram.

7.       Mike P to talk to Jarol about captains practices and a player/parent meeting date. March 17th is the 1st available time Jarol can interact with students. Eric W will send Mike P some open gym dates that are available.

Parent Meeting – Having a meeting prior to tryouts or just communicate this year via website and social media?

Tryouts Max players will be 18 per team.(Varsity and JV)

8.       We need to inventory shirt sizes and numbers to know what Jarol will need to order. Brenda to check into.

9.       Prep League – Mike P to reach out to Brent St Michael and Rick at Elk River to see how they are handling and if we could combine practices.

10.   Warm up shirts – Can Booster Club pay for this?

11.   Team to look into fund raising options. -Any ideas bring to next meeting. Heggies Pizza, etc

Top Open Issues

1.       Recruiting New players

2.       Open a Website (Elk River has a good web site currently)- Sports engine(standard estimate $799) or google sites or SportsYou. SportsYou is more of a communication tool for the internal team not for public. SportsYou is free.  Band is another app to use for website because it pulls in the high school league schedules, etc

3.       JV2 Plans – Dan O does not intend to have a JV2 team. In the future maybe we will be able to add a 9th grade team that 7th and 8th grade students may join.

4.        Prep League in 2025 planned for 7th and 8th grade students.

i.                     There was a meeting Nov 13 for High School Prep League to address questions among 7th and 8th grade players.

ii.                   $775 per team or Register by Feb 15th to pay $625

iii.                 Additional Costs approx. $300

iv.                  MN Select or Spring Lake Park are options to go to. Lean to MN Select

v.                    

5.       Fundraising

i.                     Rockin Rogers Vball Tournament(noted below as well)

6.       One Drive or Google Drive

7.       Social Media – Facebook and Instagram (Kathy looking into)

8.       Pregame Dinners

9.       Senior Night

10.   Year End Party

Notes

1.       What are we going to do with equipment HS Club team owns?

a.       Donate to a local club team? Loan back to HS? Decision: Use for Rogers Boys Club “Icemen” for Winter 2025 season

2.       Meeting with Dan O. Notes for 2025 Season

a.       Season to start Mar 17

b.         State Tournament June 9th

c.       Game times 4:30pm JV, 6pm Varsity

d.       2 Coaches approved. Jarol was hired as coach. Jarol is still confirming assistant coach.

e.       Checking on Coaches Pay

f.        NHS runs Concessions in Den Location

g.       Dan was supportive of the Booster Club running a Boys Tournament.

                                                               i.      Said we should give him dates as soon as we can if we intend to do that.

h.       Still discussing Lettering.

i.         Dan mentioned they are currently planning to limit eligibility to grades 9‐12.

j.         RHS would coordinate registration, hiring coaches, Buses, Jerseys and Equipment

k.       RHS will coordinate Court Time – Practice, Games, Location, and Timing

l.         Our current Conference will be NWSC – will have close to a full slate of volleyball

3.       End of Year Celebration

4.       Youth Night

5.       Social Media Updates

a.       Facebook, Twitter, Instagram

b.       Team page on MN Boys High School Website

c.       Central Admin – Booster Email

6.       Fundraising

a.       Tournament?

·       During season.

·       Grass Tournament during Rockin Rogers.

b.       Dibs?

c.       Coupon Card? Impact or self run?

d.       Minimal expenses with the sport now being sanctioned. We may not need as much fund raising for things we needed before they were sanctioned.

7.       Team Photos – Dan O commented this would be Booster

8.       Photos/Video on Game Days

9.       Setters Club Information – Jody Dawson is the President

a.       Expenses Owned by Setters Club

                                                               i.      Announcers – not paid

                                                             ii.      Scorekeepers – not paid

                                                           iii.      Book(Libero tracker)- paid

                                                            iv.      Line Judge  -paid

                                                             v.      File Tax Return (Alicia S files this)

                                                            vi.      Nets, Pads, Balls, Ball bins(expense shared with Rayva)

b.       Expenses owned and organized by school

                                                               i.      Buses

                                                             ii.      Officials

                                                           iii.      Book game schedules(with coach)

                                                            iv.      Run ticket admissions

c.       Website

                                                               i.      We use Sports Engine and have our own domain name: RogersRoyalsvb.org

                                                             ii.      Alicia would know the cost

                                                           iii.      Tex C and Mike M manage the site bc they are good at that kind of stuff.

                                                            iv.      School is only involved with gorogersroyals site.  Which we don't really utilize

d.   Setters Club members and duties

                                                               i.      President is Jody - run the meetings, find people to lead all events and tasks, and take ultimate responsibility for each

                                                             ii.      VP is Mike M - leads events and helps with IT things (google docs etc...)

                                                           iii.      Sec is Amy L - take minutes and sends all email communication

                                                            iv.      Treasurer is Alicia S - makes all payments, creates budget (reviewed with Pres and VP),  handles tax filings etc...

                                                             v.      Sponsorship Drive - Leigh M now Chris Q - solicits businesses and helps girls solicit businesses - collects donations and gets logo etc for program etc...

                                                            vi.      Our coaches and captains are also invited and attend most meetings, especially when there are events.

10.   Team Equipment Inventory

a.       Balls, Bags, Jump Boxes, Hoppers/Cart

b.       RAYVA owns nets at Middle School.

c.       HS owns nets at HS. (Setters Club and Rayva bought nets)

11.   Sports Engine Fees if we did not use Setters Club account?

12.   Establishment of the Non-Profit Organization Booster Club

a.        501c3 nonprofit. “Rogers Boys Volleyball” non‐profit name.

b.       Club Charter ‐ Core Values/Purpose/Goals

c.       Operating documents.

                                                               i.      By-Laws have been drafted.

                                                             ii.      Need to file a Form 990-Z. It is due May 15th if our fiscal year ends December 31st

                                                           iii.      Need to register with the state yearly by December 31st

                                                           iv.      Would need to report any charitable giving greater than 25k

d.       Board establishment. 5-7 Board members would be ideal. Board members have 1, 2, or 3 year terms. We now have 5 board members.

                                                               i.       Mike Pierson, Brenda Anderson, Eric Welle serving 2 year term

                                                             ii.      Bob Anderson and Kathy Anderson serving 1 year term

e.       Bank Account has been set up with Wells Fargo – Balance as of 11/12/2024 $8022.67.

13.   Line Judges – Would like to use JV players for Varsity games and Varsity players for JV games

14.   One Drive or Google Drive ‐ Sheets and Files

15.   Stand Alone Website

ROGERS BOYS VOLLEYBALL BOOSTER CLUB

Core Values/Purpose/Goals

CORE VALUES

o   Core Value 1

PURPOSE

o   Purpose

GOALS

o   One Year Goal

o   Goal

o   Two/Three Year Goal

o   Goal

o   Long Term Goal

o   Goal