MEETING MINUTES FOR

Keystone Athletic Boosters

MEETING DETAILS

Date: Tuesday, February 4, 2025

 Time: 6:30pm ET

 

Location: Keystone High School

 

ATTENDEES.

Holly Rounds, Cassandra O’Brien, Kristin Stivason + one guest

REPORTS.

Treasurer report-  Refer to the financials page of the website

Secretary report- dispensed with reading of prior meeting notes- referred to website for details

OLD BUSINESS

• No news on the tax filing status- We are waiting to see what if any back taxes will be owed for 3 years of unfiled taxes. (All amended taxes are filed and up to date)
• A promissory note was signed off by the Varsity Cheer Coach and witnessed by Jeff Holzhauer for the loan made by Boosters to allow Cheer to attend the National competition in Florida. It was decided by the Booster board that we will not authorize any additional withdrawals from the Cheer account that cause their balance to go negative in any amount beyond what was agreed to in the promissory note.  (Promissory note available upon request for review)

NEW BUSINESS.

• Fundraiser November 15^th- Wellington Eagles- Approved to book the hall with $200 deposit- Contract has been signed and returned to Eagles.
• Discussed transparency with financials down to the team level. It was decided that all financials for the general fund as well as individual team balances would be posted on the website on a go forward basis. 
• August 9^th Soccer scrimmage with 14 teams- 10 to 2:30pm. We agreed to open concessions to support this event
• Bylaws were reviewed and changes were voted on and approved. Refer to redlined document for approved changes. 

OTHER.

• None

 MEETING MINUTES FOR

Keystone Athletic Boosters

MEETING DETAILS

Date: Tuesday, December 17, 2024

 Time: 6:30pm ET

Location: Keystone High School

ATTENDEES.

Holly Rounds, Cassandra O’Brien, Kristin Stivason

REPORTS.

Treasurer report-  Refer to the financials page of the website

OLD BUSINESS

• Taxes are filed, we have not yet heard if we owe back taxes and penalties. We are exempt for Charitable Trust act but not Charitable Organization Act.  We will still have to file and this will only be roughly $50 in taxes per year.
• We filed the taxes in September and now are waiting for the IRS letter of determination on if this was accepted.
• Reverse Raffle- All expenses are paid. Still waiting for reimbursement from an anonymous donor.  Invoice was sent November 26^th. 

NEW BUSINESS.

• Board members to review Bylaws and come prepared with redlines by next meeting
• Ice machine- Holly to message about this…We are going to post for help from someone in the community to build a platform for the maker and Scott will hook it up for us. Boosters will reimburse for the cost of materials. 
• Mandatory Coaches Meeting- Kristin will contact Holzhauer to find out best time for a coaches meeting to help them understand do’s and don’ts of spending.
  • How to find the paperwork and how to fill it out
  • How funds can be used and what they can’t be used for
• Soccer is requesting funds for Uniforms Boys& Girls- $2700 and the Goals are ~$4000. Cassandra will talk to school treasurer to understand what equipment is covered in the school budget.  These expenses are approved for payment.
• Wrestling is looking for help purchasing 100 singlets- We are approving 1/3 of the cost ~$1800
• Cheer needs champion shirts. Waiting on cost for that.
• Agreement on another fundraiser event. Looking at mid-November again but would look to do the event at Wellington Eagles.  Looking at Casino night or night at the races.
• Senior Banners for Winter sports are paid for and delivered. $510 total
• Venmo/PayPal- We need to work with the coaches to ensure that all payments are appropriately labeled. Parents then need to text the coach to ensure that they have record of the amounts. 
• Concession purchases- Floor mats and safe. We will explore costs and regroup at a future meeting. 

OTHER.

Next meeting February, date to be determined

MEETING MINUTES FOR

Keystone Athletic Boosters

 

1. MEETING DETAILS

Date: Tuesday, Sept 10^th Time: 6:00pm ET

Location: Holly Rounds’ residence

1. ATTENDEES.

Holly Rounds, Cassandra O’Brien, Kristin Stivason, Dave Folmer, Kirk Rounds

• ABSENCES.

Tracy Jirousek, Amanda Folmer

1. REPORTS.

Treasurer report- Refer to Financials page of website for up to date information

• General fund $19k, now at $15,500
  • $1500 for warmer and ice machine
  • $4,735 start up cost after expenses we’ve made $1,600
  • $870 was banners- more to come with winter and spring sports
  • 1/3 cost of uniforms for golf and cross country $970

 

1. UNFINISHED BUSINESS

Taxes & Audit

• Transaction audit from Jan 1^st – Jun 30^th occurred and that is now completed
• Accountant has been provided tax info for past three years that had not previously filed. Looking to get that wrapped up so that we can close out.  Still waiting to find out what if any back taxes are owed.  If taxes had not been filed by November 15^th, our 501c3 would be in danger of being revoked. 

 

1. NEW BUSINESS.

Fundraiser November 16^th

• Annonymous donation not to exceed $10k to hold a athletic boosters fundraiser. This must be completed by year end for tax write off purposes of the donor.
• Given short time frame, Kristin is researching how groups like Wellington Eagles runs their reverse raffles as a starting point.
• Find out from Joel Siebold what the menu is going to be so that we can put the menu on the flyer and ticket.
• $50 ticket per person, main prize of $2k, 2 drink tickets included per ticket
• Creation of flyers to advertise
• Holly is self-printing tickets to save on production costs and time
• Discussed contest for team theme baskets- Kristin to communicate to team coaches
• Fair Hall, Wellington OH identified as venue location and Kirk Rounds volunteered to go to fairgrounds to gather info necessary to complete process.
• Kristin is going to look into Jolly Roger entertainment Wellington
• Side boards borrowed for the event have been finalized.

 

• OTHER.

N/A

 

                               MEETING MINUTES FOR

Keystone Athletic Boosters

1. MEETING DETAILS

Date: Thursday, July 25^th Time: 6:00pm ET

Location: Keystone High School Room 124

1. ATTENDEES.

Kaley Devore, Holly Rounds, Heather Linden, Molly Naylor, Cassandra O’Brien, Kristin Stivason

• ABSENCES.

Tracy Jirousek, Dave Folmer, Amanda Folmer

1. REPORTS.

N/A

1. UNFINISHED BUSINESS

N/A

1. NEW BUSINESS.

Meeting was held to discuss transition details for the board and to elect new board officers. New board officers are as follows;

President- Kristin Stivason*

Vice President- Dave Folmer

Secretary- Holly Rounds

Treasurer- Cassandra O’Brien*

*Cassandra and Kristin will serve as account co-signers

 

Arrangements were made for Cassandra, Kristin and Kaley to visit Huntington Bank, Grafton on Thursday, August 1^st to transition signers on the Boosters accounts.  Kaley will deliver all financials, keys and computers/iPad to Cassandra at that time with the exception to materials required to finalize the 2024 audit currently underway. 

Kaley is working with the boosters' accountant to finalize the audit.  Due to documentation issues, the IRS is indicating a balance owed and as a result, the accountant is looking to amend past tax bills to reduce any tax liability. 

The next meeting will be with the past Booster treasurer to transition QuickBooks records and finalize billing requests.  Dates are currently being determined based on previous booster members' availability. 

• OTHER.

N/A