Minutes posted from March 3; next booster club meeting 6:30 p.m. March 31 at Tiger Country

Edwardsville Track & Field/Cross-Country Booster Club
Meeting Minutes, Tuesday, March 3, 2009

Meeting was called to order by President Randy Dunn at 6:38pm

Treasurer’s Report (Treasurer: Lee Speicher)
• Current Balance is approximately $9000
• District 7 (Assistant Superintendent Dave Courtney) has requested that all district booster clubs apply for their own General Liability Insurance and has arranged a group rate of $175 through PTO Today. Lee will apply for the insurance and inform the other officers and Susie Miller at Hadley House when completed.
• District 7 (Assistant Superintendent Dave Courtney) has requested that all district booster clubs apply for their own tax id number with the IRS rather than using the id for District 7. The forms were forwarded to the officers by Susie Miller from Hadley House. Lee has asked Susie how this will affect our tax exemption status. Lee will complete the forms and inform the other officers and Susie Miller at Hadley House when completed.
.
Old Business
1. President Randy Dunn reported that we are still in need of a Booster Club secretary and Vice-President for Track season. Conversation followed concerning the responsibilities for each position. Diana Speicher agreed to act as secretary. Randy Dunn will contact Kathy Miller and Phyllis Fisher regarding EHS Boys Track and EHS Girls Track, respectively.

2. Randy Dunn reported that he has a meeting scheduled with Dr. Hightower at Hadley House on Thursday, March 5, at 4:30pm. The following items from our previous meetings will be discussed.
• Need for EHS Girls Track Uniforms:
The girls’ uniforms are four years old and we no longer have enough uniforms of one style to outfit the entire squad, so the team will have to use multiple uniform styles and the uniforms are very faded and many have shrunk due to repeated washings.
• Would like funds to provide medals to Track Athletes that scored in positions 1-5 at EHS hosted Invitationals and Relay events (total of 5). We would also like to award a plaque to the first and second place teams.
• Condition of Mud Mountain Course at SIUE
• Stipend for Coach Bailey
• Additional Speed Suits for Boys Sprint team since team has grown to 50+ an additional 10 suits will be required. The suits cost $70/each.
• Family Fun Run proposed for the summer
• Progress made by Coach Lakatos and other District coaches on providing the proper equipment to Lincoln so that they can host their own meets this year (moving hurdles from EHS and updating the discus and shotput areas). There was an additional concern raised regarding the permanent marks made for hurdle placement but the coaches will devise a workaround.
• Long term planning for lights around the track
• A very big thank you to Dr. Hightower and the district for their ongoing support of the track & field and cross-country programs and facilities.


New Business

Email Addresses: Tom Atwood requested that the coaching staff try to obtain email addresses of parents to enable better communication for soliciting volunteers required for EHS hosted meets. Tom will draft a letter to be sent home by Coach Lakatos and Coach Chapman. To encourage the timely return of information, the booster club will sponsor a drawing; all returned forms will be entered into a drawing from which a $25 cash prize will be awarded to one girl athlete and one boy athlete from the returned forms. Each athlete can only be entered once!


Committee Report – Mud Mountain
Committee Chair, Tom Atwood, reported on the results of a sub-committee held on Monday, February 2, 2009.

Race Fee Proposal
• Age 18 and Over: Pre-registration fee of $20, Race-Day Registration of $25
• Students: $15 fee for Pre-registration and Race-Day Registration
• Age 10 & Under: $5 Fee for Fun Run only

Sponsor Levels & Recognition
• Bronze Sponsors: $100-$300 Donation: Name on Flyer and sponsor website page
• Silver Sponsor: $300-$500 Donation: Name on T-Shirt, Sponsor of the Day on website main page, Name on Flyer and sponsor website page
• Gold Sponsor: $500 & Above Donation: Sign on Course, Name on T-Shirt, Sponsor of the Day on website main page, Name on Flyer and sponsor website page

A motion was made by Val Sweatt and seconded by Sally Atwood to accept the Race Fees and Sponsor levels as proposed by the committee. The motion carried.

Coach Report - Coach Lakatos

Boys Travel to Plainfield: As previously discussed at the January meeting, Coach Lakatos has made arrangements for approximately 28 members of the EHS Boys’ team to travel to Plainfield for an indoor meet on March 14th. Rooms have been reserved at a rate of $52.99/night, for an approximate total of $600. A motion to approve the payment was made by Tom Atwood and seconded by Sally Atwood. The motion carried.

Southwest Relays: Event is scheduled for Saturday, March 28th. SIUE can not host the meet again this year. Coach Lakatos has been in discussed with Mr. Bevis regarding hosting the meet at EHS. Although this meet conflicts with the Indoor State, the club felt as though we could provide enough volunteers (after a mild panic that Val Sweatt would be in Bloomington to watch Indoor State!).
• Coach Lakatos will confirm with Mr. Bevis
• Coach Chapman will contact Matt Rogers at Lincoln concerning computerized scoring
• Volunteers will be needed for concessions, scoring, timing, recording, announcing.
• Coach Lakatos and Coach Chapman to provide additional details regarding number of volunteers required and times.

EHS Boys Team reaches 120: The EHS Boys track team now has the highest number of athletes of any sport in the school!

Medals and Team Plaques: Coach Lakatos would like to begin a new tradition of awarding medals to Track Athletes that score in positions 1-5 at EHS hosted Invitationals and Relay events (total of 5). We would also like to award a plaque to the first and second place teams. This is a practice employed at invitationals and significant relay events hosted by other schools. This will be included in our meeting with Dr. Hightower on Thursday.

Coach Report - Coach Chapman

Girls Travel to Carbondale Friday: The EHS girls’ team will compete in their first meet this Friday, March 6. The meet is scheduled for 4:00pm thus requiring a tight travel schedule with little time to eat! The girls have been instructed to bring healthy lunches and Coach Chapman is going to purchase some food to make sandwiches.

A motion was made by Tom Atwood to adjourn the meeting and seconded by Sally Atwood. Motion carried and meeting was adjourned at 7:55pm.

Next Booster Club meeting is scheduled for 6:30 p.m. Tuesday, March 31 at Tiger Country.

Respectfully Submitted:
Diana Speicher

Booster Club elects officers

The Edwardsville Cross Country and Track & Field Boosters met on Tuesday, January 13 and elected some officers for the new year. Here are the minutes from that meeting:

XCTF Booster Club Meeting Minutes 1-13-09
Tiger Country meeting room

1. Officers elected:
a. President Randy Dunn
b. VP for Cross Country Larry and Lisa Thompson
c. VP Track & Field Open
d. Treasurer Lee Speicher
e. Secretary Open
f. Mud Mtn Coordinator Tom Atwood
Monica Laurent has expressed an interest to assist with Mud Mtn
g. Concessions Chairs Val Sweat and Vicki Maxwell

2. Treasurer Report
Spreadsheet handed out. $11,000 balance with only minor expenses outstanding.

3. Mud Mountain
a. Date: July 25th
b. Chip Timing was approved for Mud Mountain
c. List of Fundraisers to be completed in next 2 weeks

4. Suggestion made by Randy Dunn for “work outlines” to be completed for meets and other
events (ie tasks and number of people needed to complete each task). Goal is to have people
sign up for various duties early in season.

5. Meeting for officers to be scheduled for discussion of by-laws of booster club.

6. Coach Chapman discussed the need for new girls uniforms for track. Currently using two
different uniforms which are worn. Concerns were stated about many of the tops showing too
much of the midsection.

7. Coach Lakatos announced he has set up a new web page for Track and Field with the schedule
of meets and other information. The following is the link:
http://www.ecusd7.org/homepages/ehsstaff/clakatos/

8. Funds for rooms for one night for two events were approved. May 2nd overnite meet and a
coaches training session in Decatur.

9. Funds were also approved for purchase of candy for candy sale. Parental support will be
requested for the noon hour candy sales.

10. Coach Lakatos expressed an interest in having the members of the track team participate in
community services. He requested ideas.

11. Discussion of possible fund raising/activities to promote track and field/running and showcase
the complex.

12. Discussion of the need for more hurdles.

13. Discussion of the need for new uniforms for middle school.

14. Discussion on possible stipend for Assistant Coach Bailey. Currently, no funds for a stipend
have been approved. Coach Bailey assists with jumping and hurdling events. He adds a lot of
expertise and success in these areas.

15. Coach Patrylak received the Coach of the Year for Cross Country for Division 2A of the
southern division for IL. Coach Lakatos has also been awarded Coach of the Year for track and
field for Division 1A of the southern division of IL.

16. Next Booster Club meeting is Tuesday, February 10th at 6:30PM. Place to be announced.

Help needed at Tiger Finale Monday

The Tiger Finale Cross Country meet is this coming Monday, 10-20 with the first race at 4:00PM. Coach Patrylak is planning on doing some set up on Sunday, 10-19. He is not sure of the time but said to check his blog (coach's notes on mudmountain.org) for a time if you wish to help.

On Monday help will be needed in the following areas:

1. Setting up the finish line and tents. Plan to arrive at 2:30 PM.

2. Concessions. Plan to arrive from 2:00 PM to 2:30 PM.

3. Chute. Plan to arrive at 3:30 PM. Check in with Larry that you will be helping.

Again, it is helpful to have enough volunteers at concessions and at the chute for the various races so parents are able to watch their runner(s).

Thanks in advance for volunteering,

Lisa Thompson

Booster Club Meeting Tuesday Sept 30

Members of the Edwardsville Cross Country and Track & Field Booster Club will meet at 6:30 p.m. Tuesday, September 30. The meeting will be held upstairs at Tiger Country, next to the EHS track. Among other issues, preparations for end-of-season banquets will be discussed. See you there!

XCTF Booster Club Agenda for 9/30/08

I. Welcome/ Sign In/ Introductions

II. Secretary’s Report

III. Treasurer’s Report
a. Expenditure data
b. Mud Mountain profit

IV. Back up Scorer

V. Banquet
a. Where?
b. When?

VI. Mud Mountain Flyer (for fund raising)

VII. Mass Email
a. Middle School and High School together or separate?
b. Coaches - Next year it would be helpful to get roster information including email addresses for booster club communications

VIII. Food and Drinks at Away Meets.

IX. Update website for joining booster club

X. Coaches requests/updates

XI. Set date for next booster club meeting

XII. Set date for Executive Committee to meet to review by-laws, etc.

Help needed for Edwardsville Invitational Saturday September 20

Booster club volunteers help in the chute at last week's Tiger Fall Classic.

Thanks to everyone who helped at the Tiger Fall Classic last week. We have a big home meet coming up at 9 a.m. this Saturday, the Edwardsville Invitational. If you can volunteer for set up, concessions, the chute, or clean up, please contact Lisa Thompson (lilathompson@charter.net). Also, concessions is running low on Gatorade. We are asking each family in the booster club to donate one case of Gatorade during the season--if you haven't already, now would be a good time. Either bring it to the course on Saturday, or contact Val Sweatt (vls2262@sbcglobal.net).

Here's a volunteer schedule for the Edwardsville Invitational this weekend:

Friday 5 pm • course preparation (flags, painting)
Saturday 6:30 am • set up (tents, cones, finish line, etc)
Saturday 7 am - 11:30 am • concessions
Saturday 8:30 am 'til end of meet • chute
Saturday after meet • clean up

Again, thanks for your help. See you this weekend!

Tom Atwood

Booster Club Meeting Monday, July 15; Mud Mountain volunteers to be assigned

With Mud Mountain little more than 2 weeks away, the Edwardsville Cross Country and Track & Field Booster Club will meet next week to assign volunteers for race day. The meeting will be held in the Media Center (Library) at Edwardsville High School on Monday, July 15 at 6:30 pm. All booster club members are urged to attend.

Cross Country Picnic This Saturday

The annual cross country picnic for all Edwardsville cross-country runners and their families will be held this Saturday, July 12, at Glik Park. The picnic begins at 11 am with a cookout at the park, and features sand volleyball until 2 pm.

Hamburgers, hot dogs, and drinks will be provided by the Edwardsville Cross Country and Track & Field Booster Club. Families whose last names begin with letters A-L should bring salads or side dishes; families whose last names begin with M-Z should bring chips or desserts.

Each family is also asked to donate one 24-pack of Gatorade for concessions during the cross-country season. The Gatorade can be dropped off at the picnic.

This event is for middle school and high school cross country families. It traditionally kicks off the cross-country season, and is also where parents can sign up to volunteer for Mud Mountain XIII, the fundraising race for Edwardsville's cross country and track & field programs.

See you there!