Komo Kulshan Ski Club

Board Members Present:  Michael Jones, Acting Vice-President; Swan Bender, Treasurer; Barbara Vinna, Secretary.

Board Members Absent:  Tom Pullver, Head Coach

Guests:  Amy Kraham, Shane Kelling, Peter Longwood

Approval of Minutes:  The April minutes were emailed out to board members by Barbara and published on the website.  Swan indicated there was an error in her report with two figures transposed, which Barbara will correct.  With this correction, Swan made a motion to approve the April minutes; all approved.

Board Vacancies:  Barbara is leaving the secretary position.  Swan moved to accept Barbara’s resignation; motion seconded by Michael; all approved.  Amy Kraham was present and indicated she is willing to step into the secretary position.  A motion was made by Swan who moved to accept Amy as secretary; motion was seconded by Michael; all approved. 

Michael indicated he is willing to serve as president.  However, he needs a vice-president who is willing to step in as president after one year.  Michael indicated his daughter might train with a different race team next season due to training constraints at Mt. Baker.  Michael has felt 100% supported by Mt. Baker but his daughter would like to train more than MBRT offers.

KKSC needs to do a campaign to find someone to fill the vice-president position in August, and eventually a treasurer, as Swan indicated she would like to step down from her position next year. 

Swan nominated Michael as president to serve for a period of one year; motion seconded by Amy; all approved. 

Treasurer’s Report:  Swan provided a May treasurer’s report, balance sheet, and profit and loss statement. 

Swan is unable to reconcile the bank accounts due to not having a bank statement in hand for March.  She did receive the April statements.  As of April 30, 2012, we have the following amounts recorded in the KKSC accounts:

Business checking:        $10,184.82 (QB as of today $6,753.72)

Business savings:           $4,008.23 (QB, the same)

Scholarship checking:    $5,500.00

Coach’s debit:  (QB $1,280.94)

To pay ($3,151.65):

All of the following represent the Accounts Payable amount of $3,151.65 on the balance sheet:

Eventbrite April fees:     $117.91

Amjay Raven’s Edge t-shirts:  $1,129.39

Amjay hoodies:             $1,722.35

Wake’n Bakery            $182.00 (Raven’s Edge volunteer gift cards)

We then owe:

Jenny Taylor     $110.00 Raven’s Edge volunteer food

Katie Mundell   $45.65 Raven’s Edge poster copies

Barbara Vinna  $154.16 end of year party pizzas

Michael Jones   $25.52 end of year party supplies

($335.33)

Accounts Receivables:

KKSC is owed $3,850.00 by the race team families for the following:

Team registration fee – $210.00 (7 racers)

Race team member scholarships – $760.00 (4 racers)

Hoodies Mellor – $50.00

Away coaching

Apple Cup – $150.00 (2 racers)

Buddy’s

Coaching – $1050.00 (8 racers)

Entry/t-shirt – $1,715.00 (8 racers)

End of the year is June 30 and Swan is concerned about receiving all we are owed.

Payroll:  We have paid all of our payroll hours and have paid the first quarter tax liability to IRS, Employment Security and L & I.  Unity HR mistakenly filed an automatic payment for our FUTA (Federal unemployment) quarterly which will be refunded to KKSC as a 501.c.3 does not have this liability.

Raven’s Edge:  We had ticket revenue of $3,055.67 which included sales tax and Eventbrite fees.  Of that amount we will pay Eventbrite $131.39 for the use of the website. The sales tax will be $214.09 owed to Dept. of Revenue and Swan still needs to set up the online payment for this by the end of the month.  She needs to research how and when PayPal transfers the money into our account.  Sponsorships have stopped coming in at $3,800.00 even though we received commitments for $5,000.

Scholarships:  We received an invoice from MBSA for the Winter Ride scholarships but there are discrepancies between what we were charged and what the committee members remember approving for 3-4 of the scholarships.  Swan and Peter will meet to discuss this further.

Jackets:  Swan would love to be able to make a $$ commitment for the purchase of jackets over the summer, but that is difficult without being able to reconcile the two main accounts and yet having to deal with the remaining scholarships owing. She would like to take time to discuss this further.

Coach’s Report:  Shane had nothing to report.

Raven’s Edge Follow-Up:  Michael is working with Steve Work to set up training for 4 people to learn how to do the timing for the race.  Dave is also willing to help.  Timing is simple but runs with a computer system which is a little more complicated, Shane explained.  Michael will contact Steve to set up a training date.

Michael questioned the wisdom of allowing racers to decide when they race and who they race with.  This makes things more difficult than if racers went by bib numbers.  However, some racers enjoy pairing up with a friend to do the race and not racing in sequence by bibs.

Michael thought the race went well, although we wish there had been more racers.  He received some feedback on the increase of the cost for the race, and this could have caused some people to decide not to race.  Next year we should resume giving a discount for those racing both days.  Knowing the money goes towards scholarships seemed to make a difference in the reaction to the prices, however.

Bylaws Amendment:  Michael has been unable to find the Word documents. Swan will look for the PDF’s and send on to Amy.  Michael has the impression we just need to write new bylaws.  Bylaws are set up for members and we do not have members.  The club had old bylaws before becoming a 501.c.3.  Amy will read through them and see what needs to be done, and can bring her recommendations back to the board to vote on.  She will do a draft after reviewing them and have it ready for the Sept. meeting.  Resolutions are in the binder Barbara handed off to Amy.  None of the resolutions are registered with the county. 

Jacket Replacement Plans:  $4500 would purchase about 25 jackets.  12 coats were not used this year, all in the smallest sizes.  We clearly cannot afford to buy all new coats.  Our current need is primarily the bigger kid sizes to X-small and small adult sizes.  It was agreed that the best plan is to fill our gaps now with new jackets in charcoal grey.  This is a popular color and easy to match.  Each season we can purchase a set quantity to fill gaps as needed. 

A motion was made by Swan to authorize Shane to spend an amount not to exceed $4,000.00 for coats, including silk screening and taxes, to purchase jackets between bigger kid sizes and small adult sizes in the charcoal grey color.  All approved.  Shane will research what is available to meet our specifications.

One idea is to have a corporate sponsor back the expenses of new jackets, and then put their name on the back.

2012/13 Pre-Season Camp:  Michael explained he has spoken with Tom about doing a Thanksgiving week end camp at Sun Peaks, B.C.  Tom has given approval.  Britta would be the main coach.  Michael has 10 kids tentatively signed up.  With 20 kids the cost would be $250, and with 10 it would be $350-360.  Group discounts are available for lodging at Delta.  Adults would get discounted lift tickets.  The lanes must be booked as soon as possible to get good times.  They are $135 for a 2 hour session.  They charge $500 for reserving a lane and that might be nonrefundable.  If we book it and later cancel, they might be able to refund us if they are able to fill our spot. 

Michael will send out an email to parents to look for at least 10 commitments, with money down.  If he can get 10 commitments, he can book the sessions.

2012/13 Race Team Fees:  Michael handed out a proposal based on ideas he’s gathered from parents on how to get more racers to go to races.  This could help us financially by not having such a large amount of race expenses covered by the club, since the more kids that attend a race, the less the club has to contribute.  Michael presented a package with three options families could choose from to register for, beginning with a fee for those who do not plan to race at all, to those who plan to do 4-5 races in the season.  He will work on the proposal further, as all felt it is a positive step.  Shane indicated he thinks it would be a big help to the coaches to know who is going to which races at the start of the season.

Meeting adjourned at 8:25 p.m.

Submitted by:  Barbara Vinna, Outgoing Secretary

May 14, 2012

Directors Present:  Michael Jones, Acting President; Swan Bender, Secretary; Tom Pulver, Head Coach; Barbara Vinna, Secretary

Guests:  Amy Kraham

Meeting was called to order by Michael at 6:15 p.m.

Minutes:  The March minutes were emailed to all directors by Barbara.  A motion was made by Swan to approve the minutes; all approved.

Treasurer’s Report:  Swan provided copies of the April balance sheet, profit and loss summary (from July 1, 2011, through April 11, 2012), and a Treasurer’s Report.

Michael got the bank statement switched to paper, which will be mailed to the KKSC P.O. Box.  The bank has said all officers must be on account, and is now saying only those on the signature card have access to the account, in contradiction to what they said earlier.  However, this is how we want it set up.  Michael spoke with the bank today, and verified that only signers can move money out, while Swan can move money between the accounts but not outside.  Tom indicated he was never a signer on the account until this year when Dan had him added on.  He will continue being a signer for checks, as will Michael.  All Tom needs is to know the balance of the coach’s account. 

Swan has not received paper bank statements for the past three or four months as Dan switched us to email statements and they were sent to his work address, not the KKSC Gmail address.

As of this date using the QB accounts, we have the following amounts recorded in KKSC’s accounts:

Business checking:       $9,592.42

Business savings:          $5,500.00

Scholarship checking:  $4,008.23

Coaches debit:              $1,190.58  (This is actually less than stated as a bill is coming for around $200 for replacement feather bases and banana plugs for the race. The amount does reflect a $500 transfer from business to coach’s account before Buddy Werner by Michael.)

To Pay: KKSC liability insurance renewal proposal has been submitted for our approval and acceptance.  It is due and payable by our renewal date of April 17 for $3,838.00, which will come out of business checking.

We need to reimburse Swan Bender $13.48 for our March fees from Eventbrite.  Ticket sales totaled $302.14.  Also, $26.09 for 200 copies of liability registration forms for Raven’s Edge Race.  Total of $39.57 to Swan is due.  We also need to reimburse Steve Work $90.00 for Split Second timing software license update.

A motion was made by Tom to reimburse Swan for Eventbrite fees and copies and Steve Work for timing expenses as described above.  Motion seconded by Barbara.  All approved the motion.

Accounts Receivables:  KKSC is owed $5,260.00 by the race team families:

Team registration fee – $240.00

Race team member scholarships – $760.00

Away races – $4,260.00

There are five race team families with eight racers who have received invoices and statements for team registration since January 8, 2012 and who still have not paid the $30 fee. 

Unity HR:  The payroll processing through Unity HR has gone smoothly.  KKSC received the documentation for our quarterly tax reports and payments for the first quarter of 2012.  Swan has one more ‘new’ coach to process through Unity HR for the next payroll period, Dallas Kelly, and has received his paperwork.  He worked in March but will receive his paycheck with April’s payroll because he just turned in his employment paperwork this past week.

Buddy Werner:  All of the family’s except one have been billed because Swan is still waiting to hear back from the SAR administrator to see if they will change the price on the racer’s entry form since he bought a season pass.  Shane suggested it would affect his entry fee.

Scholarships:  Swan contacted Jake Bobst and Pat Hammell (MBSA) concerning the lack of scholarship invoicing.  Jake would like a copy of the scholarships KKSC has granted this year so he can invoice us. We will ask Peter to send a letter with the spreadsheet.

PCI Compliance:  KKSC is PCI compliant at level C for the next year through March 7, 2013.

Dept. of Revenue:  Swan has filed “no business activity” for the first quarter (Jan-March) of 2012.  We will owe sales tax on the race.

Eventbrite:  Swan was able to gain access to Eventbrite and set up registration for Raven’s Edge 2012.  The website allowed the sales tax to be included and paid for by the entrant.  KKSC will then pay the collected sales tax at the end of the second quarter (April-June) to the Dept. of Revenue.

PayPal:  Swan gained access to the KKSC PayPal account which is linked to the People’s coaching staff account.  She has passed the username and password to Michael and will give it to one other KKSC board member.

Raven’s Edge:  There are 30 tickets sold as of 2 pm today.  Swan refunded the ticket price and fee, etc., to the individual who thought he was signing up for the Easter egg hunt.  One entrant paid by check and was received and payment processed at Eventbrite and deposited in our business checking ($78.41).  Tom said a few people have asked him why the price went up so much.  Michael suggested having a poster board at registration describing what scholarships we’ve given this year with funds, mentioning situations but not specific names.

We have received $2,400 from ten sponsors to date.

Raven’s Edge:  Gwyn will not be at the race but Tom has Herb, Denny and Terri as his contacts.  Set-up will start on Friday at 6:30 a.m. 

Barbara hung about 35 posters, but it seems that no one else picked any up.  Next year we need a more organized approach and/or print fewer posters.

Volunteers:  30 lunches are needed.  Michael will bring donated granola bars to add to the lunches.  Marija Henderson and the Taylors will prepare the lunches.

Sunday is covered for volunteers.  We still have a few openings for Saturday.  Katie sent around a description of the registration process which is helpful.  George will be in charge of registration.  A cash box and credit card machine will be brought up.  Eventbrite is open until 10 a.m., but a decision was made to bring the credit card processing machine in case the internet does not work.  Medals can be sorted by some of the kids in the a.m.  Gatekeeper clipboards will be brought up.  USSA gatekeeper cards can be printed online for volunteers.  Tom is looking for reliable racing scoreboard sheets.  Supplies/equipment will be brought up by Tom.

Steve will type in the information from Eventbrite but Michael is compiling them.  Initially there was an error on Eventbrite so we are lacking information for the first seven entries made.

The t-shirts came to $1,129.39, which is owed to Amjay.  Another bill for $181.00 will come from Wake and Bake for free latte and scone gift cards for volunteers.

We do have a start tent if needed.  A radio is not necessary at the finish as the start shack person is already connected (hard-wired) with timing person.

Cash is needed for the race.  Michael signed a $100 check to Cash for this purpose.  Swan gave it to Amy who will give the check to George or Katie so they can cash the check for registration change. The only coins used will be quarters and we will round off any change to quarters.

Bylaws Amendment:  Swan and Michael are on this committee, and Amy offered to assist them.  The resolutions that have changed bylaws need to be incorporated.  The bylaws were set aside when we became a nonprofit.  None of our resolutions have been registered with the county but the bylaws have been. 

Volunteers:  A discussion about how to get more parents involved with volunteering generated some ideas.  A meeting after lunch with parents on Sundays would serve to keep them informed.  Keeping information posted on the website is important and we sort of fell off on this during this season.  Two parents have offered to rebuild our website.  Michael will be meeting with them.  It would be great to get our brochure on it.

Jacket Replacement Planning:  This topic will be put on next month’s agenda to set a budget for next year and have Shane involved in the purchase and design decision.

End of Season Party:  A budget for the end of year party was set at $350.  $144 has already been spent to reserve the room.  We have two volunteers, Erica Work and Stephen Trinkhaus, who offered to help.

We decided to place the order for 82 team sweatshirt hoodies, and set the price at $25.  Michael will order these to be ready at the party.

2012/13 Pre-Season Camp:  We discussed a 2012/13 pre-season camp at Sun Peaks over the U.S. Thanksgiving weekend.  All decided we should try to make it happen.  Michael will start looking into the details.

Meeting adjourned at 8:13 p.m.

Submitted by:  Barbara Vinna, Secretary

KKSC BOARD MEETING, APRIL 11, 2012 

 

Directors Present:  Michael Jones, Acting President; Swan Bender, Secretary; Tom Pulver, Head Coach; Barbara Vinna, Secretary

Guests:  Amy Kraham

Meeting was called to order by Michael at 6:15 p.m.

 

Minutes:  The March minutes were emailed to all directors by Barbara.  A motion was made by Swan to approve the minutes; all approved.

Treasurer’s Report:  Swan provided copies of the April balance sheet, profit and loss summary (from July 1, 2011, through April 11, 2012), and a Treasurer’s Report.

Michael got the bank statement switched to paper, which will be mailed to the KKSC P.O. Box.  The bank has said all officers must be on account, and is now saying only those on the signature card have access to the account, in contradiction to what they said earlier.  However, this is how we want it set up.  Michael spoke with the bank today, and verified that only signers can move money out, while Swan can move money between the accounts but not outside.  Tom indicated he was never a signer on the account until this year when Dan had him added on.  He will continue being a signer for checks, as will Michael.  All Tom needs is to know the balance of the coach’s account. 

Swan has not received paper bank statements for the past three or four months as Dan switched us to email statements and they were sent to his work address, not the KKSC Gmail address.

As of this date using the QB accounts, we have the following amounts recorded in KKSC’s accounts:

Business checking:       $9,592.42

Business savings:          $5,500.00

Scholarship checking:  $4,008.23

Coaches debit:              $1,190.58 (This is actually less than stated as a bill is coming for around $200 for replacement feather bases and banana plugs for the race. The amount does reflect a $500 transfer from business to coach’s account before Buddy Werner by Michael.

To Pay: KKSC liability insurance renewal proposal has been submitted for our approval and acceptance.  It is due and payable by our renewal date of April 17 for $3,838.00, which will come out of business checking.

We need to reimburse Swan Bender $13.48 for our March fees from Eventbrite.  Ticket sales totaled $302.14.  Also, $26.09 for 200 copies of liability registration forms for Raven’s Edge Race.  Total of $39.57 to Swan is due.  We also need to reimburse Steve Work $90.00 for Split Second timing software license update.

A motion was made by Tom to reimburse Swan for Eventbrite fees and copies and Steve Work for timing expenses as described above.  Motion seconded by Barbara.  All approved the motion.

Accounts Receivables:  KKSC is owed $5,260.00 by the race team families:

Team registration fee – $240.00

Race team member scholarships – $760.00

Away races – $4,260.00

There are five race team families with eight racers who have received invoices and statements for team registration since January 8, 2012 and who still have not paid the $30 fee. 

Unity HR:  The payroll processing through Unity HR has gone smoothly.  KKSC received the documentation for our quarterly tax reports and payments for the first quarter of 2012.  Swan has one more ‘new’ coach to process through Unity HR for the next payroll period, Dallas Kelly, and has received his paperwork.  He worked in March but will receive his paycheck with April’s payroll because he just turned in his employment paperwork this past week.

Buddy Werner:  All of the family’s except one have been billed because Swan is still waiting to hear back from the SAR administrator to see if they will change the price on the racer’s entry form since he bought a season pass.  Shane suggested it would affect his entry fee.

 

Scholarships:  Swan contacted Jake Bobst and Pat Hammell (MBSA) concerning the lack of scholarship invoicing.  Jake would like a copy of the scholarships KKSC has granted this year so he can invoice us. We will ask Peter to send a letter with the spreadsheet.

PCI Compliance:  KKSC is PCI compliant at level C for the next year through March 7, 2013.

Dept. of Revenue:  Swan has filed “no business activity” for the first quarter (Jan-March) of 2012.  We will owe sales tax on the race.

Eventbrite:  Swan was able to gain access to Eventbrite and set up registration for Raven’s Edge 2012.  The website allowed the sales tax to be included and paid for by the entrant.  KKSC will then pay the collected sales tax at the end of the second quarter (April-June) to the Dept. of Revenue.

PayPal:  Swan gained access to the KKSC PayPal account which is linked to the People’s coaching staff account.  She has passed the username and password to Michael and will give it to one other KKSC board member.

Raven’s Edge:  There are 30 tickets sold as of 2 pm today.  Swan refunded the ticket price and fee, etc., to the individual who thought he was signing up for the Easter egg hunt.  One entrant paid by check and was received and payment processed at Eventbrite and deposited in our business checking ($78.41).  Tom said a few people have asked him why the price went up so much.  Michael suggested having a poster board at registration describing what scholarships we’ve given this year with funds, mentioning situations but not specific names.

We have received $2,400 from ten sponsors to date.

Raven’s Edge:  Gwyn will not be at the race but Tom has Herb, Denny and Terri as his contacts.  Set-up will start on Friday at 6:30 a.m. 

Barbara hung about 35 posters, but it seems that no one else picked any up.  Next year we need a more organized approach and/or print fewer posters.

Volunteers:  30 lunches are needed.  Michael will bring donated granola bars to add to the lunches.  Marija Henderson and the Taylors will prepare the lunches.

Sunday is covered for volunteers.  We still have a few openings for Saturday.  Katie sent around a description of the registration process which is helpful.  George will be in charge of registration.  A cash box and credit card machine will be brought up.  Eventbrite is open until 10 a.m., but a decision was made to bring the credit card processing machine in case the internet does not work.  Medals can be sorted by some of the kids in the a.m.  Gatekeeper clipboards will be brought up.  USSA gatekeeper cards can be printed online for volunteers.  Tom is looking for reliable racing scoreboard sheets.  Supplies/equipment will be brought up by Tom.

Steven will type in the information from Eventbrite but Michael is compiling them.  Initially there was an error on Eventbrite so we are lacking information for the first seven entries made.

The t-shirts came to $1,129.39, which is owed to Amjay.  Another bill for $181.00 will come from Wake and Bake for free latte and scone gift cards for volunteers.

We do have a start tent if needed.  A radio is not necessary at the finish as the start shack person is already connected (hard-wired) with timing person.

Cash is needed for the race.  Michael signed a $100 check to Cash for this purpose.  Swan gave it to Amy who will give the check to George or Katie so they can cash the check for registration change. The only coins used will be quarters and we will round off any change to quarters.

Bylaws Amendment:  Swan and Michael are on this committee, and Amy offered to assist them.  The resolutions that have changed bylaws need to be incorporated.  The bylaws were set aside when we became a nonprofit.  None of our resolutions have been registered with the county but the bylaws have been. 

Volunteers:  A discussion about how to get more parents involved with volunteering generated some ideas.  A meeting after lunch with parents on Sundays would serve to keep them informed.  Keeping information posted on the website is important and we sort of fell off on this during this season.  Two parents have offered to rebuild our website.  Michael will be meeting with them.  It would be great to get our brochure on it.

Jacket Replacement Planning:  This topic will be put on next month’s agenda to set a budget for next year and have Shane involved in the purchase and design decision.

End of Season Party:  A budget for the end of year party was set at $350.  $144 has already been spent to reserve the room.  We have two volunteers, Erica Work and Stephen Trinkhaus, who offered to help.

We decided to place the order for 82 team sweatshirt hoodies, and set the price at $25.  Michael will order these to be ready at the party.

2012/13 Pre-Season Camp:  We discussed a 2012/13 pre-season camp at Sun Peaks over the U.S. Thanksgiving weekend.  All decided we should try to make it happen.  Michael will start looking into the details.

Meeting adjourned at 8:13 p.m.

Submitted by:

Barbara Vinna, Secretary

Directors Present:  Dan Bergman, President; Michael Jones, Vice President; Tom Pulver, Head Coach; Barbara Vinna, Secretary.

Directors Absent:  Swan Bender, Treasurer.

Guests:  Peter Longwood and Shane Kelling.

The meeting was called to order by Dan at 6:05 p.m.

Minutes:  The February minutes were sent out to board members for their review.  All approved of the minutes which are posted on the website.

Treasurer’s Report:  Swan submitted the March Treasurer’s Report along with the balance sheet and profit and loss statement. As of February 2012, we have the following reconciled in the KKSC accounts:

Business checking:                    $12,595.06

Business savings:                       $ 5,500.00

Scholarship checking:                $ 4,008.23

Coach’s debit:                             $   690.58

KKSC total cash on hand is $22,793.87.  We have a total of $1,420.00 owed to us from race team families for team registration or away coaching fees covering seven races and twenty-one racers.

We have not paid any away coaching payroll at this time.  The December through February payroll looks to amount to 104 hours @$15.00 and 80 hours @ $12.50, including approximately 22% for payroll taxes and the monthly payroll processing fee.  (Tom suggested that our current process of paying $12.50/hour for unlicensed coaches and $15/hour for licensed coaches be discussed in depth prior to next season.  We are also paying the USSA and PNSA cards for our licensed coaches.  All must have background checks if they coach in sanctioned races.)  Swan will add two more coaches to the payroll for the Buddy Werner race.

The cost of the 14 jackets for our Buddy’s participants came to $498.83.  We need to reimburse Shane for this purchase as he paid this on his personal debit card.  A motion was made by Michael for us to reimburse Shane for $498.83 for the jackets; all approved.  The Buddy Werner Championships 2012 logo will be printed on the front of the jackets. 

The KKSC liability insurance check will be due and payable the middle of April.  Swan expects it to be around $3,000.

Unity HR – (Payroll processing) – Swan signed the proposal between Unity HR and KKSC for them to process our coach’s payroll, process the quarterly and year-end tax filings and W2s.  Everything is ready to go except for the documentation from two coaches she will get from Tom.  Unity will process the information and cut the checks with Michael’s signature once Swan sends them the paperwork.  Swan will pick up those checks this week and mail the Dec.-Feb. payroll to our coaches.

Scholarships – We have not yet received an invoice from MBSA for any scholarships to date.  We have invoiced ourselves for our race team scholarships but those invoices have not been ‘paid’ because Swan is not a signer on any account.  Swan updated the spreadsheet from the last meeting but we are waiting to hear how much we will be billed before the final figure comes in.

2011 W3 Reporting – The deadline to file the 2011 W3 form for KKSC (transmitting all the W2 wage and tax statements for 2011) was February 29, 2012.  The form W3 and copies of all W2s for 2011 was mailed on February 14, 2012.  All of our coaches from 2011 received their W2s by January 31, 2012.

Dept. of Revenue – Swan forwarded board members the DPR response to her question concerning our April fundraising event, the Ravens Edge Race – and whether there was a state tax on the entry fee.  DOR reported back with a binding response that yes indeed our entry fee was taxed.  We have two options:  1. Include the tax in the fee we list so the fee is listed as $45, tax included, and then we back the tax out and pay it. 2. Since we sell our tickets through PayPal, we add the tax feature there and the entry fee of $35.00 + 8.5% (whatever MBSA tax is) = total owing $37.98.  Swan prefers option two.  We agreed to do option two for this season.  However, we should try to contest this next year by reframing the explanation, as the race truly is somewhat of a fundraiser.  One thought is to transfer the profit to the scholarship account next year.  By demonstrating we are using it for scholarships we could be exempt from paying state taxes. 

In line with this issue, Tom suggested we check to confirm we do not need sales tax charged at the swap.  Previously we were not required to because of our nonprofit status, but the rules have now changed. 

It would be helpful to have a tax accountant or tax attorney to consult with on these issues.

Dept. of Labor 2011 Survey of Occupational Injuries and Illnesses is a mandatory report and Swan has also filed this. 

PCI Compliance – As the use and storage of credit cards has become a necessity in our cash management and with them the storage of the customer’s electronic personal data, the threat of a potential data breach increases.  With these threats, PCI compliance steps have been created to govern the safekeeping of account information to protect KKSC, as well as all businesses, from losses due to fraud.  Peoples Bank, our credit card processor, has created the PCI Self-Assessment Questionnaire to be completed online by the end of March 31, 2012.  This deadline must be reached or KKSC will be charged a monthly $25 non-compliance fee starting in April 2012.  Validation of PCI compliance is required annually by all merchants accepting Visa and MasterCard.  Swan will get this done by March 31.

Swan also put together the financial figures for our insurance renewal and sent those figures and the financial statements on to Dan so he can complete our application.  Dan will follow up on this.

Tom indicated Swan is concerned about the requirement for a 1099 for anyone making over $600 annually.  Do we need to do one for anyone purchasing more than that amount at the swap?

Coach’s Report:  Shane reported that Buddy’s is at Schweitzer March 23-25.  He will get a check from Swan to mail out for our team entry fee.  Shane has booked a block of rooms for our kids and families, but only five have been claimed. 

The Evergreen Cup is at SPAC March 17-19.  Tom will try to get a coach for the Thursday training day for one racer we will have there.

Bylaws:  Still on agenda to review prior to next season.

Website Committee:  Was unable to meet.  There are three parent volunteers willing to help Dan with this project.

2012 Team Fleece Jackets:  Michael indicated the sales went well on these jackets and there have been requests for more of them.  We have only a few of the smaller sizes remaining.  Michael will explore the cost and options available of ordering hoodies and having them screen-printed with a small logo on the chest.  These would be offered for sale at the team banquet and again would serve as a small fundraising activity.

Ravens Edge Race:  Peter Longwood will be in charge of fundraising for the race.  We will stick with the same contribution values, i.e. for $200 you get name/logo on the t-shirt, for $300 a banner, $500 you also have name on posters, and for $1000 we mention the donator’s name in all ads and promotional sites. 

Steve Taylor is uncertain if he can commit to serving as volunteer coordinator.  Dan will try to get another parent for the position if Steve cannot.  The timing will be worked out by Shane, Lois and Peter, possibly Dave Zagelow and Steve Work can help, too.  Every Friday before the race we need to get our license for the split second timing and pay them $45 for our key that links the computer and software.  The timer needs to be picked up from Mt. Baker and tested to ensure it is working.

The posters need to be done by March 23^rd.  We need to be certain to get them up on the mountain.  Dan will ask Katy Mundell if she can help with getting the posters printed.  We should mention Robert Davis on the posters, who passed on last summer and historically was a major supporter of the Raven’s Edge in various ways.

We will limit the race to 100 racers both days.  Tom will look into medals left over from last year and add more as needed.  It’s possible he can get some medals leftover from the mountain.

We will have to add taxes onto the entry fee.  The fee will be $35 for each day again for those prepaying, otherwise it will be $40 on the day of registration.  We will need to update our release forms to 2012.  Tom can notify other area race teams of the event.

Summer Camps:  Discussed summer ski camp options.  Michael suggested we advise families of summer camp options.  The PVA camp was discussed, as was the SPAC/Lyon camp. We do not have the ability to do our own camp, Tom indicated.  Michael will prepare an email about PVA, and Tom will try to research SPAC/Lyon.

April Board Meeting:  This will be held on Wednesday, March 28^th, due to several board members being away the following week for spring break. 

Meeting adjourned at 8:35 p.m.

Submitted by:  Barbara Vinna, Secretary

 

Directors Present:  Dan Bergman, President; Swan Bender, Treasurer; Tom Pulver, Head Coach; and Barbara Vinna, Secretary

Directors Absent:  Michael Jones, Vice-President

Guests:  Amy Kraham

Dan called the meeting to order at 6:15 p.m.

Minutes:  The minutes were sent out to board members for review and have been posted by Barbara on the website.

Open Officer Position:  The position of secretary will open up at the end of the season.  Amy Kraham has volunteered to fill the position to replace Barbara.  The board can vote on this at the May meeting.

Treasurer’s Report:  Swan provided a written treasurer’s report, as well as the Feb. 1^st balance sheet and profit and loss previous year comparison reports.

As of January 29, 2012, we have the following reconciled in the KKSC’s accounts:

Business checking:      $15,504.50

Business savings:         $ 4,007.25

Scholarship checking:  $ 4,690.75

Coach’s debit:              $    657.68

KKSC total cash on hand is $24,860.18.

Accounts Receivable as of 1/31/2012 is $1,930.00.  This is for three races/fifteen racers:  Webb Moffett, the J3 Qualifier at Mt. Spokane and Apple Cup.  The remaining $720.00 is for team registration that has been billed but not received.  Of the potential $2,400 received from the 2012 season team registration, do we want to allocate a certain percentage towards jacket replacement?  A decision was not made on this.

Michael Jones questioned the necessity of the treasurer receiving email approval from the board members for mileage reimbursement checks to coaches for driving to away races.  Swan would prefer continuing with these requests as she’s not comfortable distributing checks without the eyes of board members on those distributions.  Tom also indicated he wants to continue reviewing the requests.

Payroll processing:  The payroll addition to QuickBooks costs $395 to add.  This is not an acceptable cost, but Swan has to weigh her volunteer time spent processing the 2011 forms by hand and/or any 2012 payroll checks and quarterly tax filings against it and it becomes reasonable.  Kelly Heggem also doesn’t have QuickBooks and is faced with the same issue but may consider doing the payroll by hand which would cost us more. Unity HR is willing to renegotiate and their price of $280 for the equivalent of 3 payrolls, quarterly reports and year end is pretty decent.  Tom’s company computer has QuickBooks and he will see if his new bookkeeper can do our payroll.

2011 W2s have been processed and mailed by the January 31^st deadline.  The 2011 W3 is completed and ready to be processed online once Swan receives the registration information from the Social Security Administration.  The 4^th quarter 2011 941 report/filing was processed by Swan and mailed by the January 31^st deadline.

Coach’s Report:  Tom reported one of our skiers was injured last Sunday after falling off the chairlift.  The incident was handled according to protocol. 

The Hampton Cup is this coming week end and so far the plan is that Britta will be going along with three racers.  Britta has a place to stay and does not need a room.  The J3 qualifier number 2 is coming up on President’s Day week end at Mt. Hood, and we have two going to that so far.  Wolf Chase at Loup Loup is February 11^th and 12^th, and Tom is uncertain about participants and coaches going.  SPAC Evergreen Cup is March 17, 18, and 19^th.  We have no racers going to any of the J1 qualifiers.  All races were updated on the website by Dan.  Dan will also compile a list of those who qualified for Buddy’s and send it out.  There will be 7 girls and 7 boys going to the race from the J4 and J5 groups.

Swan will send out monthly statements for those that owe for race and/or registration fees.

We discussed having parent coordinators helping organize our team for races.  Tom indicated this was very helpful last year to the coaches.  It would be especially helpful for Buddy’s, which is the most labor intensive race we have. 

Ravens Edge Dual Slalom:  In preparation for Ravens Edge, our first need is to have volunteer coordinators in place.  Last year, volunteer coordinators were Peter Longwood for fundraising and Steve Taylor on the hill.  We can ask if they want to do the same this year.  Maximum racers are 100 per day.  We can do the agenda at the March meeting, along with setting the entry fee.  Fundraising needs to begin soon.  We should have the information for t-shirts to Amjay by the first of April.  The race is scheduled for April 14 and 15.

Scholarship Committee:  Peter was unable to be at the board meeting and sent information on recent scholarship requests to board members.  So far we have approved $3,940.00 for scholarship expenditures, although we have not yet been billed by the mountain for some of them.  One request for adaptive equipment was withdrawn by the applicant.  Peter has indicated he is supportive of the three new scholarship applications he has received for kids that have been referred by the schools.  We will first need to approve increasing the scholarship fund if we decide to cover additional scholarship applications.  Currently the fund is limited at $4,000.  Peter would like to at least be able to give the new applicants some assistance, i.e. $50 each, if possible. Tom indicated that it appeared from the three applications that some of the programs they want help with are now ¾ over and the requests seem dated.  Swan or Peter will talk with Pat about the status of these requests.

We also have requests to assist several MBRT kids with race expenses.  The general idea is we help with one race per family, Peter indicated.  Coach’s kids are not required to pay the $50 per day coaching fee.  Although we do not incur a loss on this money, we still need to transfer the funds from the scholarship account to the business account, as is the case with any other scholarships for our racers.

After a lengthy discussion on the issue of increasing the scholarship fund, a motion was made by Swan to increase the scholarship allocation to $5,500.00 for the 2011-12 Season.  Motion was seconded by Tom.  All approved.   Funds remaining from this amount at season’s end will be carried over in the scholarship account for next year.  All scholarship requests to date are therefore fully funded. 

Bylaw Committee:  It will probably be summer before these are reviewed.

Website Committee:  Dan has spoken with three volunteer parents who are willing to help out with the website.  He wants a back office set up on the website for payments, but not for payroll.  He will probably do a monkey survey to see what parents are looking for.  The goal is to have the online payment system set up by registration time, and prior to the ski swap, next fall.  The target date for having our own server is also next fall.  Dan would like to do the board emailing on the website, so that emails go to the position not the person, with the ability to forward.  The back office will be complicated to set up. 

2012 Team Jackets:  Michael sent out an email informing us the fleece jackets he ordered are in.  They are REI brand, in various colors and sizes.  The board agreed with Michael’s recommendation to offer them for sale at $35 per jacket.  This will raise $10 per jacket after our costs are paid, a total of $320.00 altogether.  They will be embroidered with the team logo.  Michael plans to coordinate a sale day at Mt. Baker, with any leftover jackets being sold at the year-end party.

Communications:  Parents are asking for better communication.  We discussed the process of sending out emails to keep the team informed, and how to formulate a list of names from the current one which is outdated. 

The mountain sends out notices to all if it is closed.  We do have a Twitter account, and Megan Mundell is willing to take it over.  A Facebook account was started by David Zagelow, which is good for the swap and Ravens Edge.  Tom will talk with David to see if he wants to maintain Facebook.

Jackets:  Jackets are a dead issue until we make a decision to order more.  It should be noted that some of the jackets kids have are the old Spyder jackets, which Shane gave out to a few kids, and he might not have required them to be returned at season’s end.

Meeting adjourned by Dan at 8:40 p.m.

Submitted by:  Barbara Vinna, Secretary

Directors Present:  Dan Bergman, President; Michael Jones, Vice-President; Swan Bender, Treasurer, Tom Pulver, Head Coach, and Barbara Vinna, Secretary.

Guests:  Peter Longwood and Amy Kraham.

Dan called the meeting to order at 6:15 p.m. 

Minutes:  Barbara emailed the December minutes to all directors for review.  Suggested corrections were completed prior to publishing the minutes on our website.  The December minutes were approved by all.

Treasurer’s Report:  Swan provided a written treasurer’s report, as well as the Jan. 4^th balance sheet and profit and loss previous year comparison reports, which included the following information:

At this point in time we have the following reconciled in KKSC accounts:

Business checking:    $14,658.23

Business savings:      $4,007.25

Scholarship checking:   $4,690.75  (includes $500 from split board Shane sold)

Coach’s debit:       $1,266.69

KKSC total cash on hand is $24,622.92.  Swan is not aware of any outstanding bills, but there were two races and the coach’s account will have some activity for lodging and we will owe mileage.

The financial statements do not indicate team registration fee as yet because Swan has not received any accurate amounts to document or deposit into our account.  She did receive two old registration forms with $25 checks from two different families and proposed we return the check with the proper form for them to complete.

Payroll processing is no longer available to us through Ultra Tank’s bookkeeper.  Swan has a rate sheet from Unity HR, a payroll processing company, to review.  The one time set-up fee is $200, with a monthly processing fee of $61/month and $1.00/employee.  They offer import into QuickBooks; secure check signing; and quarterly tax reporting.  Their year-end reports and tax filing costs total $70.  Tom said he has another possible option in having his new bookkeeper take on the responsibility for payroll, although it is too soon to give her that responsibility now.  Swan has also contacted Kelly Heggem to see if she is interested in picking up the KKSC payroll processing and offering us a quote.

The 4^th quarter Employment Security and Labor and Industries tax liability filings were completed this afternoon with “No activity to report” filings.

Swan provided a written summary of the 2010-11 away race income/coaching expenses and a Ravens Edge income/expense summary from 2007-11 for our review.  We met our goal of 50-55% subsidization of the race team program last year, compared with 50% in the previous year.  Based on history, we can anticipate about $8,000 will go towards subsidizing races this year out of about $20,000.  We have the potential for making $2,000 from the Ravens Edge if our expenses are the same as last year.  Although the race is not truly a fundraiser, all agreed the race should continue being held annually.

Scholarship Committee:  Peter reviewed a couple of scholarship applications he has received.  If they are approved we will have approved a total of $3,855 in scholarship funds to date this season.  Tom indicated he was given two applications by Trudy for $300 for adaptive equipment.  We previously approved $4,000 for the scholarship program this season.  There is also another application that was submitted to the office today.  Tom will email Jake to get the rates on this application, which could put us over the $4,000.  Tom will talk with Jake about possibly giving us a cut on the adaptive equipment and the new applicant’s requested program.

Safe Kids Program:  Tom looked over the helmet brochures Swan brought describing the helmets Safe Kids would purchase with our donated funds and thought they looked great.  Tom made a motion for KKSC to give $250.00 to Safe Kids for ski and snowboard helmets (not the snow sports helmets).  All approved.  We would like Safe Kids to buy the 24 helmets our donation will cover and distribute them, and we will refer families to Safe Kids who have limited funds and need help obtaining helmets at little or no cost.

Races:  The calendar was updated to include upcoming races.  We will begin planning for the Ravens Edge at the Feb. meeting.

Team Shirts/Jackets:  Michael has had requests for team shirts in women’s and little kid’s sizes. Dan made a motion to order team shirts for $600 expenditure plus the costs of embroidery, shipping and taxes.  All approved. We also discussed the option of purchasing patches.  All were in agreement not to allow anyone to silkscreen our logo on personal jackets again as we have in the past. This could lead to confusion if they continue to wear the jackets on the mountain once they are no longer race team participants.

Coach’s Report:  The Apple Cup is coming up and the J-3 qualifier.  We will probably do the qualifier for Buddy Werner the end of January.  Swan pointed out that Buddy Werner is an oddity in the respect that we pay team registration as a whole, not individually.  Loup Loup (Wolf Chase) is the only race where only the entry fee is paid as a team.

A parent attended the meeting with some questions regarding the Racer Development Program/Mt. Baker Race Team, which Tom provided information on.

Parent Meeting:   A few years ago, Katie Mundell created a draft brochure, describing our program.  Michael completed the brochure and brought copies for the board to review.  A few changes were made.   He or Dan will get it reproduced to have on hand at the parent meeting.  A reminder email to parents on the meeting will go out by Michael after Tom attempts to get an updated list from Hilary.  We will meet at the top floor of the upper lodge.  The afternoon jacket handout will take place in the afternoon on the bottom floor.  Shane, Tom and Dan will conduct the meeting.  Dan, Michael, Swan, Barbara, Lois and Peter will be available to hand out jackets in the afternoon.  We will need to get name, jacket number, and verification of registration forms and fees paid prior to issuing jackets. 

Meeting adjourned at 8:40 p.m. by Dan.

Submitted by:  Barbara Vinna, Secretary

 

Directors Present:  Dan Bergman, President; Michael Jones, Vice-President; Swan Bender, Treasurer; Tom Pulver, Head Coach; Barbara Vinna, Secretary

Guests: Shane Kelling, Peter Longwood, Andy Walker, Jim Litsch, Jake Bobst and Hilary Mosich of Mt. Baker Ski Area

Meeting was held at Anvil Corporation and called to order at 6:20 p.m. by Dan.

Minutes:  All approved the November minutes that went out by email after the last meeting.

Treasurer’s Report:  Swan provided a written treasurer’s report, as well as balance sheet and profit and loss statement.  The final numbers for the swap are as follows:

Sales were $96,310.87 and the raffled tent from REI brought in $190.75.  Vendors were paid out $54,329.60 and the public $25,067.00, for a total of $79,396.60.

Room rental came to $1,200; credit card processing was $1,691.87, and advertising expenses were $1,288.09.  Meals for volunteers were $529.05, and miscellaneous expenses, including signs, totaled $624.75.  Other expenses, i.e. cash from till to purchase supplies, came to $1,520.87.  We incurred $539.40 in losses.  The total of these expenses came to $7,394.00. 

In summary, KKSC made $9,520.27.  This was a record year in sales, but also in expenses.  We will get a committee together to begin plans on the next swap after the Raven’s Edge. 

Swan found very few errors in the swap checks, thanks to great work by Michael, Kristen, Lois and Swan. 

Swan has reserved the Bloedel Donovan multi-purpose room for the 2012 ski swap, October 18-20.  The charge was $400/day or $1,200.00.  As a 501c.3 organization we received a 50% discount on the daily commercial charge because our event raises money.  However, KKSC received notification from the Parks and Rec Department that starting in 2012 the discount fee will drop to 25% and the facility fee will be raised from $800/day to $960/day.  Our discounted rate then will only be $720/day, the rental thereby costing us $2,160.00 for 2013.

Shane still has some gear left to get back to people from the swap.

The final 990 was mailed, certified and received by the IRS before our November 15, 2011 deadline.  Swan offered to have copies available for anyone wanting to review it. 

One team registration fee has been received so far.  The scholarship checking account is now opened, and the former scholarship savings account is now our business savings account.  Debit cards are attached to the coach’s account.

Scholarship Committee:  Peter passed out spreadsheets with applicant information.  We have 11 requests, 2 of who previously received scholarships.  Applications were reviewed by the committee for approval.  Peter and Jake will coordinate responses to each application.

The liability form Michael created for scholarship recipients was reviewed by Jake, who indicated the helmet requirement stated therein is acceptable because it is our form. (The mountain’s liability release does not require the use of helmets.)

We did not receive funds from corporate donors Barbara submitted applications to for scholarship funds.  We are a sports-related organization, not providing a basic need, and have no stewardship components, all attributes that look attractive to potential donors in the community.  Also, we might benefit from having someone skilled in grant writing help with the application process.  We can look at other avenues to pursue funds, but this discussion was tabled until the January meeting.

Raven’s Edge Dual Slalom:  Dan reported the dates are confirmed for this race as April 14 and 15, 2012.

Coach’s Report:  Mt. Baker Racer Development Program began last Sunday, with over 70 kids signed up.  Tom indicated they already have 95% of what the coaches can handle, and will be limit the program to about 80 kids.  We need kids to be at a sufficient level of skiing, and they need to be able to ski North Face.  They started opening day with gate training.  The Christmas Camp is set to go, and the Midweek Program has four kids signed up.  Drop-ins are welcome but must check with Jake by the Sunday prior to the day one wants to attend.  Tom has 12-13 coaches, one out with an injury.  There are four new coaches, all with coaching experience. 

The recommended training for J-3’s is 60% on courses, 40% out, for that age group per Tom.  We are unable to offer gate training every Sunday, but our kids come out of our program being great skiers in all conditions, not just racing. 

Tom listed upcoming races, which were added to web site.  The first race is for J-3’s on Dec. 30 and 31 at Snoqualmie Pass.  Some of our kids are going.  Those intending to go to the J-3 qualifier on Jan. 14-16 at Mt. Spokane should get online registration and lodging set up.  Coaches will stay at the Quality Inn.  Tom will send out email to J-3’s regarding this.  The Northwest Cup 2 is Jan. 5-8 at Schweitzer.

Tom will try to get up a message board at the lodge, posting the plans for doing race training on Sundays, after the decision is made.  This will let kids know what equipment to use.

Two parents were in attendance with general questions about the program, which Tom answered.  Dan, Gwen, Hilary, and Jake have met regarding the program.  For now the main focus will remain all mountain training with a component for race instruction. 

Tom requested authorization to replenish his wax supply.  All racers are expected to have skis waxed before racing.  He’s not purchased any for 3 years.  Swan made a motion to approve to using $400 from the budget for Tom to use to purchase wax, along with a drill for the away race coaches and midweek training coach, as well as a $50 charger that might be needed for the existing drill.  All approved this motion.

MBRT/Racer Development Program:  We have 82 kid’s jackets and 14 coach’s jackets.  Some of the 82 are grey, some are grey and green.  However, we have a lot of small jackets that don’t get used as the kids tend to need the larger ones, which are wearing out.  Usually we have about five kids without jackets.  We need new jackets, and must order them by Feb. or March if we want them for next season.  They will run about $150 per jacket, plus $7 per logo. Shane’s goal is to have a stock of 100 jackets when new ones are purchased. This discussion was tabled until the Jan. meeting.

Shane placed a request for three more coach’s coats.  He priced them at $250 per coat.  Not all the coaches had one last year.  They are important to help kids identify who coaches are.  Motion was made by Michael to authorize Shane to purchase three coach’s jackets at $250 per coat.  All voted in favor of this motion. 

Michael and Barbara will be at the mountain on Sunday with liability forms to fill out for the J2’s and J3’s so they can get their jackets prior to Christmas Camp and an upcoming race.  The remaining kids can pick up a jacket at the January 8^th training day.  All receiving a jacket must pay the $30 registration fee.

Safe Kids Whatcom County:  This luncheon was attended by Swan and Barbara on 12/2/11.  Swan spoke of the various activities the group carries out in efforts to keep kids safe in our county.  Police and fire departments have a lot of involvement.  The organization has previously approached us for help purchasing snow sports helmets.  Now they are asking again if we can help out with a monetary donation.  This decision was tabled until more information is provided, i.e. the type of helmets (do they meet industry standards), how will they be distributed, and who will receive them.  Swan will talk with Erika Work further about this.  We can vote on this via email if necessary.  We will want Safe Kids to verify that any money donated is only to be used for snow sports helmets.

Branding:  We do have separate KKSC, MBRT, and Ravens Edge logos. Dan suggested we should have our logo on our Facebook picture. MBRT Facebook has the race logo.  Swan will email the KKSC logo out to us.

Bylaw Committee:  April 2012 is the target for these to be reviewed by.

Social Media:  Volunteers are needed to do Facebook and Twitter updates.

Website Updates:  Someone needs to keep the KKSC and MBRT websites updated, as well as make certain correct forms are accessible on the websites.

Future Meeting Location:  We will plan on continuing to meet at Anvil Corporation. 

Meeting adjourned at 8:35 p.m. by Dan.

Submitted by:  Barbara Vinna, Secretary

Directors Present: Dan Bergman, President; Swan Bender, Treasurer; Michael Jones, Vice-President; Barbara Vinna, Secretary

Directors Absent:  Tom Pulver, Head Coach

Members Present:  Shane Kelling, Peter Longwood

Guests:   Jake Bobst of Mt. Baker Ski Area

Meeting was held at Zender Thurston Law Office, Bellingham, and called to order at 6:00 p.m. by Dan.

Minutes:  The October minutes were sent out to directors for their review.  Swan advised that she did provide corrections for the treasurer’s written report, which were subsequently done within the minutes by Barbara.  Dan made a motion to approve the minutes; all approved with the exception of Michael as he was not present at the Oct. meeting.

President’s Report

The POC helmets should arrive in the next two weeks for those ordering them through Fairhaven Bike and Ski during Pro Night.  PNSA club dues increased from $85 to $125.  The website has been updated to reflect the new rate. We have paid the new fee.  Dan provided information on USSCA Coach’s Clinics and Copper Speed Camp.  This same information is received by Tom, and he can decide who he wants to attend.  A reminder was made that parents should not be making arrangements for out of area races and committing our funding and coaches for such.

Peter and Dan will be going to People’s Bank to set up a scholarship checking account and transfer signatory.

Treasurer’s Report

Swan provided the Profit and Loss Previous Year Comparison from July 1 through November 2, 2011, the balance sheet as of November 2, 2011, and a written report which is as follows:

The amount of cash in our QB checking and coach’s accounts as of September 30, 2011 bank statements/reconciliation was:

Business checking:  $4,506.74 (after voiding swap checks from previous years)

Coach’s account:  $2,427.50

Business savings (scholarship):  $4,005.66

We deposited $36,482.87 in cash and checks from swap sales and $59,828.00 in credit card sales, totaling $96,310.87.  The raffle brought in $190.75.  Our credit card processor will charge us 2.5% on the credit card sales, or approximately $1,495.70.

We wrote $50,933.28 to swap vendors and $24,671.00 to the public for the 80% so far.  The swap expenses have totaled $3,250.77, not including the rental of the space, but it does include checks of $301.40 for losses of Swap items.  We wrote 220 KKSC Ski and Snowboard checks this year, compared with 130 last year.  The swap this year appears to have made the largest profit to date.

Our third quarter Department of Revenue filing and payroll tax filings have all been accomplished.  We have renewed our Master Business License and our Corporate license for the year.

Kelly Heggem and Swan met earlier today and Kelly delivered the first ‘final’ draft of the 2010 990 for review.  Kelly will make one adjustment to the document and Swan will review it for any errors/updates, etc. The deadline on filing is November 15, 2011.

The IRS mileage standard for business use increased to $.555 or $.56 for July – December 2011; no telling what the cost will be for 2012.

Swan has reviewed our team registration/away coaching cost effectiveness based on the expense and KKSC subsidizing in preparation for a discussion on $$ amounts for both items for the upcoming season.  Half of the away racing fees were subsidized by KKSC based on the figures of the past 3 years.

Ski Swap

The swap was very successful in that communication with the public was improved (what, where, when, how), set-up was completed in timely manner, there were lots of items, and lines moved more quickly.  No one waited in line for more than 15 minutes.  Two volunteers staffed the wait line telling people what to do and directing them to open cashiers, and cashiers were experienced.  Still, we need more volunteers!  Some volunteers spent entire days at the swap.  We need to start asking for swap and Raven’s Edge volunteers at the January parent meeting, and make it very clear we need volunteers to run those two events. 

There were some challenges with check-in.  Tickets need to be in numerical order.  We could have an express line for those with only a few items. 

Having a website next year just for the swap would be helpful.  We could note next year’s swap date right off.  We could explain the process of claiming unsold and unclaimed gear, who to contact via email with questions, offer hints on how to prepare items to sell, i.e. wash clothing, clean up skis, etc.  We could also consider buying domain names that refer to our swap site.  Another idea is to post what is and what is not sold by ticket number, so customers know when they can come in to pick up check or equipment.

On the issue of returning unclaimed equipment, Shane will deal with getting it back to owners if owners contact us.  Swan reported there is $1200 worth of unclaimed checks which will be given out if the people they go to contact us.. One customer complained about a pair of skis they purchased at the swap.  We will reimburse him when he returns the gear. 

We could probably spend less money on advertising next year, as most people interviewed said they just know about the swap being an annual event, learned about it online or by word of mouth.  We could transfer money used for ad budget to funding domain names or a website in part. 

We must say ‘all sales final’ for legal backup and by law do not have to say we charge for NSF checks.  We could have credit card printouts stating ‘all sales final’ next year.  Quite a few people indicated surprise that they only get 80% from the sales of their gear, so we should make this clear, while emphasizing it is used to fund our program to help kids ski.

The bigger sign was best, smaller ones could maybe be replaced with the bigger size as well.  Adding the drop-off time might be helpful. 

The early drop was pretty successful.  A lot of college students dropped off items this way because they saw it happening at Fairhaven Bike and Ski. 

Having 4 terminals/cash registers would really expedite the checkout process.  Better organization at the door is needed for the check writers.  That person could tell the public to put tickets in chronological order and direct them to the next available writer. 

There were plenty of volunteers for setup and teardown, but the efforts were not coordinated until Tom took charge.  Leads are needed for various functions for these two activities.

The food was not really adequate for volunteers.  If someone takes the food to the volunteers and offers it, that works well.

The split board REI donated did not sell.  Shane will list it on eBay.  REI didn’t see a lot of interest in the ski tuning/waxing demo they did.  Maybe it will attract more interest if it is held at a scheduled time next year.  They want to be involved with the swap again next year.

Scholarships

We have four scholarship applications, with two being requested by foster parents. They would like us to pay for two Best for Beginner packages for two foster children.  This package is $49 for lesson, equipment, and lift ticket for chair 2.  Two lessons might be better due to factors of weather and the fact that students are more likely to continue skiing if they have more than one lesson.

The scholarship committee will take applications, which will be forwarded to Jake for his input, with the exception of Winter Ride.  Those requests can go directly through Pat who coordinates the program.  We need the application completed by recipients with their address included.  Peter will talk with Pat about this process. 

Last year our initial scholarship budget was $3,000, which was increased to $3600 as additional funds were requested.  The $3000 put in the scholarship savings account was never taken out, and the funds came out of our business account. 

So far this year, we have received $1000 from Blue Seas as a donation specifically to our scholarship program.  The tent donated to the swap by REI brought us another $190 from raffle sales, and the split board they donated will hopefully bring in more funds.  These funds need to go directly into the separate scholarship checking account which we will be setting up.

A motion was made by Swan to allocate $4000 for scholarship funds for the 2011-12  season.  All approved.  We will place $4190 in the scholarship account.  Peter will coordinate meeting at bank with Dan and Michael. 

Peter indicated he called a foster parent of sponsored kids from last season, and she gave great feedback on how helpful it was to her foster kids to get scholarships from our program.

Other Business

The Racer Development Program starts 12-4-11.  The parent meeting will be held the first session in January.  Swan suggested contacting Katy Mundell, who has compiled a detailed write-up about the program for parents and what to expect.  We decided to distribute jackets in December.  The forms must be signed with the jackets, and the team fee paid.  Some kids will not get jackets due to limited supplies.  The Christmas Camp will be held at usual time, and a mid-week program will be offered for kids that want extra race training.  Jake indicated it is possible they would allow drop-ins at the mid-week program, but would have to consider the coach’s position on this, and some advance notice is necessary for planning purposes.  The program will cost $300 and include 2 ½ hours of training. 

Jake indicated there is still discussion with Mt. Baker about having a junior race team for the younger kids, but this won’t happen this season.  Last year there were 85 kids in the program, and 34 went to away races.  Some of the racers only raced at Raven’s Edge.

Discussed transportation for the Midweek Program, which will be up to the families involved, as there is not large enough group of kids to justify our doing group transportation.  The fees last year were $25 for jackets and $40 for away race coaching.  We need to earmark the $900 we took in last year for jackets to use in purchasing replacements.  68 out of 85 paid the fee last year. 

A motion was made by Michael to raise the team jacket registration fee from $25 to $30 for this season.  All approved.  Another motion was made by Swan to increase the rate for away race coaching fee from $40 per day to $50 per day.  All approved. 

The Raven’s Edge is generally 3^rd weekend in April. 

Dan is heading up a bylaw committee to review both sets of bylaws, with Michael and Swan’s assistance.  Their goal is to have this accomplished by the Raven’s Edge. 

Swan will send thank you card to Pat Hammell of the ski area for her help with the swap.  She will also send a congratulatory card to Gwyn for being recognized as the Business Woman of the Year.

Meeting was adjourned at 8:05 p.m. by Dan.

 Submitted by:  Barbara Vinna, KKSC Secretary

KKSC Board Meeting Minutes for October 5, 2011 

Directors Present:  Peter Longwood, President; Tom Pulver, Head Coach; Dan Bergman; Barbara Vinna, Secretary

Directors Absent:  Swan Bender, Treasurer; Heidi Jacoby, Vice President

Members Present:  Shane Kelling, Gavin Gillespie

Meeting held at Zender Thurston Law Office, Bellingham, and called to order at 6:05 p.m. by Peter.

Minutes

September minutes were sent out to directors and reviewed.  Motion made by Dan to approve minutes; all approved.

President’s Report

Peter has not yet contacted physicians regarding the concussion forms, but plans to prior to next meeting.

Treasurer’s Report

In Swan’s absence, Peter read the written Treasurer’s Report she provided dated 10-3-11.  As of 8-31-11, the bank statements/reconciliation for the amount of cash in our accounts was as follows:

Business checking:  $3,881.83

Coach’s account:  $2,562.50

Business savings (scholarship):  $4,003.92

We have received a contribution from Blue Star in the amount of $1,000. to the scholarship fund; this was deposited into the savings account.  Peter and Swan have discussed the need to open a checking account for the scholarship fund after the ski swap.  Swan suggested retaining the savings account because it’s ridiculous to keep $13,000 in the checking account.  We can transfer monies needed on a monthly basis from savings to checking and take advantage of earning interest.

Checks were written to reimburse Barbara Vinna for raffle tickets ($11.40) and Swan Bender for a $23.78 penalty for the filing of the ESD 2^nd quarter tax liability of $7.67 without the report, plus the receipt for the swap checks.

Regarding the ESD penalty:  Our liability for the 2^nd quarter was only $7.67 which we paid on time, but Lisa failed to send the report to with the check (Swan believes Lisa filed the report electronically).  This was around the time Lisa suffered an accident and was not available to query.  ESD contacted KKSC by mail requesting the report, indicating we had a credit of -$7.67.  Swan sent our copy of the 2^nd quarter report and we were fined $25.00, with a discount to $23.78, for a late filing penalty.  She and Barbara discussed appealing the penalty or just paying it, and agreed it was more hassle than it was worth to appeal.  Apparently ESD did receive the form made out by hand and our typewritten copy so someone attempted to rectify the issue for us.

Our accountant, Kelly Heggem, and Swan met, and she has all the year-end financial to draft the 2010 990.  Peter or Dan will review it before it is submitted.  Swan needs to meet with Kelly to discuss some number differences from the previous year.

P & L notes:  The $114.95 internet/domain name is a five year renewal. It would be nice to spread that over five years at $22.99/year instead of taking the hit in one.  The swap signs cost us $349.91 but will last us for many swaps.

The swap checks are here and ready for our check writers on Saturday.  The terminals are ready to pickup and Swan can drop by the Parks Dept. and pick up the key on Wed. for Bloedel.

Scholarship Report

Barbara reported she has submitted one new donation request in the amount of $1500 for our scholarship program to Walton Beverage.  An application for a $50 gift certificate to the Community Food Co-op was also submitted to help with swap food.  We have not yet heard back on any of the submitted requests yet.  They will either contact Peter directly or mail a response to KKSC.

Peter presented the ratified KKSC Scholarship Procedures and Criteria.  Motion made by Tom to accept the criteria as stated; all approved.  Peter pointed out the scholarship committee positions of responsibility.  Outreach Coordinator has really been Pat from Mt. Baker.  A motion was made by Peter to vote in Barbara as the Scholarship Committee Chair; all approved.  A motion was made by Tom to nominate Peter for the position of Applicant Advocate; all approved.

Discussed connecting with Hilary to find out how scholarship recipients are doing, make sure they are being taken care of.  Mt. Baker also provides scholarships; the schools provide some free transportation, so we are really the 3^rd wheel in the process, with Pat asking us for overflow needs, such as funding instruction.  Jake, Hilary and Pat do the school programs beginning in the fall.  Tom will talk with Pat, Hilary, and Jake, about the program.

Peter has redone the scholarship application online, but we still need a liability release, which he’ll work on.  It may not need to be as in-depth as the race team liability form.    He’s added a line for the recipient’s address. 

Coach’s Report

Tom is encouraging coaches to fill out the online application with Mt. Baker.  Richard will not be back, but Lange will.  Tom is working with Hilary to find some new good coaches, especially a traveling coach for races. 

The schedule for races is not out yet.  We need to put this on Nov. agenda so we get it on website in timely fashion. The changes coming in age groups will make this a transition year for us.

Swap Report

Dan distributed a written copy of the 2011 Ski & Snowboard Swap Sale, detailing coordinators, budget, vendors, schedule, and advertising.  Shane will deal with check-in.  He and Tom have a diagram of how to set up the swap to make it more efficient and spacious.  Vendors are being encouraged not to bring in all items they have of the same type, but to gradually replace them as they are sold.  Shane has encouraged them to bring help to unload/load their own trailers, as well as someone to conduct their customer service. 

REI is donating a split board, which should sell for at least $500.  The tent REI donated will be hung up to display and raffled.  The raffle will take place at 2:30 on Sat. after sales close.  Tickets will be $1 each.  Barbara gave the tickets to Peter along with a raffle box.  Someone will be assigned to handle the raffle ticket sales.

Vendors will include Fairhaven Bike and Ski, Backcountry Essentials, a new guy from Boise, and vendors from Wenatchee and Yakima.

We will make do with existing ski stands for this year, and next year can spend money buying replacements since we will then have all shelving fully paid off. 

Early drop-off will be this coming Sat., Oct. 8^th, at Fairhaven Bike and Ski, from 9-3.  Peter, Shane, Tom and Dan will help with this.  Someone is needed to assist Swan and Erika Sat. morning with reconciliation.  Peter will make the deposits.  The deposit slip is brought back and checked by Erika and Swan.

Posters can be handled by Bill McLaughlin, if he’s willing to, as he did a great job last year.  They will be available at Copy Source for pick up.  A position for a volunteer to count attendees should be added.  We will also need more rubber mallets for putting together the shelving.

Old Business

Heidi Jacoby has served as our Vice President.  She has been unable to attend meetings in recent months, and her son will not be on race team in the upcoming season.  Peter made motion to remove her from the board; all approved.  All agreed that Heidi will be taken off the bank accounts as a signer.

Peter indicated that in reviewing the Articles of Incorporation, we need five members on the board, not the six we’ve had for quite awhile.  Now we are down to five, being Tom, Swan, Barbara, Dan and Peter.  Dan had intended originally to serve as president but then unexpectedly had to be out of the area working.  Peter initially accepted the president’s position for a period of one year.  However, now that Dan is back in the area, and willing to serve as president, Peter is resigning effective tonight.  Michael Jones has informed Peter he would like to be on the board. 

As the standing president, Peter nominated Michael Jones to take Heidi’s vacated position of vice president; all in favor.  Peter nominated Dan to fill his position of president at this time; all in favor.  Peter is no longer a board member, but intends to continue being active with KKSC.

New Business

Peter has been maintaining the website.  If someone else can take this on, it would be great.  In the meantime, Peter and Steve will try to keep it updated.

The meeting was turned over to Dan.  He indicated the website can be status quo until after the Raven’s Edge.  He would like us to work on the bylaws since we have a couple of different sets.  The April 2006 bylaws are out as they were created before KKSC became a 501(3)c.  We cannot have a membership.  We are run by five directors, although others can attend meetings and give input.

Dan made a motion to adjourn at 8:25 p.m.; all were in favor.

Submitted by:

Barbara Vinna, Secretary