KKSC Board Meeting Minutes, for Wednesday, Nov. 3, 2010
KKSC meeting called to order at 6:05 p.m.
Directors Present: Steve Work, President; Swan Bender, Treasurer; Barbara Vinna, Secretary; Peter Longwood; Dan Bergman
Directors Absent: Heidi Jacoby, Vice President; Tom Pulver
Members Present: Howard Leung
Guests: Jake Bobst; Gwyn Howat
Meeting opened with annual joint discussion between KKSC and Gwyn Howat representing Mt. Baker. Gwyn indicated certificate of insurance is completed. Steve raised issue about high numbers of kids on Racer Development Program last year. Jake advised that kids on lower end of abilities can be shifted to another program if numbers of race team applicants are too high. Gwyn said race team kids will be assessed on ability to consistently get on lifts independently. If they cannot, they will need to go to different program. Another emphasis, Gwyn explained, will be on educating kids about slow zones, with strict enforcement of them. She plans to have patrol offer other mountain education to kids, i.e. tree well safety, deep snow skiing, etc. Discussed release of liability for race program, which met Gwyn’s requirements. Gwyn asked we communicate any concerns with her as they arise throughout the season so they can make needed changes. Raven’s Edge will need to be earlier this year. Tentatively set for April 16 & 17. Gwyn suggested that a format video, 4-5 minutes in length, for KKSC would be great, as well as table at film fest. She would like to do a general introduction at season’s start for race team parents.
Swan passed out Profit & Loss Previous Year Comparison, July 1 through Nov. 3, 2010, and the Balance Sheet Previous Year Comparison as of Nov. 3, 2010. The 2010 Ski Swap brought in $86,994.49, close to 2009 sales. $528.00 still needs to be given out to people for sales at swap. The Previous Year Comparison is not legitimate because this P&L only goes through November 3rd and there were expenses that came in last year after November 3rd. The revenue from credit cards is already in. A bill for $164 needs to be paid to WWU for ad (on accounts payable). Swan explained the swap ads were very different this year partly because comparison only goes through 2009-2010. We spent $1200 this year on advertising for swap compared with $800 last year. This year we paid for the creation of the poster and ad copy which previously was done by mountain business office.
Under Coaches on Profit & Loss statement, amount is accurate with bank statement unless Tom or Shane have used card. The figures include swap food and $150 for coach (Richard) PNSSA card fees.
Steve will do narratives for taxes and will get them to Kelly (accountant) who can then do final draft as she has the updated balance sheet. Steve would like to get tax filings in ahead of time in future. If corrections are needed, we will then have time to get them in before deadline.
Having three wireless credit card machines was great and worth the money. There is still gear leftover that people want to pick up, so one last pick up is being held this Sat. from 10 a.m. to noon at Bloedel Donovan. The unsold gear was predominantly vendor’s, but they also brought more items than public did. Unfortunately, vendors did not bring many kid items to sell. The line was quicker to get through this year.
The following improvements were suggested for next year’s swap:
- Have 5th cashier for express line (up to 3 items) that takes cash only. No cash register needed, just calculator.
- Address volunteers of expectations and buying procedures before opening door to public on Thursday night.
- Meet in August to begin swap planning instead of waiting until Sept. meeting.
- Any other suggestions should be sent on to Dan. He’ll talk with Shane about project plans for next swap.
Last year, $3000 was targeted for scholarships. Peter made motion to again use $3000 of KKSC funds for scholarships this year. All present voted in favor of motion. Swan requested that the $3,000 earmarked for scholarships this year be placed into a separate bank account. A scholarship committee is needed to use selection criteria in ranking applications. This committee will consist of Peter, Barbara, and possibly Tom.
Swan requested stepping down from arranging meeting space. Steve will take on notifying all on meeting location and date. We will try to meet the first Wednesday of every month although it might be a difficult day to find venue for meeting.
Meeting adjourned at 8:20 p.m.
Submitted by Barbara Vinna, Secretary
Nov. 4, 2010