Wheelchair Sports, Inc.
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WSI LogoWheelchair Sports, Inc.
3033 W 2nd ST. North. Wichita, KS. 67203




April 24, 2007 Board Meeting Minutes
                      
Attendees: Tiffany Nickel, James Watson, Rebecca Strickert, Adam Keiss, Barney Hoss, Mark Stever, and Jenny Kreutzer. Guests: Grady Landrum, Nick Taylor, and Dave Storm

Guest Presenter, Carol Keller, Challenge Games (did not occur)

March 2007 Minutes: Minutes were unanimously approved as corrected . . . updated March minutes to include amount reimbursed to James ($xx) for KC Disability Roundtable.

Treasurer’s report: No report given.

  • Explanation of receipt books and importance of accurate records – Tabled to next meeting when rest of board members are present.
  • Explanation of donation form/gift receipt – Need to notify Rebecca when donations are received so she can contact them to give them receipts.
  • Gathering cash bags/lock boxes – Rebecca has them.
  • Expense/Profit Sheet for events – It is encouraged that these be completed for every event. Rebecca will put together a form and make sure all board members have it.  Will discuss possibility of putting template on the website for easy access.
  • New Sponsorship $$
    • Sams - $xxx. Received confirmation from them to use their logo on our website. Jenny will work with Todd to get that added.
    • Jim Baxter - $xx; Adam’s Uncle
    • Dr. Reeg – Approx. $xxx
    • Phil Tolley – Approx. $xxx
    • Via Christi committed to $xxx – needs an invoice. Rebecca will get the invoice to Barney
    • Barney will be in contact with Howard Distribution
  • Need to make sure that when you use the debit card that you send an email to Rebecca, so she can manage the account.

Old Business:

  • HOCKEY – Grady, Nick, Rebecca
      • Rebecca has the final expense report.
      • Credit card sales cost 9% of the sale
      • Doug sold 5 tickets.
      • Rebecca will send an invoice to Joseph Feiland for Hockey jersey.
  • TENNIS CLINIC – Grady
    • Budget
      • Details attached
      • It was moved by Barney to accept the $xxx budget for the Tennis Clinic. It was seconded by Adam.
    • Date/Time/Place
      • May 6th from 3 – 5 p.m.* at Genesis. Time to be finalized later this week.
      • Tiffany and Grady to develop flyer/postcard. Want to get them out by the 1st of next week.
  • TENNIS PRACTICE – Jenny/Dennis B.
    • Coordinator? Grady
    • Lesson Price
      • Details attached
      • Total cost approx. $xx; to be paid for as follows: Mo. Connely Foundation - $xx; WSI - $xx; Players - $300 (10 players; $2/week; 15 weeks)
      • Grady is also working with the USTA to help with lessons which may help reduce cost or bring in another coach for Juniors.
      • It was moved by Barney and 2nd by Jenny to fund $xx for Tennis lessons.
      • Jenny needs to get Knee to heal measurements from Abby for James to adjust the footplate for the junior chair.
    • Date/Time – Start date for these will be determined prior to the Tennis Clinic and will be communicated then. Possible postcard will be sent out as well.
  • TENNIS TOURNAMENT, June 22-24 (Grady)
    • Brochures – Grady has the brochure and will have Tiffany review it; Adam will check on printing at Office Depo; Grady waiting for mailing labels from the USTA. Grady will email the flyer to as many wheelchair players as he can.
    • Budget – Details Attached
      • James and Nick will check on dri-fit prices (need about 65)
      • Added $xxx to budget for Banquet.
      • James made a motion to accept the budget of $xxx for the Tennis Tournament; Rebecca 2nd.
    • Prizes – Need donations
      • Tiffany will send a spreadsheet out with people assigned to each. Board members need to get prizes from at least two vendors.
      • Tiffany has gotten confirmation of a Invacare wheelchair being donated.
      • Caylin/Tiffany working on donations for Roho.
    • Shirts/Player Stuff      
      • Grady has a deal that we can order 100 bags, cups, and shirts with the WSI logo for $15 each; minimum 100. Takes 2 weeks to deliver. Barney motioned and Jenny 2nd ordering these for the Tennis Tournament and for other promotional needs.
    • Hotels
      • Grady will put on the brochure that people can refer to our website for hotel information
      • Jenny will get with Heather at the Sports Commission
      • Jenny will block a group of rooms at the Hyatt , Courtyard at Mariott, and Holiday Inn at Kellogg and Broadway.
      • Barney will talk to the Hotel at Old Town.
    • Food
      • Jenny will get with Panera Bread (order half) and Papa Johns
      • Tiffany will call City Bites
    • Banquet        
      • Adam will contact Hog Wild to see if he can get a discount – aim for $10/person.
      • Grady will check with Jack to see if we can use the indoor courts at Riverside for the banquet.
  • Junior Chair/Handcycle (James)
    • Total Costs: $xx ($xx for the chair and $xx for the handcycle)
    • Storage: Mark has the chair; James has the footplate. James will have the handcycle when it arrives in the next couple of weeks.
      • Mark/James will research a sticker ID system
      • Jenny, Mark, and James to come prepared for next meeting to discuss equipment rentals and/or responsibility of members to fix equipment while in their possession.
  • Handcycling races, May 4, 5, and 6th (James)
    • Budget: It was moved by James and 2nd by Barney to approve the $xx budget via email (details attached)
    • Volunteers: 2 sags
    • Food:
      • Tiffany will get with Bob and Luigis and/or Cici’s to see about getting a discount for the Friday dinner.
      • Saturday/Sunday will be spaghetti/BBQ respectively at the Big Pavilion at Island Park in Winfield.
    • Shirts: $6 each – want to order 20 . . . This goes over the budgeted amount, but they are under budget in the food category; also James is checking with USHF to see if we can get the money donated to use toward the shirts.
    • Lodging/Transporters – Mark will help James with transporting of people and equipment.
    • Media: James will send information to Jenny and she will issue a press release to promote the event.
  • Pittsburg Wheelchair Boccia, April 28 (Tiffany)
    • Tiffany will be going. It starts at 9 a.m. – Whenever
  • AT Conference, April 17, 18 (Mark)
    • Poor attendance; well accommodated
    • There’s the possibility of moving the event to September and to a Friday/Saturday date.
    • A few people tried the bikes
    • James, Dale, and Mark represented WSI.
  • Website updates
    • It was moved by Mark to increase the webmaster’s payment from $xx/month to $xx. It was seconded by Barney. Approved unanimously. Will begin in June. Rebecca will send a letter with the payment. Also discussed possibility of yearly bonus after financials are reviewed at the end of the year.
    • Google checkout now available
    • Member news updates
    • Sponsor list is now available on the website. Need to put all sponsor logos on our flyers.
  • KSU Wheelchair Basketball Clinic – Jenny contacted the players that she knew were interested. She called them and sent them the flyer via email. Jenny and Tiffany made the trip and networked. Dustin was also there.

New Business     

  • Basketball Shoot-A-Round, April 28th, Heskett Center (Jenny/Joe)
    • 2 – 5 p.m.
    • Flyers sent via email
    • Grady will arrange for Joe to be able to pick up the balls
    • Joe to bring a cooler with left over water from Hockey game
  • Wheelchair Football Fundraiser – Ryan/Wayne – Tabled
  • Request for sponsorship
    • Grady, Atlanta Tennis tournament – Asked for sponsorship for flight – Approx. $200
    • Nick, Atlanta Tennis tournament – Asked for sponsorship for flight (himself and attendant) – Approx. $xx
      • It was discussed that we prefer to sponsor entry fees and/or lodging instead of travel. The entry fee for this event is $100 and $79/night for hotel accommodations.
      • It was moved by Mark and 2nd by James to approve $xx for each. After discussion, Mark accepted a friendly amendment to make it $xx for each.
      • Rebecca will send the money and a letter to Nick and Grady
    • Adam, Bowling – Asked for $xx
      • Given the length of time Adam has been involved with WSI, and his potential for continued contribution, Jenny made a motion to sponsor Adam $xx. It was 2nd by Mark. Adam abstained from the vote, and it was approved.
  • Marketing materials (Tiffany)
    • Replenish Supplies
      • Membership brochures (need about 100) – Adam will look into Office Depo
      • Business Cards (box of 500) – Adam will look into Office Depo
      • Give away items – This is covered with the items we approved for the Tennis tournament (100 bags/cups/t-shirts)
      • Promo CD – Need to start thinking about putting a video together in the next couple of months to include in our next year’s fundraising packets.
  • New Items
    • New Tablecloths - $xx
    • New Banner – delayed
    • Painting James’ trailer, magnetic signs (Tabled due to lack of time)
    • Purchasing WSI Trailer – Mark may have a contact for this. He will research it and come prepared to discuss next meeting
    • Carrying bag for display board (Tabled due to lack of time)
  • Graduation gifts for Jordan Bird – WSI would like to present him with a Large Polo shirt with WSI logo. James will coordinate getting that.
  • Challenge Games – May 12th
    • Need volunteers – Mark can be there
    • Handcycling Clinic, tennis expo?
  • MISC
    • Health Fair (ILRC) – July 13- 14 at Century II – It was moved by Mark and 2nd by Adam to purchase a 16x20 foot area for $xx.
    • PVA Trap Shoot (Clay pigeons) is May 18, 19, 20; Mark will send a flyer to Tiffany for distribution to the email list.
    • Bowling: Countryside Lanes, supporter of the up/down bowling lane has closed. It is in the process of possibly being reopened by the previous owners. In the meantime, David Storm will be working with The Alley to see if he can get a similar setup with them.
    • Jenny in contact with AT&T and Fiest to get our name/ad in the yellow pages. Waiting on proposals and will circulate the information when it is available.
    • Jenny needs to send out additional fundraising packets. Tiffany will send letter and spreadsheet to Jenny.

Next meeting: May 15th, 5:45 p.m. at Via Christi Rehab (OLOL).

 

 

Last Updated: April 25, 2007
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