Oak Ridge High School Community Foundation

Meeting Minutes

September 2, 2008

Oak Ridge High School Staff Room

7:00 pm

The meeting was called to order at 7:00 pm.

Board Members present: Anthony Scotch, John Scarlett, Ann Root, Bev Bock, & Steve Wehr.

School liaison, club representatives, committees and guests present: Phil Peacock and Zac Collie

Approval of Minutes

The minutes of the August 18, 2008 meeting were reviewed. It was moved by Ann Root to approve the minutes of the August 18, 2008 meeting. It was seconded by Bev Bock. Motion passed. The minutes of August 18, 2008 were approved.

Treasurer’s Report

John Scarlett noted that there are two Balance Sheets today. He brought the corrected one from last meeting which is noted on the bottom of the sheet. The error did not affect how much money we have in the bank. In looking at the Balance Sheet for today, the $7,000 from PayPal did get transferred to the General Fund. We currently have a total of $96,525.76 available to us. In regards to the scoreboard, there has been one advertiser that has been behind in his payments but he has now paid up.

The Treasurer’s Report as of September 2, 2008 was reviewed. It was moved by Steve Wehr to approve the Treasurer’s Report dated September 2, 2008. It was seconded by Phil Peacock. Motion passed. The Treasurer’s Report was approved.

Project Reports

Scoreboard

John Scarlett sent information to some one who was interested in advertising on the screboard. Anthony was also notified that someone was interested. He will follow-up with them this week.

We have some contracts that their 5 year period will be completed this November. John will get together with Anthony to discuss further as to whether and how we should proceed with these advertisers.

Anthony informed the group that we will have two signs that will be going up this week and one sign will be coming down. The two new signs are Velocity Venture Capital and Pure Athletics. Both will be on the inside of the scoreboard. Once these are up the inside will be full. We might want to consider giving the advertisers on the outside a better deal because it doesn’t do us any good to have an empty sign.

Last year we purchased hardware and software to upgrade the reader board portion of the scoreboard. These items are now here and we have it ready to go into the computer but there has to be hardware installed in the scoreboard in order for it to work. Bill Hardy is willing to do the installation at no charge. All we have to do is get him the lift to get him up there. He will arrange for the lift and it shouldn’t be more than $600.00.

Athletic Field Improvements

Anthony emailed around a request to approve the bid for the cleanup and improvement of the asphalt and concrete in the stadium area. At the last meeting and what’s reflected in the minutes is that Anthony was going to meet with Patti McClellan of the School District to express what we wanted to do for our project. She understood what we wanted to do but she didn’t agree that this was the best way to handle that situation of the rock between the track and the home bleachers. She recommended that we go ahead and pave it which is what Anthony wrote in the email dated August 26, 2008 to the Board members of which we, as Board members agreed to. Anthony wanted to make sure it was reflected in this months meeting minutes.

Anthony received the bid from Joe Vicini, Inc. Vicini is a contractor that is already pre-approved with the school district. All of Vicini’s employees have already had the NOA training and we have done business with them as a Foundation when they fixed one end of the track and changed the track from a 440 yard to a 400 meter track. This proposal will fill the walkway between the track and the concrete sidewalk all the way down to the end of the home bleachers and around to hook up with the existing asphalt. It will look much nicer and cleaner. We will also put a short little piece of fencing on the far end of the bleachers so no one can go under them. There is also a beam there that someone could get hurt on. Vicini will also clean up the curbing in the front by the old ticket booth. This area was never fixed when we originally paved that area. They will also pave and clean-up the area from the emergency entrance towards the old ticket booth. The bid was $13,900. Anthony thanked everyone who responded to his email request for vote, of which is was approved. Anthony already signed and faxed back the bid contract but he will get the original contract back for our files. They are prepared to start on September 8^th. This will be a three day project. It should not conflict with any sporting events at the school. Vicini will need to work from the Carter Kelly staging area. Anthony will inform Vicini of this.

The second item on the minutes that we had talked about was that Anthony finally got the fence company to come out. We talked about fixing the fence between the home bleachers and track. If you have gone out there the fence fabric around the home side is bending and not staying put. The kids seem to want to jump or sit on the fence which then bends the fabric rather than walk 15 feet to a gate. The fence in front of the home side bleachers is almost at a point that can’t be repaired because it is so stretched and pulled down. Anthony and Steve Wehr walked the area and talked about the possibility of raising the fence all around the perimeter which would reduce greatly the likelihood of any jumping the fence or sitting on top of it. Anthony asked Crusader Fence to give him a proposal to raise the fence. They would do this by taking the top of the fence off and put a sleeve on the inside and then over the top of the sleeve a piece of pipe the same as the extensions that are there now and weld each one of them together. They would reuse all hardware possible such as the top rail but they would replace any that are bent. They will also replace all the gates to the correct height. They will take the 3 foot fabric along some areas that is not that bad and us it to replace the fabric on the front of the bleachers then tie it every 6 inches instead of every 18 inches, so that the likelihood of it being bent is reduced. They would also put where the old ticket booth was and where the directional sign is currently, fencing around the back of the directional sign so people can actually walk up directly to the sign. This will involve a lot of hand work on the part of Crusader Fence. In the end the fencing around the track will be 4 feet high. The cost will be $22,510. Anthony’s first impression on the cost was high because 3 years ago when we originally bought the fencing is was $36,000 for everything installed. Since we installed the original fence the chain link cost has doubled in price and the steel posts have gone up 95%. The other big item in this is the labor for welding each pole. They are the same provider we used before and they are very familiar with how we do things. Anthony asked for a motion to approve that we spend $22,510 for the redesign of the track/stadium fencing. Ann made the motion. It was seconded by Bev Bock. Motion passed and was approved.

Fundraiser ~ Crab Feed

December 5^th is the Section Championships so we need to change the date of the crab feed to Saturday, December 6^th just in case we make it to the Champioships. We had both days on reserve not knowing the actual football playoff schedule. The deposit check has been taken to Holy Trinity and we are all set. Hopefully we will be having a post section championship celebration crab feed.

Golf Tournament ~ September 22, 2008

The golf tournament is finalizing all details. We currently are at 100 players. Somewhat under from last year. There are other regional tournaments going on the same day. We are still in need of donated items for the raffle such as dinners etc. Steve Wehr contacted the band to see if we can get them up there for the kickoff of the shotgun. They will have something for us.

Stadium Seats

Mela Hernandez is not here to give us an update. We did sell some seats at the Blue and Gold game. All the teams are signed up for parking lot and stadium seat service through the season.

Alumni Association

Currently operational but no update at this time.

New Business

Inflatable Helmet

In speaking with the Jr. Trojans and with Coach Cavaliere they want to purchase an inflatable helmet for the football team to come through as the enter the stadium. They are asking if we would consider putting some money into that purchase. Supposedly, they have negotiated a price usually around $8000 but they got it down to $4100. They haven’t asked us for a specific dollar amount but they have asked us if we’d participate in helping them purchase this item. Anthony asked for discussion on this item. Ann Root’s mentioned that as a Foundation our focus is on facilities/structures not sports equipment/items. We’d like to be able to give money to everyone but we need to keep with the Foundations focus on capital improvements. Is this more of a Boosters item? Have they approached the Boosters? They did approach Football which their money runs through Boosters and they do have some control of their money. What about the possibility of establishing a loan for this? Also, could we contact Josten’s to help with this item? We need to see who else he has contacted for funding of this item. We could use revenue from the golf tournament. We have supported Robotics in the past and other club related items. The money from the golf tournament is revenue for us to use as needed, it is not donated funds that were earmarked for capital improvements. Anthony will respond back to them that our main purpose is capital improvements but we have in the past been supportive of other special programs of Oak Ridge. We need to have a full proposal from them with all details so we know what the numbers are. If we decide to help, any money we decide to contribute will come from our generated revenue not our donations.

New Board Members

Let’s take a moment to have Phil Peacock and Zac Collie tell us about themselves any why they are interested in being on the Foundation Board. He is a parent of a junior here at Oak Ridge and freshman coming next year. He is actively involved as a community/parent representative on a number of advisory and planning committees over the last three years such as the EDUHSD Budget Advisory Committee, EDUHSD Boundary Realignment Committee and EDUHSD Master Facilities Plan Committee. He is also a Founding member of Measure Q Committee as well as their Oversight Committee, member of the ORHS Site Council for the last two years and now into his third year. Phil was also a former Board Member of the El Dorado Little League as Vice President of Administration for three years and Sponsorship Chair for one year.

Zac Collie gave the Board a brief bio on himself. Zac graduated here in 2000. He has several family members that have graduated as well and some still coming through. He has very fond memories here at Oak Ridge. He has a long tradition here and wants to be able to give back the school and the community. He is now living back in the area with his wife and two small children.

Anthony asked that Phil and Zac leave the meeting so we can have official discussion.

There is another potential Board member that is very interested, Roberta Jetter. She will be at the next meeting to sit in and observe. Martha Sedgley has officially submitted her resignation via email and we still need a resignation letter from Mark Bosse.

Anthony asked for discussion on Phil Peacock and Zac Collie. Phil is on the Oversight Committee for Measure Q which will greatly benefit Oak Ridge as a whole. Anthony asked for an official vote on having Phil Peacock as a Board of Director. Phil was unanimously voted in as a Foundation Board of Director. Discussion was then brought up on Zac Collie. It’s nice to see someone that has come through the system and wants to be involved for the benefit of his children and his siblings. There is a good history here with his family. He will bring a fresh young perspective to the Board. Anthony asked for an official vote on having Zac Collie as a Board of Director. Zac was unanimously voted in a Foundation Board of Director.

Bylaws

Our Bylaws state that our Annual Meeting is to take place in June. But since we didn’t have it then and we now have two new board members lets plan on having it the first meeting in October. (October 7^th) We will talk about our goals for the 2008-2009 year. We will also discuss if anyone wants to switch their leadership position around on the board.

Meeting adjourned at 8:15 pm.

Next Meeting is October 7, 2008