7/25 meeting minutes

7/13/2025

 WMLB MEETING AGENDA


Agenda

  • Voting in of Board members for the Westminster Men’s Lacrosse Booster Club

  • Rob’s Rules

  • President - Report 

  • Brad’s Goals/Vision

  • Website/Social Media

  • Calendar

    • Gear sales - Move In Weekend/Alumni Weekend/Holiday Sale

    • Parent/alumni weekend

    • Sponsorship Timing

  • Vice president  - Report

  • Secretary/communications - Minutes, Parent Email/Connections

  • Treasurer’s - Report

  • Fundraising chair - Updates

  • Events chair - updates

  • Review, Set next meeting date, Conclude


Robs Rules


Voting


The Westminster Men’s Lacrosse Booster Club voting has been completed.

President - Mason Phelps

Vice-President - Paul Duxbury

Treasurer - Bob Stanley

Secretary/Communications - Tara Edwards

Fundraising Chair - Lisa Sweeney

Events Chair - Jen Frey


President’s Report

Booster Club Meetings

  • Consistent date and time for booster club meetings

  • Suggestion - 2nd tuesday of the month at 7pm mountain time, which allows members (parents and alumni) to attend who wish, and promotes board members consistency


Goals/vision/request for the booster club

  • Keep it simple 

  • Make it sustainable

    • All college lacrosse program 501c3s i have talked to failed within a year or 2.  they bite off too much for continued interest by parents

  • Reduce load on coach

  • Track what you (board members) do (vendors, contacts, resources) to add your successor to be successful

  • Keep notes on the google account


Google Account Usage

Folders for:

  • Calendar 

  • Meeting minutes

  • Folder for each board position

    • Notes for vendors, contacts, ideas, resources

  • Emails sent (Do we want a hard copy in an individual folder, as well in the Gmail history?)

501c3 Timeline


Bank Account (can I set up the account prior to getting IRS approval


Collection Software/Organization

  • Tracking of donations

  • Tax write offs 

  • Options for Software

    • Wildapricot ?

    • Joinit


What are our Reasons to Raise $$

  • General needs of coaches/team 

    • equipment, clothing/swag, nutrition

  • Travel expenses 

    • WU has a large travel budget but a small operating budget when compared to similar programs

  • Scholarships


Brad’s Goals and Vision

Vision of Fundraising

  • Annual

    • Sponsorships sold with banners

  • Monthly (player driven…  dial for dollars)

    • Donations $10-$20-etc.  (Include Coach’s and or team captains signatures on a thank you.

      • Booster Club collects and distributes as requested by coach

      • This could replace fall donation from parents

      • Ask of $20 monthly is $240 annually

      • Ask of $30 monthly is $360 annually

    • Easier to do than annual donation with same or greater gain

    • Engages younger alumni more for same reason

    • Tax write-off

    • Lisa brought up iptay (i pay $10 a year) a clemson bumper stickers fundraiser

  • Endowment 

    • $7.5 million would collect dividends enough to pay for entire program

    • $2 million would collect dividends enough to pay for coach

  • Ways to raise money, organized by Westminster

    • 5x7 mesh purple for $1200 hung on east side of stadium

    • 3x3 hung in front of bleachers for $600

      • (these are 80/20 split between university and athletics)

      • (these are sold from sept to sept)

    • Goal - Brad wants 30 5x7 sold by Jan. and 40 by Spring

    • (Brad - does this include ads/banners on the westminstergriffins.com site and social media?) Currently just banners on the field.

  • Parameters

    • Westminster admin will pursue large philanthropic organizations

      • Example - car dealerships, hospitals, etc

    • Coaching staff will be pursuing smaller donors

      • Example - lawyers, plumbers, builders, any organization interested in tax write-offs who wish to support wu men’s lacrosse)

    • Booster Club can pursue any and all sponsors

      • Alumni, Friends and Family

        • Former players

        • Parents

        • Individuals interested in supporting WU men’s lacrosse

        • Companies Alumni, Friends and Family work for

      • Local SLC Businesses Players Frequent

        • Food

        • Snow sports

        • Local events

      • Amazon - Create an affiliate relationship

        • Follow the link on the website and amazon gives kickbacks to your organization

        • Brad/Westminster - can we place a link on the westminstergriffins.com web site?


Website/Social Media

  • Do we want to have our own website? WIX website is easy to use.

    • $9 per month

    • We could be very clear about our fundraising reasons and options

    • Display our donors 

    • Some donors want to see a website before they are willing to donate

  • Do we want to have our own social media?

    • We could use/employ the same one the griffins use

    • What about our current Facebook page?

TARA

Connecting existing moms to freshman moms.


Review, Set next meeting date, Conclude

  • Review the meeting 

  • Confirm what needs to be done before the next meeting.

  • Conclude meeting

Clothing

Production time 2 weeks after closing

Open Aug 8 and close the 22

Tent $250

Get sponsorship information and banner information out to the team.

QR code

Web site

Get it in their head to have the conversation

WIX website

Purchase “poster” on the web site