Pinecrest Athletic Club (PAC)

Board Meeting Minutes

Date: July 13, 2026
Time: 5:30 PM
Location: 240 Davis Street – Conference Room

Call to Order

The meeting was called to order at 5:32 PM.

Attendance

Board members present – Keri, Lacey, Amity, Matt, Katie, and special guest principal Matthew McClean.  Wendi (Secretary) was absent; the meeting was recorded so the minutes could be prepared.

1. Bylaws

The Board discussed the current PAC bylaws and acknowledged that many current operating practices no longer align with the existing bylaws. Members agreed that the bylaws require a comprehensive review and revision.

Motion: To amend the Pinecrest Athletic Club bylaws.
Second: Approved.
Vote: Motion carried unanimously.

The Board will begin reviewing and revising the bylaws at a future meeting.

2. Board Membership

Discussion centered on current board membership, available positions under the existing bylaws, and expectations for active participation on the working board.

The Board emphasized that membership requires active involvement beyond attending meetings.

Jeff’s future board status will be discussed with him privately. If he prefers not to remain an active board member, he may continue supporting PAC in a community volunteer capacity.

New Board Members

The following individuals were nominated for board membership:

• Jesse Stroven

• Elizabeth Eddinger

• Elizabeth Griffin

Discussion included:

• The need to recruit and train a future Treasurer.

• Elizabeth O. expressed that she is willing to volunteer and assist but is not interested in financial responsibilities.

• Elizabeth Griffin may be approached regarding Treasurer training after personal family matters have settled.

• Jesse Stroven expressed interest in assisting with social media.

Motion: To approve Jesse Stroven, Elizabeth Oettinger, and Elizabeth Griffin as PAC Board members.

Second: Approved.

Vote: Motion carried unanimously.

3. Financial Report

Treasurer presented the financial update. (attached) 

Four payments remain on the loan.

The Board discussed:

• Continuing the current payment schedule.

• Investigating whether making additional principal payments could reduce interest without disrupting automatic payments.

• Amity will contact the bank regarding possible early principal payments.

• Team checking balances passed out (attached)

• Active team credit cards

Discussion included:

• Cross Country currently has a higher balance due to camp deposits.

• Several sports maintain larger reserve balances for anticipated equipment purchases.

• Coaches will again be required to submit annual budgets by September 1, consistent with the bylaws.

• Greater transparency between coaches, PAC, and the athletic department was encouraged regarding team budgets and expenditures.

Inactive or outdated team credit cards will be cancelled as appropriate.

Jumbotron Maintenance Fund

The Board discussed setting aside Jumbotron sponsorship funds into a dedicated maintenance account.

Current maintenance funds available:

• $9,459 from Jumbotron sponsorships.

Consensus was reached to move these funds into the former Fund-the-Need account to create a dedicated Jumbotron Maintenance Fund.

Additional funds will be reserved to purchase remaining marquee sponsor signs.

4. PAC Website & Online Store

The Board received an update on the new PAC website.

Highlights include:

• Online merchandise store through Jubilee Printing.

• No inventory management required by PAC.

• Orders fulfilled and shipped directly by Jubilee.

• Merchandise pricing will be marked up approximately 40–50%, with adjustments made by item as appropriate.

Target website launch:

August 1, 2026

Amity and the website team will finalize the online store.

5. Clear Bag Initiative

The Board discussed implementing sales of PAC-branded clear bags to support the school’s clear bag policy.

Initial inventory will include:

• Clear purses

• Drawstring bags

• Backpacks

Additional discussion included:

• Display samples

• QR codes linking directly to the online store

• Promotional signage

• Social media advertising

6. Purse Strap Fundraiser

Katie presented a supplier for Pinecrest-themed purse straps.

Discussion included:

• Cost approximately $5 each

• Retail price approximately $10 each

Consensus was reached to purchase approximately 60 purse straps to qualify for free shipping.

7. Coaches Meeting

The annual Coaches Meeting was scheduled for:

August 4, 2026

Tentative schedule:

• 5:30 PM Dinner

• Coaches meeting immediately following

• Parent meeting afterward in the auditorium

Southern Q will be contacted to provide dinner.

Invitations will be sent to all coaches.

8. Louis Vuitton Purse Raffle

The Board finalized plans for the upcoming fundraiser.

Discussion included:

• Ticket price set at $30 each

• Unlimited ticket sales

• Winner need not be present to win

• Sales begin around the Kickoff Classic

• Raffle closes September 30, 2026

• Winner announced during Homecoming activities

Marketing will include:

• Kickoff Classic

• Back-to-School Night

• Social media

• QR codes

• Zeffy online ticket sales

9. Marquee Sponsorships

The Board discussed remaining marquee sign availability and replacement signs for sponsors.

Additional sponsor signs will be ordered as needed.

Adjournment

Motion to Adjourn: Approved.

The meeting adjourned at approximately 7:50 PM.