Copying the eLists to ensure everyone gets this communication. (Normally, there would not be duplicates, but you may receive this one twice.)
From: Julie Herman [mailto:julie.ann.herman@xxxxxxxxx]
Sent: Tuesday, March 27, 2018 2:51 PM
Subject: [URGENT] Future of Speech and Debate depends on you!
Please come to a Speech and Debate All-Team Meeting in the MVHS Library from 6:00-7:00 on Wed., April 4 to be a part of charting the future for our program.
Parents, student competitors, and middle school families who plan to continue with the team are encouraged to attend.
Speech and Debate is in full swing and serving over 200 students. It takes not only our paid staff but a group of dedicated adult volunteers to keep the team running. Now, we need your help to complete our years-long project of ensuring sustainability for our
program. Some of our current practices and structures are inadequate for managing our sizable team. Currently, volunteers who will retire at the end of the year are performing the following critical tasks (and more):
Fronting money for tournament entries and coaches of the day (as much as $10,000 for events like the Stanford Invitational) while we wait for school and family reimbursements
Moving checks for family-paid tournaments through personal bank accounts
Given the size of the team and the associated financial demands, we need to form a 501(c)3 booster club ASAP to ensure a smooth, transparent, and legal flow of financial resources for our team. This action, along with more
substantial and structured involvement of our parent community, were part of a strategic sustainability initiative formulated prior to my hiring in 2015 by previous Head Coaches Karen Keefer, Teri Young, and Sharon Moerner.
Without the formation of a booster before the 2018-2019 season, we may have to resort to one or more of the following measures to maintain sustainability:
Implementing internal team caps for individual tournaments to keep registration fees low enough that they can be paid by the Head Coach if necessary
Dramatically decreasing tournament offerings to 1 or 2 per month to limit the amount of money that needs to be moved around (as a comparison, we offered an average of 6 tournaments per month in 2017-2018)
Pushing registration end dates for tournaments to six weeks prior to each event and banning late-adds so we can have sufficient lead time to acquire checks from the school accounts
Does your student love speech and debate? Please attend the team meeting to figure out how you can help the team maintain its high performance and numerous options for competition. We will share with you the issues the team faces and work
to assemble a team of adult volunteers that can help us address them. Interested parties can adjourn to a classroom during the regular team meeting to continue the 501(c)3 discussion. We will also discuss volunteer needs for a broad array
of general tasks. We have many community volunteers and parents of seniors who need to move out of current volunteer positions, including judge coordination, volunteer management, and more. We hope parents of continuing students will use this opportunity to
acquire information from previous position holders and step up to fill vacancies.
Head of Speech and Debate