Cadence Club Minutes. August 6, 2013

Transcription

1 Cadence Club Minutes August 6, 2013 Attendees: Tobi Goble, Betsy Lenhart, Emily Meck, Tracey Sword, Samantha Colborn, Jeff Flaugher, Gary Hughes, Sandy Noren, Paul Button, Carla Poston, Kym Waddell, Nanette & ChrisDean Call to Order Betsy called the meeting to order at 7:00pm Approval of Minutes June 2013 and August 2013 Minutes to be approved at September 3, 2013 meeting. Treasurer s Report Sandy Noren Checking Account balances for fiscal year beginning on 7/1/2012 at $ and ending on 6/30/2013 at $ The situation with the P.O. Box has been corrected and mail has been redelivered including checks from 2 Crew games totaling $ Receiving United Way Donation, but unsure of source - Sandy is looking into this as notation is for babysitting Incoming funds - $40 Pacer Flags, $115 Camp Reimbursement Outgoing funds - $300 Raincoat repairs, $ Summer uniforms $75 check to Rettig Music may need to be re-written as it has not been cashed yet and may have been misplaced Above incoming and outgoing brings checking account balance to $ Check for guard uniforms and flags was $4148 o $3200 uniforms o $1680 flags o Received $700 discount for early payment o $2720 for uniforms will be reimbursed to Cadence Club Officer Reports o President (Betsy Lenhart) - Members and Board introduced themselves Betsy provided short explanation of the purpose and bi-laws of Cadence Club Food (Dee Hardison) - *per Betsy Due to uneven numbers in class sizes this year cookies will be assigned for home games alphabetically $80 of the $200 food budget was spent during band camp $50 donation to band camp food will be deposited to the food budget

2 THANK YOU, DEE!!! You did an awesome job to keep our kids fed during camp!! Spirit (Samantha Colborn) 8/12/13 Welcome Back decorations 9/12/13 Locker decorations 10/5/13 Goodie bags for OMEA contest 11/1/13 Senior Night posters and flowers **would like to have posters by 10/30/13 11/7/13 State Contest send off with signs lining Hayes Drive 11/18/13??Banquet?? Uniforms (Lori Miklas) - *per Betsy Raincoats will be washed while band gets pictures taken at 4:30 on Wed (8/7/13). Please bring a scrub brush to scrub hoods and anyone with an agitator free machine available to wash coats would be greatly appreciated. o 1 st Vice President (Paul Button) Transportation and Field Crew - Still need volunteers for Pit Crew, but MUST be signed up to volunteer in order to control and monitor numbers on the field Alan Notestine is coordination Band Aids and a parent volunteer for that group Joe Schulte has built a stand for the vibraphone with steel donated by Cooper Tire, powder coating service was also donated (only had to purchase the paint) ACTION ITEM Tobi to send formal Thank You to Cooper Tire Monies for repairs ($500) have been depleted and have additional bills to pay, approximately $80. Requesting $300 be added to this line item in Cadence Club budget Cart tires have also been replaced Tractor is tuned up and hope to see it last the rest of the season, but have looked into replacement tractor due to the poor condition of our current one. Anticipate $1100 replacement cost (and it s orange and black). Field Commander Podiums (3) need replaced unsafe! Paul Button will handle the purchase of these after coordinating heights and requirements with Mr. Doherty. Tobi Goble volunteered to pick up these if they are purchased in Ohio if it will save shipping costs. A future large purchase that Cadence Club would like to consider are a small trailer (for Winter Guard, parades, etc) at an approximate cost of $5,000-$6000. Terry Goble will be researching this cost more closely and report back to the group in September.

3 Discussion of purchasing clear, lightweight raincoats for band and guard during warmer weather at an approximate cost of $9.95 was led by Gary Hughes. Also discussed making this part of the students summer uniform cost. Discussion tabled at this time. ACTION ITEM Betsy to discuss with directors Chaperones (Carla Poston) Still need volunteers ACTION ITEM Tobi to list of volunteers from Parent Preview Night o 2 nd Vice President (Sandy Noren) Parent Fundraising (Gary Hughes) Just a few more Crew opportunities remain this year. Need to push through in order to secure the beer bunker at the 2014 Rock on the Range. Extra alcohol training class is available on 8/22/2013 for anyone who still needs it. This is only valid through the current season. Training will be required again prior to the 2014 season. Discussed having a meeting in the future designated for Crew to bring awareness and answer any questions. Krispy Kreme Doughnut Sales (Jeff Flaugher ) Jeff will contact Krispy Kreme to arrange sales again this year. Anticipates prices to remain the same this year purchased at $3.25 per box and sold at home games at $6 per box. Will coordinate with Tracey Sword and ask for volunteers via . This fundraiser yields approximately $1300 that is deposited into the Cadence Club checking account. BINGO at Schulz (Tobi Goble) Athletic Boosters have asked if Cadence Club is interested in participating in ANY Bingo nights at Schultz Elementary. These events are on Saturday nights and 6 people are required to attend from Cadence Club. Cadence Club will receive $500 for each evening participation requirements are met. I move that the Cadence Club volunteer for 2 Bingo nights at Schultz Elementary with dates that are after January 1, Motion made by Kym Waddell, 2 nd by Emily Meck. Motion carried with 3 abstentions. ACTION ITEM Tobi to contact Athletic Boosters to set dates Pacer Flags and boas will be sold again this year at home football games. Flags are $20 and ALL boas will be $5. Tobi will contact Jen Ruhe to advertise via the school s Facebook page. Tobi will also research the possibility of another run of flags as there are only 52 flags left in supply. ACTION ITEM Tobi to contact Jen Ruhe and Mercer Press.

4 Student Fundraising Tag Day (Amee Sword *per Tracey Sword) possible dates of 9/21/13 (Fair weekend), 9/28/13, 10/12/13 (Homecoming weekend) and 10/26/13 were discussed. The group decided on October 26, am-2pm. This fundraiser yields approximately $7500 that is deposited into the District Student Fundraising Account. Uniform Campaign NO REPORT o Secretary (Tobi Goble) NO REPORT Publicity/Communication (Kym Waddell) - Working with Andy to get graphics for show Looked into an ad in the Fall Sports Program but is too costly Dean s will get quote on a sign for the fence at home games that represent the Cadence Club (Kym s drawing used at Parent Preview Night) Director s Reports o Andy Doherty *per Betsy One Call Now Mr. Doherty asked Cadence Club to consider purchasing this system that would allow one phone call made to be broadcast throughout the entire band in order to improve communication. However, the school district has a similar system available for his use according to Jen Ruhe. The group recommended that Mr. Doherty use Director s funds to purchase the system or to use the school s. Mr. Doherty requested that Cadence Club pay $900 to Sarah Kageorge, $600 to Austin Brown and $400 to Dylan Bram as an advance on their fees. These funds will be reimbursed to Cadence Club from the district p.o. The balance of these staff fees will be paid through the district directly. Cadence Club would like to encourage Mr. Doherty to write next year s purchase orders early enough to avoid this need for the year. I move that the Cadence Club advance staff fees of $900 to Sarah Kageorge, $600 to Austin Brown and $400 to Dylan Bram with reimbursement to be made to Cadence Club when the Purchase Order is complete. Motion made by Sandy Noren, 2 nd by Carla Poston. Motion carried with one abstention. Mr. Doherty approached the Executive Board in July to purchase a new Long Ranger that was needed for this year s band camp. The Board approved this purchase of $995. I move that we accept the Executive Board s approval to purchase a Long Ranger in the amount of $995 for the 2013 band camp season. Motion made by Paul Button, 2 nd by Carla Poston. Motion carried.

5 Old Business New Business - o Horse Parade is on September 8, Chaperones will be needed. There is still LOTS of water left from the 4 th of July parade. o Parents will meet to clean the band room loft on 8/23/13 6-8pm and will order pizza following. I move that all the following budget items be approved: $200 for xylophone cart, $3000 for field commander stands, $300 for additional field crew repairs, $200 for publicity and $1100 for a new tractor. Motion made by Paul Button, 2 nd by Samantha Colborn. Motion carried. Adjournment Motion made by Paul Button, 2 nd by Emily Meck. Motion carried. Next Cadence Club meeting will be Tuesday, September 3, 2013 at 7pm.

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