Henry Clay Band Boosters, Inc. Board/Booster Meeting. September 15, 2014

Transcription

1 Henry Clay Band Boosters, Inc. Board/Booster Meeting September 15, 2014 The meeting was called to order and welcome made by President Tony Spencer at 7:00pm. In attendance: Jennifer Barricklow, Rachel McRae, Mark Lowe, Jerry Bell, Tammy Kamer, Scott Jennings, Patsy Carruthers, Mimi Kaufman, Tom Bensberg, Thomas Bensberg, Sarah (last name unreadable), Cameron Beard, Louis Stepter, Shawnita Walker, Chip Iwinski, Janet Mullins, Donna Cox, Patricia Turner, Drew Slayton, Randy Wheeler, Keydron Wheeler, Maddie Wheeler, Brian Rosenkrantz, Jill Rosenkrantz, Rachel Isbell, Lori Jylkka, Kimberly Collins, Laura (last name unreadable), Ken Berry, Tony Spencer, Kelly Byrd, Jeff Bayerle, and Bill Kite. Approval of Minutes: The May and August minutes were unanimously approved as submitted. Treasurer s Report: Paper copies of the band booster current year financial reports were made available to all in attendance. Donna Cox reported that income for the month of August was $21, and expenses were $23, with a net income of -$1, Year-to-date income is $31, and expenses are $36, totaling a net loss for the year of -$5, Total revenue for the year is approximately $3,000 less than last year. Expenses for the year are approximately $1,500 less than last year. More marching fees have been collected this year as compared to last year. However, some marching fees were paid early and are on last year s financial reports so the current year financial reports do not reflect that increase. The tax return is complete and will be mailed tomorrow. Jennifer Barricklow moved and Louis Stepter seconded a motion to approve the treasurer s report. The motion was unanimously approved. Committee Reports: A. Hospitality: Rachel McRae thanked everyone for all of the fabulous donations. Many donations were received for the first band competition but band students are very hungry so the Hospitality Committee has already gone through a lot of that food. Rachel is already getting a great response for donations for the next competition. Students were given snacks on the bus. The students were great and cleaned up after themselves. It worked well so they will continue that practice. B. Chaperone: No report. C. Equipment: Cameron Beard reported that everything is working well so far. D. Communications: Patsy Carruthers reported that there have been some s that have included multiple audiences in the same , which has caused confusion. Patsy offered a few tips to help make communications clearer. Please select the appropriate audience in Charms before sending an . If you re not sure how to do that just ask Patsy or Tom Bensberg. Also, always start the Subject with HC Band, if the is for everyone; or, to be more specific when the is for marcher parents, HCMB. Another helpful item is to address the Dear Band Family or Dear Marching Band Family. Read back over the like a freshman parent, and then, during this time of year, read it again as a non-marcher parent.

2 E. Spirit Wear: Kristie Spencer is currently passing out some spirit wear from the first order. Kristie may do another order around the first of October. F. Uniforms: No report. Bingo: Tony Spencer reported that a meeting was held with almost all of the HC Band parent bingo supervisors, Past-President John Alcorn, and Lee (a representative from the Kentucky State Gaming Commission). The meeting was very helpful but some practices/procedures need to be corrected. Some things that Lee reviewed were problems with paperwork and the need for supervisors working at the pulltab counter to wear nametags. Lee is here to help but things must change. He will give us advice and look for those corrections to be made before making a formal report to the state. Thomas Bensberg reported that with marching band season in full swing many alumni parents have stepped up to fill the supervisory roles. Be sure to thank those parents if you see them. Jerry Bell reported on some patron issues and emphasized the need to make the appropriate changes to bingo procedures according to Lee s recommendations so that the bingo program can continue. Tony thanked Thomas and Jerry who are doing a great job organizing bingo especially during the marching band season and to band booster alum John Alcorn who is stepping in to help with the implementation of Lee s recommendations. Ways and Means: Tony Spencer reported that Kim Newton is working with a group of parents to review fundraising ideas and develop a fundraising plan. Many ideas are being considered including a fundraising night at a restaurant that could include the entire family. a. Stadium Seat Installation: Jennifer Barricklow reported that the band installed 6,159 seats over 3 days at the UK football stadium. There were 50+ volunteers on the advance team, 180 volunteers on the main day, and 14 devoted students on the follow-up day. Thank you to all of our volunteers for making this fundraiser a success. The HC Band will be receiving a check for $4, for the installation. Seats are still being installed so the HC Band may have approximately 9,000 seats to uninstall at the end of the football season. b. Amazon Gift-Wrapping: Jill Rosenkrantz reported on the possibility of raising funds by doing gift-wrapping for Amazon. Jill signed the HC Band up last year so that it could be a possible fundraiser for this year. The fundraiser involves volunteers going to the Amazon.com warehouse to wrap items for customers that have requested the gift-wrapping service. Volunteers must go to Amazon for a training session. A couple of weeks before Thanksgiving shifts to work will be released. Parents can earn $.50 to $1.00 per package for the HC Band depending on the shift that is being worked. The HC Band also gets paid for the training sessions. Students cannot do this fundraiser unless they are 18 years old. There is no cost to the HC Band to proceed with this fundraiser. Mimi Kaufman moved and Rachel McRae seconded a motion to proceed with the Amazon fundraiser. The motion was unanimously approved. Jill will send information about the Amazon fundraiser out as she receives it. c. Buttons and PTA 5K: Kimberly Collins reported that the button fundraiser made almost $800 for the HC Band and that buttons can still be ordered. Kimberly then reported on another possible fundraiser involving the annual 16 th District PTA 5K held at Coldstream Park. This year, in an effort to get more interest from high schools, the PTA is offering to share the profits with booster groups that sign up with them. HC Band is part of this agreement, and the PTA will give the band $10 per registration! The great thing is that the early-registration cost (through September 19 th ) is only $10 for students and $20 for adults. As of September 20 th the cost of registration will be $15 for students and $25 for adults. There is a $2.50 service charge per order to sign up online. If you don t want to run or walk the 5K, you can opt for the 1-mile fun run/walk or the 1-mile Color Run (where you will be

3 blasted with color powder). The date of the event is Sunday, October 19 th. Brian Rosenkrantz moved and Donna Cox seconded a motion for the HC Band to proceed with participation in the 16 th District PTA 5K fundraiser. The motion was unanimously approved. Kimberly will send out information so that band students and parents can get registered. Student Council: Student Council Co-President, Maddie Wheeler reported that the Student Council met during band camp and will probably get more active after marching band season. In an effort to encourage better communication among students, the Student Council has set up an account with Remind 101. Students can sign up for Remind 101 Text alerts from the Student Council. The Remind 101 texts should help to improve communication with students since students tend to read texts more than s. One of the things this system could help with is finding bingo volunteer substitutes. The Student council will also consider setting up a booster remind 101 so that parents can get texts. The information for students to sign up for Remind 101 will be on the board in the band room tomorrow. There is some question on whether or not the council will be allowed to sell chocolate bars this year. Mr. Kite will check on the approval of that fundraiser with HC Administration. New Business: 8 th Grade Band Night: Tony Spencer reported that 8 th grade band night is this Friday evening. Tony wants quite a few current parents here for that evening to meet and welcome new parents. Rachel McRae will order 25 pizzas for the evening, which should feed 200 people. There was a lengthy discussion about which pizzeria to order from. The 8 th grade numbers for the evening are down this year but Mr. Bayerle should have a better idea tomorrow. Marching Band Cheering Section: There was some discussion about the parent cheering during the marching band competition. Cowbells are not allowed. Water bottles made into shakers are allowed but only shake them before or after the show--not during the show. Jill Rosenkrantz ordered more pompoms and the parents will try to be more organized about cheering in appropriate show spots for the upcoming competitions. Director s Report: Mr. Bayerle talked about etiquette at competitions. HC Band parents need to careful about commenting on other band performances since parents of those band students may be within hearing distance. Be sensitive to other band families. Mr. Bayerle asked that the HC parents stand up at the end of the performance for every band at the competitions. These competitions are about the kids and some of those bands don t have the fantastic support that the HC Band enjoys. Our parents should show our support for all of their efforts. Mr. Bayerle requested that as many parents as possible come out for 8 th grade band night to pass out shirts, help with food, and meet and greet new parents. The HC Marching Band will perform at halftime. After halftime the band/8 th grade students/parents will come back to the band room for food. The directors would like a festive atmosphere for 8 th grade band night to help with recruiting efforts for the HC Band. Mr. Bayerle reported on an exciting new event. On October 17 th, the HC Bands will host an alumni band reunion. All band boosters and band alumni are invited to participate. The cost to participate in the alumni band night is $20. Participants will receive t-shirts, partake of a chili supper in the HC cafeteria

4 and play with the HC Band in the stands at the football game that evening. Mr. Bayerle is expecting people to attend. Awards will be given for various categories oldest alumni in attendance, longest distance to get here, etc. Mr. Bayerle may be asking for volunteers to help the day of the event. A chili cook-off with awards is being considered for that event. Mr. Bayerle asked for volunteers to help with the streamers for the marching show. The ends need to be folded over and a 2-foot pouch made for each streamer. Please contact Mr. Bayerle if you can help. Mr. Kite thanked all of the parents for their support at last weekend s marching band competition. The band got remarkably better, making clear improvements, by the evening show so they got over their nerves a little bit by the end of the day. There were a lot of groups at the competition that had their whole show learned. Taking into account that the HC Band s show is only about 2/3 complete, the scores from the competition were encouraging. The HC guard finished a little above the middle of the pack so that was a big improvement. The percussion helped musically this past weekend. At the competition there were 2 music performance judges and 1 music effect judge as well as 2 visual performance judges and 1 visual effect judge. At this competition more weight was given to the music scores. The HC Band placed 3 rd musically, 5 th visually, and 4 th overall. At BOA this upcoming weekend the show scores are heavily weighted towards visual effect. Every practice the band is adding more layers and effects to the show. The full show should be learned by early October. Tickets for this weekend are more expensive. Parents can buy a pass for both prelims and finals but the HC Band is not assured a spot in the finals. There will be some very competitive bands attending this competition. If the band makes the finals there will be a full review of bands. That is a great experience for the awards ceremony. So, this weekend will be another late night. Mr. Kite reported on some technical issues that came up at the competition this past weekend. The director s school badges have been reset to allow 24-hour access to the Henry Clay High School. The truck needs to leave before the buses from the competition so that it can be ready for unloading when the students arrive back at the school. All students need to help unload the truck after a competition and put things away so that the band room is ready for class on Monday. Please be careful when unloading the truck some things were dropped this past weekend. The pit crew has plenty of time this year to get equipment on and off the field due to a slightly shorter show but please make sure that all of the pieces of equipment get off of the field. Mr. Kite reported on the Indianapolis trip. The HC Band will leave early Friday morning, try to find a spot in Indianapolis to rehearse, and arrive at Lucas Oil Stadium by 2:00pm, with the band currently scheduled to perform at 4:45pm. The awards ceremony to announce the semi-finalists is at 8:30pm. Should we make semi-finals the band will probably have to play early (6:30am is a possibility) the next morning. The top 5 bands play later in the day on Saturday bands from all over the nation will be at the Indianapolis competition. It will be the biggest stage on which the HC Marching Band has performed. Whether or not the HC Band qualifies for semi-finals or finals, the band will stay to watch those competitions. The band will travel back to Lexington on Sunday morning. Passes for parents will be more expensive for this competition and parents can order those early online. The band is staying at the La Quinta Inn in Greenwood, IN. Currently that whole hotel is booked. Mr. Kite briefly reviewed the remaining schedule for the marching band. The state competition will not be an overnight trip this year. Mr. Kite would like to rehearse in the Nutter Field House. If anyone knows a connection at UK to get that space for a rehearsal please contact Mr. Kite. Jennifer Barricklow

5 will ask her contact from the stadium seat installation fundraiser about the use of the Nutter Field House for a rehearsal. Questions? Tony Spencer opened up the floor for questions. There was some discussion about corporate sponsorships for the band and donation opportunities for the Pops concert in May. There was also a question about how the Kroger card sign-up is going. An will be sent alerting parents to the Kroger sign-up. Lesley Iwinski will bring a computer to the concert in December to help parents sign-up for the Kroger program. The next booster meeting is scheduled for Monday, October 20, 2014 at 7:00pm With no further business, the meeting adjourned at 8:05pm. Respectfully submitted, Kelly Byrd Recording Secretary