Henry Clay Band Boosters, Inc. Parent Meeting Minutes September 21, 2015

Transcription

1 Henry Clay Band Boosters, Inc. Parent Meeting Minutes September 21, 2015 The meeting was called to order and welcome made by President Tony Spencer at 7:03 p.m. He recognized Stephanie Baldwin, Kim Newton and Jay Abbey for stepping up to work bingo this past weekend and Cameron Beard s pit crew for helping make the first marching band show of the year a success. In attendance: Lisa Wright, Jennifer Barricklow, Jerry Bell, Cameron Beard, Patsy Carruthers, Amy Jennings, Kimberly Collins, Donna Cox, Tom Bensberg, Vyvann Op, Jim Triantafilou, Joyce Triantifilou, Stephanie Baldwin, Louis Stepter III, Michelle Hash, Eric Hash, Sarah Gardner, Sean Anderson, Beth Hickey, Dale Melton, Vonda Melton, Melba Guerrero, H.K.Kingkade, Bettie Kingkade, Maddie Wheeler, Randy Wheeler, Viviana Ortiz, Scott Jennings, Debbie Stepter, KimNewton, Brian Rosenkrantz, Jill Rosenkrantz, Sandra Palmer, Michelle Slayton, Shawnita Walker, Amanda Ferguson, Jennifer Gripshover, Tony Spencer, Kristie Spencer, Bill Kite and Jeff Bayerle. Approval of Minutes: Donna Cox moved and Jennifer Gripshover seconded approval of the August 24th Band Boosters Parent Meeting. The 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. Treasurer Donna Cox reported that August had been a good month with a $17,000 net profit from bingo. There was a lot of activity in income and expenses with the start of marching season. If you have any questions or would like a copy of the report, contact Donna at donna@inbalanceaccounting.com. Jennifer Gripshover moved and Debbie Stepter seconded approval of the Treasurer s Report. The motion was unanimously approved. Bingo Report: A. Finances: Co-Treasurer Jennifer Gripshover reported that she won t be contributing a check this month from the bingo account to the main account due to expenses. She expects to be able to contribute in October. B. Midnight Bingo: Tony Spencer reported that Midnight Bingo had been cancelled because it was losing money due to a lack of patrons. The state has removed the October session from our license. C. Inventory: Bingo Chair Jerry Bell reported that he would be doing inventory at the end of the month and could use some help. He noted that this would be his last year in this position and that it would be a good time for him to train a replacement. D. Electronic Pull Tabs: Jerry also reported that that he had spoken with Benny, the proprietor of Jackpot Bingo. 3 of the 5 organizations running bingo at the hall had opted not to try the new systems so no electronic pull tab machines will be implemented at this time. E. Marching Season: Tony Spencer encouraged parents of non-marchers who have any experience working behind the desk at bingo to help out during the remainder of marching season (through October) so that parents of marchers can watch the competitions. A couple of spots still need to be filled. A supervisor would be there to direct. 1

2 Committee Reports: A. Ways and Means: 1. Cookie dough: Ways and Means Chair Debbie Stepter reported cookie dough sales totaling $12,220 and the candle sales of $5,400. Henry Clay Band will receive 40% of the sales, amounting to a little over $7000. She also reported that McDonald s coupon books were still being sold. 2. Zooker: Vonda Melton explained the Zooker fundraiser, which involves beta testing an app on iphones or android phones. After trying out the free app, participants will be asked to complete 3 different surveys about the app over the course of several weeks. For each completed survey, Henry Clay Band will receive $25, for a total of $75 if all three are completed. Brian Rosenkrantz challenged all boosters to participate in this fundraiser. 3. PTA 5K: Kimberly Collins reported that early bird registration ends this 9/27/15. Registration is $10 for students and $20 for adults. After the deadline, registration is $15 for students and $25 for adults. $10 of every Henry Clay student registration will go to the Henry Clay Band. 4. Band Buttons: Kimberly Collins reported that the last call for buttons is Saturday, September 26 th. B. Communications: Chair Patsy Carruthers reported that she was putting together an updated page to describe the responsibilities involved in her position. She volunteered to help other officers and chairs write job descriptions for their positions if any are interested. This could be helpful for next year with the positions needing to be filled. C. Hospitality: Jerry Bell reported for Kathy Bell. She wanted to thank parents for their help in making the first competition a success and has sent an with hospitality requests for next weekend s competition at Ryle. For 8 th Grade Night this Friday, there is also a need for donations of water. Parent help serving pizza, distributing t-shirts and directing students is also requested. D. Spirit Wear: Kristie Spencer reported that no further orders would be taken for Spirit Wear at this time. If someone has not received something that was ordered, please contact Kristie. It was noted that Spirit Wear acts as a fundraiser; for example, regular t-shirts cost $8 but sell for $12. Vonda Melton reported that she had received several compliments on this year s show shirts. Mr. Bayerle mentioned that the same artist had also designed the canvases on the show bridges. E. Equipment: Chair Cameron Beard reported that he was looking into keeping the box truck for props on the Henry Clay campus until the end of marching season. He requested extra help with props for Wednesday, Thursday, Friday and Saturday of this week. s have been sent with details. Tony Spencer emphasized that the pit crew could use extra hands with all that needs to be moved for the show, both on and off the truck and on and off the field. If you can help, please ask. You will be put to work. F. Chaperone: Amy Jennings reported for Melissa Jones. All chaperones need to make sure their background checks have been done through FCPS.net in order to be on the approved list. Also, she needs chaperones and volunteers to pass out pizza and t-shirts for this Friday s 8 th grade night. G. Uniforms: Chair Kimberly Collins reported that she airs out and sprays Febreeze on the band uniforms mid-season. She requested volunteers to help with this project on October 9 th during senior night at the home football game. The marching students will not be wearing their uniforms until the following day and the uniforms will be able to air out in the hallway overnight. 2

3 H. Stadium Seating: Jennifer Barricklow thanked everyone for helping with the stadium seat installation and reported that approximately 6800 seats had been installed. This was more than the 6000 seats typically installed. Seat removal will take place after Thanksgiving, possibly the first Saturday in December. More information will follow as it becomes available. Student Council: Band Council President Maddie Wheeler reported that the first council meeting of the year had gone well. They had worked on a mission statement that emphasized servant leadership. If anyone has service opportunities which accept teen volunteers, please contact Maddie. They are looking for both music related and non-music related opportunities. They have already been approached by someone from Transylvania University to do pep tunes. Jerry Bell noted that Morning Pointe Nursing Home is interested in having band members play music at their facility. Maddie also reported that the council had elected Sarah Palmer as Freshman Band Council Representative from a pool of 10 candidates in a close vote. They will be starting a mentoring program which they hope to have running within a month. They will also be sending postcards after the 8 th grade band night, having a chocolate fundraiser, and planning a new member picnic next semester. New Business: A. Freshman Rep: Tony Spencer noted the need to elect Freshman Class Representatives. He is looking for two parents of freshman band students. Freshman Class Reps do not plan an event, but would be responsible other years: Sophomore Class Reps plan the Pops Concert, Junior Class Reps plan the band banquet, and Senior Class plan the pool party. See Tony if you are interested in this position. B. Plan B for Disney: Tony Spencer reported the need for a Plan B to raise money for the Disney trip. Midnight Bingo has been cancelled after a loss of approximately $4,500. The boosters have committed to contribute $16,000 to the cost of the trip and will need to pull funds from reserves if other fundraising sources are not found. Various possibilities were discussed, including Painting with a Twist, Comedy Off Broadway, and crowd-sourcing fundraisers. Tony asked that a committee be formed and that ideas or suggestions be taken to Debbie Stepter as chair or Brian Rosenkrantz. C. Recruiting Committee: Tony Spencer reported that he and Brian Rosenkrantz would be forming a recruiting committee to find replacements for booster positions. He requested that anyone interested in being on the committee see him after the meeting. D. Cheers for Competitions: Parent Randy Wheeler asked about having someone lead cheers for Henry Clay Band at competitions. It was noted that more parents were on the field with pit crew this year so the crowd in the stands was not as loud this year. E. s: If information in any booster s is unclear, Tony Spencer asked parents to contact him for clarification. Directors Report: A. 8 th Grade Band Night: Assistant Director Jeff Bayerle reported that 147 eighth graders had signed up for 8 th grade night on Friday. Parent help will be needed serving pizza, corralling kids, and distributing t-shirts. Students will begin eating at 5:30. Marchers will change into uniform at 6:15 and warm-ups will begin at 6:30. Marching students will perform at half-time, after which 8 th graders will be dismissed. A picture will be taken of the entire group and sent to every 8 th grader as a postcard with a handwritten note from a drum major. This night is a great recruiting tool for the band. 3

4 B. Scheduling Change for Volleyball: Director Bill Kite thanked parents for coming and apologized for the calendar change due to volleyball scheduling. He may need help will crowd control again for practice on Thursday during the volleyball game. C. Campbell County Competition: Mr. Kite thanked parents for their help for the competition. He was pleased with the great start and reported that they had performed two really good shows. There was a glitch where the microphone on the clarinet solo went through the stadium speakers but the students recovered well. Henry Clay placed 3 rd in the preliminary round and increased their score by 2 points in the final round. In the finals, Henry Clay placed 4 th, with another band jumping 7 points to take 2 nd place. Henry Clay won best percussion; the guard placed 4 th overall, improving from previous years. He also reported that they had clear goals to work towards with feedback from the judges. D. Ryle Competition: Mr. Kite reported that the upcoming weekend at Ryle was a huge competition with a very tough lineup. He noted that only 8 bands would make it past the quarterfinals and that it would be an honor just to make finals. An has been sent with all the details. E. BOA in Dayton, October 2 nd -3 rd : Mr. Kite briefly went over the itinerary. He will end band camp on that Friday at 3:30 so students can go home, shower, change, eat, pack a small bag, pillow and sleeping bag, then return to school and load busses for Dayton. The next morning the band will perform at 9 a.m. and it will take everything they have to make finals. They will get to see all the afternoon bands perform and the rest will depend on whether or not they make finals. An has been sent with all the details. F. October 10 th Competition: Mr. Kite reported that the Marion County contest has been cancelled. Instead, the band will compete at Butler Traditional High School. G. Disney Trip Final List: Mr. Kite reported that 106 students and 10 chaperones were signed up. When the list is finalized, he will send details with rehearsal dates and other information. H. Grades and Report Cards: Mr. Kite noted that report cards were coming out soon. He urged parents to check Infinite Campus to make sure students were keeping up with assignments. I. Budget Analysis: Mr. Kite provided handouts with breakdowns of the percentage of funds spent compared to the percentage of students participating in the various band programs. The handout also listed student fees and expenses within the entire band program. He discussed budget equity and the need to provide each group with opportunities to perform. He noted that, in the past 7 years, the band s assets have doubled, in large part through responsible use of funds. For 5 or 6 of the last seven years the band has come in under budget. For any questions or concerns, please contact Mr. Kite. J. Apology: Mr. Kite apologized to the pit crew for referring to them as Pit Dads in an . No slight was intended. Joe Collins moved and Amy Jennings seconded a motion to adjourn. The motion was unanimously approved. With no further business, the meeting adjourned at 8:20 p.m. The next meeting will be held on October 19 th at 7 p.m.in the band room. Respectfully submitted, Lisa Wright 4

5 Recording Secretary 5