Woodbridge Senior High School Band Booster Meeting Minutes June 7, 2012

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1 Woodbridge Senior High School Band Booster Meeting Minutes June 7, Call meeting to order: President Nancy Ro called the meeting to order at 7:07 p.m. Firsted by Mr. Richardson. Seconded by Ms. Richardson. 2. Approval of March 1, 2012 minutes: Ms. Glidwell reported reading the minutes. 3. Treasurer s report: Ms. Glidwell reported that we have $20, in our account with $10, being in student accounts. She explained that we are keeping tight and we plan on spending only what we have and will not be dipping into student accounts. Fireworks have been paid for in full. We have the expense of salaries for the Marching Band instructors coming due very soon ($8,000.) That will only leave us $2, to spend. She also reported that only 2 or 3 seniors ( about $500) responded to the s reminding them of the monies in their student accounts that need to be redeemed by June 30 th or the monies will go back into the general account. 4. Committee Reports: Membership: Ms. Burkholder did not have anything to add. Fundraisers: Ms. Hart reported that the Color Guard will be holding a bake sale at the Lake Ridge Giant on June 16 th from 12 4 to offset the costs of their costumes. The members will each work 2 hour shifts. She also said that the discount fundraiser cards will be doled out at registration in packs of 5 or 10 cards. If more cards are needed, please e mail Ms. Ro to get additional cards and turn in the money you have received. The students will make $8.00 for every card they sell to go into their student accounts. They can also attempt to sell their cards at the firework booth. Membership questioned what other opportunities will be available to earn money for the individual accounts. Ms. Ro responded that the discount cards and cookie sales were the only opportunities for the individual accounts. Everything else will go into the general account in order to cover the costs for the whole program. Spirit Night: Ms. King reported that we made $115 at the Famous Dave s Spirit night. Ms. Wohlrab asked if we could repeat Famous Dave s in September as she missed the last one. Augusts Spirit night will be held on the Tuesday of band camp (August 14 th ) at CiCi s from 4 to 8. Ms. Floresco made the inquiry that we might try different nights in the future for those that aren t available on Tuesdays. Ms. King said she would try. Ms. Ro also said that many of the establishments like to do certain days so it is not always up to us.

2 Pit/Truck: This position is no longer vacant Mr. Richardson has agreed to take on this position. Thank you Mr. Richardson! Web Master: Mr. Bayne was not present. Guard: Ms. Petrone had nothing to report. Uniforms: Ms. LaPoint once again thanked everyone for helping with uniforms. It is always appreciated. She is in the process of getting the uniforms ready for the coming season organizing and such. She will be in the uniform closet on Tuesdays and Thursdays for the month of June (except for June 12 th ) from 6 to 8 and would welcome any help offered. She also said she will be holding fittings either the first or second week of August and will inform everyone when the dates are confirmed by Mr. Carder. They will be held from 8 5 on Tues, Weds and Thurs in the Black Box Theatre. She reported that the cost of the MB shoes have increased to $ Ms. LaPoint will have helper signup sheets at registration for sewing and laundering. Tag Day: Ms. Schwartz said Tag Day will be on September 8, 2012 (the Saturday after school starts!) We will do a potluck breakfast for the student participants. The students will report at 8:00 am and will hit the road at 9:00 am. They will either wear their wind suits or their uniforms (Mr. Carder will make that determination). They will continue until all the routes have been completed (typically 2 3 o clock.) We will be doing this with Orchestra and will split the proceeds with them. We typically bring in about $10,000 through this fundraiser. This is a mandatory event for all students and we will also need some parent drivers as well. Ms. Schwartz requested the help of one more parent to help her with the routes. Ms. Johnson volunteered. Thank you Ms. Johnson! Chaperones: Ms. Ivestor said she will need help. Two chaperones are typically needed to ride the buses with the students for games and competitions (total of 6). Chaperones in general assist the students with plumes, taping gloves and other duties as well as putting seat covers on the bleachers for home games to keep the white pants clean! The chaperones usually arrive for football games at the same time the students do (around 5:30). Publicity: Ms. Richardson will continue to plug us in the Woodbridge and Lake Ridge Patches and Inside Nova. She will publicize the bake sale, Spirit Nights and Tag Day. Spirit Wear: Ms. Wohlrab presented some new merchandise with some new logos she will be selling this year. These items include baseball caps, t shirts, sweat pants, sweatshirts and a new bag. She also has some continuing stuff including beanie caps, magnets and seat cushions. Ms. Ro said she saw some cheap vuvuzelas advertised. Ms. Wohlrab also suggested getting more pompoms and the fact that Mardi Gras beads are an inexpensive way to display school spirit at games. She also requested help selling items at our booth during home football games.

3 Hospitality/Food: Ms. Resko reported the ice cream social will be on June 28 th. She asked if someone has requested the lower cafeteria for the bands use during such events as the ice social, homecoming etc., and if not, if Ms. Ro can show her how to request the rooms for future dates. Ms. Ro said she would. Mailings: Mr. Thompson had nothing to report. 5. Unfinished Business: Budget Ms. Hart circulated a copy of the budget that was posted on our site for the membership to vote upon. Ms. Glidwell explained how there is no extra money and the importance for all to participate in fundraising for the good of the whole band program. The budget was approved by the membership with no exceptions. Fireworks Permits are done. The fireworks are scheduled for delivery on June 21 st. Ms. Ro has requested help with unloading from the delivery truck to our trailer as well as checking inventory. The booth and trailer will be relocated to the service road next to the driver s ed lot (where we were last year) and the port a potty will also be delivered. The Fire Marshall is scheduled to inspect on June 22 nd at 2:00. Ms. Lundy Zilinskas will be at the school to meet them and direct where they will be placed. Sales will start on June 22 as long as we pass inspection. The sign up genius is set up on our web page. Please sign up. We are asking that you only sign up for 2 shifts until June 27 th. That will give everyone a chance to sign up. We are typically very busy the closer we get to July 4 th. It is very easy. There will be 2 parents as well as 2 students per shift. Shifts last 2 hours so, there are plenty of opportunities you all to chip in. Bring a chair, book, umbrella, fan, Frisbee, etc., as there is some down time and can get very warm. We have a credit card machine that you will be shown how to operate and of course we accept cash! Yard Sale We raised $ a big thank you to everyone who donated their gently used items and their time. Senior Scholarship Evan Weiss was the recipient of this years $500 scholarship! Good luck Evan! Senior Bios/Pictures Ms. Ro said that she received no information/photos from any of the seniors, therefore, there will be no senior bio booklets this year. 6. Open Forum: First VP A call was put out that we needed a new 1 st VP as the current one had to step down. Mr. Thompson has agreed to take on the position. The membership unanimously voted for Mr. Thompson by a show of hands. Thank you Mr. Thompson! Potential Band Trip We have been working with a travel agency to try to put together a trip for the Marching Band this year. Right now, preliminary planning shows a potential cost of between $603 and $626. This includes the following: All charter bus transportation, hotel, Stars Performance (parade) at Universal Studios, 2 day park hopper at Universal Studios, Blue Man Group Show, Sea World, and almost all meals.

4 The dates for this trip would be departing on the afternoon of Nov 8 th and return on Nov 12 th. The students would miss only one day of school as we would not leave until 4:00 on the 8 th and the 12 th is a holiday. In order for this to work out, we would need a commitment from 65 members and nonrefundable deposit payment of $150 by June 26 th. Additional payments will be due in July and August and the final payment in September. So if the trip were to cost $603 minus the deposit of $150 the remaining amount owed per student is $453. A payment schedule would be established upon the completion of the itinerary with the travel agency and the establishment of the final cost. Whatever the final cost is per student after the $150 deposit would be divided up in three payments. We are hoping to have the total cost within the next week or 2 so we can establish the payment schedule. Please keep in mind that this trip is in addition to the costs of Marching Band fees which are also due before Band Camp. The deposit is due this month. We need input from the parents as to whether or not this is something you would like us to move forward on or if you would prefer we bypass the trip this fall. You will also have to keep in mind that right after Marching Band season is over, we move right into the winter season with winter Guard and Drum Line more fees. We don t want anyone to be financially strapped and this is why the discount card fundraiser earns the students 100% and we are informing you early enough to perhaps budget in all your band and trip fees. If people are comfortable with the idea and costs of this trip, a commitment and interest form will be sent out to everyone. Mr. Richardson asked if the dates were set for this trip. Ms. Ro responded that these are the only feasible dates due to the MB season and playoff games. Mr. Carder will ask for approval from Mr. Huckstein once we have a commitment from the membership that we have enough interest in the trip to move forward. Chaperones will be booked 2 to a room; students 4 to a room. At this time, the cost would be a little more ($664?) for the adults as they are 2 to a room. We will discuss tag a longs after we see if the trip is a go. Graduation help needed 2 parents are needed to help at this Saturdays graduation. We need you to supervise and hand out water to our band kids as it supposed to be hot and sunny. You will sit on the field with the students and will need to wear business casual attire. We did get 2 volunteers. Thank you. Replacement Board Members for next year The following positions will be available next year. We need everyone to seriously think about stepping up. Uniform Mom Ms. LaPoint is in her final year as Bob will be graduating and it would be very helpful if people could shadow her this year. Ms. LaPoint currently takes care of the MB and all Concert Band attire. If we could get 2 people to shadow her for this year 1 for MB and 1 for CB attire, that would be ideal Secretary Ms. Lundy Zilinskas will be leaving after this year as Zach will also be graduating. Treasurer Ms. Glidwell s son will be a senior after this year and would like to enjoy his senior year.

5 President (Perhaps???) Ms. Ro is up in the air It depends on what her daughter decides to do next year (stay in the Guard or not?) and she also she feels that she needs a really strong treasurer in place. Spirit Wear Chair Ms. Wohlrab may or may not be stepping down. It is imperative that we have these positions filled. It takes all of us to run this organization it cannot be done with just one person. Please consider volunteering for any of these positions as they are all important to the success of the band program. Woodbridge Band Aid? Ms. Richardson brought up the feasibility of how we could possibly tap into fund raising via band alumni. Is there a way of getting names and contact info for alumni? Maybe they would be willing to sponsor a student, a trip or rental of equipment. Maybe set up a WSHS Band Alumni page on Facebook? She will look into it. 7. Upcoming Dates to Remember: June 5 Start of Fill Band Tuesday/Thursday practices 6:00 to 8:00pm June 9 Graduation June 21 & 26 Marching Band Registration 6:00 to 8:00pm June 28 Ice Cream Social 8:00 to 9:00 8. In Attendance were: Jan Johnson Sharon Richardson Janine Wohlrab Mark Thompson Rose Burkholder Kumiko Resko Claiborne Richardson Nancy Ro Mary Lundy Zilinskas Lisa Glidwell Tomm Sibert Paul Stein Mary LaPoint Julie Ivester Kathy King Rhonda Roberts Donna Petrone Pynne Floresco Liliana Cruz Ann Thompson Susan Hart Shuana Schwartz Terri McLean Gilda Hagan Brown Ellie Carrero Carol Stribula Dawn Craddock The next Booster Meeting will be August 2, 2012, at 7:00 pm in the band room. Enjoy your summer!! Ms. Schwartz motioned to end the meeting at 8:45pm. Ms. Hart seconded it. Respectfully Submitted, Mary Lundy Zilinskas Booster Secretary

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