General Band Boosters Meeting, May 10, 2010

Approved minutes

Call to Order - The meeting was called to order at 7:37 PM.

Approval of the minutes - The minutes were read and approved.

Director’s Comments - Matt Shearer would like to thank everyone for all they’ve done this year.  He feels it was a very successful year for the band program.  There is a band concert coming up this Thursday.  Drumline auditions will be May 19th.  Drum major auditions were held today, and Mr. Shearer is currently reviewing their auditions.  Danceline auditions will be this Wednesday.

President’s Report - Our annual budget meeting was held at the end of April.  The treasurer, Celeste Denier, will hand out copies and the new budget will be voted on at our June meeting.  One change, families with multiple marching band members will get a discount for the second child.

Pam thanked Nick Cockerham for his hard work on the golf tournament.  Nick and his golf team won a lot of the special events, but Nick donated his money back to the band.

Jazz Knight Club - This event was a huge success.  Kathy McCahey was the event chair, and she was very organized and had a wonderful team of volunteers.  Mary Sweeney did a great job in the kitchen.

Band Banquet - held on May 7th.  Mary Sweeney was the chairperson, and she did a fabulous job.  The seniors also did a wonderful job speaking.

Gator Bowl - We are not doing Gator Bowl this year.  The organizers, Heritage Festivals,  have a $3,000 deposit of ours that they will hold for a year, so a different trip with Heritage Festivals will be considered.

Treasurer’s Report - Balances: MHS Boosters Checking - $27,648.79; MHS MM Checking - $8,717.73; MHS Uniform Interest Checking - $139.56.  Mr. Shearer spent most of his budgeted discretionary fund on equipment this year.  The budget for next year was presented at the meeting, and a brief discussion of it ensued.  It was decided at the budget meeting to go ahead with the purchase of raincoats.  It was also decided to not fund the uniform account this year.  (In past years, when the funds have been available, $5,000 was put in the uniform account each year.)

Ways and Means -

Golf Tournament - Totals are not in yet for the tournament held on April 30.  We are still looking for a chairperson for next year.  Patricia Staples thanked Nick for his hard work. 

Jazz “Knight” Club - Totals are not in yet for the event held on May 1st, but the profit will probably be slightly over $1000.  This is not usually a fundraiser, but we made a profit because of the decorating committee’s thrifty purchases and Mary Sweeney’s food purchases. 

Car Wash - Jessica Bower and Jan Titus, co-chairs.  Upcoming car wash dates are May 16th and June 6th at Safeway from 1-4 PM.  There is still time to sign up for the May date.  Jessica is looking into the possibility of car washes at Fitzgerald Auto Mall and Waffle House on Buckeystown Pike.

Basket Bingo - Nancy Vom Lehn agreed to chair for 2010.  The date is September 12th, 2010.

Baker Park Summer Series - Carolyn Holcomb has agreed to chair for 2010.

Pass the Hat - Beth Guyton has agreed to chair for Fall 2010.

Bowl-a thon - a chairperson is needed for this event.  It was held in January last year.

Pam Harris is interested in starting a committee to look at simplifying the awards given out to band members at the banquet.  If interested in serving on this committee, contact Pam.

Proposed by-law amendment - Pam Harris read the proposed amendment to allow the boosters organization to require criminal background checks for future staff members.  The amendment will be voted on at the June meeting.  The proposed amendment will be posted on the band website.

Voting for next year’s Executive Board:

Nominations - Celeste Denier was nominated for Treasurer; Shelly Hill was nominated for Secretary; Pam Harris was nominated for Vice President; Nancy Vom Lehn was nominated for President.  A motion was made to accept the slate of officers; the motion was seconded, a vote was taken and the slate of officers was passed.  Thank you to the new officers for stepping up for our organization.  Susan O’Neill was appointed as Publicity Chairperson.

The meeting was adjourned at 8:55 PM.  The next meeting will be the first Monday of June, June 7th, rather than the second Monday, at 7:30 PM at MHS in room 210.

Respectfully submitted,

Cindy Doggett, Secretary

General Band Boosters Meeting, April 12, 2010

Approved minutes

Call to Order - The meeting was called to order at 7:35 PM.

Approval of the Minutes - The minutes were read and approved.

President’s Report -

The jazz band performed a great concert last week, and the only negative comment was that it was too short!

Matt Holcomb is helping Pam draft legally acceptable documents concerning the staff background checks.

We are planning our budget meeting to craft next year’s budget for either April 20 or 27.

Pam appointed a nominating committee of Patricia Staples, Nick Cockerham and Cindy Doggett to come up with some nominations for next year’s officers.  Pam opened the floor for nominations, and potential names were discussed.  The nominating committee will be calling people in the next couple of weeks.

Jean Bonde Booster Award - Pam asked for nominations for this award.  It is given to a band boosters parent who has gone above and beyond the call of duty in helping the band.  Nominations can be emailed to Pam in the next couple of days.

Treasurer’s Report - Balances: MHS Boosters Checking - $25,499.32; MHS MM Checking - $8,717; MHS Uniform Interest Checking - $139.56.  Total assets - $34,356.61.

Ways and Means -

Golf Tournament - There will be a meeting on either April 20th or 27th for volunteers.  Nick says we should have 40 players participating.

Jazz Knight Club - Kathy McCahey.  50 tickets are sold already.  Kathy will send out emails to the feeder schools.  Seating is roughly 200.  Shelly Hill sent out an email for volunteers.  Mary has all the help she needs.  Kathy received the posters today, and will be getting those out.

Car Wash - Jan Titus agreed to co-chair with Jessica Bower.

Baker Park Summer Series - Carolyn Holcombe has agreed to chair for 2010.

We really need a chairperson for next year’s golf tournament.

Band Banquet - Mary Sweeney, chairperson.  Date - May 7th, 2010.  Tickets are available for purchase.  $13.00 per person.  The money can be sent to MHS or placed in the lock box in Mr. Shearer’s office.

New Business -

Awards Process - Pam Harris would like the boosters to take a look at the awards process for future years.  She feels they can be simplified.

The meeting was adjourned at 8:25 PM

The next meeting will be May 10, 2010 in room 210 at MHS, beginning at 7:30.

General Band Boosters Meeting, March 8, 2010

Approved minutes

Call to Order - The meeting was called to order at 7:49.

Minutes - The minutes were read and approved.

President’s Report -

•  Senior Night Jazz Band and Dance Team.  Thanks to Jenny Casey and Gabriella Cook for a wonderful evening.  It went smoothly, good food was available, and everyone had a good time.

•  Jazz Band Disney Trip - pending.  More information is being sought.  Note - This trip is now cancelled.

•  New staff background checks - Pam Harris and Nick Cockerham met and crafted a contract and bylaw change reflecting the requirement of a criminal background check.  Pam made copies for the Executive Board to review before opening discussion to general board.

•  USSBA competition - the Executive Board decided to shelve this idea for the 2010-2011 marching band season because we are hosting the County Marching Festival.

•  It’s time to start thinking about new officers.

Treasurer’s Report -

•  Balances - MHS Boosters Checking - $28,359.74;

•  Received plumes and garment bags for uniforms.

•  We paid $145 for indoor dance line performances that they were unable to use this year due to weather cancellations.

Band Director’s Comments

•  Come out to the band and orchestra concerts next Thursday, March 18th.  They will be playing music that they will perform for adjudication. 

•  All County Jazz applications are due.  Mr. Shearer does not have the music yet.  The planning for this at the county level is still up in the air, because they are trying to hold the concert at the Weinburg and make it a jazz festival. 

Ways and Means Report

•  Golf Tournament Update - Nick Cockerham.  April 30, tee off time is 9:00, should be done by 2:00.  Food will be served then.  Nick would love 12 volunteers.  As far as planning ahead of time, Nick feels they are doing well.

•  Jazz Knight Update - Kathy McCahey.  All jobs have been assigned.  Kathy will send the ticket price list to Celeste, and Matt will go ahead and make a Pay-Pal button to begin ticket purchasing online.  President Pam Harris spoke of Mary Sweeney’s efforts on behalf of the Boosters when explaining to school officials exactly what we will be doing in the kitchen that night, and she was able to get us use of the kitchen without having to pay for a kitchen staff member to be present, a savings to our booster organization of $400.  Pam crowned Mary Kitchen Czar for that night, in order to keep our good name with school officials. 

•  Basket Bingo - Nancy VomLehn.  A date of Sunday, Sept. 12 is set.  Nancy said that an email will be sent out requesting help for anyone who wishes to make something for inside the baskets.

•  Tag Day - Patricia Staples.  Date set for November 20 and 21.  Nancy VomLehn offered to help with this year’s tag day if Patricia helps with Basket Bingo.

•  Bowl-a-thon - looking for a chairperson for next year’s event.  This is an easy fundraiser to chair.

•  Frederick Restaurant cards.  We buy the cards up front for $15 and sell them for $25, and the card offers a discount at many local restaurants.  The current card’s expiration date is November 30, 2010.  We are considering this fundraiser, with the thought of buying them this coming November, for cards that expire the following November, 2011.

Uniform Update - Only three students got the tux pieces they correctly needed for their Orchestra and Concert Band uniforms.  Celeste is already on top of getting the company to make good on what we ordered.  The marching band uniforms are all tucked neatly in the closet. 

The meeting was adjourned was 8:33 PM.

The next meeting will be April 12, 2010, in room 210 at MHS at 7:30 PM.

General Band Boosters Meeting, February 22, 2010

Approved minutes

Call to Order - The meeting was called to order at 7:30.

Minutes - The minutes were read and approved.

President’s Report

•  Breast Cancer Awareness Shirts are to be worn to this Wednesday’s basketball game, Feb. 24.

•  County Marching Festival - We are hosting the festival this year, on Oct. 18, with a rain date of Oct. 25.

•  Senior Night - Jazz Band and Dance Team - Feb. 24

•  Band closet cleaning was Jan. 30; it was very successful.  We discovered we do not need new Shakos or Shako boxes.

•  New staff background checks - Pam will be working with Nick Cockerham to finalize the details for this.

•  USSBA competition - we are still discussing this.  TJ Band Boosters is willing to work with us.

Treasurer’s Report

•  Balances - MHS Boosters Checking - $26,778.08; MHS MM Checking - $8,703.54; MHS Uniform Interest Checking - $136.14

Director’s Comments - Adjudication is coming March 18th for orchestra (at Catoctin) and March 24th for band (at Tuscarora).  Percussion ensemble is going well.  From Matt’s preliminary survey of his classes, he thinks that his numbers will remain approximately the same as far as next year’s enrollment stands.  Our band was officially invited to the USSBA National competition in Annapolis for next marching season.

Ways and Means

•  Pass the Hat - Beth Guyton has agreed to chair for Fall 2010.  A date needs to be selected.

•  Tag Day - Chaired by Patricia Staples - Need co-chairs for 2010.  Tentative date - November 20th and 21st, 2010 - need to discuss for final approval.

•  Bowl-a-thon - Fred Doggett chaired this event; there were 30 bowlers, 2 teams of students and 3 teams of parents/staff.  $560.30 was raised.  We decided to try this again next year.

•  Golf Tournament - Nick Cockerham is chairing this year, we are looking for a co-chair to learn the ropes from Nick.  Date - April 30, 2010.  There will be a meeting next Thursday, March 4th at the Main Cup at 7:30 for those interested in helping.

•  Band Banquet - Mary Sweeney is chairing this event.  Date - May 7th, 2010.

•  Jazz “Knight” Club - Kathy McCahey has agreed to chair.  Date - May 1st.  Decorating - Shelly Hill; Food - Mary Sweeney; Advertising - Leslie Dorsey; Pay Pal - Patricia Staples; Tickets - Nick Cockerham; Programs - Celeste Denier.

•  Car Wash - Jessica Bower agreed to chair.  We need a co-chair.

•  Basket Bingo - Nancy Vom Lehn agreed to chair for 2010.

•  Baker Park Summer Series - need a new chair person for 2010.

Publicity Report

•  Cyndy said there is supposed to be a Knightmare order form in the school’s newsletter, and it’s not there.  Cyndy will follow up on this.  She will make sure the bands’ upcoming events are in there.

New Business

Pam Harris has been meeting with the county’s Band Booster Presidents to discuss budget cuts to music programs.  They drafted a letter that they sent to the Frederick County Board of Education, will all their signatures, highlighting two areas of concern - increasing class sizes by as much as one student per class and reducing clubs and extracurricular activities.  She will keep us informed of any response.

The meeting was adjourned at 8:35 PM.

The next meeting will be March 8, 2010, with the Executive Board meeting at 6:30 and the General Band Boosters meeting starting at 7:30.

Respectfully submitted,

Cindy Doggett, Secretary

General Band Boosters Meeting, January 11, 2010

Approved minutes

Call to Order - the meeting was called to order at 7:38 PM

Minutes - the minutes were read and approved with corrections, which are reflected in the minutes on the website.

President’s Report

•   Jazz Band Senior Night - February 18.  Cindy Doggett will work with Dee Buchanan to find a parent to coordinate this evening.

•   Storage closet cleaning day will be January 30, 2010.  Email to go out.

•   Kathy McCahey agreed to chair the uniform committee next year.  THANK YOU!

•   Need a Spring Uniform Coordinator for next year.  This is for Jazz Band and Wind Ensemble.  Celeste Denier is willing to do this with help, since she is only involved for one more year.  We are looking for a co-chair.

Treasurer’s Report

•   We paid for the uniforms in December.  The cost to date is $26,057.73, but we are not completely finished with the purchases.

•   Balances - MHS Boosters Checking - $29,177.51; MHS MM Checking - $8,703.54; MHS Uniform Interest Checking - $136.14; for total assets of $38,017.19.  Transportation costs still need to come out of this amount from marching season.

Band Director’s Comments - The newly married Mr. Shearer spoke about the new classes beginning in the second semester, the symphony orchestra and the percussion ensemble.  He will need some parent volunteers for the percussion ensemble, setting up for concerts, etc.  Students will need to purchase practice pads and sticks for use in the classroom. 

Ways and Means

•   Bowl-a-thon - We have several teams ready to go - an MHS staff/administration team, a band staff team, an MHS Band Boosters Executive Board team, and one or two student teams.  Mr. Shearer will announce in his band classes to try and drum up extra student players.  Mrs. Clabaugh is going to do an announcement tomorrow at MHS.

•   Pass the Hat - Beth Guyton agreed to chair this for Fall 2010.  Cindy Doggett will tell her about it.

•   Tag Day - Patricia Staples is looking for chairpersons to help her next year.  Potential date, pending final approval, is November 20th and 21st, 2010.

•   Basket Bingo - Nancy VomLehn is already looking at dates for a fall, 2010 date.  Fall marching band schedule was discussed.  We are looking at possibly September 19.  The Balogs are planning on helping.

•   Jazz Night - Date May 1st.  Kathy McCahey is chairing this event.  This year’s color will be green.

Uniform Committee Update - We have ordered the full uniforms.  We have not ordered the plumes, replacement emblems on our current shakos, or new shako boxes.  We are looking into the cost of purchasing raincoats.

We discussed in the Executive Board meeting that we are going to start requiring any new staff hired to have a background check completed before employment, and the boosters organization will pay for this.  This requirement will be put into the bylaws.

The meeting was adjourned at 8:18 PM.

The next meeting will be Monday, February 8, at 7:30 in room 210.

Respectfully submitted,

Cindy Doggett

General Band Boosters Meeting, December 14

Approved minutes

Call to Order - The meeting was called to order at 7:40.

Minutes were read and approved with one spelling correction.

President’s Report - Pam Harris

            Pam thanked Patricia Staples and all of the parents and students who made Tag Day such a success.  $7,208.50 was raised this year.  Co-chairs are needed for next year.

            Middletown High School has donated $5,000 towards the purchase of our new uniforms.  A thank you note will be sent to Mr. Berno.

            $100 per student was given to the All State Band/Orchestra students.

            Storage Closet Cleaning Day - January 30, beginning at 9 AM.  Parents are needed for this.  Old band uniforms - ideas to get rid of them - offer them to the middle school; offer the black pants to a homeless shelter; offer them to the drama department; sell to the students.

            Uniform Chairperson - We need a chairperson for the marching band uniforms and one for the jazz band/orchestra/wind ensembles.  Several people have offered to help, but no one wants to chair at this time.

            We need parents willing to help sell Knightmare T-shirts at basketball games.  See Cyndy Zolfo if you can help.

            Middle School Concert-Recruitment Event - We need someone to coordinate this event at the concert December 14.  We want to show DVDs of our shows and offer refreshments after the eighth grade band performs.

            Background checks - It was discussed in the Executive Board meeting to have any new band staff get fingerprinted and background checks, and the Boosters paying for this.  Approximate cost is $90 to $100 per person.  We will need to put together a policy about this as well.

Treasurer’s Report - Celeste Denier.  She spoke about having our insurance policy re-written to run from December 15 to December 15, because we always ran into a problem with band camp requesting use of the facilities and needing to update our insurance policy at the same time.

Our account balances are MHS Boosters Checking - $35,016.19; MHS MM Checking - $8,703.54; MHS Uniform CD - $11,631.45; MHS Uniform Interest Checking - $8,536.14.

Taxes were paid, and our Charitable Organization paperwork has been filed.