General Band Boosters Meeting, June 9, 2008
Unapproved Minutes
Call to Order – 7:42 PM
Approval of Minutes – Minutes from last meeting were read and approved as they stand.
Treasurer’s Report – $30,724.59 in our account. CD1 - $3393.98
CD2- $10,932.81
Band Director’s Comments – Mr. Shearer thanked everyone on the outgoing executive board for serving in their positions, and he looks forward to working with the new board. The wind arrangements for the marching band are ready and will be available to download from the student information page this weekend. The pit and battery arrangements are being worked on at present.
Dave Maginnis commented on the great success of Jazz Night, and he thought those who worked on it did a wonderful job.
Ways and Means –
1. Domino’s Dough Cards (Pam Harris) Pam still has Domino Dough cards for sale. We need to make a plan for how to sell the rest. Discussion ensued about reducing the cost of the card and selling them during band camp week, since the expiration date is December of 2008.
2. Band Banquet. The Ruritan was contacted and reservations have been made for next year’s banquet on May 8, 2009.
3. Jazz “Knight” Club. Maria is still working with her committee to get a final count of attendance at the event and income and expense totals. The information will be available at next month’s meeting.
4. Car Wash. We did not have a car wash on June 7th as planned because Safeway had double booked and only 7 band members showed, so Joe let the other organization do the car wash and he and the band members solicited donations, netting $468 for 4 hours’ work. Two more car washes are currently scheduled for June 21 and August 23 at Walmart.
5. Basket Bingo. Planned for September 21 (this is a date change) at 5:30 PM at Middletown Fire Hall, with the Luteri’s scheduled to cook dinner.
6. Tag Day. We need to schedule a date for Tag Day 2008, and it was discussed moving it up from November to October. Mr. Shearer will check the school calendar and with Dee Buchanan for date conflicts.
7. Decals. John Luteri presented to Patricia and Pam an idea to sell advertising/sponsor space by placing decals on the band trailer or hanging banners on the RV during the tailgate parties, and on the side of the Polaris. Cyndy suggested sending a letter to area businesses (music stores, etc.) then following up with a phone call.
8. T-shirt contest. We would like to have the contest announced during band camp, or earlier, with the winner announced at the band camp picnic, and have the shirts made as soon as possible so they can be worn the entire marching band season.
9. Baker Park Summer Concert Series. (Cyndy Zolfo) We are scheduled for June 22, July 23 and August 24. Diane Summers has offered to work the July 23 date. We need to be there from 6:45 PM to 8:15 PM. We need to get at least two adults and several students to commit to attending each concert.
Old Business:
Golf Tournament results– Netted $9,740.00.
USAF Jazz Band – the band is currently touring and is unavailable to confirm a date, but Cyndy Zolfo is still working on securing them for a performance date at MHS in November.
New Business –
Band Camp – We are looking at someone to coordinate band camp and the band picnic.
Operating Budget – The bylaws state that we have a budget by this meeting, but since we didn’t have a president or treasurer until this meeting, we were not able to present a budget. It will be worked on over the summer, and will be presented at the August meeting.
Officer Nominations/Elections – Will Meadors has offered to be president. He was nominated, voted on, and he was approved as president.
Linda Page-Rough was nominated for treasurer, she accepted the nomination, a vote was taken, and she was approved as treasurer.
Karen Thomas asked the band boosters about extending the recognition of seniors at Jazz Night to seniors in concert band and wind ensemble as well as Jazz Band seniors. Karen has offered to create a display for those seniors, including a write-up of what the student has done and where they are going after graduation, and she suggested a junior parent chair this every year. Mr. Shearer said that when he was in high school, the boosters made a band yearbook that offered a page for each senior. The yearbook included pictures from throughout the year of different band events. We are considering this possibility. Karen will start this process by contacting Maria Pope about taking pictures for displays, and inquiring about her charge for doing so.
Karen also said that she wants to spread the word that uniform usage is a year-long thing, and she needs parents beyond the marching band season to help for concerts, tag day, etc.
Nick Cockerham asked if we are going to put the $5,000 that was in the budget for uniforms into the uniform CD, and the answer was we need to see if we have the money after all current fiscal year expenses have been taken care of. This item has not been funded for the last three years.
Nick suggested having the students recruit other students for some of these fundraisers, to up their attendance at them. He also suggested having fun things at the end of some, like a water balloon fight after a car wash, to encourage band members’ attendance.
Cyndy Zolfo thinks that next year will be a difficult year to fundraise because of the economy. She looked at Walkersville’s budget, and they did not budget money to feed their kids for band camp or before football games. Band students either brought their own food or gave the band boosters a few dollars per student to purchase them a meal. After discussion, the general consensus at the meeting was to keep funding meals for our students.
We are looking at hosting the county marching band festival this school year, which usually occurs in October. The new artificial turf field should be down in our stadium by end of August. We should make money on concessions for this event. Costs may be adjudicators, traffic control officers, light towers in the warm-up areas (in the park, middle school and certain areas of the high school.)
The meeting was adjourned at 8:52 PM.
The next meeting will be Monday, August 11, 2008.
Respectfully submitted,
Cindy Doggett
Band Boosters Secretary
General Band Boosters Meeting, May 12, 2008
Approved Minutes
Call to Order – 7:40 PM
Approval of Minutes – Minutes from last meeting were read and approved as they stand.
Treasurer’s Report – We have $33,253.31 in our checking account plus approximately $13,000 in two uniform CDs.
Band Director’s Comments – Mr. Shearer thanked this year’s executive committee for the work they have done. It’s been a great year. He told about speaking at the middle school concert last week, and the recruiting ideas that he and the middle school band teacher came up with. He thinks that at least the jazz band, if not all the ensembles, should go to the elementary school and perform. He is trying to form connections because he feels that is the most influential in getting students to continue band in upper grades. Patricia Staples thinks that setting up an eighth grade student with a high school student in band as a mentor will help.
Ways and Means –
Jazz Night – Maria Pope. Cyndy has decorations under control. Will is recruiting volunteers. As of last night, 102 people had signed up to attend on Pay-Pal. Advertisements have gone out.
Car washes on June 7th and 21st. Hours are 9-3 at Walmart on route 85. Joe will plan one for the end of August as well.
Basket Bingo – September 20 at 5:30 PM at the Middletown Fire Hall.
Summer Concert series – We have been assigned the dates of June 22, July 23 and August 24 to collect for donations. We would need to be there from 6:45 to 8:15, and everyone working should wear something showing they are part of the band. We need one parent and 6 students for each event.
Dominoes Pizza Cards – Diane Summers sold 10 tickets for a profit of $100. There are still cards available.
The Ways and Means chairpersons have a form that future year coordinators can fill out that provides information on fundraisers, like coordinators, contacts for events, income, expense, vendors used, etc.
Old Business
Golf Tournament – Dave thanked Ed McVoy for all his hard work. The final net profit has yet to be determined, but the tournament was a success.
Band Banquet – This was a wonderful success, and Dave thanked Diane Summers and everyone involved.
Officer Nominations – So far, we have Nick Cockerham for vice president and Cindy Doggett for secretary. Dave asked if anyone had any other nominations. We need a treasurer and a president.
New Business
Winter Dance Team – Mr. Shearer brought up for discussion the possibility of the dance team falling under the band boosters umbrella instead of winter sports teams, like it does now, since the activity fee for sports teams goes towards officials, buses for travel and things that the dance team does not do. We decided to table this discussion until fall.
USAF Jazz Band – they are touring and are offering us the opportunity to play at MHS either 11/11 or 11/13. It involves doing a little advertising for them and getting a meal donated for them. We have to manage tickets, possibly, but the concert is free. They just want to know if we’re willing to sponsor them. The boosters organization felt this was a worthwhile event, and Mr. Shearer was asked to check to availability of the auditorium, but are leaning towards November 11.
Officer Elections – Nick Cockerham was nominated for vice president, the nomination was seconded and he was voted in. Cindy Doggett was nominated for secretary, the nomination was seconded, and she was voted in. An e-mail will be sent out seeking a president and treasurer.
John Luteri wants to know if we can budget money to reimburse people who tow the trailer to competitions. We will discuss that when creating next year’s budget.
The meeting was adjourned at 8:45 PM.
The next meeting is Monday June 9, 2008, MHS, room 210, 7:30 PM.
Respectfully submitted,
Cindy Doggett
Secretary
General Band Boosters Meeting, April 14, 2008
Approved minutes
Call to Order – 7:40 PM
Approval of Minutes – Minutes from last meeting were read and approved as they stand.
Treasurer’s Report – Checking account balance, $24,490.02; CD1 $3,373.49 (reserved for uniforms); Uniform account #2 $10,932.81
Band Director’s Comments – If anyone has ideas on recruiting new band members starting at the elementary level through high school, please bring them to Mr. Shearer. The future of the high school band program is not looking good for several reasons – fourth and fifth grade students are dropping out, and band at the middle school level has dropped from two classes to one for some grades. Starting next year, Mr. Shearer will be using a program called Smart Music that the school will be buying a subscription to. He is very excited about this program, and feels it will encourage practicing. Students can buy a home subscription, download music to practice, and play for evaluation purposes.
President Dave Maginnis thanked Joe Balog for all of his hard work at last week’s Basket Bingo.
Ways and Means – Domino’s Dough Cards (Pam Harris) We have sold approximately 30 cards so we have recouped the $100.00 spent. We plan to sell at booster meetings, through the newsletter and through word of mouth. They can be used at any area Domino’s to get one free pizza with the purchase of another.
Basket Bingo – we made under $1000 towards the band’s operating budget this time. 79 people played. Discussion ensued about possible reasons this basket bingo wasn’t as profitable as the one in Wolfsville. There were no corporate donations this time, but there was $1,400 in donations at the Wolfsville Basket Bingo. Tough economic times were cited as reasons people couldn’t donate.
Golf Tournament (Nick Cockerham presented) – need more golfers, need more volunteers and need some more sponsors. People seem to want to help, but the economy is making it hard for many companies to donate money. We only have about 4 teams who have signed up and paid. $100 will get one a hole sponsorship with advertising for their company. We want 18 foursomes to play. We need 3-5 more volunteers. There will be a volunteer meeting this coming Monday, April 21 at 6:30 at MHS. (Ed McVoy, the golf tournament chairperson, joined the booster meeting late, coming from his golf tournament committee meeting, and reiterated what Nick had said.)
Band Banquet – May 9th, 6-10 PM. Brenda is working on collecting the student’s awards papers; the committee has discussed decorations. Deanna Maginnis was volunteered to set up the PayPal account for the banquet. Tickets will be $14.00 a piece.
Jazz “Knight” Club – (Maria Pope) Cyndy Zolfo is decorating chair, Diane Summer and Ann Pond are publicity chairs, and Deanna Maginnis is co-chair. Tickets are $13.00 online from PayPal, $17.00 at the door, ($10 and $15 respectively for seniors); $150.00 to reserve a table of 10. Cyndy ordered tables - $370 delivered. Maria allotted $500 for food. Dance parents will be asked to bring veggie trays, chips, cookies, etc. There will be a chocolate fountain. Color scheme is purple.
Car Wash – April 26, May 31, and June 21 are currently scheduled for Walmart. For the April 26th date, Joe has reserved both Safeway and Walmart, but he needs minimum of 6 adults and 15 students to commit all day in order to hold the carwash at Walmert. Not as many are needed at Safeway, so Joe is thinking to hold the first car wash at Safeway. Joe will change the Walmart May 31 date because that is the day of the mini band camp. He will try for the first Saturday in June.
Baker Park Summer Series - Cyndy Zolfo will chair. We are one of four schools who have been granted permission to solicit donations during the concert. Concerts run from June through August, and they start at 7:00 andusually last one hour. We receive 50% of the proceeds. We need one adult per concert to meet students and coordinate events at that concert, and 6-10 students per event.
Decals – John Luteri has done some preliminary research into this idea. We need to buy 500 to get a decent price for them that you will get a profit from sales.
2009 Jazz trip to
Officer Nominations – all jobs are open. There is one nomination for secretary. An e-mail will be coming out soliciting nominations. We definitely need a president and treasure. A vote will be taken at the May meeting.
Fundraising – We are behind on our budget for this fiscal year.
Meeting was adjourned at 8:55 PM.
The next meeting will be Monday May 12, 2008 at MHS, room 210, 7:30 PM.
Respectfully submitted,
Cindy Doggett
Secretary
General Band Boosters Meeting, March 10, 2008
Approved minutes
Call to Order – 7:40 PM
Approval of minutes – Minutes were read and approved as they stand.
Treasurer’s Report – Checking account balance, $20,490.02; CD1 $3,373.49 (reserved for uniforms); Uniform account #2 $10,700
Budget Review – We have raised $22,944.41 so far this year. A budget to actual was presented, which reflects that our budgeted expenses are pretty much on target. We still need to raise an additional $15,000 to meet our estimated budget for the fiscal year.
Band Director’s Comments – He feels that the ensembles are ready for this Thursday’s concerts, and encourages everyone to come out and support our students.
Ways and Means – 1. Domino’s Dough Cards are still for sale. Maria Pope has sold 17 cards, which more than covered our cost for them, so any sales from this point on are pure profit. Pam Harris has the tickets for anyone interested in purchasing one.
2. Basket Bingo – Scheduled for April 13 at Middletown Fire Hall. Two tickets were sent home with each student to sell. Ticket money or unsold tickets are due back March 25. Joe needs a few more adults to help at the event.
3. Golf Tournament – Scheduled for May 2 at Musket Ridge Golf Club. Ed McVoy needs more volunteers for sponsorship, advertising, prizes, day-of-event volunteers. We already have breakfast and lunch sponsors.
4. Band Banquet – Diane Summers has agreed to chair this. It is scheduled for May 9 at the Jefferson Ruritan.
5. Jazz “Knight” club – scheduled for May 17.
6. Car Wash – Joe will try for an April date.
7.
8. Nick Cockerham will gather information regarding a bowl-a-thon.
9. Decals – need a volunteer to get information selling window decals. John Luteri offered to check out this information.
President’s comment – Dave commented on the nice job done at the Jazz Band and Dance Team Senior Night. He was very pleased with how well it was run, and personally thanked the coordinators, Beth Cockerham, Millie Alexander and Cindy Doggett
2009 Jazz Trip – Mr. Shearer contacted Continental Airlines about airline tickets, and was quoted a price of $940. He started with Continental because the coordinator of the program in
Comments from the floor – Nick Cockerham said that some people have already paid for next year, but Nick is going to hold the checks until June, the start of the new band booster fiscal year, so that those funds go into next year’s finances.
The meeting was adjourned at 8:18 PM.
The next meeting will be Monday April 14, 2008 at MHS, room 210, 7:30 PM.
General Band Boosters meeting, February 11, 2008
Approved minutes
Call to Order – Meeting called to order at 7:40.
Minutes – Minutes were read and approved.
Treasurer’s Report – Trip account and San Diego trip refund checks will disbursed after tonight’s meeting. $96 per person attending the San Diego trip will be refunded.
Band Director’s Comments – Mr. Shearer was not in attendance.
Old Business:
Final San Diego Report – The reconciliation between income and expenses showed an overage of $6,482, which is being refunded to all attendees. Thank you notes were sent to all people and organizations that helped us, and a cowbell was sent to the Otay Ranch, a school that loaned some of our students instruments for a performance while there.
Ways and Means – Dominoes Pizza Buy-one-get-one free tickets are being sold at Basketball games. Each coupon is good for 16 buy one get one free pizzas. We paid $1.00 each and are selling them for $10 each. Maria Pope has been selling them at basketball games. More people are needed to sell at Senior Night (February 20) basketball game. LeAnn Moore will call the two people responsible for selling game entry tickets that night and see if they can sell the Dominoes tickets as well.
Band Banquet – Maria Pope is going to create a PowerPoint of pictures that will run during dinner, rather than a presentation after the dinner and awards is over. Banquet date is May 9, 2008 at the Jefferson Ruritan. No response to e-mail requesting a volunteer to organize.
Linganore Wine Festival – Next one is May 24 and 25. We still need someone interested in chairing this fundraiser. Other festivals this year that we can participate in are June 21-22, July 19-20, August 9-10 and October 18-19. Pam Harris is gathering all the information concerning this fundraiser and will then solicit help.
Summer Concert Series – High school band members are allowed to come and collect money from patrons, and keep half of the proceeds during the Baker Park Summer Concerts. Anyone interested in chairing this? It just requires getting students signed up for the different concerts.
Basket Bingo – date set for April 13 at the Middletown Fire Hall. John and Teresa Luteri will be in charge of food sales. Time of bingo will probably be 2:00 or 2:30 in the afternoon. Students will be asked to sell two tickets each. Joe Balog will ask Mr. Shearer for a list of all band students, and will pass out envelopes with their two tickets to be sold. Working the basket bingo will count as participation in a fundraiser.
New Business:
Concert Band Fees – Final payment is due this week. Nick Cockerham will contact anyone who has not paid after this week.
Wind Ensemble Uniforms – Cost of boys’ tuxes is $88 ($48 for used), and girls’ dresses are $65 new, ($25 for used). Fees are due March 10. Students are required to buy their uniforms this year. They can then keep them each year rather than return them. If your student has a uniform from last year, they will be required to pay the used uniform cost.
Budget Review – The budget to actual will be presented next meeting. We determined that we need to make $41,000 to meet our budget, and we have made $21,000 so far.
2009 Jazz Trip – Mr. Shearer wants the Jazz Band and Dance Team to travel to
All State Band Scholarship – Cyndi Zolfo discussed how our band usually sends about one student to All State Band every year, but there is a cost to the family of that student. Cyndi would like to set up a scholarship beginning next year to be given to that student(s) to help defray the cost. She would also like the boosters to give each student (there are two this year, one in junior all state and one in senior) a small gift this year of $100 each. She made a motion, which was seconded, a vote was taken, and the motion passed.
Golf Tournament – Brochures were passed around offering the sponsorship opportunities and a registration form for players. Band families are asked to distribute these brochures. If you were not at the meeting and wish to help with distribution, please contact Ed McVoy. Domino’s has donated 18 gift certificates for the tournament (one for each hole) worth 2 large one topping pizzas, 1 cheesy bread and a 2 liter bottle of soda.
Fundraising – If the carwash, basket bingo and golf tournament fundraisers meet their estimates, we will still be $5,000 short of meeting our budget. Any other suggestions of fundraisers are welcome.
Senior Night at the Basketball game – Bios for the students need to be done. Beth Cockerham will e-mail Mr. Shearer and ask him for the form for students to complete. Senior night is February 20 for Jazz Band and Dance Team members.
The meeting was adjourned at 8:47 PM.
The next meeting will be Monday March 10, 2008, at MHS room 210, 7:30 PM.
Respectfully submitted,
Cindy Doggett, Secretary