Band Booster Meeting Minutes September 5, 2017

Transcription

1 Band Booster Meeting Minutes September 5, 2017 Meeting called to order by Booster President Teri Snowden at 6:36pm. Teri Snowden asked for attendees to review the minutes from the previous meeting as well as the Treasurer s report. Treasurer report: Treasurer Elaine Olaez went through the itemized treasurer s report. Several different line items will see increases in income, including Flamingo, Spirit Booth (tshirt sales), Fajita Dinner ticket sales, and donations. Flamingo income should increase by $160 Spirit Booth budget for income should increase to $12500 (increase in greater than $5K in expenses and sales the expenses are the costs of the merchandise). Largest sales have already happened from Meet the Band Night and Band Registration. Fajita Dinner ticket income of $5120 will increase as this is reflective of presales, not the additional sales of tickets. Donations income increased by $750 (received this evening). This amount will be reflected in next month s report. Bank fee expense of $2150 includes merchant fees for credit card sales. Bank fee expenses may potentially go over budget, but if that occurs, money from the treasurer s budget may be used. Publicity expenses of $886 will decrease as the student money comes in for the senior flags. Total cash balance is $68915, which should increase with the aforementioned changes. Elaine has the checkbook for reimbursements, so if you have receipts, see her after the meeting. Teri asked for a motion to approve the minutes and the Treasurer s report. Scott Patton motioned and Floyd Parham seconded.

2 New Business: Vice President Mario Rocha thanked everyone who attended the game on Friday. He asked if there were any concerns from the first game of the season. The following were concerns brought up by parents in attendance at the meeting: Water water bottles were being used to fill the igloos to refill camelbacks. It was explained that due to gas shortage, water crew committee could not bring the igloos as they usually would do. The water crew and chaperones preloaded the buses with extra water bottles to make sure the kids were well hydrated. New water crew this year, committee head is Kori Leinneweber. Mr. Patton said that he can also be a resource to assist the water crew as he is driving his truck to every game (Pit Crew). Hospitality Gatorades were being thrown away without being finished. It was explained that this normally doesn t happen with it being an away game and other factors, not enough time to finish. Probably a one-time occurrence. Chaperones Debra Warren explained the changes that were made to transportation due to charter bus company sending buses to assist with Harvey relief effort. We ended up having several smaller buses as opposed to all of the buses being large buses. Therefore, larger buses were carrying waters for the smaller buses. Debra reminded parents not to wait until the last minute to do Comal ISD background checks. This caused some people on the chaperone list to be ineligible, as their background check was not completed on time. Debra can verify for Color Guard if their chaperones have been background checked. Stephanie Kirkpatrick reminded parents that after 1 Aug each school year, volunteer checks have to be redone. Also, SVHS has to be selected as the school at which you want to volunteer. Link is available at the SVHS home page, parents/students/volunteering. There is also a link on the svhsband website, under Forms ( ). Other concerns band will be in the stands for the football games this year. Plan accordingly as the stands may fill up quickly. Most parents purchase General Admission tickets and sit by the band. Debra Warren mentioned Hurricane Harvey relief efforts. Schools in Refugio and Aransas Pass are not in session. Other activity groups (ex JROTC) are reaching out to their brother/sister groups at these schools. The bands at these schools have about 70 kids, without much of a budget. Can our band reach out to them to assist? Mario Rocha mentioned the Comal ISD Flood Bucket Challenge, perhaps we can add to that? Teri Snowden mentioned by reaching out to the bands, we could know who we are specifically helping. Debra will follow up. Committee Reports: Fundraising/Spirit Booth: Fundraising/Spirit Booth Coordinator Kathy Wilson has volunteers for the booth for the game this Friday. She will need volunteers for the remaining home games (4) on the schedule. While she has volunteers for the first game, it would be nice to give those volunteers some relief from the 5 hour shift. She will also need help setting up the booth,

3 as she has not set it up before. It was recommended that she use Charms for to reach out to band parents. Discussion took place about having a booth at the Bulverde Jubilee Parade on 16 Sept. It was recommended to not set up at that event. Discussion took place regarding mattress sales. A mattress sale was hosted last year. It was recommended that perhaps we host a mattress sale every other year. Elaine Olaez recommended that Kathy communicate with her point of contact with the mattress company in May, so we can get the word out to parents to be planning on a mattress sale in the fall (next year). The mattress sale made a little over $2K last year. A different mattress company (New Braunfels Mattress) is supporting our Silent Auction with a Queen size mattress). Discussion took place about the new SNAP fundraiser. A letter regarding this fundraiser should be coming home this week. This is a social media platform to request donations. The paper for the list is due 8 Sept and the students need to turn it in with addresses on 14 Sept. The representative from SNAP will talk to the students about how to do the program on 18 Sept. This has been a successful fundraiser for other SVHS groups, with an almost 84% participation rate and approximately $13K average profit by group. We would reap a 75% profit with only a 70% participation rate. Teri Snowden mentioned that this fundraiser is a good way to reach out to out-of-town family members. Donations can also be made anonymously. It was suggested to Kathy to have a link to the forms online since forms do not always make it home. It was also suggested that perhaps this may be a way of donating to the Refugio/Aransas Pass bands if we are successful enough. Fajita Dinner/Silent Auction: Pam Millard and Carrie Fisher, coordinators of Silent Auction, provided information. Pam stated that out of the 60 donated items that have been pledged, she has 45 of them. The goal was 200 items by deadline. Perhaps due to Hurricane Harvey, donations may be slim this year. Pam asked parents that if they have approached a business that has said no, please let her know so that we don t keep sending them requests. Pam has silent auction letters and they are also available at svhsband website. Carrie mentioned for parents to keep asking businesses they frequent or neighbors who work for business that might contribute. Last year, over 300 items were donated. Suggestions from parents included looking in closets for items to regift or items still with tags. Shay Pate has a bag with all of Michelle Gordon s SV gear. Leftover items will be sold at the booster meeting that takes place after the event. Each band section will have a theme basket they put together to be auctioned. These will require either a gift card or item to put in the basket. They have a contest between the sections to see which basket is auctioned off for the highest amount. You can turn in items to Mr. Boening s office please give the value amount with the item. Deadline for donations was 8 September though this will be extended. Volunteers will be needed from assembling baskets, to tagging items, to setting up. The following are the themed baskets: o Trumpet Chocolate o Flute Girls Night

4 o Clarinet Pool Party o Horn Movie Night o Saxophone Tailgate o Trombone Wurst o Baritone Spurs o Tuba Lottery o Percussion Date Night o Pit Crew Snack Time o Color Guard Spa Day Pam stated there will be a live auction, with 5 items so far (plus a mystery item) to be auctioned. It will start at 830pm that evening. Teri Snowden stated that the Color Guard will take the items that are bid on to the checkout terminals provided by Broadway Bank. Fajita Dinner ticket packets will be coming home tomorrow. Each band member will receive tickets that were purchased at registration, plus an extra 4 tickets to sell. Sponsorship: Committee Chair Carrie Fisher reported on 2 additional donations (from her mother and from China King restaurant) for a total of $3250 in donations received. Flamingo money is due by Monday, 11 Sept. Each section had a goal of $630. The following are the amounts turned in by each section: o Flute - $140 o Clarinet - $510 o Trumpet - $201 o Percussion $60 (though this may increase as they have not yet turned in money from flamingoing o French Horn/Saxophone - $635 o Trombone - $60 o Tuba - $1020 o Drumline/Color Guard - $372 o Total: $2998 Discussion ensued regarding section rewards for most flamingo money. Concerns were discussed about prorating smaller sections to make it more equitable, however this is what was approved by band director. Carrie mentioned that sometimes the amount a section secures isn t reflective of their efforts (ex. large donation amounts). Winning section receives a flamingo tshirt and an ice cream party. Ideas about selling flamingo tshirts left over after winning section receives theirs were discussed. Concerns were discussed about it taking away from the winners if everyone has a tshirt. Sandy Waclawczyk suggested sending a blast through Charms to ask parents for donations to flamingo program. Carrie did not want to compete with other fundraisers like SNAP. Carrie brought up Market Days in Bulverde and setting up a booth at this event. After discussion, it was decided to not participate at this event.

5 Band Director s report: None due to practice. Other Business: Debra Warren brought up SAT being rescheduled for Bulverde Jubilee. Heads up for those whose SAT date was rescheduled due to Hurricane Harvey. Debra Warren brought up the topic of mums for seniors. There are 51 seniors in the band this year. She will learn how to make the mums and report back to see if she can make them cheaper than the asking price of $1K of having them made by someone outside our booster. Teri Snowden asked for a motion to adjourn the meeting. Scott Patton motioned and Carolyn Dunbar seconded. Meeting was adjourned at 736pm.