BHSN BAND BOOSTER BOARD MEETING
AUGUST 7, 2003 AT 7:30 P.M.
Present: Susan Dybvig, Kent Dybvig, Carole Moy, Wendy VanderZee, Debra Schmidt, Jane Weiser, Legene White, Maggi Schuman, Michele Brown, Karla Dunn, Ken Dunn, Carla Williams, Twyla Edwards, Carol Rhodes, Pat Knapp, Gary Kidd, Chris Allswede, Beth Popplewell, Claudia Scott, Scot & Debbie Sturrock, Lisa Burnham, Donna Rinckel, JoAnn Clune, Coco Cradick, Janis Stockhouse, and Joyce Schaar.
The meeting was called to order at 7:35 p.m.
Minutes: The minutes from the June 19, 2003 meeting were approved as submitted.
Treasurer’s Report: Maggi Schuman stated that she and JoAnn Clune could be contacted regarding the individual student accounts. They hoped to send letters to everyone this week with updated information on the student accounts.
Maggi reported that there are holes in the 2003-2004 budget (copies of which were available) due to the lack of funds. The endowment fund has almost $20,000.00 in it. The board decided to combine the uniform and truck accounts because interest rates are so low. She stated there is a separate account with $2,500 in it for the raffle as required by the State of Indiana. She also reported that the band needs funding for the Macy’s Parade. Currently, there is no money for scholarships or travel expenses. She reported the loss of $6,000 from the solo/ensemble contest. North is not hosting the contest due to the renovations. North also is not hosting the Jazz Festival in December because it rotates between North and South and this is South’s year to host.
Car Washes: Legene White thanked Chris Allswede for her leadership in coordinating the car washes for students to earn money for their trip accounts. Chris reported that the three car washes in June earned a total of $776.21 and the five car washes in July earned a total of $737.22. She stated there are four car washes remaining in August. She hopes to get the students to bring flags and instruments to bring attention to the car washes. A discussion was held regarding submitting copy to the newspaper to advertise in the Out and About section.
Chris also reported that she is still pursuing catering jobs for students with a friend who needs help with her catering business.
Garage Sales: A written report submitted by Terri Taylor stated the garage sale was not a success. She thinks the band broke even and the participating students did not make much money. She felt this was due to vacations and a miscommunication with the paper regarding the ad that did not appear in the garage sale area of the classifieds.
Monroe County Fair: Legene White thanked Scot and Debbie Sturrock for their leadership in coordinating the volunteers for the admissions gate at the Fair. Scot stated it was an incredible effort shown by the band. Scot and Legene suggested a thank you note be sent to Wally McConnell, President of the Monroe County Fair Board. Legene stated she has a thank you note on file. She will see that a note is prepared and signed by her and Scot.
Pic-A-Chic: Legene White thanked Robin Rupp and Joyce Schaar for coordinating the volunteers for Pic-A-Chic to work the Bloomington Hospital Employee Picnic. Joyce Schaar stated that she felt it was a great effort by the band in light of the picnic immediately following the Monroe County Fair and many families being on vacation. More importantly, Pic-A-Chic was happy with the work of the band. Scot Sturrock pointed out that Pic-A-Chic rotates the bands working together and next year North will be in charge as the experienced band. Legene also suggested that a thank note be sent to Pic-A-Chic making sure to state our willingness to work next year.
Old Business:
Board Members – Head Chaperones: Legene announced that Claudia and Clarence Scott and Lisa and Dan Burnham have agreed to coordinate the chaperones for the marching band.
Band Camp: Legene reminded the Board that Band Camp is set for August 11 – August 15 from 9:00 a.m. to 9:30 p.m. Drum major parents, Pat Knapp, Gary Kidd and Coco Cradick are in charge of planning the meals for Band Camp. Coco reported that two more volunteers are needed for Wednesday night from 3-7. Debbie Schmidt volunteered to help on Wednesday. She stated the rest of the nights are covered.
Uniform Day: Donna Rinckel reported that Uniform Day is set for August 23rd. Experienced marchers are scheduled from 9 a.m. to 11 a.m. and new marchers are scheduled from 11 a.m. to 1 p.m. Wednesday, August 13th, is shoe day. Band members should bring money for their shoes on that day.
Family Pitch-in & Cougar Band Display, Friday, August 15th : Families are to gather in the Commons at 6:00 p.m. and visit the information tables. At 6:15 p.m. the Band will go through the food line with the families following at 6:30 p.m. A Band meeting will begin around 7:00 p.m. with introductions of officers and short talks regarding marching band. At 8:00 p.m. everyone will move to the stadium for the marching band display.
Legene announced that set up for the pitch-in will begin at 5:15 p.m. After discussion about the kind of informational tables needed, the group decided on the following with some of those present volunteering to “man” the tables:
Membership dues – Maggi Schuman and JoAnn Clune
Medical Forms – John VanderZee to notarize
Raffle – Carole Moy and Susan Dybvig
Macy’s Fan Bus – Beth Crain
Guard – Wendy VanderZee and crew
Concessions – Barry and Terri Taylor
Nametags –will be purchased by Jane Weiser and Maggi Schuman. Band Registration Forms & Grocery Certificate sign-ups will be on each dining table.
Board members are to wear band shirts and serve as the welcoming committee. A flyer will be sent out on Monday with a follow up email being sent later in the week. There was a suggestion that during the meeting parents be given a run through of a typical competition day. There was also a suggestion that someone go over the Code of Ethics with the kids during Band Camp.
Raffle: Carole Moy reported that she has 20,000 raffle tickets at her house that need to be numbered by the next Friday. She explained that each student is to receive 100 tickets to sell along with an organizational folder. There will be incentives and prizes for the kids. The State of Indiana has tightened the rules on raffles. This is primarily aimed at promoters. Therefore, the State requires a separate account for the raffle funds. The raffle cannot be advertised until the license comes in. Also, permission slips are to be signed by the parents to permit the students to sell the tickets. A discussion was held as to whether the students should receive money in their accounts for selling tickets and if so, how much. Legene suggested that a sub-committee be formed to decide this issue. JoAnn Clune was asked to work with the raffle committee since she tracks the student accounts.
Director’s Report: Janis announced there is a Macy’s chaperone meeting on Wednesday, August 13th at 8:00 p.m. to go through the itinerary. She also stated the steering committee needs a new chairperson, as Mr. Budnick is no longer available.
Janis also announced that ISSMA Regionals are no longer at Jeffersonville but at Ben Davis High School.
She stated she thought shirts for parents that are a variation of the show shirts as well as hats are a good idea.
Recycling of printer cartridges: Jane Weiser presented the recycling of printer cartridges as a proposed fundraiser. She stated that the object is to get businesses and individuals to give the band their used cartridges for recycling. She had a price list for the different cartridges that could be collected. Someone is needed to chair this fundraiser. No one volunteered at the meeting.
Fourth Street Fair, August 30 – 31: Legene suggested that the band setup a table at the Fair to sell raffle tickets and to let the community know the band is going to the Macy’s Parade. However, there are no tables available. It was suggested that maybe the band could share a table. Janis stated she would make a phone call to see if Jazz from Bloomington would share their table.
Corporate Sponsors: Bernadette Kinzer explained that she is preparing a SWOT analysis for the band. This analysis examines the band’s strengths, weaknesses, opportunities and threats. After gathering this information, it will be used to set up a brochure and other information to make it easier to approach a business about being a corporate sponsor.
Bernadette also explained that she is in contact with an IU class to have students work with the band on public relations for the Macy’s Parade. She stated that since these students are graded on these projects that they would work very hard for the band to achieve a good result. However, the board will need to be prepared to answer their questions about what is wanted early in the semester.
An announcement was made regarding the fundraiser at Lowe’s for the guard.
Sue Dybvig announced that Donato’s Pizza is willing to donate 10 percent of a night’s proceeds to the band if it is a Monday or Tuesday night. All the Board needs to do is give Donato’s a date. It was suggested we ask for September 1st or 2nd.
The next Board meeting is Tuesday, August 26th at 7:00 p.m.