BHSN BAND BOOSTERS BOARD MEETING
SEPTEMBER 12, 2004 at 7:30 P.M.
Present: Legene White, Joyce Schaar, Gary Wohlafka, Phyllis Bond, Diana Ebling, Kent Dybvig, Claudia Scott, Susie Drost, Beth Popplewell, JoAnn Clune, Dalane Anderson, Lisa Burnham, Carla Williams, Ray Burke, Debbie Satterfield, Donna Rinckel, Terri Whiteman, Karen Korn, Keith Korn and Valerie Merriam.
Legene White called the meeting to order at 7:30 p.m.
Minutes: The minutes from the August 12, 2004 meeting were approved as submitted on the web.
Treasurer’s Report: JoAnn Clune distributed a financial report to the Board. In addition to the written report, she explained that the general account total includes students’ accounts in the amount of $9,720.00. JoAnn and Liz Notess have set up the student accounts on Quick Books for ease in accounting for these funds. Also the grocery certificates obligation is paid out of the general account.
JoAnn stated that questions have been raised regarding the Band Booster dues and what this money goes toward. She feels the Board needs to better explain to parents why dues are collected and what the dues pay for. In this context, the question was raised as to what is paid out of the general account. JoAnn stated that the general account covers transportation, music, instruments, partial funding of trips, entrance fees for festivals and basically anything that MCCSC won’t pay.
Marching Band Pitch-in: Legene asked that anyone who had a responsibility to send a report to her for future reference. Legene asked for feedback about the pitch-in. The consensus was that there were a lot of new faces and a lot of energy from the families.
Jazz at Burnham Woods: Lisa Burnham reported that the event made over $6,000.00 and went as planned and there were many positive comments about the event. A wrap-up meeting is planned to discuss the possibility of having the event next year. The committee was thanked for their hard work and success of the event.
Pic-A-Chic: Legene reported that Pic-A-Chic wanted workers for the Baxter Pharmaceuticals picnic on September 11, 2004. The decision was made to make this a Jazz Band fundraiser with Mary Notter chairing the event. Legene signed a contract for 25 workers for $700.00 profit.
Old Business:
Band Board: Legene reported that progress was made in filling positions on the Board. However, Martha Moore is resigning as grocery certificates coordinator and a new coordinator is needed. Valerie Merriam who coordinated the program for St. Charles and Terri Whiteman volunteered at the meeting to take over this position.
Legene also asked that someone volunteer to be a fundraising coordinator. She receives many notices of opportunities for fundraising and would like someone to review these and coordinate opportunities that would be good for the band program.
Football Concessions: Susie Drost informed the Board that a meeting is planned next week. The Band Boosters are responsible for the concession trailer on the visitor’s side for football. The Athletic Boosters are responsible for the concessions in the concession stand. The Board discussed providing food that is unique so more people will buy from the trailer. Debbie Satterfield suggested ordering the Krispy Kreme donuts and cider. The committee will take this under advisement.
Basketball Concessions: The Board was also informed that the Band Boosters will provide concessions for the girls basketball games and possibly boys basketball games. If a boys’ game is to be heavily attended, there will be two concession stands and if a poorly attended game, one concession stand will be open. The one concession stand is to be alternated between Athletic Boosters and Band Boosters. The question was raised regarding how the Athletic Department will determine attendance at the games and it was explained that previous attendance records will be the determining factor.
New Business:
Band Directory: Discussion was held regarding the assembly of the band directory by Kinko’s or the use of volunteers. It was decided because of the intensive effort needed to assemble the directory that Kinko’s would be contacted. Claudia Scott as a FedEx employee receives a significant discount and she is willing to use the discount for this project.
Back to School Night: This event is scheduled for September 9, 2004 at 6:30 p.m. Debbie Satterfield is to have as many spirit items as possible available in the band room. Claudia Scott volunteered to be in the band room the whole evening with Lisa Burnham, Legene White and Debbie Satterfield available as much as possible.
Party for Marching Band: Legene stated that since the construction at North changed the location of band camp and the activities around band camp that Janis and Tom would like a party after district competition for the marching band. The Board discussed locations for the party such as Freeman’s Farm and Ransburg Camp. There will be further investigation into locations for this event.
Seamstress for Drum Major Uniform: Legene asked for a volunteer to sew Sarah Kidd’s drum major outfit. Chris Allswede has initially volunteered but Legene was asking for an additional volunteer. Suggestions of possible volunteers were discussed. Legene asked that if anyone knew of someone who could help to call Janis.
Coca-Cola Fundraising Opportunity: Legene stated that Chuck Campbell had approached her regarding the band selling Coke products. It involves taking pre-orders and the band receiving the product at a reduced price to earn a profit. The Board decided that finding a place to keep the product for distribution and actually distributing the product would be too difficult. Therefore, the Board said no to the fundraiser.
Committee Reports:
Uniforms: Donna Rinckel stated that all marchers have uniforms. She will submit a report to Legene for future use.
Chow: The committee stated that the menu is set for the band season. Discussion was held regarding donation of desserts and vegetables.
Guard: Beth Popplewell reported that the uniforms are in and that two out three sets of flags are ready. She also stated that the guard has their own section of cubbies in the truck.
Truck and Pit Crew: Gary Wohlafka informed the Board that the truck has been inspected, repaired and is ready to do. He also stated that there are nine new people in the Pit Crew.
In addition, Gary gave a report on the sponsors for the truck. He felt the sponsors should be recognized with a plaque that they could display in their business. He will check into the cost of the plaque. The suggestion was made that the sponsors be given tickets to the concerts as well as continuing to have a list of sponsors in the program for the concerts.
Gary also suggested that tarps be purchased to cover the truck in the off season to protect it from the weather. He will check into this as well.
Barnes & Noble: Legene informed the Board that Janis will have a book signing at Barnes & Noble on Saturday, November 20, 2004. In conjunction with the book signing, North Bands will receive a percentage of all book sales that day. Everyone is encouraged to get their Christmas list together and purchase books at Barnes & Noble on November 20th.
Kent Dyvbig suggested the band website have Frequently Asked Questions as well as a band orientation for new families. Currently, the fall schedule is on the website.
Ray Burke is asking for feedback via a survey for the Corporate Fundraising Committee. He has researched on the web for a list of businesses in Indiana that fit the profile for the band program. He asked that anyone who has any suggestions for this committee to please contact him.
The meeting adjourned at 9:15 p.m.
The next Board meeting will be October 5, 2004 at 7:30 p.m.