Booster Login


Date of Meeting:
Minutes entered on: May 17, 2019 - 08:17:23 AM
Minutes updated on: May 18, 2019 - 04:10:06 PM

Minutes can again be added and updated.




Date of Meeting:
Minutes entered on: Mar 16, 2019 - 09:00:52 PM
Minutes updated on: May 17, 2019 - 10:15:19 AM

Band Booster Meeting Minutes

February 19, 2019

Attended: Scott Snyder, Toni Snyder, Matt Shearer, Leyenda Bacorn, Annie Main, Becky Myers, Joe Kefauver, Heather McCubbin

No executive meeting prior.

President: Scott handed out/read minutes from prior meeting. Voted and accepted. Mentioned Spring Tag Day to which Becky Myers had information:

            -We'd only do routes that are left from November's Tag Day

            -Send out an interest email to students to see who would want to do a spring one

            -Decided to table this to the March meeting.

            -Other ways to fundraise?

           Becky also mentioned it'd be worth doing a second direct mailing for those houses that are a bit off the route. She spent about $80 in postage and will let us know final numbers in March.

Vice President: Charms accounts that have an outstanding balance will be called/emailed again.

            -Had emailed AMVETS about having the Band Banquet there but we need to change the

             date from May 10 to May 3 (Prom is the 10th).

            -Annie will email AMVETS to make the date change.

Treasurer: Scott read the report.

Secretary: first prelim numbers for Disney 2020 trip. $50 more than last year due to ticket price increase, gave update on tux/concert dress uniforms. Waiting for a few parents to respond then will place the order.

Director: All is well. Hoping for a Jazz Band Feeder tour this spring. Jazz rolling cabinet is on order.

Trailer committee: Joe K reports that he will weigh the current trailer which he est. to be about 4000 lbs and hopes to buy one around 2000 lbs in aluminum. It may be a bit larger, will have a one-piece roof and thinks we can get up to $2500 for our old one. Will get a price for interior lights, shelves and a decal on the outside.

Jazz Night committee: Jazz parents will be required to help. Reserved the Cafeteria, Band Room. Auditorium and Choir rooms 7am-11pm on May 18, 2009. GREEN is the color this year. Budget is $2450.

Discussion on music class required for Marching Band beginning 2019-2020 school year. Rick Waterman brought up some points on how it may not work for some students and how we shouldn't implement it all at once. Mr. Shearer pointed out his prior email about it where students can come talk to him if there is an issue scheduling a music class. A parent asked about having Music as a weighted class and Mr. Shearer said to write a letter to the Music Curric. Supervisor at FCPS as he's tried to get some of them weighted/honors.

 




Date of Meeting:
Minutes entered on: Jan 24, 2019 - 07:07:18 PM
Minutes updated on: Jan 24, 2019 - 07:07:18 PM

Music Boosters Meeting

21 January 2019

Heritage Room, MHS

General Meeting:

Attendance: Matt Shearer, Scott Snyder, Leyenda Bacorn, Kelly Bongard, Carolyn Nair, Annie Main

 




Date of Meeting:
Minutes entered on: Nov 19, 2018 - 04:55:50 PM
Minutes updated on: Nov 19, 2018 - 04:55:50 PM

Music Boosters Meeting

12 November 2018

Heritage Room, MHS

General Meeting:

Attendance: Matt Shearer, Scott Snyder, Leyenda Bacorn, Kelly Bongard, Carolyn Nair, Becky Myers, Christy Kehlbeck, Danny Rumpf

 

 




Date of Meeting:
Minutes entered on: Nov 19, 2018 - 04:54:34 PM
Minutes updated on: Nov 21, 2018 - 07:13:20 AM

Music Booster Meeting Minutes

October 8, 2018

 




Date of Meeting:
Minutes entered on: Nov 19, 2018 - 04:52:55 PM
Minutes updated on: Nov 21, 2018 - 07:14:35 AM

MHS Music Booster Meeting Minutes

September 11, 2018

President: Discussed CHARMS trip accounts; JMU trip is already been added to students' accounts. Discussed what to do with 50/50 from the rained-out football game--donate unclaimed half to Food Bank? People can trade in tickets for new ones to be considered for next week's football game 50/50--we will send out a Find Out First, make announcement over loudspeaker about this.

VP: Annie mentioned some people she talked to would rather donate money than buy a Yankee Candle to support the band. Asked Mr. Shearer if he could put a DONATE button on the website.

Secretary: No report

Treasurer: Taxes need to be done. Sounds like our accountant is overwhelmed and has applied for an extension. Leyenda read Treasurer’s report.

Director: We discussed ways to advertise for the FCPS Marching Festival: radio stations, FNP will be taken care of by FCPS, The Citizen. Possibly WHAG. Discussed if Choir should have a trip account on CHARMS. Discussed discipline issues (in cafeteria and band room) from previously postponed football game. Mr. Shearer asked that we talk to him about issues and if needed he can go to Ms. Jeffery.

FCPS Marching Festival: Meeting for volunteers for this event will be on 10/1. We need 40+ volunteers. Adam Tolley is helping create a pamphlet we can sell at the festival.  Kelly Bongard is coordinating and has secured Shepherd Univ. to perform at the end of the festival.

Pit Crew: Christy Kehlbeck is recording who has a key to all the pit locks/equipment. Has a sign up for volunteers to tow and help at games and competitions.

Meeting adjourned at 8:20.




Date of Meeting:
Minutes entered on: Jul 12, 2018 - 08:48:21 AM
Minutes updated on: Nov 21, 2018 - 07:17:04 AM

Music Booster Meeting Minutes

June 11, 2018

President's Report:

Director's Report:

Secretary's Report:

Treasurer’s Report:

Fundraising Report:

Miscellaneous:

Adjourned: 7:53pm




Date of Meeting:
Minutes entered on: Jun 16, 2018 - 09:57:57 AM
Minutes updated on: Nov 21, 2018 - 07:15:47 AM

MHS Music Booster Minutes

May 14, 2018

Secretary Report: read previous month's minutes, motion accepted to approve minutes.

Treasurer Report: Checking account contains $35,118 as of the end of April.

Director's Report: Pit did well for "Into the Woods" production.

President's Report: Band Banquet at Jefferson Ruritan has been reserved for 125 people. Will eat at 6:30pm.

                                    -Made decision to shut down Pay Pal and sell rest of seats at the door.

                                    -Senior posters came in today.

                                    -Help needed for set up/decorating beginning at 8am on Saturday.

                                    -Food is on track

                                    -Silent Auction has received many items including bundles of musical instruments and items from the Witt family, NYC stay from the McCubbin family, 8 Night Viking River Cruise from Cruise Holidays Frederick/Kelly Bongard, many gift baskets and theater tickets.

Next meeting June 11, 2018.

Adjourned: 7:50pm

 



Date of Meeting:
Minutes entered on: Jun 16, 2018 - 09:55:40 AM
Minutes updated on: Nov 21, 2018 - 07:18:32 AM

MHS Music Booster Meeting Minutes

March 12th, 2018

 

Meeting called to order at 7pm.

Secretary Report: handed out December and February's meeting minutes. Motion to approve was passed.

Treasurer's Report: went over current funds--no report ready to hand out--and our balance in checking is currently $35k. Uniform account is $23K. Money Market account is $43k. Will email the full report to Scott Snyder.

Vice President: no report; not present

Ways and Means: Tuxedo fundraiser will be March 23 & 26 during lunch shifts. Info will be on MHS site, Find Out First and via announcements. We receive 20% per tux rented through M. Stein and Company.

President: Asked for a Nominating Committee to be set up for upcoming elections. We will vote on Officers in May and approve in June, 2018.

            Old Business: By-Laws were updated and Scott and Mr. Shearer will be attending the Chorus/Drama Booster meeting on March 15th asking for Chorus to be integrated into our Boosters, thus changing our name "The MHS Music Boosters".

            Charms is now our new music management software. A question was raised on how to pay for multiple students at once (such as siblings). We were informed you must do this via two different transactions.

            Scott reminded us that two lights need to be fixed on the band's small trailer before we begin next school year.

            New Business: Jazz Knight is May 19. Asked for volunteers to pick up and drop off tables for the event. Doors open at 6:30 and begins at 7pm. MMS Jazz will be playing before 7pm.

            Jacqui Kreh is coordinator for Silent Auction. Form will be on Facebook and website if anyone wants to donate.

            Scott pointed out a new potential fundraiser that was brought to our attention: Sheets that can be ordered from a company online. Talked about possibly pairing this up with a Mattress Fundraiser in the fall/winter of 2018/19. Tabled for now.

Director: Disney Itinerary is updated on our website. Mr. Shearer informed us the Concert Band received a Superior rating at Adjudication. Concert Band will perform at MHS on March 22 along with Jazz. All County Jazz band is April 7 at LHS at 4pm; have five students participating. Band Banquet is May 18th at Jefferson Ruritan.

DISNEY UPDATE: Jayne Bongard--Cruise Holidays Frederick (CHF)--attended this booster meeting and said the Disney tickets will be in next week and will be handed out at the resort when students arrive; ticket numbers will be emailed to email addresses on file so students can begin Fast Pass bookings; all rooms are assigned at Disney; boys and girls are on the same floor but in separate areas; advised for students to take a photo of their Disney tickets in case they lose it.

--We should arrive at 4am, buses depart at 4:30am and arrive at BWI around 5:30am for our 7:05am flight.

--CHF will check in student and procure boarding passes which will be handed out at security. --CHF reminded us that students 18+ years old need MD issued ID for Security; under 18 needs photo ID, like a school one.

--Mr. Shearer has three school buses booked for the ride down; possibly only need two for the ride back. Cruise Holidays Frederick has a van for the dancers who arrive back at National Airport a day early.

--Mr. Shearer handed out medical forms for students to parents who were present.

--He also mentioned all students need to pack a small duffle with black socks, their gloves and whatever clothing the student will wear under uniform. They need to label bag and have it placed on Instrument truck Monday before our trip. Choir workshop only needs athletic shoes. Dee should've informed dancers about anything else they would need.

Next Booster meeting is April 3.

 

Adjourned at 7:45pm

 

 

 




Date of Meeting:
Minutes entered on: Mar 11, 2018 - 01:47:21 PM
Minutes updated on: Mar 11, 2018 - 01:47:21 PM
Middletown High School Band Boosters, Inc.
General Meeting
February 12, 2018 at 7:00 pm, Heritage Room
Meeting Called to Order:  7:00 pm
Board Members Present:
Position
Name
Absent
Position
Name
Absent
President
Scott Snyder
 
 Vice President
 Jack Bacorn
 
Treasurer
Leyenda Bacorn
 
Secretary
Shelly Hill
Heather McCubbin
 
Director
Matt Shearer
 
MHS Rep
Danny Rumpf
      X
Ways & Means
Lauren Bowlin
 
Communications
Maria Sgrignoli
 
Additional Members Present (don’t forget to sign in):
Bryon Black
Stacey Black
Elizabeth Bloom
Michael Bloom
 Braden Clough
Paul Karth
Joe Kefauver
Becky Myers
Jen Witt
 
 
Minutes from Last Meeting:  The minutes from the December 11, 2017 meeting were on the website but copies not available for approval. Will be brought next meeting.
Director: Everything is going well. The students are working hard and sounding good. Need to have the tuxes and dresses ordered for the students needing them in the concert band. Adjudication is scheduled for 3/12. Heather said she would work with Matt to arrange the order.
President:  Scott advised there will need to be an ad hoc committee regarding planning for the 2018 FCPS Marching Festival that will be held at Middletown.  Additionally, nominations for upcoming open positions on the board need to be addressed. Graduating out are communications, secretary, along with ways and means. The secretary position is co-chaired by Heather who will take over unless someone else is nominated and accepted. Ways and means can best be served by two people handling. Also, pit is stepping down along with the possibility of the treasurer and vice president.
Vice President:  No Report
Treasurer:  Leyenda provided the treasurers report.
Ways and Means:  Lauren advised the current t-shirt sales status. Looking to man a table at the upcoming middle school concerts. Discussion regarding the Tux Fundraiser, Script Fundraiser, and Mattress Fundraiser.
Discussions:
Booster By-laws:  Scott presented and reiterated the proposed changes to the by-laws. The changes were pass unanimously. This included the addition of Pit to the executive board.
Charms:  The new software for the music program to utilize has been purchased for a trial run. Matt and Scott discussed the highlights and ease of use for the program. Trial run in place for the jazz ensemble.
Evening of Jazz:  Shelly advised she held an organizational meeting on 2/10. Beginning plans were worked on. Several volunteers could not make the meeting but a follow-up email will go out to them. Advised that the food items would most likely not be placed out as early as last time due to many people overloading their plates before the show started and limiting the foods that were left for the remainder of the show. Same number of tables will be ordered and set up for 200 guests. There will also be a Silent Auction again this year. The Middletown Middle School jazz will be guest playing during seating time. The student’s entry is gratis but their parents would be required to purchase a ticket to enter just as our parents do. Theme color is red. Bryon advised he will arrange for someone to pick up and return the tables again this year. Maria Pope has again graciously agreed to provide her photography services to the senior photos. Toni Snyder working as co-coordinator this year in order to be in place for next year.
Disney 2018:   Scott found a lower cost truck for taking the uniforms and equipment to Disney. Trip is coming up fast. Discussion regarding any monies owed back from the travel agency and Heather will check on how and when that would be accomplished. Also discussion about the payment/costs for Matt and staff. Heather advised that travel agency would also like to be at the next meeting to be available for any questions.
Pit:  Bryon advised there are some minor repairs needed on the trailer. Jack advised he could take care of the lighting issue on the trailer.
Upcoming events (NOT ALL INCLUSIVE and competition dates are evolving—regularly check the website official calendar for updates):
3/21 – Rehearsal Concert & Jazz; 2:30-4:30
3/22 – CONCERT, Concert & Jazz; 7pm
3/28 – Rehearsal for Disney and Drum Line; 2:30-4:00
4/3 – BOOSTER Meeting; 7pm (changed from 4/9 due to Disney trip)
4/4 – Rehearsal for Disney and Drum Line; 2:30-4:00
4/5 – Rehearsal for Disney; 2:30-4:00
4/7 – CONCERT, All County Jazz Festival & Concert (includes MHS Jazz Ensemble); Linganore HS
4/10 thru 4/14 – DISNEY
4/27 – 4/29 – MHS Musical
5/14 – Rehearsal Concert Band; 2:30-4:30
5/14 – BOOSTER Meeting, 7pm
5/15 – CONCERT, Concert Band, 7pm
5/18 – BANQUET, Music program banquet, Jefferson Ruritan, 6pm
5/19 – PERFORMANCE, Evening of Jazz, MHS Cafeteria 7pm
5/22 – Last Day of School for Seniors
5/30 – MHS GRADUATION; Mount St Mary’s University
6/11 – BOOSTER Meeting, 7pm
6/15 – Last Day of School for Students
7/9 – BOOSTER Meeting, 7pm
8/13 – (Tentative) MARCHING Rookie Meeting
8/14 – 8/17 – (Tentative) MARCHING Band Camp Week
8/31 – MARCHING Football Game vs Silver Oak Academy; 7pm
9/7 – MARCHING Football Game vs Baltimore Poly; 7pm
9/10 – BOOSTER Meeting; 7pm
9/15 – MARCHING Competition; Urbana High
9/21 – MARCHING Football Game vs Boonsboro; 7pm
9/22 – MARCHING Competition; Century High
9/29 – MARCHING Heritage Parade
10/5 – MARCHING Football Game vs Urbana; 7pm
10/8 – BOOSTER Meeting (tentative due to Marching Festival Activities)
10/8 – FCPS MARCHING FESTIVAL AT MHS (RAIN DATE 10/15) ALL HANDS NEEDED!!!
10/13 – MARCHING Competition; Washington High (WV)
10/20 – MARCHING Competition; JMU Parade of Champions
10/26 – MARCHING Football Game vs Laurel High (SENIOR NIGHT)
10/?? – MARCHING Halloween Parade not scheduled
11/3 – MARCHING Competition; Mid Atlantic Regionals
Meeting Adjourned:  8:00 pm
Next Meeting:  March 12, 2018
Respectfully Submitted,
Shelly Hill
 MHS Band Boosters, Secretary



Date of Meeting:
Minutes entered on: Jan 05, 2018 - 08:59:06 AM
Minutes updated on: Jan 05, 2018 - 08:59:06 AM
Middletown High School Band Boosters, Inc.
General Meeting
December 11, 2017 at 7:00 pm, Heritage Room
Meeting Called to Order:  7:06 pm
Board Members Present:
Position
Name
Absent
Position
Name
Absent
President
Scott Snyder
 
 Vice President
 Jack Bacorn
 
Treasurer
Leyenda Bacorn
 
Secretary
Shelly Hill
Heather McCubbin
 
Director
Matt Shearer
 
MHS Rep
Danny Rumpf
X
Ways & Means
Lauren Bowlin
 
Communications
Maria Sgrignoli
 
Additional Members Present (don’t forget to sign in):
Joe Kefauver
Toni Snyder
 
 
 
 
 
Minutes from Last Meeting:  The minutes from the November 13, 2017 meeting were approved as written.
Director: Mr. Shearer advised that the choir received a 2 and the orchestra a 1 at the recent adjudications. Jazz has several basketball games coming up. All County Music Festival selections are out (choir: Laura Dodson, Mollie Harris, Sarah Martin, Kendall Neel, and Sarah Schreiber/concert band: Megan Gilbart, Joey Hill, and Dylan Sgrignoli/orchestra: Josephine Hall, Allison Shaulis, Joseph Weiland, Faith Reichard, and Annabelle Tolley)
President: Scott said the chorus had a great performance at Christmas in the Valley.
Vice President:  No report.
Treasurer:   Leyenda advised no official report. Last year’s Tag Day total was $12,000. For 2017 so far the return has been $12,648. Becky Myers will provide the student hours and Leyenda will calculate the amounts to go to the trip accounts after all incoming receipts through the end of December are calculated. All trip accounts will be updated in January. Current account balances: Checking $54000/ Uniform 23500/Money Market $43000.
Ways and Means:  Lauren attended the middle school concert on December 4th and sold $180 in spirit wear t shirts. She would like for students to be able to sell with their parents at events and provide a percentage of sales profit to those students who work the sales. Scott proposed 25% of the profit on the sales to go to the student trip account for those students who work the event and the motion passed. The Nair family will be selling at the concert on December 14th and Lauren is handling the sales on the concert on the 19th. All Yankee Cancel has been picked up except for two families and Tanya will handle that distribution. Jack raised the idea of percentages of corporate sponsorships money going to student trip accounts if the student worked and obtained the sponsor. Scott says the amounts incoming will be monitored and a decision will be made after future discussion. Lauren will write an email to announce the Script fundraising program that Annie has set up so it can get moving. Scott will contact the Mattress Sales personnel regarding setting up that fundraiser in the spring.
Communications: Maria confirmed the concert was still scheduled for the 14th
Discussions:
Band BanquetThe banquet date will be May 18th and Scott will contact the Jefferson Ruritan to schedule.
Board Positions:  Bryon Black is NOT returning as pit master next year. Someone will need to fill that position, they just need to be available to coordinate the pit personnel. Lauren is graduating out so the Ways and Means position will need to be filled. This is a very important part of the program and Lauren advises would probably work best if two people work together handling it instead of just one. Communications (Maria) and Secretary (Shelly) are also graduating out. Communications will need to be filled. Secretary position will be taken over by the co secretary (Heather McCubbin) after this meeting.
Disney: Confirmed that rapid rewards cannot be used for air fare purchases via the travel agency. The agency would like to attend the January meeting to make sure everything is on track. Notice to go out to parents about the Disney update at that meeting. Jane (travel agent) wants to make sure all names are correct etc at that time.
Evening of Jazz:  Scheduled for May 19th and Shelly advised she will be starting the coordination in January. Jack will be checking on information for new boards for the lighting system.
Trailer: Scott advised there will need to be an ad hoc committee set up regarding the replacement trailer purchase to be made in 2019-2020 school year. Pending future meeting.
Upcoming events (NOT ALL INCLUSIVE and event dates are evolving—regularly check the website official calendar for updates):
12/14 – CONCERT, MHS Choir, Orchestra, and Percussion ensembles; 7pm
12/18 – PERFORMANCE, MHS Jazz and Dance Team at basketball game; MHS gym 6pm
1/5 - PERFORMANCE, MHS Jazz and Dance Team at basketball game; MHS gym 6pm
1/8 – BOOSTER Meeting; 7pm
1/12 - PERFORMANCE, MHS Jazz at basketball game; MHS gym 6pm
1/17 - PERFORMANCE, MHS Jazz and Dance Team at basketball game; MHS gym 6pm
1/18 – PERFORMANCE, MHS Dance Team; MHS gym 7pm
1/24 – AUDITIONS, MHS Jazz for 2018-19; RSVP Mr Shearer; 3-5PM
1/24 – PERFORMANCE, MHS Dance Team; MHS gym 7pm
1/27 – CONCERT, All County Music Concert; Gov Thomas Johnson HS, 7pm
1/29 – PERFORMANCE, MHS Jazz and Dance Team at basketball game; MHS gym 6pm
2/1 – PERFORMANCE, MHS Jazz and Dance Team at basketball game; MHS gym 6pm
2/5 – PERFORMANCE, MHS Jazz and Dance Team at basketball game; MHS gym 6pm
2/9 – PERFORMANCE, MHS Jazz and Dance Team at basketball game; MHS gym 6pm
2/12 – BOOSTER Meeting; 7pm
2/13 – PERFORMANCE, MHS Jazz and Dance Team at basketball game; MHS gym 6pm
2/16 - PERFORMANCE, MHS Jazz at basketball game; MHS gym 6pm
2/20 – AUDITIONS, All County Jazz Auditions; MHS 5-8pm
2/26 – AUDITIONS, FCPS Solo Festival auditions-Vocal and Winds; Monocacy MS
2/27 – AUDITIONS, FCPS Solo & Ensemble Auditions-Percussion; Linganore HS
3/1 – AUDITIONS, FCPS Ensemble Auditions-All but percussion; Monocacy MS
3/8 – FCPS MS Chorus Adjudications at MHS
3/12 – ADJUDICATION, FCPS Concert Band Adjudication; Linganore HS (snow date 3/14)
3/12 – BOOSTER Meeting; 7pm
3/21 – Rehearsal Concert & Jazz; 2:30-4:30
3/22 – CONCERT, Concert & Jazz; 7pm
4/7 – CONCERT, All County Jazz Festival & Concert; Linganore HS
4/9 – BOOSTER Meeting; 7pm
4/10 thru 4/14 – DISNEY
4/27 – 4/29 – MHS Musical
5/14 – BOOSTER Meeting, 7pm
5/15 – CONCERT, Concert Band, 7pm
5/18 – BANQUET, Music program banquet, Jefferson Ruritan, time TBA
5/19 – PERFORMANCE, Evening of Jazz, MHS Cafeteria 7pm
5/30 – MHS GRADUATION; Mount St Mary’s University
6/11 – BOOSTER Meeting, 7pm
6/15 – Last Day of School for Students
 
Meeting Adjourned:  7:48 pm
Next Meeting:  January 8, 2018 (Booster Bylaws Presentation and Voting); Location pending
Respectfully Submitted,
Shelly Hill 
MHS Band Boosters, Secretary



Date of Meeting:
Minutes entered on: Nov 26, 2017 - 07:20:04 PM
Minutes updated on: Nov 26, 2017 - 07:20:04 PM
Middletown High School Band Boosters, Inc.
General Meeting
November 13, 2017 at 7:00 pm, Heritage Room
Meeting Called to Order:  7:00 pm
Board Members Present:
Position
Name
Absent
Position
Name
Absent
President
Scott Snyder
 
 Vice President
 Jack Bacorn
 
Treasurer
Leyenda Bacorn
 
Secretary
Shelly Hill
Heather McCubbin
 
Director
Matt Shearer
 
MHS Rep
Danny Rumpf
 
Ways & Means
Lauren Bowlin
 
Communications
Maria Sgrignoli
 
Additional Members Present (don’t forget to sign in):
Jeff Hodos
Christy Kehlbeck
Jacqui Kreh
Richard Kreh
Annie Main
Brad Myers
 
Minutes from Last Meeting:  The minutes from the October 9, 2017 meeting not compiled as it was the Disney Parent meeting. Information was distributed to the band via Facebook and email.
Director: Mr. Shearer thanked everyone for helping with marching season. It was very successful and he is very happy. He said the band members put on the field what the show was and they did a great job. Jazz season is starting soon and the schedule is forthcoming. The choir and orchestra have adjudications December 1st with Christmas in the Valley on December 2. There is a winter concert scheduled on December 14th for the choir and orchestra. Matt is hoping to have some percussion ensembles from the marching band class perform also.
President: Scott advised it was a successful marching band season. There were a lot of challenges and he appreciates all of those who helped out. The group needs to get through Tag Day weekends. There was a finance meeting last week with Scott, Leyenda and Heather. Getting ready for the Disney trip is the next big event for the group.
Vice President:  No report.
Treasurer:   Leyenda presented the treasurers report. She advised there will be more money in the accounts in the next report due to additional deposits that have been made but not showing on this report. In October there were $700 in t-shirt sales; 50/50 had $478 which made the total for this season $1,059.50.  For Heritage Days the band received two checks totaling $350, one was for participation and the other was for winning Best Performance in the Parade. The chimes and other capital equipment were paid out with budgeted money and the September bus bill was paid. Checking account as of October 31, 2017 was $46,246, uniform account $23,574, Capital fund (Money Market Acct) $43,932. The Boosters book balance on hand as of 10/31/2017 is $41,665. $24,000 of the budget comes from fundraising activities. So far only $6,200 has been raised with Tag Day still to come. In regards to a question about the Yankee Candle fundraiser and the amount to go to student accounts. The fundraiser catalog sales profit was $1,200 with 25% ($300) going to the student trip accounts and $900 to the general fund. The online sales profit was $1,000 with $250 to trip accounts. There was a total of $1,650 total to the general fund and $550 to participating student trip accounts. A reminder from Leyenda that were are a tax exempt organization. A copy of the tax exempt certificate can be provided to anyone making purchases for the group in order to save us the taxes.
Ways and Means:  Lauren inquired of Annie Main the status of the family photo shoot fundraiser she organized. Annie advised she had 8 or 9 on the first Sunday and had two more rescheduled for the second Sunday due to weather. There were 11 families total and some may try to reschedule. There were some families who purchased all the extras so there will be additional $50 donations to the band from those families. Thanks to Annie for all her hard work and donating her services to the band for this great fundraiser. Annie also is the coordinator for the Script programs. She advised it is all set up and the information needs to go out to the band families. The group utilizes the program to purchase gift cards online and depending on the merchant different percentages of the purchase amount come back to the boosters. Annie inquired if any of the fundraiser amount would be attributed to the student accounts. There was some discussion that the trip accounts are for activities where the students actually actively work the fundraiser. The flip side was that more families would be encouraged to take the extra step to purchase the gift cards if a portion of the proceeds received from their families purchase were to go into their trip account. There was a motion by Shelly to have a profit to go towards the student’s trip account and the amount to be determined in January. The motion was seconded by Lauren and the group voted in the affirmative.
Discussions:
Band Software:  Matt presented to the group a software program call Charms. The program can be tailored to the group and is user friendly. It can handle all aspects of the program including but not limited to scheduling, financial reports, payments and billing, volunteers, etc. The administrator can give helper access to those who need it for their specific areas, such as the treasurer having access to administer the financial section. Matt was able to display the program with the trial software. The cost is $395 for a year or $1095 for three years ($365 a year). The program history can be exported if in the future the user decides to not continue with the vendor. Matt would like to roll it out in March 2018 to be able to overlap the old and new programs and be ready for the upcoming marching season. After positive discussion it was tabled to the February meeting.
Fundraising Proposal (Prom Tuxes):  A fundraising idea was presented. The company, M Stein, offers a service where they will come to the school and measure the students for tuxedos for the prom. If measured there is no commitment to renting a tux. The students and parents go onto the website and select a tux of their choice and pay online to M Stein. This would be open to all students at the school. M Stein donates money back to the band. Big additional benefit is the M Stein delivers the tuxes to the school and then picks them up! Maria advised that Good Counsel High School made $1,700 last year using this program. A location for the measurements at the school would need to be arranged as well as a drop off and pick up locations. Matt said the choir room would work, Maria will set it up, and Lauren will complete the fund raising form. Several others volunteered to assist. Maria will check with M Stein regarding an advertising flyer. Shelly made a motion for the fundraiser, the motion was seconded and all voted yes.
Organization Bylaws:  The bylaws of the organization have only been adjusted once in the past 11 years. The proposed changes discussed in the executive board meeting will be presented at the general meeting on December 11th for a vote by the membership.
Pit: Scott relayed the pit report for Bryon Black who could not attend the meeting. The gator has been returned to Gladhill’s on November 13. The final bill with the credit owed the boosters applied was for $1161.50 for the season. Gladhill’s  is seriously considering providing at least one year of free leasing if the boosters puts their ad on the back of the big trailer.
Student Accounts: The trip accounts were updated at the end of October. They will be updated again in January when the Tag Day receipts are all received as mail in amounts are also credited to the participating students trip accounts. There was discussion revolving around some of the trip accounts not seeming to be as large as in the past. Some of this is due to some of the fundraisers in the past that have been arranged and the boosters were unable to schedule this year, such as car washes, bingo, etc. Some were due to scheduling conflicts and others due to lack of adult volunteers to coordinate. Another reason for small trip account balances is a lack of participation by the students. The boosters will continue to look for more ways for the students to earn money for their trip accounts via future fundraising activities. (Added information after the meeting by Shelly: as an example, the 2016 Tag Day weekends, which is our largest and biggest fundraiser each year, had only 33 of 67 students participating. We also had only 24 parents participating in coordinating, setting up, handling the money donations, driving etc.  We were unable to complete all of the areas due to lack of participation which in turn affects the whole program as less dollars are obtained in donations. For 2017 Tag Days we again were unable to complete all areas.)
Tag Day: An inquiry from Jeff Hodos about the dispersal of Tag Day donations. He inquired if all those donations were earmarked specifically for the marching band since the majority, if not all, of the students who work those weekends are all marching band participants. If it goes to the whole music program what is the cost of the other programs to the boosters especially if those students who are not in marching band do not participate in any of the fundraising activities. Matt advised that jazz band is break even and last year actually made money at the Evening of Jazz event. The dance team was also break even as they earned as much as was spent. Concert band and orchestra have no outside expenditures as the students pay for their uniforms and everything else is covered by the schools. The only outlay for the boosters for those groups is the awards presented at the end of the year banquet. Scott will look at the expenditures and will report back.
Upcoming events (NOT ALL INCLUSIVE and event dates are evolving—regularly check the website official calendar for updates):
11/14 – All County Chorus Auditions; Crestwood MS
11/18 & 19 – Tag Day Weekend, 2 of 2
11/27 – All County Band Auditions (Percussion); Linganore HS
11/29 – All County Band Auditions (Winds); West Frederick MS
12/1 – Chorus & Orchestra Adjudications; Urbana HS
12/2 – SAT testing date
12/2 – PERFORMANCE, MHS Choir, Christmas in the Valley; Zion Lutheran Church
12/7 – All County Orchestra Auditions; Crestwood MS
12/11 – BOOSTER Meeting; 7pm
12/9 – ACT testing date
12/14 – CONCERT, MHS Choir, Orchestra, and Percussion ensembles; 7pm
12/18 – PERFORMANCE, MHS Jazz at basketball game; MHS gym 6pm
1/5 - PERFORMANCE, MHS Jazz at basketball game; MHS gym 6pm
1/8 – BOOSTER Meeting; 7pm
1/12 - PERFORMANCE, MHS Jazz at basketball game; MHS gym 6pm
1/17 - PERFORMANCE, MHS Jazz at basketball game; MHS gym 6pm
1/27 – CONCERT, All County Music Concert; Gov Thomas Johnson HS, 7pm
1/29 – PERFORMANCE, MHS Jazz at basketball game; MHS gym 6pm
2/1 – PERFORMANCE, MHS Jazz at basketball game; MHS gym 6pm
2/5 – PERFORMANCE, MHS Jazz at basketball game; MHS gym 6pm
2/9 – PERFORMANCE, MHS Jazz at basketball game; MHS gym 6pm
2/13 – PERFORMANCE, MHS Jazz at basketball game; MHS gym 6pm
2/16 - PERFORMANCE, MHS Jazz at basketball game; MHS gym 6pm
2/20 – All County Jazz Auditions; MHS 5-8pm
2/26 – FCPS Solo Festival auditions-Vocal and Winds; Monocacy MS
2/27 – FCPS Solo & Ensemble Auditions-Percussion; Linganore HS
3/1 – FCPS Ensemble Auditions-All but percussion; Monocacy MS
3/8 – FCPS MS Chorus Adjudications at MHS
3/12 – FCPS Concert Band Adjudication; Linganore HS (snow date 3/13)
3/21 – Rehearsal Concert & Jazz; 2:30-4:30
3/22 – CONCERT, Concert & Jazz; 7pm
4/7 – All County Jazz Festival & Concert; Linganore HS
4/9 – BOOSTER Meeting; 7pm
4/10 thru 4/14 – DISNEY
4/27 – 4/29 – MHS Musical
5/14 – BOOSTER Meeting, 7pm
5/15 – CONCERT, Concert Band, 7pm
5/30 – MHS GRADUATION; Mount St Mary’s University
6/11 – BOOSTER Meeting, 7pm
6/15 – Last Day of School for Students
 
Meeting Adjourned:  8:00 pm
Next Meeting:  December 11, 2017 (Booster Bylaws Presentation and Voting); Location pending
Respectfully Submitted,
Shelly Hill 
MHS Band Boosters, Secretary

 




Date of Meeting:
Minutes entered on: Oct 09, 2017 - 05:52:15 PM
Minutes updated on: Nov 26, 2017 - 08:07:23 AM
Middletown High School Band Boosters, Inc.
General Meeting
September 11, 2017 at 7:00 pm, MHS Cafeteria
Meeting Called to Order:  7:00 pm
Board Members Present:
Position
Name
Absent
Position
Name
Absent
President
Scott Snyder
 
 Vice President
 Jack Bacorn
 
Treasurer
Leyenda Bacorn
 
Secretary
Shelly Hill
Heather McCubbin
 
Director
Matt Shearer
 
MHS Rep
Danny Rumpf
 
Ways & Means
Lauren Bowlin
 
Communications
Maria Sgrignoli
 
Additional Members Present (don’t forget to sign in):
48 people signed in
Will update this list
When compiled
 
 
 
Minutes from Last Meeting:  The minutes from the June 5, 2017 meeting were discussed and approved at a summer executive board meeting and are posted on the website.
Director: Mr. Shearer said that band camp was awesome. The weather was great and it was a very productive week. The kids did a great job and are doing well with the music. They are performing Friday night at the football game and have a competition on Saturday. The school year is going well so far. Thank you for the band camp helpers and uniform personnel. He reminded all to please sign up to help out that it is all for the kids and the program cannot operate without people volunteering to help.
President: Scott introduced himself and the executive board to the 48+ people who were present for the first meeting of the year. He discussed how to contact members of the board and the boosters in general. Areas regarding sign up links and email contacts were covered along with fundraising issues, band schedule and the budget were briefly touched upon. The group was advised that the budget is on the website and how to look at it. Scott reiterated the need for volunteers to sign up.
Vice President:  No report.
Treasurer:  Leyenda provided the treasurers report.
Ways and Means:  Lauren advised she still needs helpers for the 50/50 fundraiser and spirit wear volunteers for Friday’s football game. She reminded everyone of the need to sign up to volunteer and placed sign-up sheets on the table for after the meeting for people to enter their names for activities.
Discussions:
Disney 2018: Heather advised that the current estimated cost was $1100. Airfare in April for Southwest Airlines will be about $350 per student round trip. Pop Century will be approximately $152.50 per person, 4 students per room. If someone wants to pay for the extra person (pay double) for a full bed to themselves that can be arranged but will be handled at a later time. The Disney clinics are booked for the students to attend and bus arrangements need to be made for those clinics. Park tickets $287 for 5 days and students will also have a meal card to use for food at the parks. $50 deposit will be needed by September 30th. Payment plan currently $175 on Oct 15 and additional payments to follow. The Disney budget will be a separate budget and parents will be kept up to date with what has been paid and what is still owed.
Uniforms: Stacey Black, Maria Sgrignoli, and Christina Rapp were able to get all the students fitted for their uniforms. Maria and Christina have completed all the alterations. The uniforms have been organized and cleaned and the shoe and glove orders are in and will be distributed before Friday.
Student Accounts: Scott explained student accounts to the group. Money is placed in the individual students account when they participate in fundraising activities. A portion of the money received from the fundraiser is divided into an hourly rate and then disbursed based on the amount of time the student worked. Due to IRS rules, parent’s time does not count towards a student account. The topic of parent credits will be revisited in the spring.
Pit: Bryon Black explained what the pit crew does for the marching band and also asked for volunteers. At the end of the meeting he requested the current pit volunteers to remain for a short meeting to prepare for the Friday game.
Show Shirts: The show shirt design is really cool. The student’s shirts were already ordered. A form for the parents to order additional items will be forthcoming.
Chaperone Training: At the end of the general meeting chaperone training was conducted by Mr. Shearer and Mr. Rumpf. The more people who are chaperone trained the better as then everyone is on the same page regarding how to handle the students in the event of misbehavior.
Upcoming events (NOT ALL INCLUSIVE and competition dates are evolving—regularly check the website official calendar for updates):
9/15 – Football Game Home vs Tuscarora
9/16 – Competition, Urbana High School
9/28 – Football Game Home vs Oakdale
9/30 – Heritage Parade
10/7 – Competition, Broadneck High School, Annapolis MD
*****10/07 – SAT testing date—other dates available, competition time pending*****
10/13 – Football Game vs GTJHS
10/16 – FCPS Marching Festival, Walkersville High School (rain date 10/23)
10/20 – Football Game vs Linganore (no school that day)
10/21 – Competition, JMU Parade of Champions***MANDATORY ATTENDANCE!!!!
10/28 – Competition, Marine Corp Invitational, Annapolis
10/28 – TENTATIVE, Middletown Halloween Parade
*****10/28 - ACT Testing date—other dates available, competition time pending*****
11/3 – Football Game Home vs Walkersville
11/4 – Competition, US Bands Regional Championships, College Park**(MANDATORY ATTENDANCE!!!! THIS IS A SAT DAY SO SCHEDULE TAKING THE TEST FOR A DIFFERENT DATE!!!!!)
*****12/2 – SAT testing date*****
*****12/9 – ACT testing date*****
Meeting Adjourned:  9:15 pm
Next Meeting:  October 9, 2017 (Disney Parent Meeting for updates); Choir Room
Respectfully Submitted,
Shelly Hill 
MHS Band Boosters, Secretary

 

 




Date of Meeting:
Minutes entered on: Jul 02, 2017 - 06:19:59 PM
Minutes updated on: Jul 02, 2017 - 06:23:56 PM
Middletown High School Band Boosters, Inc.
General Meeting
June 5, 2017 at 7:00 pm, Heritage Room
Meeting Called to Order:  7:00 pm
Board Members Present:
Position
Name
Absent
Position
Name
Absent
President, outgoing
President, incoming
Jeff Hill
Scott Snyder
 
 
Vice President, outgoing
Vice President, incoming
 
Bryon Black
Jack Bacorn
X
Treasurer
Leyenda Bacorn
 
Secretary
Shelly Hill
Heather McCubbin
 
Director
Matt Shearer
 
MHS Rep
Danny Rumpf
X
Ways & Means
Lauren Bowlin
 
Communications
Maria Sgrignoli
 
Additional Members Present (don’t forget to sign in):
Tina Walsh
 
 
 
 
 
Minutes from Last Meeting:  The minutes from the May 8, 2017 meeting were discussed with the highlights provided by Jeff. Minutes were passed.
Director: Matt said that the Kings Dominion trip went great. There had been a threat of bad weather but the day turned out to be gorgeous. Great performance by the musicians. Congrats to the concert and graduation bands on their performances. Thank you to the outgoing executive board and welcome to the new members of the board.
President (outgoing): Jeff is working with Scott to handoff the presidency. He is forwarding the computer files and emails from the past and will relay additional items. Jeff passed the presidency over to Scott.
President (incoming): Scott introduced himself and thanked Jeff. Scott discussed the cleaning of the uniforms closet and he along with several other members will respond on June 12th to handle that task. Matt said many of the items can be discarded and he will try and mark which items can go. He advised that the white uniform bibs will not be utilized except for maintaining two of each size for the drum major uniform. The next scheduled meeting is in August. Discussion about having an interim meeting in July to prepare for band camp. Scott asked Matt if there is a benefit regarding cost of instructors for the boosters with marching band now being a class. Matt advised that the rest of the program is still an activity and requires a stipend to be paid. Nothing changes but FCPS did make a change that does not involve the class. They may be providing some of the stipend next year for the color guard and drum line instruction but the amount is unknown. The budget for those positions will remain in for now.
Vice President:  No report.
Treasurer:  Leyenda provided the report.
Ways and Means:  Lauren advises that Elizabeth Bloom is setting up the Walmart fund raisers for this summer. The dates are June 24 and July 22. Toni Snyder has agreed to handle the Yard Sale fundraiser again. Looking for a date on a weekend before Labor Day.  Jeff stated that the Miller’s need to be contacted regarding utilizing their space as it may not be available due to construction issues. Lauren will check with the Millers and possibly the date of Aug 19 or 26 for the yard sale.
Discussions:
BUDGET: Extensive discussion regarding the upcoming budget. At the start there was a deficit budget that needed to be addressed. The Disney 2018 trip will have a separate budget. All items were covered with adjustments made. A provisional budget was passed pending final analysis.
Disney 2018: Mike Wojton advises he will still stay involved and work as the travel planner. He needs someone from the boosters to work with him. Heather says she will take on that task. Scott will give her the contact information. Regarding flying versus charter bus, flights book six months out and cost would be between $300-350. Charter bus would take longer and would still run about $250. Final decision to fly or ride will be in November, tabled until that time.
Facebook: Heather suggested a Facebook page for the boosters. It would be a great spot for people to check out what is going on with the program. It will show upcoming events but will have the notation that the official calendar is the one at mhsknightsband.net site and is updated continually. Heather will set it up and will administer. It will be a closed group and new members will have to be approved.
Knight Club: Regarding trying to help with recruitment, Scott suggested having the MMS jazz band play at the annual Knight Club event. We would need to consider adding additional tables in anticipation of the added students (who would attend for free) and their parents (who would be charged an entry fee to attend). Discussion revolved around them playing as a “warm up band” as people are being seated. Tabled for further discussion.
Marching Band: Scott states that there are 43 students signed up for marching band. There are some who have submitted deposit checks but have not registered yet. Matt advises he is working on that issue. Thinks we will have 55-60. Matt has also been working on the capital plan. His wish list is approximately $7000 and he will send the list to Scott. Scott advises that the big trailer will need to be replaced in three years and cost will be approximately $12,000. The current trailer is 12 years old and is leaking. It belongs to the boosters and can be sold off to recoup some of the costs of the new trailer. Registering the trailer in Maine is more hassle than it is worth as it would only save approximately $25-30 a year.
Raffle: Scott says he has been involved in three fundraiser that can make up to $10,000 in one day. It is a sensitive issue, gun raffles. The Myersville Little League does one every year. More information to be provided and will be discussed further.
Sponsors: Need to work up a proposal for sponsors for the program. Ideas about putting corporate advertising on the website that could provide a link to the business, back of programs and on the trailer. Jack will investigate further. Bryon is working with Gladhill’s to reduce the gator costs if their decal is on the back of the trailer.
Upcoming events (NOT ALL INCLUSIVE and competition dates are evolving—regularly check the website official calendar for updates):
6/5 – Spirit Night, Chipotle in Westview Promenade, 5 – 9 pm
6/12 – Booster Meeting, 7 pm
08/20 – Marching Band Rookie/Leadership meeting, 6 pm
08/21 – 08/25 – BAND CAMP, 8 am – 8pm
08/25 – Marching Band Preview Performance & Picnic, 6 pm
*****08/26 – SAT testing date*****
*****09/02 – ACT testing date*****
9/15 – Football Game Home vs Tuscarora
9/16 – Competition, Urbana High School
9/28 – Football Game Home vs Oakdale
9/30 – Heritage Parade
10/7 – Competition, Broadneck High School, Annapolis MD
*****10/07 – SAT testing date—other dates available, competition time pending*****
10/9 – FCPS Marching Festival, Walkersville High School (rain date 10/16)
10/13 – Football Game vs GTJHS
10/20 – Football Game vs Linganore (no school that day)
10/21 – Competition, JMU Parade of Champions***MANDATORY ATTENDANCE!!!!
10/28 – Competition, Marine Corp Invitational, Annapolis
10/28 – TENTATIVE, Middletown Halloween Parade
*****10/28 - ACT Testing date—other dates available, competition time pending*****
11/3 – Football Game Home vs Walkersville
11/4 – Competition, US Bands Regional Championships, College Park**(MANDATORY ATTENDANCE!!!! THIS IS A SAT DAY SO SCHEDULE TAKING THE TEST FOR A DIFFERENT DATE!!!!!)
*****12/2 – SAT testing date*****
*****12/9 – ACT testing date*****
Meeting Adjourned:  9:12 pm
Next Meeting:  Date pending, notice will be provided.
Respectfully Submitted,
Shelly Hill 
MHS Band Boosters, Secretary

 

 




Date of Meeting:
Minutes entered on: May 22, 2017 - 09:41:19 PM
Minutes updated on: Jun 17, 2017 - 07:21:29 AM
Middletown High School Band Boosters, Inc.
General Meeting
May 8, 2017 at 7:00 pm, Heritage Room
Meeting Called to Order:  7:03 pm
Members Present:
Position
Name
Absent
Position
Name
Absent
President
Jeff Hill
 
Vice President
Bryon Black
 
Treasurer
Leyenda Bacorn
 
Secretary
Shelly Hill
 
Director
Matt Shearer
 
MHS Rep
Danny Rumpf
X
Ways & Means
Lauren Bowlin
 
Communications
Maria Sgrignoli
 
Jack Bacorn
Stacey Black
Judy Boone
Keith Boone
Vicki Hill
Joe Kefauver
Heather McCubbin
Robert Morris
Marsha Payne
Scott Snyder
Minutes from Last Meeting:  The minutes from the April 10, 2017 meeting were distributed for review and were passed.
Director: Matt said the upcoming events are listed in the minutes but reminded everyone that the official calendar is on the website. He thanked everyone who helped with Knight Club. He stated that it was one of the best and many attendees complimented him on the event.
President: Jeff advised there were several things on the agenda that needed to be covered.
Knight Club: Shelly thanked everyone who helped make the event possible. $403 in tickets were sold at the door, over $1700 in tickets were sold in advance via PayPal, and the Silent Auction brought in $1177 dollars. The Boosters now have a “square” for swiping credit card payments and that was utilized at the event. Leyenda has the unit and information on its use. It does require having the application on a smartphone or tablet to use. The device works with the PayPal account. Expenses for the event are being calculated and will be submitted to Leyenda.
Band Banquet: Jeff advised the banquet is this Friday and the hall and food are reserved. Vicki said the senior books are in and at their house. She needs to give to someone for distribution at the banquet as they will not be attending. The awards are also in and Matt will advise final award information. Heather advised she could make the arrangements to pick up the awards and senior books. There will be two cakes at Costco that need to be picked up. Shelly said she would handle that pick up. It was confirmed that Maria is bringing a projector, Matt is bringing the speaker, and Joey is creating the slide show presentation. Decorations are not purchased yet. Stacey advised she would create the senior display board and assist with the decorating. There are 14 seniors involved. Lauren has some centerpieces from senior jazz knight that she will bring. The doors open at 6 so entry can be made around 5 for decorating, etc. Jeff and Vicki Hill are donating the senior books and cake.
Kings Dominion: The bus is currently scheduled to arrive at MHS at 8:00 am to leave around 8:15 am. That time may be adjusted based on the weather. The group is scheduled to perform at 5:25 pm. There is a single bus reserved. The $100 deposit was lost for the second bus. Jeff will send out an email today or tomorrow morning to those going on the trip regarding their final payment amounts which are due by Friday.
Disney: Jeff advised he was unaware that the boosters had voted to take the trip to Disney in 2018. Matt advised that it had been discussed and agreed to in the past that the band trips would be alternating between a big trip and a short trip. This year is the short trip to Kings Dominion. Matt is working on the FCPS approval. The application was received and accepted by Disney for our group and tentative times are set for workshops and the parade. Dates for the trip are April 10 through April 14, 2018. Matt will scan the information received from Mike Wojton at the April meeting regarding pricing and put it up on the website.
Officer Elections: Everyone was advised who was up for officers for the 2017-18 season. After some discussion the new officers are Scott Snyder, president; Jack Bacorn, vice president, Leyenda Bacorn, remaining as treasurer; and Shelly Hill, remaining at secretary with Heather McCubbin as back up and available to step into the position the following year. The slate was motioned and passed unanimously.
Budget: The bylaws state the budget is to be voted on and approved at the June meeting. Copies of the current treasurer’s report were distributed. Discussion surrounded items that need to be adjusted in order to avoid having to make corrections later. Parts of the discussion revolved around fundraising and encompassed part of the Ways and Means items. It was also discussed that any large trip should have its own budget set up in order to account for everything in one place and not intermix it with the regular budget.
Vice President: No report.
Treasurer: The report was distributed and discussion surrounded the budget and money that came in for Knight Club.
Ways and Means: No report due to time.
Upcoming events (NOT ALL INCLUSIVE and competition dates are evolving—regularly check the website official calendar for updates):
5/12 – Band Banquet, Jefferson Ruritan
5/13 – Band spring day trip, Kings Dominion-performance time is 5:25 pm
5/16 – Concert Band concert, 7 pm
5/18 – Elementary Feeder Performance & MHS Jazz Band
5/22 – Drum Line Rehearsal 3:15 – 4:45 pm
5/24 – Leadership Audition 2:20 – 3:20 pm
5/24 – Drum Line Audition 3:15 – 4:45 pm
5/31 – Graduation, Mount St Mary’s University, 2:00 – 3:30 pm
6/5 – Spirit Night, Chipotle in Westview Promenade, 5 – 9 pm
6/12 – Booster Meeting, 7 pm
08/20 – Marching Band Rookie/Leadership meeting, 6 pm
08/21 – 08/25 – BAND CAMP, 8 am – 8pm
08/25 – Marching Band Preview Performance & Picnic, 6 pm
9/15 – Football Game Home vs Tuscarora
9/16 – Competition, Urbana High School
9/28 – Football Game Home vs Oakdale
9/30 – Heritage Parade
10/7 – Competition, Broadneck High School, Annapolis MD
10/07 – SAT day
10/9 – FCPS Marching Festival, Walkersville High School (rain date 10/16)
10/13 – Football Game vs GTJHS
10/20 – Football Game vs Linganore (no school that day)
10/21 – Competition, JMU Parade of Champions***MANDATORY ATTENDANCE
10/28 – Competition, Marine Corp Invitational, Annapolis
10/28 – TENTATIVE, Middletown Halloween Parade
11/3 – Football Game Home vs Walkersville
11/4 – Competition, US Bands Regional Championships, College Park**(MANDATORY ATTENDANCE. THIS IS A SAT DAY SO SCHEDULE TAKING THE TEST FOR THE EARLIER SAT DATE OF 10/07!!)
Meeting Adjourned:  8:30 pm
Next Meeting:  June 12, 2017 at 7 pm in the Heritage Room, room 210 (possibly to be changed to June 5, 2017)
Respectfully Submitted,
Shelly Hill 
MHS Band Boosters, Secretary



Date of Meeting:
Minutes entered on: May 08, 2017 - 05:32:56 PM
Minutes updated on: May 08, 2017 - 05:32:56 PM
Middletown High School Band Boosters, Inc.
General Meeting
April 10, 2017 at 7:00 pm, Conference Room
Meeting Called to Order:  7:02 pm
Members Present:
Jeff Hill, President
Bryon Black, VP
Leyenda Bacorn, Treasurer
Shelly Hill, Secretary
Matt Shearer, Director
Danny Rumpf, MHS Rep
Jack Bacorn
Lauren Bowlin
Annie Main
Robert Morris
Maria Sgrignoli
Toni Snyder
 
 
 
Minutes from Last Meeting:  The minutes from the March 20, 2017 meeting were distributed for review. Minutes were passed.
Director: Matt advises that everything is going well this term. The All County Jazz concert is the next event on the weekend after spring break. The current plan is to have the high school jazz bands perform in addition to the All County Band. The All County group performs at 4pm and the start time for the event is dependent on how many other high schools will be performing. Matt says thank you to the pit orchestra, they did a fantastic job and he was very pleased at how they pulled it together for the show. They did a great job and outsiders were all complimenting them on the great job they did. The fall marching show is officially set, Pirates of the Caribbean. The budget will have to be planned due to the music costs. Additional thanks to everyone for their work and efforts fundraising. Jeff asked about registration for next season and Matt advised it should be up by the end of the week. Marching band is confirmed as a class with 33 students signed up. Everyone pays the same fee amount but only the students signed up for the class will receive high school credit. The after school practice schedule will remain the same with all members participating. Matt feels the level of musicianship and marching should really go up since there will be more time to focus on those areas. The plan is to have it in fourth block.
Guest Speaker – Mike Wojton, Disney Trip 2018: Mike handled the arrangements for the 2016 Disney trip. He is no longer a booster member but has graciously volunteered to assist in setting up this next trip. The boosters will need to perform all the hands on tasks tracking payments, emailing parents, tracking the contracts, ensuring payments are sent on time) and need to establish a committee to work the booster end of the arrangements. Mike distributed handouts regarding set and projects costs. There has been a cost increase due to economy and Disney raising some of their prices. The trip is currently projected to run from Tuesday through Saturday (or extended to Sunday). Airfare is cheaper if you block 35 seats at a time. If you have over 35 then arrangements have to be through corporate and the prices are higher. Last time used two separate blocks of 35 tickets. The group may end up on separate planes but they would leave and arrive close in time. Actual airfare pricing does not come out until around 6 months before the flight date. The park tickets and hotel costs have increased. There is a fixed price for the clinics when there are over 17 students participating so it would be the same price for the clinic whether you have 17 or have 50. A decision has to be made regarding the meal cards. Last time there were complaints that the $35 meal card did not provide enough food. Mike said that if the meal cards are raised to $41 or $42 then it’s a break even with the meal voucher program but you lose the flexibility to eat anywhere. Mike also said it is best to use either the meal cards or the vouchers, not a mix. Arrangements will have to be made for buses for the students if any of the clinics are off site. There will also be a need for a parent to volunteer to drive down the day before with the instruments, etc and then return. They would be provided gas money, meals and hotel for the travel days only. Anything at Disney would be their responsibility. The costs for Breakfast in the Park can be estimated now. There is another option that Disney offers. It is a dessert buffet at Epcot at the lake on the water. The area is reserved for your group only, you have the dessert buffet and a front row seat for the light show that performs that evening. Another option to consider is that Tuesday is a day off from school for the students. If an early flight is obtained then the visit to Animal Kingdom can be done that same day in the afternoon which allows the group to return on Saturday and would save money. If the trip was also opened to alumni to attend they would receive the same reduced hotel rate as the band. He says he would handle the alumni end. There is no added benefit to the overall group other than more folks able to travel with our group at the reduced hotel rates and there would be no added costs to our group for the additional people. The Florida tax exempt certificates are valid until 2021 and Disney already has that information in their files for our group. Everyone thanked Mike for his efforts and more information will be forthcoming.
President:   Jeff states that a list of people for officer positions for next year is to be done in April with the vote being done in May. The new booster executive board then begins in June. Jeff says an email needs to go out to all the email lists with the position criteria and requesting nominations to be placed on the list. Current middle school parents of incoming freshmen are eligible to be voted onto the board. He said he will send a draft email out to the booster board and hopefully send out the email to the rest of the members this week. Bryon also advised the budget should be motioned and approved in August by the new board so they have input. After much discussion it was decided to move forward with the budget proposal and approving it in June. This is necessary due to money needing to be spent in July and August for the upcoming year and that cannot happen without a passed budget. Any changes that may need to be made after the budget is approved can be handled on a case by case basis. The budget needs to be proposed in the next several weeks. Jeff asked Leyenda for some of the reports and what she thinks needs to be adjusted so proper line items can be added so spending can be properly accounted for. Jeff will set up a budget meeting so it can be presented in May and put up for approval at the June meeting. Jeff inquired about the senior trip being scheduled to Hershey Park on May 12th as that coincides with the band banquet. Danny says he believes the trip was cancelled due to lack of interest. They have received the bus cancellation notice. Jeff said that the Kings Dominion trip is scheduled for the13th. The cost of buses has increased from the past. Currently the two buses will be $4165. We have them under contract and can be cancelled by the 12th. The school bus possibly was turned down. Costs for this trip work out to around $100 for each student (roughly $42 for bus, 14.99-15.99 for lunch, park entry $41.99). Matt asked for a cost breakdown from Jeff so information could be forwarded out this week. There was discussion regarding releasing one of the buses and checking around for another charter company for the second bus. Danny advised there is no vendor approved list for the buses and since it is not an FCPS event then our group would not be held to that list anyway. Matt says a list of those wanting to go needs to be obtained as quickly as possible because if there is not enough interest to be able to perform then the trip will be cancelled.  Jeff will make some further calls regarding bus costs.
Vice president:  No report. Jeff asked Bryon about when we have to begin working on the Gator lease. Based on the need for band camp Bryon stated Gladhill’s need to be notified by late June or early July. If the same deal is worked out it would be a new model with a roof and mirror. Matt inquired about it fitting in the trailer with the roof and it will fit. This model will also have a bench seat instead of bucket seats. The drum major stand will go in the trailer so there is not the issue of damage like last season. Bryon also advised that Gladhill’s mailed a check for our overpayment.
Treasurer: Leyenda distributed the treasurer’s reports. Deposits were made on April 10 for t shirt fundraiser, concert band reimbursements, and the Valley Grill spirit night. Payments out were $150 deposit for the tables for Knight Club and $501 for the leadership scholarships. A miscellaneous expenses, senior knight costs, needs to be added to the budget line items.
Ways and Means: Lauren reminded everyone of the Ledo Pizza spirit night scheduled for April 26th. They return 20% and patrons’ only need to mention they are there for the band, no flyers needed. She thanked all who helped out with the Drive 4 Ur School Fundraiser. It is a good fundraiser as there was no cost layout and if we could tap a larger group in the community we would benefit even more. Flyers had been sent to the middle school advertising and one couple did come after they received the flyer. Another said they saw the Citizen article and that was why they came. Lauren donated the cost of the ad in the Citizen. There were 54 test drives and the final dollar amount is pending from Ford. The fundraiser was the day of the musical thinking more people would drive but it didn’t work out that way since many of those arriving were involved in the play itself and didn’t have the time. Two students from orchestra came and volunteered. Lauren asked if they had trip accounts and Matt confirmed they do. The general manager from Frederick Motor says they do this event in the spring and fall. His group has done it 4 or 5 times and that our hospitality was the best. Annie Main donated food for their lunches and the manager said that in all the years he has done this no one else treated them as well as we did. We sold on “M” t shirt. There was an additional 4 t shirts and 4 hoodies sold last week at the school lunch breaks. Lauren has submitted the paperwork to sell the shirts at the football and basketball games in the fall. Jack inquired about selling at Heritage Days and Lauren said there is the $65 cost for the booth and if we got a better spot than last year it may be profitable. Shelly inquired about freshman orientation but Danny said they don’t have a night specific for that anymore. He said that registration night was available. On May 18th the elementary feeder schools are performing in the MHS gym and Shelly said she could come on that day with Lauren to sell t shirts.
Miscellaneous: Shelly reminded everyone about letting Vicki Grossnickle know their volunteer hours for the year. It benefits the school when grants are being applied for. Robert said he could take the plaques for engraving for the band banquet again this year. Matt said he should have the names soon. Robert will check to see how soon the company needs the names.
Upcoming events (NOT ALL INCLUSIVE and competition dates are evolving—check the website calendar for updates):
4/29 – All County Jazz Concert, 3:00 – 5:00 pm at Linganore High
5/6 – Knight Club, Knight of Jazz
5/8 – Booster Meeting, 7 pm
5/12 – Band Banquet, Jefferson Ruritan
5/13 – Band spring day trip, Kings Dominion-performance time is 5:25 pm
5/16 – Concert Band concert, 7 pm
5/18 – Elementary Feeder Performance & MHS Jazz Band
5/31 – Graduation
6/5 – Spirit Night, Chipotle in Westview Promenade, 5 – 9 pm
6/12 – Booster Meeting, 7 pm
08/20 – Marching Band Rookie/Leadership meeting, 6 pm
08/21 – 08/25 – BAND CAMP, 8 am – 8pm
08/25 – Marching Band Preview Performance & Picnic, 6 pm
9/15 – Football game
9/16 – Competition, Urbana High School
9/28 – Football game
9/30 – Heritage Parade
10/07 – SAT day
10/13 – Football game
10/20 – Football game
10/21 – Competition, JMU Parade of Champions
10/28 – Competition, Marine Corp Invitational, Annapolis
11/3 – Football game
11/4 – Competition, US Bands Regional Championships, College Park**(Take note, SAT day, schedule earlier date!!)
Meeting Adjourned:  8:15 pm
Next Meeting:  May 8, 2017 at 7 pm in the Heritage Room, room 210
Respectfully Submitted,
Shelly Hill 
MHS Band Boosters, Secretary



Date of Meeting:
Minutes entered on: Mar 22, 2017 - 07:51:58 PM
Minutes updated on: Mar 22, 2017 - 07:51:58 PM
Middletown High School Band Boosters, Inc.
General Meeting
March 20, 2017 at 7:00 pm, Heritage Room
Meeting Called to Order:  7:00 pm
Members Present:
Jeff Hill, President
Leyenda Bacorn, Treasurer
Shelly Hill, Secretary
Matt Shearer, Director
Danny Rumpf, MHS Rep
Lauren Bowlin
Vicki Hill
Jacqui Kreh
Annie Main
Heather McCubbin
Robert Morris
Maria Sgrignoli
Scott Snyder
 
 
  
Minutes from Last Meeting:  The minutes from the February 13, 2017 were distributed for review. Minutes were passed.
Director: Matt advised he had just submitted to the booster board an email regarding the 2016 band camp scholarship applications. He stated that he had received three applications and would like the budgeted scholarship divided amongst the three, giving each student $167. Everyone concurred and the checks were written and will be distributed to the parents of the three students. He had several checks that students had submitted for payment for their concert dress uniforms. He turned those over to Leyenda for deposit. Matt reminded everyone of the concert band and jazz band concert scheduled for Thursday, March 23, at 7pm in the MHS auditorium. The performing students have a rehearsal on Wednesday after school and are to report at 6 pm for the concert. Lauren advised she will be selling the fundraising t shirts at the concert also. Jeff inquired of Matt about the status of the rehearsals for the Damn Yankees musical. Matt stated that rehearsals are ongoing. Jeff inquired about dinner for the pit kids some of the rehearsals are long. Matt said that the Drama Boosters are providing dinner on the long Monday rehearsal. Vicki asked how many students are in the pit and there are ten. Vicki said she would arrange for their dinner on the long Thursday rehearsal.
PresidentJeff said that there were several upcoming events to be discussed (Knight Club, Band Banquet, Spring Trip, etc). Please see the comments below in those areas. Jeff also advised that there needs to be a discussion soon regarding next year’s budget and officers. He will check the bylaws about requirements and timing but that both need to be handled quickly. He stated he will not be returning as booster president as their family will not have a child participating in the program next year. He unsure about whether Bryon Black returning in some position. Budget information needs to be considered. Anyone having information about anything needing to be added or adjusted to send an email to the boosters so it can be set up in April and presented in June. Jeff does not want to just roll over this year’s budget as there have been changes and they should be accounted for by a line item.    
Vice president Not present.
Treasurer: Leyenda distributed the treasurer’s report. Deposits were made ($39 from Amazon Smile, $510 from Tag Day receipts received in January, and Dance Team participation fees) and listed on the report. Matt advised that there was a minimum of 24 shirts that had to be purchased for the jazz band. He inquired if the actual cost of each shirt should be charged to the students ($12 each) or split the total cost of all 24 shirts amongst the students ($18). It was agreed to only charge the members the $12 cost of their shirt and the remaining shirts would be sold and or submitted to be auctioned off at the Silent Auction at Knight Club. Leyenda also advised the $100 registration fee for the Kings Dominion trip was paid.
Ways and Means
Drive For Your School – We are still a go for April 9th from 10 am to 3 pm in the front circle parking area of the school. Lauren said she went to Frederick Motor and received all the materials that includes t shirt, signs, and paperwork. Her contact has done this fundraiser several times and suggested if the school staff would like to test drive some vehicles but cannot make it on the Sunday they would be willing to bring a couple of cars on Friday the 7th for them to drive at their break or after school. Those test drives would be counted for the fundraising event. Danny Rumpf said his only question would be space for the vehicles but since only talking a few it could be worked out. He advised he did not see an issue with it but it would have to be submitted through proper channels to be approved. Lauren to follow up. If and when approved, some type of announcement would have to be issued out to the building staff. Maria asked if there were giveaways during the event and Lauren said yes that there were some provided for test drivers. Frederick Motor also suggested giving some of the t shirts to the band students to wear around a few days before the event as advertising. She has signs to place in the ground and will check with the Town of Middletown regarding their rules. Lauren has checked with the local radio stations but at least one is booked through May. They do have a place on their website for community events. Shelly will forward one of the logos for her to upload with the announcement. She advised that Facebook is also a great way to advertise and referenced one that Shelly had just posted and several people had already shared. Lauren will check about flyers to disperse at the concert on the 23rd. Selling t shirts was also discussed and decided that would be a worthwhile thing to do also. Arrangements were made for some tables and canopies. Lauren working on a sign up genius for set up, help during the event, and breakdown. Students who work the event will get credit for their trip accounts. She also advised that some of the paperwork for the event can be completed in advance by us to make it easier for event participants. Lauren to check if there was an extra kickback to the band if someone who test drives at the fundraiser then purchases a vehicle from Frederick Motor. Jeff inquired about a rain plan and it was decided event would be held and additional canopies would be set up to protect people from the elements.
Mattress Sales – Heather said that the representative from the company insists he needs to talk to Matt. She provided the contact information for Matt to contact him.
Photos by Annie – Annie said she would like to do the family photo fundraiser again this fall. She is blocking out Sunday October 22nd and 29th with preference to fill the 22nd first. The 29th would be for overflow or bad weather reschedule. She liked using Gambrill Park as it has nice views and is close.
Shop With Scrip – Annie confirmed that with the classic plan there are no additional fees. For those vendors that use an actual physical card instead of just printing it out at home the order has to be approved by the band administrator and has to be mailed to someone who can sign for it. There is a shipping fee of $8.50 for the physical cards if ordered by 3pm is a two day shipping. The $8.50 is deducted from the rebate amount. Once the party has the card they can log on and add funds without additional approval. The company said that ‘presto pay’ is how you pay online with their website. The rebate to the band is processed weekly. The majority of the vendors are pay for it and print it so the issue of hard cards would be minimal if not even nonexistent. Annie has agreed to be the administrator for the program. After discussion Shelly motioned to go for it and Jeff seconded. If the program works out that’s great, if not, no cash has been lost. Annie will go forward with enrolling online.
Spirit Nights – Lauren said that Jen Zeltwanger has arranged for our next Spirit Night on June 5th, from 5-9pm at the Chipotle in Westview Promenade.
T shirt Sales – Lauren advised currently 13 t shirts and 6 hoodies have sold so far. She worked the cafeteria at lunch time and many people have expressed interest and wanted to know when someone would be selling again at lunch. She is looking at three days in a row in April. She will also be there for the concert Thursday night and sales will be set up at the Drive For Your School event. There was discussion of also putting some of the shirts up on the silent auction to add to the marching band shakos. Lauren also asked about setting up a raffle at the sporting events using the shirts.
Miscellaneous:
Band Banquet – The banquet has been moved to Friday, May 12th due to venue availability. It will be at the Ruritan in Jefferson. Jeff inquired about menu choice and everyone agreed to go with what has been done in the recent past. Matt advised he had just sent an email with a preliminary list of awards that will be needed and he will update later. Jeff and Vicki said they would check the inventory and advise. They will also make arrangements for the cakes for the event. They will not be able to attend due to a prior commitment. There is a need for someone to coordinate the decorating and set up the day of the event. Joey will work on the video presentation, Maria will arrange for the projector, Matt will bring the speaker, and Shelly will arrange a 25’ extension cord and laptop.
Kings Dominion – Jeff called about two charter buses for the trip. Matt says probably only need one. The company needs $100 deposit for each bus and the additional payment 30 days prior to the event. Trip cost was discussed and the tickets still need to be arranged once there is a number of participants determined. Jeff will check with the venue about costs so the sign up and flyers can be issued.
Knight Club – Shelly gave an update on the progress for the Knight Club planning. There was a meeting and several positions were filled. Jacqui Kreh and the Morris’ offered to chair the Silent Auction. Anyone wishing to donate items notify Jacqui, the Morris’, or Shelly Hill. Anyone available to solicit businesses contact Jacqui so there is no duplicating of contacts. Jacqui handed out solicitation flyers to those who were present at the meeting. Items need to be in hand by Thursday, May 4 to prep for the event. The tables have been reserved and Bryon Black will handle the pickup and return of same. Lauren advised there are 195 chairs available at MHS and inquired if more would be needed. The 195 would be sufficient. The group will meet again soon to work out any last minute issues.
Upcoming events (NOT ALL INCLUSIVE—check the website calendar for updates):
3/23 – Concert & Jazz Band Concert
4/7 – Musical “Damn Yankees”, 7 pm at MHS
4/8 – Musical “Damn Yankees”, 7 pm at MHS
4/9 – Drive For Your School Fundraiser, 10am to 3pm at MHS
4/9 – Musical “Damn Yankees”, 2 pm at MHS
4/10 – Booster Meeting, 7 pm
4/29 – All County Jazz Concert, 4:00 – 5:00 pm at Linganore High
5/6 – Knight Club, Knight of Jazz
5/8 – Booster Meeting, 7 pm
5/12 – Band Banquet, Jefferson Ruritan
5/13 – Band spring day trip, Kings Dominion
5/16 – Concert Band concert
5/31 – Graduation
6/5 – Spirit Night, Chipotle in Westview Promenade, 5 – 9 pm
6/12 – Booster Meeting, 7 pm
08/20 – Marching Band Rookie/Leadership meeting, 6 pm
08/21 – 08/25 – BAND CAMP, 8 am – 8pm
08/25 – Marching Band Preview Performance & Picnic, 6 pm
Meeting Adjourned:  8:05 pm
Next Meeting:  April 10, 2017 at 7 pm in the Heritage Room, room 210
 
Respectfully Submitted,
Shelly Hill 
MHS Band Boosters, Secretary

 




Date of Meeting:
Minutes entered on: Feb 22, 2017 - 08:03:48 AM
Minutes updated on: Mar 03, 2017 - 11:37:01 AM
Middletown High School Band Boosters, Inc.
General Meeting
February 13, 2017 at 7:00 pm, Heritage Room
Meeting Called to Order:  7:03 pm
Members Present:  
Bryon Black,
VP
Leyenda Bacorn, Treasurer
Shelly Hill,
Secretary
Matt Shearer,
Director
Danny Rumpf,
MHS Representative
Stacey Black
Lauren Bowlin
Annie Main
Heather McCubbin
Robert Morris
Maria Sgrignoli
Toni Snyder
 
 
 
   
Minutes From Last Meeting: Copies of the posted minutes from the January 2017 meeting were distributed. Minor adjustment due to concert date change from March 21 to March 23. January minutes were approved.
 
Director: Mr. Shearer says everything is going well. Concert band has an adjudication on March 14th and everyone will need their uniforms for that date. Currently they have not been measured or ordered. The deposit has been paid for the Kings Dominion trip on May13th. Buses need to be ordered along with the park entry tickets and meal ticket. The students are not wearing uniforms, dress is casual and Matt will advise the students when the event is closer. Senior night for the jazz ensemble and dance team is this Wednesday, February 15. There are seven seniors for this event, five jazz and two dancers. Reminder that Knight Club in May utilizes the dance line from marching band to assist in the event and to perform.
President:      Absent.
Vice president:  No Report.
Treasurer: Leyenda reports there was little activity in January. There was a deposit of $1,600 from Tag Day which brought the total received to $10,273 which is just under the budgeted $12,000. Lauren was reimbursed $400 for the Tag Day flyers and Dee Buchanan was reimbursed for the Dance Team uniforms.
Ways and Means:  Lauren has submitted the required raffle report to the county. With the t-shirt issues resolved she states we need to set up selling dates. Our last basketball game is this Wednesday and Shelly will continue to work on sales then but will need someone to work the table while the senior night presentations are happening. Looking to set up dates for selling at lunch time and advertising those dates. Also need someone to help with selling at the upcoming concert dates. Lauren would like to move the large inventory from her house to the shed and she will get with Bryon for a date and time for the transfer.
Drive For Your School – Lauren says that this fundraiser is a go, FCPS has approved it and Ford Motor Company has approved us for April 9, 2017 from 10 am to 3 pm. This would be a good time slot since that is the last day of the spring musical and it begins at 2 pm. The staging area will be the parking circle in front of the school and the test drive occurs off school property. Drivers must be at least 18 years old. Ford will donate to the band $20 for each legal test drive per household. There is an extra $10 donation for a household taking an additional test drive in the 2017 Ford Focus and properly completing the form. The event kit comes in next month and we need to market the event to be successful. Lauren says radio ads work and she has heard them on 106.9. She will coordinate with Maria. Heather asked if someone buys a car after coming and test driving at our event does the band get anything extra. Lauren said she was unsure but would check into it.
Mattress Sales – Heather advises that Custom Fundraising Solutions is the contact for the mattress sale fundraiser. They said their representative would need to have a small meeting with her, Lauren, and Matt. A larger meeting would follow on a later date with the parents and students. The current available dates for this school year do not work well due to commitments for the band. Heather has been involved in this program twice before in Massachusetts with very positive results. She said that group usually did it at the end of marching season. Works well if there is another event happening at the school as it draws more people. The company sells things like pillows also. The band receives a return for all the sold items with students handing out coupons and additional minimal input from parents. Heather will check for meeting dates and arrange with Lauren and Matt.
Shop With Scrip – Annie has checked into this program. They utilize many places that our group patronizes. An account would have to be created for the group. There is no cost for the account unless accessing their “classic plus plan” which entails getting the hard gift cards in advance and then selling them. The no cost program is more efficient in customers can go online and order their card with the ability to print it out and use it right then. No inventory for the group to maintain in the no cost version. Leyenda asked how the group receives the funds. Annie did not know but will find out. If the group proceeds with this fundraiser Annie said she would be willing to set up the account and manage it. Matt says the only other consideration is setting the percentage to the student accounts and general fund. Lauren said we should go with the standard 25/75 split. This has been tabled until the March meeting for Annie to get additional information.
Spirit Nights – Lauren has traded emails with Jen Zeltwanger. Jen has been working to get a spirit night at Main Cup and it appears that the owner is overwhelmed as so many groups have been using this fundraiser at his business. She is waiting to hear from Valley Grill (Richland Golf Course). Panera does not do fundraising. Chipotle has no dates until June. The new chipotle is opening in the spring next to the Wawa on the Golden Mile. Jen is also waiting to hear from Carrabba’s.
Trivia Night – Heather suggested a Trivia Night as a fundraising possibility. She was with a group that raised $6000 in one night selling ten person tables for $20 per person. That event had a cash bar, bring your own food, and had additional games and prizes during the three hour event. The local Amvets might be a good place to try this fundraiser for possibly in January or February 2018.
Miscellaneous:
Event Checklist – Shelly presented a form for the group to keep track of events. The format lists the event and pertinent information. It shows what needs to be done for that event and contains a block for comments to add who is assigned and also when the item has been completed and ready to go. Upcoming events to get the boosters through June have been roughed out. Matt says the forms could be put on the booster website for access along with being able to save completed forms for future reference. Shelly will also put hard copies in a binder. This will make it easier to plan for upcoming events in a more timely fashion and for the volunteers handling an event to know what needs to be accomplished.
Knight Club – There was additional discussion about Knight Club.  Matt heard from Maria Pope, photographer, and she has agreed to handle the poster and senior photos again this year. There is still no overall coordinator and no one for the silent auction for the event. Maria and Kelly Bongard are handling the food, Shelly handling the decorations. Toni and Heather volunteered to handle the ticket and seating process.
Band Banquet – Leyenda said in the prior minutes Jeff said he would handle reserving the banquet hall. Bryon will check to see if that was done. Someone is desperately needed to handle the awards for this event, they need to be ordered and organized for the event.
Upcoming events (NOT ALL INCLUSIVE—check the website calendar for updates):
2/15 – Jazz Game, Dance Team and Jazz Ensemble Senior Night
2/27 – Solo Festival, Vocal and Wind, 4:30 – 9:00 pm at Monocacy MS
2/28 – Solo & Ensemble Festival, Percussion, 5:30 – 9:00 pm at Linganore HS
3/2 – Ensemble Festival, 4:30 – 9:00pm at Monocacy MS
3/9 – All County Jazz Auditions, 5:00 – 9:00 pm at Middletown HS
3/13 – Booster Meeting, 7 pm
3/14 – Concert Band Adjudication, Linganore HS
3/23 – Concert & Jazz Band Concert
4/7 – Musical “Damn Yankees”, 7 pm at MHS
4/8 – Musical “Damn Yankees”, 7 pm at MHS
4/9 – Drive For Your School Fundraiser, 10am to 3pm at MHS
4/9 – Musical “Damn Yankees”, 2 pm at MHS
4/10 – Booster Meeting, 7 pm
4/29 – All County Jazz Concert, 4:00 – 5:00 pm at Linganore High
5/6 – Knight Club, Knight of Jazz
5/8 – Booster Meeting, 7 pm
5/13 – Band spring day trip, Kings Dominion
5/16 – Concert Band concert
5/19 – Band Banquet
6/12 – Booster Meeting, 7 pm
Meeting Adjourned:  8:00 pm
Next Meeting:  March 13, 2017 at 7 pm in the Heritage Room, room 210
 
Respectfully Submitted,
Shelly Hill 
MHS Band Boosters, Secretary

 




Date of Meeting:
Minutes entered on: Feb 12, 2017 - 04:29:53 PM
Minutes updated on: Feb 14, 2017 - 08:39:15 AM
APPROVED MINUTES
Middletown High School Band Boosters, Inc.
General Meeting
January 9, 2017 at 7:00 pm
Meeting Called to Order:  7:14 pm
 Members Present:     
Jeff Hill, President
Bryon Black, VP
Leyenda Bacorn, Treasurer
Shelly Hill, Secretary
Matt Shearer, Director
Danny Rumpf-MHS Rep
Jack Bacorn
Lauren Bowlin
 
 
 
 
 
Minutes From Last Meeting: Copies of the posted minutes from the November 2016 meeting were distributed. There were no minutes for December as the meeting was cancelled. November minutes were approved.
 
Director: Mr. Shearer began the discussion stating that he has a design for the jazz band shirt for this year and he has the shirt sizes needed. Someone needs to contact the vendor and get them printed. There are only 15-16 students. The shirt is a departure from the traditional black and orange, it will be a faded yellow with a retro 70’s logo. Lauren says she is versed with the t-shirt company and she is willing to contact them. Matt to forward the design and sizes to her. 
 
Matt said that marching band will be offered as a class for the 2017-2018 school year. Students do not have to take the class to be in marching band but if they take the class they MUST march. The fee will be required whether in the class or not. There is no guarantee that the class will happen but if students want to take it have them register for it and that will determine if the class holds in the fall. Band Camp week will start August 21st with the rookie meeting on Aug 20. Danny Rumpf said they are looking to increase class sizes and trying to get another music instructor for the school. The more students signing up for instruction makes it easier to justify the position. He also encourages discussion and recruiting at the middle school level. He advises having the high school students go and talk to the middle school students as that seems to generate more interest on their part. In regard to recruitment Shelly will work the feeder concert on Wednesday and put together a recruitment flyer to hand out.
 
Vice president: Bryon states that all of the students have paid their fees in full. The gator has been returned to Gladhill’s and were only charged for two extra weeks. There was a charge to replace one fender due to the gouge on the right side that was caused by the drum major stand. They only charged for the part and the gator sticker, no labor billed. The billing came to $1974.50 which was $150 over what it should have been. Bryon to check and it was decided that the overage would be applied to next year’s billing. Gladhill’s asked if boosters wanted to do the same thing next year and what our requests were for the vehicle. They were advised a bench seat and mirror. All 2017 models have roofs. The issue with the drum major stand causing damage has been rectified, it will be moved back to the main trailer for transport. It also was broken and has been welded. The band received $120 for sold shakos and the rest are still in the closet. Bryon will hold a few decent ones out for the silent auction at Knight Club and for possible future display to include some of the older shakos also still in the closet. Jack suggested to use a few for fundraisers as donation buckets. Unless someone advises a group that can use them such as drama boosters, the rest will be destroyed and the new shakos moved to the closet.
 
Treasurer: Leyenda advised that the report is for the last two months. $14,000 in increase of the fundraising was due to tag day being added. We came out $3,000 under goal. There are some checks still to be deposited. Jeff asked how it compared to last year and Leyenda will check. Appears to be close to what was done the prior year. Yankee Candle sales were $4,388 with $1,935 paid out to the company for a net of $2,453. Student accounts will be updated to reflect a 25% benefit for what they earned. $5,700 was paid out for the 400 t-shirts and 200 hoodies to be sold as a fundraiser. The gator bill was paid along with the copyright fees ($1,950). The copyright fees will need to be budgeted for next year and the cost will be relatively consistent according to Matt. Aladdin was $300 per song for six songs. By the time the budget will be set Matt will have a better idea of how much the next year will cost. Additional payments made were Ethan’s contract and the October school bus bill. The senior night marching band was under budget by $100. Billing for the show shirts was paid ($1,324) and the orchestra tux and dresses ($250). Looking for the bill for the senior night corsages as it was not in the current billing. Received an invoice or uniforms for dance line from Dee. Matt says it is part of the winter dance team and each member pays $60 to participate and it covers the uniforms. After discussion Shelly motioned for it be made a line item to clarify the fees and uniform payment for the winter dance team. Lauren seconded and it passed unanimously. The participation fees were located on the first page and Leyenda will add an expense line for the uniforms to avoid any future confusion. The current bill is to be reimbursed to Dee as she has paid it out of her funds. FCPS needs a copy of the insurance certificate and Jeff will check coverage time frame.
 
Ways and Means:  Lauren has six boxes of t-shirts and the hoodies should arrived by the end of the week. Purchase costs varied by sizes. T-shirt sizes are YM, YL, adult small through 3XL and the hoodies are YM through adult XL. After discussion shirts to sell for $15 each and hoodies for $25. Volunteers are needed to sell at the basketball games and concerts. If no one steps up to sell at the games Shelly and Leyenda will handle the game sales. Discussion regarding sales at lunch shifts. Lunch is from 10:55 AM to 1250 PM. Need volunteer to sell on Fridays and once obtained have put on morning announcements in advance of the sale. The idea was floated of notifying band families about the shirts and advising how to obtain. Lauren said she would like to get the boxes out of her residence. The shed was proposed to use for storage with small boxes kept in band closet for sale dates. If more needed then they could easily be obtained from the shed. Need a tracking system for inventory and sales.
Drive For Your School – Lauren states it was approved. Ford Motor Company needs a date in April or early May. It would have to be a Sunday and would be from 10 AM to 3 PM. We can stage at MHS but the test drive has to happen off school property. After discussion April 9th was selected. This is the Sunday of the school musical and hopefully will generate a lot of interest. Danny Rumpf checking in regards to utilizing the front circle parking area for the staging. This would be very visible and accessible.
Mattress Sales – This appears to be a viable fundraiser. Tuscarora recently made $5,400 on their event. Many different schools have been holding this event. Pending further discussion.
Spirit Nights – Lauren advised some of the area restaurants are getting worn out with so many groups utilizing this promotion. The idea of only using Middletown locations was discussed with some people believing folks would not go over the mountain to partake in a Spirit Night fundraiser such as Chipotle, Chik-fil-A, etc. Several in the group would so Lauren will talk to Jen about investigating those possibilities.
President: Jeff advised about uniforms for concert and jazz students. Jeff said that for the orchestra students it was arranged for the parents to measure via the website instructions and there were no issues. The boosters placed the order. Matt advised that the concert band students would need their uniforms by March 14th.
Miscellaneous:
Knight Club - Lauren is backing out as coordinator for Knight Club. Initially said would handle but has numerous other band projects taking up a lot of time and her child is not in the jazz program. An overall coordinator is needed along with coordinators for the food, silent auction and tickets. Lauren will make some calls to attempt to get coverage for those positions.
Band Banquet – May 19th is the date for the Band Banquet. Jeff asked if the hall has been reserved. Banquet coordinator and awards coordinator are needed. Jeff will make contact for the hall reservation and will attempt to get a coordinator for the event.
 
Upcoming events (NOT ALL INCLUSIVE—check the website calendar for updates):
01/28 – HS All County Concert, GTJHS 7-9 pm; bad weather date 1/30
2/13 – Booster Meeting, 7pm, room 210
2/27 – Solo Festival, Vocal and Wind, 4:30 – 9:00 pm at Monocacy MS
2/28 – Solo & Ensemble Festival, Percussion, 5:30 – 9:00 pm at Linganore HS
3/2 – Ensemble Festival, 4:30 – 9:00pm at Monocacy MS
3/9 – All County Jazz Auditions, 5:00 – 9:00 pm at Middletown HS
3/13 – Booster Meeting, 7 pm
3/23 – Concert & Jazz Band concert
4/7 – Musical “Damn Yankees”, 7 pm at MHS
4/8 – Musical “Damn Yankees”, 7 pm at MHS
4/9 – Drive For Your School Fundraiser, 10am to 3pm at MHS
4/9 – Musical “Damn Yankees”, 2 pm at MHS
4/10 – Booster Meeting, 7 pm
4/29 – All County Jazz Concert, 4:00 – 5:00 pm at Linganore High
5/6 – Knight Club, Knight of Jazz
5/8 – Booster Meeting, 7 pm
5/13 – Band spring day trip, Kings Dominion
5/16 – Concert Band concert
5/19 – Band Banquet
6/12 – Booster Meeting, 7 pm
Meeting Adjourned:  8:45 pm
Next Meeting:  February 13, 2017 at 7 pm in the Heritage Room, room 210
 
Respectfully Submitted,
Shelly Hill 
MHS Band Boosters, Secretary



Date of Meeting:
Minutes entered on: Dec 14, 2016 - 08:33:45 AM
Minutes updated on: Dec 14, 2016 - 08:37:04 AM

DECEMBER MEETING WAS CANCELLED, NEXT MEETING SCHEDULED FOR JANUARY 9, 2017.

Respectfully Submitted,
Shelly Hill
MHS Boosters, Secretary



Date of Meeting:
Minutes entered on: Nov 24, 2016 - 07:16:27 AM
Minutes updated on: Feb 14, 2017 - 08:39:35 AM
APPROVED MINUTES
Middletown High School Band Boosters, Inc.
General Meeting
November 14, 2016 at 7:00 pm
Meeting Called to Order:        7:09 pm
 
Members Present:     
Bryon Black, VP
Leyenda Bacorn, Treasurer
Shelly Hill, Secretary
Matt Shearer, Director
Jack Bacorn
Lauren Bowlin
Annie Main
Heather McCubbin
Maria Sgrignoli
Scott Snyder
Rick Waterman

			
 
Minutes From Last Meeting: Copies of the posted minutes from the October 2016 meeting were distributed. Motion to approve by Maria, seconded by Bryon. Minutes were approved with a change of Christmas in the Valley is December 3rd, not the 12th.
 
Director: Mr. Shearer says “Yay Band”. The season ended tremendously, they killed it at states. It was a great season and thank you to all the parent volunteers who make the season move smoothly. The orchestra is performing at Middletown’s Christmas in the Valley on December 3rd. Matt believes Vicki Hill is handling the uniforms but Matt will follow through to ensure it is still on track. The orchestra has adjudication on December 2 and a concert with the chorus on December 8th. There needs to be a decision on the old shakos and the new ones need to be stored in the closet. They are currently in the back of the choir room. After discussion it was decided to offer to the current marching band members to purchase their old shako for $5 and once that is completed it would then be offered to alumni members for $10. Shelly asked for four or five to be held out for autographed versions to be sold at the silent auction at Knight Club. Maria and Bryon arranging for deadlines and payment transfers. The old shakos will be moved to the closet and once cleared out the new ones would then have room to be placed in the closet. Knight Club has been moved to May 6th. Regarding the t-shirt fundraiser, Matt has the design from Mr. Mattingly and will transfer the information to Lauren. She has the paperwork regarding getting the shirts ordered but is trying to find a coordinator for the program.
 
Vice president: Bryon states that all of the participation fees have been paid except for one student who owes $150. There have been five overpayments for a total of $320. Refunds will be issued to those who overpaid this week. The gator will be returned. Gledhill’s has already sold it to a customer. There are minor scratches to the front fenders from the drum major stand. Photos were taken but the damage is minor so Bryon does not believe it will be an issue. Bryon had a discussion with Drew Bowen, Middletown Town Administrator, regarding the possible restriction on solicitations in the town. They are considering a proposal to regulate soliciting in the town due to aggressive salespeople from out of state that were in our area recently. The town attorney is reviewing the proposal to be sure there can be exemptions for local groups such as ours. If there can be no exemptions Mr. Bowen believes the matter will be dropped because the town doesn’t want to impact the local groups.
 
Treasurer: Copies of the treasurer’s report were distributed. Account balances as of October 31, 2016 were: Checking $37,440.57; Uniform Account $13,552.63; Money Market Account $53804.58; Balance on Hand $29,028.64. A large deposit was made today. The profit from the Yankee Candle fundraiser was $2,500. That will be split between the general fund and the participating student’s trip accounts. $200 was received from Asian Café for Spirit Night. The band received two awards from Middletown Heritage Days for a total of $300. Leyenda has updated the student accounts with the Yankee Candle updates to be completed by next month. Tag Day trip account updates for participating students will be done the first of the year to give time for the incoming mail in donations. Payments were made for the drum line equipment. The invoice for the Towson marching band tickets was paid but all were purchased so that payment was reimbursed with the purchases. The bill for the senior night corsages has not yet been received. The rest of the bill for the new shakos was paid. The cost of the band jackets was covered with the raised fees and Leyenda is awaiting an invoice for the show shirts.
 
Ways and Means: Lauren covered several items. There is still a need for more people to assist in coordinating fund raisers.
Tag Day:  Sign ups this year were via SignUp Genius. Notices were sent out but participation was poor with only 33 of the 67 students working the fundraiser. Discussion about posting the list outside the band room and passing around sign-up sheets on the buses while enroute to competitions was suggested to hopefully get more participation next year. Participating in at least one shift used to be mandatory and Bryon would like to have it so again. It was asked if the incoming 8th graders could be included but Matt confirmed that they are prohibited from doing so by FCPS policy since they are not assigned to the high school yet. Shelly had suggested sending a written thank you to donors of $50 or more. Information for those donors has been maintained and individual thanks will be sent out by Shelly. The keys were returned to Mrs. Spangler. Dates for next year’s Tag Days needs to be set early so people can be reminded. Many junior band families are involved in this process and they will all be seniors next year. There needs to be some way to get the freshman and sophomore families more involved so they can take over. If they don’t participate and see how the Tag Day functions then it will be harder to coordinate the following year.
Quilt Raffle: The earnings were about the same as last year. The raffle took in $715 for a net of $659 after accounting for the $56 raffle fees. The Heritage Days booth did not work out very well due to the location. Coach Kevin Lynott’s mother won the quilt. A photo was taken at the quilt presentation and will be forwarded to Matt and Maria for posting on the web site and the MHS Friday Newsletter.
Photo Shoot Fundraiser: Annie said it went well, especially for the short notice for this trial run of this fundraiser. She has already finished the processing of the photos and everyone has received them back. Annie’s sitting fees for the day, $450 were graciously donated to the band from Annie. She says she would love to do it again next year. Dates for the event to be scheduled earlier and possibly on a Sunday to avoid competition dates so more band families can participate. Discussion revolved around setting a deadline for band families only and then to open up the fundraiser to others in the community to sign up also. Final sign up deadline would need to be posted to avoid having open slots taken during the day of the photo shoot. Many thanks to Annie for doing this and looking forward to next year’s event. Annie asked about the students being allowed to wear their uniforms. Matt said that was not an issue, they would just have to see him to check the uniform out and make sure it is returned. Annie said she had one student in their uniform for their photos (came from Tag Day) and said it worked very well with the background.
Spirit Night: October was originally to be Dempsey’s Grill but Jen Zeltwanger was having trouble making the arrangements. The date was held at James Gang instead and netted $140. No Spirit Night in November due to Tag Day weekends and other band commitments. Jen is looking into arranging Main Cup for December.
T-shirt Sales: Lauren said the form has been approved and the band can sell them during winter sports and during lunch shifts. There would have to be one adult present for the lunch shifts due to money collection. Ideas for sales were the spring musical, middle school concerts, and registration night in January. Matt will check with Whitney at the Middle School and since the recruiting table normally sets up for their concerts it would be relatively easy to add selling the shirts. Unsure if okay at the musical due to possible sales conflicts with other groups. December 12 is the elementary school concert at MHS and is a booster meeting night. If the shirts could be in by then it would be a good time to sell. Items will be t-shirts and hoodies with the best price being T-shirt Spot who also did the MHS staff shirts with the same logo. These shirts will differ from the staff shirts since these will be black in color. Lauren reiterated she is trying to find a coordinator for this fundraiser but she will get the event rolling and asked where to have the shirts shipped to and the decision was best place would be her residence so the shipment doesn’t get misplaced at the high school.
Amazon Smile: There is a link on the band website for the band’s Amazon Smile account. This is an easy fundraiser for people who make purchases on Amazon. Reminders need to be sent out regarding this program.
Potential Fundraising Ideas:
·         Sponsorships to be placed on the trailers etc. Heather and Annie said they would research the cost of the banners, signs etc. to aid in determining sponsorship levels. Could also add sponsor names to the programs. Annie also suggested about adding a “sponsor of the month” on the band Facebook page. Matt is the administrator for the page. Heather and Annie will report back with more information.
·         They also spoke about Mattress Sales. The company has no store overhead so there is not the store markups on the price of the mattress’s. They would come to the school and set up what they are selling. The mattresses are name brand and if they don’t have on hand the day of they will order and deliver. There is no cost to the band, the kids get vouchers for $25 for each sale they garner which would go to their trip accounts. The band also receives a percentage of the sales. The only possible costs would be for the cafeteria reservation and a custodian if required by the school. The company provides the flyers, vouchers and signs. Lauren said radio station 106.9 will do a PSA for free to advertise. A date would need to be arranged for the representative to explain the program to the group. Some of the other local high schools have used this program with success.
·         Jack proposed about a program where companies would donate a certain amount back to the band if a band family used their services. Lauren ask if he would be willing to look into it and see what companies would be willing to participate and he said he would do some research. Heather asked if that would cross into a possible sponsorship program.
·         “Shop with Scrip” cards is a program Annie said retailers sell gift cards. A percentage goes to the individual accounts which could be added to the trip accounts. This program needs an administrator. Unsure if it could be opened community wide or only to band families. Annie said she will research the program and report back.
·         Donations added to phone bills via people texting a number. Bryon said it could be set up to advertise at events for people to text “????” in order to donate a set amount to the band. The donation is added to their phone bills and relayed to the group via the phone companies. He will check further into the program.
 
President: Not present
 
Upcoming events (NOT ALL INCLUSIVE—check the website calendar for updates, especially for the possibility of the football team playoff games!):
11/14 – Booster Meeting
11/28 – Percussion, HS All-County Band Auditions, W Frederick Middle School
11/30 – Winds & Brass, HS All-County Band Auditions, W Frederick Middle School
12/2 – Choir and Orchestra Adjudications, Urbana High
12/3 - Christmas in the Valley, orchestra performance
12/6 – HS All County Orchestra Auditions, Crestwood Middle
12/8 – HS Choral & Orchestra Concert, MHS
12/12 – Booster Meeting
01/09 - Booster Meeting
01/28 – HS All County Concert, GTJHS 7-9pm; bad weather date 1/30
2/13 – Booster Meeting
2/27 – Solo Festival, Vocal and Wind
2/28 – Solo & Ensemble Festival, Percussion
3/2 – Ensemble Festival
3/9 – All County Jazz Auditions
3/21 – Concert & Jazz Band concert
4/29 – All County Jazz Concert, Linganore High
5/? – Band spring day trip, location and date pending
5/6 – Knight Club, Knight of Jazz
5/16 – Concert Band concert
5/19 – tentative date, Band Banquet
 
Meeting Adjourned:  8:20 pm
 
Next Meeting:  December 12, 2016 at 7 pm
 
Respectfully Submitted,
Shelly Hill
MHS Band Boosters, Secretary



Date of Meeting:
Minutes entered on: Nov 13, 2016 - 08:22:17 AM
Minutes updated on: Feb 14, 2017 - 08:40:13 AM
APPROVED MINUTES
Middletown High School Band Boosters, Inc.
General Meeting
October 4, 2016 at 7:00 pm
Meeting Called to Order:        7:00 pm
Members Present:     
Jeff Hill, President
Leyenda Bacorn, Treasurer
Shelly Hill, Secretary
Matt Shearer, Director
Lauren Bowlin
Vicki Hill
Maria Sgrignoli
 
 
Minutes From Last Meeting: Copies of the posted minutes from the September 2016 meeting were distributed. Motion to approve by Vicki, seconded by Maria. Minutes were approved with no changes.
Director: Mr. Shearer advised that the elementary school feeder tour is set for October 27th. It has been approved for FCPS to pay his substitute teacher and for the buses as long as there is bus availability. The band is doing fantastic. Their score on Saturday was very good and the students did incredible considering the poor weather conditions. They performed great and did not disturb other people in the stands. There is an orchestra class this semester so those students need to be fitted for uniforms in order to have them available by Christmas in the Valley on December 3rd (****this is a correction, originally thought to be the 12th). Vicki says she will try and come in this week during first period to get them fitted.
Vice president: (not present) Information relayed via message is that dues are still owed by 30 students and three students have overpaid. Emails have been sent to all parents reminding them their payment is now late. Several checks received this evening from the drop box. In regards to the Pit, everything’s going fine, the process of loading/unloading continues to be refined. The banners have been attached to the drum major stand and the new piano cart seems to be working fine.
Treasurer: Leyenda advised the bank statement had not arrived yet. The vibraphone bill has been paid. The bill for the flags was also paid but was $300 over what had been budgeted along with the color guard uniforms being $700 over also. The budgeted amount difference can be attributed to having a larger group of performers than what was anticipated when the budget was set up. Jeff says the overage can be absorbed. Matt states it is not common for us to be over budget but this will all be taken into consideration when working on next year’s budget to allow room for adjustment. The student accounts are almost ready to be updated on the website.
Ways and Means: Matt advised that John Mattingly designed the new Middletown High School staff t-shirts. He asked if the band would like to sell the shirts as a fundraiser. This new shirt had the highest staff participation. He would provide the design and our group would then go forward with production and sales on our own. The last fundraising t-shirt done by the boosters were the game face shirts, two orders were produced and there was a profit of $6,000-$7,000 over the course of a couple of years. The Knighmare shirt sales in 2007 generated $3,400 but the expenses for those shirts was not known. Currently the cheerleaders sell spirit wear at the football games but other events could be set up for this fundraiser. We could sell at the basketball games as has been done in the past. Jeff asked if last time was the sale just for t-shirts or did it include hoodies and long sleeve t’s also? Matt stated it was t-shirts and hoodies and that sizing was adult and children. Vicki will get pricing from two other vendors. We currently know that for two colors on a t-shirt the rate is $6.50 per shirt from Cintas. Lauren will have to do the application for the fundraiser but will have to wait until all the information is available.
Quilt Raffle: Lauren stated that $150 was raised at the Heritage Days table and that the amount was disappointing. She said other vendors were talking about how Heritage Days seems to be getting smaller and drawing fewer people. Inquiring if there is a way to tap into MVAA to advertise the quilt. Maria asked if they would possibly allow us to set up on Sundays for their football games at the stadium. Current sales are $470 compared to last year was $630. This year is the added expense of the Heritage Days table.
Tag Day: Kelly Bongard has set up the sign up genius for this fundraiser. Lauren will check it for completeness for parent and student volunteers. She added the notation on the parent driver sign up requesting how many students can be carried in a vehicle. The sign up will go out to the membership this week. There was discussion regarding adjusting the flyers to include the fact that this year is the 20th Anniversary for Tag Day. In the past Joe Diederich had stated that the date of the event had to be on the flyer for proper documentation for tax purposes for people to claim the deduction. People would have their check to document the deduction and if asked it could be provided. It was decided that Lauren would revamp the flyer to display the anniversary which would contain the date due to the anniversary. The order would be for approximately 3,000 and if there is a shortage we would revert to the 1,000 left over from last year. Last year the order was for 4,000 flyers and only 3,000 were used. Kinkos only needs two days to print so there is time to accomplish the order. The school has a machine that folds documents and Maria will ask if we can use it. On site coordinators need to be arranged for the fundraiser weekends. Bryon says he can do the 6th and possibly the 13th. Lauren will call members to see if they can help out. Matt says to be in compliance and in line with FCPS policy an adult has to be with every student group. All groups will be reminded of the rules. Jeff said that last year we obtained an entry badge and keys so Matt doesn’t have to be here to open and close the building. Lauren will check on obtaining those items. Maria said Darlene Spangler is the contact person for that. Jeff inquired about PayPal for the donations. Matt said that he puts it up on the website and that there is a discount for 501c groups. Jeff inquired about what type of PayPal account we were attached to and how do we check to make sure we have the discounted account. He will look into it to make sure it is correct. Leyenda said last year PayPal kept a couple of hundred dollars from Tag Day. Vicki and Jeff said they will donate the pizzas for the students/parents who work all day on the Saturdays. Leftovers from the Halloween party can also be used.
 
President: The corrected student show shirts are in and Matt has them. The additional order for families should be in this week and given out tomorrow after practice so they can been worn at the competition this weekend.
JMU POC:  Due to the competition schedule, there will not be tailgating this year. The bus company will also need to be contacted to adjust times the buses are needed since we will not be there as late as anticipated. Tip money for the drivers also needs to be arranged.
Senior Night:  It is set for October 28th. Jeff will check and send out email reminders to those who signed up at the band camp picnic to remind them of the upcoming date. Traditionally the junior class parents arrange and handle it for the senior families.
Halloween Party: Normally it is held after the parade. This year the parade is on the same day as the Towson competition. The 8th graders usually join the band. Due to the time issues, Matt advised to skip the party his year. Vicki said instead set up for the goody bags for the kids on the 21st when the 8th and 7th graders join the band for the football game. Decision made to make it happen then at the pizza party.
Spring Trip:  Discussed about setting up the trip for the spring. The boosters would need to arrange for the tickets and transportation. Two dates were considered, Friday May 5 or Saturday May 6. May 5th is the AP U.S. History exam which affects several of the students. Kings Dominion dates are not out yet. Final date for the trip is set aside until further information available.
Band Banquet and Jazz Knight: Knight Club is set for May 13th. The band banquet has a tentative date of May 19.
Upcoming events (NOT ALL INCLUSIVE—check the website calendar for updates, especially for the possibility of the football team playoff games!):
10/7 – Football Game
10/8 – Competition, Urbana High, Urbana MD
10/8 – Homecoming Dance
10/10 – FCPS Marching Festival, GTJHS (rain date 10/17)
10/15 – Competition, Washington High, Charles Town WV
10/21 – Football Game
10/22 – Competition, JMU
10/27 – Elementary school Feeder Tour (during school)
10/28 – Football Game---Senior Night/Quilt Raffle Drawing
10/29 – Competition, MD State Championship, Towson MD
10/29 – Halloween Parade
11/5, 6, 12, 13 – Tag Day weekends
11/14 – Booster Meeting
11/28 – Percussion, HS All-County Band Auditions
11/30 – Winds & Brass, HS All-County Band Auditions
12/12 – Booster Meeting
Meeting Adjourned:  8:30 pm
Next Meeting:  November 14, 2016 at 7 pm
Respectfully Submitted,
Shelly Hill
MHS Band Boosters, Secretary

 




Date of Meeting:
Minutes entered on: Sep 15, 2016 - 06:24:22 PM
Minutes updated on: Nov 13, 2016 - 08:23:09 AM
APPROVED MINUTES
Middletown High School Band Boosters, Inc.
General Meeting, MHS Choir Room
September 12, 2016 at 7:00 pm
 
Meeting Called to Order:        7:02 pm
 
Members Present:     
Jeff Hill, President
Bryon Black, VP
Leyenda Bacorn, Treasurer
Shelly Hill, Secretary
Matt Shearer, Director
Danny Rumpf, School Rep
Lauren Bowlin
Janet Fields
Vicki Hill
Annie Main
Heather McCubbin
Robert Morris
Maria Sgrignoli
 
 
 
 
Minutes From Last Meeting: Copies of the posted minutes from the August 2016 meeting were distributed. Motion to approve by Robert, seconded by Lauren. Minutes were approved with no changes.
 
Director: Mr. Shearer advised that the band has been practicing and are progressing well. He says it was a great first performance on Friday night. This week they will be working on getting the entire show together for the competition at Woodgrove High School on the 17th. The itinerary is posted on the band website. Schedules for other competitions are still tentative at this time. On the 24th is the Heritage Days Parade. Matt said thanks to all the band camp volunteers, they were very helpful. Vicki inquired about the feeder tour date. Matt said he would check into getting that scheduled so arrangements can be made for personnel and taking the band group and senior photos. Jeff was reminded about the website for uploading band photos now that season is under way.
 
Vice president: Bryon said that 15 students have paid their band fees in full, several owe differing amounts. Once the email goes out to the membership regarding the fees Bryon will send individual emails to remind of the balances due. In regards to the pit-uniform boxes have been repaired and move more easily. The gong and bass drum repairs have been made. The piano cart is being reworked this week which will make it possible to be loaded on the trailer. Pit has four volunteers scheduled for football games and will be adding one additional. Jeff inquired if there is somewhere on the website to post the pit and chaperone schedules. Matt says he will add it if the list is sent to him. The pit currently has enough volunteers to tow the big trailer.
 
Treasurer: Leyenda passed out the Treasurer Report. Checking: $28,415.90; Uniform Account: $13,549.24; Money Market Account: $53,782.16. A reminder needs to be sent regarding the Amazon Smile program. The report shows positive fundraisers from June and July of the Car Washes and Walmart. $2000 transferred to the uniform account in order to keep it active. This year’s large expenses, paid half the shakos which was $3000 and the rest will be paid upon shipment which will be another $2900. U.S. band dues and fees paid, $1,025. Invoice received for the vibraphone, which is to be paid. Jeff advises no other big purchases left for this year at this time. Trip accounts are in process of being updated and will be posted end of September. Trip accounts will be updated quarterly. Matt will send out the form for students who attended leadership band camps over the summer in order for scholarship money to be distributed.
 
Ways and Means: Lauren advised that we did really well the first car wash, the second was cancelled due to not enough people. The last car wash was only generated half what was earned in June (300). Unsure if this was due to weather or an overabundance of groups doing car washes. The yard sale was run by Toni Snyder and she was great with the kids and volunteers. Last year the yard sale made a little over $1000 and this year was $705. Lauren says it appeared we had very few Middletown folks and the people who did stop were there for the bargains. Discussion about more advertising would help, possible idea of selling additional spots for other people to sell their stuff. Additional, maybe instead of making it all donation setting up tables with the items selling for $2, $3 etc. People seemed confused and kept asking how much the items were selling for. By putting a nominal amount on the tables that would be alleviated and hopefully generate more funds. Shelly said that some people were driving away with a lot of merchandise and only donated $2.
 
50/50: Robert asked could a notice could be put in the Friday Knights newsletter that there was a winner this past Friday. That would let people know a ticket was drawn and funds distributed. The winner received $217 and they donated $100 back to the band. Discussion about setting up rules for handling the 50/50 if another incident happens in the future. Jeff and Bryon will work on the wording of the rules which will be posted on the band website in an easily found location. The rules will also be posted at the entrance to the stadium and some paper copies will be available if asked. If there is an event then a ticket will be drawn and the number will be posted on the website. After a certain amount of time, if no one comes forward, then the winner portion will be automatically considered a donation to the band program.
 
Yankee Candle: Lauren advised that the Yankee Candle fundraiser is under way and contest for highest sales initiated. Tanya Prescott will email the students to remind them. The sale runs through Oct 10th. Lauren advised there is a need for a box for matt's office for receiving the envelopes.
 
Spirit Knight: This Thursday (Sept 15) is first sprit night of the year at Asian Cafe. The flyer must be presented for the band to get the donation. Copies will be passed out on Wednesday at rehearsal and can also be printed out from the email. The event runs from 11am to 10 pm and the band receives ten percent of the sales. In 2012 revenue from spirit nights was over $2000. The percentages paid out were higher from restaurants in that year. Hopefully if we get a good turnout maybe Asian Cafe will give a higher percentage for the next event held. Parking is to the rear due to the Green Street construction. Jeff asked if there will be another email to remind folks of spirit night and Lauren advised that it will be sent out. Lauren also said that Jen Zeltwanger is working with Dempsey’s for the next spirit night but details being arranged
 
Quilt Raffle: On Friday night the quilt raffle was successful with $235 sold in tickets. This year’s tickets are real ones that Lauren obtained. The costs for the tickets were split between Lauren and the Allen family to reduce the impact on the band. Lauren raised the thought of doing more on social media to advertise the raffle. Danny Rumpf will check about posting a photo of the quilt and the information on the MHS website. Lauren sending photo to Matt who will add it to the twitter website. A signup genius will be added for people to man the booth for Heritage Days. It was discussed playing the fundraising DVD, adding Yankee Candle flyers to the table for people to take with them, and a donation jar or using an old shako for donations.
 
Tag Day: There were ten people signed up at band camp for tag day but it appears they signed up to help as drivers. Lauren followed up to see if any would be the chairperson and she has received no response as of this time. There was discussion about possibly splitting the tag day duties and sending out another email asking for help. In addition to a chairperson, there needs to be a sign up genius for students and drivers, envelopes and flyers need to be printed. The map folders will be put together by Shelly and will be ready. Shelly recently saw an article about some students in Washington County being robbed while going door to door for donations (*note-checked and found no robbery but homeowner came to the door with a gun). The rules for Tag Day need to be emphasized to the parent chaperones and the students.
 
Drive For Your School: Lauren heard an ad on 106.9 out of Hagerstown for a Drive For Your School event for Frederick High. She went down to Frederick Motor Company and tried it out. It was only a five minute test drive and there was no pressure. There was a selection of four cars and when the test drive is over you fill out a short questionnaire. The dealership also gave away freebies. The group receives $20 for each valid test drive. Frederick ran it from 10-3and split their shift for different sports groups. Sign up is in January with openings on Sundays from April through June. Approval has been received from the school for the band to participate in this program. Jeff said what about partnering with another group such as the Choral Boosters and/or Drama Boosters. That would generate more word of mouth and hopefully more drivers. The total received could then be split by three with all three groups benefiting. Additional discussion on how to work this fundraiser to be held at a future date.
 
Additional Fundraising Ideas:
Lauren said there was an article in Family Circle magazine regarding electronic fundraising. She says there is one called wazoo. It appears management of that site would require minimal time. If the group were to list a large expense item as a fundraising target it would generate funds more easily.
 
Annie said maybe next year she would like to try and set up family photo shoots. She would donate her time and the proceeds back to the band. She could possibly do it this year if there are only 10-15 families. Early November would be good time of year. Jeff told Annie to work with Lauren and see if there is a good time to try and schedule. It could be set up on sign up genius, first come, first served. Actual fee would need to be set up and wording would have to specify what would be covered. If Annie is willing to try it this year and work out the bugs for next year, go ahead.
 
President: Jeff would like to try and meet up before the next booster meeting regarding fundraising and which ones will be done this year.
 
Show shirts/jackets/shakos update: The show shirts handed out to the kids on Friday and they wore them for the game. What was delivered was not what was approved and ordered. Cintas will print another set of shirts at their cost with the design being black on black. The extra order is on hold until the new shirts are approved. The first order that was received will be a free set at no cost to us from Cintas. The extra shirts will not be here in time for this weekend’s competition. Cintas hopes to have the new version for the kids here by Monday and if approved by Matt the second order will then be completed. The jackets have been ordered. Vicki worked with Matt to design the logo that will be on the jacket. The band gets a 40 percent discount from the retail prices. The jacket retails for $64 and the band is being charged $41 plus $5 for the embroidery for a total of $46 each instead of $69. There will be a second order for families after the first order comes in. Under Armour offers fleece liners and the different styles are being looked at for wearing under the jacket for truly cold days. The cost will not be absorbed by the band but it will also be at a 40 percent discount. Band polo shirts are being looked at also. The jackets were part of the dues increase and the kids keep the jackets. Under Armour was a good price, the discount was good, and the quality was a little higher. The thought with the higher quality is trying to find a jacket to keep for the long run. Vicki said they were trying to rush the jackets and the order may be here in the next two weeks. The shakos should ship on the 15th. Delivery here at the end of the week or early next week. Once they come in they will have to be numbered and marked, along with the boxes. The students will also have to be fit. There was some discussion regarding the old shakos that was tabled until the next meeting.
 
One month look ahead: Jeff asked if there were any competition questions?? All of the buses are scheduled, including the JMU buses. The bus company will be updated for JMU once we receive our performance time. For JMU tailgate decision is also pending scheduling. Extra seats on the buses will again be offered to families for a fee on a first come first served basis. The Urbana competition is on the day of the Homecoming dance. It is a day event but if awards are later in the day Matt will see if there are some who want to stay as a contingent to represent us at awards. The next meeting was originally to be on October 10th but that is the day of the FCPS Festival. Matt advises he would prefer the new meeting date be October 4th and it was agreed.
 
Upcoming events (NOT ALL INCLUSIVE—check the website calendar for updates!):
 
9/17 – Competition, Woodgrove High, Purcellville VA
9/23 – Football Game, No School, rehearsal at 5 pm (no dinner provided)
9/24 – Heritage Day Parade
9/24 – Fundraiser, Heritage Day Booth, quilt raffle
10/1 – Competition, Marine Corp Invitational, Annapolis MD
10/4 – Booster Meeting
10/7 – Football Game
10/8 – Competition, Urbana High, Urbana MD
10/8 – Homecoming Dance
10/10 – FCPS Marching Festival, GTJHS (rain date 10/17)
10/15 – Competition, Washington High, Charles Town WV
10/21 – Football Game
10/22 – Competition, JMU
10/28 – Football Game---Senior Night/Quilt Raffle Drawing
10/29 – Competition, MD State Championship, Towson MD
10/29 – Halloween Parade
11/5, 6, 12, 13 – Tentative Tag Day weekends
 
Meeting Adjourned:  8:26 pm
 
Next Meeting:  October 4, 2016 at 7 pm
 
Respectfully Submitted,
Shelly Hill
MHS Band Boosters, Secretary
 

 




Date of Meeting:
Minutes entered on: Aug 16, 2016 - 08:30:17 PM
Minutes updated on: Feb 14, 2017 - 08:41:07 AM
Middletown High School Band Boosters, Inc.
General Meeting, MHS Cafeteria
August 8, 2016 at 7:00 pm
Meeting Called to Order:        6:59 pm
Members Present:     
Jeff Hill, President
Bryon Black, VP
Leyenda Bacorn, Treasurer
Shelly Hill, Secretary
Kathryn & Phil Allen
Stacey Black
Kelly Bongard
Lauren Bowlin
Vicki Hill
Jacqui Kreh
Shaun & Sheri Miller
Suzanne Morris
Rick Waterman
 
 
 
Minutes from Last Meeting:    Copies of the July meeting were distributed. Motion to approve by Philip, seconded by Rick. Minutes were approved, no changes.
Director’s Update:  Unavailable due to band camp.
Treasurer’s Update:  Leyenda advises the June car wash brought in $600 and the three Walmart events collected $2,020. Those amounts earned were at the anticipated budget. The Polaris was sold. The book value was $2,200 and sold for $3,000 which will go on the budget under “other donations”. Jeff adds that there are two major investments this season. Mr. Shearer worked with the uniform company and custom designed new shakos. They have been ordered, along with new carrier boxes, for $6,000. The old shakos were over 20 years old and falling apart. A new vibraphone is to be ordered for the pit and can also be utilized by the concert band. Rough estimate is $4,100. Jeff also advised the members that the budget listed on the website is not current and will be updated shortly.
Vice President’s Update:  Bryon states that all marching band deposits have been paid except for four students and he has a verbal commitment from all four. Thank you to Phil, the new Gator is here and the trailer has been rehabbed. Thanks to Scott for fixing the shed doors. He added racks for equipment, the Gator will now fit in the shed and the hitch has been repaired. The donated banners that are for the drum majors stand will be attached. The uniform boxes are to be repaired this week. All the locks have been rekeyed and the new keys will be tracked. There are currently eight people who have volunteered to be on the pit crew. Two are available to tow the large trailer and two available to tow the small trailer. Fountaindale Auto thoroughly went over the large trailer. The tires are good, lights were replaced, and it has been lubed and is safe to go. Thanks to Fountaindale for doing all of that free of charge, a thank you will be sent to them. The dues were increased to $450 and it needs to be put out to the membership. The increase of $50 includes the cost of a band jacket, show t-shirt, and the student cost at the band camp picnic. Jeff stated he would send out an email about the dues.
Ways and Means Update:  The quilt to be raffled off is almost completed and was shown to the members attending the meeting. It will be ready to go for the first raffle date on September 9. Lauren advised that the raffle permit was received last week. Lauren is awaiting confirmation for the booth at the Heritage Days Festival. Adults will need to man the booth and a sign up genius will go out for coverage of the hours of 9 am – 5 pm. Adults have to handle the incoming money but the kids can be there with adult supervision. Last year’s quilt generated $640 with only $60 coming in at the two basketball games. For this year there will be more exposure with Heritage Days and more football games. Motion was made and passed that the raffle dates will be on Heritage Days and all home football games with the final game, senior night, being the actual night of the drawing for the raffle winner.
Lauren advised that Jen Zeltwanger is working to get Asian Café for the September Spirit Night. She also said people need to check the band website for all the recent emails to ensure they are receiving them all.
Toni Snyder is the coordinator for the yard sale on August 27th. An email was sent out to save the date for the yard sale and to start collecting items for donation for sale. There is a foot race in Middletown the same day so hopefully it will be a good sale. Excess items that do not sell will be taken by Phil to Goodwill. Both the car wash on the 20th and the yard sale on the 27th will be at the old Ingalls site.
Lauren asked for confirmation from Mr. Shearer that the first two weekends of November are for Tag Day so it can be approved by the school.
Tanya Prescott will handle the Yankee Candle fundraiser again this year. She has the sales catalogs and the vendor recommends two weeks for product sales. Catalogs will be distributed on Friday evening and will go for four weeks for order submission. Deliveries for the orders made online were received quickly but there is a time delay for the group orders due to logistics. Jeff says he would like to set a goal to encourage the students, if there is a goal and all the students achieve it the boosters can do something for them. After much discussion a goal of $125 per student was set. Philip ventured maybe make it a contest amongst the students and families for highest sales. Maybe a pie in the face for Matt, Dee, and Ethan at the Halloween party for the top three sellers? Last year’s Yankee Candle there was $5,300 in sales with $2,600 in profit. If each student sells $100 that would be $6,700 in sales with 40% back to the band ($2,680). With the goal of $125 per student it would be $8,375 in sales, $3,350 in profit. Typically 25% of the profit will go into the individual students band trip account and 15% will go direct to the band.
Jeff advised that Yankee Candle and the quilt were new last year and worked well. Anyone with any ideas for fundraising, send the information to Lauren or the Boosters so it can be reviewed for trying something new. Lauren is still looking at the Ford Drive for Your School Program (last meeting) and the band would be doing it in the spring. More information to come on that fundraiser.
Lauren stated that Elizabeth Bloom coordinates the Walmart Fundraiser. The target on the budget is $2,500 and is short of that goal by $480. She advised Lauren that she is willing to arrange one more Walmart fundraiser for this year. Jeff said to go ahead and try to get another date.
Band Camp Update:  Jeff advises everything is going well. Thank you to all the volunteers who are chaperoning. Dinners are arranged for the week. The health forms were looked at and will be double checked regarding allergies. Kathryn advised there is one student with a wheat and milk allergy. She was contacted by the family and they advised they would still help out with the dinners but would provide food for their child due to the allergy.
Uniforms: Uniform fittings will be on Wednesday and Thursday. Vicki has enough help for the fittings and alterations. Shoe and glove order forms will be handed out and need to be returned. Both shoes and gloves will again be black in color.
Picnic: Picnic registration forms will be handed out on Tuesday morning to be back by Wednesday afternoon. The food has been preliminarily ordered and can be adjusted before Friday if there is a larger turnout than expected.
Band Fees:  Final marching band fees are due by the end of September in order to give a little leeway.
Show Shirt/Band Jackets/Senior Shirts: The show shirts have been designed by Mr. Shearer. The colors will be black t-shirt with white writing. Jeff and Vicki Hill purchased senior t-shirts to donate to the senior class, thank you Hills. In regards to the band jackets, pricing has been received from Rick (Cintas) and also from Under Armour. Some different styles will be provided to look at and compare. The Under Armour pricing is a 40% discount from their retail pricing. Rick stated he would bring samples also if available. The jackets will be ordered as soon as possible and the cost for the students is included in their fee.
Miscellaneous:  Jeff is going to get with Mr. Shearer regarding any upcoming capital expenses. He would like to rough out the next few years so the boosters can better plan for fundraising. Chaperone training will be done this year, scheduling is pending. Band photos from the last couple of years have not been shared. They are all gathered together and Jeff has been working on setting up an account with Shutterfly. The photos will be uploaded and viewer of the group can order prints. This season and last season will be included. Release of access information is pending final setup. The charter buses for JMU will be scheduled this week, if not already done. Bryon advised that he has someone willing to fabricate weatherproof signs to reserve the seating in the stadium stands for the band if the boosters will pay for them. The signs would go on the seating rows before the game and removed at the end of the game. They administration would have to approve this plan. Maria said she could make some laminated signs. Bryon to check pricing and then coordinate which type of sign to utilize.
Upcoming Events (NOT ALL INCLUSIVE----check the website calendar for updates!!!!):
8/20 – Fundraiser, Car Wash
8/22 – First Day of School
8/27 – Fundraiser, Yard Sale
9/9 – Football Game
9/12 – Booster Meeting
9/17 – Competition, Woodgrove High, Purcellville VA
9/23 – Football Game, No School, rehearsal at 5 pm (no dinner provided)
9/24 – Heritage Day Parade
9/24 – Fundraiser, Heritage Day Booth, quilt raffle
10/1 – Competition, Marine Corp Invitational, Annapolis MD
10/7 – Football Game
10/8 – Competition, Urbana High, Urbana MD
10/8 – Homecoming Dance
10/10 – FCPS Marching Festival, GTJHS (rain date 10/17)
10/10 – Booster Meeting (to be rescheduled)
10/15 – Competition, Washington High, Charles Town WV
10/21 – Football Game
10/22 – Competition, JMU
10/28 – Football Game---Senior Night/Quilt Raffle Drawing
10/29 – competition, MD State Championship, Towson MD
10/29 – Halloween Parade
Meeting Adjourned:  8:08 pm
Next Meeting:  September 12, 2016 at 7 pm
Respectfully Submitted,
Shelly Hill
MHS Band Boosters, Secretary

 




Date of Meeting:
Minutes entered on: Jul 23, 2016 - 06:03:09 AM
Minutes updated on: Feb 14, 2017 - 08:46:09 AM
Middletown High School Band Boosters
General Meeting, Choir Room
June 13, 2016 at 7:00 pm
Meeting Called to Order:      6:59 pm
Members Present:     Kathryn & Philip Allen             Leyenda Bacorn                         Bryon Black
                                    Lauren Bowlin                   Jeff & Vicki Hill                  Shelly Hill                     Jacqui Kreh
                                    Robert Morris                Laurie Rentzeperis              Matt Shearer                  Donna & Mike Wojton
Minutes from Last Meeting:  Printed minutes from the April and May meetings were distributed. Motion to Approve by Robert and seconded by Jeff. Minutes were approved.
President-Mike Wojton/Jeff Hill:  Mike passed out copies of the draft budget. This will be the operational budget for the coming year. Motion to approve by Robert and seconded by Vicki. The motion passed.
The update for the accounting for the Disney trip reveals a $739 deficit. The cause was the extra breakfast was not taken out of the meal account. Additionally, FCPS charges for the cost of the substitute teacher for Matt when he is on a field trip. This apparently has been FCPS policy but was not charged to us in the past. It has now been added as a line item in the budget for the next trip. Disney has approved the refund for the additional items not used and the check is forthcoming.
Mike thanked the current executive board members (Robert, Leyenda and Laurie) for their service. He then thanked the new executive board and turned the meeting over to them. Jeff Hill took over as the new president.
New executive board documentation:  Jeff advised there needs to be an update of the insurance information with the new officers, along with the bond information and the check signing documents. Leyenda said that it has not been done yet but that it just requires a phone call to the insurance company. She also said she would go by Middletown Valley Bank and pick up the form for the banking adjustments.
Shed and trailer locks discussion:  Jeff has one set of keys to the shed and trailer. Mike gave his to Jeff so that made two sets. Bryon has one set and Matt has one set and believe Will Diederich may still have a set. The locks have not been changed in at least ten years and since it is unknown who may have keys it was decided to change the locks. Shelly raised the possibility of combination locks that can be changed. No one was averse to making it a combination lock however it is easier to get a multi-pack of locks with multiple keys, all keyed the same.  *After the meeting Bryon advised he is going to see to getting the new locks.
Gator replacement discussion:  Jeff asked the status for the new vehicle to replace the gator. Philip advised that the new (gator) arrived at the dealership today. Gladhill was looking to put their advertising on the vehicles. Jeff asked what the lettering would say as it should not say "furnished by" since the boosters are actually leasing it, they are not donating its use. They are leasing the vehicle as a one year trial as they normally do not lease this type of vehicle. The original agreement was they could put their name on it in order to get the best pricing possible. Philip will inquire about what is planned for the wording when he goes for the signing of the lease agreement. He will also find out about the diaper for the vehicle. Gladhill could not confirm until the vehicle arrived if it came with splash shields from the factory. Philip asked Matt if needed by Aug 1 and Matt says stick with that date to cover for any issues that may arrive. Matt said it will definitely be needed by band camp for the preview show. Philip said tires will have the least aggressive tred to accommodate stadium entry rules. Jeff advises having someone who is bonded sign the lease to protect in case of potential lawsuit and Bryon concurred and said would handle. In regards to the insurance, Bryon says he checked and it is covered.
Marching band fees and uniform discussion:  Jeff wants to continue with the plan that was previously discussed regarding reducing the number of checks that band families have to write during the season. Part of that discussion was adjusting the dues amount to include the cost of the show shirt. Matt likes that idea as that way everyone will have a shirt and it can be made part of the uniform that must be worn to competitions. Philips asked about band jackets. This was also discussed last year and Vicki said that Rick Waterman had looked into it then and said it was approximately $25 per jacket. Current discussion revolved around making it mandatory the first year and then mandatory for rookies after that. Veteran members would be eligible to purchase a new jacket in subsequent years at an additional cost to them. Also questioned was whether the jacket was sturdy enough to last four years and do we get a jacket that is light enough but have enough room to wear a hoodie underneath for colder weather. Matt advised to check with Mike DeSimone as he believes the MHS has a contract with Under Armour. Also, what about staff jackets and offering to booster members? Robert said he will research the Under Armour contract and will relay that information back at the next meeting. Matt advised it could possibly be a preferred bid process with Under Armour. Jeff stated that Cintas is now carrying the Under Armour brand so we could do some competitive shopping. Jeff will follow up with Rick Waterman regarding the jackets. Matt said that the jackets that Dee Buchanan has for her dance line people were about $50. Matt further said he could let the kids add, at their own expense, additional embroidery like their names. If the jacket model changes over the years, it should remain the same basic design and the logo should remain the same so the members will look coordinated even if the jacket itself is from a different manufacturer. Shelly put forth to add $50 to cover the cost of the shirt and jacket and general cost increases. Jeff made the motion to set the fees for this coming year at $450 and if there is more than one child in the family in the band then after the first child their fee would be $400. Philip and Mike seconded and the motion passed. Vicki also advised that she is working on obtaining the new Shako’s.
Band Camp week:  Jeff inquired if everything was in place for band camp week. Matt advised all facilities are taken care of. Mike stated that the pavilion in the park is reserved for the picnic on Friday. He says it may be a good idea to check with the middle school regarding making sure they mow the practice field right before camp, he added that it works best if someone can stop by and speak with them in person. If we are unsuccessful then check with the high school staff. The ditch is the worst part but if they don’t have the grass cut in advance then it is a lot of extra work relining the field later.
Band liaison and recruitment discussion:  Vicki asked regarding a middle school visit on Wednesday, June 15th. Matt will check with the administration and will let Vicki know if it is approved. She would like to take the new student leadership members to start getting them involved in their new responsibilities. Mike suggested taking the 9th graders as they have more in common with the 8th grade group. Matt recommended taking a mix of grades. It was discussed that all the groups need to work together better. Leadership needs to be responsible to see this happens and ensure that the rookies are made to feel part of the group. Matt will bring that to their attention at the leadership meeting that will occur before the Sunday rookie mini-camp.
Vice President-Bryon Black: nothing new to report
Director-Matt Shearer:  Matt advised that for marching band signups there currently 55 registered with many still due. He thinks maybe we could end up with as many as 68 or 70 for this season. He has the stadium already reserved for the preshow on Band Camp Friday. Also, all facilities reservations have been made for the coming year. He inquired about the volunteer form, if we are still going forward with it. Shelly is finalizing the form for usage by the group. Matt said thank you and goodbye to the old executive board and welcomed the new board members.
Treasurer-Leyenda Bacorn: Leyenda advised we have $26,150 in the checking account. The money market account has $11,500 and the uniform money market has $53,748.
Ways and Means-Lauren Bowlin: Lauren wants to send out a mass email to the band families regarding coordinators needed for some of the current fund raisers and the newer ones that would be good to attempt. There is a significant need to get some other people to step up and help out. Philip says that an email would be a good idea.
   Car Wash - Lauren advises that the sign up genius is posted for this Saturday's car wash at the old Ingalls location. Almost all the spaces have been filled for both students and parents. She needs to get into the shed to obtain the hoses etc.
   5050 Raffle - Robert and Susan have agreed to do it one last year. If someone else steps up and wants to do it they will pass it over to them.
   Quilt Raffle - Discussion regarding the options for setting up a table at Heritage Days in order to sell raffle tickets. Kathryn Allen has the material for the new quilt. Lauren advised that in order to have table at Heritage Days it has to be manned the entire time from 9 am to 6:30 pm, possibly two people each for 2 hour time frames. There is a cost of $60 to reserve a slot. There is an added cost of $55 from the county for the raffle permit. That permit is not needed for the 50/50 since there is a donation of part of the proceeds. There would be a need to get the permit for the quilt raffle even if we do not access Heritage Days. Jeff said the booth would need to   make at least the $60 to make Heritage Days a viable option. For last year’s quilt raffle tickets     were sold 1 for $5 or 6 for $20 and netted $586. Last year sales were only at three football games and two basketball games and the exposure this year would be greater due to an earlier start. It was suggested to utilize signup genius to get people to work the games and Heritage Days booth in order to sell tickets. Mike recommended to try it and see if it works and if it doesn’t then just to utilize that option for next year.
   Walmart, Guilford Dr - There are three days are assigned for the students to solicit donations, June 26th, July 23rd and July 30th. Elizabeth Bloom has agreed to coordinate this again. She is out of town on the July 23rd date so there is a need for a parent to step in to supervise on that date. Mike recommended a reminder to the students to just say hello to people as they enter and solicit them as they exit, not forgetting to say thank you whether they donate or not.
   Tag Day - Does not have a coordinator. Shelly needs the tag day maps in order to finish updating.
   Yard Sale - Need a coordinator, time is coming up quickly.
   Bingo - Need a coordinator.
   New Fundraising Potential:
            Ford Motor Company, Drive For Your School - This is arranged via Ford and they bring 3-4 vehicles and for every family that does a legitimate test drive Ford, not the dealer, donates $20 per family to the group. They normally only do Sundays as that is when the dealership is closed. The salesmen donate their time so there is not the normal sales pressure. The vehicles would start at the school but the actual test drive has to occur off school property. Would need to see if utilizing the park would be acceptable. The test drives are limited to 15 minutes each. Approval has been obtained from the school from Mr. Bittner. By the time the approval was obtained the fall slots were full. There is still the option to get a slot for spring. Fall registration happens in May. For the upcoming spring, registration opens in January to cover the March to June events. Lauren spoke to Linganore High School. They have done it for the past 6 years via Century Ford and they said it is a great fundraiser. No outlay by their group and they receive the donation from Ford. They set theirs up for the time of their spring musical as they get other people besides band families involved in the process. If 50 band families show up that would be $1,000 right off the top. If able to utilize movie nights, the fishing derby, or the weekend of the musical and had another 50 families, that would result in a $2,000 donation with the only cost being advertising and Lauren’s time for setting it up. Lauren believes this is a viable option for a fundraiser.
            Candy Bar Sales - Janet Call checked on this last year. Thomas Johnson High (TJ) said it has been very profitable for them. They sold theirs at the Mall. The biggest disadvantage is the initial outlay, you have to make the purchase and then sell what you have bought. Shelly asked if there is a booster table at Heritage Days could there also be candy bar sales to go with the quilt raffle? Mike commented that could try a smaller amount this year and if it works out then go with a larger order the following year.
Upcoming Events (not all inclusive----check the website calendar for updates!!!!!)
6/17 – Last Day of School
8/6 – Rookie and Leadership (and new parent?) meeting, 6 pm
8/7 through 8/12 – Band Camp Week, 7:30 am to 8:00 pm
8/12 – Pre Show performance and Picnic, 6 pm
8/22 – First Day of School
9/9 – Football Game
9/17 – Competition, Woodgrove High, Purcellville VA
9/23 – Football Game
9/24 – Heritage Day Parade
10/1 – Competition, Marine Corp Invitational, Annapolis MD
10/7 – Football Game
10/8 – Competition, Urbana High, Urbana MD
10/10 – FCPS Marching Festival, GTJHS (rain date, 10/17)
10/15 – Competition, Washington High, Charles Town WV
10/21 – Football Game
10-22 – Competition, JMU
10/28 – Football Game----Senior Night
10/29 – Competition, MD State Championships, Towson MD
Meeting Adjourned:  8:09 pm
Next Meeting:  Pending
Respectfully Submitted,
Shelly Hill
MHS Band Boosters, Secretary



Date of Meeting:
Minutes entered on: Jun 05, 2016 - 12:02:17 PM
Minutes updated on: Jun 06, 2016 - 11:50:59 AM

May Booster meeting minutes:

 
Matthew Shearer
Laurie Rentzeperis
Mike Wojton
Courtenay Diederich
Jeff Hill
Vicki Hill
Robert Morris
 
Meeting started at 7:04 pm.
 
Director:
 
Sign ups for marching band are going well. Audition requests for dance and drum line have been sent to the middle school. Thank you given to all for jazz night. Complements given by Matt to Courtenay and all boosters for their work. Jazz band, orchestra and concert band playing this week at other schools. During Graduation, concert band will play.  The bus leaves at 11 am and will be back at MHS at 4:15 . 
 
Vice President: nothing new to report.
 
Leyenda  was not present. The budget  is $20,000 under due to Disney. Waiting for refund from Disney of $1500 and for the cost of the buses. Process takes  6-8 weeks after return from the trip.
 
President:
 
Mike to look into balance for fundraisers to see where yard sale total was deposited. Legendary to speak to Mike. Mike thanked everyone for jazz night. Banquet is Friday-there are 100 guests expected excluding administration. We have met the minimum for renting the venue. 
 
Mike thanked Vicki for the mugs and the pins that were given to students.  Mike will have old officers give new officers  items they will need for the transition.  Returning to having a silent auction was recommended for next year. Director's signature to be the only one on awards from now on as per by laws. 
 
Ways and means:
 
Lauren has begun planning next year's fund raisers. Car washes and yard sales will be held  if we have insurance rider and if they can be held on the Miller's property. Insurance company will be called to set this up. No dates for car wash set yet. Walmart fundraiser to be scheduled but may not be held at SAMs club. 
 
Spirit night at Subway: you had to have the paper announcing the event in order for the donation to go to the band, staff at Subway didn't know what to do with papers. Another method may need to be used. Location for bingo in the fall will be discussed at a later date. Cash instead of baskets may be implemented for the fall. Baseball team to be consulted for ideas.  Fund raisers by grade may also be implemented.
 
Projector will be borrowed from school for the banquet.
 
Jazz night:  Courtenay thanked everyone. Record sales of $2400 this year. $900 was the profit. We had some supplies but we now need black paper.  Lauren Bowlin will be the new jazz night coordinator. Shelly will be the decorations coordinator next year. Receipts for recent events are being reimbursed soon. 
 
Participation fees.:  $7 for show shirts will be rolled into participation fee. Students will submit their show shirt designs by the end of June, so they have shirts by band camp. Student shirts will be ordered first and parents can order later after they see the shirts at band camp. Check lists can be used for students to list items they need like shoes and gloves, etc. Different lists for dancers , drum line etc. can be used. A $50 discount will be given for subsequent siblings participating in the band. Shelly will put together check lists to be handed out and put them on the website. It will be emailed after sign ups are complete. 
 
Sign up genius may be used to help parents know what help is needed throughout the season.
 
Band Camp:
Jeff and Vicki will coordinate meals. 
 
Draft budget: 
 
Open for discussion. Parents asked to take it home to review and we will discuss it at next month's meeting.
 
$4300 operating loss this year which includes vibraphone and shakos. The new Polaris will be leased. We will have a new one each year. Since we didn't have the silent auction and basket bingo, we are down by $4000 profit. Volunteers are needed to keep these fundraisers going to prevent losses in this area in future years. Volunteers can sign up at Boosters@mhsnights.net.
 
Elections:
Votes submitted for officers. Robert Morris and Mike Wojton tallied votes. Jeff Hill is president, Bryon Black is Vice President, Leyenda Bacorn is treasurer and Shelly Hill is secretary.
 
Meeting adjourned at 8:06 pm.
 
 
 
 
 
 
 
 
 
 



Date of Meeting:
Minutes entered on: Apr 16, 2016 - 08:48:02 AM
Minutes updated on: Apr 16, 2016 - 08:48:02 AM
March Band Booster Meeting Minutes
 

Minutes from last mtg approved.

 
 
Matt Shearer
Mike Wojton
Courtenay Diederich 
Laurie Rentzeperis
Vicki and Jeff Hill
Janet Call
Maria Sgrignoli
 
 
President: 
We are still getting trailer information. Draft budget for April is being worked on. Draft will be sent to the executive committee. Regarding the Banquet, we still are in need of a coordinator. We have a contract for the event.
 
Director:
Semester is going well. Concert and select Jazz will be at adjudication. Concert is also that same night and is 45 minutes long.  Orchestra adjudication will be held after spring break.
 
Matt Shearer gave thanks to everyone for their help this year.
 
Vice President: nothing new to report.
 
Treasurer:
 
Updated changes are highlighted in report which was distributed. $2,000 for dresses to be collected. $15000 collected for Disney for hotel airfare etc. 
 
Budget is higher than usual due to the Disney trip.
 
Next month the booster meeting to be held one week later which is the week after Disney.
 
Jazz night info:  Courtenay is the coordinator. She welcomed all to come and attend the event. Several committees are needed and can be joined with sign up genius. We could use a silent auction chair. It can be held as a fund raiser or not. Courtenay will teach a new coordinator how to proceed. Calls can go directly to Courtenay.
 
Ways and means: Main Cup spirit night was great. Spirit day at subway is on Saturday. Money goes directly to us and letters about the fund raiser to be given out with orders. Next year's bingo: using the fire hall in Myersville in September is not an option as they are not available. We can inquire about Middletown or another venue and it should be held in the fall before band competitions begin.  Cash bingo may be an option with minimal baskets for specials.  Ideas are welcomed. 
 
7:12 mtg adjourned 



Date of Meeting:
Minutes entered on: Mar 08, 2016 - 11:53:29 AM
Minutes updated on: Mar 08, 2016 - 11:53:29 AM

February minutes 

 
 
Mike Wojton
Matthew Shearer
Leyenda Bacorn
Laurie Rentzeperis
Robert Morris
Jeff Hill
Vicki Hill
Katherine Allen
Phil Allen 
Brooke Hontz
 
Meeting started at 7:00 pm
 
Copies of minutes distributed. Minutes are posted. Motion made to approve last month's minutes. Minutes approved.
 
Directors report:
Concert,  jazz and string orchestra are going well. Enrollment in concert band is up  about 30 percent. 11 students are in string orchestra. Projected enrollment to increase next year. Matt will get marching  band page up to help with enrollment for Fall. Matt thanked everyone for coming. Jazz design given to Rick waterman for shirts.
 
Vice President: nothing new to report.
 
Treasurer:
 
Not much activity this month.  Reports handed out. Quilt fundraiser brought in $586. Thanks given to Katherine Allen. Yankee candle amount of $1087 deposited from online orders.  Total of $586  was paid for marching band shirts. $20,000 should be $2,000 for pass the hat total.  Leyenda to touch base with previous treasurer regarding discrepancies which will be reconciled by next month. 
 
President:
Bylaws change: we are removing booster's chaperone bylaw and replacing with FCPS bylaw. Mike asked for votes to change. Change approved. Motions passed. Next month we will have a hard copy for review. 
 
Fundraising and tax status: 
Prior to Mike bring president 25 percent of fundraiser totals went to trip accounts. Mike recommends that 25 percent yearly be the upper limit for trip accounts for tax purposes. Mike explained the process of distributing raised funds into student accounts as pertains to taxes. At last month's meeting discussion was held around $50,000 for a money market balance. That account is for growth when we don't have large expenses. Uniforms should last another 6 years. Polaris will come from that account. The cost of uniforms the last time was around $40,000. As various items come up each year there isn't a set list of items being paid for from this account. Matt has a wish list for upcoming year. Mike asked for suggestions of items that we may need for the next budget. Draft budget for April to be approved in May. MHS Knights boosters website is where suggestions should be sent to be reviewed. 
 
By the end of the year with the need of a new Polaris, we will probably use part of that account. We can make a target for when we think we need uniforms. Matt feels that the sheikos may be replaced next year and prices will be explored and added to the projected budget. 
 
Airport transport for Disney: 
Mike investigated options. Renting a trailer doesn't make financial sense. Renting a cargo van doesn't make financial sense either. Three school buses will be used. Motion was made for $20 each for transport of students and luggage vs parents transporting them by car. Motion approved for $20 but was reduced to $14 with a donation of the cost of the third bus. 
 
Luggage will be placed in the band room. Organization of student identification cards/passports on the morning of the trip to be explored. 
 
Gladhill Tractor can rent us  a Polaris for 4 months  at a rate of $1750. 2 year lease would be $380 per month or $9120 for 2 years. Purchase price is $12900 for four wheel drive. Maintainance on a new Polaris to be explored based on previous Polaris maintenance. Lease to buy will also be explored. Phil Allen and Mike to continue to compare prices. FCPS owns the Polaris but boosters are responsible for Maintenance. Frederick equipment  will be asked for prices as well. In April we will make a decision about the Polaris. By next month's meeting we will have numbers to compare. 
 
Senior night for jazz band is February 19th. Senior gift picture mugs to be ordered. Mike to organize taking the pictures. Shelly will take the pictures on senior night. 
 
Ways and means: raffle report was sent into the County. Jen Zeltwanger  speaking to Dempsey's about a spirit night. Main Cup will have one sometime in the next two weeks. Find out first to be used as a reminder.
 
Band Banquet: We need a new coordinator. It will be held on Thursday,  May 13th. Mike recommended that volunteers are sought out to help. Coordinator will help plan the menu.
 
Drum major stand covers are here. 
 
Mike thanked everyone for coming. Disney meeting date to be announced,.
 
Meeting adjourned at 8:05



Date of Meeting:
Minutes entered on: Feb 02, 2016 - 09:11:58 AM
Minutes updated on: Feb 02, 2016 - 09:11:58 AM
January Band Booster Minutes

January 11, 2016

Laurie Rentzeperis
Leyenda Bacorn
Matthew Shearer
Jeff and Vicki Hill
Mike Wojton
Maria Sgrignoli
Brooke Hontz
Janet Fields
Shelly Hill
Lauren Bowlin
Phil Allen



Tag day is being closed out. Finalizing and posting of totals will be completed this week. 

We have not yet received the payment from Yankee Candle for the fundraisers that were placed for online orders
 
The booster discussed the proposed change to the bylaws.  The recommendation is to remove Section 3 from Article XVIII.  This is in conflict with current FCPS policy where FCPS employees control chaperones.  Also, giving money that was raise tax free back to individual parents would violate our 501C tax exempt status and needs to be removed.
 
Email to be sent to read the bylaws that are posted. We will vote on it next meeting.Tax exempt laws regarding trip accounts explained by Mike. Further discussion will be held about fundraisers. How to handle trip accounts regarding fundraisers to be explored. 

Polaris: We received a quote of $9000 for replacement of the Polaris. If the boosters purchase one the school district will own it. Discussion about leasing or renting a Polaris was held. Several parents have explored options regarding leasing/renting and added to discussion. Advertising on  the Polaris was discussed. Bobcat, Frederick Equipment and Gladhill will be contacted. Specific needs for the new vehicle were discussed regarding turf tires and a diaper. Next month ideas will be discussed and March is the month that we would like to finalize the decision. Diesel may be a better option. 

Small trailer will be repaired by Phil Allen. 

Basket bingo will not be held this year. If we held an all cash event we could have it as we would not have to obtain basket items, but it is not likely as it would be difficult to coordinate this late in the year. If there is a coordinator for spring then we can have it in May. Mike proposed to have it in September next year during the first weekend after Labor Day . 

Mid year budget review: we are operating at a deficit due to buying drums, JMU buses and not having basket bingo. Different types of booster accounts were discussed as to what they are used for. Purchases for instruments in the future were discussed. 
We are at the uniforms' half life and they should last another 6 years. Sheikos to be replaced before uniforms. Uniform repair funds are in the uniform account. 

Treasurer's report handed out for November and December. In March we will work on April's budget to be approved by May. Ideas for future budgets are welcomed. $27 received from Amazon smile and $541 for the quilt. Tag day total is $10,960 plus $150 in lock box. Leyenda will put 25 percent in student trip accounts for those who participated. $15,000 collected from students for Disney. Waiting for Yankee Candle to send us $1,100. Boosters may cover until balance received from Yankee. Shelly motioned. Motion passed. $500 was spent on the Polaris for repairs.  

Insurance on the Polaris will be explored by Brooke Hontz regarding FCPS insurance policy. 
 
At the previous meeting, it was mentioned that the participation fees were $6000 short.  Upon investigation, it was determined that that budget yearly cycle does not match the participation cycle.  Everyone participating in marching band needs to place a $100 deposit by July 1st.  This money is deposited and accounted for in the previously years budget cycle.  This coming June, we will collect for the next years marching band deposit that will be posted to this year's budget.

Director's report:

Jazz band schedule conflicts were discussed. Jazz and concert bands to start in the next few weeks.

Mike to follow up with Robert regarding cancelled 50/50 and MVAA as recipient of funds. Mike explained that Frederick County approved MVAA as the Gaming commission chose the organization. 

Disney:
We are down to 2 payments. about 50 percent are not going to have to pay until March based on their current trip account totals. 100 percent of names are in for airline and will be submitted. At the end of the month the Disney order will be put in. Orders for rooms, tickets, vouchers for breakfast and dinner and $35 meal cards will be put in.

The for for tax exempt from that state of Florida is being filled out will be will mailed this week.  

$925 was original trip cost.  57 students are now going instead of the planned 60. Boosters have agreed that they will pay up to $25 per person to cover potential overage . Less kids in the total amount contributed to the overage. Waiting on tax exempt amount which can also impact totals. Boosters will pay for trailer to haul instruments there and back and we will pay for a rental, meals and hotel for driver of trailer who will meet the band in Florida and come back a day before. We will save money on lower gas prices.

Transportation to and from airport. School buses are an additional cost. If luggage can be brought in a trailer,  one less bus can be used. Flying out of National. If parents drive to airport, additional savings will be had. We will have a discussion and decide during February Booster meeting.

Lauren Bowlin recommended that an email be sent to families regarding February meeting as this is when decisions about the buses will be voted on. 

Meeting adjourned at 8:25 pm.



Date of Meeting:
Minutes entered on: Nov 19, 2015 - 10:11:49 AM
Minutes updated on: Jan 11, 2016 - 06:42:00 PM
November Booster Meeting Minutes

Matthew Shearer
Mike Wojton
Laurie Rentzeperis
Vicki Hill
Shelly Hill
Leyenda Bacorn
Tanya Prescott 
Jeff Hill
Lauren Bowlin
Brooke Hontz
Robert Morris

Meeting started at 7:00 pm
 
It was announced that Mike Wojton has agreed to step back into the vacant President position.

President:
Current chaperone bylaws need to be changed since they are in conflict with published FCPS policy. FCPS policy states that Matt Shearer has final say over chaperone assignments not the boosters.Two proposed changes were distributed for consideration. They are:
 

Article XVIII – Trip Accounts – Section 3 Chaperones

 

FCPS policy stipulates that FCPS staff has management/control and discretion over any chaperones used for a trip. Since the boosters will not be participating in the selection process for the chaperones, we recommend the removal of section 3 in it's entirety dealing with chaperones from the bylaws.

 

New Article: Article XIX – Conflicts with FCPS policy

Section 1 – In the event that any of the Middletown Band Booster Bylaws conflict with published FCPS policy, the Middletown Band Booster Bylaws will defer to the published FCPS policy.

 
An open discussion about the proposed changes was held.  Comments were made related to this issue.  Mike Wojton stated that these changes are what is currently intented.  However, the topic is still open for discussion at the next Booster meeting. Depending on discussion and agreement, a vote on the proposed change will happen at the next regular Booster meeting or as soon as practical per the bylaws. 

Thank you's given to everyone for work this year on all the different committees. It was a successful year. 

Band banquet coordinator is needed. Tracy Moore will help but would like an assistant to possibly replace her. Vicky will order two years worth of pins. Prices will be emailed to Boosters.

Polaris replacement: Looking at a replacement for the Polaris either this summer or next year.  We are exploring rental and lease rates for 4 months. Suggestions are welcomed. We are information gathering at this point. 

50-50 money from rained out game: Verbal commitment from the gaming commission for Boosters to give 50-50 money to MVAA, pending approval from attorney.  This idea was preferred as the money goes to a kids' organization. The final decision of what to do and who the money is going to is coming from the gaming commission and not being decided by the band boosters. Robert will get back to Mike when he hears definitively.

Treasurer:

Fundraisers  brought in $552 for quilt raffle and 50/50.  $5750 for participation fees which are still short $6800 according to budget.  Leyenda will look into this. $13,000 is in for the trip accounts. $468 was spent on flyers for tag day and $43 for uniform maintenance in October.

Amazon smile email to be sent out by Janet call as a reminder.

Ways and means:

Yankee closed the fundraiser sale. Sixty percent of paper orders go to Yankee. Spread sheet handed out by Tanya. $1,030 is the total for on line order amount, and our share will arrive in December . Adjustments will be made for over and under payments. Paper sales may be easier to control in the future. Everything will be labeled with names when delivered.

Tag day: spread sheet used to track where band has been and areas that need to still be covered. Biggest need is to make sure that enough parents are there to drive. For next Saturday we need more drivers. An email to go out to ask parents if they can wait to see if we need more drivers when dropping off their band members. At least 4 drivers are needed for Saturday a.m. , 5 for Saturday afternoon and 5 for Sunday. There are currently 6 kids in each car. Less kids per car is more productive. 
$5452.04 was raised the first weekend. Online and mail donations are yet to be calculated. This fundraiser will need coordinators to replace the senior parent chair. Quilt raffle money from Friday the 6th was given to Leyenda by Lauren. The basketball games where jazz band is present will be when raffle tickets are sold for the quilt with the drawing on the 18th. 

Next Tuesday the 17th is James Gang's spirit night. Last month $60 was raised from James Gang. 7-10 days advance notice of spirit nights to be given. Eat in or take out to be mentioned in each email. 

Basket bingo: Tanya will not be able to do it as she is working. She offered to help the new committee chair. It should be scheduled before the middle of March in order to be used for trip accounts. Holy Family's bingo is February 28th. Money prizes may be better,  as donations would not need to be sought out for baskets. Raffles can be held in addition to cash prizes. Sponsors can be sought out for cash prize donations. Mike asked for volunteers to look into cash prizes. Maria Sgrignoli will be contacted by Lauren and Mike will also talk to her as she has experience with this type of fundraiser. We will discuss next month. 

Mike mentioned a calendar for Middletown with game and completion schedules.  Ads could be sold and calendars given to each student in the high school. These could be August to July school calendars. Journalism group already asks local businesses for morning announcement ads. Mike will look into this. Marching knights alumni were also suggested as a possible group to ask for donations. Mike asked for someone to pursue this. 

If we can find ways to raise money where band members aren't raising the funds to meet our budget, more money can go into their trip accounts. Mike encouraged new fundraising ideas. At picnic next year we will ask families for ideas. 

To increase parent involvement, Shelly recommended that Rookie parents be assigned veteran families to help them to feel informed and connected. Shelly will meet with Matt to discuss this for Meet the Director Night. A family coordinator may need to be sought. Vicky and Shelly will put together a new family manual. 

Disney: we are fully paid for the 65 airline seats. They are all on the same flight. The  first night for each room is covered. Payments are on schedule. 1 or 2 haven't paid yet.  Breakfast is on April 10th in the park.  First ride of the day is Toy Story.  An email will be sent out describing this. Diane Cosgrove and Mike spoke about 3 buses for the ride to and from the airport. Payments: When there is one payment left Mike asks parents to wait to pay until March in order to apply trip account balances. Under $25 rolls over into trip account or over $25 options for refunds will be offered. Every family gets an email each month about their payments.

Contracts for Disney are done.  Mike is working on parent sign ups for trip.


The boosters will start building the annual survey.  This survey is done at the end of the marching season.  Some of the suggested questions were about volunteering and sign ups. Ideas to be sent to Mike with proposed questions about why many families are not volunteering.  Mike will make drafts with questions and present and next meeting.

Jazz Knight: May 7th. Chairman needed for Jazz Knight.  Jazz parents will be asked for a volunteer.
 
September and October minutes are posted. Heather McCubbin moved to approve and Shelly Hill seconded. Minutes approved.

Matt:

Matt thanked everyone for their participation and praised the band for highest score from US bands in many years at Paint Branch. He will tell seniors when he knows what the new show will be. 

Jazz Band schedule is up. Students must hand in agreement forms.  Next Wednesday rehearsals start. First game is November 8th then 15th and then remainder starting in January. Total of 10 games. 17 students are in Jazz band. 

Judging at band competitions was explained.

Adjourned at 8:27 p.m.



Date of Meeting:
Minutes entered on: Oct 18, 2015 - 09:51:12 PM
Minutes updated on: Oct 18, 2015 - 09:51:12 PM

October Booster Meeting Minutes

 
Laurie Rentzeperis
Matthew Shearer
Mike Wojton
Robert Morris
Leyenda Bacorn
Lauren Bowlin
Shelly Hill
Tanya Prescott
Jeff and Vicki Hill
Janet Call
Maria Sgrignoli 
 
Meeting started at 7:03 pm
 
Minutes for August are posted. Tanya Prescott approved Donna Wojton seconded. Minutes approved for August. 
 
Scholarships:
 
Leadership scholarships for 5 students have been awarded in the amount of $100 each to Joey Hill, Matt Rudy, Josh Moore, Will Diederich and Jared Wojton.
 
Treasurer:
Treasurer's Report was handed out. We brought in about $600 at the picnic which is going in the general fund.  Expenses were half of what we expected.  $1500 was spent on flags as was budgeted. We spent $1750 on the trip for the deposit for the plane tickets. 
 
Vice President :
 
Due to rain and small crowd we did not do 50/50 at Friday's game.
 
Disney update:
 65 airline seats are reserved, contract has been  signed and deposit mailed. Electronic signed copy is for 57 students and 8 staff and chaperones.  Next payment is 60 or 90 days before we go. All payments are non refundable.  Room contract is signed and deposit sent out.  End of January final commitment will be made. If more rooms are needed Mike will organize.  When contracts are done for rooms, Disney coordinators will be set up. End of January is time for all aspects to be finalized.  Contract with coach lines to be set up next week and payment schedule to be determined. 
 
Mike collected checks and will contact those who haven't sent them in. 
 
Food cards are for students only. Parents on trip can purchase food separately. In November all tax free information will be done. Vouchers are limited only to fast food. If students lose their card they are covered and new cards are issued each day. Cards don't expire so balances are good for use in the future. 
 
Airline hasn't announced prices for Tuesday yet. In a month they will post. 
 
Jeff and Vicki Hill are uniform chairs. An email will be sent out asking for volunteers to shadow them in preparation for events that they are not attending. Emails to be sent to Vicki for those interested in helping to do uniforms.  An email will go out asking seniors to show kids how to hang uniforms. Students to be encouraged to hang up uniforms correctly after competitions.  Uniforms will be checked by a chaperone. Clip hangers for capes and heavy hangers are needed. Zips will be asked for a donation of hangers. There are extra uniforms in the other band closet near the tuxes and we may be able to use some of those hangers. Zion church has a clothes closet and may have extra hangers.  Donna to contact Dana. 
 
Fund raising:
Quilt was displayed at last meeting and donated to boosters. Fundraiser will be held through the next two home games in December .  May include some of the basketball games. We need a raffle permit to raffle off the quilt. Lauren has the application. It needs to be notarized. $55 is the cost for the permit. A notary to be found. Laurie Rentzeperis to take it to a notary. 
 
Spirt night at James Gang on October 13 and November 17. Flier was made and will be put on pizza boxes. About 150 fliers are needed. Maria Sgrignoli will send an email that people can print out as well.
 
Yankee Candle brochures were ordered. They will be handed out on Friday. The sale will be 2-3 weeks just before tag day starts.  November 1 is the last day kids can send in orders. Reminder email to be sent out.  Find out first will be sent out. Basket bingo date and venue to be determined by next meeting and should be held at least a month before the Disney trip. Tanya to call around for a venue. 
 
Second shirt order should be in before JMU.
 
No JMU tailgate as there isn't enough time.  We may do a different tailgate another time. Donna to help someone coordinate. Any money left over from the picnic is for the tailgate. Parents donate desserts. 
 
Robert spoke to motor coach company to park in back of JMU and times to be confirmed.
 
Halloween Parade is on October 29th and 8th grade will join us. Janet  will ask volunteers to donate food. And an email will be sent out for candy donations. Shirts will be given to 8th graders. There be 35 8th graders. At 8th grade concert some Band members will be asked to attend.  Elizabeth Bloom will help with senior dinner. Scrapbooks to be done after Disney. A cup of candy will be given with a coupon for scrapbook. There are 14 seniors.
 
Tag day is organized.  Info sheet will be sent out.  Clipboards with sign up sheets to be put on the buses. Someone is needed to shadow Denise for tag day. Robert to touch base with her . 
 
Ammending bylaws. A copy of the proposed changes to go out and be voted on.  If at anytime our bylaws are in conflict with FCPS then FCPS will take precedence. Matt Shearer to use FCPS bylaws for the overnight trip. It will be open for comment and will be voted on. 
 
Director:
 
Congratulated the band.  Rehearsal is 2:30-4:45 for Friday. Saturday the band will be dressed before we leave.  Matt has a map. Busses are half a mile from the warm up area. We have a half hour before we warm up. Monday will be the same schedule. The band can carry their sheikos. Ms. Blickenstaff and Matt to have 8th grade come for the parade to march with the band.  Shirts will be given to them. If we can take orders for anyone who wants a $5 shirt we will have shirts for dancers as well. Rick Waterman can place the order. An email will go out announcing the shirts.
 
Matt thanked all of the volunteers for their help.
 
Arundel High competition is on October 31st. We have tickets that we can sell for $12 which is $3 less than general admission for those who buy from us. We can sell them the week of the competition. Robert to coordinate sale.  Checks will be requested for payment. We may sell them at the Halloween party as well.
 
The Polaris is in bad shape.  Mr Rudy said the carburetor needs replacing again. For next year's budget Mike recommended that we find out if anyone can get a bulk discount. Matt will see if other band directors are buying a Polaris .  The county may have some ideas as well. Matt will ask.
 
Meeting adjourned at 8:12 pm
 



Date of Meeting:
Minutes entered on: Oct 11, 2015 - 08:56:35 AM
Minutes updated on: Oct 11, 2015 - 08:56:35 AM

September 2015 minutes

 

Matthew Shearer
Laurie Rentzeperis 
Jeff Hill
Leyenda Bacorn
Mike Wojton
Courtenay Diedrich
Robert Morris
Lauren Bowlin
Shelly Hill
Tanya Prescott
 
 
Director:
 
Everything is going well with band. 
Schedule for Saturday's competition: we are third from last performance.
After performance students go back to seats and can eat in uniforms if they are neat.
Awards are at 7 and we return at 8:30.
This is a challenging show and band is progressing.
Matt thanked volunteers,
US Band fee is paid and JMU fee is paid.
Tickets on sale at the door for JMU.
 
Treasurer:
Posting trip account updates after giving to Matt Shearer.  The link to the PDFs is only accessible through student accts page.
 
Fundraising is going well. SAMs club brought in more than expected. Meeting was held last week to talk about optional fund raisers for this year. For the remainder of this year we will have a main fundraiser. The consensus for the fall was to choose Yankee Candle as a fundraiser.  They have candles, wrapping paper, etc.  Two weeks in October will be slotted for the fundraiser.
The fundraising form and catalogs will be put together and given to
 the students. 40% profit for online sales. Direct shipping to customers who will pay shipping. No minimum purchase required. Student sales will come to the school. There is no outlay of money from boosters to get the fundraiser started. This may be a good multi-holiday fundraiser. The kids can get all of the profits in their trip accounts.  Tag day is in November. Yankee candle is product based and not replicated by other fundraisers. 58 items $10 and under. Courtenay asked if a Yankee candle booth can be set up. Cost of booth to be explored. Chair person to handle candle fundraiser being sought. Tanya Prescott agreed to handle this. 
Katherine Allen made a quilt to be raffled off. We may draw a raffle for it at the last game. It may be displayed at each game to advertise. Names and addresses to be required to enter raffle. Amount for tickets to be determined. Find out first to be used to announce this raffle. Video board will be used to advertise. A table will be set for this raffle. A form will be filled out by Lauren for administration and she will find out about the table. When the quilt is done this week the Allens will contact Boosters.
 
Go fund me: May be approved if we pursue it for fund raising. This will be discussed as far as the best way to use it. It may be combined with tag day intake. 
 
The seats for the band at games will be sectioned off by administration.
 
Disney:
Mike is working on a plan.
Southwest is $700 per person. More expensive to fly as a group. Prices are coming down now but still expensive.  Buses are more affordable. Mid December is our cut off for making a decision on plane versus bus. $600 to reserve the buses. If we fly we lose the deposit.  $200 different to fly or use bus. Prices fluctuate. $925 may be proposed as a price until we are sure what mode we are using. This is a different bus company than last year. We would use Aeyers bus company. One night must be paid per person by the end of the month. Jeff votes for $925 as a starting price and we will continue to check prices until Late November or early December . January will be skipped as a payment month. Mid month payments will be made. Chaperones will be given discounted price and others will secure airfares on their own. 
Schedule will be figured out regarding groups, parks etc.  Email to go out this week to describe the payment plan. Bus and room down payment to be made as soon as head count is complete.
 
This month through October, band pictures need to be done. Dates to be explored for pictures. Halloween parade-it may be rescheduled to a different day, perhaps the 29th. Halloween party to follow. October 2nd 8th graders come to join the band.
 
JMU tailgate. We need volunteers to help with the tailgate. Donna to follow up with whomever is coordinator.  Jeff asked for a volunteer to be coordinator. Courtenay suggested that an email be sent out to band parents to find a coordinator. 
 
Senior dinner to be coordinated by someone. Email to be sent out to find a coordinator. That is November 6th. 
 
Shelly is still working on tag day maps. Notes to be taken during tag days for new maps.
 
Uniforms are falling apart to some degree ( buttons, sheikos, strings). Repairs to be made.
 
Meeting adjourned at 8:30.
 
 
 

 




Date of Meeting:
Minutes entered on: Sep 12, 2015 - 02:58:23 PM
Minutes updated on: Sep 12, 2015 - 02:58:23 PM

August Band Booster Minutes

 
Laurie Rentzeperis
Jeff Hill
Robert Morris
Leyenda Bacorn
 
Jeff welcomed parents.  Talked about agenda for meeting. Encouraged continued attendance. Will send agendas in advance in the future.
 
Director not at meeting due to band practice.
Band camp going well everyone seems to be enjoying themselves. 
Everyone was fitted for their uniforms.  Cape fitting to be done tomorrow. Alterations being done this week. Shoe order forms to go home with returning band members today. Freshman got order form yesterday.  Black gloves this year can be used from previous years. Meals are all planned for each day of camp and emails have gone out for volunteers to help. Parents who haven't received emails are encouraged to put their email address on the roster through booster website. 
 
Budget: we are over budget on fundraising. We had some really successful fundraisers. Jeff thanked those that helped. $1700 for two Walmart and about $1000 on car washes. We spent about $5000 for the new drumlines. They should arrive soon. Most of pit equipment is being replaced slowly. Process for buying instruments explained. 
 
Polaris will be the next large expenditure depending on need. 
 
Fundraising: 
50 percent of band expenses covered by dues, the rest is fundraising.
SAM's Club: We are fundraising on August 22 from 10-4. Sign up genius will be used.  There is only 1 entrance and we are limited for the number of participants. 3 two hour time slots will be used. 
August 29 is the yard sale.  Contact Janet Call with questions. Electronics must work to be donated. Cords must be included with electronics. Scrap metal may be collected and advertised for.  We need a pick up truck for scrap metal and for hauling to Goodwill after. Furniture should not have tears. Children's items are good sellers. Yard sales are mostly donation with tags for bigger items. Drop off is 7am. Emails will be sent with details.  Middletown is having a fun run that day which may increase sales.  Signs will be posted to advertise event. Maybe posted on Facebook. 
 
50/50s will be done at the football games. Bingo may be held in September with just cash prizes. Cheaper halls may be explored. Scratch cards for $20 with coupons may be used as a fundraiser. You donate amount on the card. Samples of the scratch cards will be brought in to review. Approval may need to be obtained. 
 
Go fund me may be an option if approved. Jeff stated that go fund me may be appropriate to be used as a fund raiser for the band particularly for the Disney trip and Mike recommended using it for the Polaris or instruments.  Jeff will find out if it can be approved.  It can be advertised for on social media. Robert to ask a contact that he has about the best fundraisers to engage in. If used for equipment then money that Boosters allocate for the same equipment can be put into Disney account.
 
Merl Mayne at Maynes tree farm does Christmas wreaths for fund raiser around $20-30. Band gets $7. There are several organizations that sell them also. Lauren Bowlin will look into it.
 
Yankee candle sent a fundraiser email.  There is no minimum order. It is delivered directly. 40 percent earned for each. It comes with wrapping paper. A lot of under $10 items. Out of state orders to be explored. Length of time to run this fundraiser will be explored. 
 
Tag day will be in November after Thanksgiving.
 
World's Best chocolate. $1 or $2 bars can be used as a fundraiser .  Up to 50 percent return.  Warehouse is in Baltimore. 50 cases or more yields 50 percent profit with free boxes of bars given for 100 cases of more. Nut free and gluten free facility. Before next Booster meeting these ideas will be narrowed down. 
 
Product sales may  allow 100 percent of profits to go to kids' trip accounts. 
 
Disney: 
Disney costs paperwork handed out with itinerary. April 7-11. Clinic on the 8th for dancers and instruments. 2:45 Magic  Kingdom preparade. Sunday is a day in the park.  We will fly this year. Two buses would dramatically increase the cost. Transportation, meals, park pass, hotel room, ground transportation. Friday will be firm commitment of prices. The price may come down a bit from $916. We may get tax exempt status. Mike to explore. 2 male 2 female chaperones needed. 6 payments will be collected: September, October, November, December, February and March. Total divided by 6. Alacart pricing offered on Friday. $50 non refundable deposits from airline up to January. We will reserve next week. Each student pays for 1 night as there are 4 per room for 4 nights. We are staying at Pop Century. Epcot is on Friday, Saturday is the parade and Magic Kingdom and Hollywood Studios on Sunday. These are not park hopper tickets. 
 
Picnic on Friday after the show. There will be sign up sheets for various committees. Forms needed back by Wednesday.
 
8:20 mtg adjourned.
 
 
 
 
 
 
 
 



Date of Meeting:
Minutes entered on: Jun 08, 2015 - 09:26:12 PM
Minutes updated on: Jun 08, 2015 - 09:26:12 PM

April Band Booster Minutes

Matthew Shearer
Laurie Rentzeperis
Mike Wojton
Joe Diedrich
Courtenay Diedrich
Jeff Hill
Vicki Hill
Tanya Prescott
Shelly Hill
Maria Sgrignoli
Janet Call
Brooke Hontz
Lauren Bowlin

Meeting Started at 7:08

Mike welcomed everyone.

Minutes from last month: motion to approve by Janet Call seconded by Shelly Hill. Minutes approved.

Kings Dominion: 38 band members attending the trip. Our performance time is 3:45. There are still available seats on the charter bus.  We are still gathering information for the Disney trip on April 7-11. By band camp we should have details finalized and registration will be on September 1st.  We are not sure if it will be Disney or Universal.

Director:
Looking at moving Spring Concert to May 19. A confirmation will be asked for from administration.  There will be a visual element this year. James Madison Parade of Champions is the same day as US Bands States. The band has chosen JMU as their preference.

Treasurer:
Handed out financial reports from the past 2 months. Bank statements sent to officers.  A budget meeting date must be set up in order to present the budget at the next band booster meeting and to vote on it. Election to be held at the May meeting.

May meeting will be held on Monday May 18th. The last two years finances will be compared with this year for budget planning purposes. May 5th will be the budget planning meeting at 6:30 in the band room. Uniforms: Joe will propose $2000 toward uniforms. 

Early enrollments for Marching Band have begun. There are 22 people signed up. There are 6 freshman so far. 

Tanya Prescott: regarding Basket Bingo, there are a few more donations to be obtained.  James Gang will put flyers on pizza boxes.  Bingo is Sunday at the fire hall. The set up will be similar to previous years. 47-50 tickets confirmed.  Tickets will be $25 at the door. There are many positions that students can fill to help with the event.  Bingo starts at 5. 

 

Find out first will be sent as a reminder for Bingo.  For ties in bingo, Tanya will ask caller how to award prizes. Bingo may be moved to the fall when participation is greater.

Banquet will be May 11.

Lauren Bowlin is the new Ways and Means chair. Dates for Walmart will be sought out. Freshmen can volunteer in August.  A fundraiser will be set up for this summer. Car washes: dates to be chosen. Lisa Remsberg to be asked to begin looking at potential dates. Vicki Hill is the new Hospitality Chair. The position was explained by Matt and includes recognition and morale. Vicki to start asking parents to help her. Communication Chair is Maria Sgrignoli. She will contact the local news paper regarding placing ads.  Matt will give her a link for Jazz Knight.  

Nominations for next years officers:
Presidential nomination: Jeff Hill.  
Vice President:                 
Treasurer:                         
Secretary: Laurie Rentzeperis

Jazz Knight:
Everything is going well.  Shelly Hill to help Courtenay with decorations.  Joe will work on silent auction. A seating chart may be used to allow parents to choose their seats as they register. Joe and Mike will set up seating chart. Two administration seats will be offered. Volunteers who are not sitting in seats would not be asked to pay. 

We do not have a uniform coordinator yet.

Meeting adjourned at 8:10



Date of Meeting:
Minutes entered on: Jun 08, 2015 - 09:21:58 PM
Minutes updated on: Jun 08, 2015 - 09:21:58 PM

March Booster Minutes


Mike Wojton
Courtenay Diederich
Janet Call
Julianna Posey
Frederika Rentzeperis
Tanya Prescott 
Shelly Hill
Jeff Hill
Vicki Hill
Matt Shearer
Laurie Rentzeperis
Brooke Hontz
Tracie Moore
Rick Waterman
 
Started at 7:04
 
Jeff moved to approve last month's meeting minutes. Julianna seconded this.
 
President's report:
 
Tentative date of April 7-11 for Disney 2016.
 
May Booster meeting will be on the 18th due to schedule conflicts. Several instrument bids have been obtained. The lowest price was accepted for drum line and a local business will be used for the glockenspiel . Motion to approve by Courtenay seconded by Tracie Moore. 
 
Tuxes and gowns have been ordered for the concerts. They should be delivered to the school office. Mike picked up payments and will work with Jeff and Vicki to make sure orders are complete.
 
Pavilion has been reserved for band camp. We have access to it for free. Coordinators to be sought out for various needs including uniform chair.
 
Vice President:
15 have signed up so far for marching band. Spread sheet to be set up to track registrations. Deposits to be tracked carefully for determining number or students participating.
 
Treasurer:
Joe was absent from today's meeting. Courtenay was given checks for Joe to deposit.
 
Director's report:
 
Adjudication will be held on March 30th. Matt Shearer is looking for 3 chaperones. Vicky Hill and Janet Call volunteered to chaperone. 
 
Ben Polk a JMU Alumni to play another time at Middletown as he has a scheduling conflict.
 
Matt thanked all who attended the meeting including two student leaders.
 
Basket Bingo tickets are out. Several local businesses have donated so far. Sign up genius is working well and will be used for bingo. Longerberger and Vera Bradley items have been purchased. Consolation prizes (small) for those who call bingo simultaneously were discussed. A kitchen head will need to be found to run kitchen during bingo.  Tanya to sign up students as well to help with set up and clean up. Middletown requires special signage for advertising. Tanya to follow up. 
 
Food for banquet: the main course will be football ham and turkey. Mike to get copy of insurance form. Directions to be included with announcements. Wegmans sells floral centerpieces. Janet said that they may order from there or from the FFA which will be looked at first.
 
Jazz Knight May 16:
Courtenay reported that people have signed up and then removed their names from committees. Silent auction chair has not been found. If a chair is not found we may not have a silent auction. We may have a raffle instead. Mike suggested asking more businesses to donate items to auction off. Restaurants to be asked as well.
 
Senior books. The cost is about $32 on sale. The Boosters will budget their contribution. Motion to have $32 as cost was approved. Motioned by Shelly and seconded by Tracie.
 
At the budget meeting we will address amount needed for increased number of seniors next year.
 
Joe to tell Tracie the amount allocated for centerpieces.  Projectors to be sought out to show videos of band performances. Video maker to be sought out by email for banquet. Students may be able to make videos for community service hours. Seniors to be asked for photos for mounting on boards. Julianna to be asked to chair the poster board project.
 
Jazz t shirts. Matt to propose shirt ideas and take orders. Extra state champion shirts to be auctioned off at various events. 
 
Chair for hospitality and communications still needs to be sought.
 
Jeff spoke about drum major stand banner to be discussed in budget meeting.
 
Adjourned at 7:43 by Shelly

 




Date of Meeting:
Minutes entered on: Jun 08, 2015 - 09:17:09 PM
Minutes updated on: Jun 08, 2015 - 09:17:09 PM

Meeting held on  February 9, 2015


February Booster Meeting Minutes

Joseph Diederich
Mike Wojton
Matthew Shearer
Tracy Moore
Donna Wojton
Laurie Rentzeperis
Janet Call
Tanya Prescott
Brooke Hontz
Courtenay Diederich


Meeting called to order at 7:03.
Band Banquet date to be changed due to a schedule conflict.

Joe motioned to approve January's minutes. Donna seconded.

President's report:

Mike to reserve pavillion for band camp picnic which will be held on Friday August 15th.
Mrs. Blickenstaff's class saw a video of marching band at registration night. Low attendance was due to students at All County Band. During registration night Matt and Mike met with middle school parents to answer questions. Approximately 5 parents asked about band. Matt suggested that an electives fair be held and Joe suggested having a table for band registration closer to registration tables. Having booths near door is also an option. 

Janet volunteered to chair senior night.  
 
Sizing to be done for uniforms. There is currently no uniform chair.
 
 Senior night is the same night as Dempsey's Grill spirit night. A sheet cake and snacks and punch will be served for senior night for Dance and Jazz seniors. There are 7 seniors. The budget for the gifts and food is $250. Everything should be store bought with labels. There are 18 students in Jazz Band and 22 dancers. The gifts may be framed pictures. Picture mugs from Costco are an option. Donna to provide a sample mug.

Kings Dominion $50 deposit is due by the end of the month with form stating whether the individual is a chaerone, extra or student.  $105 for students $98 for others.  Lunch, park admission and drinks are included in price. If there is, space siblings and families can attend.  Mike to send email. The trip is May 9th which is the Saturday of Mother's Day weekend. 

Basket Bingo totals will be done before trip so seniors can use their earnings toward King's Dominion trip.

Trip to Florida: Next meeting Matt will have date for trip in order to get quotes. Hotel at Universal is half a mile from our destination. Matt to look at clinic dates. 

Treasurer distributed reports with transactions.  Fundraiser totals are $11,600 and 25% went to student accounts.  $75 was brought in from James gang.  Student account updates handed out. $2900 was from tag day.  Taxes are finished, federal and state have been mailed and the other state form to be sent by Mike. Personal property tax filing to be sent. 

Director's report:
 
New drum line with carriers, harnesses and glockenshpiel to be purchased. Duet with Music with a price of $9175.20 is the lowest bidder and we will purchase equipment from them.  Concert and Jazz bands have started. In concert band, if enough percussionists plus 8th graders exceed the required amount of musicians, a percussion session may be added. Registration for next year is mid march. March 26 is the next concert for Jazz and Concert Band. Adjudication is Monday March 30th at Tuscarora High. All County Jazz auditions are March 31st here at MHS. Rehearsals will be here, and the festival will be at Linganore. Pit orchestra to get going soon for Hello Dolly. Rehearsaals will start in March.  Hello Dolly is on the 24,25 and 26 of April.  All county Jazz festival is the following weekend. Registration for Marching band to be opened soon. Matt congratulated All County performers.

Tanya's letters went out to parents for Basket Bingo. Permit is $55 and must be notorized.  Tanya to bring it to notary. Necessary paperwork to be obtained by Tanya.  Bingo supply inventory done. Extra cards to be purchased. 

Jazz night.  Color is green. Shimmers will be ordered. Photos to be taken for set up for future events. Coat hangers to be bought as well as zip ties for hanging decorations and wiring. Courtenay to check inventory. Some people have agreed to help set up and run event. Courtenay to ask for additional volunteers. Cake plate to be replaced by boosters which broke during last year's event.  Donna and Laurie to buy food.

Band Banquet: The 28th of May to be looked at as a date to consider as well as May 21st or the 19th or 26th. Pins have been ordered. Name trophies also to be ordered as well as additional pins. Portable screen and projector to be sought out. Tracy to ask for one to borrow from parents. Mike to send an email asking for someone to make a video. Shelly has copies of videos from last season. 

Jazz t shirts: Matt will have some made for this season.

Nominations needed for May elections for President, and Treasurer. As well as a Jazz night chair who can shadow at this year's event.

Meeting adjourned at 7:54

 




Date of Meeting:
Minutes entered on: Feb 09, 2015 - 06:37:27 PM
Minutes updated on: Jun 08, 2015 - 09:18:07 PM

Meeting held on January 20, 2015

January Booster Meeting Minutes

 

8:03
Matt Shearer
Mike Wojton
Joe Diederich
Courtenay Diederich
Vicky Hill
Laurie Rentzeperis
Shelly Hill

 

Joe motioned and Courtenay seconded approval of last month's minutes.  

 

Cash policy approved from last meeting.  Motioned by Courtenay and seconded by  Vicky Hill.

 

Prices to be sought out to purchase drums through boosters. Bells also to be purchased.

 

Virginia Coach is the bus company for the May 9th trip to Kings Dominion. Deposit for two buses has been paid. Meal and drink prices will be posted by boosters by the February meeting.  The price for the trip should be $105. Mike to send out an email with details.

 

Treasurer handed out two months worth of reports due to not having reports last month. Dec 31st was due date for taxes. Taxes will be filed this month. We have extension till June.

 

$11,200 is the tag day total.  Updated trip accounts to be posted.

 

One student did not pay dues yet. They will be billed.

 

Jazz and concert bands start next week. Senior night is February 17 for Jazz and Dance. Adjudication is on March 30th.  Uniform company to be sought out for tuxes and dresses. Mike to compare prices before decision is made.

 

Basket Bingo. An email will be sent out by Matt to pick up tickets.  Courtenay will assist with this event. Tanya may mail out letters to businesses in envelopes with school's address. 150 envelopes to be asked for at office. Courtenay to bring contract and half deposit to the firehall.

 

Jazz seniors' pictures will be taken by Maria Pope for Jazz night. Committee sign ups to be coordinated by Courtenay.

 

Jazz shirts to be designed by Matt. Sizes to be obtained next week.

 

Joe received box of awards for band banquet.

Mr. Shearer provided the boosters with his prioritization list of needed purchases.  They are in the order needed:
 

drumline $6300

keys/bells $3800

xylophone $2350

speaker $2000

tuba $4410(brass)/5271 (silver) for one

viberphone $4200

marimba $4000

Joe motioned to close meeting, seconded by Shelly.




Date of Meeting:
Minutes entered on: Jan 08, 2015 - 06:21:39 PM
Minutes updated on: Jan 08, 2015 - 06:21:39 PM
December Booster Meeting Minutes
 
Mike Wojton
Joe Diederich
Matt Shearer
Janet Call
Maria Scrignoli
Vicki Hill
Courtenay Diederich 
Tanya Prescott
Brooke Hontz
 
Joe motioned to have minutes from November approved. Minutes are approved.
 
Survey results about family perceptions of how organization is run were discussed and are attached to minutes.
 
During band camp week next year sign up genius will be used to help encourage volunteering.
 
An email account for Boosters will be made available to give parents a way to contact boosters with questions/suggestions. 
 
An FAQ page will be created to show additional expenses. Early bird payments option to be explored for fees being paid early. As well as how trip accounts are used. There currently is a FAQ section and it will be adapted as needed.
 
Regarding trips, Mike suggested that we try to target our estimated costs. Costs for Disney next year (ie: flying vs. bus) to be explored.
 
Trip accounts to be posted. Ways in which trip account can be used by students to be explored and voted upon. 
 
At the end of each marching season, Mike proposed that we conduct another survey. 
 
Cash handling policy: Whenever there is a fundraiser, two parents will be present to count cash, and sign off on it. Total will be validated. An email will
 be sent to both parents and the President, Vice President, Treasurer and Secretary.
 
Treasurer :
Report is incomplete as bank statement came on Saturday.  Tag day total was $11,200. Tag day and t shirt deposits are in. Joe will attach the report. James Gang gave us $75 and will hold another fundraiser  in December. $200 was set aside for the pit for gas use from competitions. Awards will be purchased early due to 20 percent discount (pins). Joe will coordinate. 
 
Ways and means:
Basket Bingo will be changed due to a schedule conflict for some boosters. Several dates were proposed by Courtenay . Saturday March 28th will be explored as will April 18th or 19th.
 
Mike to send out an email for a food coordinator for Bingo.
 
Better quality blankets to be sought out for spirit wear. 
 
Both car washes and a Walmart event cancelled due to very low participation. Permission for Freshman participation in fundraisers to be explored. Assistant principal to follow up. 
 
Tanya to consider additional fundraisers and email the booster email account with suggestions.
 
Drum line: a new drumline and harnesses and snare drums should cost approximately $6300. Within the next 4-5 years other items will need to be replaced. Tubas are $4500 each for brass and $5271 for silver and can be used for concert band and marching. A new vibraphone is $4110. Orchestra bells are $3800. Marimbas are $4000 and xylophones are $2340.  Possibility of trading instruments in to be explored. Timpany heads are $350. Speakers are $1725. The Polaris will also need to be replaced. Electric may be considered for in the shed if an electric Polaris can be purchased.
 
May 9th is the Kings dominion trip but is the Drama Banquet night. Students can leave early if they arrange their own transportation.  Charter bus prices to be explored.
 
Meeting adjourned at 8:23.
 
 



Date of Meeting:
Minutes entered on: Dec 18, 2014 - 08:19:01 AM
Minutes updated on: Dec 18, 2014 - 08:19:01 AM
November Booster Minutes
 
Matthew Shearer
Joseph Diederich
Mike Wojton
Laurie Rentzeperis
Courtenay Diederich
Tanya Prescott
Denise Callan
Janet Call
Brooke Hontz
 
Minutes from October meeting: Denise motioned to approve. Minutes approved.
 
Tag Day:
 
Tag Day was held over the past two weekends. First weekend had fewer band members in attendance. Envelopes are still coming in with donations. Band new articles in local papers seems to have helped increase donations. Maps need to be updated. Shelly Hill offered to update the maps with Joe's help. Mike recommended resetting the maps on the computer. Denise and Mike will also help. Anyone interested in helping with picking routes for future tag days, please touch base with Mike Wojton. Routes that are newspaper box only may be included. Facebook may also be used to reach alumni. $9308.74 less transaction fees is the total thus far. A certain amount of flyers will be printed that have the current tag day dates and some without dates as extras if needed. Depending on the number of band members next year, the number of flyers will be adjusted accordingly.
 
Fleece blankets: blankets which haven't been sold as spirit wear, will be gifted to band members who participated in Tag Day. New magnets may be ordered through Rick Waterman.
 
Treasurer’s report:
 
Amazon Smile link brought in $32 during the first month from purchases made through our link. Matt will put the link on band website.
 
Liability insurance will be renewed and will remove the Miller property.
 
Financial reports given to boosters and officers included bank activity, fundraising totals,and updated trip accounts including the last yard sale provided.50% of fundraisers go to students who participated, and they receive 25% of Tag Day proceeds. If a band member does not ask for reimbursement for out of pocket expenses they can opt to have their refund put into their trip account.  The Executive Committee members also receive a copy of the bank statement, check copies, bank reconciliations and a detailed breakdown of every transactions.
 
The band will file a personal property tax form for the trailers and Polaris. The band does not owe property taxes and the value of our reported property is zero due to depreciation.
Joe to send a PDF to Matt Shearer of the trip account totals. When Matt posts it, an email will be sent out to band parents.
 
President:
 
Kings Dominion: Mike has requested quotes for charter buses and reviewed the Theme Park pricing.  The goal is to keep the trip under $100 per student and school buses may be considered after charter bus quotes are obtained.. This is preliminary info only at this time.  Once we have a date for the trip approved by the school, we can then get confirmed prices for buses.  Also, Kings Dominion has yet to post all 2015 prices (some are there but not all of them). The information we are currently using is based on their 2014 prices until a date and prices are available. Within a month the trip should be arranged, and announced. Matt to look at dates pending district approval. This trip would include an adjudication. The trip will be opened to all MHS bands and dancers. .
 
2016 trip: the goal is to keep the trip at $1,000 or under. When the date is set, quotes can be obtained. We are in the information gathering stage. Flying is an option and it may be more expensive than two charter buses depending upon the size of the band. Any feedback or comments from band families would be appreciated.
 
Mike thanked everyone for their efforts and praised the efforts of the band. Mike will send out an email stating the same.
 
Feb 21 is the date for Basket Bingo at the fire hall.  Letters will be sent out shortly. Basket Bingo specifics were explained regarding food sales, finances, fees, prizes. 50/50 will be held at bingo again.  Rental agreement is being reviewed. The choice of caller to be explored. Tanya to pick up baskets and prizes. Snow dates to be discussed with the fire hall.
 
Jazz night performer will be sought after by Matt Shearer.
 
Matt's report:
 
Matt is very proud of the band and its successes . The score discrepancy between the state championship and Annapolis can be attributed to the fact that open class and class A have a different scoring system. Class A scoring is based on how well the band performs the piece they are presenting while the Open class scoring is based on what is possible to perform with a marching band This difference to be explained to marching band.
 
A Shutterfly website was put together by Jeff Hill. It is a booster based website with a link to pictures. A link may be made between this website and Marching Knights website. A section for minutes will be set up. A single calendar will be used for both websites. Matt to coordinate the linking of the two websites.
 
A survey to be sent to band families about this year's season to obtain feedback for use during future seasons.
 
Meeting adjourned at 8:33



Date of Meeting:
Minutes entered on: Oct 19, 2014 - 07:58:37 PM
Minutes updated on: Oct 19, 2014 - 07:58:37 PM
October Booster Meeting
 
Courtenay Diederich
Joseph Diederich
Mike Wojton
Laurie Rentzeperis
Jeff Hill
Matthew Shearer
Donna Wojton
Tanya Prescott
 
7:04 meeting started
 
Minutes for August and September: Jeff motioned to approve and Courtenay seconded.
 
President's report
 
JMU buses to arrive at 5:15.
 
Cash handling form for fund raising policy to be written up. It will be on the website under documents. When there is cash collected, it needs to be counted whenever it changes hands and must be seen by two people each time. It should be counted at the site and a form will be filled out each time. This does not apply for checks. Forms will be kept in the band closet. 
 
Tickets for Towson are $18.
 
Halloween coordinator is Dawn. Total number of students attending will be given to Dawn for planning purposes. Mike to follow up with Dee. 
 
Rick Waterman may be able to purchase shirts, spirit items and flag bags at a discounted price for future orders. 
 
Main Cup is the  October Spirit Night from 5-9. Mike to follow up with the coordinator to ask if we can post a sign mentioning the Band spirit night.
 
Uniforms:
 
Mike asked if the $1,000 per year line item for uniform replacements is enough. Vaughan Sawdon to be contacted as he is the uniform representative. 
 
Drum major stand banner:
 
Mike to explore vendor options for purchasing a banner for the drum major stand. Matt showed an image for a potential banner.
 
Mike mentioned how well the band has been doing this year.
 
Vice President's Report
 
Dues have been paid by all but 4. One should be paying by tomorrow.  Jeff has $1500 worth of checks to give to Courtenay or Joe. Regarding the trailer, it is scheduled to be decaled. Traction tape to be purchased for the step. The interior lights in the trailer to be replaced. The small wheels on the timpani cart to be replaced. Jeff asked about having racks put on the trailer to hold the uniforms while band members change. Mike to look for rack options. Mikes to speak with Mr. Bacon regarding detailing the trailer. 
 
The website has the trip accounts listed incorrectly. Jeff recommended that the report be taken down and updated. Matt did so. Mike to verify amounts in record. The policy of posting in the future to be considered and implemented. Perhaps quarterly updated reports will be posted. After the first booster meeting in the quarter they will be posted as well as in January, April and October.
 
Tag day announcement to be resent to remind families that their students can earn trip money at tag day. Section leaders to be reminded that they can attend meetings to be updated about band issues. 
 
Treasurers report
 
Officers got full report of cancelled checks and bank reconciliations . A couple of checks had sent errors which have been corrected. Joe has copies of all checks and deposits. Profit and loss detail report given to all officers for all transactions. 
 
Joe dropped off tax file on Sept 17 and asked for it to be finished by mid Novmber. PayPal activated for tag day. It was tested by Joe and it works. 
 
Senior dinner invitations to be printed today and handed out Friday. Food donations asked for.  $18 for photo albums was quoted. Awards and trophies to be ordered?Photos to be obtained and given to Tanya for albums. A site to be set up to handle photos. 
 
The family tickets will be covered. Seating for the game will be coordinated. Dinner will be at 5:30.
 
Spirit night totals for Subway are not reported yet but are in band office.
 
JMU tailgate email to be resent.
 
Director
Thanked everyone for their help and complemented the band's efforts. 
 
Meeting adjourned at 7:55.
 



Date of Meeting:
Minutes entered on: Sep 16, 2014 - 08:58:58 PM
Minutes updated on: Oct 14, 2014 - 06:35:28 PM
September Band Booster meeting.
 
Meeting started at 7:00 pm
 
Matthew Shearer
Mike Wojton
Joe Diederich 
Jeff Hill
Laurie Rentzeperis
Tanya Prescott 
 
 
We are not approving minutes from last month as they haven't been edited. They will be voted on for approval next month.
 
Director: Band Camp was successful. The kids are doing well and will continue practicing. 
 
Buses have been requested for competitions. JMU and home coming dance are the same day. If students want to come home with parents an absence request must be put in in advance.
 
Vice President:
We have deposits and dues from everyone, but we will send out correspondence for those who have not sent out the August payment of $150.
 
The process for how money is handled at fundraisers will be discussed. Mike will draft one and share with Boosters. Two adults will count any money and a total will be reported to Joe.
 
Treasurer's report:
 
Parents were shown financial reports that are handed out at booster meetings. Joe has copies of receipts for July. Jeff was added and Lisa removed in order to have his signature accepted for banking purposes. 
 
Joe asked for approval to use Monacacy for taxes. All agreed.
 
In our budget, we have a $1000 line item for the uniform account. Joe will make the transfer into the account.
 
50/50 total at the football game was $275 to the band and $276 to the winner. $721.70 was the total for the yard sale.
 
President: 
Show shirts have been ordered and will be here a week from Wednesday and will probably be handed out on that Friday. Mrs. Bowlin will organize shirts for distribution to the kids.
 
Mc Callisters will be used for food for the tailgate. The timing of the tailgate will be discussed. Mike will send email to parents about where to park for JMU.
 
JMU bus:
 
Last year we only needed 1 bus. We have 2 buses this year due to more band members. We have enough money to cover the extra bus and we will not need to collect extra money for it. We will ask for a slight increase of  $20 for other expenses such as food. Mike will send out an email, for first come first serve for seats on the bus. We have about 40 extra seats.
 
Will Diederich , Juliana Posey and Jacob Stalnaker have asked for scholarships for leadership to offset the cost of future music related activities.  The $500 scholarship will be split at $166.67 for the seniors and $166.66 for the junior.
 
Rescheduling October Meeting: 
 
October 14 is the new date for the meeting.
 
We are in need of a chair for Senior Night. Tanya Prescott agreed to be the chair.
 
We still need a publicity chair.  Courtenay will write an article for the Citizen regarding the band.
 
Disney: The Disney trip will be held again in the Spring of 2016.
 
Spring of 2015 will be a day trip for the band. Kings Dominion may be the destination.
 
Ways and means: Basket Bingo is in February of 2015.
 
Spirit nights:
 
Subway will be on Sept 23. Advanced orders will be taken and the manager will give 15% of sales to the band. A flyer will be posted on door. Customers will mention the band fundraiser prior to ordering.
 
Main Cup will hold Spirit Night on October 21st for 4 hours with a 15% donation going to the band. 
 
An email will be sent to parents with the set dates and tentative dates.
 
Flags: 1 is done and 6 more will be made. The digital flag should be in before the first competition. 
 
Mike motioned to close Joe agreed.
 
 
 



Date of Meeting:
Minutes entered on: Aug 16, 2014 - 03:52:45 PM
Minutes updated on: Oct 12, 2014 - 08:37:14 PM
DRAFT
 
 
Meeting started at 7:00 pm
 
August Booster Meeting Minutes
 
Mike Wojton
Laurie Rentzeperis
Courtenay Diederich 
Jeff Hill
 
 
President's Report:
 
Mike thanked parents for being here.
 
June meeting minutes: Mike asked to have minutes approved. Courtenay approved Mr. Long seconded that motion.
 
Friday's picnic will be in the park. The pavilion is free of charge.
 
The Polaris and equipment have been serviced.The field paint was bought by the MVAA and we bought paint from them to keep costs down.
 
 
The ways and means chair resigned earlier. The position was explained to parents. Mike asked for a volunteer to take over the position. Mike discussed car washes and other fund raisers to help fund day trip this year. The cost should be under $100. Next year should be Disney. $250 or more can be earned through fund raisers. Yard sale is on Sept 6 and is a metal recycling opportunity.
 
Football dinners were described and a volunteer was asked for. Laurel Frigm. Volunteered to coordinate.
 
Trip accounts explained. Kids earn money to pay towards trips only. Totals are divided amongst number of kids and they earn a percentage based on their hours worked. 
 
Ways and means:
 
New chair is Patti Hillsman.
 
Basket bingo is being moved to February or March. Kids earn money for number of tickets sold and per hours worked. 
 
Tag day November 8&9 and 15&16. Two weekends give kids more opportunity to earn money.
 
Mrs. Rudy explained pit crew parent roles. Someone is needed to tow trailers. Volunteers were asked for. Small trailer can be towed by SUV or pick up but large trailer needs a bigger vehicle to tow it. Parents were asked to contact Mr. Rudy if interested in volunteering. Contact numbers were asked for.
 
Mike described pit parent duties and let parents know that students stay after games and competitions until all instruments and equipment are put away.
 
Uniform parents : to date there are 2. Current coordinator asked for someone to volunteer to shadow her who can take over next year.
 
Elementary school tours described. 
 
Photographer: as the photographer has resigned, Miked asked for a new volunteer. The new photographer is Rick Waterman.
 
Chaperones, people to sew, as well as other volunteer positions can be signed up for at Friday's picnic. All but 2 flags need to be made. Sandy Cahill will help again. Chaperone duties were described and training will probably be the week before the first game. 
 
Picnic: $8 for adults $4 for kids. Mike asked for forms to be turned in ASAP. 
 
Glove and shoe order forms are due by Friday.
 
JMU trip was described to parents. Mike asked for a volunteer to coordinate. Cost includes charter bus and should be about $45 per person.
 
Spirit night: chair resigned earlier. Mike explained position. Mrs. Long volunteered.
 
50/50 , Mr. Long and the Morris' volunteered.
 
Halloween party coordinator is Dawn Mowell.
 
Vice president's message:
 
Jeff spoke to parents about dues. Encouraged parents to contact him as needed. He explained what dues cover. Due date extended due to transitions in Boosters. $100 registration due this week. $150 by end of August $150 due by end of September. Checks can go to Jeff or into lock box. 
 
Show shirts, gloves, shoes, need to be purchased. Items should be on different checks. Payments by check were encouraged for organizational purposes.
 
Courtenay spoke on Joe's behalf as he was not in attendance . If parents are being reimbursed, Courtenay encouraged receipts to be turned in that are clearly marked regarding which items require reimbursement . 
 
Mike was asked if there is a tax exempt number. One will be given as needed to parents picking up food. Reimbursements were described.
 
Mike asked for motion to close.  Shelly Hill motioned.       
 
Meeting adjourned at 7:46.
 
 
 
 



Date of Meeting:
Minutes entered on: Jun 09, 2014 - 10:25:14 PM
Minutes updated on: Jun 10, 2014 - 05:46:22 AM

DRAFT June 9, 2014

Lisa Miller

Courtenay Diederich

Joe Diederich

Janet Call

Laurie Rentzeperis

Matt Shearer

Elizabeth Bloom

 

Minutes from April and May are approved to be posted.

Will Diederich spoke of his Eagle Scout project to fix shed. The Boy Scouts and band members to work on the shed in July/August if approved. Will's goal is to repair the wood frame and locks and to paint the shed and build shelves. To complete the project , lumber has been donated, a $100 donation from boosters was requested. Will to ask for volunteers at scout meeting and will use remind 101 and Facebook to ask for band volunteers. Food donations and drinks to be provided by parents and boosters. Lisa made motion that boosters donate $100 for project. Janet Call seconded and all agreed. The motion is passed. Dates to be chosen and sent out on remind 101.

Treasures report:

Report distributed by email for the last 2 month period. Disney closed out and students to be credited $22. Some overpayments also credited back to students. 4 seniors credited and 2 seniors' siblings will get a double credit applied to their accounts.

New officers to be affirmed.

The budget FY15 approved.

Joe would like approval to use Monacacy Accounting  Inc. for accounting.

Vice President Report to be delivered for next meeting.

Director's report:

Matt thanked volunteers for their help. The show is being put together and flags are being designed. Jazz Knight guest musician to be sought out ASAP. A student did not wear his tuxedo so a check was returned to him and the tuxedo will be used as inventory. Water bottles to be obtained for band camp. 40 students have registered and at least 15 others are anticipated to register. Jeff Hill has been reaching out to increase numbers.

President's report:

Mike is getting quotes for JMU bus and forms for trip.

Booster participation--students in leadership positions to attend general meetings to help raise participation at fundraisers.

Ways and means:

Jazz Knight:

$1341 for silent auction total. DVD sales were 6.

Dates for fundraisers were presented. A complete list of fundraisers to be sent in an e-mail.

Basket Bingo:

Courtenay to explore locations for the next event as well as dates. Courtenay to find someone to shadow her for bingo and Jazz Knight. Position will be advertised. Parent volunteer and dinner chairs to be sought out. Elizabeth to follow up with Safeway for fundraiser .

June 21st: Walmart fund raiser. Sue long will chair event. There are 5 students attending so far. Another is scheduled for July 12th. They have not agreed to a third date yet if they are not filled. Elizabeth to follow up. Laptops to be set up at both entrances.

Yard sale: at MUMC or Christ Reformed. September 6th is the date with email to be sent out asking for donations . Conflicts for date to be explored.

50/50's approved for football games.

Mulch Sale: Elizabeth to follow up with Diane Cosgray.

Car washes: June 28th and July 26th.

Meeting adjourned




Date of Meeting:
Minutes entered on: Jun 09, 2014 - 10:22:54 PM
Minutes updated on: Jun 10, 2014 - 07:33:37 AM

Draft minutes for review and posting...

7:00 started

May Booster minutes

Joe Diederich

Matt Shearer

Lisa Miller

Tracie Moore

Laurie Rentzeperis

Jeff Hill

Courtenay Diederich

Budget:

Joe made the changes at the budget meeting on May 6. The major change was $2,000 added for repair of decals on the trailer in auto-other section of the budget.

TriM Cords are handled by Mr. Shearer and the line item will be deleted from the draft budget.

Budget to be voted on in June meeting. Budget proposal to be posted publicly on the band website.

Food cost for banquet was $1350 and we collected about $1400.

Joe signed up for the Instrumentalist promotions for discounted awards. Mike and Joe reviewed costs and total income for the Disney trip. $22 will be returned to students or to their siblings. Total was $653 per student.

There was a Disney press release about our trip.

Chaperones: The need for a chaperone chair who attends booster meetings was discussed. Jeff volunteered to be the chaperone chair and will coordinate with Dee. A lead chaperone will be designated for each football game and competition. The need for chairs for all departments was discussed.

Band Welcome: A more welcoming, personal introduction to the registration e-mail was proposed. Jeff, Donna and Lisa will work on the website.

Elections: Mike, Lisa, Laurie, Joe all nominated for their current offices. Vote taken to nominate by acclimation. Jeff moved and Tracie seconded for the entire ballot roster. All agreed.

Jazz night: Majority of food has been purchased. Extension cords are needed (2 75-100 feet long). The program is complete and ready to be copied. Courtenay will be here by 9 am. She will give specific jobs to volunteers. Donna proposed that people arrive to help at 12. Main Cup donated coffee station. Band members (concert) can monitor tables and will be managed by Lisa. A sign up list will be provided on the band door. Black pants and white shirts will be requested to be worn by servers and their entry fee will be waived.

Yearbook: The yearbook will pull pictures from the Yellow Brick Road website as opposed to Life Touch. Band parents will be contacted regarding replacement photographers for after the Millers step down from their position.

Donna motioned to adjourn. We are adjourned.




Date of Meeting:
Minutes entered on: Jun 09, 2014 - 10:19:39 PM
Minutes updated on: Jun 09, 2014 - 10:19:39 PM

DRAFT Notes from Booster Meeting 4/28/2014 Meeting was called to order and Lisa M. made a motion to approve the March minutes and Elizabeth Bloom seconded it. Vice President's Report - Lisa - Good news! More that seven 8th graders have joined the band program, replacing the seven seniors that will be leaving this year. The middle school students were extremely excited to receive postcards from band members at Disney. Mike said that he would send welcome letters out to all the new members. Lisa mentioned that in preparation for marching band and the possibility of professionally sewn flags, Matt needs to have his designs by the end of May. Finance Report - Joe - Fundraising has stayed the same. Officers all have the full report. We will meet May 6 after the concert to discuss next year's budget. Joe will have a proposed budget starting with a 2015 draft to make adjustments to. You may email Joe with suggestions based on this year's budget. Mike proposed we link our budget so it can be viewed online. Director's Report - Matt - Thank you to all who worked n the Disney Trip a success. Thank you to all the chaperones who "made the sacrifice!" All County Jazz Concert was very nice. Concert band is coming up Tuesday and will feature several pop music compositions. May 12 is the elementary school concert and May 20 is the middle school concert. Ways and Means - Elizabeth Bloom - Eight people have committed to donate baskets for the Silent Auction featured at Jazz Night. Denice Callan will solicit businesses. Elizabeth handed out a letter to provide to businesses. Future Car Washes have been approved by the school. Elizabeth will talk with Lisa Remsberg to coordinate. Tag Day may be scheduled for Nov. 8&9 and 15&16 next year. We are seeking other ideas for fundraisers. Having a mulch sale was discussed. Bingo is still planned for next spring. Senior Banquet - Tracie - Clare will design the Senior photo display. Awards/Certificates were discussed. Matt requested we ask for a communications chair to make sure awards are mentioned appropriately through the school. It was requested that Mrs. Devine receive an invite to the banquet. President's Report - Mike - Band trips are still being planned for the future. A big trip to Disney or somewhere similar will be considered fortwo years from now. Accounts for this years trip will be updated and checks will be written if the reimbursement is over $15.


Date of Meeting:
Minutes entered on: Mar 31, 2014 - 08:37:19 PM
Minutes updated on: Jun 02, 2014 - 11:18:21 AM

Lisa Miller called the meeting to order.

Members present: Joe Diederich Lisa Miller Laurie Rentzeperis Janet Call Elizabeth Bloom Courtenay Diederich Mr. Bitner Tracie Moore Matthew Shearer

March Meeting Minutes Minutes: Minutes are not approved yet from the February Booster Meeting. There are outstanding items to be updated. They will be posted prior to the next meeting for approval.

Executive Reports

President's Report: Mike was not present today.

Vice President's report: There is one outstanding fee from the fall Marching Band season. We have begun receiving fees for this season. The deposit is $100.00. We will start to write up the budget next month. There have been discussions of fees staying the same. A possible increase has also been discussed.

Treasurer's Report: All of our Federal and State tax paperwork went out. Payments to Disney are complete. The bus company has the charge information but the charge has not been shown on the account yet. Follow-up will be completed later this week.

Director's Report: Jazz/Concert Band concert is on Thursday. It will be short due to snow days impacting preparations. The concert is at 7 and is free. The kids will miss two days of school due to the trip and then a third due to the adjudication the following day. The students will be instructed to contact their teachers concerning assignments and urged to keep up with what will be missed during the absences. All County Jazz Band auditions are on March 25. All clinics and performances are confirmed for Disney and our schedule has been discussed with Disney staff. The itinerary is finalized.

Committee Reports:

Ways and Means Committee Report: Spirit night at Asian Cafe brought in $410, football season spirit sales totaled $164 and tag day donations since 1/14 were $420 including the Paypal transfer. Jazz Night Club silent auction is May 17, Band Banquet is May 20 and the DVD is sold as a fund raiser. Freddie's Subs or Subway will be explored as a spirit night. The date of the car wash at Mtown Village is to be determined, spring cleaning yard sale,and metal recycling at Mtown village is June 7th, Walmart collections are tentatively scheduled for June 21 and July 12 (but, may be changed due to a schedule conflict) and an August date may be added. Spirit wear to be looked at regarding amount sold at football games and time volunteers are selling items, as few items have been sold at games recently. Fifty fifties discussed as something to possibly replace spirit sales at games as they are more lucrative. MVAA office was suggested as a potential option as far as having a spirit wear table in their office during sign up days. Inventory to be checked prior to Elizabeth Bloom contacting MVAA.

Chaperone Report: no report

Publicity Report: no report

Communication Report: no report

Uniform Report: Everyone has a uniform for the concert on Thursday . Minor alterations on one will be done. Orange ribbon is needed, for the girls. If we need more, Courtenay will buy some. Black button down shirts will be worn with the tuxes. Other items: none

Jazz Night: A guest artist is still being sought out for Jazz Night. Some former JMU students are among the options. Lisa Miller to explore some leads. Courtenay will work on the poster which should be out by mid April. The color of the event this year is red. Courtenay will contact chairs about plans, including food. Previous year's DVDs and posters will be included in the silent auction.

Banquet and Awards: The Banquet is booked for Tuesday, May 20. Turkey, country ham and sides were successful last year. $15 was charged last year. Food options and prices for this year were discussed. $13.50 per person would be the price for the same two items and sides. Elizabeth Bloom motioned that we have turkey and country ham and charge $15 dollars per person. Tracy Moore seconded the motion. Discussion: yes Opposed: none Abstained: none Approved: all Motion passed as stated The meal will start at 6. Matt will put together a form for the awards which should cost approximately $900 dollars.

Concert: Thursday Night 3/13

Open Discussion Items: none

Disney: Matt is putting a final itinerary together, Mike will help organize during the trip. Size of luggage to be detailed, blankets and pillows are allowed on the bus. Chaperones' meeting to be held on March 18 at 6:30 in the band room. Joe to look into chargers for phones on the bus. Communications for Mike from band parents will be sent to Lisa in his absence and copied to him. Travel arrangements for flyers to Disney will be mailed to Mike next week including wristbands, tags and keys. Middletown shirts will be in soon and can be worn on the trip.

Tracie Moore moved to adjourn the meeting.

Lisa Miller adjourned the meeting.

Next meeting scheduled for Monday, April 14. Close 8:25  




Date of Meeting:
Minutes entered on: Mar 31, 2014 - 08:31:57 PM
Minutes updated on: Mar 31, 2014 - 08:31:57 PM
Start 6:47 Mike called the meeting to order. Members present: Joe Diederich Courtenay Diederich Mike Wojton Lisa Miller Janet Call Donna Wojton Elizabeth Bloom Theresa Tarelton January meeting minutes Governor's Task force meeting: Lisa suggested that band classes fill out Governor's task force surveys to indicate how they feel about the music programs in Frederick County Public Schools. Lisa updated meeting attendees about details from last night's task force meeting. Minutes: The minutes are on the Booster's web site. They are up to date. A motion was made to approve November minutes. The motion was made by Lisa Miller-second by Elizabeth Bloom. Discussion-None Opposed-None Abstained-None Approved-All Motion passed as stated Minutes will be updated on the website as final. There were no minutes from the December meeting as there were no members of the community present. President's message: Disney: Roommate selections for Disney are due tomorrow. Routes for the bus are being finalized. Feb 27th is the mandatory parents' meeting for all parents of students going to Disney. All forms will be collected at the meeting as well as medications: prescription and over the counter. Dietary restrictions for those going to Disney will be handled individually for meal plans when guests arrive at mealtimes. No nuts are permitted on the bus nor nut products. Two families are not coming on the trip. For families traveling by plane, travel details will be obtained from travelers by Mike and given to Disney. Chris and Lisa Miller and Laurie Rentzeperis are chaperones who will ride behind the bus to be available for emergencies. $645-675 is still the range for the trip. Concert band: Tuxes and gowns are needed for March 13th which is the first concert and March 23rd which is adjudication. Mr. Shearer will give e-mail list of parents to Mike. Flags: Lisa Miller proposed purchasing 2 flags for each dancer and making the rest, the cost should be about $1200-$2,000. A suggestion was made to increase band 2014 band fees by $20 to cover the cost and others suggested we should look for other savings or an increase in fundraising targets and participation in fundraising before we raise fees. Lisa makes a motion to raise the flag budget by $500.00 to cover the cost of printing two sets of flags (cost of each flag est. to be $40.00 a piece) for next years budget. Theresa Tarleton seconds that motion. A cap will be set between $800-$1000 for the printed flags. Designs should be submitted by Mr. Shearer by the end of May. Tag days should be during second and third week of November. Scheduling conflicts to be identified and dates announced early in order to increase participation. Feedback will be sought from dancers and Dee regarding what days the dancers can participate in tag day or alternate fund raisers. Ways and Means: $21,750 is the YTD revenue Jazz night silent auction and on going spirit sales are upcoming. Walmart will be contacted to schedule a date for the band to raise funds. Their schedule is 2-3 months out. A trailer was proposed to collect recycling items (metal) as a fundraiser. This may be done in conjunction with the yardsale. Reliable Recycling is the company who would potentially be receiving the items. If there is a warm weekend during the winter, a carwash will be scheduled. An April yard sale may be scheduled to include all band ensembles. Our fundraising totals will be down due to lower participation, yet spirit sales should raise our totals close to those projected. Vice President's report: There are still 3 outstanding band payments. There is one family that has not responded at all to requests for payment. There are already some payments for 2014. Treasurer's report: Reports distributed. Tag money is still coming in. Insurance has been paid. Disney payments will be made soon. Income and expenses will be ready shortly. Draft of taxes to be available soon. 1099's will be ready shortly. Joe filed an automatic extension of paperwork. A budget will be prepared in April. Director's report: No topics to report on at this point. Director thanked boosters for their continued work. Disney shirts: Courtenay has examples of shirts for Disney. Email will be used to show shirt options to Mr. Shearer for chaperones for Disney trip. All adults on trip can purchase shirts if interested. Jazz night: Jazz night will be coordinated by Courtenay. Request for space was reserved. Courtenay will send out list of people working on each committee for Jazz night. Red will be the color. Band updated roster will be given to Courtenay by Mr. Shearer. Social activities are scheduled for the next 2 months for all band members. Laser tag was successful last week. Lisa Miller moved to adjourn meeting. Meeting adjourned at 7:38. Next meeting not scheduled yet.


Date of Meeting:
Minutes entered on: Nov 17, 2013 - 10:45:44 PM
Minutes updated on: Nov 17, 2013 - 10:45:44 PM

Start 7:30

 

Mike called the meeting to order.

 

Members present:

 

Mike Wojton

Lisa Miller

Laurie Rentzeperis

Matt Shearer-Band Director

Courtenay Dieterich

Jeff Hall

Vicki Hall

Janet Call

Joe Dieterich

Denise Callan

 

November meeting minutes

Treasurer's report:

Joe to meet with Denise to discuss routes and maps for tag day. Denise has a list of routes based on past years' tag days.  Jefferson and Maryland Avenues may be added.

Fifty fifties at additional venues including basketball games were discussed as they are very successful. Playoff football games will be used for fifty fifties.

Total for fundraisers so far is $9,000 net.

JMU Buses:

Since the buses arrived slightly behind schedule, we will ask for the buses to arrive 30 minutes ahead of our projected schedule. We will use the same bus company in the future as they provided good service to the band.

 

Flags:

The boosters will investigate the possibility of having some of the flags made for us next year.  This is due to the designs that the band staff may come up with that are beyond the volunteer capability that we have to make our own flags.  Also, the amount of time spent on repairs to complex in house flags is an issue.  Some initial prices was discussed ($32-$45 for silk screen) based on a quick internet search.  We will need to investigate the cost increase over doing it in house and if some of the flags can still be done in house. In order to do this, the staff will have to commit to producing the flags designs much earlier (end of May) in order to facilitate the needed time to manufacture the flags.  Lisa Miller has volunteered to report back next month on potential costs for flags.

Band Fees:

The boosters over the next months will have discussions about flags, staff cost, trailer decals, shed repair, etc...  These discussions will become the input to next year's budget planning and determining what next year's band fees will be.    

Health form:

A health form will be implemented for future band dinners for dietary information and allergies.  The form will be able to be printed by parents. Contact between school administration and boosters regarding the health forms will be initiated by band director.  Per our bylaws a band booster chaperone chair may need to be elected to be in charge of a box with emergency supplies and forms for trips for students. Vice Principal will investigate having a go box made with medications for students.

Disney:

The clincs are 2 1/2 hours.  The parade is 3/4 of a mile throughout the Magic Kingdom park. Disney requires that all chaperones accompanying the band during the parade follow their dress code. No sneakers, jeans. Khakis for director of the band. The band is looking at making shirts based on the design from Mr Shearer.  Courtenay will go to BJ's  custom embroidery to look for polos that can be embroidered. At the next meeting she will present what the potential costs are and then we can discuss if we should offer these shirts for sale to the band parents much like we have done with the show shirts. Chaperones will need to follow the Disney dress code for the parade whether they have this shirt or not. Parents cannot go to the clinics as there is no public access to the clinic sites.

Practices for Disney to be determined.

Minutes:

The minutes are on the boosters' web site.  They are up to date.

 

A motion was made to approve the backlog of minutes. The motion was made by Lisa Miller-second by Courtenay Diederich

Discussion-None

Opposed-None

Abstained-None

Approved-All

Motion passed as stated

Minutes will be updated on the website as final.

Director's report:

Matt Shearer thanked everyone present for the support given to him in running the band program.  He feels that the band is greatly improved and he is proud of their efforts.

Jazz ensamble season:

The season has started as has choir. December 4th is the adjudication, December 18th is the Christmas concert. TriM performs carols as volunteers. Lisa to organize kids as a support to Matt Shearer to coordinate this event.

Vice President:

There are still some outstanding band dues. Lisa and Matt Shearer to discuss whether these student will be able to participate based on handbook.

Treasurer:

Distributed reports.

Ways and means:

Additional volunteers to be sought after for selling fifty fifty tickets.  $350 in commission was donated to the band as well as 3 bags which can be used for future bingo prizes or use as silent auction items.

Walmart:

Walmart will be contacted to see if they will allow another fund raiser at their store.

Carwash:

 

The boosters will plan to hold a car wash between January and May if the weather gets above 65 degrees on a weekend.  This will be held at M-Town village.  This car wash will be determined by the weather and only if it is warm enough.  It will be on very short notice based on the weather reports a few days in advance.   A request will be secured.

Spirit days:

We are trying to have Asian Cafe as the spirit day location for this month.  We are waiting on confirmation back from Asian Cafe.  We would like to use Capitol Crave for the December fundraiser (gift cards that can be used at anytime will be made available).

Sponsorship:

The idea of having corporate sponsors advertise on shirts and the stadium were discussed.

Senior night:

Mike Wojton thanked everyone for helping Tracy Moore coordinate all aspects of the dinner.

Senior books and end of year DVD:

Lisa asked for a shadow to take her place as coordinator after next year as her daughter will be a senior.

Volunteer fee:

The idea for a volunteer fees were was re-introduced.  The idea is that a fee would be added to the band fees for some amount.  This fee would be waved if the parents provide some number of hours volunteering with the band.  Mike Wojton will present back to the band next month a proposal for discussion next month.

Registration:

The band would like to open registration in December this year. Historically we have open registration in May with a cut off at June 30th.  This cut off is needed to give Mr Shearer time so that he can create the music and show over the summer and have it by band camp in early August.  We are hoping to increase registration (both 8th grade and high school) by allowing people to register while the marching season is still fresh in their memory.

Recruitment:

Eighth graders may be invited to join marching band activities as a means of generating excitement about marching band. Opening discussion with Elementary School administration was suggested. Having band members play at events at the school was suggested. Having the boosters present at elementary school concerts was discussed. Perhaps have HS students help younger students.

Trailer and Pit:

 

The boosters need to investigate the cost of repairing the decals on the side of the band trailer.  They are starting to peel off in spots.  We will need to identify someone to investigate the cost and present this back to the boosters before next year’s budget discussions. 

The booster are responsible for the shed we use on school property to store the band's materials.  The door the shed is rotting and will need to be replaced.  We need to find someone who can investigate repairing the shed door and report back to the booster the potential cost.

Future trips:

The boosters will send out a survey to the parents about potential future band trips.  The current idea is to have a small trip one year followed by a bigger trip the next year and to keep alternating them every two years.  For example last year was a day trip to Kings Dominion and this year is Disney in 2014.  A potential for 2015 would be the Music Festival at Bush Gardens in Williamsburg Va for a day trip.  In order to have a trip in 2016 we need to start discussions now.  The survey is intended to solicit feedback about potential trips and cost considerations and any suggestions you may have.

Inauguration parade participation was suggested.

Tag day:

The next two weekends are tag days. Parents to contact Denise to sign up for Saturday which has the least number of students and parents. Pizza to be provided for students who work both sessions of tag day.

 

Lisa Miller moved to adjourn meeting.

Mike adjourned meeting.

Meeting adjourned at 8:35.

Next meeting will be December 9th, 2013 at 7:30 pm.

 Close 8:35                                                           

 

 




Date of Meeting:
Minutes entered on: Nov 11, 2013 - 11:51:09 AM
Minutes updated on: Nov 12, 2013 - 06:00:36 PM
There are 6 families that still owe band dues. Lisa to speak to Joe before contacting families.
Disney:
The contracts for the bus and hotel are complete. By January 10th the arrangements will be complete for hotel rooms and park tickets. The bus is 53 seats and there are 2 empty seats. Mike will send out a tentative schedule for clinics for the band and dancers. Medium sized suitcases will be recommended. An overnight bag will also be brought. Details about meal breaks on the way back will be finalized by Mike.
If there is money due back to students for reducing the price of the trip, it will be put into student accounts.
Details about transporting equipment to Disney to be finalized. Dee to be contacted about how many accessories the dancers need. Before JMU return trip boosters will assess storage needs on bus for Disney.
JMU:
Atlantic Coast Charters is the company whose bus we are taking to JMU. The booster will pick up the cost. We are able to take only 1 bus this year. The cost per student is $8. There will be subs and beans and desserts provided for the tailgate. Boosters to request that desserts not have nuts. Extra cups from past events will be used for tailgate.
Trailer:
The trailer will be touched up this winter. The boosters will consider whether the trailer will be touched up or redone. 3 quotes to be obtained to determine best price.
Drum major stand:
A thank you note will be drafted by the boosters to Vicki and Jeff Hill for the donation of the Drum Major stand. The band will also sign a thank you note for them and Claire will write a note as well. A picture will also be included.
Water bottles:
Boosters discussed band members buying their own Middletown water bottles to use at band camp and competitions. The cost should be approximately $5 and can be used for a variety of events. Transportation and storage of bottles to be discussed. A wagon may be purchased for this purpose. Lisa will send links to boosters.
 
Bingo:
Bingo will be held the 3rd week of March.
 
Shed door:
The door of the shed is rotting. Repairs to be coordinated.
Halloween parade and party:
E-mails to be sent to band families regarding donations of food and candy. 8th grade band will join the parade and attend the party with Marching Band. Food and prizes to be coordinated. Special prizes for 8th graders to be determined.
Senior night:
November 8th. Lisa will send pictures off to be made into books after the last competition. Invitations, dinner, flowers and bios (announcements) to be coordinated. Tracie Moore to coordinate dinner. There are 8 seniors in Marching Band this year.
Spirit :
October 22 James Gang is the location of Spirit Night.
Between October 16th and 22nd Amy's commission from Thirty One will be donated to the band. At Wednesday night practices, the catalogs will be distributed and 30% will be donated. Band members to sell items from catalogs to families and friends.
October 16, 17, 23, 24 are tag days.
Capitol Crave:
The owner of Capitol Crave to provide gift cards for fund raiser items. Half of sales of gift cards to go back to the band. Cards can be used at anytime.
TJ Rufty donation:
A basket for the TJ Rufty donation will be put together to be used at Home of the Braddock for the November 23rd Adult Comedy event.



Date of Meeting:
Minutes entered on: Nov 11, 2013 - 11:50:31 AM
Minutes updated on: Nov 12, 2013 - 06:01:58 PM

Booster meeting September 2013

Joe explained how to handle checks and receipts as he will have a scheduling conflict for the next 2 meetings.

Fund raising summary: Main Cup Spirit night was $600. Other fund raiser totals were discussed.

Student accounts were discussed. The formula for student account amounts was explained to Mike by Joe. Notifying students of their balances was discussed. E-mail may be used. Money left in accounts by Seniors will be deposited into the general fund.

Taxes: Monacacy Accounting Services may be considered for handling taxes.

There was extra money money left from the picnic. This will be applied to costs for the JMU tailgate.

For parents with 2 students going to Disney, a discount will be applied to the second child's account. Only one driver is needed for Disney as they are switching drivers. The cost for the trip will be discussed later as it will be adjusted for both of these reasons. We need 5 rooms for girls and 7 for boys. A block of rooms is reserved for parents and families who are attending. A coupon system for meals will be used for all. The schedule for stops on the bus as pertains to meals was discussed.

$675 is the current price for students for the Disney trip. $480 for chaperones. Final payments will be adjusted if a decrease is needed.

Spending money for souveniers can be brought by students as meals are covered.

The $500 scholarship money will be divided amoung 4 students who attended camps.

Dee is organizing chaperones for each event.

The theatre trip date is October 10th. It will be Wolfsville and Myersville. Donna to talk to the PTA president at Middletown Elementary about the HS music program speaking to their students.

Strategies for increasing marching band membership were discussed, including possibly polling students in Middle and High school as to whether sports were interfering with marching band schedule and possibly collaborating with MVAA if they are flexible regarding allowing absences for band competitions.

Basket Bingo: Only 40 tickets are sold so far. Announcement via e-mail to be made to remind students to bring in their tickets for the Sunday Sept. 15th fundraiser.

Yard sale, carwash and Walmart were all successful fundraiser.

Re: the 50/50 raffle, 18 is the minimum age to buy tickets. ID is required for winners to redeem money. One stand will be at the spirit table, and one at the entrance. An adult to walk around selling tickets will follow later in the game.

The winning ticket number will be shown on the screen.

In October at spirit night 31 gifts (Amy House) will hand out brochures and order forms. Commission will be donated to the band.

May 17th is Jazz night. The date of the band banquet to be determined.

2 families only haven't paid for band fees.

Mike will pick up tickets for competitions.

There are some links that do not work on the band website. Mike to speak to Chris Miller.




Date of Meeting:
Minutes entered on: Nov 11, 2013 - 11:49:25 AM
Minutes updated on: Nov 11, 2013 - 11:49:25 AM

Booster meeting August 2013

Mike Wojton announced when meetings are held for new members. Introductions were made of parents and office members.

 

Mike asked for parents to help as volunteers for fundraisers and activities. Design ideas for the band show shirts were encouraged. An e-mail will be sent to ask for entries. Rhonda Fulton to head the shirt design e-mail. Ideas for keeping costs low were recommended by Mike. Flags for dance line were discussed as they pertain to the show. Mike asked for any parent volunteers to help make flags. An e-mail will be sent out for volunteer cutters. Those interested were asked to contact Lisa Miller. September 20th is the first show, therefore the flag decision (make or buy) must be made this week. The cafeteria may be reserved to use long tables to cut material on.

 

The band leader stand will be replaced.

 

Fundraisers

 

Two weekends before Thanksgiving will be Tag Days( Nov 9 , 10, 16, 17). Tag Day was described by Mike for new parents.

August 17th is Walmart fundraiser. From 8am to 12pm. Denise will do sign ups via e-mail.

Sept. 7th is the garage sale next to BP in front of the old Engle’s building .It was suggested that electronics be in good working condition for garage sale. Items can be dropped off early (Lisa to find out details). Parent volunteers asked for handling money for garage sale.

August 24th will be the carwash fundraiser.

September 15th is basket bingo. Tickets to sell will be distributed after tonight’s meeting. Volunteer kids are needed and their accounts will be credited for hours worked. Sign up sheet for volunteers will be available at Friday’s picnic. Mike asked parents to think about ideas for baskets.

A 50/50 will be held at all football games. A parent must handle the money. Mike asked for a volunteer. Jeff Dill volunteered.

August 20th is Main Cup fundraiser. Portion of bill will go to band.

Ways and means committee: Mike asked for a volunteer to head up this committee. Elizabeth Bloom volunteered to be the head.

Football dinners: Mike asked for a new football dinner coordinator. Mike described duties for coordinator. Laurel Frigm volunteered.

 

Senior (appreciation) night was discussed. Dinner for seniors and families were described. Gifts for seniors were discussed (Lisa Miller will donate senior gifts). We can reserve rows for senior parents in stands for senior night. Tracy Moore volunteered to coordinate dinner. Lisa will decorate.

 

Friday’s picnic was discussed. It should be held in the park. Food offerings were discussed. The cost will be $8 dollars for students and parents. Checks are due Wednesday and should be put into Mr. Shearer’s mail box. Janet will help set up.

 

Disney: March 20-24th. Thursday-Monday. We leave at 5pm Thursday. The kids are off on Friday which is the last day of the term. Monday is the first day of the new term. The first day includes a clinic with Disney professionals. There are separate clinics for band and dance. Second Day is when the kids have a performance which may be the parade down Main Street. Location of student performance to be determined. The third day is a park day. Price includes transportation, food, hotel, passes, clinic fees. Card system will be used for meals. The cost is $750 for now but may be subject to change based on number of students attending.

 

Chaperones will be about $100 cheaper. Mike will provide a breakdown of cost depending on how many people will ride bus. Sign ups are due by the end of this month and will be handled through e-mail.

 




Date of Meeting:
Minutes entered on: Nov 11, 2013 - 11:48:32 AM
Minutes updated on: Nov 11, 2013 - 11:48:32 AM

 

Fundraising:

Discussed fall fundraisers. Inventory for scarves: we have 18. Blankets were discussed (we have 64) can be given away as part of baskets. Glow sticks were discussed. We will order necklaces and bracelets. Policy for 50/50 raffles: We can do them and do not need a permit if we are not holding it overnight. The issue of a permit will be looked into.

 

Budget:

 

We came out $500 dollars ahead this year for Jazz band from desserts. Some people asked why there wasn’t food based on the price of the tickets. Perhaps some more healthy snacks for next year (fruit, crackers, vegetables,etc.). Perhaps buy at Costco.

 

Everything from silent auction has been deposited. About $1000 behind (tag day is about $3000 behind). We will start earlier next year. A raffle at Jazz night may help offset losses from tag day. Picking dates must take dancers’ schedule into consideration. Mike to speak to Dee.

 

Student accounts have been updated.

Expenses have been updated. Participation fees went down as Joe deposited dues that were collected. Other than minor changes the budget is essentially the same.

Tri M: we will see if there is interest in an advisor who is a teacher/volunteer. The budget for cords is balanced.

 

Boosters:

 

Choral boosters: We need parent volunteers to attempt to perhaps combine it to become a music boosters group. This is in case there isn’t enough parent support from choral boosters. How to increase parental involvement was discussed. The combination of music boosters was proposed. How does this effect kids with multiple music classes. Janice to be contacted to discuss this further regarding setting up a brainstorming mtg. Parents to be notified after meeting to assess interest. Perhaps June 18th will be the brainstorming meeting.

Participation:

Lisa suggested charging a fee from parents who do not participate or volunteer. One way is Parent Participation fee yet there is no change to the kids participation fee. The parents contract to volunteer. If they don’t sign a contract, the fee is due and not credited to the child’s account.

 

Another approach, is xx amount of hours must be completed to have 50 percent of fees applied to future costs for the child.

 

The remainder of the hours completed by a certain date: 100 percent of fees applied to future costs for child.

Assigning dates and tasks to parents was suggested. Signup sheets for different duties were proposed. These changes will be mentioned to parents at the picnic. Parent participation fee may also be proposed at the meeting before Marching Band Camp for next year. For this year no fees will be imposed.

Any participation from the summer will be counted toward hours. If fees are a hardship, the Booster Committee will take it into consideration and perhaps other volunteer duties can be performed. This will help to report volunteer hours. The idea of money paid benefitting your own child was discussed. Remind 101 was discussed as a means of coordinating volunteers for events. At the picnic, Remind 101 will be tried on cell phones.

 

Meeting to discuss these changes to tentatively be held on July 15th at 7 pm with Janice.

Directors report:

 

Mr. Shearer thanked all boosters for their help.

 

Beth has transitioned all of her work except for Alekos, which had low turnout. They seem to not record information about the fact that the sales were for the band. Mike and Beth decided to hold off until August to ask them again. All positions were filled regarding parent participation. Few parents got back to Beth about volunteering. Beth asked if Courtenay could coordinate Jazz night instead of basket bingo. She agreed.

 

A flier to be created to raise funds for “music camp” at Disney to be created for Walmart. Beth to give materials and files to new person.

Carwashes, Walmart and yard sales all approved. September 7th yard sale date approved at Miller’s or Christ Reform Church. Location to be confirmed within 2 weeks. Mike to send out e-mails about fund raisers and Disney trip once it is confirmed.

 

Drum major stand to be ordered. Marching snare drum to be purchased along with mallets.

Budget approved.

 




Date of Meeting:
Minutes entered on: May 31, 2013 - 05:02:49 PM
Minutes updated on: May 31, 2013 - 05:02:49 PM

 

Middletown High School Band Boosters

General Meeting, Room 210

May 13, 2013

Meeting Called to Order: 7:30 p.m.

President’s Report: Mike thanked Kathy McCahey and everyone who contributed to a successful Jazz Night. Jazz Night was a profitable fund raiser, we sold almost as many tickets as last year. We made just under $1,200. The only mishap is a missing table. They will recheck and possibly look at surveillance cameras. We may have to pay for the missing table, will check contract. Susan brought up the fact that the volunteer parents who were serving during the jazz night still had to pay for a ticket. It was agreed that the parent workers should not have to buy a ticket. Next year we will advertise at dance studios and get a feature musician ahead of time. Lisa mentioned that cheese and crackers would have been nice along deserts. Susan said that Health Department issues would have to be recognized with refrigerated items. Susan felt that we couldn’t have done anything more than deserts and not hire a caterer. Everyone enjoyed having student waiters. Susan said that we should have more fruit next time. Kathy is having trouble getting volunteers for next year’s basket bingo. Since it is moving to spring we will have more time to promote it. Lisa Miller brought up combining band boosters with chorus boosters. Since Matt is directing both groups it could be beneficial to the music program. Mike wants to see if there is interest in combining them. Lynn will mention it at the next chorus meeting.

Treasurer’s Report – Courtney presented a draft budget showing actual expenses for 2012, 2013 and what we are expecting next year. The band will be about the same size as last year, but there are no trombone players interested. We are taking out Baker Park as a fundraiser. There was a slight decrease in funds from bingo, more for car washes, and Tag Day was about the same as last year. Next year Tag Day may be over two weekends. Matt is planning on taking only the Marching Band to Disney next year. Kathy thought they may use money for concert band and for jazz band. There was a reduced cost for buses this year. Participation fees will be the same as last year. Lisa mentioned a volunteer fee to be paid if parents don’t want to volunteer. Several don’t think it is a good idea because we won’t have enough help. Lisa thought we could charge $50 more and it could go to the Disney trip. Lisa will write up the details for the next meeting and get with Joe. Lisa also asked if we are keeping track of volunteers but we don’t keep track of everyone. Susan said we could track volunteer time on the website SignUpGenius.com. Susan asked what the dance team participation fees go toward. The dance team hasn’t been recognized at the banquet. It will be brought up with Matt at the next meeting.

Ways and Means: The next fundraiser is at Alekos. Several restaurants are not seeing an increase of business from our fundraisers and are not willing to hold future fundraisers. Panera only had 3 band people and McDonald’s said they will give us one more chance. Mike asked for suggestions. We will put more info on band website. Kathy mentioned that we shouldn’t have one every month. Lisa suggested doing fundraisers after an event so that kids will go there as a group. Some restaurants only specify certain weeknights. We will have to strategize more. We will have a fund raiser in June and hold off for July. When the percentage is from all purchases of the evening we make more money. We have two car washes scheduled. A yard sale is scheduled for 9/7 with rain day for 9/14. We need to decide on a location. We will try for Christ Reformed Church or "Ingalls" parking lot. Lisa will check on availability of Ingalls. We will need a new t-shirt design for spirit sales. It should be a general spirit shirt. Mike will send e-

mail for ideas. We will probably stop doing tables at basketball games, we aren’t making money.

Courtney said that the tentative date for the Disney trip is 3/19 – 3/23 and we are hoping to get 40 kids to go. There is a 3 day ticket for different parks. Performance and/or adjudication, including meals will be $773.00 per person. Offer a discount if we can get more people. We still need to get approval because they will miss one day of school. Lynn was concerned that they can’t miss school. Courtney said we could find another date if they can’t get off school. Matt wanted to shoot for right after the end of a term period.

Election of Officials was held. Mike Wooton was elected as President, Lisa Miller – Vice President, Joe Dietrich – Treasurer and Laurie Rentizperis – Secretary.

The meeting adjourned at 8:45.

Upcoming Events:

Next Meeting: June 10, 2013, Executive Board at 6:30 p.m. (all are welcome to attend), general meeting at 7:30 p.m., Room 210.




Date of Meeting:
Minutes entered on: Apr 21, 2013 - 05:21:39 PM
Minutes updated on: Apr 21, 2013 - 05:21:39 PM

Middletown High School Band Boosters

General Meeting, Room 210

April 8, 2013

Meeting called to order at 7:30

President:  King’s Dominion went well except for meal plans.  It was agreed that a school bus is satisfactory as opposed to the expense of a charter bus for trips that distance.  A longer trip-would definitely need a charter bus.  Feedback for the trip was generally good.  Uniforms for kids have been turned in.  Parents will make flags for dance line next year.  The expense of having them professionally made would be over twice as much as doing them ourselves. Dee has parents who can make flags next year.  Website is set up for buying tickets for jazz night.  PayPal is working.  We will put an article in the Citizen.  Matt is trying to find a musician to play at Jazz Night.

Treasurer:  An abbreviated report was handed out.  Not many transactions this past month, just Jazz band t shirts, Kings Dominion and paying Lisa for t-shirts.  Joe will contact bank and ask them to switch dates for statements. 

Director:  Dates are set for drum line & dance line auditions by end of week.  Tryouts for Marching Band should be soon for next year.  The band earned all superior ratings.  Matt thanked Mike for organizing trip and getting uniforms together with Kathy and Denise.  Everyone had a great time on the trip.  The kids loved having an exclusive pass for a ride.  We will give Kings Dominion feedback on that.  JMU is 10/19/13 and we will also go to Annapolis next year.

Ways and Means: Beth hasn’t heard from James Gang on the next fundraiser.  For Panera Bread we just need the flyer for advertisement.  Car wash is on July 20.  Other ideas for car washes would be at Sunoco and LDS.  We may try WalMart and see if 8th graders can be included before school starts.  Beth will call.  Matt mentioned Home Depot.  We may have a car wash at old Ingalls in June.  We should advertise a band car wash at WalMart.  Matt mentioned there is no competition during Heritage Day weekend so we could do a fundraiser that day other than a car wash.  We will wait until next year for a date for yard sale.  Possibly Labor Day weekend would be a good time.  Basket Bingo will be after trip to Disney so band kids may get a rebate for trip.  Disney will be at the end of March.  We need Dancers schedules before scheduling tag day.  They will send a signup sheet through the bus to be completed.

Joe recommended having a budget meeting before the next meeting. 

We need to contact a facilities person for chairs done in conjunction with elementary band concert for Jazz Night.  Donna says we need to contact art teacher for pillars.  Pictures for Jazz Seniors will be distributed at Jazz Night.

Nominations for Officers – Cindy Doggett for Secretary.  Joe will be willing to be Treasurer, Lisa as Vice-President and Mike as President.  We need nominees for Ways & Means Chairman.

Meeting adjourned at 8:15 p.m.




Date of Meeting:
Minutes entered on: Mar 15, 2013 - 07:11:56 PM
Minutes updated on: Mar 15, 2013 - 07:11:56 PM

Middletown High School Band Boosters

General Meeting, Room 210

March 11, 2013

Meeting Called to Order:  7:30 p.m.

Treasurer’s Report: Will have a full financial report next month, 3 checks have been written since last meeting, not a lot going on.

Presidents Report: Last month they decided to move the basket bingo to spring instead of September. There are 38 performing at King’s Dominion.  There are 46 people going including chaperones and dance line.  We will need two buses to also hold equipment.  Mike would like for us to update the band website, with a banner showing upcoming fund raisers.  He will check out a couple of contacts to see if they can make the update.

Vice President Report: Nothing to report. 

Director Report: There is a concert next week, March 19th at 7:00 p.m. for Orchestra, Concert Band, and Jazz.  Next Thursday after adjudication we need 3 chaperones 3/21.  We need one on 3/25.  Students will have music for King’s Dominion by end of week.  There will be practice for kids not in ensemble on Friday 4/5 after school.  Lisa volunteered to speak at band concert requesting parents to help next year.

Ways & Means: We will have deserts only at Jazz Night.  Susan & Sandy will make deserts & girls will serve.  There will be 30 tables.  There will be a table for Administrative personnel.  We may combine smaller items for baskets for the silent auction.  Last year we made $1200 at jazz night.  Susan will put an article in the Citizen for jazz night.  Sandy said the Band Banquet is on May 17, at 6:00.  We will have DVD’s for sale there.  There may be a car wash in March if the weather permits a week day may be better, when people are getting off work.  We decided to forgo Baker Park Summer Concert Series for next year.  Basket Bingo will be April 6, 2013.  Bus Trip to New York City – Dawn mentioned a trip to Atlantic City instead of NYC.  Lisa thought Restaurant Week would be a good time, in March.  Cindy Doggett will take over Pass the Hat at Homecoming.  Restaurants -James Gang on March 27, Panera Bread on April 15 we get 10% on all sales by FSK Mall, Main Cup in May, Asian Café in June.  Red Robin is another one to check out and Café Rio.  We still have Dominos pizza coupons to be given away for band camp and put in baskets at the silent auction.

Other Items:  Band camp for next year will be first full week in August, 5-9. 

Middle school concert is 5/14 MHS students and band booster representative will encourage students to join in high school

Meeting adjourned: at 8:27 p.m.




Date of Meeting:
Minutes entered on: Jan 18, 2013 - 08:48:47 PM
Minutes updated on: Jan 18, 2013 - 08:48:47 PM

Middletown High School Band Boosters

General Meeting, Room 210

January 14, 2013

Meeting Called to Order:  7:30 p.m.

Approval of the Minutes:  The minutes from the previous meeting are posted on the Band Website.  Motion to approve minutes was made by Matt Shearer and seconded by Courtenay Dietrich.

Treasurer’s Report:  January account balances are listed on the budget.   There isn’t a lot of activity until Jazz Night.  We need $3000 to meet fundraising goal.  We are half way thru fiscal year and Joe included a Profit &Loss Detail report showing every transaction for first 6 month with detail entry & date amount.  The directors get a copy of bank statements for each account.  We have money in accounts and are staying on budget.  Contact Joe if you have questions.  Joe reminded everyone that all checks require two signatures from the directors and need a detailed receipt if you submit documents for reimbursement.

President’s Report:  On the trip to King’s Dominion we will leave around 7:00 a.m. and arrive at 9:30, the band performs at 10:30 a.m.  The band will perform in the theater inside the park and be finished around 12:00 p.m., leave King’s Dominion at 8:00 p.m. and be home around 10:30 p.m .  The price includes bus & food the only thing it doesn’t include is dinner.  Open to marching band, concert band & orchestra and then open up to dance line and parents.  Cost is $105 for performing and $100 for non-perform.  Discount for chaperone is about $80.00.  It will be on a first come first serve basis. The money is due 2/22.  King’s dominion may be within school bus range and it would knock it down about $25 off of total price per person.  There is an all you can eat buffet until 2:00.  Trip accounts can be used for the cost.  Joe will update trip accounts.  Water rides won’t be open.  We need uniform parent for concert & jazz bands.  Mike will go through contact list.  Kathy McCahey will be available for questions.  Kathy is coordinator for jazz night and Mike will get with her about that.  There are defects in the stitching on the stadium blankets.  They are talking to the company about fixing them.  There isn’t a fundraiser dinner this month but we will have one next month.  Mike talked to Matt about having a teaser banner on the band website about upcoming events.

Director Report:  Matt Shearer is excited about recruiting.  The number for ensembles should be the same & may go up.  We need more trombones, baritones, flutes & clarinets.  Matt talked to the 8th graders & gets the feeling that most of them are continuing in band.  Mike asked if we could get anything to them about Disney trip before they make a choice on 2/11 for freshman enrollment night.  Matt may be able to get jazz band to play at 7:00 p.m freshmen enrollment.  We need to recruit parents.

Ways & Means: We raised over $2,000 on the second tag day for a total of $6,318.93.  Cool Travel - we didn’t fill one seat so it may be a bust but Beth will find out the status.  Asian Café – we made $568 last time.  We will be doing Main Cup for February  and Panera in the future.  We will have a fundraiser at the Asian Cafe every other month, next time will be in March. A comment was made about having a winter car wash on a nice weekend.  Beth check with Safeway about doin that.  We need to start getting underclassmen to do the fundraisers.  Last carwash at Safeway earned $466.  We need a sign saying the money will help us go on Disney trip.

Other Items:  Susan O’Neil said we send an article to the paper telling about the King’s Dominion trip and mention the upcoming jazz night.

Meeting adjourned at 8:00 p.m.




Date of Meeting:
Minutes entered on: Nov 15, 2012 - 07:36:31 PM
Minutes updated on: Nov 15, 2012 - 07:36:31 PM

Middletown High School Band Boosters

General Meeting, Room 210

November 12, 2012

Meeting Called to Order: 7:30 p.m.

Approval of the Minutes: The minutes from the previous meeting are posted on the Band

Website. Motion to approve minutes was made and seconded.

Treasurer’s Report: Joe doesn’t have the full report because of a computer update but handed

out a Fundraising Summary from July 1, 2012 through November 11, 2012, we received an

additional $60 in bingo, Asian Café earned $680, Pass the Hat earned $283.50, Ausherman

Foundation donated $750, a thank you note will be sent. All of the marching band tickets were

sold and the budget was $200, we earned $172 more than we paid for them. We came out ahead

on band tickets and we broke even on show shirts.

President’s Report: Mike thanked everyone who has helped get us through this season.

Everyone please bring other parents to meetings. We need a uniform coordinator for concert

band and jazz band, Kathy isn’t going to do it this year. We are going to plan for a trip on April

6 to King’s Dominion for a concert performance for concert band, jazz band and marching band,

we will take a rental bus and sell extra seats to dance line members and parents. An unlimited

eating buffet included in price. Larger trip the following year will probably include the dance

line. We will plan a larger trip for next year in the spring instead of fall. A trip like we planned

last year to Disney to perform in Magic Kingdom, maybe a 3 night trip. We will try to get kids

started fundraising now for trip. There was a low turnout for Tag Day and we are $6,000 less

than budget. If we don’t get more money we will have to raise fees. An additional Tag day is

scheduled for December 2. A couple of neighborhoods have been identified that have been

generous in the past. We would like to take a small trip every other year. We will keep it as

reasonably priced as possible. The band members need to see incentive for fund raising.

Vice President Report: – Lisa did not attend due to an illness in her family. She is expecting the

blankets to come in this week. We will sell them for $20.00. They are fleece blankets and

handle is included.

Director Report: Mr. Shearer thanked everyone for their volunteering. Walkersville Band is

coming to the next football game. Jazz band will invite 8

th grade for performance.

Ways & Means -

Bus Trip to New York City - Susan ONeill has put in free ads in FNB, Gazette and Craigs’ List.

There are 54 seats on the bus. Last year we filled 30 seats and they will help us fill the rest of the

seats. It costs $8.00 per seat.

Tag day – Toni used Josh Moore’s design for flyer for Tag Day. Beth would like to donate a gift

card for design.

Sprit Wear has been changed to Spirit Sales. Beth will take it over for the rest of the year.

Fundraiser Ideas: Barnes & Noble – band could play and people donate money. Brass Band

could play at FSK. Beth will check on this.

Avon fundraiser will be spring of 2013.

Hope Hopson mentioned a fundraiser at Outback Steakhouse. Beth will get details.

Other Items: Mike asked for a list of games for basketball season Booster meetings for the

spring will be at the same time. Lee Jeffrey’s niece passed away and we are going to donate

money to her foundation.

Meeting adjourned at 8:10 p.m.

Next meeting: December 10, 2012, Executive Board at 6:30 (all are welcome to attend), general

meeting at 7:30 p.m., Room 210.

Respectfully Submitted,

Marcia Carter

MHS Band Boosters, Secretary




Date of Meeting:
Minutes entered on: Oct 13, 2012 - 02:41:42 PM
Minutes updated on: Oct 13, 2012 - 02:41:42 PM

Middletown High School Band Boosters

General Meeting, Room 210

October 8, 2012

Meeting Called to Order: 7:30 p.m.

Officer’s Reports

Approval of the Minutes:  The minutes from the previous meeting are posted on the Band Website.  The minutes were approved and will be on the website for future meetings.  A request was made for a reminder to be sent out about the meeting.

President’s Comments:  Mike Wojton said that the JMU buses are set and we are leaving at 6:15 am.  It will be $45 for seats.  Sandwiches and chips will be provided by caterer.  Parents will provide drinks, deserts, tables, & need to bring own chairs.  We will aim for large trip every 4 years and a day trip the other years.  We need to get started for fundraising for the larger trip now and not wait until the year we are attending.  Will need approval from administration and the trip would be during Christmas break.  We will look into a day trip to Kings Dominion this year. 

Vice President  Lisa Miller said that we still have  five more families that need to pay participation fees.  Another e-mail will be sent requesting payment.  She is working on senior gifts.  There is concern that there isn’t enough coverage by authorities at football games.  We are also having problems reserving enough space for the band.  We will ask if “reserved for band” can be stenciled on the bleachers. Signs could be taped until we decide on stencil.  

Director’s Comments:  Matt Shearer thanked everyone attending and we need to try to get more people to attend the meetings.  MES is not participating in the performance on Thursday but we are still going to Myersville and Wolfesville.  He would like to participate in Gator Bowl’s halftime for the next large trip.

Treasurer Comments: Joe Diederich passed out the general ledger which also shows students’ accounts.  Fees for JMU will be the bus is $45 per person and food $10.  Students can use a combination of trip accounts and cash.  Students need to be given amount they owe.  Last year’s seniors are still listed and their account will go to a member of family or new freshman if not willed.  Money will revert to treasury that wasn’t willed.  The best option for Towson is the tickets at gate which are $15.00.  Bingo fund are complete with a $60 check to be deposited. 

Ways & Means:  Pass the Hat – we made $290, using the trailer was safer and easier to manage than going into the stands.  Next year it would be better to take the banner and have more kids participate.  We need to plan for gates to be opened up earlier for next year.  James Gang is willing to do a fundraiser once a month.  Subway – scheduled for Nov. 17 but same as All State Tryouts.  Date will be moved to previous weekend.  Robert St.John has agreed to coordinate Tag Day next year.  Spirit Wear is on hold.  Domino’s Pizza Cards – Mike will send e-mail to band families for purchases.  They are $10 a card for 16 purchases of 2 pizzas each.  Asian Café on 10/16 – band gets 20% no stipulations.  They are willing to do it every month.  Yard Sale – holding it at MUMC instead of Christ Reformed – cons – no LDS, pros - use of tables. 

Fundraiser Ideas:  .  Spirit Blankets are an option that we will pursue.  Lisa researched and they will be orange with black letters.  We will get a sample and sale for $25 and try to sell them outside of band.  They may have last names if there is a request.  Kewl Bus Tours to NYC before Christmas is profitable if the bus is full.  It costs $500 and we make $8.00 per person.  Go Girl Head Bands are $8.00 and $10.00, we purchase from website and it would be a good fundraiser.  Hope Hopson has a Bottle Top Jewelry.  It was decided to buy 5 and sell with Sprit Wear.

There were a couple of suggestions for fundraising such as A Mini band camp – do it before 8th grade sign up and $5.00 Below in which we decide a fundraiser to sell at the Dollar Store and 10% of organization total will go back to group.   It was decided to put these two ideas on hold for now.

Sr. Night - Beth has notes for Tracy Moore for decorations and corsages.  Lisa will send out an e-mail to parents who want to purchase the basic band books.  We will order 5 or 6 extra and sell them at cost or add $5.00.  Sr. night budget is $300.  Last year a donation was made to add to the budgeted amount.  We will use $200 for main courses and ask for donations for deserts and drinks.  We need to reserve seats for sr. parents.  We will reserve 10 rows; 6 rows are for band, 2 rows for parents and 2 open rows.  The pit helpers can reserve them.

Meeting adjourned at 8:55 p.m.

Next Meeting:  Monday, November 12, 2012; Executive Board at 6:30 (all are welcome to attend), general meeting at 7:30, room 210.

Respectfully submitted,

Marcia Carter

MHS Band Boosters, Secretary




Date of Meeting:
Minutes entered on: Sep 20, 2012 - 09:26:01 PM
Minutes updated on: Sep 20, 2012 - 09:26:01 PM

Middletown High School Band Boosters
General Meeting, MHS Cafeteria
September 10, 2012

Meeting Called to Order: 7:35 p.m.

Officer’s Reports

Minutes from Last Meeting: The Minutes will be posted on the Band’s website.

President’s Comments: Mike Wojton gave the scholarship list to Treasurer. We had a good band camp, the kid’s worked hard, Mike thanked the parents.

Mike will ask Susan Tipsord of she can coordinate dinners for football games. The budget is $1,000 for food for 4 games and 1 competition.

Chaperone training is Friday at 6:00 p.m.

When kids register for band we need to get parent’s cell numbers.

Director’s Comments: Matt Shearer welcomed the executive committee and other people attending. Band Camp was fantastic with great weather. Rehearsals are going well with full show on Friday night and will evolve throughout the year.

Vice President’s Comments: Lisa Miller will update spreadsheet for outstanding dues and send out e-mail. She will also donate a serger sewing machine to the band for sewing flags.

Lisa is preparing senior gifts (which will be a surprise to band members).

Treasurer Report: Joe Deiderich distributed the General Ledger as of September 9. Most of the expenses were for band camp, flags and basket bingo. The gross amount for basket bingo was $4,900, net - $3,000. The projected net amount was $3,700. We had several empty tables this year.

The account at FUB is now closed and all money is at MVB. An upcoming expense is $700 for tax preparation by a CPA, Kim Chaney.

The fundraiser for McDonalds made $107.55.

Committee Reports

Ways & Means –Beth Guyton

  1. Yard Sale – Toni Snyder is coordinating. We need boys to help and will need a truck, Items will be dropped off at 7:00 a.m.
  2. Domino’s Pizza Card – We will get them soon.
  3. James Gang – Coupons for September 18 came out by e-mail. They can be passed out at the football game.
  4. Pass the Hat – 2 dancers and 2 pit members will be at the gate after dinner at Homecoming We need to get permission for them to put a sign up at the ticket box.
  5. We ordered 100 lanyards to sell for spirit wear
  6. Show shirts – we will get them by first competition. They are 100% cotton, t-shirts, long sleeve and hoodies
  7. Basket Bingo – Courtney thanked all of the helpers and people who donated.
  8. Avon – we made $1231 last year so we will keep it as a fundraiser.
  9. Fundraiser ideas – Coupons for Old Town Diner in Myersville.
  10. Trendy Treasurers – charm necklaces.

New Business – Mike mentioned buying a laser printer for the secretary. He will check on prices.

Passes to football games – Since only 10 people get in free Mike would like to get 3 passes for helpers – such as dinner coordinators.

Meeting Adjourned: at 8:25 p.m.

Next Meeting: October 8, 2012, Executive Board at 6:30 (all are welcome to attend), general meeting at 7:30, room 210.

Respectfully Submitted,
Marcia Carter
MHS Band Boosters, Secretary




Date of Meeting:
Minutes entered on: Sep 20, 2012 - 09:20:20 PM
Minutes updated on: Sep 20, 2012 - 09:20:20 PM
 Middletown High School Band Boosters
General Meeting, MHS Cafeteria
August 13, 2012

Meeting Called to Order: 6:35 p.m.

Minutes from Last Meeting: The Minutes from prior meeting available upon request.

President’s Comments: Mike Wojtpm thanked Scott Snyder for work done over the summer to prepare the trailer which included a wielding job. Scott also arranged for two new spare tires to be donated to the band from Fountaindale Auto Center.

Mike found a company to contract for two full buses to go to JMU which are $500 cheaper and there will be more seats available to sell tickets for, more info. as we get closer

Uniform Report – we are purchasing a female drum major outfit. Kathy McCahey is working on that.

Ways & Means –Beth Guyton

  1. We had 44 Keys tickets remaining and we had a drawing splitting them up in family packages.
  2. Baker Park Summer Concert Series – July 1, we collected $27.33 but had to cancel collecting on July 22 and July 29.
  3. Car Wash was rescheduled and we received $461.41. James Gang donated pizza for students helping out.
  4. Dempsey’s Grill – we received $461.41, Dempsey’s Grill donated $20 and Beth sent a thank you note and $20 was donated for a total of $106.00 total
  5. Flyers will go out again for Roy Rogers on August 22 from 5:00 p.m. to 8:00 p.m. They need one adult and one student volunteer to wipe off tables when it is over. No coupon but you must mention MHS Band.
  6. Yard Sale – Christ Reformed has 3 weddings in Sept. Marcia Carter will call MUMC for availability on Sept. 1, 15 or 29.
  7. Domino’s Pizza Cards – Need Coordinator – 16 separate uses, buy one get one free for $1.00 each. Suggested sales price for $10.00., one year expiration, we will purchase 50.
  8. Spirit wear – we received one submission. We will bring it up at the picnic, possibly football championship shirts

We can sell old spirit wear shirts at back to school night and Middletown Middle School night on 8/23 if there is no conflict. Will sell them at band camp for $5.00 a t-shirt and sweatshirts are $15.00.

  1. Show shirts – open up design to Tuesday of next week. We sell them at cost. Talk to kids at band camp. Marcia Carter volunteered to chair.
  2. Basket Bingo, Courtney Dietrich, Chair – September 9, 2012 at Fire Hall. Tickets are being distributed, 3 tickets for each band student to sell. Letter asking for donations. Vera Bradley, Longaberger baskets. Need volunteers. September 6 will be last day to sell tickets. Sending out e-mail. Tracy Moore has sign up sheet. Courtney has list of donations given.


Treasurer Report: Copies of Budget for July 1, 2012 – June 30, 2013 and General Ledger as of August 11 were passed out. Report is Quickbooks report for Finances, Money is saved for uniform account.

We should use tax exempt certification when purchasing items. Bring copies of receipts and itemize total. Courtney mentioned that all checks are handed to her but they should go to person in chair person. John – flyer says where checks should go.

Publicity Report – Susan O’Neill prepares articles for the Citizen and FNP about the band and can mention fundraisers in articles. Submission of the article is on Mondays. Let her know if we have anything to be reported.

Sandy can use volunteers to sew flags.

Mike said the coach from MVAA will sell paint to us at cost for field management. Last year it cost $157.00 we have spent $60 this year.

New Business – exchange as a possible trip and Courtney found local trip opportunities to perform and do workshops. Courtney will look for trips to offer next meeting.

Sandy mentioned Civil War activity where we could perform.

Meeting Adjourned: at 8:45 p.m.

Next Meeting: September 10, 2012, Executive Board at 6:30 (all are welcome to attend), general meeting at 7:30, room 210.

Respectfully Submitted,
Marcia Carter
MHS Band Boosters, Secretary




Date of Meeting:
Minutes entered on: Sep 20, 2012 - 09:15:04 PM
Minutes updated on: Sep 20, 2012 - 09:15:04 PM
Middletown High School Band Boosters
General Meeting, Tasting Room
June 12, 2012

Meeting Called to Order: 7:04 p.m.

Minutes from Last Meeting: Minutes not available from prior meeting.

President’s Comments: Nancy von Lehn enjoyed serving as president and will be around if needed. The park is reserved for band camp picnic. We will need field paint can buy at Lowes or Home Depot. We may have paint left from last year, but we need to toss old paint. We spent $157.02 on paint last year. The form for student section leader scholarship for band camps should be turned in by end of June. The form is on website. Can send e-mail to Shearer or send form to high school. We should send a sympathy card to the Jeffreys. Information on Student accounts are in bylaws. Other siblings will inherit money or students can will it. If neither is done it reverts back to boosters – paper for will on website.

We need more lead time for large trips from Mr. Shearer – preferably a year in advance. In lieu of large trips Lisa Miller suggested an “exchange progam” with another band of like size. Lisa has several contacts. The trip would be one night, two days, and the bands would exchange trips to each hometown . The band members spend the night in a “host home”. The students would put on a concert first evening and attend fun local activity 2nd day. We will check with school to see if it is feasible. It was questioned if the students would be interested. Lisa will do the research, Sub-committee of Lisa and Courtney.

Susan Tipsord is in charge of arranging volunteers for picnic. Donna Wojton and Sandy Caho are chairing band camp picnic. Donna Wojton is chair for JMU tailgate.

Parent Volunteer gift given to Beth Guyton.

Rookie & veteran parents will be required to attend a meeting at band camp. There a lot of members of the committee that have seniors so we will ask for volunteers for “shadow positions” for committee positions at Rookie parent meeting. A list of band booster parents was requested, we will type list of all names and request parents to mark off their names if they don’t want it published.

Director’s Comments – Great year thank you to everyone’s hard work you made it an incredible year.

Treasurer Comments: Budget as of 6/12/12 shows $11,569.20 in checking and $35,000.34 in MM checking. Transferred $26,193.90 from checking MM Checking.

Ways & Means – We made $91.00 for Silpapa sales and $161.28 at McDonalds.

  1. Car Wash will be scheduled for July 21 - Beth Guyton, Chair - Safeway, will send out volunteer sign up.
  2. Baker Park Summer Concert Series – Carolyn Holcomb, chair - there was some negative feed back from last year, they no longer allowed us to pass a bucket. No other bands are participating this year. We have to set up a table with bucket in the back. Decided to try it again this year,
  3. Basket Bingo, Courtney Dietrich, Chair – September 9, 2012
  4. Pass the Hat – Beth Guyton, Chair – Fall 2012
  5. Tag Day – Toni Snyder, Chair – November 2012
  6. Jazz “Knight” Club, Silent Auction – Kathy McCahey, Chair – May 2013
  7. Band Banquet, Sandy Caho, Chair – May 2013
  8. Shirt, Lanyard, Glow Stick Sales – Toni Snyder, Chair – We will sell old Community t-shirts for reduced amount. The design for new shirts is open to anyone and will be posted on band website. The prize for winning design is $25.00 to The Main Cup. The price for lanyards will be reduced to 1 for $4.00, 3 for $10.00. We will not make new magnets. Glow necklaces were a hit at football games and we will continue to sell them.
  9. Restaurant Fundraisers – Jane Ireland, Chair – Will announce as they become available Could do it once a month at a local restaurant, same night each week – Tuesday or Wednesday would be best. 

Fundraising Ideas:

Drive One 4 UR School in September – Denise Callan to chair.
Tupperware
Uncle Ralph’s Cookie Dough
Yard Sale - September
Avon
Schwan’s
Kewl Bus Tours
Bingo Lottery
Cake Off
Barn Dance/Bull Roast

Concession sales in the stands at football games. Parents would need to volunteer to carry tray. Band could get a percentage from sales. Pres. will ask Sports Boosters if we could do it.

Keys tickets – 44 remaining, can exchange for any game Sun – Thurs., will sell them at the car wash.

Meeting Adjourned: at 8:45 p.m.

Next Meeting: September 10, 2012, Executive Board at 6:30 (all are welcome to attend), general meeting at 7:30, room 210.

Respectfully Submitted,
Marcia Carter
MHS Band Boosters, Secretary