Booster Login


Date of Meeting:
Minutes entered on: Aug 10, 2024 - 12:56:12 PM
Minutes updated on: Aug 10, 2024 - 12:56:12 PM

Minutes of August 5, 2024 Meeting of Middletown High School Music Boosters, Inc.

Director’s Report: The Dance Instructor and an Assistant Band Director were both hired and are FCPS employees.

President’s Report: Nothing to report.

Secretary Report: SignUp Genius for the season is completed. Marching Band Festival is not yet on the calendar and will be added to the sign up at a later time.

Treasurer Report: Trying out new software for managing finances. Doug spoke to the CPA about the IRS, 2K penalty for late filing. It was due on Nov. 15th but did not arrive until December 9th. CPA requested a 30-day waiver period so the envelope can be pulled to confirm postmarked date, however it can take 4-6 weeks to retrieve the envelope. The CPA is writing a letter to the IRS to see if the fee can be reduced in case the envelope is not retrieved in time.

New Business:

Marching Band 2024 Season Kicked off today with the first day of band camp.

Band Booster Officers were introduced.

The methods of communication were explained including the following:

 

Volunteers: Volunteers are needed for the season as well as Committee Chairs for Senior Night and Ways and Means. Please encourage your friends to help. The SignUp Genius for band camp is already out and there are still some needs. The SignUp Genius for the season will be distributed shortly which includes football games, parades and competitions. The details of the various needs including trailer drivers, pit/traffic helper, chaperones, uniform helper and pizza parent were explained and are also contained at the top of the SignUp Genius page. Any questions can be directed to the Officers.

Uniforms: Students will be fitted for uniforms during band camp. Shoes and gloves will need to be purchased if not available from prior seasons. Windbreakers are provided to all new students, if a new one is needed for returning students it is $55. Students will also need to provide their own full length black socks. All items ordered will appear in each student’s Charms account. Charms will be changing to Cut Time later this month. Show shirts will be available for parent purchase as well.

Fundraising: The primary fundraiser is Tag Days. The band members put on their uniforms and walk through the local neighborhoods requesting donations. A mailing is also sent out. A Chairperson for a Ways and Means Committee hasn’t been in place for several years but will be needed to support additional fundraising activities this season as the band is hoping to take a trip in the spring.

Adjourned 5:50 pm

Respectfully submitted,

Celeste Crouse

Secretary

 




Date of Meeting:
Minutes entered on: Jun 30, 2024 - 06:54:18 PM
Minutes updated on: Jun 30, 2024 - 06:54:18 PM

Minutes of June 10, 2024 Meeting of Middletown High School Music Boosters, Inc.

May minutes approved.

Director’s Report: Registration looks to be typical for this time of the year. May be a little smaller than this year’s Marching Band but still hard to gauge. Dance Line is down to five but the other numbers are on par. New show will be revealed in coming days.

President’s Report: Nothing to report.

Secretary Report: Celeste met with Kelly to transition secretary activities.

Treasurer Report: New accounting system Empower had been working well into recently when it failed to pull in all items. David is looking into other options so manual entry isn’t required. New software may be about $15 per year but he will keep looking into options and report back.

Old Business:

Awards Banquet Review- Banquet went well. The food was great, no recommended changes for next year. Celeste to message Brooke Divita and Mike to message Sydney’s dad about responding to the email about where to send scholarship money.

Jazz Night Final numbers- Mary sent an email with the numbers.

FY 2025 Budget review and vote- Budget discussed, voted, and approved with an approximate $1500 overspend estimated. No concern with the budget appearing slightly over as has been that way in past years as well.

New Business:

Lumber for Trailer -Ordering lumber for trailer this week so it will come out of FY 2024 funds and will set date to replace during summer at Kelly’s husband’s garage as he has all the tools.

Gator Lease- John spoke to Gladhill, expect cost to be the same as last year unless we need to extend longer into November.

Sign Up Genius for fall-Celeste to send out band camp sign up in early July and the Marching Band season one in late July. Celeste has last years from Kelly and will send to Jon to qc and then send out via FB. Recommended to use Marching Band secretary email address instead of personal one for Sign Up Genius. Celeste to provide Matt with gmail address for forwarding the secretary email to that account.

Booster meeting in August- will be in person on August 5th at 5 PM after band camp.

Volunteers- Going to need new volunteers specifically for pit and trailer pulling as well as a Ways and Means Chair. Start thinking of who you may know who will be wiling to help.

Adjourned 8:03 pm

Respectfully submitted,

Celeste Crouse

Secretary

 




Date of Meeting:
Minutes entered on: May 13, 2024 - 08:12:15 PM
Minutes updated on: May 13, 2024 - 08:12:15 PM

Minutes of May 13, 2024 Meeting of Middletown High School Music Boosters, Inc.

 

April minutes approved

Director’s Report: Thank you to all who helped on Jazz Night, it was very successful. Trip for next year- he’s been in a number of discussions with other local band directors. Our best route is to do a sit-down ensemble, not march in the parade in Disney because they changed requirements. He has a video application to send them, after getting approval from FCPS. This way we don’t have to work with another band. Recommends using Cruise Frederick again because of their connection to our band. Tentative date is the first weekend of Spring Break. Trips are not a part of operating budget, travel agent handles the money. Goes in April, not January because of weather. Marching Band registration is open, dance line and drumline tryout dates are set. Nothing to report on Dance Instructor at this time, but following the FCPS hiring procedures. Will try to get a job description. Will go through All County Jazz photos and send them out, too.

President’s Report: Karey has agreed to sit in on uniform meetings with Matt and the uniform companies. Open to other board members. Waiting on the uniform representatives to contact Matt to set up meetings. Will not be done for Fall 24, goal is Fall 25. Encourage people to attend Wednesday meeting at Board of Ed regarding the cuts to elementary music and staffing cuts.

Secretary Report: Will go to Truist and take myself off the bank account around June 1, the end of my tenure

Treasurer Report: $!,268.92 for Silent Auction at Jazz Knight, other numbers aren’t ready yet. Credit card reader was an excellent purchase, very helpful shutting it down early.

Old Business:

Jazz Night: Big success, almost sold out! Did run short on fruit and dessert, but no one went hungry! I typed up pages of notes today and uploaded to google. Do need more lights at check in. Possibly add an extra table or two. Set up went very smooth, had more parent helpers this year. Clean up went well, too. Will need a new chair and silent auction lead next year

Officer election:  All voted in, new board, effective June 1, is:

President- Jon McCord

Vice- Michael Felton

Treasurer- Doug Koster

Secretary- Celeste Crouse

Awards Banquet: Friday, dinner at 6, awards at 6:45, Jon picking the physical awards later this week, they are providing table cloths and all food. Karey will provide center pieces. They set up the tables, clean-up is stacking tables and chairs, sweep and mop floors. Jon will contact to verify what needs to be done, nothing after us this year

Still need for Ways and Means (especially with trip potential) and Pit Committee chairs

New Business

Scholarship: Celeste, Jon, and Matt to review and choose Scholarship recipient. Add to budget and make scholarship 3k and $650 for awards, this was voted approved by the board. Matt will email the applications tomorrow to decide by Friday night

Next year’s budget: not ready to present it tonight, needs to be reviewed by Matt. Will upload it to google for everyone to review, then discuss and vote on it in June

Large trailer: had a flat tire, slit cut into it, it was repaired and cost $100, approved to pay. Recommended that we get a new jack for the trailer, will send to the boosters for approval before purchase

Small trailer: this summer Jon will get the wood and replace the sides with it

Band Camp: Aug 4-13, Aug 12 Parent meeting

Adjourned 8:05 pm

Respectfully submitted,

Kelly C. Betit

Secretary

 




Date of Meeting:
Minutes entered on: May 08, 2024 - 04:51:28 PM
Minutes updated on: May 08, 2024 - 04:51:28 PM

Minutes of April 8, 2024 Meeting of Middletown High School Music Boosters, Inc.

 

March minutes approved

The original April minutes were accidentally deleted. These few minutes posted here are from memory.

Director’s report: All of the all-county bands/orchestras/solo events went well. Drum line, dance line, drum major tryouts will be in May. No time in the schedule for a spring trip.

Treasurer Report: Email sent with the updated bank statement

Old Business:

Tag Days: it was agreed upon that students would get $10/hour vor their volunteer time

Band Banquet: Jon still playing phone tag with the caterer. Anyone willing to do centerpieces for the tables? Google sign up form to go out in May

Jazz Night: A lot was discussed, especially about the Silent Auction. Prefer checks and charges to cash for record keeping. A second line will be added for people who arrive with physical tickets to speed things up. There was a discussion on possible set up for Friday night- no real reason not to, but it keeps our schedule conflicts to one day instead of two partials

 

New Business:

Nominations for the 2024/2025 school year: Jon McCord, President, Michael Felton, Vice President, Doug Koster Treasurer, Celeste Crouse, Secretary. Jon will send out information to seek other nominations, voting will be in May

We will very much need a Ways and Means Committee Chair and a Pit Committee Chair

Budget: some discussion on the next budget was had as well, needs to be approved in June

 

Apologetically Submitted,

Kelly Betit

Secretary

 




Date of Meeting:
Minutes entered on: Apr 30, 2024 - 02:54:49 PM
Minutes updated on: Apr 30, 2024 - 02:56:40 PM

Minutes of the March 18, 2024 Meeting of the Middletown High School

Music Boosters, Inc.

 

February minutes approved

 

Director's Report: Concert band and Orchestra adjudication was that day,

received a Superior rating, site reading score was perfect! Judges and

Matt were very pleased. Received two 1 scores and one 2. Jazz Band

will perform at the Middletown Library Opening on May 4

 

President- nothing to report

 

Vice President- nothing to report

 

Treasurer- numbers are the same as last month

 

Old Business:

 

Tag Days- all mailed out and some are coming back, Jon to pick up mail

from school this week

 

Uniforms- Jon to talk to Karey and put together a committee to meet

with Matt and representatives

 

Jazz Knight- The Show Tix is already set up, will do like last year and

give one week presale to Jazz band families, table one will be blocked

off for the dancers. John Mattingly to get the center table for recording.

Mountain Postal has the new numbers for this years date, just need to be

picked up, Matt will give it a quick cleaning before Kelly turns it in to

the town

 

Small Trailer- Jon took measurements, Matt will see if the h.s. staff has

any extra woodAwards dinner- May 17, 5:00-8:00 at Am Vets, Jon playing phone tag

with their caterer

 

New Business:

 

Spring Trip- no dates available for a day trip this year

 

Disney- need to plan and set date as soon as possible, Matt may be able

to coordinate a trip with another high school, hope to have band numbers

in early June, this needs to be discussed in the summer band booster

meetings

 

Officer elections in May: President, Vice, Secretary, and Treasurer. Also

need committee heads for: Pit, Ways and Means, Uniforms, Jazz Knight.

Kelly is "graduating"

 

Budget Vote will be in June so need to discuss in May

 

Band Camp 2024 is already on the calendar!

 

Next Meeting is April 8

 

Respectfully Submitted,

Kelly Betit

Secretary




Date of Meeting:
Minutes entered on: Apr 30, 2024 - 02:39:59 PM
Minutes updated on: Apr 30, 2024 - 02:39:59 PM

Minutes of June 13, 2022 Meeting of Middletown High School Music Boosters, Inc.

 

The May minutes were approved

Director’s Report: There are forty students registered for the Marching Band so far. Matt reviewed the responsibilities of the new executive board. Welcome to new parents. The online band calendar is updated.

President’s Report: Introduced himself as this is his first meeting!

VP report: Introduced herself, also first meeting! Nothing to report

Treasurer Report: The original 22-23 treasurer has resigned, in need of a new volunteer. Down 5K in account but should see increase as band registration money comes in. Jazz Night, $600 positive so far, but not all receipts are in. Next month there will be a new budget

Ways and Means: Nancy is looking for an assistant to help with fundraising, Tag Days, and Jazz Night Silent Auction. There are still 400 Tshirts left, and one hoodie. Have a booth at Heritage Days in September

Pit: Will gave an introduction and explained what they do for the new parents. He will arrange the Gator rental from Gladhill by Jul 31

Uniform: Nothing to report

New Business:

            Band Camp: Kelly will make sign up genius for band camp and band season needs, Is someone willing to host a party after band camp?

            Marching Band fee decided: $475/$425 for rookie/veterans

            By-law changes: Matt posted them in the meeting notes, everyone voted to approve

            How to make officers bonded? Jon will look into it

            July meeting time changed to July 5 due to attendance

Meeting adjourned at 7:45pm

Respectfully submitted,

            Kelly C. Betit, Secretary

           




Date of Meeting:
Minutes entered on: Apr 30, 2024 - 02:37:17 PM
Minutes updated on: Apr 30, 2024 - 02:37:17 PM

Minutes of January 8, 2024 Meeting of Middletown High School Music Boosters, Inc.

 

December minutes approved

Director’s Report: nothing new to report, taking a group of students to Middle School to talk up the music program, Harvey to do a piece on the announcements, Choir concert was a success, Jazz Band may perform at the new Middletown Library grand opening- waiting on date, All County music concert on January 27, all county jazz auditions are coming up, gearing up for next semester, next basketball game is 1-19

President’s Report will be in old business and new

Treasurer Report: Doug trying to find a new software

Old Business:

Mileage reimbursement will be going out, all but one driver donated their time and mileage back to the band, will need to include this in next year’s budget

New Business:

Jazz Knight- only response from John Mattingly who will do program and posters, Kelly is concerned with getting all the dancers for photos because of their Chicago schedule, Matt suggested using their photos from the senior banners, Jon suggested making a sign up genius to encourage help,

Awards dinner- AmVets did not respond on the date we suggested (May 17), Jon to call again,

Uniforms- waiting on quotes from reps, Kelly to count how many we currently have

Meeting adjourned at 7:25

 

Respectfully submitted,

Kelly C. Betit

Secretary

 




Date of Meeting:
Minutes entered on: Apr 30, 2024 - 02:36:44 PM
Minutes updated on: Apr 30, 2024 - 02:36:44 PM

Minutes of December 11, 2023 Meeting of Middletown High School Music Boosters, Inc.

 

November minutes approved

Director Report: Choir received all excellent ratings at adjudication! Congratulations to them. Jazz band’s first performance went well Friday night at the basketball game. Choir Concert is December 21. Thank you to all who volunteer

President Report: Welcome to Kylee Ware as the new head of the Ways and Means Committee. She has fund raising and marketing experience

Treasurer Report: One more month with Mint software, will transfer to Credit Karma. $8,400 is our current total for Tag Days. Having some trouble getting Venmo to deposit into the bank

Old Business:

Tag Day stuffing party: February 16, 1:00-5:00. Matt says band or choir room would be available. Kelly suggested tables would be helpful. Matt says the cafeteria currently is available. Mike will look into getting more materials and getting return envelopes pre printed

Jazz Knight: Mary Koster will lead tickets sales again and Jennifer Smalt will head up Silent Auction, contacted John Mattingly for advertisement and photographer, Matt to try and set up a web page for potential silent auction donors to look at to see what the event is about. In January Kelly will book the kitchen and county approval to serve food, set date for Jazz Knight meeting

Close out of Marching Band season: Matt will take care of the county stuff, possibly look at shed to clean out or organize, students take care of closet

Jon to check with Will about the tires on the big trailer to see if they need to be replaced

Mileage Reimbursement for trailer drivers: not budgeted, past years we haven’t done it, was done prior to Covid, this year people are asking, current IRS rate is $0.65/mile, but that’s too high for us. Give gift card for gas for drivers? Not sure if that is compliant with IRS rules. Will it help us get trailer driver volunteers? Suggested at $0.33/mile. Offer it and drivers can decline or take. Voted and approved. Jon to contact drivers with that offer.

Awards dinner date: Looking at Friday, May 17, but could do Monday, May 13 or Friday, May 3. Jon will contact AmVets for availability

Photos from Senior Night? Kelly to contact photographer to see how to get a link or access to them

New uniforms: we need a ballpark figure of what the budget is for them so Matt has price range to consider, then figure out how to fund raise for it, get some costs from different companies, consider just new jackets and old bibs, how many uniforms do we have? Kelly will count what’s in the closet

Upcoming expenses: new drums and harnesses, when will old trailer need to be replaced?

Chicago: Matt to see who is interested to play for the show in the spring

Meeting ended at 7:50 pm

Respectfully submitted,

Kelly C. Betit

Secretary

 




Date of Meeting:
Minutes entered on: Apr 30, 2024 - 02:36:04 PM
Minutes updated on: Apr 30, 2024 - 02:36:04 PM

Minutes of November 13, 2023 Meeting of Middletown High School Music Boosters, Inc.

 

October minutes approved

Director Update: Matt is at All-County tryouts

Treasurer Report: using new software to keep track of budget, but it has been sold so he has to find a new one. Looking into getting a Venmo account for the band- trying to get it done before the next Tag Day (Saturday)

Tag Days- people were wanting to Venmo donations this past weekend. Brought in about $2,900 in the first two days, with about 15 kids participating (some did multiple shifts), more kids signed up for the second weekend. Will set up date to stuff envelopes in January for mailings. Possibly Feb 16 during the two hour early dismissal, will work out details later. Kelly will need list from Mike of donations over $100 for thank you notes. Need to improve communication for parents to realize kids earn money for their individual accounts

President Report: working with Doug to get the Gator payment, Bill Betit will drop it off. Jon cleaned it today. Thought this was a great band season, one first place and two second place in the competitions. Seniors loved the banners this year, will try to do it in August next season. Jon will check in with Matt on instrument repairs. Reminder sent to seniors to clean out uniform bags and to see if they will donate their dinkles.

Jazz Band starts the week after Thanksgiving, December games and rehearsals listed.

Jazz Knight- Kelly to get an email out to Jon with volunteer needs for him to send out soon.

Graduation May 21 at 1:30, awards possibly May 17

What to do with the old uniforms if we get new ones? Donate or sell?

Possible trip? Matt will be sending out an email to gauge interest. Would need more fund raising opportunities

Efim Shapiro had idea for recruitment to send students to go back to middle school to talk about it

Kylie Ware has experience with fund raising!

Respectfully submitted,

Kelly C. Betit

Secretary

 




Date of Meeting:
Minutes entered on: Apr 30, 2024 - 02:35:15 PM
Minutes updated on: Apr 30, 2024 - 02:35:15 PM

Minutes of October 16, 2023 Meeting of Middletown High School Music Boosters, Inc.

 

September minutes approved

Director’s Report: Thank you to all the chaperones, pit crew, and uniform helpers who have volunteered so far this season. 
Everything has been running smoothly because of you and it is greatly appreciated!

We should be receiving tickets for Towson competition. 
We can sell these tickets to recoup some of our participation fee.
Would just need someone to coordinate once we receive them.

Towson Competition: Matt and Doug will send out an email to see if people want to pre purchase tickets for Towson. Kelly will keep track on a spreadsheet and Matt will input the charge into their Charms accounts. We will receive 20 tickets and get to keep 100% of the profits.

President Report: seconds Matt, things are going smoothly with all the volunteers. He is clearing out old files that are outdated and wants to streamline the documents that are there to help with new parents in future years. The people coming in behind us will need to know what to do. If you oversee or help out, please write it down and update the google docs. We want to make it more useful.

Treasurer Report: He signed the taxes today, it was the deadline. Will Efile to the IRS and Doug will mail to the state government. Received letter owing $2k for late taxes last year. CPA will look into it with information Doug gave from Dawn last year.

Old Business:

Tag Days- second and third weekend in November, Michael and Jon working on it, Kelly and Celeste offered to help stuff and label envelopes, Jon will resend the sign up genius for more volunteers,

Senior Dinner: food is all signed up for, Jennifer and Kelly will start set up at school at 3:00 to make sure the tables are set up since they don’t have school that day, students can contact Sharon Martin to get help with photos, seniors to wear capes and white plumes

Need Candy for Halloween parade

Still need some Pit help for Towson

New Business:

Jazz Knight: Kelly to start in January, need to begin recruiting volunteers to head up committees, Celeste is willing to help,

Uniforms: Need to know the budget and Matt start looking at what styles he likes, when do we want them- fall 2024? Matt to send email to start the process, ours may be the oldest uniforms in the county

Will look at instruments to replace or repair

Next meeting may move to November 6 because all county tryouts are November 13, will check in with Matt

Meeting adjourned at 7:46 pm

Respectfully submitted,

Kelly C. Betit

Secretary

 

 




Date of Meeting:
Minutes entered on: Apr 30, 2024 - 02:34:16 PM
Minutes updated on: Apr 30, 2024 - 02:34:16 PM

Minutes of September 11, 2023 Meeting of Middletown High School Music Boosters, Inc.

 

August minutes approved

Director Report: Clinic this past weekend went well, only minor changes and improvements needed. Ordering school buses through the county, JMU will be through Virginia Coach. Choir is going well, performing at Christmas in the Valley, have 16 students. Concert will be in December. Barricade behind the band trailer blew over, Matt to fix it and maybe get another. All County tryout information is on the website.

President Report: nothing new to report

Treasurer Report: two signatures for reimbursements, not for budgeted items.

Old business: needs Ways and Means and Pit overseerer. Maurice Neel to be in charge of stopping traffic for the band to travel to and from the field safely. Michael may pick up ways and means.

Tag Days: Nov 11, 12, 18, 19, need sign up genius link, do we do more mailings and less walking? Definitely want to do mailings. Kelly will do the sign up genius- look at google docs from last years.

Will try to pack up the trailer the night before JMU after that football game.

September 29 the middle school students will join the band.

Only two events need trailer drivers, chaperones are needed for some competitions. Many openings still for FCPS festival. In need of senior dinner coordinator.

Will need candy donations for both Heritage Days and Halloween parade.

Jazz Knight is May 11. Jazz Band will start rehearsals right after Thanksgiving to start playing basketball games in December.

October meeting will be October 16 because of the FCPS marching festival on October 10

Meeting adjourned at 7:50

Respectfully submitted

Kelly C Betit

Secretary

 




Date of Meeting:
Minutes entered on: Apr 30, 2024 - 02:33:12 PM
Minutes updated on: Apr 30, 2024 - 02:33:12 PM

Minutes of September 11, 2023 Meeting of Middletown High School Music Boosters, Inc.

 

August minutes approved

Director Report: Clinic this past weekend went well, only minor changes and improvements needed. Ordering school buses through the county, JMU will be through Virginia Coach. Choir is going well, performing at Christmas in the Valley, have 16 students. Concert will be in December. Barricade behind the band trailer blew over, Matt to fix it and maybe get another. All County tryout information is on the website.

President Report: nothing new to report

Treasurer Report: two signatures for reimbursements, not for budgeted items.

Old business: needs Ways and Means and Pit overseerer. Maurice Neel to be in charge of stopping traffic for the band to travel to and from the field safely. Michael may pick up ways and means.

Tag Days: Nov 11, 12, 18, 19, need sign up genius link, do we do more mailings and less walking? Definitely want to do mailings. Kelly will do the sign up genius- look at google docs from last years.

Will try to pack up the trailer the night before JMU after that football game.

September 29 the middle school students will join the band.

Only two events need trailer drivers, chaperones are needed for some competitions. Many openings still for FCPS festival. In need of senior dinner coordinator.

Will need candy donations for both Heritage Days and Halloween parade.

Jazz Knight is May 11. Jazz Band will start rehearsals right after Thanksgiving to start playing basketball games in December.

October meeting will be October 16 because of the FCPS marching festival on October 10

Meeting adjourned at 7:50

Respectfully submitted

Kelly C Betit

Secretary

 




Date of Meeting:
Minutes entered on: Apr 30, 2024 - 02:32:36 PM
Minutes updated on: Apr 30, 2024 - 02:32:36 PM

Minutes of August 7, 2023 Meeting of Middletown High School Music Boosters, Inc.

 

July minutes approved

Welcome to all the new parents, we support all students- marching band, choir, concert band, orchestra, jazz band

Director’s Report: working on a date for elementary tours, will be added to the sign up genius, band camp went well today

President’s report: Introducing sub committees, many still need leads (Ways and Means, Pit), Ways and Means is the fund raising committee, Tag Days and Jazz Knight are the two biggest fund raisers

Old Business: waiting to hear back about the reinsurance from the company, once he hears back Doug can call and pay, Gator is leased and in the trailer, it is a new Gator this year with a higher lease from Gladhill, pay at the end of the season, trailer tires are fine right now but will be watched, very much in need of lead for Pit and Ways and Means, in need of chaperones for band camp, Pit lead does not need to be able to tow the trailer,

Karey- Uniform Committee- will be sending out a google form to order shoes/gloves/jackets via email, need to be in by the end of the week so we can get those ordered, waiting on price for upperclassmen who want to order a new jacket,

Proposed budget: Jon motioned, Doug second, everyone voted yay (thumbs up)

New Business:

Marching Band 2023 Sign Up Genius is going out tonight, Jon reviewed all the different volunteer needs, first game is Thursday this year,

Set dates for tag days: 11-12 November, 18-19 November, very much needs a leader but it is a big project

Band Boosters regularly meet the second Monday of the month at 7:00 pm

Time for questions

Communication goes out through Charms account, also posted on FB group and will sometimes come via Mr. Shearer

There is a subscribe link on the official band calendar that can be linked to app calendars (thanks Mary!)

Next meeting is September 11, 7:00 pm, virtually, the link is always the same

Meeting adjourned at 6:50

Respectfully submitted,

Kelly Betit, Secretary




Date of Meeting:
Minutes entered on: Apr 30, 2024 - 02:29:41 PM
Minutes updated on: Apr 30, 2024 - 02:29:41 PM

Minutes of July 17, 2023 Meeting of Middletown High School Music Boosters, Inc.

 

June minutes approved

Director’s Report: Registration complete, 47/48 members (5 more than last year), 16 new members, email sent out for participation fee, music has been decided: James Bond Theme, Live and Let Die, Skyfall, and Die Another Day, will get the section leaders their rookie information, still waiting on Senior Night and Homecoming dates,

Treasurer Report: starting to get the taxes put together, uncertain of how to deal with Tag Days money for the kids on the budget

Director’s Report: will discuss in old and new business

Vice President Report: remove Amazon Smile from budget, Matt to send him the google drive access

Will to get the gator and has taken care of maintenance

Old Business:

Band Camp sign up genius is out and about a quarter full already

New Business:

2024 budget proposal, to be voted on in August,

Jon has spreadsheet for the Charms account student money

Liability Insurance renewal- Doug to call and get quote, he has some paperwork (McGriff Insurance Co and/or Accord), Jon unsure if he has the information needed to fill out application- he will call tomorrow, too

Kelly will make up the fall Sign Up Genius, can be sent out after the August meeting

In urgent need of Ways and Means and Pit Chairperson

Meeting over at 8:20

Respectfully submitted by Kelly Betit, Secretary

 

 




Date of Meeting:
Minutes entered on: Apr 30, 2024 - 02:28:52 PM
Minutes updated on: Apr 30, 2024 - 02:28:52 PM

Minutes of June 19, 2023 Meeting of Middletown High School Music Boosters, Inc.

 

May minutes approved

Director’s Report: Thirty eight are currently registered, predicting 45-50 total, waiting on some dancers, ten new members, James Bond is the 2023 show, currently Skyfall, Live and Let Die, Bond theme song, Jazz Band selections will come out this week, will get with Doug to order paint for field for band camp

President Report- nothing current to report

Treasurer Report- Fidelity account up and running to earn more in interest, linked to the Truist account, big expense should be run by him first with a few days notice, Silent Auction: some hiccups, missing sheets so we think some money might be missing, too chaotic- need to improve this, suggests buying a paypal card reader for next year,

Old Business:

Money earned by students, $9,800 for tag days, proposed with $10/hour, 327 volunteer hours, Jon will get the total earned per student to Matt to upload into Charms accounts

New Business:

Michael Felton will serve as Vice President, voted unanimously.

Fall Schedule: Oct 14 competition may be moved to Oct 21, schedule is up on website

Kelly will send sign up genius for band camp to Jon to go out to the parents

New parent questions

Need new Pit Crew leader, need new Tag Days leader, new Ways and Means committee head

Need to establish 2023-2024 budget to present at July meeting- vote on in July

Scholarship checks need to be cut and dispersed

Participation fee for this year: $475- new students and $425 returning students, keep the same

Due to vacation, July meeting will be Monday July 17

Meeting ended 7:53

Respectfully submitted by Kelly Betit, Secretary




Date of Meeting:
Minutes entered on: Apr 30, 2024 - 02:27:46 PM
Minutes updated on: Apr 30, 2024 - 02:27:46 PM

Minutes of May 8, 2023 Meeting of Middletown High School Music Boosters, Inc.

 

April minutes approved

Director’s Report: Jazz band played great Saturday at all county Jazz festival, narrowing down his MB theme for next school year, received new lights for Jazz Knight will put them on the truss and program them, he takes care of sound, stage, backdrop, Mattingly has photos from last year, his things are good to go for Saturday

President’s Report: nothing new to add

Treasurer’s Report- Fiscal year? No one knew so he’ll look it up, Kelly needs to go back in to sign for debit card, he’s still waiting on checks from truist, too (person who set up account is no longer there), closing fidelity account and hopefully up next week, Boosters have been setting aside money for new instrument purchases and new uniform purchases

Jazz Night: Jazz Night- Senior corsages? Just have Mr. Shearer recognize them instead. Corsages have never been done before at Jazz Night, 8:30 am arrival, lunch will be served, hopefully finished by 2, then back at 6:00 for sound check, I’ve asked food people to come at 5:30, Mary is making table signs with numbers and names, Kim to bring pizza that day, ShowTix is collecting money and they will send us a check, Kelly has check list of all the things that need to be done Saturday for decorating, at 6:30 money will be collected directly at the door- cash or paypal at the door, not through showtix to avoid their fee, Mary needs a report to show who bought each seat- Matt will get to her, $20 and $15 at the door, Doug will get some petty cash, Doug and Mary will help process silent auction payment, looking for a few students to help man those tables to help Jennifer, Kelly will swing between food, beverages, and silent auction, Mary Cochran will pick up the catering order at Wegmans at 11:00 and bring to the school, 134 tickets sold so far

Awards Banquet: Matt sending Jon the google rsvp form, dinner at 6, awards at 6:45, May 19, Matt will send the award winners to Jon tomorrow and he will order them, dress code: business casual, final count to go to Will,

Volunteer Hours/Charms Credit: $27,303.00 donation, 327 hours, $14,000 was our budget for tag days, we need a cap for an individual family to earn, proposed $10/hour per kid. Vote passed, Jon to send Matt and Doug a spreadsheet with student volunteer hours, but budget might be wrong, so we will have to look at this again to determine tag days, Doug to redo it and reevaluate

Scholarships: Kelly Betit and Jon McCord and Matt Shearer to be the scholarship committee, Matt will send out the form, last year we had four scholarships

New Business:

Officers for next year to stay the same, Kim would really like to be replaced, Jon will keep looking

Vote passed, officers stay the same

Fall schedule: tentative schedule for competitions, band camp is set second week in August, JMU not set yet and may conflict with Towson, waiting to verify football schedule, too, snack for band camp needs to be individually wrapped items,

August 7 will be in person booster meeting, new parent meeting after band camp at 6:00

Will to talk with Bob about getting the Gator and his responsibilities for the fall

Uniforms- fall of 2024?

 

Meeting ended 8:32

 

 

 

 

 

 

 

 

 

 

 




Date of Meeting:
Minutes entered on: Apr 30, 2024 - 02:25:45 PM
Minutes updated on: Apr 30, 2024 - 02:25:45 PM

Minutes of April 17, 2023 Meeting of Middletown High School Music Boosters, Inc.

 

March minutes approved

No baby Shearer yet!

Director Report- a few students made all County Jazz (May 6), concert, Jazz Knight, and graduation performances coming up in May, limited on how many students can play at graduation, May 6 Jazz performance at Linganore at 3pm, Pit Orchestra played great at Catch Me If You Can, does have some music subs lined up for paternity leave

President Report- had fun playing in the Pit Orchestra, the professionals complimented the five students,

Treasurer Report- opening a fidelity account, officially closed the MVBank, needs week notice for large purchases, needs alphabetical listing by last name for all students in charms,

Secretary- waiting on tax exempt card, paperwork sent in in beginning of March

Old Business:

Bylaw change vote:

            Finances: The Treasurer shall ensure all monies collected are deposited and all authorized bills are paid. All checks will require the signature of one Officer with written/electronic confirmation by a second Officer. Instead of “two (2) Officers.”

            Voted yes by all

            Terms: Current wording, Article V, Section 1: “An officer shall serve no more than two (2) terms in the same Officer position but can resume a prior office after one term passes.” Proposed change: “An officers term shall be dictated by having a participating student in MHS music programs.”

            Voted yes by all

Jazz Knight: tickets sales site is up and live tomorrow for Jazz band families presale, public sales go live next Monday, how to do tickets at the door- Doug will get some cash for change at the door for cash sales, show tix will collect emails from those purchasing so we can send one email out a few days before (Mary already has it written up), Silent Auction- Jennifer not getting much help outside of Nancy Wynne, Jon to get her the QR code so she can have it available that night, need dancer photos and all five senior bios, Wegmans has donated $100 to cover food, Matt will work out custodial needs, Val Peters doing programs, Will taking care of table and table cloths,

Awards Banquet: Friday May 19, Will needs a rough count, AmVets in Middletown, can have as many as 160, Jon will send out an email to gauge interest, need payment at end of the night, roughly $11pp, students cost covered and $15 per guest, decide on gratuity in May meeting once we have a better feeling for how many students will attend, baked ziti- veggie and meat, bread, salad, tea and lemonade, Will to get cake or cupcakes, centerpieces donated by party city, Jon will order the awards and pick them up once Matt gives him the list, program optional,

 

 

New Business:

Officer Nominations: vote in May, Jon McCord nominated for President, Doug Koster nominated for Treasurer, Kelly Betit nominated for Secretary, Kim willing to stay but very busy and can’t be much help, send an email looking for potentional VP and Financial Secretary, need Ways and Means and Tag Days, voting in May

Charms Credits: Tag Days total $27, 303.95, next month we will determine exactly how much to go to student accounts, Kelly’s volunteer hours is 34, need to determine Nancy and Pam’s total number

Next meeting is May 8

Meeting adjourned at 8:20

 

 




Date of Meeting:
Minutes entered on: Apr 30, 2024 - 02:24:58 PM
Minutes updated on: Apr 30, 2024 - 02:24:58 PM

Minutes of March 13, 2023 Meeting of Middletown High School Music Boosters, Inc.

 

February minutes were approved.

President Report- thanks to Doug for all he’s doing as Treasurer

Director’s Report- Matt at All County Jazz tryouts, may or may not be able to pop in. There are checks for tag days he will get to Doug tomorrow

Treasurer Report- Success in changing account to Truist, linked PayPal account to that bank account, sent out bank report to everyone.

Old Business:

Jazz Night- Volunteers are coming in, major things are covered, boosters approved purchase of sign from Mountain Postal

Band Banquet- Will Cochran, the hall is booked, having trouble getting in contact with the caterer, about how many are we expecting? Jon- do we want to pay for students’ dinners? In the past ticket prices are set to break even, this is not a fundraiser,  Jon to send an email with the date and to gauge interest

Spring Trip- no information

 

New Business:

Bylaw changes- in relation to finances, to send out to everyone, vote next month. Doug to make folder on google drive to have electronic copies of board approval. Electronic approval for payments, no need for two physical signatures

                        Term limits: no more than two terms in sequence, proposal: officer’s term is dictated by student in music program, no limit.  Will allow for consistency.

Adjudication next Monday, March 20

Band Concert tomorrow night at 7:00 pm

Meeting adjourned at 7:40

 

 

 

 

 




Date of Meeting:
Minutes entered on: Apr 30, 2024 - 02:24:11 PM
Minutes updated on: Apr 30, 2024 - 02:24:11 PM

Minutes of February 13, 2023 Meeting of Middletown High School Music Boosters, Inc.

 

January minutes were approved

Director Report: Tuesday, February 14 is the last scheduled jazz band performance at basketball games. May add one more. Concert March 14. Uniforms are ordered. March 20, 21 judication at Oakdale.  Orchestra adjudication at Middletown, March 13 and 14. Classes going well, great kids and fun classes. MHS was well represented at All County, choir, band and orchestra

President- nothing new

Treasurer- Quickbooks, got a good deal but can’t split payments, MINT is a free software he found, and it worked much better. Will go over budget for taxes this year according to the accountant. Signed us up as charity on Paypal and that will save some fees. Would like to move some money from checking account to Tbills to make interest. Would like to change bank that we use to also get better interest. Would like to change the bylaw that requires two signature and make it an electronic agreement/verification.

Everyone agreed to move bank account to Truist, Jon and Doug will be the two names on the account. Doug will write up the bylaw change, Jon and Matt to send out to everyone. Will vote in the March or April meeting.

Upcoming expense: need new choir robes, new band uniforms in the next 2-3 years as well. There is a money market account set aside for these.

Old business:

Amazon smile is halting their donations to charities at the end of February.

Awards: AmVets- need decorations and coordination of food and venue, May 19 only night available at AmVets, park had plenty of openings, May 19 before graduation, ordering awards was easy

Jazz Night: Kelly will contact kitchen to reserve that for May 13, the County approved the food usage that night, Kelly has folders from previous jazz night coordinators, Lisa Bolton has been contacted to be photographer, Kelly will contact the town about the street sign banner

Spring Trip- Matt still needs to look into that to determine if it’s a possibility

Jon to send out an email looking for Awards coordinator and help for Jazz Night

Will will contact AmVets to get it scheduled

New Business

Scholarship- April for applications, boosters will need to determine how much- maybe next month’s meeting

Think about next year’s booster board, nominations in April to vote in May

Meeting adjourned at 8:00 pm




Date of Meeting:
Minutes entered on: Apr 30, 2024 - 02:23:20 PM
Minutes updated on: Apr 30, 2024 - 02:23:20 PM

Minutes of January 9, 2023 Meeting of Middletown High School Music Boosters, Inc.

 

November minutes were approved as submitted

President Report- nothing new to report

Director Report- Choir concert went great, and Christmas in the Valley.  All County: everyone needs their outfits, Jazz Band has begun playing at basketball games, awaiting Tshirt orders, last game is February 14, possible playoff games

Pit- Gator returned, door was fixed on the trailer

Treasurer Report- tag day $4,080 (mailings) deposited as well as $658.88 for second place at Heritage Days and Halloween parade donation, meeting with Dawn on Saturday to be fully instated in this role, wants access to mobile app, discussion on how to get two signatures on checks, he will get debit card and other information Saturday, Matt will not be added to the account, Kelly will contact Scott Snyder for jazz night stuff

Recap of Tag Days-$3954 money on actual day, Kelly shared that many of the thank you notes have already gone out, will have students write some

Tag Day Envelope Stuffing Party- Becky Meyers to get Pam more addresses for the houses to Pam, she will bring the labels to Kelly’s house Wednesday, Kelly picked up many of the flyers and return envelopes from Nancy West, hoping all goes well!

Ways and Means- Nancy is retired, looking for new volunteer to take over

All County Concert is January 8 at TJ High School

Michael Felton, possibly interested in heading up Jazz Night, Jon to contact him. Kelly will contact Kelly Bongard about the photographer and possibly reach out to Lisa Bolton (share with her examples of the posters)

Band Award Night- location? Jefferson Ruritan has been used but began to decline in service, then moved to Middletown AmVets which was good. Date needs to be set- possibly weekend after Jazz Night. Do it before? May 8, 9, 18, 19, or 20 (Jazz Night is May 13, Band and Orchestra Concert Night is May 16), prior to graduation

Jon to send out request for volunteer needs: Awards Banquet Chair, Jazz Night Committee Chairs, and Ways and Means Chair

Spring Trip- Matt will look into Kings Dominion for dates that work with his upcoming arrival schedule!  He will consider Hershey, too

Meeting adjourned at 7:44 pm.

Respectfully Submitted

Kelly C. Betit

 

 




Date of Meeting:
Minutes entered on: Apr 30, 2024 - 02:21:07 PM
Minutes updated on: Apr 30, 2024 - 02:21:07 PM

Minutes of November 14, 2022 Meeting of Middletown High School Music Boosters, Inc.

 

October minutes were approved

Director report: Congratulations on a successful season. Second in states is wonderful, he’s very proud of the band and the improvements they made this year. Thank you to all the volunteers.

President Report- nothing to share

VP- traveling, nothing to share

Treasurer- Still waiting to hear from Dawn, will reach out again. She needs to transfer the banking stuff to Doug.

Ways and Means- All fundraisers we have done in the past show little profit.  Her suggestion is: effort should be focused on Tag Day and Silent Auction at Jazz Night for next year. Two most profitable fund raisers. Looking for someone to coordinate Silent Auction in May. Nancy is stepping down after Tag Days but will assist in Silent Auction.

Pit- Will to return the Gator to Gladhill. Order parts to repair the trailer door, Burdett Brothers said it’ll be $370 and needs to get a new battery- will order in the spring. This is also Will’s last year, Bob Coffman is willing to step up and run Pitt in 2023 season.

Tag Days- With the coverage we have this upcoming weekend, we won’t be able to cover even 25% of the area. Suggestion for next year: do mailings and have the kids to stuff envelopes, no more street walking. If still want to walk, pare down where we walk- eliminate Myersville and some other areas and only mail there. Will set up a meeting with Kelly, Nancy, and Pam to set up meeting for Kelly to coordinate. Nancy Wynne is willing to help. Will do mailing party in January.

New business:

How to get more volunteers? Need freshman and sophomore parents to step up.

Jazz Night is May 13, 2023. Silent Auction needs to start in February. Will to take care of tables and tablecloths. Kelly to coordinate event.

Uniforms are ten years old, there is money in the budget for it. Not ready to order just yet but will start to consider it. We have oldest uniforms in the county (probably). They get dry cleaned in August.

Next meeting is December 12.

Meeting adjourned at 7:50 pm

Respectfully submitted,

Kelly C Betit, Secretary

 

 




Date of Meeting:
Minutes entered on: Apr 30, 2024 - 02:19:14 PM
Minutes updated on: Apr 30, 2024 - 02:19:14 PM

Minutes of October 17, 2022 Meeting of Middletown High School Music Boosters, Inc.

 

September minutes were approved

Director report: fantastic marching season so far, Linganore itinerary posted, waiting on JMU, definitely doing the Halloween parade so costumes will be needed before JMU, concert choir going well, concert December, thank you to all volunteers, he will add sign up genius link to itineraries

President Report- need to find out if Dawn issued student reimbursement, treasurer found some issues with tax exempt status- he will reach out to Dawn,

VP- nothing new

Treasurer- new treasurer waiting to meet with Dawn to get updated information

Ways and Means- cleared over $500 in Tshirt sales at Heritage Days, 48 Tshirts and no hoodies left! Will not focus on getting rid of them anymore, Tag Days: Nancy and Pam are working together, Signup genius is out with over 100 slots to fill,

New business: Feeder tour: 3 chaperones needed- Kelly will add, bus is booked for JMU, chaperones may have to ride with trailer drivers, volunteer needs in some upcoming events,

Vote on the bylaw change- allow alumni parents to fill officer position when needed- motioned and seconded, vote passed

Vote Doug Koster to Treasurer, passed

Senior dinner, gifts purchased, and Jennifer Smalt is in charge, sign up genius for food has gone out, October 28

Group photo will be taken on October 26 at feeder tour, also group photo at JMU

Can band roster be published? Matt will have to check if it’s okay

FB group, posting pictures is okay, who is approving? Only people who can answer the questions, Matt does deny people

Currently three signup genius: Volunteers at events, Senior Dinner, and Tag Days

Meeting adjourned

Respectfully submitted,

Kelly C Betit, Secretary

 

 




Date of Meeting:
Minutes entered on: Apr 30, 2024 - 02:18:18 PM
Minutes updated on: Apr 30, 2024 - 02:18:18 PM

Minutes of September 12, 2022 Meeting of Middletown High School Music Boosters, Inc.

 

July and August minutes were approved as presented.

Director’s report: first football game went well. Clinic went well, too- he and band learned a lot, stuff to work on- well worth the money. Look on website for itineraries. Staging for band will be in a new location for Heritage Day. Need to request candy donations- Jon to do.

President report: Friday night went well without Mr. Shearer, kudos to band and staff. August meeting for new parents was good and will hopefully have some new volunteers. 

VP- nothing new to report

Secretary- nothing new to report

Pit- nothing new to report. Clarify location of gator and trailer Friday night. Will go back to normal, bringing it back.

New Business-

Amending by-laws: “Members who are parents of music ensemble and dance team members will have voting rights and will be eligible to hold office. In the event that an officer position remains unfilled after the June meeting, a parent of alumni may fill the position until it is filled by a parent with a student currently in the program.” To vote on this in the October 10 meeting.

 

Nancy has resigned as Ways and Means Coordinator to take over in-person tag days coordinator.  She needs volunteers to sell Tshirts at Heritage Days.  Jon will send another email with the link.

Tag Days- Pam Stultz, 2nd and 3rd weekend in November due to Towson on November 6.

Senior Dinner- October, 28. Jennifer Smalt will be our coordinator again this year.

Spring band trip- send out a feeler to parents to see how many students might be interested. Estimated $1500 per student.

Matt will send out an email for volunteer training to all the parents.

Bus for JMU, Atlantic Coast Charters, on bus for 50 passengers: 46 students, 3 staff, chaperones can ride in towing trucks. Early departure.

Halloween parade is a go. Town is willing to do the parade when we get back. Kelly will add chaperone slots for parade to sign up genius.

Insurance- policy is up to date with no lapse in coverage. Dawn is waiting for them to email her a link and then she will pay it.

All tax stuff is resolved.

Matt liked having the parents fill and send in water balloons and would like to do that from here on out.

Lisa Bolton- where to post her photos in a safe and private way but that parents can access? She has a Shutterfly page, will ask parents to contact her to get access to it. She’ll send it to Jon. Matt is waiting on do not publish list to be sent to him via MHS to know what students can’t be published.

Meeting adjourned at 8:05 pm

Respectfully submitted,

            Kelly C. Betit, Secretary




Date of Meeting:
Minutes entered on: Apr 30, 2024 - 02:16:14 PM
Minutes updated on: Apr 30, 2024 - 02:16:14 PM

Minutes of August 1, 2022 Meeting of Middletown High School Music Boosters, Inc.

 

The July minutes approval was postponed to the September meeting since we were meeting in person in the auditorium

Director’s Report: The first day of band camp went well. The kids may not feel that way, but Mr. Shearer was pleased. No decision on a trip.

President’s Report: Introduced himself to all the new parents. Request for Band Booster Treasurer. Explanation of volunteer needs, sign up genius.

VP report: Introduced herself. Nothing to report

Treasurer Report: Again, this was mostly just a plea for help, no treasurer was present

Ways and Means: Nancy is looking for an assistant to help with fundraising, she is willing to run Tag Days if someone would step up to take over her position. Pam Stultz spoke on behalf of Tag Days, asking for help from the new parents. She will continue to do the mailings.

Pit: Will gave an introduction and explained what they do for the new parents. He has arranged the Gator rental from Gladhill. Again, general plea for volunteers

Uniform: Karey handed out glove/shoe order forms. She brought it gloves and jackets for the parents to see. Together she and Kelly showed parents how the uniform boxes worked.

Secretary Report: Introduced herself, explained some other band traditions like senior buddies for new parents.

New Business:

            Who will be responsible for water for band members? Added it to pit parent job description for Football games.

            Addressed questions for rookie parents

Meeting adjourned at 7:45pm

Respectfully submitted,

            Kelly C. Betit, Secretary

           




Date of Meeting:
Minutes entered on: Apr 30, 2024 - 02:15:07 PM
Minutes updated on: Apr 30, 2024 - 02:15:07 PM

Minutes of May 16, 2022 Meeting of Middletown High School Music Boosters, Inc.

The April minutes were approved.

Director’ Report: Jazz knight went great, was a huge success. Thank you to everyone who helped. Greatest Showman next year! Marching band registration is in the works. Matt will start adding the new people into charms and will send out individual financial statements to students as they register. Thank you to outgoing executive committee.

Treasurer’s report: Attached.

VP: Nothing to report.

Ways & Means: Silent auction. Tough getting businesses to contribute this year. A lot of donations came from families, so thank you to them. We had about $1500 in donations value and came away with a little over $1,000, better than expected. We agreed to sell t-shirts in the park. County-wide Girl scout picnic in the park 11-3 on Saturday, June 11. There will be a sign-up genius to sell in shifts. We need a 6-foot pop up tent. Already reserved a spot at the park. That will be final fundraising for this year. Also reserved a place at Heritage Days in September

Uniforms: Karen Shuckers will take over uniforms. She helped fit all the uniforms last year, so she is experienced with that.

Thanks to Kelly Bongard for Jazz Knight. It went really well. Dawn sent her information to compile regarding tickets, etc.

Banquet – We have enough people to do the scholarship review. We have the park anytime from 8 am to 8 pm. Monday, June 6. 6-8 pm. Need someone to coordinate cupcakes. Will just be cupcakes and awards and hanging out.

Nominations and voting ---

    President – John McCord

    VP- Kim Whitely

    Treasurer- Sherrell Cottrell

    Secretary – Kelly Betit

    Financial Secretary – currently vacant

Motion by Kelly Betit, seconded by Dawn, motion passes. New executive board will take over at the next meeting.

Rick – Thank you to everyone for stepping up. The band program is doing better than ever, all things considered.

Meeting adjourned at ___________.

Respectfully submitted,

     Rachel S. Nessen (Depo), Secretary