The Meeting Was Called to Order at 6:30 P.M

September 17, 2013

WHS Board Meeting

Board Members (2013/2014) Present Parents in Attendance Kyle Ferland, Band Director  Scott Shefferman  Rob Bastos, President  Candice Malin  Mary Joe Moran, 1st VP  Terri James, 2nd VP  Toni Diaz, Treasurer  Charles Hafner, Correspondence  Secretary Gale Hoover-Richmond, Secretary  Amanda Bastos, Concessions  Ed Diaz, Equipment  Jenn Miller, Volunteer Coordinator  f/away games Stephanie Turner, Coordinator  f/Concessions home games

The meeting was called to order at 6:30 p.m.

Event Listing:

Rob welcomed everyone to meeting.

The WHS Band Incorporation is now complete. A majority vote to follow Bylaw rules set forth in the incorporation was accomplished by board members prior to incorporation. The board voted all Band Booster Board members to sever as the Officers of Corporation. The official copy of The Articles of Incorporation, FEIN number is 46-3628502 has been mailed by the State of Florida. The Board President (Rob Bastos) will create a binder with Articles of Incorporation, Bylaws and all applicable paperwork. This binder will be past from President to President.

WHS Band website has been updated and now includes current year minutes. Website will be managed and maintained by Rshawnda Grayson. All Board member pictures and Bios are provided on website. There will be a section for fund raisers. Rob asked everyone to review the website for completion and errors.

The away travel volunteer coordinator will be Jenn Miller and home game volunteer coordinator will be Stephanie Turner. Amanda will be training Jenn for concession chair and Rob will be showing Gale the tasks of President.

The WHS Marching Band trailer now has the printing completed and looks great; however lighting is needed for the interior. Rob has an offer from a company to install the lighting in return for an Ad sign placed on the trailer. The back door is 7 1/2 feet wide. Board agreed to allow companies to purchase Ad signs to be placed on the back door of trailer. Charles volunteered to look into ad sizes and what we should charge for signage. First thought is $100 for initial sign and $75 renewal each school year.

Next school year 2014/2015 the band will need someone other than Rob to pull trailer. Jenn Miller’s husband has volunteered and will do a trial run at some point this year.

The trailer will be used in the Apopka Christmas Parade. Once we know the theme of this year’s Christmas Parade, we will decorate the bed of truck pulling trailer accordingly. Rob asked for a volunteer to sell ads for the trailer. Mr. Ferland would like to have bars installed in the trailer to carrier Band Uniforms.

As indicated below for events; Middle School night will be November 1, 2013. Board discussed shirts for Middle School night. The shirts will be for 8th grade middle school students only. One idea was; “Future Mustang on back of shirt in large print and Wekiva High School Band in smaller print on front. Merry Joe provided a quote from “The Printer” of $9 per shirt. The board will solicit 2 more quotes. Rob is going to draw up some designs and send to board members to review. Friday September 20, 2013 is Elementary night and we will need 3 additional volunteers.

Fund raiser books have now been given to band students to sell. They are $20 each with $10 per book sold being applied to student assessment fees. All money must be turned in the October 4, 2013 and vendor paid by October 16th. Beginning October 17, 2013 thru October 31st, Yankee Candle fund raiser will take place. The vendor has guaranteed candles will be in by Christmas. The amount applied to student’s assessment fees will be decided once it is determined if we have to pay shipping and handling. However, it is anticipated to be about 25%. Stephanie Turner had an idea (Soy L scent) (www.candles4U.net) for a fund raiser for spring time frame of next school year.

We will not be purchasing insurance for car washes at this time. Car Washes have been put on hold for the time being. When we go back to organizing car washes, we will have signup sheets on the Website.

Mr. Ferland told us we now have a shed to house all the chairs and drum major stands. Rob and Mr. Ferland will have keys. Rob will also be looking into purchasing new drum major stands. We will be soliciting prices for pictures. Mr. Ferland has a person that offered to give him a price. Anyone providing services or items has to be an OCPS vendor. Terri has a quote of $1,500.

It was suggested that the band members wear pink ribbons or arm bands for Breast Cancer Awareness. Terri is looking into pricing and availability and will be given $30 from petty cash to purchase ribbons, bands or material to make scarves.

Rob and Amanda will be going to SAMS to purchase supplies for concession. We need to plan on being busier now, that our FB has improved and is drawing in more people.

New menu signs will be printed by The Printer and cost $50. We will have them by Friday September 20, 2013.

There are 2 parents that still need their booster cards. Rob will get them to Mr. Ferland.

The Sam’s account has now been increased to $5,000.

Toni informed the band that we have $3,486.64 in our account. Statements of assessment fees will be mailed out to parents at the end of each 9 weeks. At the present time, less than half haven’t paid their first $75 assessment.

Mr. Ferland paid $80 for All-State auditions fee and $125 University Marching Band Competition fee. Music resumes were sent to FSU for selection for Tri-State Festival and FSU is the Host. The students come from Florida, Georgia and Alabama. There will be one student selected per school. The event will take place on 12/5/2013 thru 12/7/2013. Students will stay at the dorms at FSU. Mr. Ferland requested that if someone is selected from WHS, could the band pays the fee.

Scott Shefferman suggested that we have a contingency plan for rain at away games. Mr. Ferland and Board concurred and will develop a plan. Also, is it possible for the buses to leave earlier to away games.

Next Board meeting will be Tuesday October 1, 2013 at 5:30 in the Chorus room followed by Parent Meeting at 6:30 in the chorus room.. EVENTS: Football Schedule Date Opponent Time 8/23 Leesburg HS (Preseason) (Away) 7:00 PM 8/30 Jones HS (Home) 7:30 PM 9/6 Edgewater HS (Away) 7:30 PM 9/13 Apopka HS (Away) 7:30 PM 9/20 Oak Ridge HS (Home) 7:30 PM 9/27 Lake Howell (District - Homecoming) 7:30 PM (Home) 10/11 East River (District) (Away) 7:30 PM 10/18 East Ridge (District) (Away) 7:30 PM 10/24 Ocoee HS (District) (Home) 7:30 PM 11/1 Winter Springs (District) (Home) 7:30 PM 11/8 University HS (Home) 7:30 PM

September 19, 2013 Elementary Night September 21, 2013 All State Try Outs @ Ocoee High School October 19, 2013 University Marching Band Competition November 1, 2013 Middle School Night November 2, 2013 MPA November 8, 2013 Patriot Concert December 12, 2013 Prism Concert December 14, 2013 Apopka Christmas Parade January 8th thru 11th 2014 FMEA All State (Tampa) January 21st/23rd/24th 2014 All County Concert Band Rehearsals January 25th 2014 All County Concert Band Performance February 6th, 7th and 8th 2014 Ferland requested WHS to host Solo Ensembles that would include WHS also providing concessions. February 20th – 22nd 2014 All County Jazz Rehearsals February 24th 2014 All County Jazz Performance March 6th – 8th 2014 District MPA March 27th – 29th 2014 State Solo Ensembles April 5th 2014 Apopka Arts and Jazz Festival (WHS should have concessions this year per Christine Moore). May 1st – 3rd 2014 State May 15th 2014 Spring Concert May 17th 2014 WHS Band Picnic