Treasurer S Report s1

The regular monthly meeting of the Spring Valley High School Band Booster organization was held on Tuesday, March 22, 2016 at 7:00 pm in the SVHS band room.

The meeting was called to order at 7:13 pm by President Brad Wheeler. Copies of the minutes from the February 2016 meeting were read aloud to all present. Mr. Hardin stated that we did indeed buy and sell, as an organization 27 extra flats of strawberries. The minutes had stated that we were not sure that we would buy any extra flats. All present agreed to accept the minutes as read/written with just that one change.

TREASURER’S REPORT

Stacey Dilley presented the monthly Treasurer’s Report. The Report listed the band’s checking account balance was $11,018.81. She acknowledged that, at this time, all bus bills are paid in full. We will incur one additional bill to Cabell Midland for the annual ratings, but that should be the last bill for the 2015-2016 school year. In projecting expenditures for the remainder of this school year, it was estimated that we should finish the year with around $10,000.

The body voted to approve the Treasurer’s Report as submitted.

CONCESSION STAND REPORT

Brad stated that the concession stand had been emptied of all of the Goodwill items. There was some question as to whether or not there was water in the stand. Mr. Hardin stated that the JROTC had used the stand for their recent Raider meet, but that he didn’t know whether or not they had water. He was going to get with Mr. Porter, Athletic Director, and ask about the water.

DIRECTORS’ REPORT

Mr. Hardin reviewed upcoming dates for the band. He provided the following:

April 12 and 13 – Middle School ratings adjudication. Our feeder middle schools would be adjudicated on the 13th.

April 14 – High School adjudication—Wind Ensemble @ 9:30 and Concert Band @ 11 o’clock.

April 15 – All Area Band to include Middle Schools at Cabell Midland.

April 26 – Spring Jazz Bands concert @ 7:00 pm

April 28 – Spring Concert Bands concert @ 7:00 pm

May 6 – which is a Friday – annual band banquet. June 6th thru June 10th – Pre Camp for Marching Band

July 18th thru August 5th – the REAL Marching Band camp

Drumline practice is going to be resuming on the Monday after Spring Break.

Mr. Hardin requested approval to purchase this year’s Marching Band competition show. He wants to obtain two different shows—one for football games and one for competitions. One show is based upon the music of Michael Buble. That show is actually free (Treasurer’s editorial note--yay!). The second show is comprised of Latin dance music and comes complete with a drill. This show is $1580. In the past, we have purchased a show and a drill separately. We have paid $1000 for just the drills. Kevin Price made a motion to approve this purchase. The motion was seconded by Melissa Price.

Mr. Hardin stated that he has begun purchasing the awards and emblems for the kids to receive at the Banquet.

As for the strawberry sales, Mr. Hardin stated that the strawberries were supposed to be delivered on Wednesday. They came on Tuesday instead. We made between $1200 and $1300 on this fund raiser; however, we always seem to experience problems with our vendor in the areas of billing and delivery. Therefore, Mr. Hardin stated that he is contemplating changing vendors for our next fruit and strawberry sales.

OLD BUSINESS

Band Trip to Cedar Point 5/28/16

Mr. Hardin has placed a sign-up sheet at the entrance to the band room to gain an initial count of how many kids would be interested in going to Cedar Point as an end-of-year band trip. To date, he had 30 kids signed up. The trip will be a one-day trip, i.e., driving up and back on the same day which is May 28th. It was decided that we would finalize the number of interested students, contact Spring Valley Charter with those numbers, obtain ticket estimates for Cedar Point, and finalize the trip and begin accepting payments from prospective attendees.

Brad mentioned that the security system that is sold at Harbor Freight still looks like the best bang for our buck. This was approved at a previous booster meeting, and the purchase will be completed shortly.

Kevin Price re-visited our discussion on obtaining a security door for the larger concession stand (as the smaller one is secure). He has an estimate for $500 for the purchase of such a door. Stacey Dilley made a motion to approve this purchase, and Mr. Hardin seconded the motion. Kevin Price also re-visited his proposal to attempt to obtain the band a new to us truck with little or no money from the Booster organization. At this point, he has obtained commitments to the tune of $25,000 towards this truck from area vendors/institutions. Our goal for the truck is $50,000. He proposed that we sell the old truck, when a new one is obtained, and use the money for extra’s on the new truck such as lighting and wiring. He also proposed that we list all donors towards this truck on it in a small area entitled “Friends of SV Bands” and place a full page ad in all of our programs. No motion was made on his suggestions; however, they were discussed in earnest and will be re-visited at future meeting(s) as his fund raising efforts progress. Kevin also stated that he has a commitment from RJ Corman/AEP for us to buy the new truck through their fleet. Again, this will be re-visited at future meeting(s).

NEW BUSINESS

Brad Wheeler introduced a new fundraising activity involving the sale of shirts and sweats with just band logos or just school logos. He has been contacted by a vendor that stated that, if each kid sold just 4 items, the band could make a profit of $4000. (At this point, someone had to come and fan the Treasurer as she experienced the vapors). This fundraiser will be revisited as old business once samples are received from the vendor.

Being as it is that time of year again (election of officer time), Brad Wheeler requested volunteers that would form our annual Nomination Committee. Mr. Hardin, Ms. Lykens, and Mr. Bullington all volunteered to serve on this Committee. Mr. Hardin distributed his Booster Handbook to all present. That Handbook contains job descriptions for all of the Booster Officer positions.

Brad also requested volunteers to help with the planning and completion of the upcoming band banquet. Tracy Wheeler, Cindy Dyer, Brenda May, and Melissa Price all volunteered to serve on that committee.

Stacey Dilley then brought up the topic of senior gifts for the banquet. Ms. Lykens provided us with the number of seniors this year—21. It was decided that we would provide the students with gift cards (perhaps purchased through our scrip vendor giving us a % of the sale back).

NEXT MEETING

The next Booster meeting will be on April, 18, 2016 @ 7:00 pm.

The meeting was adjourned at 8:15.

Prepared by Stacey A. Dilley, Treasurer