Lower Dauphin Band Boosters Meeting Minutes January 12, 2015
Attendance: A total of 11 members attended: Lisa Grubb, Dwight Steinly, Cindy Morris, Irvette Timms, Kathy Keister, Nancy Orth, Susan Seacord, Griffin Yohn, Carrie Bell, Eric Heberlig, and Band Director Keith Richardson.
The General Booster Meeting began at 7:05 PM, immediately following an Executive Committee Meeting.
Falconland – Lisa reported that there are currently about 30 groups signed up for the indoor competition scheduled for Saturday, February 28, at the LD High School. This is down slightly from previous years, due to other competitions being held the same weekend and a decrease in the number of local drumline and dance groups. Kathy has created a menu for the event, and she and Lisa have been approaching local businesses about donating food and supplies. Nancy will be shadowing Kathy to prepare to take over as Manager. Bonnie Sheffer has agreed to help in the kitchen again. Greco’s Ices will have a stand, and Tri M may do a bake sale again. Dwight will be helping to coordinate groups and room assignments. He will also assist Lisa with the volunteer schedule. Griffin and Mary Yohn will be shadowing Lisa to prepare to take over organizing the event for next year. Cindy will be selling candy grams. She will prepare an email to go out by early February asking for donations and volunteers. Susan will be coordinating program ad sales and trophy sponsorships. Lisa will contact Brian Foster of Picture Perfect, who prints the programs, and will copy Susan on the email. Susan will send an email out tomorrow to students and parents with the ad and trophy letter and order forms. Ad sales and trophy sponsorships will be due on February 2, and students will keep 50% of every dollar they bring in. Lisa will ask Jodi Whitehaus if she wants to again sell buttons, but it was decided that we should just use up existing supplies and not purchase any more. Mr. Richardson will retrieve the button maker from Mr. Hutchison.
Indoor Drumline – Lisa reported that we will need to rent a box truck in addition to the trailer for all drumline performances due to the number of instruments and size of the props. The instructors have solicited $600 in donations to help cover the approximately $900 additional expense, and Irvette stated that there should be enough left in the indoor budget to cover the remainder. Lisa will get an official quote for the truck rental. The drumline still needs parents with trucks who can help tow the trailer to performances and will need adults to help with props. Lisa has reserved a parking lot from a church in Wildwood to use for practices during the TIA Championships this spring.
Secretary’s Report: There were no changes or corrections to the November minutes, which were posted on the Booster website, and those minutes were approved. There was no December meeting.
Treasurer's Report: Irvette presented financial reports showing that there is currently $16,295.97 in available General Funds. There is $20,630.11 in student accounts, and Irvette has an updated list of student account balances. There is $1,424.29 in Band Aid, and $1,324.04 in Band Council. There is a large amount of funds currently in savings, but Natausha Bulgrien will be making a $30,000 payment to the Florida trip travel agency this week. Kathy questioned the amount of booster proceeds from the Citrus Sale, noted as $1,195.94 in the budget. Kathy thought there should be closer to $1,400. Irvette offered to give Kathy her records, and they will look into the discrepancy. Lisa reported that she, Irvette, Natausha and Mr. Richardson met the previous week to go over financials and the Florida trip payments. Natausha will be taking over the Treasurer’s job completely in March 2015.
Page 1 of 2 All-State Orchestra – Lisa reported that Mr. Hutchison submitted a request to the boosters to help with the All-State Orchestra being held at LDHS on March 26-27. He would like the boosters to serve snacks and drinks to the students during rehearsals on the 26th. PMEA will cover the cost of the snacks. Kathy and Nancy will make arrangements and coordinate with Mr. Hutchison.
Uniforms – Mr. Richardson said there was money in the school budget if we want to get the marching band uniforms dry cleaned this year. He is not yet sure whether students will be wearing the uniforms during the Florida trip as that depends on the weather and what time of day they will be marching in the parade. Cindy said the Concert Band students would need to be fitted first, and some marching band students may need to be re-fitted. If they do not wear uniforms, they will wear khakis and the band polo shirts.
Florida Trip – Mr. Richardson will be scheduling a parent meeting for early March to go over additional details and last minute plans. He will have the final itinerary and luggage arrangements at that time. There are 96 students and about 10 adult chaperones going on the trip. The third trip payment is due on January 15, and the last payment will be due on February 15. The amount of the last payment may change, depending on final costs. Dwight is going to book a rental truck to use for instruments and luggage, and the cost of that rental will be added to the trip payments. Using the truck instead of trying to check baggage on the airlines will be a significant savings for students. Eric Heberlig has agreed to help drive the truck down and back, and Dwight is lining up additional drivers. The boosters agreed that if the drivers need to stop at a hotel to rest during the trip, the cost for that night should be covered. Drivers will have to pay their own hotel fees in Florida but will not have to pay airline fees. They will leave one day before the students, March 30, and arrive home either very late on April 4 or on April 5. Students will need to bring their suitcases to school that Monday and load the truck, and they will have to bring a carry-on for the flight. Mr. Richardson is currently working on room assignments with the students.
Discount Savings Cards – Susan reported that all cards have been paid for and distributed to students. There are 2 extra cards as the boosters had to purchase 100, and students only sold 98. She will try to sell the extras next week. Irvette said she has recorded all of the student profits for this fundraiser and would be paying the invoice soon.
Sponsor T-shirts – Susan will contact Karen Smith to check on the status of the t-shirt printing. It was suggested that students should have them before Falconland on February 28 so they can wear them while helping with that event. Cindy will get the list of t-shirt sizes ordered by marching band students this past summer, and Mr. Richardson will get sizes for the remaining concert band students at school. Susan will send out an email to students and parents, offering them the opportunity to buy additional t-shirts at $15 each. The boosters decided that parents chaperoning the Florida trip should be allowed to purchase the sponsor t-shirts at our cost since everyone will need to wear the shirts one day in Orlando. . Meeting adjourned at 8:10 PM.
Respectfully submitted, Susan Seacord LDBB Secretary
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