Lower Dauphin Band Boosters s1

Lower Dauphin Band Boosters Meeting Minutes August 20, 2013

Attendance: A Total of 16 members attended. Executive Committee - Lisa Grubb, Susan Seacord, Irvette Timms, Dwight Steinly, Cindy Morris, Amy Nestler, Gayelee Bottiglia, Nancy Orth Boosters - Lorraine Miller, Kari Potts, Kristen Waughen, Angie Scipione, Phil Gutierrez, Caroly Gutierrerz, Cindy Cunningham, Linda Lehman

Meeting was called to order at 7:30 pm by President Lisa.

Secretary’s Report: Susan read the minutes from the July meeting; they were accepted as read. Minutes will also be posted on the Band Booster web page and emailed to parents the week before the next meeting.

Old Business:

Band Camp – Lisa reported that camp went well, and Kathy Keister was grateful for the number of volunteers she received. Lisa sent out a thank you email to parents.

Polo Shirts – Amy still needs to get a count of the Concert Band students from Mr. Richardson, and then she will order them.

DCI Show – Mr. Richardson said he bought 102 tickets, and that the students really seemed to like the event.

McBand Night – Lisa is faxing the request form to McDonalds today. She is requesting two possible Wednesday evening dates: October 2 or October 9. From 5-7 PM on that night, the Band will receive 25% of sales from customers using the fliers that were handed out previously. Boosters were reminded that they cannot hand out the fliers at McDonalds that night. Susan will forward the McBand art and info to Lisa so that we can start advertising this event. This is a general Booster fundraiser.

Sweet Sounds – Lisa reported that unfortunately she and Mr. Richardson had to make the decision to cancel this fundraising event because there were only a few bands registered, and the amount of work required would not be worth it for the small amount of income. The Boosters will try to schedule this event for another year and will try to get a date later in the fall. This was a potentially large fundraiser for the Boosters, so we will need to look for other money-making opportunities, especially since the Band has gotten so much larger and therefore has more expenses.

Students Fundraisers –  R & K Sub Sale – Lisa reported there was good participation in this fundraiser. Order pick-up is Tuesday, August 27.

 Hershey Bears Fundraiser – Amy reported that tickets on the 200 level would cost $13 and could be sold for $18, for a student profit of $5 per ticket. Must order 50 or more. She will distribute info as soon as the Bears’ schedule comes out.

 BBQ Chicken Sale – Kari reported that ticket sales will begin on Tuesday, September 3. All students will have an opportunity to pay in advance for tickets at a cost of $7.50 each. They will then sell these tickets to family and friends, and a profit of $2.50 per ticket will be deposited in their individual student accounts. Tickets must be paid for in advance by check made out to LDBBA – no cash purchases will be accepted. Students may purchase as many Page 1 of 3 tickets as they wish, but we are encouraging each student to sell at least five. Additional tickets will be available for purchase up until September 17. There will be no refunds for tickets not sold. This is a student fundraiser, and all profits will go into the students’ individual accounts. Parents will be asked to donate bottled/canned drinks or individually packaged baked goods to sell at this event. About 15 adult or student volunteers will also be needed to take tickets and hand out the meals at the Hummelstown Fire Company on Saturday, September 28, from 9:00 AM until meals are sold out. Tickets are only guaranteed until 11:00 AM. Susan said her husband, a local Scout leader, asked if Cub Scout Pack 201 could set up a popcorn sale table at the Fire Company during the BBQ pick-up. In return, the Scouts will advertise the BBQ sale to their parents. The Boosters agreed but said Mr. Seacord needed to check with the Fire Company to make sure it is okay with them. Susan will send out an email about this fundraiser, and will attach an updated copy of the 2013-14 Fundraising Schedule.

 Sheetz Coupon Books – This fundraiser was canceled because Sheetz reduced their profit margin from $4 to $2 a book.

 Christmas Wreath Sale – Lisa presented info and pricing on Christmas wreaths given to her by Angela Villeneuve. The cost of fresh wreaths from Maine Balsam Fir Products in Camp Hill ranges from $15 for the 12” size to $31 for the 24” plus shipping and handling. Because of the high cost and the fact that the orders would have to be in by the beginning of November, the Boosters decided not to proceed with this fundraiser.

 Other Fundraising Ideas - Susan presented info about two other possible fundraisers: personalized donation Scratchcards and the Great American Savings Cards. These may be considered for the spring or for next year.

Music in the Parks – A volunteer will be needed to shadow Irvette during this fundraising event in the spring since this is her last year. The Boosters made $7,377 from this last year, $1,307 of that from concession sales. Irvette said they were considering taking pre-orders from schools for boxed lunches this year. She will talk to Mr. Richardson about contacting schools.

Middle School Band – Fundraiser coordinators were reminded to contact Mr. Hutchison prior to their events to see if the Middle School wants to participate. Middle School students will also need to raise money for next year’s band trip.

Treasurer’s Report: Irevette reviewed account balances and budget expenses to date. Overall General Funds Available: $25,808.83. There is $5,906.07 in individual Student Accounts, and $673.05 in the Band Aid fund (which is used for students with hardships). Report was accepted as read. Irvette said she has not received all of the bills from Band Camp yet, but it appears that the Boosters spent less than $1,000, compared to a budgeted expense of $3,000. This underage is good since the Pool Party was slightly more expensive than expected. Plus over $1,000 in additional trailer expenses have been incurred. Irvette said the Boosters will have to carefully watch expenses due to the loss of income from Sweet Sounds, but overall the budget is okay at this point. Irvette said she received receipts for the new podiums, and for the shakos and uniform accessories. Lisa purchased 100 new mirrors for $40. Irvette questioned one reimbursement check paid to Colorguard Instructor Jamie Barrick for $348 and will check with her to see what that was for. The Colorguard is also buying new uniforms and flags this year.

New Business:

Shed Project - Josh Spada has offered to build the band a new storage shed as his Eagle Scout project. He would like to get started right away, but parent volunteers will be needed to clean out and dismantle the old shed, located behind the tower. Lisa/Susan will schedule two shed clean-out evenings that correspond with Marching Band practices: Tuesday, August 27 and Tuesday,

of 3 September 3, starting at 6:00 PM until dark. Lisa will double-check to make sure we can use the dumpsters by the band room to dispose of trash.

Upcoming Events added to the Schedule –  PSU Homecoming Parade - Since the Band will be unable to participate in Band-o-Rama this year due to a football game, Mr. Richardson got approval from the school to march in the PSU Homecoming Parade on Friday, October 11. Students will be bused to Penn State for the parade, then back to the school afterwards.

 Messiah College Performance – The entire Concert Band will be performing at Messiah College on Thursday, November 7. Buses will leave school at 3:00 PM, but students will need to be driven home by parents. (One bus may be reserved for students unable to find a ride.) Dinner will be provided by the Band Boosters at Messiah College.

Football Games –  Chaperones - Sign-up sheets for Chaperones and Pit Crew for all marching band events will be posted in the Band Room this week. Chaperones will ride the buses, make sure students have everything they need, sit in the stands with the band, and carry the first aid kits and water. Pit Crew will help load and unload instruments and equipment from the trailer.

 Trailers - Dwight said he also needs more parents who have a truck that can pull the trailer, especially if we need to start taking both trailers to performances. Lisa will check with Mr. Richardson to see if any more equipment is going to be added (i.e. vibes).

 Tailgating – Chaperones and Pit Crew are invited to join the Staff for their Tailgating Parties during the 3rd quarter of all football games except Mass Band Night and Homecoming. Bring a crockpot, snack or drinks to the equipment trailer, which is usually parked near the field. Electric is available.

 Water – Parents are asked to donate cases of water bottles to be used for football games and other performances. Water can be dropped off at the HS Band Room and stored in the uniform closet.

Meeting was adjourned at 8:43 pm.

Respectfully submitted, Susan Seacord LDBB Secretary