Southern York County School District
Band Booster Meeting
August 4, 2008
Attendees: Tracey Lilly, Kathy Renzi, Tina Cheek, Debbie Auberger, Michelle Spurlock, Valerie Crone, Ann Merrick, Erica Meyers, Bethany Meyer, Donette Yeilding, Bonnie Homes, Jeannine Williams, Cheryl Dunkin-Yost, Donna Schriver, Tina Voltaggio, Chris Poole, Lorna Deibert, Lynne Hood
Meeting called to order. Introductions were made, as there were a lot of new people at this meeting.
Secretary’s Report: Minutes from last meeting approved.
Treasurer’s Report: There is approximately $15,000 in the general fund, which includes $6,600 in trip deposits. There is approximately $7,000 in the student accounts.
Detailed report attached.
Director’s Report: The first day of band camp was successful. We will start working on drill tomorrow. This show is very different than last year’s show and the music is more difficult. There will be lots of true ethnic touches in the show. We need a construction crew to help build props. Brian Schriver has built 4 or 5 shields. We have 9 African drums in the show. The students will not wear the helmets this year—they will wear African Kufi hats, and we will sew African print fabric onto the sashes. We need people to help with simple sewing.
The Colorguard is looking at two flag companies; the flags will be ordered soon. We will order ready-made flags this year. We will not need to sew them but we may need help with minor adjustments to uniforms.
Picture Day—the guard will not have their uniforms by picture day, which is Thurs, Aug. 7. Mrs. Homes offered to share some African outfits and fabric with the guard members for picture day. Mrs. Crone asked if Lifetouch will take the guard members’ pictures individually on school picture day. Mr. Poole thinks this can be arranged.
We have a few marching students who need the white baseball caps. They are in a box in the red trailer. They are available to the students at $10.00 per hat.
Fundraising
Basket Bingo The bingo netted approximately $2,300 to the general fund and $810 to student accounts. This was less than projected, but still good.
No-hassle The packets went out in mid-July. There are extra packets in Mr. Poole’s office. We’ve received our first donation! We will award a Rita’s gift certificate to each student who sent out all letters by the first day of band camp. Donette tracks this project with Quicken, sends a thank-you post card to all donors, and sends a letter to each band student letting them know who has donated so they also can send a thank-you note. This is an ongoing fundraiser—there is no deadline.
Tag Day September 6 The students will go out into neighborhoods Thanking people for their support of the band, offering them An invitation to our performances and Giving them an opportunity to make donations to the band if they’d like. We will have host homes in different neighborhoods. The host family may be asked to provide breakfast or lunch and water to a small group of band students and serve as a base for the students. We need host families. Please contact Donette Yeilding if you can help. We also need adults to serve as supervisors and “coaches.” You need not live in a neighborhood to help.
The band students will wear full uniforms if weather permits, we will revise the dress code if needed. We are hoping to raise community awareness and support for the band, which we feel we started by marching in the parades over the summer. Michelle Spurlock mentioned that she was thanked repeatedly by community members for the band marching in the parade just because she was there wearing a band shirt. One parent expressed concern about her daughter soliciting door-to-door. Donette’s response: Our purpose is more to thank the community for their support and to invite them to our performances. Fundraising is a secondary goal. The students will be in groups and they will be supervised. It was pointed out that most bands do this. It was suggested that we reach the community in other ways, such as in front of businesses or at busy intersections. All ideas will be considered. The profit distribution will be decided by the executive board.
Auction concessions stand, Aug. 23 Debbie Auberger reports that we do not need a food permit of any sort. This project should be 100% profit. We will send a small group of volunteers to set up a concessions stand at a house auction in York. Set-up time is 7:00 a.m., auction starts at 8:00a.m. Debbie has a list of food suggestions. We could use a generator—Debbie will ask Bonny Lutter or Kevin Nace if we can borrow a generator for the morning. Profit distribution is to be determined. Debbie suggests we put the profit in the general fund unless we have trouble getting volunteers. Debbie and Kim Nace will organize this.
A parent pointed out that parents need incentives to get their kids to help with fundraisers, i.e. the students that help with bingo, auction and other fundraisers get no extra money in their accounts. There was a brief discussion about awarding students points for participation—this seems to create a lot of accounting for somebody. It was also pointed out that the students need to learn that sometimes they just have to help for the good of the group, and that they all benefit in the long run. It is unfortunate that there are some students who never volunteer or participate in fundraising activities and yet they get the same benefits as those who do. Several people said that they have seen the same pattern in church groups, scout troops and other volunteer organizations.
The board will discuss this issue further and all suggestions will be considered.
Band Camp
§ Lynne Hood will be at band camp at 10:00 on Tues. to help the shoe salesman.
§ Meals: Lunch will be served on Fri. Aug. 8: pizza, salad, desserts. Dinner will be served on Wed. Aug 13: fried chicken, baked potatoes, salad, ice cream. We need some volunteers to help serve and to donate. Bethany Meyer will coordinate the meals.
§ Picture Day: Thurs, Aug 7 Debbie Auberger is trying to rearrange her schedule to be there to help.
Marching Band Trip Deposit due today, $100.00 The deposits are an effort to help families with budgeting for the trip.
Colorguard Erica Meyer asked if the winter colorguard can do some of their own fundraising. She would like to have $5,000 within the boosters account to work with. Concern was expressed that this could interfere with existing booster fundraisers, or inundate the guard parents with too many fundraisers. This issue will be discussed further at the next executive board meeting on August 20.
The indoor colorguard needs rehearsal time. Erica would like to have everyone’s support. We need to get on the gym schedule as soon as possible.
Chaperones Bethany Meyer will be scheduling a meeting soon for all parents interested in serving as chaperones.
Seth Long got married last week—it would be a nice idea to have a cake to celebrate one day at band camp.
Please join us for our next meeting on Monday, September 8 at 7pm in the high school band room.