GHS Band Boosters Minutes September 11, 2007 

1.  Call to Order/Introduction:  The meeting was called to order by Vice President Rhonda Brady.  She welcomed everyone to the meeting.   

2.  Secretary’s Report:  Rhonda asked everyone to read through the minutes by the end of the meeting, at which time they would be voted on for approval.  

3.  Treasurer’s Report:  As of September 11, 2007, we had income of $6,550.18 and expenses of $642.59, with $43,040.11 in our checking account and $41,748.86 in our money market account for a total balance of $84,788.97.  A motion was made and passed to approve the incomes and expenses as presented.  The 2007-2008budget was distributed.  We will approve it at our October meeting. 

4.  Director’s Report:  Mr. Bredemeier reported that the students were doing great.  They have 3 of 4 songs done and 36 of 60 pages of drill learned.  The itinerary for the Morton parade and field competition for Saturday, September 15 is on the piano, along with maps.  The changes to the itinerary include leaving at 1:30 p.m. to take the students to the mall in Peoria for lunch, returning at 3:30.  Also, there will be time to change out of their uniforms after performing and before the awards.  There is a football game on Friday night before the competition on Saturday.   

5.  President’s Report:  Rhonda read John Shelly’s report in which he thanked everyone for all the assistance at the Labor Day parade and the last football game.  He thought we all did a fantastic job at both events supporting the students. 

6.  Committee Reports

            A. 1 Cheesecake - Prior to beginning the committee reports, Laurie Pearson presented the cheesecake fund raiser information.  She handed out order forms and pamphlets.  The parents are doing this fundraiser, not the students, as they are busy with marching season.  The orders are due on Friday, October 22 and delivery will be Wednesday, November 7. We make $5.00 on every cheesecake we sell and Laurie hopes to achieve her goal of earning $3,000 from this sale. Laurie will prepare an email message to be sent out to everyone with all the pertinent details.  Laurie asked that when you collect the money, make sure you turn it in using an envelope with your name on it and ‘Cheesecake’ written on the outside.  She also mentioned that she has 12 sample cakes in her freezer at home and would be happy to prepare sample plates for you to take to work.  She has approval from Mr. Henning to provide samples at the football games, along with brochures to sell the cheesecake.  All sales at football games should be paid in advance. Lombard and Churchill students and parents will be notified that we are selling these items.  If you have any questions, please email her at lepearson@insightbb.com or call 343-0977.  Because not everyone is on the email band list, Laurie asked us to also use word of mouth to inform people about the cheesecake fundraiser.  Fyi – As usual, make all checks payable to GHS Band Boosters.

            B.  Trip – John Tate – no report.

            C.  Chaperones – Carolyn Icenogle/DoreneMurfin:  Carolyn said that we have charter buses for the Morton competition, which means we will need fewer chaperones.  If you volunteered to be a chaperone, you will always receive a call verifying that you were selected to serve that particular event.  Chaperones will need to meet before the students report on Saturday, so please be here by 7:20 a.m.

            D.  Communication – Stewart Nyi:  Stewart submitted the following report and recommendations to the boosters and submitted a typed copy to the secretary.  His report is reprinted as follows:

1.   I received an email from Mr. Pearson requesting he add e-mail addresses to a list he was creating.  When I opened his attachment I was shocked to find we had duplicated each others work. I had created such a list last year, sorted by student last name, grade, instrument, and parent last name, and turned them in to Mr. B.  Prior CDs had also created such lists.  However, Mr. Pearson was told no such list existed, so he began creating one.  I don’t know how he felt when he opened the attachment I sent him back, that being the list I created.  Recommendation for future years:  Make it clear who should complete this task – the CD, Patron Sales Chair or someone else.  I currently have the responsibility listed in the CD Field Manual I have developed, so if it is not going to be part of the CD’s job, I need to know so I can remove it from the manual.

2.  I was also dismayed to find out Mr. Pearson may have had access to better data than me – Uniform List and the School Mailing List.  Recommendation for future years:  Get the best data source to the person who is responsible for developing the student-parent contact list.

3.  I have my draft of the list here for Mr. B’s review.  After receiving it back, I will finalize my list, develop lists sorted as I previously stated, and provide copies to Mr. B. and Mr. Shelley.  I am not comfortable handing out copies to everyone as I am not sure those parents that submitted Resource Forms were consenting to have their e-mail addresses handed out as public information.  Recommendation for future years: add to the Band Booster Resource Form a statement: any information on this form may be disseminated to Band Boosters or students.

4.  Another recommendation for the Band Booster Resource Form: change “year in school” to “Grade.”

5.  A question was raised regarding the student directory – should the list only include instrument played in marching band? 

6.  Cynthia Kitchen has volunteered to be the next Communications Director.

            E.  Publicity – Gayle Stanley: Gayle reported that there was another photo of the band in tonight’s paper.  She will also place an ad in the paper informing people that we have music CDs of the band from 2005-2006 for sale for $12 or 2 for $20 at various locations in town. These would make good souvenirs or gifts.

            F.  Equipment – Mark Stanley:  Everything is fine, he just has to fix one detail on the timpani cart. He has a rental truck lined up for the week-end.  A lot of pit help is needed for the football game and on Saturday.  Natasha asked Mark to make sure that he had 3 flag bags on the rental truck before Saturday morning’s departure.

            G.  Flags – Natasha reported that the fabric is in.  We have enough flags for the ballad, the percussion feature and the parade. We need two more flags for the opener and we are ordering flags for the closer.  We need volunteers to mount the flags on the poles.

            H.  Big Band Dip – Libby Garrett & ShaelaDuckwiler: No report except that a theme discussion is occurring.

            I.  Banquet – Sherry Bankes:  We will have the banquet in the Knights of Columbus Hall again on the 2nd Friday in May using a Disney theme.

            J.  Spirit Wear – Jamie Carlson: Jamie has items in stock for purchase.  Please see her at the football game.

            K.  U of I Tailgate – Nancy Reed: Please complete the form for ordering a lunch from Econo Foods and return the form and your money by October 10th.  The lunch boxes include a turkey sandwich, ham sandwich, condiments, apple, chips and drink.  List any special dietary needs on the order form.  Everyone is encouraged to order a boxed lunch because there is usually not enough time between the parade and competition to go somewhere else to eat. Please list the name of everyone ordering a boxed lunch on the order form in order to aid in quicker delivery of the food at the tailgate.  She also needs canopies for the tables (whether rain or shine to protect the food) and volunteers to assist in passing out the lunches.  Make your checks payable to GHS Band Boosters and return with form in an envelope with U of I and your name written on the outside. 

            L.  Trip Coordinator – John Tate: No report. (was also at top of agenda) 

            M.  Balloon Days – Mark Stanley: We need a chair for next year for this position.

            N.  Historian – Deb McKillip: No report.

            O.  Jazz Showcase – Sarah Shelly:  No report.

            P.  Webmaster – Cory Silber:  Cory has the committee page posted to the website and linked to the homepage. Please review the contact information and let him know if there are any corrections.  He will create a link describing each committee and link to this page.  He is looking for people willing to take digital photos and video and send it to him (or copy it on a CD and give to him).  If you have a lot of photos, a rewriteable CD is the best way to give him copies instead of clogging up an email address.  He can do Flash drive, too.  Cory asked if he should post the resource form sorted as a list of committee volunteers, if this information would be helpful to committee chairmen. Cindy Barshinger asked who reviews and sorts the information from the boosters resource form.  Cory volunteered to go through these forms with John Shelley to see where each person volunteered when they completed the form. Libby Garrett commented that the forms work and are good sources of information to have available.

            Q.  Car Wash – SherryBankes volunteered her husband, Chuck for this position next year.  She also commented that if the students are not washing the cars, they are not getting the credit for it.  Chuck will need step ladders and towels.  They have buckets left over from the past car wash in their garage.  If they are ice cream buckets, they were donated to the band.

            R.  Band Trailer Advertising – Ron Custer – Ron has a couple questions he needs to talk to John about.  It was noted that we will be selling for next year and that the advertisement is good for a year.  Some companies may already have artwork available and may already work with Vinyl Graphics.

            S.  Fine Arts Calendar – Steph Line, Sherry Totten and Donna Slaton: No report.

            T.  Duck Races - Jamie Carlson/ShaelaDuckwiler: We don’t have the final tally yet of income earned.

            U.  Seminary Street Days – Ann Shumaker:  This will be on Saturday, October 27.  .

            Fundraiser – 2 elements

                        1.  Day of event – merchants donate 10% of sales

                                    Band plays starting at 1 p.m. and street will be closed.

                        2.  Sale of Raffle Tickets prior to event to win $1,000 shopping spree (need not be present to win)

                                    All band parents take tickets to sell, each ticket is $5.00

                                    Jay will have posters available 3 weeks prior to event. 

            V. Calendar – StephLine  (see above)

            W.  Ways and Means

                        1.  Coordinator – Could use a volunteer

                        2.  Gift Wrap – Shari Robinson/Carole Buebe: Carole reported that she has 23 boxes in the science wing, the rest are with Mark.

                        3. Patron Sales – Dave Pearson: No report.

                        4.  Bottled Water – Cory and Debbie Silber: Cory reported he has 8 or 9 cases of water left and Rhonda said that she has 3 cases. After some discussion, we decided to order the larger shipment of water (56 cases) avoiding a $75 surcharge and fuel surcharge.  We then voted to discontinue serving pop after band events and serve only water (which, as Vicki Tate pointed out, is what they should be drinking in their white uniforms).  A comment was also made that we could sell water at any of the band or junior high concerts, when people are thirsty and interested in supporting the band program.

                        5. Cookie Dough – Jo Ellen Eshelman: No report.

                        6. Restaurant nights/grocery bagging – Linda Mowrer: Linda reported that we earned $470 from bagging groceries last Saturday in HyVee.  She is trying to schedule Saturday, November 17 (before Thanksgiving) for both stores as this should be a great time to earn tips. 

                        7. Fannie May – Cindy Barshinger: No report.  She will get the contact name after the meeting.

                        8. Cheesecake – Laurie Pearson:  (she gave her report early because she had to leave).

           

            The minutes were then brought up.  A correction was made to the restaurant nights and the minutes were then voted approved as corrected.             

7.  Old Business: 

            Mrs. Juraco wanted us to encourage the students to eat and drink before all performances, to avoid feeling faint.  You need to encourage the student to begin drinking water or Gatorade a couple of days before the event to avoid dehydration.  We had two girls faint at the Labor Day parade, due to lack of food and sleep.  ShaelaDuckwiler commented that she always carries a bag of granola bars to competitions.  Encourage your student to pack a snack for all day events.             

8.  New Business:

            A.  Dates for Jazz Showcase, Big Band Dip and Banquet.  Mr. B said we will try for the same week-ends as last year, but the district calendar is not yet out.  He mentioned that at the next meeting we will have completed performing at 3 out of 4 football games and 3 out of 4 competitions. 

            B.  Next meeting: Tuesday, Oct. 9 at 7:00 p.m.

                        Executive and Budget Committee Meeting at 6:00 p.m.

            Football game this Friday, Sept. 14th – 6:00 p.m.

            For the Homecoming parade, we will need to gather more towards Sumner Street and need people who can be there early at 3:15 p.m. (Parade starts at 4 pm.)  Laurie Pearson is in charge of uniforms for the homecoming parade.  An observation:  please ask your students to take their shoes out of the bags after they get home from a performance to air them out and prevent mold from growing on the damp leather.  If there are moldy spots on the shoes, we can’t get rid of them and they are ruined. Also, remind the students to bring extra sox on Saturday for the competition, in the event of rain. 

            There may be an opportunity to clean gauntlets on Sept. 29th. 

            Vicki Tate encouraged us to have the students put their gauntlets and gold in the mesh bags instead of parents doing it.  Vicki said that we do not put the lids on the tubs for a couple days afterwards to let them air out and avoid the possibility of mold growth.   

9.  Upcoming Dates:

            Sept. 14 – Football Game 6:00 p.m.

            Sept. 15 – Morton Competition

            Sept. 22 – Pekin Competition

            Sept. 28 – Homecoming Parade – parade starts at 4:00 p.m. and football game at 6:00 pm

            Oct. 6 – Washington Competition

            Oct. 13 – U of I Competition

            Oct. 19 – Final Football Game – Senior Night

            Oct. 27 – Seminary Street Day 

The meeting was adjourned.                       

Respectfully submitted,

Tanna Cullen, Secretary