Minutes of November 13, 2023 Meeting of Middletown High School Music Boosters, Inc.

October minutes approved

Director Update: Matt is at All-County tryouts

Treasurer Report: using new software to keep track of budget, but it has been sold so he has to find a new one. Looking into getting a Venmo account for the band- trying to get it done before the next Tag Day (Saturday)

Tag Days- people were wanting to Venmo donations this past weekend. Brought in about $2,900 in the first two days, with about 15 kids participating (some did multiple shifts), more kids signed up for the second weekend. Will set up date to stuff envelopes in January for mailings. Possibly Feb 16 during the two hour early dismissal, will work out details later. Kelly will need list from Mike of donations over $100 for thank you notes. Need to improve communication for parents to realize kids earn money for their individual accounts

President Report: working with Doug to get the Gator payment, Bill Betit will drop it off. Jon cleaned it today. Thought this was a great band season, one first place and two second place in the competitions. Seniors loved the banners this year, will try to do it in August next season. Jon will check in with Matt on instrument repairs. Reminder sent to seniors to clean out uniform bags and to see if they will donate their dinkles.

Jazz Band starts the week after Thanksgiving, December games and rehearsals listed.

Jazz Knight- Kelly to get an email out to Jon with volunteer needs for him to send out soon.

Graduation May 21 at 1:30, awards possibly May 17

What to do with the old uniforms if we get new ones? Donate or sell?

Possible trip? Matt will be sending out an email to gauge interest. Would need more fund raising opportunities

Efim Shapiro had idea for recruitment to send students to go back to middle school to talk about it

Kylie Ware has experience with fund raising!

Respectfully submitted,

Kelly C. Betit

Secretary

Minutes of October 16, 2023 Meeting of Middletown High School Music Boosters, Inc.

September minutes approved

Director’s Report: Thank you to all the chaperones, pit crew, and uniform helpers who have volunteered so far this season. 
Everything has been running smoothly because of you and it is greatly appreciated!

We should be receiving tickets for Towson competition. 
We can sell these tickets to recoup some of our participation fee.
Would just need someone to coordinate once we receive them.

Towson Competition: Matt and Doug will send out an email to see if people want to pre purchase tickets for Towson. Kelly will keep track on a spreadsheet and Matt will input the charge into their Charms accounts. We will receive 20 tickets and get to keep 100% of the profits.

President Report: seconds Matt, things are going smoothly with all the volunteers. He is clearing out old files that are outdated and wants to streamline the documents that are there to help with new parents in future years. The people coming in behind us will need to know what to do. If you oversee or help out, please write it down and update the google docs. We want to make it more useful.

Treasurer Report: He signed the taxes today, it was the deadline. Will Efile to the IRS and Doug will mail to the state government. Received letter owing $2k for late taxes last year. CPA will look into it with information Doug gave from Dawn last year.

Old Business:

Tag Days- second and third weekend in November, Michael and Jon working on it, Kelly and Celeste offered to help stuff and label envelopes, Jon will resend the sign up genius for more volunteers,

Senior Dinner: food is all signed up for, Jennifer and Kelly will start set up at school at 3:00 to make sure the tables are set up since they don’t have school that day, students can contact Sharon Martin to get help with photos, seniors to wear capes and white plumes

Need Candy for Halloween parade

Still need some Pit help for Towson

New Business:

Jazz Knight: Kelly to start in January, need to begin recruiting volunteers to head up committees, Celeste is willing to help,

Uniforms: Need to know the budget and Matt start looking at what styles he likes, when do we want them- fall 2024? Matt to send email to start the process, ours may be the oldest uniforms in the county

Will look at instruments to replace or repair

Next meeting may move to November 6 because all county tryouts are November 13, will check in with Matt

Meeting adjourned at 7:46 pm

Respectfully submitted,

Kelly C. Betit

Secretary

Minutes of September 11, 2023 Meeting of Middletown High School Music Boosters, Inc.

August minutes approved

Director Report: Clinic this past weekend went well, only minor changes and improvements needed. Ordering school buses through the county, JMU will be through Virginia Coach. Choir is going well, performing at Christmas in the Valley, have 16 students. Concert will be in December. Barricade behind the band trailer blew over, Matt to fix it and maybe get another. All County tryout information is on the website.

President Report: nothing new to report

Treasurer Report: two signatures for reimbursements, not for budgeted items.

Old business: needs Ways and Means and Pit overseerer. Maurice Neel to be in charge of stopping traffic for the band to travel to and from the field safely. Michael may pick up ways and means.

Tag Days: Nov 11, 12, 18, 19, need sign up genius link, do we do more mailings and less walking? Definitely want to do mailings. Kelly will do the sign up genius- look at google docs from last years.

Will try to pack up the trailer the night before JMU after that football game.

September 29 the middle school students will join the band.

Only two events need trailer drivers, chaperones are needed for some competitions. Many openings still for FCPS festival. In need of senior dinner coordinator.

Will need candy donations for both Heritage Days and Halloween parade.

Jazz Knight is May 11. Jazz Band will start rehearsals right after Thanksgiving to start playing basketball games in December.

October meeting will be October 16 because of the FCPS marching festival on October 10

Meeting adjourned at 7:50

Respectfully submitted

Kelly C Betit

Secretary

Minutes of August 7, 2023 Meeting of Middletown High School Music Boosters, Inc.

July minutes approved

Welcome to all the new parents, we support all students- marching band, choir, concert band, orchestra, jazz band

Director’s Report: working on a date for elementary tours, will be added to the sign up genius, band camp went well today

President’s report: Introducing sub committees, many still need leads (Ways and Means, Pit), Ways and Means is the fund raising committee, Tag Days and Jazz Knight are the two biggest fund raisers

Old Business: waiting to hear back about the reinsurance from the company, once he hears back Doug can call and pay, Gator is leased and in the trailer, it is a new Gator this year with a higher lease from Gladhill, pay at the end of the season, trailer tires are fine right now but will be watched, very much in need of lead for Pit and Ways and Means, in need of chaperones for band camp, Pit lead does not need to be able to tow the trailer,

Karey- Uniform Committee- will be sending out a google form to order shoes/gloves/jackets via email, need to be in by the end of the week so we can get those ordered, waiting on price for upperclassmen who want to order a new jacket,

Proposed budget: Jon motioned, Doug second, everyone voted yay (thumbs up)

New Business:

Marching Band 2023 Sign Up Genius is going out tonight, Jon reviewed all the different volunteer needs, first game is Thursday this year,

Set dates for tag days: 11-12 November, 18-19 November, very much needs a leader but it is a big project

Band Boosters regularly meet the second Monday of the month at 7:00 pm

Time for questions

Communication goes out through Charms account, also posted on FB group and will sometimes come via Mr. Shearer

There is a subscribe link on the official band calendar that can be linked to app calendars (thanks Mary!)

Next meeting is September 11, 7:00 pm, virtually, the link is always the same

Meeting adjourned at 7:50

Respectfully submitted,

Kelly Betit, Secretary

Minutes of July 17, 2023 Meeting of Middletown High School Music Boosters, Inc.

June minutes approved

Director’s Report: Registration complete, 47/48 members (5 more than last year), 16 new members, email sent out for participation fee, music has been decided: James Bond Theme, Live and Let Die, Skyfall, and Die Another Day, will get the section leaders their rookie information, still waiting on Senior Night and Homecoming dates,

Treasurer Report: starting to get the taxes put together, uncertain of how to deal with Tag Days money for the kids on the budget

Director’s Report: will discuss in old and new business

Vice President Report: remove Amazon Smile from budget, Matt to send him the google drive access

Will to get the gator and has taken care of maintenance

Old Business:

Band Camp sign up genius is out and about a quarter full already

New Business:

2024 budget proposal, to be voted on in August,

Jon has spreadsheet for the Charms account student money

Liability Insurance renewal- Doug to call and get quote, he has some paperwork (McGriff Insurance Co and/or Accord), Jon unsure if he has the information needed to fill out application- he will call tomorrow, too

Kelly will make up the fall Sign Up Genius, can be sent out after the August meeting

In urgent need of Ways and Means and Pit Chairperson

Meeting over at 8:20

Respectfully submitted by Kelly Betit, Secretary

Minutes of June 19, 2023 Meeting of Middletown High School Music Boosters, Inc.

May minutes approved

Director’s Report: Thirty eight are currently registered, predicting 45-50 total, waiting on some dancers, ten new members, James Bond is the 2023 show, currently Skyfall, Live and Let Die, Bond theme song, Jazz Band selections will come out this week, will get with Doug to order paint for field for band camp

President Report- nothing current to report

Treasurer Report- Fidelity account up and running to earn more in interest, linked to the Truist account, big expense should be run by him first with a few days notice, Silent Auction: some hiccups, missing sheets so we think some money might be missing, too chaotic- need to improve this, suggests buying a paypal card reader for next year,

Old Business:

Money earned by students, $9,800 for tag days, proposed with $10/hour, 327 volunteer hours, Jon will get the total earned per student to Matt to upload into Charms accounts

New Business:

Michael Felton will serve as Vice President, voted unanimously.

Fall Schedule: Oct 14 competition may be moved to Oct 21, schedule is up on website

Kelly will send sign up genius for band camp to Jon to go out to the parents

New parent questions

Need new Pit Crew leader, need new Tag Days leader, new Ways and Means committee head

Need to establish 2023-2024 budget to present at July meeting- vote on in July

Scholarship checks need to be cut and dispersed

Participation fee for this year: $475- new students and $425 returning students, keep the same

Due to vacation, July meeting will be Monday July 17

Meeting ended 7:53

Respectfully submitted by Kelly Betit, Secretary

Minutes of May 8, 2023 Meeting of Middletown High School Music Boosters, Inc.

March minutes approved

Director’s Report: Jazz band played great Saturday at all county Jazz festival, narrowing down his MB theme for next school year, received new lights for Jazz Knight will put them on the truss and program them, he takes care of sound, stage, backdrop, Mattingly has photos from last year, his things are good to go for Saturday

President’s Report: nothing new to add

Treasurer’s Report- Fiscal year? No one knew so he’ll look it up, Kelly needs to go back in to sign for debit card, he’s still waiting on checks from truist, too (person who set up account is no longer there), closing fidelity account and hopefully up next week, Boosters have been setting aside money for new instrument purchases and new uniform purchases

Jazz Night: Jazz Night- Senior corsages? Just have Mr. Shearer recognize them instead. Corsages have never been done before at Jazz Night, 8:30 am arrival, lunch will be served, hopefully finished by 2, then back at 6:00 for sound check, I’ve asked food people to come at 5:30, Mary is making table signs with numbers and names, Kim to bring pizza that day, ShowTix is collecting money and they will send us a check, Kelly has check list of all the things that need to be done Saturday for decorating, at 6:30 money will be collected directly at the door- cash or paypal at the door, not through showtix to avoid their fee, Mary needs a report to show who bought each seat- Matt will get to her, $20 and $15 at the door, Doug will get some petty cash, Doug and Mary will help process silent auction payment, looking for a few students to help man those tables to help Jennifer, Kelly will swing between food, beverages, and silent auction, Mary Cochran will pick up the catering order at Wegmans at 11:00 and bring to the school, 134 tickets sold so far

Awards Banquet: Matt sending Jon the google rsvp form, dinner at 6, awards at 6:45, May 19, Matt will send the award winners to Jon tomorrow and he will order them, dress code: business casual, final count to go to Will,

Volunteer Hours/Charms Credit: $27,303.00 donation, 327 hours, $14,000 was our budget for tag days, we need a cap for an individual family to earn, proposed $10/hour per kid. Vote passed, Jon to send Matt and Doug a spreadsheet with student volunteer hours, but budget might be wrong, so we will have to look at this again to determine tag days, Doug to redo it and reevaluate

Scholarships: Kelly Betit and Jon McCord and Matt Shearer to be the scholarship committee, Matt will send out the form, last year we had four scholarships

New Business:

Officers for next year to stay the same, Kim would really like to be replaced, Jon will keep looking

Vote passed, officers stay the same

Fall schedule: tentative schedule for competitions, band camp is set second week in August, JMU not set yet and may conflict with Towson, waiting to verify football schedule, too, snack for band camp needs to be individually wrapped items,

August 7 will be in person booster meeting, new parent meeting after band camp at 6:00

Will to talk with Bob about getting the Gator and his responsibilities for the fall

Uniforms- fall of 2024?

Meeting ended 8:32

Minutes of April 17, 2023 Meeting of Middletown High School Music Boosters, Inc.

March minutes approved

No baby Shearer yet!

Director Report- a few students made all County Jazz (May 6), concert, Jazz Knight, and graduation performances coming up in May, limited on how many students can play at graduation, May 6 Jazz performance at Linganore at 3pm, Pit Orchestra played great at Catch Me If You Can, does have some music subs lined up for paternity leave

President Report- had fun playing in the Pit Orchestra, the professionals complimented the five students,

Treasurer Report- opening a fidelity account, officially closed the MVBank, needs week notice for large purchases, needs alphabetical listing by last name for all students in charms,

Secretary- waiting on tax exempt card, paperwork sent in in beginning of March

Old Business:

Bylaw change vote:

            Finances: The Treasurer shall ensure all monies collected are deposited and all authorized bills are paid. All checks will require the signature of one Officer with written/electronic confirmation by a second Officer. Instead of “two (2) Officers.”

            Voted yes by all

            Terms: Current wording, Article V, Section 1: “An officer shall serve no more than two (2) terms in the same Officer position but can resume a prior office after one term passes.” Proposed change: “An officers term shall be dictated by having a participating student in MHS music programs.”

            Voted yes by all

Jazz Knight: tickets sales site is up and live tomorrow for Jazz band families presale, public sales go live next Monday, how to do tickets at the door- Doug will get some cash for change at the door for cash sales, show tix will collect emails from those purchasing so we can send one email out a few days before (Mary already has it written up), Silent Auction- Jennifer not getting much help outside of Nancy Wynne, Jon to get her the QR code so she can have it available that night, need dancer photos and all five senior bios, Wegmans has donated $100 to cover food, Matt will work out custodial needs, Val Peters doing programs, Will taking care of table and table cloths,

Awards Banquet: Friday May 19, Will needs a rough count, AmVets in Middletown, can have as many as 160, Jon will send out an email to gauge interest, need payment at end of the night, roughly $11pp, students cost covered and $15 per guest, decide on gratuity in May meeting once we have a better feeling for how many students will attend, baked ziti- veggie and meat, bread, salad, tea and lemonade, Will to get cake or cupcakes, centerpieces donated by party city, Jon will order the awards and pick them up once Matt gives him the list, program optional,

New Business:

Officer Nominations: vote in May, Jon McCord nominated for President, Doug Koster nominated for Treasurer, Kelly Betit nominated for Secretary, Kim willing to stay but very busy and can’t be much help, send an email looking for potentional VP and Financial Secretary, need Ways and Means and Tag Days, voting in May

Charms Credits: Tag Days total $27, 303.95, next month we will determine exactly how much to go to student accounts, Kelly’s volunteer hours is 34, need to determine Nancy and Pam’s total number

Next meeting is May 8

Meeting adjourned at 8:20

Minutes of March 13, 2023 Meeting of Middletown High School Music Boosters, Inc.

February minutes were approved.

President Report- thanks to Doug for all he’s doing as Treasurer

Director’s Report- Matt at All County Jazz tryouts, may or may not be able to pop in. There are checks for tag days he will get to Doug tomorrow

Treasurer Report- Success in changing account to Truist, linked PayPal account to that bank account, sent out bank report to everyone.

Old Business:

Jazz Night- Volunteers are coming in, major things are covered, boosters approved purchase of sign from Mountain Postal

Band Banquet- Will Cochran, the hall is booked, having trouble getting in contact with the caterer, about how many are we expecting? Jon- do we want to pay for students’ dinners? In the past ticket prices are set to break even, this is not a fundraiser,  Jon to send an email with the date and to gauge interest

Spring Trip- no information

New Business:

Bylaw changes- in relation to finances, to send out to everyone, vote next month. Doug to make folder on google drive to have electronic copies of board approval. Electronic approval for payments, no need for two physical signatures

                        Term limits: no more than two terms in sequence, proposal: officer’s term is dictated by student in music program, no limit.  Will allow for consistency.

Adjudication next Monday, March 20

Band Concert tomorrow night at 7:00 pm

Meeting adjourned at 7:40

Minutes of February 13, 2023 Meeting of Middletown High School Music Boosters, Inc.

January minutes were approved

Director Report: Tuesday, February 14 is the last scheduled jazz band performance at basketball games. May add one more. Concert March 14. Uniforms are ordered. March 20, 21 judication at Oakdale.  Orchestra adjudication at Middletown, March 13 and 14. Classes going well, great kids and fun classes. MHS was well represented at All County, choir, band and orchestra

President- nothing new

Treasurer- Quickbooks, got a good deal but can’t split payments, MINT is a free software he found, and it worked much better. Will go over budget for taxes this year according to the accountant. Signed us up as charity on Paypal and that will save some fees. Would like to move some money from checking account to Tbills to make interest. Would like to change bank that we use to also get better interest. Would like to change the bylaw that requires two signature and make it an electronic agreement/verification.

Everyone agreed to move bank account to Truist, Jon and Doug will be the two names on the account. Doug will write up the bylaw change, Jon and Matt to send out to everyone. Will vote in the March or April meeting.

Upcoming expense: need new choir robes, new band uniforms in the next 2-3 years as well. There is a money market account set aside for these.

Old business:

Amazon smile is halting their donations to charities at the end of February.

Awards: AmVets- need decorations and coordination of food and venue, May 19 only night available at AmVets, park had plenty of openings, May 19 before graduation, ordering awards was easy

Jazz Night: Kelly will contact kitchen to reserve that for May 13, the County approved the food usage that night, Kelly has folders from previous jazz night coordinators, Lisa Bolton has been contacted to be photographer, Kelly will contact the town about the street sign banner

Spring Trip- Matt still needs to look into that to determine if it’s a possibility

Jon to send out an email looking for Awards coordinator and help for Jazz Night

Will will contact AmVets to get it scheduled

New Business

Scholarship- April for applications, boosters will need to determine how much- maybe next month’s meeting

Think about next year’s booster board, nominations in April to vote in May

Meeting adjourned at 8:00 pm

Minutes of January 9, 2023 Meeting of Middletown High School Music Boosters, Inc.

November minutes were approved as submitted

President Report- nothing new to report

Director Report- Choir concert went great, and Christmas in the Valley.  All County: everyone needs their outfits, Jazz Band has begun playing at basketball games, awaiting Tshirt orders, last game is February 14, possible playoff games

Pit- Gator returned, door was fixed on the trailer

Treasurer Report- tag day $4,080 (mailings) deposited as well as $658 for second place at Heritage Days, meeting with Dawn on Saturday to be fully instated in this role, wants access to mobile app, discussion on how to get two signatures on checks, he will get debit card and other information Saturday

Recap of Tag Days-$3954 money on actual day, Kelly shared that many of the thank you notes have already gone out, will have students write some

Tag Day Envelope Stuffing Party- Becky Meyers to get Pam more addresses for the houses to Pam, she will bring the labels to Kelly’s house Wednesday, Kelly picked up many of the flyers and return envelopes from Nancy West, hoping all goes well!

Ways and Means- Nancy is retired, looking for new volunteer to take over

All County Concert is January 8 at TJ High School

Michael Felton, possibly interested in heading up Jazz Night, Jon to contact him. Kelly will contact Kelly Bongard about the photographer and possibly reach out to Lisa Bolton (share with her examples of the posters)

Band Award Night- location? Jefferson Ruritan has been used but began to decline in service, then moved to Middletown AmVets which was good. Date needs to be set- possibly weekend after Jazz Night. Do it before? May 8, 9, 18, 19, or 20 (Jazz Night is May 13, Band and Orchestra Concert Night is May 16), prior to graduation

Jon to send out request for volunteer needs: Awards Banquet Chair, Jazz Night Committee Chairs, and Ways and Means Chair

Spring Trip- Matt will look into Kings Dominion for dates that work with his upcoming arrival schedule!  He will consider Hershey, too

Meeting adjourned at 7:44 pm.

Respectfully Submitted

Kelly C. Betit

Minutes of October 17, 2022 Meeting of Middletown High School Music Boosters, Inc.

September minutes were approved

Director report: fantastic marching season so far, Linganore itinerary posted, waiting on JMU, definitely doing the Halloween parade so costumes will be needed before JMU, concert choir going well, concert December, thank you to all volunteers, he will add sign up genius link to itineraries

President Report- need to find out if Dawn issued student reimbursement, treasurer found some issues with tax exempt status- he will reach out to Dawn,

VP- nothing new

Treasurer- new treasurer waiting to meet with Dawn to get updated information

Ways and Means- cleared over $500 in Tshirt sales at Heritage Days, 48 Tshirts and no hoodies left! Will not focus on getting rid of them anymore, Tag Days: Nancy and Pam are working together, Signup genius is out with over 100 slots to fill,

New business: Feeder tour: 3 chaperones needed- Kelly will add, bus is booked for JMU, chaperones may have to ride with trailer drivers, volunteer needs in some upcoming events,

Vote on the bylaw change- allow alumni parents to fill officer position when needed- motioned and seconded, vote passed

Vote Doug Koster to Treasurer, passed

Senior dinner, gifts purchased, and Jennifer Smalt is in charge, sign up genius for food has gone out, October 28

Group photo will be taken on October 26 at feeder tour, also group photo at JMU

Can band roster be published? Matt will have to check if it’s okay

FB group, posting pictures is okay, who is approving? Only people who can answer the questions, Matt does deny people

Currently three signup genius: Volunteers at events, Senior Dinner, and Tag Days

Meeting adjourned

Respectfully submitted,

Kelly C Betit, Secretary

Minutes of September 12, 2022 Meeting of Middletown High School Music Boosters, Inc.

July and August minutes were approved as presented.

Director’s report: first football game went well. Clinic went well, too- he and band learned a lot, stuff to work on- well worth the money. Look on website for itineraries. Staging for band will be in a new location for Heritage Day. Need to request candy donations- Jon to do.

President report: Friday night went well without Mr. Shearer, kudos to band and staff. August meeting for new parents was good and will hopefully have some new volunteers.  

VP- nothing new to report

Secretary- nothing new to report

Pit- nothing new to report. Clarify location of gator and trailer Friday night. Will go back to normal, bringing it back.

New Business-

Amending by-laws: “Members who are parents of music ensemble and dance team members will have voting rights and will be eligible to hold office. In the event that an officer position remains unfilled after the June meeting, a parent of alumni may fill the position until it is filled by a parent with a student currently in the program.” To vote on this in the October 10 meeting.

Nancy has resigned as Ways and Means Coordinator to take over in-person tag days coordinator.  She needs volunteers to sell Tshirts at Heritage Days.  Jon will send another email with the link.

Tag Days- Pam Stultz, 2^nd and 3^rd weekend in November due to Towson on November 6.

Senior Dinner- October, 28. Jennifer Smalt will be our coordinator again this year.

Spring band trip- send out a feeler to parents to see how many students might be interested. Estimated $1500 per student.

Matt will send out an email for volunteer training to all the parents.

Bus for JMU, Atlantic Coast Charters, on bus for 50 passengers: 46 students, 3 staff, chaperones can ride in towing trucks. Early departure.

Halloween parade is a go. Town is willing to do the parade when we get back. Kelly will add chaperone slots for parade to sign up genius.

Insurance- policy is up to date with no lapse in coverage. Dawn is waiting for them to email her a link and then she will pay it.

All tax stuff is resolved.

Matt liked having the parents fill and send in water balloons and would like to do that from here on out.

Lisa Bolton- where to post her photos in a safe and private way but that parents can access? She has a Shutterfly page, will ask parents to contact her to get access to it. She’ll send it to Jon. Matt is waiting on do not publish list to be sent to him via MHS to know what students can’t be published.

Meeting adjourned at 8:05 pm

Respectfully submitted,

            Kelly C. Betit, Secretary

Minutes of August 1, 2022 Meeting of Middletown High School Music Boosters, Inc.

The July minutes approval was postponed to the September meeting since we were meeting in person in the auditorium

Director’s Report: The first day of band camp went well. The kids may not feel that way, but Mr. Shearer was pleased. No decision on a trip.

President’s Report: Introduced himself to all the new parents. Request for Band Booster Treasurer. Explanation of volunteer needs, sign up genius.

VP report: Introduced herself. Nothing to report

Treasurer Report: Again, this was mostly just a plea for help, no treasurer was present

Ways and Means: Nancy is looking for an assistant to help with fundraising, she is willing to run Tag Days if someone would step up to take over her position. Pam Stultz spoke on behalf of Tag Days, asking for help from the new parents. She will continue to do the mailings.

Pit: Will gave an introduction and explained what they do for the new parents. He has arranged the Gator rental from Gladhill. Again, general plea for volunteers

Uniform: Karey handed out glove/shoe order forms. She brought it gloves and jackets for the parents to see. Together she and Kelly showed parents how the uniform boxes worked.

Secretary Report: Introduced herself, explained some other band traditions like senior buddies for new parents.

New Business:

            Who will be responsible for water for band members? Added it to pit parent job description for Football games.

            Addressed questions for rookie parents

Meeting adjourned at 7:45pm

Respectfully submitted,

            Kelly C. Betit, Secretary

Music Booster Notes

April & May 2020

In attendance on April 9, 2020 via ZOOM: Christy Kehlbeck, Katie Bliss, Scott Snyder, Matt Shearer, Heather McCubbin

Disney update: Disney has all our tickets that we purchased and will not begin issuing refunds until the park reopens. Jayne has the fundraising funds we spent out of the student's trip accounts and the money for the meal tickets. Cruise Holiday will issue one check per family when the refund comes through. There are two families with an exception as we loaned them money for the trip. This money will be given back to us, via Cruise Holidays, in the next month or so and put back in our account so we can close out the books for the 2019-2020 school year.

Jayne called and asked me (Heather McCubbin) to send an email to all students/parents going to Disney to not touch the ticket that may still be in their "My Disney Experience" account as Disney still needs to account for 100% of the tickets (even though they have all the numbers as of now).

Zoom notes from April 9: Jazz night will be cancelled or postponed. Waiting to see what is happening with the Stay-at-Home order before we cancel the Band Banquet at the end of May.

Heather will reach out to Rachel Depo and ask if she'd like to be secretary. Also, she will reach out to Meredith Tolley for treasurer and Dawn Henson for any other position.

Discussed what to do with the fundraising monies SENIORS earned as they can't use it next year; the total amounts went towards their Disney trip. Underclassmen will have their $ returned to their fundraising accounts. Mr. Shearer recommended setting up a scholarship fund for senior music students. Katie B. and Christy K. will help him with this project and the amount given as a scholarship, not to exceed $2400, will depend on how many students enter and meet the requirements We can't give the students cash as we are a 501c3 volunteer organization and this $ was earned doing volunteer work.

Scott went over the finance proposal for next year. Discussed a few families who have overdue accounts from choir t-shirts to other fees and what to do about them. Katie decided to call & email families one more time.

Via email in early May: voted to forgive the t-shirt amounts and then let the Assistant Principal know about the other, larger, amounts that are owed by three families.

Via email/Internet May 11: Via Survey Monkey, which was sent to ALL underclassmen music parents, we had 25 votes cast unanimously for the 2020-2021 new Executive Board:

            PRESIDENT: Katie Bliss

            VICE PRES: Christy Kehlbeck

            SECRETARY: Rachel Depot

            TREASURER: Danielle Wanuck

Heather McCubbin and Scott Snyder will assist the new Exec Board through the summer as they transition over to a new school year.

May 12th week notes: Cancelled Band Banquet due to state COVID-19 regulations; deposit check has been received back to the Boosters. We may be able to put together a picnic in the summer if we get to Stage 3 of the Reopening Maryland plan.

Maria Pope took socially distant photos of the Jazz students, and a group photo with the students all wearing mask. These will be given to the students and Mr. Shearer when completed!

May 20: Last day for the Music Scholarship paperwork due to Mr. Shearer.

 Next meeting will be early June either in person or via Zoom.

MHS Music Booster Minutes

February 10, 2020

President: has parents for senior night, April meeting we will nominate officers for next year and elect them in May, Band Banquet will be May 30th at Amvets from 5-8pm.

Vice President: some accounts still outstanding in the amount of about $500, choir has their t-shirts.

Secretary: minutes from January were approved

Treasurer: went over report

Director: no tubas selected to purchase yet, has half the trivia questions written, mentioned the concert in March, adjudication is coming up in March, rehearsals for Disney are 4/15, 21 & 22. All County Jazz will be March 30th.

Committees:

            Tag Day: received $250 more. Almost to $16K for the event.

            Uniforms: ordered dresses and tuxes

            Ways & Means: 34 donations for trivia so far for 1, 2, 3 place for each person on the winning team, Hauser Health sponsored a table for $50, Cruise Holidays will receive a free table, we will display the donations at the concession table and in future programs, may need to purchase chips and drinks as we've only received one gift card: $25 from Safeway, Costco for other concessions like soda and candy, extra prizes will be held back for silent auction at Jazz Knight

Next meeting will be a Disney meeting at 7pm. Executive board at 6:30. The Drama show "Annie" will be March 27-29.

            Adj: 7:40pm

MHS Music Booster Meeting Minutes

January 13, 2020

President: will seek a new treasurer in March if Leyenda needs to step down.

A check for the Disney trip was dropped off to CHF which included what the band is paying for each student.

We are looking at purchasing two tubas for next year.

Discussed issues we've had with Custom Fundraising (CFS) and specifically the lack of communication AFTER the fundraiser; how long it took to get the check we earned and to get issues worked out among the customers who had issues.  Heather read an email from New Town High School's (Maryland) Music Booster Fundraising Chair who has had the same (and worse) issues with CFS.

Reconfirmed with Mr. Shearer that Concert/Jazz Band uniform information will be included in the Syllabus for students and parents to fill out. This form for a new uniform will be due Feb. 5th.

Looking for parents to help plan Senior Night for Jazz and Winter Dance team. Need these volunteers ASAP!

Requested May's booster meeting be changed from May 11th to the 18th as he is out of town. This was approved.

Vice President: not able to make meeting. No issues reported.

Treasurer: not able to make meeting. Scott took care of any checks that came in/went out.

Secretary/Disney: minutes from December approved, discussed having a Disney meeting on March 9th for Chaperones, parents and students (if they want to come). Heather will send an email about Fast Passes in February for the families/students staying onsite as they can begin to book them at the end of February.

Director: Choir concert in December went great.

All County Band is practicing for the concert at TJHS.

Confirmed Disney parks will be (with maybe a second choice on certain days): Saturday: Animal Kingdom, Sunday: Hollywood Studios, Monday: Epcot (workshops), Tuesday: Magic Kingdom (parade).

Discussed Band Banquet dates to be on, in order of preference:  May 30, May 31, May 28, May 29 at AMVETS.

Senior Night for Jazz Band students and Winter Dance Team will be Feb. 18th after halftime.

Fundraising:

            Trivia: Heather and Carolyn are running it. Heather will design a flyer to be distributed via email, Facebook, The Citizen, and local radio stations community calendars. Mr. Shearer said he could send have it put in Find Out First. Confirmed we will open the doors at 6pm, begin the game at 6:30 and end around 9pm. Carolyn will send out a Sign-Up Genius asking for help and donations. Mr. Shearer and Carolyn like the idea of paying at the door, but registering a team with Heather via email. We still do not have a Square reader so we will take cash or check at the door, or people can send checks into the school which Mr. Shearer will collect and pass onto Carolyn/Heather.

            Tag Day: So far, we have about $15,700. Becky gave us handouts of the breakdown of the donations. Heather has been sending out "Thank You" notes to donations $50 or above.

Next meeting is Feb. 10th.                                                                                                                                           Adj: 8:15pm

MHS Music Booster Minutes

December 9, 2019

President: Christmas in the Valley went well, Jazz Band is just starting and will be playing at the basketball game on the 10th. There is an effort to get the Choir to sing the National Anthem at the games. President is pushing for new tubas for next school year.

Director: Waiting on mattress numbers/info, Choir received a Superior rating at adjudication, Choir Concert is Tuesday the 17th at 7pm, Middle School was visited by the band and choir to recruit.

Vice Pres: no new updates, choir and jazz shirts are now in Charms to be paid.

Treasurer: Checking balance is $58,526, uniform account is $26,132, Money Market is $32,100 and Choir account is $6,600.

Secretary: Minutes from November approved.

Pit: has a check for the Gator rental, 2 estimates for graphics for the instrument trailer. "Signs of Tomorrow" is $1,905 and "Wetch C. Signs" $1,515. We will be confirming the type of vinyl that is being used.

Fundraising: Spirit Wear will be sold at upcoming winter feeder concerts, Trivia Committee will have a meeting on Dec. 1st to begin planning for this event. We will need MHS Cafeteria from 5-10 for Trivia on 2/22/20. We will have the Custodian come towards the end of the event.

Tag Day: Over $14,000 raised including PayPal, 12/31 deadline for the students share for their account, a percentage of collections minus direct mail will go to kids. Becky Myers will sit with Leyenda after the postage bill arrives to look at the final numbers for accounts.

Disney: A parent asked, "Will we have a subsidy to the students going on the trip?" Currently, we are paying for the truck, the drivers food, lodging and gas. After discussion, proposed to give 50% back to student accounts from Tag Day income generated by students. Motion was seconded and passed*.

Next meeting is Monday, January 13, 2020.

Adjourned: 8:25pm

*: on 12/10/19, upon review of the 50%, we found we can't legally give that much back being a charitable organization. We did a vote via email to give the maximum amount back that we could to the students of 25% of the Tag Day student generated income. We will also pay the $34 workshop fee for all students going to Disney.

MHS Booster Minutes

November 11, 2019

Director's Report: Jazz's basketball schedule is on the calendar and Jazz page is on the website.

            Concert dates: Choir Concert 12/17

                                    Elem School Band Concert 12/16

                                    Concert and Jazz Band 3/19

                                    Concert adjudication 3/24

                                    Concert Band Concert 5/13

                                    Jazz Knight 5/16

We will be getting a Custodian for the Mattress Fundraiser.

President's Report: Google Drive for band docs is being discussed because this way we have everything in one place and anyone on the board can access it. Katie Bliss said she'd work on this.

Already have an EMAIL: mhsknightsband@gmail.com.

Vice President: only a few students have outstanding balances on their accounts. They have been contacted.

Secretary: no written minutes as it was a Disney/Fundraiser meeting

Treasurer's Report: Emailed out the report.

            Checking balance: $54,741

            Uniform account: $26,129

            Money Market: $32,995

            Choir Robes: $4,000

Fundraising: $150 for 50/50 at last football game; $40 on spirit wear.

            Trivia Night date: Feb. 22nd from 6:30-9pm at MHS. Snow Date: Feb. 29th.

            Mattress Fundraiser: students will get service hours. If a specific student is mentioned during the sale of a mattress, they will get $ into their account depending on size of mattress. Shifts are 2 hour increments from 9:30am-5:30pm.

Pit: Sign Up genius for this weekend's playoff game will be going out.

Uniforms: Kelly Betit will work on concert and jazz uniforms once Heather gets her all the info from last year.

Ways & Means: Tag Day has started and we've had a great first weekend! Remaining Tag Day shifts are covered, Thank Yous sent to those who contributed $50+, mailing some flyers to outlier addresses this week with a mattress fundraiser info sheet inside. Choir students can wear robes during Tag Day. Dawn Henson will take over Tag Day next year; need one more to help her.

Disney Trip: Parents asked for subsidizing $100 per student like we did in 2018. We have 65 students signed up for the trip. Decided to table until December's meeting so we can see how fundraising goes. Second $50 is due to Cruise Holidays Frederick by 11/24 to hold room. May go every four years and do another cheaper activity in between; Mr. Shearer will research the opportunities available.                                                                                       

Adj. 8:10pm

Music Booster Minutes

9/9/19

Director: Westminster will be a short visit; play show and turn back to come home as it's Homecoming.

• 28 people signed up for Choir
• Full show will be done in Urbana.
• December 17th is Choir's show.

President: has reserved buses for JMU through Cruise Holiday Frederick.

• Introduced former band parent to talk to use about Swarovski Crystal fundraising opportunity.

Secretary: minutes from Aug. were approved

Treasurer: Has participation fees from almost everyone.

• $53K ending balance in checking, $32K in Money Market, $26K in Uniform fund.
• The Yard Sale brought in $1100 (including selling some more expensive items on EBAY), $3.80/student/hour for their trip account for working the Yard Sale.
• Earned $1050 during our weekend at WalMart.
• Upcoming dates for second round at WalMart is 10/5 & 10/6.

Vice President: Annie stepped in as Katie was traveling.

• Mentioned Katie still wants to show Mama Mia somewhere for the parents.

Pit: Good turnout for signups to help during events.

• Needs a parent to help pull items out of shed.

Uniform Coordinator: they are at the dry cleaners and needs parent help to unload them when they come back on Thursday.

Fundraising: For the October dates at WalMart we need two adults, not just one.

• Had issues previously with homeless bothering the kids and adults at their station.
• For Spirit Wear we've earned $180 so far and our first 50/50 we earned $138.
• Needs help at the booth for Spirit Wear.
• Questioned if we can operate at GO FUND ME in the winter months to help raise money for the band.
• Working on Trivia and has gathered information and talked about how to run it.
• Mr. Shearer said he could write the 100 questions needed.

We hope to do this in February 2020 and have it open to students and adults.

Upcoming dates: 10/11--Move Up Day for 8th grade band students at the football game, 10/12--Homecoming, 11/1--Senior Night. Need Junior parents to plan the dinner.

Adj: 8:15pm

MHS Music Booster Minutes

Rookie Meeting/Booster Meeting

August 11, 2019

President: Introduced executive board, went over what the Boosters provide, pay for and when we meet. Went through the budget that Leyenda prepared, explaining why the fee for band is $500, talked about fundraising and how low it was last year compared to year before. Mentioned help is needed to go through and clean up the band shed. Trailer is in the hands of Jack Bacorn being outfitted with lights/sections to hold drums. Mentioned we need parents who can tow the trailer and gave specifics on weight and length.

Vice President: introduced herself, talked about doing activities as parents, mentioned ice cream social last day of Band Camp for everyone.

Secretary: introduced herself, no minutes from the informal meeting in July. Introduced Rachel Depo who is shadowing Heather McCubbin for next year.

Treasurer: introduced herself, had copies of report. Introduced Meredith Tolley who is shadowing her (Leyenda) for next year.

Director: out with band students. Introduced himself to Rookie parents prior to Booster meeting.

Committee Updates

Fundraising: discussed Tag Day, Wal Mart (in process of getting days), Yard Sale at the end of August, 50/50, spirit wear may/may not be salvageable depending on how bad the mold was at MHS. Still waiting for info. Mentioned Trivia Day in the winter.

Chaperones: Sign Up Genius will be coming out for games, competitions, parades. Once Scott has all the Sign Up Geniuses he'll send out an email with links.

Pit: Helpers still needed; Kehlbecks are committee chairs.

Uniforms: Kelly Betit stepped up to be coordinator.

Football Game Dinners: Katherine Buohl stepped up to be coordinator.

Disney trip: Heather gave an overview of approx. price, the dates which are April 25-29, 2020, the first formal meeting will be early October once the airfares are released. Mentioned how Cruise Holidays of Frederick is planning the trip.

Middletown Pep Rally Parade--Mr. Shearer was just asked if we could participate on 8/17. Too short of notice for us to march so band will not be participating.

Adjourned: 8:00

Music Booster Minutes

June 20, 2019

President: 

            -Upcoming Budget and Fees are based on a band of 50 students.

            -Participation fee will probably go up due to lack of $ made fundraising

                         -$18K so far

                         -Proposed $500; was $450 for Rookies

                         -Rookies will be higher because of jackets

                         -We are now part of the "Maryland Marching Band Association" and most of our competitions will be through them.

             -Looking into LED lights for Jazz Knight next year.

Vice President:

            -Discussed CHARMS and what Annie sees vs what the student/parents sees and how to make a payment.

             -Maybe send out an email or have a tutorial on Rookie Night on how to make a fixed payment vs payment for an item like a shirt or picnic fee.

Treasurer:

            -Went over report from May.

            -Closing balance was $43K; $24K in uniform account; $12K spending on trailer

            -CD for Choir Robes is $4K

            -Report approved

Secretary:

            -Minutes from May approved

            -Disney Dates centered around April 27, 28, 29.

Director:

            -37 students registered or band which is normal for this time of year

            -Jazz Knight went very well

Committees:

            Pit: Building our trailer in NY. Joe and Scott slated to pick it up. Need to go get a title at MVA (as original is missing) to register trailer. Discussion to register in MD or ME?

            Ways/Means: Tux fundraiser made $260.80. T-shirt sales at concerts/events over last few months made $340. Talked about Sponsorship Levels and putting highest one as a decal on the trailer.

            Toni Snyder's report: Yard Sale will be at MUMC. Will pick a date of Labor Day Weekend or the weekend before. Will use church tables and set up Sign Up Genius in early August for volunteers.

Next meeting will be at Heather McCubbin's house on July 15th beginning at 6:30pm. Mainly to discuss Band Camp, Budget and help new officers get acquainted with Exec Committee.        

Meeting adjourned 8:10pm

Booster Minutes

May 13, 2019

President:

            -Thank you note from the Kreh's for volunteer award

            -Read minutes from April meeting; approved

            -Mentioned our fundraising budget for this school year was $24K and we are at $12K

Vice President:

            -$1,469 outstanding balance from student CHARMS accounts, mainly from the banquet.. Annie is calling and collecting.

            -Marching Band Registration is in accounts: $100

Treasurer:

            -Report was read.

            -Scott is working on the 2019-2020 budget

            -$2k has been moved to Uniform CD.

Secretary:

            -Scott read the month of April's minutes; they were approved.

Director:

            -Mentioned senior wills and where form is on the website.

            -Concert is tomorrow.

            -Other Upcoming events: Jazz Knight, Graduation Band, Leadership to MMS to answer questions etc.

            -Thanked Volunteers

            -Deadline is 6/30 to register for Marching Band. 23 registered so far, mostly dancers.

                        -this is normal for this time of year

Fundraising:

            -Carolyn had no report on money raised from the tuxedo fundraiser

            -Will be at MMS concerts to sell t-shirts

Pit:

            -will reach out in June to Gladhill's for the Polaris

Uniforms: Kelly Betit will be coordinator, with help from Heather McCubbin and Student Uniform Helper.

            -Mr. Shearer said he'd bring up Student Uniform Helper position in class

Old Business:

            -Joe found a new trailer--"Blizzard" model out of NY. Will be all aluminum (old one was steel). $10K for what we need. It'll be 7'5" tall and 26' long. Motion was made to approve and it was. Joe will plan to get info for a deposit. Talked about registering the trailer in MD vs ME.

            -Jazz Knight per Toni Snyder: has the tables rented with help from Annie. Needs help at Set Up and will ask NHS for volunteers for that and seating audience. Heather will order tablecloths.

            --Carolyn mentioned she will reach out to local businesses for sponsorships.

New Business:

            -We will purchase a year of Sign Up Genius at $108/year--Silver Plan. Motion was made to pass and decided to use the Booster email so future leadership can access it easily.

            -Mentioned Disney World for end of April 2020. May have Jazz and Choir workshop if enough students sign up and go.

            --2020 school year Booster budget will be outlined at June meeting.

New Leadership:

            Voted in: PRESIDENT--SCOTT SNYDER

                            VICE PRES--KATIE BLISS

                            TREASURER--LEYENDA BACORN & MEREDITH TOLLEY (co-treas.)

                            SECRETARY--HEATHER MCCUBBIN & RACHEL DEPO (co-sec.)

            --Pit run by The Kehlbecks

            --Ways & Means by Carolyn Nair

            --Chaperones by Christine Crummitt

Next meeting is June 10, 2019.

                                                                                                                        Adj: 8:35pm

MHS Music Booster Minutes

March 12, 2019

In attendance: Matt Shearer, Scott Snyder, Carolyn Nair, Becky Myers, Annie Main, Leyenda Bacorn, Heather McCubbin, Danny Rumpf.

Director's Report:

            --Choir robes need to be cleaned. We may take them with the marching uniforms in   

August to be cleaned.

            --Disney trip will probably be towards the end of April. Waiting for the final FCPS calendar.

            --2019 show will be ABBA.

            --Concert Band is getting ready for adjudication.

            --Orchestra is going well.

            --Band Camp is Aug. 11-16.

President's Report:

            --Need to send out email about Concert attire.

            --Need to get out date for Band Banquet. Discovered a conflict with original date so need to try and change to May 4th (Annie will call).

Vice President's Report:

            --CHARMS emails sent to overdue accounts.

            --$1079.35 overdue

            --AMVETS will host Band Banquet

            --Commitment fee for 2019 will begin in April

Treasurer Report:

            --read the report

Secretary Report:

            --report from February was approved.

Jazz Knight:

            --Annie will take care of securing tables and chairs. Will work on if we return them ourselves or will the company will come pick them up?

            --Sign Up Genius for volunteers to Jazz Parents only went out. Will go out to other music parents very soon.

Ways & Means:

            --No permit needed for 50/50 if money goes right back out. Discussed what we do if we have a rain delay/cancellation.

                        --Half will be donated to Middletown Food Bank. Half to the Music Boosters.

            --Trivia Night has been approved. Will take place next Jan or Feb, 2020.

            --Prom Tux Rental will be a fundraiser. Will take place 3/28-29 at MHS.

            --Carolyn will run it.

            --Advertise via Social Media and Find Out First, plus through announcements.

Meeting Adjourned: 8pm

Band Booster Meeting Minutes

February 19, 2019

Attended: Scott Snyder, Toni Snyder, Matt Shearer, Leyenda Bacorn, Annie Main, Becky Myers, Joe Kefauver, Heather McCubbin

No executive meeting prior.

President: Scott handed out/read minutes from prior meeting. Voted and accepted. Mentioned Spring Tag Day to which Becky Myers had information:

            -We'd only do routes that are left from November's Tag Day

            -Send out an interest email to students to see who would want to do a spring one

            -Decided to table this to the March meeting.

            -Other ways to fundraise?

           Becky also mentioned it'd be worth doing a second direct mailing for those houses that are a bit off the route. She spent about $80 in postage and will let us know final numbers in March.

Vice President: Charms accounts that have an outstanding balance will be called/emailed again.

            -Had emailed AMVETS about having the Band Banquet there but we need to change the

             date from May 10 to May 3 (Prom is the 10th).

            -Annie will email AMVETS to make the date change.

Treasurer: Scott read the report.

Secretary: first prelim numbers for Disney 2020 trip. $50 more than last year due to ticket price increase, gave update on tux/concert dress uniforms. Waiting for a few parents to respond then will place the order.

Director: All is well. Hoping for a Jazz Band Feeder tour this spring. Jazz rolling cabinet is on order.

Trailer committee: Joe K reports that he will weigh the current trailer which he est. to be about 4000 lbs and hopes to buy one around 2000 lbs in aluminum. It may be a bit larger, will have a one-piece roof and thinks we can get up to $2500 for our old one. Will get a price for interior lights, shelves and a decal on the outside.

Jazz Night committee: Jazz parents will be required to help. Reserved the Cafeteria, Band Room. Auditorium and Choir rooms 7am-11pm on May 18, 2009. GREEN is the color this year. Budget is $2450.

Discussion on music class required for Marching Band beginning 2019-2020 school year. Rick Waterman brought up some points on how it may not work for some students and how we shouldn't implement it all at once. Mr. Shearer pointed out his prior email about it where students can come talk to him if there is an issue scheduling a music class. A parent asked about having Music as a weighted class and Mr. Shearer said to write a letter to the Music Curric. Supervisor at FCPS as he's tried to get some of them weighted/honors.

Music Boosters Meeting

21 January 2019

Heritage Room, MHS

General Meeting:

Attendance: Matt Shearer, Scott Snyder, Leyenda Bacorn, Kelly Bongard, Carolyn Nair, Annie Main

• Scott read the Secretary report from 11/12/18 and the email status from 12/15/18, approved as read
• VP discussed the Open Balances report and timeline for sending out. Agreed to send out the Dance Team statements this week. Hold on the remaining statements until the Tag Day hours are entered into Charms (done on 1/22/19).
• Tres:
  • Leyenda read the financial statement, approved as read
  • Football game meals appear excessive for this season ($1128.48 vs $600 budget). There were only four games. Leyenda is going to check the receipts.
  • Fundraising income is way down this year ($12K vs $24K budget).
• Director:
  • Choir performing at MMS on 1/23/18
  • Jazz Band will try to schedule a feeder tour this Spring
  • 3 members have left the Jazz Ensemble, Matt has contacted all parents and they all said the students simply weren’t interested any longer. He has replaced with two new members. He has also counseled Guidance to keep him in the loop as this is an audition-based ensemble.
  • Reported that there may be a push to improve fine arts class availability at MMS, this is relevant for all music programs at MHS.
• Fundraising:
  • Carolyn reported that after three basketball games where only 3 shirts were sold, she was no longer selling spirit wear at games. All present agreed.
  • Apparently, we don’t need a County Gaming Permit if all we are doing is 50/50. The permit costs $75. She will reach out to Danny Rumpf (see next).
  • Carolyn is going to get the final word from Danny on using the cafeteria for a Trivia Night. We will need to do some planning if he approves.
  • We would like to know how well the Tag Day bulk mailing worked out.
  • Kelly raised the issue of a one weekend Spring Tag Day. Given we only received around 2/3 of our Tag Day budget in the Fall we thought this is worth considering. Scott will email Becky to get her thoughts and support.
• Pit:
  • We need to start planning for our new trailer purchase. The chair is aware, but there could be an issue if his daughter doesn’t participate next season. If that is the case, he will resign.
• Old Business:
  • Charms invoice for three years is $1095, it was received and paid by Scott on 1/22/19.
• New Business:
  • Jazz Band and Dance Team Senior Night is 2/12/19. We are having difficulty getting volunteers to organize. Sent another Charms email and made a Facebook post on 1/22/19.
  • Laura Dotson made All State Chorus. The Boosters agreed to reimburse her $340 registration fee.
  • Annie will check with the Middletown AMVETS about hosting the Band Banquet this year. The two dates being considered are May 3 and 10.
  • Toni Snyder is looking for the Jazz Night notebook, suggested she reach out to Shelly.
  • The next meeting will be on Monday 02/11/19.

Music Boosters Meeting

12 November 2018

Heritage Room, MHS

General Meeting:

Attendance: Matt Shearer, Scott Snyder, Leyenda Bacorn, Kelly Bongard, Carolyn Nair, Becky Myers, Christy Kehlbeck, Danny Rumpf

• Scott read the Secretary report from 10/08/18, approved as read
• Tres:
  • Scott read the financial statement, approved as read
  • Early summary of the Festival indicates a net of $5K+
• Director:
  • Matt thanked all the parents for a great marching season
  • The marching band feeder tour will be replaced with a jazz band / chorus feeder tour. This has been done in the past; trying to build interest in the chorus.
  • Christmas in the Valley is set with the chorus for Saturday 12/01/18
  • Tentative basketball schedule for jazz ensemble is posted
    • Scott raised the issue of playing at both games on Friday 12/14/18 since it is court dedication and both varsity teams are playing
• Fundraising:
  • Sell spirit wear at the MMS concerts on 12/11-12 and the MES concert on 12/13
  • Sell spirit wear at basketball games. Plan for all games the Jazz Band performs at as well as a couple early games. Carolyn will send out a Sign Up Genius
  • Boosters voted and approved a Tag Day split of 20/80 for the students and parents (80% to the boosters)
  • We still need Tag Day volunteers for this weekend, including drivers. Remind parents their hours count too. (Scott)
  • Boosters voted to discontinue the Shutterfly fundraiser, but keep the Shutterfly account for picture sharing
  • Scott will send out a message regarding use of Amazon Smile prior to Black Friday
• Pit:
  • The Gator has been returned and the fender damage estimate is $101.
  • Christy thanked everyone for their support during the season.
  • The new trailer committee will kick off after the holidays.
• Old Business:
  • No response from Don Delauther regarding the stump removal, gravel, or written agreement to park the band trailers near the MVAA garage behind MMS
  • Becky Myers is working on the bulk mailing to the Wolfsville area for Tag Day.
  • MVB has the CD from the Drama Boosters, they have all signed off. Scott will stop by to see how many Band Booster signatures are required.
• New Business:
  • Festival
    • Leyenda will reach out to Kathrine Buohl to reconcile the program ad receipts
    • Frederick HS would like to meet at some point to discuss our lessons learned from the event
  • Carolyn suggested a trivia night hosted by the Boosters in the MHS cafeteria. We could sell concessions and the tables, get sponsors for door prizes, and Matt agreed to run the game. Danny will check with Administration.
  • Heather and Matt are exchanging emails regarding concert band and orchestra attire
  • We need to post instructions for parent access to pictures on Shutterfly (Annie and Rick)
  • Scott made a note, and forgot to bring up, making the Student Uniform Coordinator an official leadership position in Marching Band. It worked out well this year. The issue will be raised with Matt separately.
  • The December meeting is cancelled. The next meeting will be on Monday 01/14/19.

Music Booster Meeting Minutes

October 8, 2018

MHS Music Booster Meeting Minutes

September 11, 2018

President: Discussed CHARMS trip accounts; JMU trip is already been added to students' accounts. Discussed what to do with 50/50 from the rained-out football game--donate unclaimed half to Food Bank? People can trade in tickets for new ones to be considered for next week's football game 50/50--we will send out a Find Out First, make announcement over loudspeaker about this.

VP: Annie mentioned some people she talked to would rather donate money than buy a Yankee Candle to support the band. Asked Mr. Shearer if he could put a DONATE button on the website.

Secretary: No report

Treasurer: Taxes need to be done. Sounds like our accountant is overwhelmed and has applied for an extension. Leyenda read Treasurer’s report.

Director: We discussed ways to advertise for the FCPS Marching Festival: radio stations, FNP will be taken care of by FCPS, The Citizen. Possibly WHAG. Discussed if Choir should have a trip account on CHARMS. Discussed discipline issues (in cafeteria and band room) from previously postponed football game. Mr. Shearer asked that we talk to him about issues and if needed he can go to Ms. Jeffery.

FCPS Marching Festival: Meeting for volunteers for this event will be on 10/1. We need 40+ volunteers. Adam Tolley is helping create a pamphlet we can sell at the festival.  Kelly Bongard is coordinating and has secured Shepherd Univ. to perform at the end of the festival.

Pit Crew: Christy Kehlbeck is recording who has a key to all the pit locks/equipment. Has a sign up for volunteers to tow and help at games and competitions.

Meeting adjourned at 8:20.

Music Booster Meeting Minutes

June 11, 2018

President's Report:

• Reviewed budget
• discussed Kelly Bongard's work in preparing for the FCPS Marching Festival in October: Paperwork is in to try and secure US Army Band; Towson not available
• Tux Rental fundraiser: 17 rentals bringing in $323.
• Need assistant for fundraising. Currently, only Caroline Nair.

Director's Report:

• Thanked Senior parents
• 51 students registered for Marching Band
• Invited to be in a Middletown parade on Aug. 25 (formerly known as "Friday Knight Lights")
• August 31 is the first football game

Secretary's Report:

• Minutes handed out, voted and approved
• Will post them to website with Shelly Hill's help

Treasurer’s Report:

• Checking account ending May 2018 has $31,366
• $23,594 in uniform account
• $43,983 in Money Market
• $12,000 set aside for new trailer for 2019-2020

Fundraising Report:

• Lauren mentioned that WalMart may not happen. Dates are booked that we usually use. Elizabeth Bloom is looking into it.
• Form for 50/50 for football games has been completed and turned in
• Will we participate in Heritage Festival--selling shirts, water etc--as it's on Green Street?
• Yankee Candle--continue or not as parent had child who graduated.
• Tag Day is Nov. 10 & 11; 17 & 18. Were informed the MHS play is on the 10th and 11th, so we may have to move our meeting place within the school.
• Lauren gave the spirit wear to other parents for upcoming year

Miscellaneous:

• Silent Auction brought in $5230 and needs someone to run it next year
• Discussed where to store all the Booster info so others can easily access it. Possibly on Charms?
• July 9th next Booster meeting at MHS

Adjourned: 7:53pm

MHS Music Booster Minutes

May 14, 2018

Secretary Report: read previous month's minutes, motion accepted to approve minutes.

Treasurer Report: Checking account contains $35,118 as of the end of April.

• Coordination with Drama for the Choir money and CD to be transferred into our account.
• Motion to accepted to approve report.

Director's Report: Pit did well for "Into the Woods" production.

• Disney Trip went great.                 

President's Report: Band Banquet at Jefferson Ruritan has been reserved for 125 people. Will eat at 6:30pm.

• Awards for Band Banquet were sent to the Boosters. Annie and Toni will put awards into envelopes for the students.
• Trophies: should contact Rick Waterman or Rick Morris to figure out who we get them from.
• Idea for future banquets: hand paper to student with the pins they received and if they want the pins themselves, to see Mr. Shearer in class to receive them.
• Jazz Knight: less than 20 tickets available with 185 sold.

                                    -Made decision to shut down Pay Pal and sell rest of seats at the door.

                                    -Senior posters came in today.

                                    -Help needed for set up/decorating beginning at 8am on Saturday.

                                    -Food is on track

                                    -Silent Auction has received many items including bundles of musical instruments and items from the Witt family, NYC stay from the McCubbin family, 8 Night Viking River Cruise from Cruise Holidays Frederick/Kelly Bongard, many gift baskets and theater tickets.

• New/Continuing officers, coordinators elected in: President: Scott Snyder, VP: Annie Main, Treasurer: Leyenda Bacorn and Secretary: Heather McCubbin
• Caroline Nair will be new Ways & Means coord. but needs an assistant.
• Christina Rapp declined Uniform Coord. position but will help during Band Camp, so Heather McCubbin will be coordinator.
• Communications: makes sense to move to Secretary, so Heather McCubbin will be working with Maria Sgrignoli.
• New Trailer coord: Joe Kefauver
• FCPS Marching Festival to be held at MHS in October. Kelly Bongard is coordinator. Dr. Rumpf talked about the festival and handed out a sheet with items to do.

Next meeting June 11, 2018.

Adjourned: 7:50pm

MHS Music Booster Meeting Minutes

March 12th, 2018

Meeting called to order at 7pm.

Secretary Report: handed out December and February's meeting minutes. Motion to approve was passed.

Treasurer's Report: went over current funds--no report ready to hand out--and our balance in checking is currently $35k. Uniform account is $23K. Money Market account is $43k. Will email the full report to Scott Snyder.

Vice President: no report; not present

Ways and Means: Tuxedo fundraiser will be March 23 & 26 during lunch shifts. Info will be on MHS site, Find Out First and via announcements. We receive 20% per tux rented through M. Stein and Company.

President: Asked for a Nominating Committee to be set up for upcoming elections. We will vote on Officers in May and approve in June, 2018.

            Old Business: By-Laws were updated and Scott and Mr. Shearer will be attending the Chorus/Drama Booster meeting on March 15th asking for Chorus to be integrated into our Boosters, thus changing our name "The MHS Music Boosters".

            Charms is now our new music management software. A question was raised on how to pay for multiple students at once (such as siblings). We were informed you must do this via two different transactions.

            Scott reminded us that two lights need to be fixed on the band's small trailer before we begin next school year.

            New Business: Jazz Knight is May 19. Asked for volunteers to pick up and drop off tables for the event. Doors open at 6:30 and begins at 7pm. MMS Jazz will be playing before 7pm.

            Jacqui Kreh is coordinator for Silent Auction. Form will be on Facebook and website if anyone wants to donate.

            Scott pointed out a new potential fundraiser that was brought to our attention: Sheets that can be ordered from a company online. Talked about possibly pairing this up with a Mattress Fundraiser in the fall/winter of 2018/19. Tabled for now.

Director: Disney Itinerary is updated on our website. Mr. Shearer informed us the Concert Band received a Superior rating at Adjudication. Concert Band will perform at MHS on March 22 along with Jazz. All County Jazz band is April 7 at LHS at 4pm; have five students participating. Band Banquet is May 18th at Jefferson Ruritan.

DISNEY UPDATE: Jayne Bongard--Cruise Holidays Frederick (CHF)--attended this booster meeting and said the Disney tickets will be in next week and will be handed out at the resort when students arrive; ticket numbers will be emailed to email addresses on file so students can begin Fast Pass bookings; all rooms are assigned at Disney; boys and girls are on the same floor but in separate areas; advised for students to take a photo of their Disney tickets in case they lose it.

--We should arrive at 4am, buses depart at 4:30am and arrive at BWI around 5:30am for our 7:05am flight.

--CHF will check in student and procure boarding passes which will be handed out at security. --CHF reminded us that students 18+ years old need MD issued ID for Security; under 18 needs photo ID, like a school one.

--Mr. Shearer has three school buses booked for the ride down; possibly only need two for the ride back. Cruise Holidays Frederick has a van for the dancers who arrive back at National Airport a day early.

--Mr. Shearer handed out medical forms for students to parents who were present.

--He also mentioned all students need to pack a small duffle with black socks, their gloves and whatever clothing the student will wear under uniform. They need to label bag and have it placed on Instrument truck Monday before our trip. Choir workshop only needs athletic shoes. Dee should've informed dancers about anything else they would need.

Next Booster meeting is April 3.

Adjourned at 7:45pm

DECEMBER MEETING WAS CANCELLED, NEXT MEETING SCHEDULED FOR JANUARY 9, 2017.

May Booster meeting minutes:

Minutes from last mtg approved.

February minutes 

October Booster Meeting Minutes

September 2015 minutes

August Band Booster Minutes

April Band Booster Minutes

Matthew Shearer
Laurie Rentzeperis
Mike Wojton
Joe Diedrich
Courtenay Diedrich
Jeff Hill
Vicki Hill
Tanya Prescott
Shelly Hill
Maria Sgrignoli
Janet Call
Brooke Hontz
Lauren Bowlin

Meeting Started at 7:08

Mike welcomed everyone.

Minutes from last month: motion to approve by Janet Call seconded by Shelly Hill. Minutes approved.

Kings Dominion: 38 band members attending the trip. Our performance time is 3:45. There are still available seats on the charter bus.  We are still gathering information for the Disney trip on April 7-11. By band camp we should have details finalized and registration will be on September 1st.  We are not sure if it will be Disney or Universal.

Director:
Looking at moving Spring Concert to May 19. A confirmation will be asked for from administration.  There will be a visual element this year. James Madison Parade of Champions is the same day as US Bands States. The band has chosen JMU as their preference.

Treasurer:
Handed out financial reports from the past 2 months. Bank statements sent to officers.  A budget meeting date must be set up in order to present the budget at the next band booster meeting and to vote on it. Election to be held at the May meeting.

May meeting will be held on Monday May 18th. The last two years finances will be compared with this year for budget planning purposes. May 5th will be the budget planning meeting at 6:30 in the band room. Uniforms: Joe will propose $2000 toward uniforms. 

Early enrollments for Marching Band have begun. There are 22 people signed up. There are 6 freshman so far. 

Tanya Prescott: regarding Basket Bingo, there are a few more donations to be obtained.  James Gang will put flyers on pizza boxes.  Bingo is Sunday at the fire hall. The set up will be similar to previous years. 47-50 tickets confirmed.  Tickets will be $25 at the door. There are many positions that students can fill to help with the event.  Bingo starts at 5. 
 

March Booster Minutes

Meeting held on  February 9, 2015

Meeting held on January 20, 2015

January Booster Meeting Minutes

8:03
Matt Shearer
Mike Wojton
Joe Diederich
Courtenay Diederich
Vicky Hill
Laurie Rentzeperis
Shelly Hill

Joe motioned and Courtenay seconded approval of last month's minutes.  

Cash policy approved from last meeting.  Motioned by Courtenay and seconded by  Vicky Hill.

Prices to be sought out to purchase drums through boosters. Bells also to be purchased.

Virginia Coach is the bus company for the May 9th trip to Kings Dominion. Deposit for two buses has been paid. Meal and drink prices will be posted by boosters by the February meeting.  The price for the trip should be $105. Mike to send out an email with details.

Treasurer handed out two months worth of reports due to not having reports last month. Dec 31st was due date for taxes. Taxes will be filed this month. We have extension till June.

$11,200 is the tag day total.  Updated trip accounts to be posted.

One student did not pay dues yet. They will be billed.

Jazz and concert bands start next week. Senior night is February 17 for Jazz and Dance. Adjudication is on March 30th.  Uniform company to be sought out for tuxes and dresses. Mike to compare prices before decision is made.

Basket Bingo. An email will be sent out by Matt to pick up tickets.  Courtenay will assist with this event. Tanya may mail out letters to businesses in envelopes with school's address. 150 envelopes to be asked for at office. Courtenay to bring contract and half deposit to the firehall.

Jazz seniors' pictures will be taken by Maria Pope for Jazz night. Committee sign ups to be coordinated by Courtenay.

Jazz shirts to be designed by Matt. Sizes to be obtained next week.

Joe received box of awards for band banquet.

Joe motioned to close meeting, seconded by Shelly.

DRAFT June 9, 2014

Lisa Miller

Courtenay Diederich

Joe Diederich

Janet Call

Laurie Rentzeperis

Matt Shearer

Elizabeth Bloom

Minutes from April and May are approved to be posted.

Will Diederich spoke of his Eagle Scout project to fix shed. The Boy Scouts and band members to work on the shed in July/August if approved. Will's goal is to repair the wood frame and locks and to paint the shed and build shelves. To complete the project , lumber has been donated, a $100 donation from boosters was requested. Will to ask for volunteers at scout meeting and will use remind 101 and Facebook to ask for band volunteers. Food donations and drinks to be provided by parents and boosters. Lisa made motion that boosters donate $100 for project. Janet Call seconded and all agreed. The motion is passed. Dates to be chosen and sent out on remind 101.

Treasures report:

Report distributed by email for the last 2 month period. Disney closed out and students to be credited $22. Some overpayments also credited back to students. 4 seniors credited and 2 seniors' siblings will get a double credit applied to their accounts.

New officers to be affirmed.

The budget FY15 approved.

Joe would like approval to use Monacacy Accounting  Inc. for accounting.

Vice President Report to be delivered for next meeting.

Director's report:

Matt thanked volunteers for their help. The show is being put together and flags are being designed. Jazz Knight guest musician to be sought out ASAP. A student did not wear his tuxedo so a check was returned to him and the tuxedo will be used as inventory. Water bottles to be obtained for band camp. 40 students have registered and at least 15 others are anticipated to register. Jeff Hill has been reaching out to increase numbers.

President's report:

Mike is getting quotes for JMU bus and forms for trip.

Booster participation--students in leadership positions to attend general meetings to help raise participation at fundraisers.

Ways and means:

Jazz Knight:

$1341 for silent auction total. DVD sales were 6.

Dates for fundraisers were presented. A complete list of fundraisers to be sent in an e-mail.

Basket Bingo:

Courtenay to explore locations for the next event as well as dates. Courtenay to find someone to shadow her for bingo and Jazz Knight. Position will be advertised. Parent volunteer and dinner chairs to be sought out. Elizabeth to follow up with Safeway for fundraiser .

June 21st: Walmart fund raiser. Sue long will chair event. There are 5 students attending so far. Another is scheduled for July 12th. They have not agreed to a third date yet if they are not filled. Elizabeth to follow up. Laptops to be set up at both entrances.

Yard sale: at MUMC or Christ Reformed. September 6th is the date with email to be sent out asking for donations . Conflicts for date to be explored.

50/50's approved for football games.

Mulch Sale: Elizabeth to follow up with Diane Cosgray.

Car washes: June 28th and July 26th.

Meeting adjourned

Draft minutes for review and posting...

7:00 started

May Booster minutes

Joe Diederich

Matt Shearer

Lisa Miller

Tracie Moore

Laurie Rentzeperis

Jeff Hill

Courtenay Diederich

Budget:

Joe made the changes at the budget meeting on May 6. The major change was $2,000 added for repair of decals on the trailer in auto-other section of the budget.

TriM Cords are handled by Mr. Shearer and the line item will be deleted from the draft budget.

Budget to be voted on in June meeting. Budget proposal to be posted publicly on the band website.

Food cost for banquet was $1350 and we collected about $1400.

Joe signed up for the Instrumentalist promotions for discounted awards. Mike and Joe reviewed costs and total income for the Disney trip. $22 will be returned to students or to their siblings. Total was $653 per student.

There was a Disney press release about our trip.

Chaperones: The need for a chaperone chair who attends booster meetings was discussed. Jeff volunteered to be the chaperone chair and will coordinate with Dee. A lead chaperone will be designated for each football game and competition. The need for chairs for all departments was discussed.

Band Welcome: A more welcoming, personal introduction to the registration e-mail was proposed. Jeff, Donna and Lisa will work on the website.

Elections: Mike, Lisa, Laurie, Joe all nominated for their current offices. Vote taken to nominate by acclimation. Jeff moved and Tracie seconded for the entire ballot roster. All agreed.

Jazz night: Majority of food has been purchased. Extension cords are needed (2 75-100 feet long). The program is complete and ready to be copied. Courtenay will be here by 9 am. She will give specific jobs to volunteers. Donna proposed that people arrive to help at 12. Main Cup donated coffee station. Band members (concert) can monitor tables and will be managed by Lisa. A sign up list will be provided on the band door. Black pants and white shirts will be requested to be worn by servers and their entry fee will be waived.

Yearbook: The yearbook will pull pictures from the Yellow Brick Road website as opposed to Life Touch. Band parents will be contacted regarding replacement photographers for after the Millers step down from their position.

Donna motioned to adjourn. We are adjourned.

DRAFT Notes from Booster Meeting 4/28/2014 Meeting was called to order and Lisa M. made a motion to approve the March minutes and Elizabeth Bloom seconded it. Vice President's Report - Lisa - Good news! More that seven 8th graders have joined the band program, replacing the seven seniors that will be leaving this year. The middle school students were extremely excited to receive postcards from band members at Disney. Mike said that he would send welcome letters out to all the new members. Lisa mentioned that in preparation for marching band and the possibility of professionally sewn flags, Matt needs to have his designs by the end of May. Finance Report - Joe - Fundraising has stayed the same. Officers all have the full report. We will meet May 6 after the concert to discuss next year's budget. Joe will have a proposed budget starting with a 2015 draft to make adjustments to. You may email Joe with suggestions based on this year's budget. Mike proposed we link our budget so it can be viewed online. Director's Report - Matt - Thank you to all who worked n the Disney Trip a success. Thank you to all the chaperones who "made the sacrifice!" All County Jazz Concert was very nice. Concert band is coming up Tuesday and will feature several pop music compositions. May 12 is the elementary school concert and May 20 is the middle school concert. Ways and Means - Elizabeth Bloom - Eight people have committed to donate baskets for the Silent Auction featured at Jazz Night. Denice Callan will solicit businesses. Elizabeth handed out a letter to provide to businesses. Future Car Washes have been approved by the school. Elizabeth will talk with Lisa Remsberg to coordinate. Tag Day may be scheduled for Nov. 8&9 and 15&16 next year. We are seeking other ideas for fundraisers. Having a mulch sale was discussed. Bingo is still planned for next spring. Senior Banquet - Tracie - Clare will design the Senior photo display. Awards/Certificates were discussed. Matt requested we ask for a communications chair to make sure awards are mentioned appropriately through the school. It was requested that Mrs. Devine receive an invite to the banquet. President's Report - Mike - Band trips are still being planned for the future. A big trip to Disney or somewhere similar will be considered fortwo years from now. Accounts for this years trip will be updated and checks will be written if the reimbursement is over $15.


Date of Meeting:
Minutes entered on: Mar 31, 2014 - 08:37:19 PM
Minutes updated on: Jun 02, 2014 - 11:18:21 AM

Lisa Miller called the meeting to order.

Members present: Joe Diederich Lisa Miller Laurie Rentzeperis Janet Call Elizabeth Bloom Courtenay Diederich Mr. Bitner Tracie Moore Matthew Shearer

March Meeting Minutes Minutes: Minutes are not approved yet from the February Booster Meeting. There are outstanding items to be updated. They will be posted prior to the next meeting for approval.

Executive Reports

President's Report: Mike was not present today.

Vice President's report: There is one outstanding fee from the fall Marching Band season. We have begun receiving fees for this season. The deposit is $100.00. We will start to write up the budget next month. There have been discussions of fees staying the same. A possible increase has also been discussed.

Treasurer's Report: All of our Federal and State tax paperwork went out. Payments to Disney are complete. The bus company has the charge information but the charge has not been shown on the account yet. Follow-up will be completed later this week.

Director's Report: Jazz/Concert Band concert is on Thursday. It will be short due to snow days impacting preparations. The concert is at 7 and is free. The kids will miss two days of school due to the trip and then a third due to the adjudication the following day. The students will be instructed to contact their teachers concerning assignments and urged to keep up with what will be missed during the absences. All County Jazz Band auditions are on March 25. All clinics and performances are confirmed for Disney and our schedule has been discussed with Disney staff. The itinerary is finalized.

Committee Reports:

Ways and Means Committee Report: Spirit night at Asian Cafe brought in $410, football season spirit sales totaled $164 and tag day donations since 1/14 were $420 including the Paypal transfer. Jazz Night Club silent auction is May 17, Band Banquet is May 20 and the DVD is sold as a fund raiser. Freddie's Subs or Subway will be explored as a spirit night. The date of the car wash at Mtown Village is to be determined, spring cleaning yard sale,and metal recycling at Mtown village is June 7th, Walmart collections are tentatively scheduled for June 21 and July 12 (but, may be changed due to a schedule conflict) and an August date may be added. Spirit wear to be looked at regarding amount sold at football games and time volunteers are selling items, as few items have been sold at games recently. Fifty fifties discussed as something to possibly replace spirit sales at games as they are more lucrative. MVAA office was suggested as a potential option as far as having a spirit wear table in their office during sign up days. Inventory to be checked prior to Elizabeth Bloom contacting MVAA.

Chaperone Report: no report

Publicity Report: no report

Communication Report: no report

Uniform Report: Everyone has a uniform for the concert on Thursday . Minor alterations on one will be done. Orange ribbon is needed, for the girls. If we need more, Courtenay will buy some. Black button down shirts will be worn with the tuxes. Other items: none

Jazz Night: A guest artist is still being sought out for Jazz Night. Some former JMU students are among the options. Lisa Miller to explore some leads. Courtenay will work on the poster which should be out by mid April. The color of the event this year is red. Courtenay will contact chairs about plans, including food. Previous year's DVDs and posters will be included in the silent auction.

Banquet and Awards: The Banquet is booked for Tuesday, May 20. Turkey, country ham and sides were successful last year. $15 was charged last year. Food options and prices for this year were discussed. $13.50 per person would be the price for the same two items and sides. Elizabeth Bloom motioned that we have turkey and country ham and charge $15 dollars per person. Tracy Moore seconded the motion. Discussion: yes Opposed: none Abstained: none Approved: all Motion passed as stated The meal will start at 6. Matt will put together a form for the awards which should cost approximately $900 dollars.

Concert: Thursday Night 3/13

Open Discussion Items: none

Disney: Matt is putting a final itinerary together, Mike will help organize during the trip. Size of luggage to be detailed, blankets and pillows are allowed on the bus. Chaperones' meeting to be held on March 18 at 6:30 in the band room. Joe to look into chargers for phones on the bus. Communications for Mike from band parents will be sent to Lisa in his absence and copied to him. Travel arrangements for flyers to Disney will be mailed to Mike next week including wristbands, tags and keys. Middletown shirts will be in soon and can be worn on the trip.

Tracie Moore moved to adjourn the meeting.

Lisa Miller adjourned the meeting.

Next meeting scheduled for Monday, April 14. Close 8:25  

Start 7:30

Mike called the meeting to order.

Members present:

Mike Wojton

Lisa Miller

Laurie Rentzeperis

Matt Shearer-Band Director

Courtenay Dieterich

Jeff Hall

Vicki Hall

Janet Call

Joe Dieterich

Denise Callan

November meeting minutes

Treasurer's report:

Joe to meet with Denise to discuss routes and maps for tag day. Denise has a list of routes based on past years' tag days.  Jefferson and Maryland Avenues may be added.

Fifty fifties at additional venues including basketball games were discussed as they are very successful. Playoff football games will be used for fifty fifties.

Total for fundraisers so far is $9,000 net.

JMU Buses:

Since the buses arrived slightly behind schedule, we will ask for the buses to arrive 30 minutes ahead of our projected schedule. We will use the same bus company in the future as they provided good service to the band.

Flags:

The boosters will investigate the possibility of having some of the flags made for us next year.  This is due to the designs that the band staff may come up with that are beyond the volunteer capability that we have to make our own flags.  Also, the amount of time spent on repairs to complex in house flags is an issue.  Some initial prices was discussed ($32-$45 for silk screen) based on a quick internet search.  We will need to investigate the cost increase over doing it in house and if some of the flags can still be done in house. In order to do this, the staff will have to commit to producing the flags designs much earlier (end of May) in order to facilitate the needed time to manufacture the flags.  Lisa Miller has volunteered to report back next month on potential costs for flags.

Band Fees:

The boosters over the next months will have discussions about flags, staff cost, trailer decals, shed repair, etc...  These discussions will become the input to next year's budget planning and determining what next year's band fees will be.    

Health form:

A health form will be implemented for future band dinners for dietary information and allergies.  The form will be able to be printed by parents. Contact between school administration and boosters regarding the health forms will be initiated by band director.  Per our bylaws a band booster chaperone chair may need to be elected to be in charge of a box with emergency supplies and forms for trips for students. Vice Principal will investigate having a go box made with medications for students.

Disney:

The clincs are 2 1/2 hours.  The parade is 3/4 of a mile throughout the Magic Kingdom park. Disney requires that all chaperones accompanying the band during the parade follow their dress code. No sneakers, jeans. Khakis for director of the band. The band is looking at making shirts based on the design from Mr Shearer.  Courtenay will go to BJ's  custom embroidery to look for polos that can be embroidered. At the next meeting she will present what the potential costs are and then we can discuss if we should offer these shirts for sale to the band parents much like we have done with the show shirts. Chaperones will need to follow the Disney dress code for the parade whether they have this shirt or not. Parents cannot go to the clinics as there is no public access to the clinic sites.

Practices for Disney to be determined.

Minutes:

The minutes are on the boosters' web site.  They are up to date.

A motion was made to approve the backlog of minutes. The motion was made by Lisa Miller-second by Courtenay Diederich

Discussion-None

Opposed-None

Abstained-None

Approved-All

Motion passed as stated

Minutes will be updated on the website as final.

Director's report:

Matt Shearer thanked everyone present for the support given to him in running the band program.  He feels that the band is greatly improved and he is proud of their efforts.

Jazz ensamble season:

The season has started as has choir. December 4th is the adjudication, December 18th is the Christmas concert. TriM performs carols as volunteers. Lisa to organize kids as a support to Matt Shearer to coordinate this event.

Vice President:

There are still some outstanding band dues. Lisa and Matt Shearer to discuss whether these student will be able to participate based on handbook.

Treasurer:

Distributed reports.

Ways and means:

Additional volunteers to be sought after for selling fifty fifty tickets.  $350 in commission was donated to the band as well as 3 bags which can be used for future bingo prizes or use as silent auction items.

Walmart:

Walmart will be contacted to see if they will allow another fund raiser at their store.

Carwash:

The boosters will plan to hold a car wash between January and May if the weather gets above 65 degrees on a weekend.  This will be held at M-Town village.  This car wash will be determined by the weather and only if it is warm enough.  It will be on very short notice based on the weather reports a few days in advance.   A request will be secured.

Spirit days:

We are trying to have Asian Cafe as the spirit day location for this month.  We are waiting on confirmation back from Asian Cafe.  We would like to use Capitol Crave for the December fundraiser (gift cards that can be used at anytime will be made available).

Sponsorship:

The idea of having corporate sponsors advertise on shirts and the stadium were discussed.

Senior night:

Mike Wojton thanked everyone for helping Tracy Moore coordinate all aspects of the dinner.

Senior books and end of year DVD:

Lisa asked for a shadow to take her place as coordinator after next year as her daughter will be a senior.

Volunteer fee:

The idea for a volunteer fees were was re-introduced.  The idea is that a fee would be added to the band fees for some amount.  This fee would be waved if the parents provide some number of hours volunteering with the band.  Mike Wojton will present back to the band next month a proposal for discussion next month.

Registration:

The band would like to open registration in December this year. Historically we have open registration in May with a cut off at June 30th.  This cut off is needed to give Mr Shearer time so that he can create the music and show over the summer and have it by band camp in early August.  We are hoping to increase registration (both 8th grade and high school) by allowing people to register while the marching season is still fresh in their memory.

Recruitment:

Eighth graders may be invited to join marching band activities as a means of generating excitement about marching band. Opening discussion with Elementary School administration was suggested. Having band members play at events at the school was suggested. Having the boosters present at elementary school concerts was discussed. Perhaps have HS students help younger students.

Trailer and Pit:

The boosters need to investigate the cost of repairing the decals on the side of the band trailer.  They are starting to peel off in spots.  We will need to identify someone to investigate the cost and present this back to the boosters before next year’s budget discussions. 

The booster are responsible for the shed we use on school property to store the band's materials.  The door the shed is rotting and will need to be replaced.  We need to find someone who can investigate repairing the shed door and report back to the booster the potential cost.

Future trips:

The boosters will send out a survey to the parents about potential future band trips.  The current idea is to have a small trip one year followed by a bigger trip the next year and to keep alternating them every two years.  For example last year was a day trip to Kings Dominion and this year is Disney in 2014.  A potential for 2015 would be the Music Festival at Bush Gardens in Williamsburg Va for a day trip.  In order to have a trip in 2016 we need to start discussions now.  The survey is intended to solicit feedback about potential trips and cost considerations and any suggestions you may have.

Inauguration parade participation was suggested.

Tag day:

The next two weekends are tag days. Parents to contact Denise to sign up for Saturday which has the least number of students and parents. Pizza to be provided for students who work both sessions of tag day.

Lisa Miller moved to adjourn meeting.

Mike adjourned meeting.

Meeting adjourned at 8:35.

Next meeting will be December 9th, 2013 at 7:30 pm.

 Close 8:35                                                           

Booster meeting September 2013

Joe explained how to handle checks and receipts as he will have a scheduling conflict for the next 2 meetings.

Fund raising summary: Main Cup Spirit night was $600. Other fund raiser totals were discussed.

Student accounts were discussed. The formula for student account amounts was explained to Mike by Joe. Notifying students of their balances was discussed. E-mail may be used. Money left in accounts by Seniors will be deposited into the general fund.

Taxes: Monacacy Accounting Services may be considered for handling taxes.

There was extra money money left from the picnic. This will be applied to costs for the JMU tailgate.

For parents with 2 students going to Disney, a discount will be applied to the second child's account. Only one driver is needed for Disney as they are switching drivers. The cost for the trip will be discussed later as it will be adjusted for both of these reasons. We need 5 rooms for girls and 7 for boys. A block of rooms is reserved for parents and families who are attending. A coupon system for meals will be used for all. The schedule for stops on the bus as pertains to meals was discussed.

$675 is the current price for students for the Disney trip. $480 for chaperones. Final payments will be adjusted if a decrease is needed.

Spending money for souveniers can be brought by students as meals are covered.

The $500 scholarship money will be divided amoung 4 students who attended camps.

Dee is organizing chaperones for each event.

The theatre trip date is October 10th. It will be Wolfsville and Myersville. Donna to talk to the PTA president at Middletown Elementary about the HS music program speaking to their students.

Strategies for increasing marching band membership were discussed, including possibly polling students in Middle and High school as to whether sports were interfering with marching band schedule and possibly collaborating with MVAA if they are flexible regarding allowing absences for band competitions.

Basket Bingo: Only 40 tickets are sold so far. Announcement via e-mail to be made to remind students to bring in their tickets for the Sunday Sept. 15th fundraiser.

Yard sale, carwash and Walmart were all successful fundraiser.

Re: the 50/50 raffle, 18 is the minimum age to buy tickets. ID is required for winners to redeem money. One stand will be at the spirit table, and one at the entrance. An adult to walk around selling tickets will follow later in the game.

The winning ticket number will be shown on the screen.

In October at spirit night 31 gifts (Amy House) will hand out brochures and order forms. Commission will be donated to the band.

May 17th is Jazz night. The date of the band banquet to be determined.

2 families only haven't paid for band fees.

Mike will pick up tickets for competitions.

There are some links that do not work on the band website. Mike to speak to Chris Miller.

Booster meeting August 2013

Mike Wojton announced when meetings are held for new members. Introductions were made of parents and office members.

Mike asked for parents to help as volunteers for fundraisers and activities. Design ideas for the band show shirts were encouraged. An e-mail will be sent to ask for entries. Rhonda Fulton to head the shirt design e-mail. Ideas for keeping costs low were recommended by Mike. Flags for dance line were discussed as they pertain to the show. Mike asked for any parent volunteers to help make flags. An e-mail will be sent out for volunteer cutters. Those interested were asked to contact Lisa Miller. September 20^th is the first show, therefore the flag decision (make or buy) must be made this week. The cafeteria may be reserved to use long tables to cut material on.

The band leader stand will be replaced.

Fundraisers

Two weekends before Thanksgiving will be Tag Days( Nov 9 , 10, 16, 17). Tag Day was described by Mike for new parents.

August 17^th is Walmart fundraiser. From 8am to 12pm. Denise will do sign ups via e-mail.

Sept. 7th is the garage sale next to BP in front of the old Engle’s building .It was suggested that electronics be in good working condition for garage sale. Items can be dropped off early (Lisa to find out details). Parent volunteers asked for handling money for garage sale.

August 24^th will be the carwash fundraiser.

September 15^th is basket bingo. Tickets to sell will be distributed after tonight’s meeting. Volunteer kids are needed and their accounts will be credited for hours worked. Sign up sheet for volunteers will be available at Friday’s picnic. Mike asked parents to think about ideas for baskets.

A 50/50 will be held at all football games. A parent must handle the money. Mike asked for a volunteer. Jeff Dill volunteered.

August 20^th is Main Cup fundraiser. Portion of bill will go to band.

Ways and means committee: Mike asked for a volunteer to head up this committee. Elizabeth Bloom volunteered to be the head.

Football dinners: Mike asked for a new football dinner coordinator. Mike described duties for coordinator. Laurel Frigm volunteered.

Senior (appreciation) night was discussed. Dinner for seniors and families were described. Gifts for seniors were discussed (Lisa Miller will donate senior gifts). We can reserve rows for senior parents in stands for senior night. Tracy Moore volunteered to coordinate dinner. Lisa will decorate.

Friday’s picnic was discussed. It should be held in the park. Food offerings were discussed. The cost will be $8 dollars for students and parents. Checks are due Wednesday and should be put into Mr. Shearer’s mail box. Janet will help set up.

Disney: March 20-24^th. Thursday-Monday. We leave at 5pm Thursday. The kids are off on Friday which is the last day of the term. Monday is the first day of the new term. The first day includes a clinic with Disney professionals. There are separate clinics for band and dance. Second Day is when the kids have a performance which may be the parade down Main Street. Location of student performance to be determined. The third day is a park day. Price includes transportation, food, hotel, passes, clinic fees. Card system will be used for meals. The cost is $750 for now but may be subject to change based on number of students attending.

Chaperones will be about $100 cheaper. Mike will provide a breakdown of cost depending on how many people will ride bus. Sign ups are due by the end of this month and will be handled through e-mail.

Fundraising:

Discussed fall fundraisers. Inventory for scarves: we have 18. Blankets were discussed (we have 64) can be given away as part of baskets. Glow sticks were discussed. We will order necklaces and bracelets. Policy for 50/50 raffles: We can do them and do not need a permit if we are not holding it overnight. The issue of a permit will be looked into.

Budget:

We came out $500 dollars ahead this year for Jazz band from desserts. Some people asked why there wasn’t food based on the price of the tickets. Perhaps some more healthy snacks for next year (fruit, crackers, vegetables,etc.). Perhaps buy at Costco.

Everything from silent auction has been deposited. About $1000 behind (tag day is about $3000 behind). We will start earlier next year. A raffle at Jazz night may help offset losses from tag day. Picking dates must take dancers’ schedule into consideration. Mike to speak to Dee.

Student accounts have been updated.

Expenses have been updated. Participation fees went down as Joe deposited dues that were collected. Other than minor changes the budget is essentially the same.

Tri M: we will see if there is interest in an advisor who is a teacher/volunteer. The budget for cords is balanced.

Boosters:

Choral boosters: We need parent volunteers to attempt to perhaps combine it to become a music boosters group. This is in case there isn’t enough parent support from choral boosters. How to increase parental involvement was discussed. The combination of music boosters was proposed. How does this effect kids with multiple music classes. Janice to be contacted to discuss this further regarding setting up a brainstorming mtg. Parents to be notified after meeting to assess interest. Perhaps June 18^th will be the brainstorming meeting.

Participation:

Lisa suggested charging a fee from parents who do not participate or volunteer. One way is Parent Participation fee yet there is no change to the kids participation fee. The parents contract to volunteer. If they don’t sign a contract, the fee is due and not credited to the child’s account.

Another approach, is xx amount of hours must be completed to have 50 percent of fees applied to future costs for the child.

The remainder of the hours completed by a certain date: 100 percent of fees applied to future costs for child.

Assigning dates and tasks to parents was suggested. Signup sheets for different duties were proposed. These changes will be mentioned to parents at the picnic. Parent participation fee may also be proposed at the meeting before Marching Band Camp for next year. For this year no fees will be imposed.

Any participation from the summer will be counted toward hours. If fees are a hardship, the Booster Committee will take it into consideration and perhaps other volunteer duties can be performed. This will help to report volunteer hours. The idea of money paid benefitting your own child was discussed. Remind 101 was discussed as a means of coordinating volunteers for events. At the picnic, Remind 101 will be tried on cell phones.

Meeting to discuss these changes to tentatively be held on July 15^th at 7 pm with Janice.

Directors report:

Mr. Shearer thanked all boosters for their help.

Beth has transitioned all of her work except for Alekos, which had low turnout. They seem to not record information about the fact that the sales were for the band. Mike and Beth decided to hold off until August to ask them again. All positions were filled regarding parent participation. Few parents got back to Beth about volunteering. Beth asked if Courtenay could coordinate Jazz night instead of basket bingo. She agreed.

A flier to be created to raise funds for “music camp” at Disney to be created for Walmart. Beth to give materials and files to new person.

Carwashes, Walmart and yard sales all approved. September 7^th yard sale date approved at Miller’s or Christ Reform Church. Location to be confirmed within 2 weeks. Mike to send out e-mails about fund raisers and Disney trip once it is confirmed.

Drum major stand to be ordered. Marching snare drum to be purchased along with mallets.

Budget approved.

Middletown High School Band Boosters

General Meeting, Room 210

May 13, 2013

Meeting Called to Order: 7:30 p.m.

President’s Report: Mike thanked Kathy McCahey and everyone who contributed to a successful Jazz Night. Jazz Night was a profitable fund raiser, we sold almost as many tickets as last year. We made just under $1,200. The only mishap is a missing table. They will recheck and possibly look at surveillance cameras. We may have to pay for the missing table, will check contract. Susan brought up the fact that the volunteer parents who were serving during the jazz night still had to pay for a ticket. It was agreed that the parent workers should not have to buy a ticket. Next year we will advertise at dance studios and get a feature musician ahead of time. Lisa mentioned that cheese and crackers would have been nice along deserts. Susan said that Health Department issues would have to be recognized with refrigerated items. Susan felt that we couldn’t have done anything more than deserts and not hire a caterer. Everyone enjoyed having student waiters. Susan said that we should have more fruit next time. Kathy is having trouble getting volunteers for next year’s basket bingo. Since it is moving to spring we will have more time to promote it. Lisa Miller brought up combining band boosters with chorus boosters. Since Matt is directing both groups it could be beneficial to the music program. Mike wants to see if there is interest in combining them. Lynn will mention it at the next chorus meeting.

Treasurer’s Report – Courtney presented a draft budget showing actual expenses for 2012, 2013 and what we are expecting next year. The band will be about the same size as last year, but there are no trombone players interested. We are taking out Baker Park as a fundraiser. There was a slight decrease in funds from bingo, more for car washes, and Tag Day was about the same as last year. Next year Tag Day may be over two weekends. Matt is planning on taking only the Marching Band to Disney next year. Kathy thought they may use money for concert band and for jazz band. There was a reduced cost for buses this year. Participation fees will be the same as last year. Lisa mentioned a volunteer fee to be paid if parents don’t want to volunteer. Several don’t think it is a good idea because we won’t have enough help. Lisa thought we could charge $50 more and it could go to the Disney trip. Lisa will write up the details for the next meeting and get with Joe. Lisa also asked if we are keeping track of volunteers but we don’t keep track of everyone. Susan said we could track volunteer time on the website SignUpGenius.com. Susan asked what the dance team participation fees go toward. The dance team hasn’t been recognized at the banquet. It will be brought up with Matt at the next meeting.

Ways and Means: The next fundraiser is at Alekos. Several restaurants are not seeing an increase of business from our fundraisers and are not willing to hold future fundraisers. Panera only had 3 band people and McDonald’s said they will give us one more chance. Mike asked for suggestions. We will put more info on band website. Kathy mentioned that we shouldn’t have one every month. Lisa suggested doing fundraisers after an event so that kids will go there as a group. Some restaurants only specify certain weeknights. We will have to strategize more. We will have a fund raiser in June and hold off for July. When the percentage is from all purchases of the evening we make more money. We have two car washes scheduled. A yard sale is scheduled for 9/7 with rain day for 9/14. We need to decide on a location. We will try for Christ Reformed Church or "Ingalls" parking lot. Lisa will check on availability of Ingalls. We will need a new t-shirt design for spirit sales. It should be a general spirit shirt. Mike will send e-

mail for ideas. We will probably stop doing tables at basketball games, we aren’t making money.

Courtney said that the tentative date for the Disney trip is 3/19 – 3/23 and we are hoping to get 40 kids to go. There is a 3 day ticket for different parks. Performance and/or adjudication, including meals will be $773.00 per person. Offer a discount if we can get more people. We still need to get approval because they will miss one day of school. Lynn was concerned that they can’t miss school. Courtney said we could find another date if they can’t get off school. Matt wanted to shoot for right after the end of a term period.

Election of Officials was held. Mike Wooton was elected as President, Lisa Miller – Vice President, Joe Dietrich – Treasurer and Laurie Rentizperis – Secretary.

The meeting adjourned at 8:45.

Upcoming Events:

Next Meeting: June 10, 2013, Executive Board at 6:30 p.m. (all are welcome to attend), general meeting at 7:30 p.m., Room 210.

Middletown High School Band Boosters

General Meeting, Room 210

April 8, 2013

Meeting called to order at 7:30

President:  King’s Dominion went well except for meal plans.  It was agreed that a school bus is satisfactory as opposed to the expense of a charter bus for trips that distance.  A longer trip-would definitely need a charter bus.  Feedback for the trip was generally good.  Uniforms for kids have been turned in.  Parents will make flags for dance line next year.  The expense of having them professionally made would be over twice as much as doing them ourselves. Dee has parents who can make flags next year.  Website is set up for buying tickets for jazz night.  PayPal is working.  We will put an article in the Citizen.  Matt is trying to find a musician to play at Jazz Night.

Treasurer:  An abbreviated report was handed out.  Not many transactions this past month, just Jazz band t shirts, Kings Dominion and paying Lisa for t-shirts.  Joe will contact bank and ask them to switch dates for statements. 

Director:  Dates are set for drum line & dance line auditions by end of week.  Tryouts for Marching Band should be soon for next year.  The band earned all superior ratings.  Matt thanked Mike for organizing trip and getting uniforms together with Kathy and Denise.  Everyone had a great time on the trip.  The kids loved having an exclusive pass for a ride.  We will give Kings Dominion feedback on that.  JMU is 10/19/13 and we will also go to Annapolis next year.

Ways and Means: Beth hasn’t heard from James Gang on the next fundraiser.  For Panera Bread we just need the flyer for advertisement.  Car wash is on July 20.  Other ideas for car washes would be at Sunoco and LDS.  We may try WalMart and see if 8^th graders can be included before school starts.  Beth will call.  Matt mentioned Home Depot.  We may have a car wash at old Ingalls in June.  We should advertise a band car wash at WalMart.  Matt mentioned there is no competition during Heritage Day weekend so we could do a fundraiser that day other than a car wash.  We will wait until next year for a date for yard sale.  Possibly Labor Day weekend would be a good time.  Basket Bingo will be after trip to Disney so band kids may get a rebate for trip.  Disney will be at the end of March.  We need Dancers schedules before scheduling tag day.  They will send a signup sheet through the bus to be completed.

Joe recommended having a budget meeting before the next meeting. 

We need to contact a facilities person for chairs done in conjunction with elementary band concert for Jazz Night.  Donna says we need to contact art teacher for pillars.  Pictures for Jazz Seniors will be distributed at Jazz Night.

Nominations for Officers – Cindy Doggett for Secretary.  Joe will be willing to be Treasurer, Lisa as Vice-President and Mike as President.  We need nominees for Ways & Means Chairman.

Meeting adjourned at 8:15 p.m.

Middletown High School Band Boosters

General Meeting, Room 210

March 11, 2013

Meeting Called to Order:  7:30 p.m.

Treasurer’s Report: Will have a full financial report next month, 3 checks have been written since last meeting, not a lot going on.

Presidents Report: Last month they decided to move the basket bingo to spring instead of September. There are 38 performing at King’s Dominion.  There are 46 people going including chaperones and dance line.  We will need two buses to also hold equipment.  Mike would like for us to update the band website, with a banner showing upcoming fund raisers.  He will check out a couple of contacts to see if they can make the update.

Vice President Report: Nothing to report. 

Director Report: There is a concert next week, March 19^th at 7:00 p.m. for Orchestra, Concert Band, and Jazz.  Next Thursday after adjudication we need 3 chaperones 3/21.  We need one on 3/25.  Students will have music for King’s Dominion by end of week.  There will be practice for kids not in ensemble on Friday 4/5 after school.  Lisa volunteered to speak at band concert requesting parents to help next year.

Ways & Means: We will have deserts only at Jazz Night.  Susan & Sandy will make deserts & girls will serve.  There will be 30 tables.  There will be a table for Administrative personnel.  We may combine smaller items for baskets for the silent auction.  Last year we made $1200 at jazz night.  Susan will put an article in the Citizen for jazz night.  Sandy said the Band Banquet is on May 17, at 6:00.  We will have DVD’s for sale there.  There may be a car wash in March if the weather permits a week day may be better, when people are getting off work.  We decided to forgo Baker Park Summer Concert Series for next year.  Basket Bingo will be April 6, 2013.  Bus Trip to New York City – Dawn mentioned a trip to Atlantic City instead of NYC.  Lisa thought Restaurant Week would be a good time, in March.  Cindy Doggett will take over Pass the Hat at Homecoming.  Restaurants -James Gang on March 27, Panera Bread on April 15 we get 10% on all sales by FSK Mall, Main Cup in May, Asian Café in June.  Red Robin is another one to check out and Café Rio.  We still have Dominos pizza coupons to be given away for band camp and put in baskets at the silent auction.

Other Items:  Band camp for next year will be first full week in August, 5-9. 

Middle school concert is 5/14 MHS students and band booster representative will encourage students to join in high school

Meeting adjourned: at 8:27 p.m.

Middletown High School Band Boosters

General Meeting, Room 210

January 14, 2013

Meeting Called to Order:  7:30 p.m.

Approval of the Minutes:  The minutes from the previous meeting are posted on the Band Website.  Motion to approve minutes was made by Matt Shearer and seconded by Courtenay Dietrich.

Treasurer’s Report:  January account balances are listed on the budget.   There isn’t a lot of activity until Jazz Night.  We need $3000 to meet fundraising goal.  We are half way thru fiscal year and Joe included a Profit &Loss Detail report showing every transaction for first 6 month with detail entry & date amount.  The directors get a copy of bank statements for each account.  We have money in accounts and are staying on budget.  Contact Joe if you have questions.  Joe reminded everyone that all checks require two signatures from the directors and need a detailed receipt if you submit documents for reimbursement.

President’s Report:  On the trip to King’s Dominion we will leave around 7:00 a.m. and arrive at 9:30, the band performs at 10:30 a.m.  The band will perform in the theater inside the park and be finished around 12:00 p.m., leave King’s Dominion at 8:00 p.m. and be home around 10:30 p.m .  The price includes bus & food the only thing it doesn’t include is dinner.  Open to marching band, concert band & orchestra and then open up to dance line and parents.  Cost is $105 for performing and $100 for non-perform.  Discount for chaperone is about $80.00.  It will be on a first come first serve basis. The money is due 2/22.  King’s dominion may be within school bus range and it would knock it down about $25 off of total price per person.  There is an all you can eat buffet until 2:00.  Trip accounts can be used for the cost.  Joe will update trip accounts.  Water rides won’t be open.  We need uniform parent for concert & jazz bands.  Mike will go through contact list.  Kathy McCahey will be available for questions.  Kathy is coordinator for jazz night and Mike will get with her about that.  There are defects in the stitching on the stadium blankets.  They are talking to the company about fixing them.  There isn’t a fundraiser dinner this month but we will have one next month.  Mike talked to Matt about having a teaser banner on the band website about upcoming events.

Director Report:  Matt Shearer is excited about recruiting.  The number for ensembles should be the same & may go up.  We need more trombones, baritones, flutes & clarinets.  Matt talked to the 8^th graders & gets the feeling that most of them are continuing in band.  Mike asked if we could get anything to them about Disney trip before they make a choice on 2/11 for freshman enrollment night.  Matt may be able to get jazz band to play at 7:00 p.m freshmen enrollment.  We need to recruit parents.

Ways & Means: We raised over $2,000 on the second tag day for a total of $6,318.93.  Cool Travel - we didn’t fill one seat so it may be a bust but Beth will find out the status.  Asian Café – we made $568 last time.  We will be doing Main Cup for February  and Panera in the future.  We will have a fundraiser at the Asian Cafe every other month, next time will be in March. A comment was made about having a winter car wash on a nice weekend.  Beth check with Safeway about doin that.  We need to start getting underclassmen to do the fundraisers.  Last carwash at Safeway earned $466.  We need a sign saying the money will help us go on Disney trip.

Other Items:  Susan O’Neil said we send an article to the paper telling about the King’s Dominion trip and mention the upcoming jazz night.

Meeting adjourned at 8:00 p.m.

Middletown High School Band Boosters

General Meeting, Room 210

November 12, 2012

Meeting Called to Order: 7:30 p.m.

Approval of the Minutes: The minutes from the previous meeting are posted on the Band

Website. Motion to approve minutes was made and seconded.

Treasurer’s Report: Joe doesn’t have the full report because of a computer update but handed

out a Fundraising Summary from July 1, 2012 through November 11, 2012, we received an

additional $60 in bingo, Asian Café earned $680, Pass the Hat earned $283.50, Ausherman

Foundation donated $750, a thank you note will be sent. All of the marching band tickets were

sold and the budget was $200, we earned $172 more than we paid for them. We came out ahead

on band tickets and we broke even on show shirts.

President’s Report: Mike thanked everyone who has helped get us through this season.

Everyone please bring other parents to meetings. We need a uniform coordinator for concert

band and jazz band, Kathy isn’t going to do it this year. We are going to plan for a trip on April

6 to King’s Dominion for a concert performance for concert band, jazz band and marching band,

we will take a rental bus and sell extra seats to dance line members and parents. An unlimited

eating buffet included in price. Larger trip the following year will probably include the dance

line. We will plan a larger trip for next year in the spring instead of fall. A trip like we planned

last year to Disney to perform in Magic Kingdom, maybe a 3 night trip. We will try to get kids

started fundraising now for trip. There was a low turnout for Tag Day and we are $6,000 less

than budget. If we don’t get more money we will have to raise fees. An additional Tag day is

scheduled for December 2. A couple of neighborhoods have been identified that have been

generous in the past. We would like to take a small trip every other year. We will keep it as

reasonably priced as possible. The band members need to see incentive for fund raising.

Vice President Report: – Lisa did not attend due to an illness in her family. She is expecting the

blankets to come in this week. We will sell them for $20.00. They are fleece blankets and

handle is included.

Director Report: Mr. Shearer thanked everyone for their volunteering. Walkersville Band is

coming to the next football game. Jazz band will invite 8

th grade for performance.

Ways & Means -

Bus Trip to New York City - Susan ONeill has put in free ads in FNB, Gazette and Craigs’ List.

There are 54 seats on the bus. Last year we filled 30 seats and they will help us fill the rest of the

seats. It costs $8.00 per seat.

Tag day – Toni used Josh Moore’s design for flyer for Tag Day. Beth would like to donate a gift

card for design.

Sprit Wear has been changed to Spirit Sales. Beth will take it over for the rest of the year.

Fundraiser Ideas: Barnes & Noble – band could play and people donate money. Brass Band

could play at FSK. Beth will check on this.

Avon fundraiser will be spring of 2013.

Hope Hopson mentioned a fundraiser at Outback Steakhouse. Beth will get details.

Other Items: Mike asked for a list of games for basketball season Booster meetings for the

spring will be at the same time. Lee Jeffrey’s niece passed away and we are going to donate

money to her foundation.

Meeting adjourned at 8:10 p.m.

Next meeting: December 10, 2012, Executive Board at 6:30 (all are welcome to attend), general

meeting at 7:30 p.m., Room 210.

Respectfully Submitted,

Marcia Carter

MHS Band Boosters, Secretary

Middletown High School Band Boosters

General Meeting, Room 210

October 8, 2012

Meeting Called to Order: 7:30 p.m.

Officer’s Reports

Approval of the Minutes:  The minutes from the previous meeting are posted on the Band Website.  The minutes were approved and will be on the website for future meetings.  A request was made for a reminder to be sent out about the meeting.

President’s Comments:  Mike Wojton said that the JMU buses are set and we are leaving at 6:15 am.  It will be $45 for seats.  Sandwiches and chips will be provided by caterer.  Parents will provide drinks, deserts, tables, & need to bring own chairs.  We will aim for large trip every 4 years and a day trip the other years.  We need to get started for fundraising for the larger trip now and not wait until the year we are attending.  Will need approval from administration and the trip would be during Christmas break.  We will look into a day trip to Kings Dominion this year. 

Vice President  Lisa Miller said that we still have  five more families that need to pay participation fees.  Another e-mail will be sent requesting payment.  She is working on senior gifts.  There is concern that there isn’t enough coverage by authorities at football games.  We are also having problems reserving enough space for the band.  We will ask if “reserved for band” can be stenciled on the bleachers. Signs could be taped until we decide on stencil.  

Director’s Comments:  Matt Shearer thanked everyone attending and we need to try to get more people to attend the meetings.  MES is not participating in the performance on Thursday but we are still going to Myersville and Wolfesville.  He would like to participate in Gator Bowl’s halftime for the next large trip.

Treasurer Comments: Joe Diederich passed out the general ledger which also shows students’ accounts.  Fees for JMU will be the bus is $45 per person and food $10.  Students can use a combination of trip accounts and cash.  Students need to be given amount they owe.  Last year’s seniors are still listed and their account will go to a member of family or new freshman if not willed.  Money will revert to treasury that wasn’t willed.  The best option for Towson is the tickets at gate which are $15.00.  Bingo fund are complete with a $60 check to be deposited. 

Ways & Means:  Pass the Hat – we made $290, using the trailer was safer and easier to manage than going into the stands.  Next year it would be better to take the banner and have more kids participate.  We need to plan for gates to be opened up earlier for next year.  James Gang is willing to do a fundraiser once a month.  Subway – scheduled for Nov. 17 but same as All State Tryouts.  Date will be moved to previous weekend.  Robert St.John has agreed to coordinate Tag Day next year.  Spirit Wear is on hold.  Domino’s Pizza Cards – Mike will send e-mail to band families for purchases.  They are $10 a card for 16 purchases of 2 pizzas each.  Asian Café on 10/16 – band gets 20% no stipulations.  They are willing to do it every month.  Yard Sale – holding it at MUMC instead of Christ Reformed – cons – no LDS, pros - use of tables. 

Fundraiser Ideas:  .  Spirit Blankets are an option that we will pursue.  Lisa researched and they will be orange with black letters.  We will get a sample and sale for $25 and try to sell them outside of band.  They may have last names if there is a request.  Kewl Bus Tours to NYC before Christmas is profitable if the bus is full.  It costs $500 and we make $8.00 per person.  Go Girl Head Bands are $8.00 and $10.00, we purchase from website and it would be a good fundraiser.  Hope Hopson has a Bottle Top Jewelry.  It was decided to buy 5 and sell with Sprit Wear.

There were a couple of suggestions for fundraising such as A Mini band camp – do it before 8^th grade sign up and $5.00 Below in which we decide a fundraiser to sell at the Dollar Store and 10% of organization total will go back to group.   It was decided to put these two ideas on hold for now.

Sr. Night - Beth has notes for Tracy Moore for decorations and corsages.  Lisa will send out an e-mail to parents who want to purchase the basic band books.  We will order 5 or 6 extra and sell them at cost or add $5.00.  Sr. night budget is $300.  Last year a donation was made to add to the budgeted amount.  We will use $200 for main courses and ask for donations for deserts and drinks.  We need to reserve seats for sr. parents.  We will reserve 10 rows; 6 rows are for band, 2 rows for parents and 2 open rows.  The pit helpers can reserve them.

Meeting adjourned at 8:55 p.m.

Next Meeting:  Monday, November 12, 2012; Executive Board at 6:30 (all are welcome to attend), general meeting at 7:30, room 210.

Respectfully submitted,

Marcia Carter

MHS Band Boosters, Secretary

Middletown High School Band Boosters
General Meeting, MHS Cafeteria
September 10, 2012

Meeting Called to Order: 7:35 p.m.

Officer’s Reports

Minutes from Last Meeting: The Minutes will be posted on the Band’s website.

President’s Comments: Mike Wojton gave the scholarship list to Treasurer. We had a good band camp, the kid’s worked hard, Mike thanked the parents.

Mike will ask Susan Tipsord of she can coordinate dinners for football games. The budget is $1,000 for food for 4 games and 1 competition.

Chaperone training is Friday at 6:00 p.m.

When kids register for band we need to get parent’s cell numbers.

Director’s Comments: Matt Shearer welcomed the executive committee and other people attending. Band Camp was fantastic with great weather. Rehearsals are going well with full show on Friday night and will evolve throughout the year.

Vice President’s Comments: Lisa Miller will update spreadsheet for outstanding dues and send out e-mail. She will also donate a serger sewing machine to the band for sewing flags.

Lisa is preparing senior gifts (which will be a surprise to band members).

Treasurer Report: Joe Deiderich distributed the General Ledger as of September 9. Most of the expenses were for band camp, flags and basket bingo. The gross amount for basket bingo was $4,900, net - $3,000. The projected net amount was $3,700. We had several empty tables this year.

The account at FUB is now closed and all money is at MVB. An upcoming expense is $700 for tax preparation by a CPA, Kim Chaney.

The fundraiser for McDonalds made $107.55.

Committee Reports

Ways & Means –Beth Guyton

1. Yard Sale – Toni Snyder is coordinating. We need boys to help and will need a truck, Items will be dropped off at 7:00 a.m.
2. Domino’s Pizza Card – We will get them soon.
3. James Gang – Coupons for September 18 came out by e-mail. They can be passed out at the football game.
4. Pass the Hat – 2 dancers and 2 pit members will be at the gate after dinner at Homecoming We need to get permission for them to put a sign up at the ticket box.
5. We ordered 100 lanyards to sell for spirit wear
6. Show shirts – we will get them by first competition. They are 100% cotton, t-shirts, long sleeve and hoodies
7. Basket Bingo – Courtney thanked all of the helpers and people who donated.
8. Avon – we made $1231 last year so we will keep it as a fundraiser.
9. Fundraiser ideas – Coupons for Old Town Diner in Myersville.
10. Trendy Treasurers – charm necklaces.

New Business – Mike mentioned buying a laser printer for the secretary. He will check on prices.

Passes to football games – Since only 10 people get in free Mike would like to get 3 passes for helpers – such as dinner coordinators.

Meeting Adjourned: at 8:25 p.m.

Next Meeting: October 8, 2012, Executive Board at 6:30 (all are welcome to attend), general meeting at 7:30, room 210.

Respectfully Submitted,
Marcia Carter
MHS Band Boosters, Secretary

Meeting Called to Order: 6:35 p.m.

Minutes from Last Meeting: The Minutes from prior meeting available upon request.

President’s Comments: Mike Wojtpm thanked Scott Snyder for work done over the summer to prepare the trailer which included a wielding job. Scott also arranged for two new spare tires to be donated to the band from Fountaindale Auto Center.

Mike found a company to contract for two full buses to go to JMU which are $500 cheaper and there will be more seats available to sell tickets for, more info. as we get closer

Uniform Report – we are purchasing a female drum major outfit. Kathy McCahey is working on that.

Ways & Means –Beth Guyton

1. We had 44 Keys tickets remaining and we had a drawing splitting them up in family packages.
2. Baker Park Summer Concert Series – July 1, we collected $27.33 but had to cancel collecting on July 22 and July 29.
3. Car Wash was rescheduled and we received $461.41. James Gang donated pizza for students helping out.
4. Dempsey’s Grill – we received $461.41, Dempsey’s Grill donated $20 and Beth sent a thank you note and $20 was donated for a total of $106.00 total
5. Flyers will go out again for Roy Rogers on August 22 from 5:00 p.m. to 8:00 p.m. They need one adult and one student volunteer to wipe off tables when it is over. No coupon but you must mention MHS Band.
6. Yard Sale – Christ Reformed has 3 weddings in Sept. Marcia Carter will call MUMC for availability on Sept. 1, 15 or 29.
7. Domino’s Pizza Cards – Need Coordinator – 16 separate uses, buy one get one free for $1.00 each. Suggested sales price for $10.00., one year expiration, we will purchase 50.
8. Spirit wear – we received one submission. We will bring it up at the picnic, possibly football championship shirts

We can sell old spirit wear shirts at back to school night and Middletown Middle School night on 8/23 if there is no conflict. Will sell them at band camp for $5.00 a t-shirt and sweatshirts are $15.00.

1. Show shirts – open up design to Tuesday of next week. We sell them at cost. Talk to kids at band camp. Marcia Carter volunteered to chair.
2. Basket Bingo, Courtney Dietrich, Chair – September 9, 2012 at Fire Hall. Tickets are being distributed, 3 tickets for each band student to sell. Letter asking for donations. Vera Bradley, Longaberger baskets. Need volunteers. September 6 will be last day to sell tickets. Sending out e-mail. Tracy Moore has sign up sheet. Courtney has list of donations given.

Treasurer Report: Copies of Budget for July 1, 2012 – June 30, 2013 and General Ledger as of August 11 were passed out. Report is Quickbooks report for Finances, Money is saved for uniform account.

We should use tax exempt certification when purchasing items. Bring copies of receipts and itemize total. Courtney mentioned that all checks are handed to her but they should go to person in chair person. John – flyer says where checks should go.

Publicity Report – Susan O’Neill prepares articles for the Citizen and FNP about the band and can mention fundraisers in articles. Submission of the article is on Mondays. Let her know if we have anything to be reported.

Sandy can use volunteers to sew flags.

Mike said the coach from MVAA will sell paint to us at cost for field management. Last year it cost $157.00 we have spent $60 this year.

New Business – exchange as a possible trip and Courtney found local trip opportunities to perform and do workshops. Courtney will look for trips to offer next meeting.

Sandy mentioned Civil War activity where we could perform.

Meeting Adjourned: at 8:45 p.m.

Next Meeting: September 10, 2012, Executive Board at 6:30 (all are welcome to attend), general meeting at 7:30, room 210.

Respectfully Submitted,
Marcia Carter
MHS Band Boosters, Secretary