Board Meeting Minutes - July 12, 2016

July 13, 2016

Meeting Date:   :   July 12, 2016     @ 6pm

Attended
Invited
√ Michelle Brower
√ Carleen Smith
√ Terri McMorrow
 √ ShaeAnn Cavanagh
√ Robyn Wilcox

 Optional:
√ AJ Pace


Agenda:
1. Financial Status
2. Band Camp and Welcome Back Celebration
3.  Summer Fundraisers and donations
4.  Discuss next steps


Terri reconciled the balance sheet and conducted a full audit of last year’s books.  Everything has been balanced to the penny and has been input into Quicken Tool.  As of today we have $2,386.63 in checking account.  Terri will reach out to Lisa to help with the 501(3)(c) non-profit paperwork.
 
Robyn donated the $48.00 for MemberPlanet membership.
 
Pool Party after Band Camp has been confirmed for August 5th from 8-10 pm.  Carleen contacted Bucky’s BBQ for cost of dinner. 120 people = $285 for BBQ, $90/side → $3.88/person.

  • Pool Party - $110 ($50 deposit and $60 for lifeguards)

 
Band Camp:

  • $100 band fee is due by the end of the first week (July 29th)

  • MemberPlanet sign up handout to be given out to parents dropping off and picking up kids.

  • Welcome meeting with summary of information on the last day (Aug 5th).

  • August 5th – Last day of Band Camp Plan – Parent performance on the field or in stadium first, parent meeting right after, dinner, then pool party.

  • Tents will be set up outside the storage building behind the softball field.

    • ShaeAnn has 2 tents and there is one white tent in the band closet.

  • Board will meet several evenings during band camp to clean out and organize the closet.

 Robyn discussed MemberPlanet:

  • 105 parents in membership – 51 joined

  • Only have a few without an email

  • Leadership/Board email for parent packet review

  • Donation and sponsorship pages are linked to PayPal.

  Concessions:

  • Terri contacted Costco.They determine donation status at the end of the month and will get back to us.

  • 1st home game is September 2nd.

  • Carleen also discussed with Bucky’s BBQ for home games.They will continue the discussion and work out a deal.

  • Quentin and ShaeAnn will be available for every home game but will need someone to be there a little early to help set up.

  • Quentin will help create an order/inventory form

  • Terri and Michelle will be responsible for ordering the food and consession supplies.

    • We agreed they need to get debit cards to facilitate this process.

 Michelle discussed Zaxby’s

  • She is still trying to contact them.Manager has odd hours.

  • Robyn said she will be available to talk to manager if needed.

 
Parent Communication from Mr. Pace:

  • Needs for Band Camp – Sunscreen, light weight clothes, 1 gallon water jug, plastic sheets, 3 ring binder, healthy lunch (closed campus), eat breakfast

  • Money - $100 due by end of first week, $5.00/plate for dinner and money for shoes

  • Student Leaders – Needed July 23rd to line the field and organize band room

    • Needs a sprayer and diesel fuel – ShaeAnn said she would check on the sprayer.

  • Kathy Pickens will be at the 2nd week of band camp to measure kids for shoes

 Competitions:

  • Plan to rent a truck and not use the trailer except for parades

  • Screen printed shirts for winds and percussion instead of plain Under Armor shirt.

    • Need to size them during band camp

    • Robyn, ShaeAnn, and Carleen can come at 5pm and Michelle will come at 4 pm on July 25th to start sizing.

  • Bibbers will also need to be washed, organized and sized.

    • Robyn and Michelle will come in early afternoon on July 29th to start sizing.

    • Divide them up and take home today to wash and organize so we can determine how many are needed.

  • Scaffolding – There is a high school in Charleston that has scaffolding we can borrow.We determined it would be more cost effective to purchase our own.

    • Home Depot has it for $169.00.Michelle, ShaeAnn, and Terri will go get it this Saturday.

Status of the Props:

  • Robyn will check Ace Hardware for donations

  • Michelle and ShaeAnn will check with Home Depot

  • Carleen will check with Lowes

Next Steps:
Terri - follow up with Lisa on 501(3)(c)
Michelle - email Zaxby’s
Carleen - confirm Bucky’s BBQ
Robyn - send out welcome packet
Donations for props
Michelle and ShaeAnn will get scaffolding
Next meeting is Tuesday,August 9, 2016 at 6:00pm, Location TBD

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Special thanks to:   Luccia and Associates

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