Board Meeting Minutes - July 12, 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)
$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.
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
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