Minutes of Band Board Meeting Sept. 15, 2008

Taken by Secretary Jennifer Gaskins

About 10 members were present including the officers, committee chairs, teachers and one non-officer member.

Treasurer’s report:  Dennis Gosnell reviewed the Balance Sheet and recent activity. Not showing is $1,500 in recent donut sales. We typically clear about $265 per game on donut sales.

We received $330 from Vic Card revenue, which is an easy way to add to the band income.

Most of the big band purchases have been made with the exception of the drill sergeant and Rob and food for upcoming contests.

President’s report:  Bobby Simpson said the race weekend Sept. 14^th turned out a profit of between $1,200 and $1,400. There were 27 volunteers and we’re being paid for 35 workers.

Band Director’s report: Jody Lukac explained how the half-time show time period is determined and the need to push for the full 20 minute performance period.

This Saturday, the band leaves at 3 p.m. and performs at 7:05 p.m. at Porter Ridge Showcase of Bands.  The band will start wearing full uniforms this Friday night.

All agreed that last Friday night had the largest band crowd and biggest response to the band. Jody Lukac said the band is the single largest organization in the school.

The group discussed the use of fields, sharing with other teams and the school policy which gives priority to school organizations.

Pictures will be taken Monday, Sept. 22 from 6 p.m. – 9 p.m. and Tuesday morning. All students are signed up.

Vice President’s Report: Ken Worthy reminded all about the upcoming fundraiser

Cookie Dough sales which starts Nov. 3. The group talked about other fundraising ideas such as yearbook or video sale covering the band year.

Concessions chair report: Kathy Williams suggested adding popcorn sales as another revenue source. Thanks to parents, she has received four new coolers. Still, more are needed. The band receives 30 percent of concession sales from its stand at each game.

Denning Love mentioned the need to repair the band trailer and was authorized to seek a repair shop for assistance.

A reminder for all pit crew members to wear their official pit crew shirts in order to enter the gates at no charge during contests, etc.

The next board meeting will be held at 7 p.m. Monday, Oct. 20. All band parents are encouraged to attend!

Piedmont Band Boosters Board Meeting Minutes - July 21, 2008

Submitted by: Jennifer Gaskins

Dennis Gosnell gave treasurer’s report. The Fall Show is the Band’s biggest expense coming up.  The spring race fund-raising event cost the band $1,200 for food and gas for the volunteers. Our profits are not in yet.

The band spent $2,600 this past year on instrument repairs. Two new instruments were ordered this year. The band’s checking account balance is $13,100 and the savings account balance is $18,715. The band is waiting to collect $4,000 in outstanding band fees. Call or e-mail Dennis with any questions about the budget.

The fall schedule is posted on the website.

Kathy Williams said coolers are needed (styrofoam or plastic, medium-size preferred, small enough for one person to carry). Or members may donate $20 toward the purchase of new coolers. Coolers or donations may be brought to the band room.

Amy Short was introduced as the new assistant band director. This is her 3^rd year teaching. She was at West Montgomery and then at Piedmont Middle teaching music.

All gave a warm welcome to Ms. Short.

Jody Lukac announced Rookie Camp, guard and percussion camps starting the week of July 28^th. Hours will be 8 a.m. to 4 p.m.

A color guard staffer has been hired again this year, along with college student instructors for each section.

This spring will be the 40^th Anniversary of the Piedmont Band!

Band Camp family night and cookout will be Aug. 13 or Aug. 14, to be decided.

Mr. Lukac and the board discussed the issue about a field use issue with the other athletic teams. He is trying to word on various angles to get the space for the band to practice, including talking to the middle school.

Tuesdays will be practice nights during the school year.

Members should add their e-mail addresses to the website and indicate what type of messages they want to receive.

Many parent volunteers are needed for band camp and other activities during the year.  For band camp, donations of canned Gatorade powder are needed. Blue and purple colors are the kids’ favorites.

There are 88 band members this year, about ten more than last year. There will be three eighth graders in the pit and four in the field.

This year’s show is 55 sets and is called Motions of Red. Mr. Lukac’s goal is to have 40 sets practiced by family night.

Night beat event is Sunday, July 27^th at Memorial Stadium. This is a highly recommended event – a real professional marching band.

July 16^th Band Booster Meeting Minutes

The meeting was called to order. 

Dennis handed out the Treasure’s report.  He explained it in detail for the new parents that were in attendance.   

Leadership camp is July 27^th.  The plan is to meet at the school at 7:00am.  Jody does not want any of the kids driving themselves due to the Charlotte area traffic at that time of the morning.  We will need to feed lunch to the kids.  Patty Medlin will make those arrangements. 

Del Funderburk, the former president, has made the arrangements with Krispy Crème for our Donut sales at the home games.  We may choose to sell some in front of Wal-Mart one Saturday morning.  Also, we will be receiving 30% of all concession sales this season. 

It is time to link the Harris Teeter VIC cards.  Ron Williams will be getting information for the website.  Also, we will have a sign or two posted at the games.  We will also be placing stickers on the boxes of donuts with the information.

We need to get a volunteer to be in charge of fundraising.  This person will need help form others.  Fundraising is too much for one person to take on.  

Jody:

Jody expressed the need for Bus drivers.  He would like to have 6 so that no one has to drive all of the time.  The cost for a driver provided by the county is $130.00 per driver, per event.  That can get costly. 

The Props that he plans to use for the show need to be built before school starts.  There will be two large props that will be stationary.  Then, there will be 3 others that will be moved around. 

Parent Night is August 15^th.  We need a lot of help with the tables for volunteer sign-up sheets.  We will sell T-Shirts also.  Dinner will be at 5:30. 

Jody is interested in some cheap Bass Drum stands.  When the kids are playing in the stands, the rims are being scratched up by the concrete.  Bobby said that he would see what he could do.  He had bought a couple a few years ago and thought he still had them. 

April 23, 2007

The meeting was called to order. 

Gail handed out the Treasure’s report which included the 2007-2008 Budget.  We discussed this budget.   Gail told everyone that we need to explain to the Rookie’s parents that even though Marching season doesn’t last all year, Band isn’t over.  There is always something going on, something that we are preparing for. 

The uniforms need to be dry cleaned as soon as possible.  Del stated that the cost had increased by 3% over last years cost. 

Fundraising needs to be hit hard for the upcoming year.  We have the Cookie dough and LMS parking as major fundraisers.  The smaller ones need help.  We need to link more parents, families and friends with their VIC cards.  Also, we need to get the word out about the ink cartridge program.  We will need to place a collection box in the Band office for this.  We need to try to obtain more corporate sponsorships.  Finally, we can check with the area stores to see about selling donuts outside on Saturday mornings. 

Del asked for a motion that we accept the proposed budget.  Motion was made and seconded.  The 2007-2008 budget was passed. 

Rookie night is tonight after the Band Booster Meeting. 

The Banquet has been confirmed for the 22^nd of May.  We will set up the night before.  The invitations will be sent out soon.  They are going to put Bobby’s name and number down for questions because Sylvia is not going to be available.   We are going to ask that all Board members bring two 12-pack cans of drinks.  We will take what is left over with us to LMS for everyone parking the cars. 

All new officers will be voted in at the final concert.  Jody stated that he is looking at having it at Lakeview Baptist Church.  He is waiting on the final approval from the Church board members.  As it stands, the date is May 31^st.  We would have practice the day before on the 30th.

February 19, 2007

The meeting was called to order. 

Gail Clarke gave the treasurer’s report.   Financially, we are in good shape.  The cookie dough sales and the LMS Race day parking were a great help.  The upcoming expenses include Rookie Night and the Annual Awards Banquet. 

New business was discussed.

Del had met with the Athletic Boosters regarding the concession stand.  They agreed on a 5% increase for the upcoming football season.  That will be a big help.  All of the rules from the previous year remain the same.  No drinks can be sold at the donut tent.   They are planning a price increase for items being sold which will also increase or profit.  They were very complimentary on how we conduct business.  Del mentioned the need for a generator for additional power to assist in everything that we are trying to sell.  Also, the trailer has leaks and we need to put a seal down.  He would like to get some tents donated so that they can be placed in the front of the trailer. 

The next item discussed was the parking for the races at LMS this May and October.  We continue to be complimented on the great job that the band does.  Everyone works hard and has a good time.  The All-star race is May 19^th.  The next weekend, the 26^th and 27^th, are the Busch series and Nextel cup series races respectively.  We will need lots of help.  They are already making arrangements to have the 4-wheelers to assist in handing out food and drinks to everyone that is working.   The October race is scheduled to be the same weekend as the Food Lion Classic Contest at East Rowan.  We will get as many volunteers to go in our place as possible. 

The Band banquet is tentatively scheduled for the 22^nd of May.  We are still waiting on verification. 

Rookie and Parent night is being held on April 23^rd.  The boosters will meet 30 minutes prior to this for our April meeting,   The Officers auditions and the Color Guard should be complete by then. 

There are Vacancies on the Board that will be decided soon.  Dennis Gosnell will be the new Treasurer.  We need to adopt a resolution to also allow us to keep Gail on until the end of her term which is June 1^st.  Another reason for this is due to the Band parent status rule.  Ken Worthy gave the motion to allow this.  Del wanted this on record in the minutes.   It was also suggested to split Hospitality.  We need one person to handle the food and arrangements regarding donations.  We could place the chaperone duties to the person in charge of Transportation.  It is just too much for one person to handle.   There will also be a new President and Vice President decided for the upcoming year.

It was mentioned that the Bylaws need to be revised.  It has been a couple of years since the last time that was done. 

Jody –

One of our former students was killed in a car accident recently.   Jonathan and his parents were active in the band.  In light of this, he would like to put up something in the band room in his memory.  He has received a donation in his memory and could use it for this purpose.  He will work on something and get back to the boosters. 

The High School concert is scheduled for May 31^st right now.  Jody is looking into alternate sites.  He would be willing to change the date if needed just to be able to have it somewhere else. 

The details for the Chicago trip were sent home recently.  The cost will include 12 meals.  The plan is to get the Band fees collect first then start collecting for the trip.  The first installment for the Band fees will be May 1^st.  The balance will be due June 1^st.  After the final band fee payment is received, they will collect the down payment for the trip and designate the last Friday of every month there after for additional payments.  Jody wants to exclude the month of December due to the normal strain of the holidays. 

Pay Pal will be available on our website soon.  The plan is initially to use it for band fees.  Eventually, they plan to add items that it can be used for. 

The next meeting will be held March 19^th.  We hope to see you there.  Your participation is welcomed.

November 20, 2006

The meeting was called to order. 

Gail Clarke gave the treasurer’s report.   We received a couple of individual donations.  $50.00 from Dennis and Nancy Gosnell, $200.00 from Sherry Love, and a $3.00 cash donation.  The following joined our corporate sponsors:  J.O. Clark, D.D.S., Wingate University, and Windstream Communications.

Del reported that he had a tentative agreement with Krispy Crème for next year.    Also, he has a meeting with Tommy Gaddy and the Athletic Boosters.  The meeting is to discuss the concession stand and whether or not they will increase our percentage for next year.  Denny Love has helped the Athletics and suggested that if some band parents showed up to help them, they may consider our suggestions. 

Del also requests some adults to assist with the cookie dough distribution when it arrives.  There was some confusion last year with the deliveries to the teachers that had purchased cookie dough.  Some tubs were duplicated which shorted other orders.  He stated that 5 or 6 parents along with the High School kids should be enough. 

Jody reported the following.

They will not be having a Jazz band this semester.  They will have the Brass Ensemble.  The Christmas Concert is December 12^th at 7:30.  The middle School concert is on the 19^th.  District Band registration fees of $10 are due as soon as possible. 

Jody also reported that the High School sold 500 tubs of cookie dough which is higher than the Middle School.  The profit is about the same as last year.   

Jody requested the list of who parked cars at LMS for the October race.  He has promised pizza to the kids who provided the volunteers and helped.   

The new construction on campus is placing 2 new class rooms.  It would be nice if one of them could be the Chorus room.  The risers that the chorus uses are too big.  There are plans to cut double doors in the wall behind the risers.  Jody sees nothing but growth in the future.  He could really see having the space for the band.  The Chorus is located in a separate room at the other schools.  Del is going to speak to Mrs. Little about it when he meets with her. 

Jody revealed some of the plans for the next band trip which will be in 2008.   He wants the cost to include every meal.  He has chosen Chicago for the destination.  More information will come later. 

Jody wants to only have one drum major next year and the show for the next marching season has been decided. 

It was asked by Denny that is the Pit needed any repairs or changes, to let them know as soon as possible.  This will allow plenty of time to carry them out. 

The Gift Card’s for Brook’s and Iron Horse will be delivered soon. 

There will not be a meeting in December due to the Band concerts and the Holiday’s.

Finally, Del thanked everyone for there hard work.  He stated that we do not realize how much we do for these kids.  We do not see how much we affect them. 

Everyone have a safe and Happy Holiday! 

We will see you at the Band Concerts in December!!!

October, 16 2006

The meeting was called to order. 

Gail Clarke gave the treasurer’s report.   We received a donation from Mausa Simpson and C & P Services of Monroe, both in the amount of $100.00.

The HT VIC card participants are up to 54.  

We need Donut sponsors for the final few home games.  We received $1000.00 sponsorship from Service Partners for the Donuts. 

Del said that the Uniforms were scheduled to be picked up Tuesday to be cleaned.  We need to figure out a way to keep the uniforms clean during the games.  Food and drinks are causing us to have to clean them more frequently.  One suggestion was to have parents monitor the stands to make sure the jackets are off.  Also, do not allow anything but water in the stands.

We are still not sure of the exact times for the Wingate performance.  We can take there field for rehearsal from 10am to 12pm, so we will leave Piedmont around 9:15.  Percussion can stay loaded on the trailers from the night before.  The other instruments will need to be unloaded.  Jody is not sure if we perform pre-game at this time.  He figures that we will arrive back at Piedmont around 4pm; the kids can eat and get ready for the contest at Porter Ridge.  We need to arrive there by 6pm.

We have 3 hams that can be cooked.  JB’s BBQ can do the side items.  This would save some money.   

Homecoming is this Friday night.  We will march pre-game and Concord will march post-game due to the homecoming festivities. 

From Jody:

The practice tomorrow will be held inside due to the expected all day rain.  There will be no practice on Tuesday, October 31 due to Halloween.

Cookie Dough sales start November 1^st and ends the 15^th. 

Jody asked that the April Band booster meeting be postponed by one week.  The 3^rd Monday in April is the first day back from spring break.  If we move it to the 23^rd, we can combine the Rookie night.  We will also now the officers for the next year by then. 

Jody is going to ask that the band fee deposit be paid by May 4^th with the balance due on June 1^st.  

Jody plans to announce the information regarding the trip for spring of 2008 sometime after the first of the year.  It was asked by some of the senior parents if the seniors could get a trip just for them since it is their last year and the whole band will not be taking a trip.  Jody really doesn’t want to do that.  It could not be considered a school trip therefore the liability is too great.  The cost also comes into play.  He told the parents that if they wanted to discuss a separate trip amongst themselves, that would be fine. 

Finally, the Newton-Conover contest was brought up.  Jody will not receive the details for that contest until the Friday before.  We are not going to use Charter buses which save the band $2,000.00.  We will use our buses.  

September 18, 2006

The meeting was called to order. 

Gail Clarke gave the treasurer’s report.   The insurance policy for the tractor will be $250.00.  Gail also in the report shows the profits made from the concession sales.  We also received a donation from M&M Technology, Inc. in the amount of $100.00.

The HT VIC card participants are up to 45.    It was asked if we could get the list of participants from previous years and re-connect them.  They have to be reconnected each year.  It was suggested to set up a VIC card sign up area at the Donut Tent for the Home games.  We could also do the Food Lion VIP cards.  Mr. Worthy is going to add a link on the website for Harris Teeter. 

The next item discussed was parking the cars at LMS on October 14^th.  We need volunteers due to this being the day for our contest at East Rowan High School.  We have committed ourselves to supply the Athletics with 20 people, the grill and we will need a cook.  Parking should run from 10am to 6:30 pm.  The band should not perform at the contest until around 8:00pm.   Previous alumni can be asked along with family members or friends.

Money is tight right now.  We are not having a band trip this year and normally, we would have collected a deposit by now. 

Concessions are bringing in $250.00 on the average.   They have been running out of food items due to projection issues.  The next home games will bring the larger bands which should help our sales. 

New Flag Poles have been ordered for the color guard.  They are made of aluminum and will be considerably lighter. 

It has been asked that we post our instrument “wish” list.  We will add that to the website also. 

Gail has checked with the bank regarding debiting accounts.  Their will be a charge per item and a lot of paperwork.    This is still being considering.

We need to have a fundraiser that is fun for the kids.  The kids do not want to sale things and the parents do not want the band fees to go up.  Lisa from the fundraising committee made some suggestions such as a Talent or No Talent show, Haunted Trail, Tape the director to the wall, ink cartridges, Bingo night with sales of concessions, and a Band dance to name a few.  

From Jody:

Friday night, the band did great.  The color guard is doing real well too.  He apologized to the parents due to no students helping with the Pit at Friday’s game.  “That will never happen again” he said.  Caitlin can instruct the kids as to where the items go.

The Band is cleaning the band room daily.   The officers are the last to leave to verify that everything is in order.

Props for the contest were mentioned.  Some suggestions were a clock tower or clock faces for each end zone.  Whatever we do, it has to be big or spread out.  We are limited as to what can be done. 

The Sun Valley game is there homecoming so we may not be able to march that night. 

Viewing for the band pictures will be Tuesday the 19^th from 6-9.  The packages are great. 

The next band booster meeting will be held on October 16^th at 7:00 pm in the band room.  All parents are invited to attend.  The more input we can get, the better we can be!

August 19^th, 2006

The meeting was called to order.  First thing discussed was old business.

It was decided, to save time during the meetings, that the secretary would email the minutes for each meeting to Ken Worthy and he would then post on the website. 

Gail Clarke gave the treasurer’s report.  She received the letter from the IRS stating that we are classified as a public charity which exempts us from Federal income tax.

We received 2 sponsorship donations this month.  One from Love Farms in the amount of $500.00 and one from Mausa Simpson in the amount of $50.00.  We appreciate any and all donations received. 

The shoes that were ordered have been applied to the student’s accounts will appear on the next statement. 

The actual Treasurer’s Report list various other monies received and Expenses that were incurred for the month. 

New Business:

At Parent Night, an idea was put out for opinions regarding a type of fund raiser that would be drafted directly from bank accounts for whoever wanted to participate.  Participants could include family members and friends anywhere in the country.  It will be looked into as far as the possibilities and work involved starting something like this.  The details will be brought to next months meeting.  This would help eliminate fund raising such as discount cards.  We would continue to sale cookie dough each year.

The first home game proved that the new concession stand system was frustrating.  Not only did we make a less profit, but we lost a lot of sales not being able to sale drinks at the donut tent.  Del has a meeting with the Athletic Boosters later in the week.  He plans on trying to negotiate a 25% or a minimum of a specified dollar amount such as $300 per game regardless.

It was also suggested that we post the resolution in the minutes on the website with what the Athletic Boosters have decided with our concession stand. 

Next item of business, we need someone to coordinate fundraising.  We need someone to sale the sponsorships for the donut sales.  It was voted that the Fundraising committee would be the individuals that signed up on parent night.

Denny and Ted need the master list of the Pit Crew.  They need 13 people to assist with the pit.  They asked Mrs. Wright to put a diagram together for the possible placement of the small items on the trailer.  Also, still trying to decide who is pulling the 4 trailers. 

Ken Worthy told everyone to go out and support our color guard.  They are holding a car wash on August 27^th at Advanced Auto in Monroe. 

Parent Night was the best one yet.  The kid’s performance was great.   We had a great turnout.

From Jody and Kristen:

Once school starts, band practice will be Tuesday’s from 6-9 and Thursday’s from 3:30 to 6:30.  They are encouraging parents to come out on Tuesday nights to watch and cheer on the marching band.  It gets them used to performing in front of a crowd.