FHS Band Boosters Meeting

            July 28, 2009

            7:00 pm, FHS Band Room

 

 

        Remember to check the website for news and updates:  www.farragutband.org

 

            We are now on Facebook.  Look for a group named "Farragut High School Band Boosters"

 

        Dates to Remember:

• 08/06 – Band Dance
• 08/07 – Band BBQ and Preview Performance
• 08/21 – First Home Football Game (Dobyns-Bennett)
• 09/08 – Next Band Booster Meeting
• 10/13 – Knox County Band Exhibition (South-Doyle)

  

Meeting Called to Order at approximately 8:00p (following the Freshman Parents' Meeting)

 Secretary's Report:

Debby Long unable to attend, Jeff Budge discussed meeting minutes from June's Board Meeting.

 ACTION ITEM: Jeff Budge to post minutes to the website

 Treasurer's Report:

Joe Tomczak presented the budget for the 2009 - 2010 school year

·         Budget initially reviewed by the board in June, minor revisions from that review

·         Beth Colwell (Uniforms) proposed $2000 expense for purchasing new, breathable uniform bags

·         Discussions on deltas in last year

o    fruit sales

o    concessions

·         Kim Wintenberg (UT Concessions) is working with Nick (UT concessions vendor) to allow us to manage the football games fully which may result in higher pay.

·         Forecasting $8000 budget surplus, Potential expenses:

o    Additional donation to the band for operating expenses (ops was short on funds last year due)

o    Sousaphones need repair (only 7 out of 10 play currently)

o    Percussion upgrades

o    Fiberglass traveling cases (sousaphones primarily due to London experience)

Motion to approve budget and close discussion made by Carol Badgett Fox

Motion seconded by Joy McCabe, motion carried unanimously

 Band Camp Report

Robin Hanson reported all is well, but could still use additional volunteers to assist with snacks during band camp

Cindy Holt reported that First Aid coordination still needed additional volunteers

 Band Dance Report

Renee Robinsons reported all is well, needs additional volunteers, would like to receive the volunteer sheet information to identify additional volunteers

 ACTION ITEM: Tina Budge to follow up with volunteer sheet information

 Band BBQ

Joy McCabe reported all is well, reminded all parents to bring desserts for the dance.  Band students need reservations and to pay for their dance tickets

 Uniforms

Beth Colwell reported all is well.  Displayed example of the breathable uniform bags that were discussed in the budget discussion to replace old plastic uniform bags

 Nominating Committee

Tina Budge reported all is well.  Need someone to take over Senior Night coordination.  Whoever volunteers should contact Elizabeth Wright for more information on what needs to be done.

 Band Packets

Ann Ezell reported all is well.  The Band Directory forms were left out of the packet.  Please fill these out and get them in so we can have a more reliable directory this year.

 Parent T-Shirts

Greg Griffith showed the graphic to be printed on the parent t-shirts for this year and discussed the numbers associated with the order.  200 shirts ordered last year, but 45 did not sell.  There is a cost break at each 100 shirts.  Extra shirts used for 4th of July parade.  Discussed possibility of combining order with Mr Rogers order for the students to hit the price breaks

 Motion to proceed with order for 200 shirts made by Robin Hanson

Motion seconded by Ken Holt, motion carried unanimously.

 UT Concessions

Kim Wintenberg discussed preparations for the upcoming football season.  Continued discussions on whether we can commit to only football and leave basketball to someone else due to the high level of effort and low return on BBall.  Nick (vendor) agrees with our position, but is held to the commitment by Sodexho (UT concessions management vendor).  We do anticipate having funnel cakes to sell this year when the weather cools.  They are pre-made and Nick has new carts with warming boxes to heat them (no frying, kinda like the hot pretzels).

Suggestion made to get on the Sodexho list directly for concessions to gain a greater percentage of proceeds, discussion on level of effort of our current versus other.

 ACTION ITEM: Kim Wintenberg to investigate and recommend

 Walt Hanson recommended  are-evaluation of all band activities (like fundraising) and how we encourage and incent participation.  How do we get past the 80-20 rule.  Bradley County has a system in place to require participation.  In other states there is a tie to contributions, credit to a band account, some concern over whether this is in conflict with SSO or 501(c)(3) (individual benefit)

 Mr Roger's replied that can't be required and enforced via impact to the students.  Recommended we investigate other systems for ideas to drive involvement.

 ACTION ITEM: Jeff Budge to investigate and recommend next steps.

 Fundraising suggestion made:

• Raffle tickets for gas
• Band - a - thon

Make it mandatory discussion.  Perhaps through parent mentoring new parents, setting an example through.  Jeff Budge said he only expects every to contribute as much to the band as he does (laughter!)

 Start with the new generation of parents, set the bar high for participation, build a culture of participation.

 Directory discussion - kids are filling out directory forms as they are measured for uniforms.  List from main office is inaccurate, 35+ students in the band were not on the class roster...

 Farragut Concessions

Ann Ezell reported that help is needed for Aug 21st game.  The baseball boosters have refurbished the concession stand, how can we help them to thank them?  Can we work concessions during a baseball game so that their parents can see the game?  Ann and Andy Ezell have a senior this year, so we need someone to shadow in preparation to take over for next year. Highlight that Sep3 game against Catholic is a Thursday night

 Website Maintenance

Jeff Budge reported that the website is undergoing cleanup and maintenance.  Moved to a new server to significantly reduce cost.  Harry Herrmann has been paying this out of his pocket for years at $150/month!  Observe performance and functionality and let Jeff know if it is OK so we can make sure the new system works well enough.  Tripled the amount of space while cutting the cost to $50/month.  Need to add this to the budget as we need to take over this expense.

 Pit Crew

Nord Unbehaun is taking over pit crew for this year.  Should be an lighter Pit Crew this year as there are no stages on the field, should only need 1 truck.  Need volunteers as we did lose several to graduation.

 Football Season Tickets

200 tickets to sell, printed by football team, 5 home games, $25 per ticket.   Order forms available tonight, must order buy Aug 17 as sales have to close by first game and information has to be supplied to FHS office

 Senior Night - discussed earlier

 Ideas for Improving Communication

Jeff Budge asked for ideas to improve communication as we have struggled over the past few years to have a consistent communication stream.  The same 50 parents attend everything!  This is a band of 160-170 student, there should be 300 parents! 

• Facebook groups have been created.  Booster group only has 30+ members
• We MUST have a better email distribution list this year.  Reinforce the directory forms
• Tail-gating before concert at home football games
• Can we use the pre-recorded message system that the school uses?
• Produce a newsletter
  • Pictures of families to picture students w/ parents
  • Volunteer Stories
• Additional Hospitality

 Please think of ideas to improve communications and bring ideas to the next booster meeting or send ideas to Jeff Budge.

 Motion to close the meeting, seconded and unanimously carried.