FHS Band Boosters Meeting

            September 8, 2009

            7:00 pm, FHS Band Room

 

         Dates to Remember:

• 09/12 - UT Home Game vs UCLA - UT Concessions - 4:00p game time
• 09/18 - Away Game @ West
• 09/25 - Away Game @ Murfreesboro-Riverdale (Pep Band)
• 09/26 - UT Home Game vs Ohio - UT Concessions - 7:00p game time
• 10/02 - Home Game - Heritage
• 10/13 – Knox County Band Exhibition (South-Doyle)

 

Meeting Called to Order at 7:08 p.m., September 8, 2009

 Secretary’s Report:

Jeff Budge discussed meeting minutes from August’s Board Meeting.

ACTION ITEM:  Jeff Budge to post minutes to the website

Motion to approve the minutes made by Joy McCabe

Motion seconded by Deb Lathrop, motion carried unanimously

Treasurer’s Report:

Joe Tomczak presented the financial sheets for the Support Account and the Operations Account

• $1331 of the $3000 budgeted amount for Director Travel has been spent due to extra Summer travel Mr. Rogers had to do for recertification and TMEA related activities
• We have no September home games therefore there will be no concession income
• Joe presented the Operation Account Summary and suggested that we present this each month at the Booster Meeting because the account is in the Boosters name and will minimize potential conflicts.

ACTION ITEM:  Ms. Lewis was asked by Mr. Rogers (unable to attend this meeting) to talk to Joe Tomczak after the meeting regarding the Operations Account.

• Board to approve selection of auditors.

Motion to rehire Baker, _______________ to do the audit made by Joe Tomczak

Motion seconded by Jeff Budge, motion carried unanimously

• Discussion of who can sign checks on the 2 accounts.  Authorized signers listed and note that Estaire Tomczak name added to cover Joe when he is out of town
• An audit needs to be done of last years books.  Don Colwell nominated to do the audit

Band Camp Report

Robin Hanson unable to attend, Jeff Budge reported that everything went well.  Caren Hughes agreed to co-chair Camp this summer.  Donations were received from various local stores.  There were a lot of good volunteers.  Baseball concession stand was in good shape thanks to baseball parents who cleaned it before Band Camp.  Comment made to possibly return the favor and have Band parents work one of their baseball games.

Band Dance Report

No report given but Jeff Budge said it looked fun

Band BBQ Report

Joy McCabe reported that the BBQ went great

Band Uniforms Report

Beth Colwell reported that the Band will wear their uniforms starting at the West Game which is away in a week and a half (Sep 18).  She will send an email reminding the students that they will need shoes, socks, gloves, etc.

Nominating Committee Report

Tina Budge reported that Senior Night is taken care of  for Oct. 30.  Elizabeth Wright has given the information to the volunteer.

Still need a volunteer for the Patron Fund.

Jeff Budge reported that the soccer boosters received grant money from the Town of Farragut to build bleachers.  More grant money is available and Jeff will continue to search for the method to request money for the Band.

Parent T-shirts Report

Greg Griffith reported that the sale of shirts has done well.  The shirts are paid for and we still have more to sell

UT Concessions Report

Jeff Budge reported that an email went out today and that we have 17 volunteers for Saturdays game, September 12, and we need 50 volunteers. 

Farragut Concessions Report

Ann Ezell reported the Concession Stand is doing well.  We made $1300 at the 2^nd home game.  First game we did not do as well.  Still need more volunteers for October 2^nd game.

Also need volunteer(s) to shadow Ann

Website Maintenance Report

Jeff Budge reported that he is taking care of this and has not heard of any problems

Pit Crew Report

Nord Unbehaun reported that we are having to rent an extra trailer at $50 per game because we had one stolen.  Need to think about buying another trailer.  Possibly a budget item for next year.  Let Jeff Budge know if anyone has a contact to use of a trailer.

Football Season Tickets Report

Tina Budge reported that we have sold more tickets than last year.  We have made $5020 in sales.  Next year we could have someone sell season tickets at the game along with the football parents and Band gets the proceeds.

Bylaw Update Report

Jeff Budge gave a handout regarding a few Bylaw changes.  The primary reason is to finalize our application as a School Support Organization.  First, Band Boosters are not allowed to receive student fees.  Second, if the booster organization dissolves, leftover money would be given to the school for band use. 

Senior Night Report

No one here to report

Fruit Sale Report

Mr. Royse reported that Blitz Day is the 1^st of Nov.  In mid December we will receive the fruit.  In a note from Molly Royse, she stated that she is unable to proceed with communicating to the students about the fruit sale until a final decision is made regarding if the student sales will impact their band fees.  Jeff Budge commented that we do not have a specific answer yet.  Discussion to continue the same practice for another year

 

ACTION ITEM  Jeff Budge will talk to Mr. Rogers to get a final answer and communicate to Molly Royse.

 

Motion for students to work down the Band fee by fruit sales made by Jeff Budge

Motion seconded by Robert Pearce, motion carried unanimously

Mr. Royse clarified that the students would need to sell $450, same total as last year, to cover the full remaining fee.  Also, Mr. Royse said Molly would like to request that all fruit money is collected at the time the order is placed and all money is turned in when the fruit is ordered.  This will alleviate receiving insufficient funds, as we did last year on a few checks.  Also, we had some fruit delivered that was not paid for last year. 

 

Motion to require prepayment of fruit prior to being ordered made by Jeff Budge

Motion seconded by Stan Crawford, motion carried unanimously

Kasumi Fundraiser Report

Jeff Budge reported that Kasumi Restaurant has given out small cards and they are offering a 10% discount to be given to the Band Boosters.  They also have a child in the band this year.  First check we received was $12.26

Ideas for Improving Communication

Jeff Budge gave the following report:

·         Last meeting we discussed adding Facebook and having a better email distribution list from last year.

·         Band-gating was a big success.  This will be continued

·         Discussion as to whether we can make use of the prerecorded voicemail system that the school utilizes. 

ACTION ITEM  Ms. Lewis will find out if we can make use of the prerecorded voicemail system that the school utilizes

·                     Discussion to produce a newsletter

·                     Additional Hospitality.  What is this?

·                     Open House this Thursday, September 10.  Discussion to have a sheet to get additional parent names and emails.

·                     Comment by Claudia Stalling, a Sophomore parent, that last year she was confused with the band program and expectations.  She would like to see communication to the new families improved.  Discussion that pertinent information is included on the Band website.  Parent’s need to know to check that website frequently.

·                     Ms. Lewis stated that both she and Mr. Roger’s emails are on the website and parent’s may contact them with questions.

·                     On October 24, there is a possible trip for the Band to go to Fayetteville, Georgia.  Joy McCabe said she would like to have volunteers the Friday before to make 170 sandwiches.  Volunteers will meet at Concord United Methodist Church.

 Back to Bylaw Changes

Jeff Budge asked if there were “any questions”.  No comments or questions given.

Motion to accept changes as proposed in the Bylaws by Mr. Crawford

Motion seconded by Joy McCabe, motion carried unanimously

ACTION ITEM  Form a committee to work on communicating better with incoming Freshman parents and all Band parents.  Deb Lathrop agreed to call a few people and gather ideas.   Comment made that this is not a booster issue it is a directors issue. 

Ms. Lewis Report

• The Symphonic Band will be taking a trip to University of Mississippi next February for the College Band Directors Assoc / National Band Assoc Southern Region Conference.  She and Mr. Rogers are very excited over this opportunity.
• Will be taking a Pep Band to Murfreesboro Riverdale game.  Brass and percussion only and they will wear full  uniform
• Maryville game at Home, over Fall Break, will be a non-marching band.  Band will not march but they will play in the stands.  Directors would like anyone who can be there to come and play. 
• Dates for concert band auditions need to be changed due to the February trip to Mississippi.
• Proposing the dates for auditions for Concert Band are:

Oct. 12  for woodwinds

Oct 19 for brass and percussion

Link to the music is on the website         

·         Upcoming contests in Bradley Co. on October 10 and Fayette County, GA on October 24.  Trips are arranged to leave school after 1:00 to accommodate ACT testing.  There is also a competition planned for October 31, Mr Rogers will confirm the location and the website will be updated.

Operations Update Report

Still collecting Band fees.  We are at 77% so far.  Mr. Lathrop reported that $555 still outstanding. 

Motion to close the meeting at 8:30, seconded and unanimously carried.