• All of the booster groups are trying to work together - Jag Club, Fine Arts, Chorus, Theater and Band.
• The PTSA is asking help from all of those groups to fund the Teacher Grants.
• The only money the PTSA brings in is from membership fees. Please join the PTSA if you haven’t already.

• Tricia Bristow from Just Smile Photography provided information on the Composite photos being taken October 5th-8th. 
• She can take casual photos along with the band photos. She can do small groups also. 
• You can still order a composite from last year right now. Go to: http://justsmile.shootproof.com/gallery/ADHSMB2014, and type in your own e-mail. Email website@athensdriveband.com for the password. 
• This year’s will be at: http://justsmile.shootproof.com/gallery/1516ADHSband - type in your own e-mail and email website@athensdriveband.com for the password.
• Tricia recommends the 11x14 size as the smallest size to get. If you want them in time for Christmas you should order by the first week in Nov. 

• He said it’s a very busy time of year. He went over the budget very briefly. 
• Our total revenues were $397,978.00, Expenses were $332,519.00. 
• Account Credits were $68,659.00.  
• Net Income was $3,200.00.  
• Statements should be coming out by email very shortly. 

Band Booster Meeting Minutes

Thursday, February 5, 2015

Start Time: 7:45PM

Attendance: 42

President (Mary Knierim): Welcome.

Secretary’s Report (Kim Lowe): Distributed minutes.  Motion to approve by Tabitha Groelle. Seconded by JoMarie Holtshouser.

Treasurer’s Report (Jean Burroughs): Cookbook sales have gone better than expected. Spring BBQ coming up. Grocery Cards has put approximately $4000 into band accounts this year. Scrip has put around $5000 into band accounts. Incoming donation budget is $3000. To date, we have only received $1000 in donations. Expect $1500 more this weekend. New uniform bags are on our wish list. Cost approximately $3000.  Looking for donations or sponsor to cover cost. All fair share costs due March 1 except for Winter Programs, which are due March 15. Band statements go out next week. Request committee chairs turn in all reimbursement requests asap. Don’t want surprises in May.

Communications (Kim Lowe):

·         Mobile App (Kim Lowe):  Provided demo of  “Athens Drive Band” mobile app.  App has been submitted to Apple Store for review. Once Apple version is approved and available for download, the android version will be submitted. Once approved, app can be downloaded for free. Hoping for March availability.

·         Remind (Kim Lowe): Field testing a private group text system to use on band trips and when informing parents/students of arrival and departure times.  Hope to beta test with Winter Guard and Winter Percussion and implement for Marching Band and possibly other band groups in 2015-16.

·         End of Year Video (Darrell Suggs): Requested senior parents send in up to 5 photos of their senior for inclusion in the end of year video. Please include at least one photo each from early years, middle years and current. Will get email out.

Ways and Means

·         Let’s Eat! (Kim Lowe): First Let’s Eat! for 2014-15 scheduled for Tuesday, February 24, 5-8pm at Dickey’s Barbeque Pit in Crossroads. No flyer required. Need a handful of volunteers. Band gets percentage of all Dickey’s sales receipts deposited in to ADHS Band donation box.  Dickey’s is a 2 year sponsor of our band program. We are considering a second Let’s Eat! at Noodles & Company in Crossroads during April. Need someone to take over as Let’s Eat! chairperson. With 2 events coming up, it is a great time to train.

·         BJs (Christina van Dorsten): Fundraiser runs February 6-20. Get 15 months for price of 12 and $10-$20 off annual membership cost plus band gets $5 for each membership. Form available on band website. Completed forms and check and can be placed in box located in Doc’s office.  New memberships will receive temporary card in mail and asked to come in to BJs to get photo and actual membership card. Renewing members will have 15 months added to the end of their current membership.

·         BBQ (Laura Ashford): Spring Band BBQ is scheduled for Friday, March 13. Need advertisers, scoopers, servers and delivery folks. Per ADHS main office, CANNOT deliver any plates at all to students at school. Needs someone with Sam’s Club card to purchase Aunt Bertie’s Sweet Tea Concentrate. Tabitha Groelle volunteered. Need everyone to supply baked goods for desserts. Same price as last year.

·         PNC (Tabitha Groelle):  Have worked 47 events this school year and have 30 left. Need to work all 30 remaining events in order to meet contract requirements. Thus far, 30 families have worked PNC with a total of $4000 going into those band accounts. Due to folks not signing up this year, we have not picked up any additional carts. This year our totals are currently $5000 versus $7000 for last year at the same time. Need several volunteers for mid to end of February. March is wide open with opportunities slowing down starting in April. Need co-chair for next year. Working PNC is easy work and requires less time than other band concession fundraisers. Leaders arrive 45 minutes before doors open. Workers 30 minutes before.

·         Scrip (Melissa Merchant): In 2014, we put $6900 into band accounts for 51 families. Average 7.5% return from scrip purchases.

·         Grocery Cards (Jean Burroughs):  Purchase and 5%-6% goes into your band account. Jean has cards on her at all times. Food Lion puts 5% back into your band account. Lowe’s Foods puts 6%. Can also use to buy gift cards at these stores using cards purchased from our Grocery Card fundraiser.

Cary Music & Arts Festival (Aleece Spalding): Date is Sunday, April 26^th. Time approximately 3-9pm. Town of Cary is sponsoring this year’s event and will provide advertising and help with sponsorships through the Cary Chamber of Commerce. NC Symphony is a sponsor and will be providing NC Symphony vouchers to every student performer and providing event vouchers as raffle prizes. Four to six area high schools are participating. Music ensembles from these schools come together in a non-competitive way for a community performance at Koka Booth Amphitheatre. Event brings musicians together at a high school level and showcases our student musicians. This event is in its 3^rd year. Promotes arts in our community. Free admission. Donations accepted. Bring picnics. Tables available for $10. Concessions for sale with portion of sales divided equally among participating ensembles. Adding visual arts this year. Current list of participants include Athens Drive HS (Wind Ensemble, Jazz Band and Orchestra), Green Hope HS, Panther Creek HS, and Cary HS. Hoping to have Middle Creek HS and Apex HS participate.  Invite friends and neighbors. Everyone is invited. Beer and wine permitted since event is not sponsored by WCPSS. Athens Drive Band is helping drive this event and enthusiastically supports the idea that music is to be shared and enjoyed (not always a competition). Selling program ad space to businesses: ¼ page at $125; ½ page at $250; full page at $500; announcement during event at $1000.  Master of Ceremonies includes Athens Drive Band parents Greg Fishel and Cullen Browder.

Winter Guard (Michael Bynum): Competition this Saturday (2/7) at Cleveland HS in Clayton. ADHS performance time is 5:48pm. Competing at Wakefield competition on February 14^th.

Winter Percussion (Melissa Merchant): Will be competing at Panther Creek or Clayton on February 28^th. Have two out of state competitions in March with two local competitions: February 28^th (Panther Creek HS) and March 28^th (Wakefield HS). Winter Percussion and Winter Guard will give exhibition performance at ADHS on Monday or Tuesday the week of April 6^th.  Competing in WGI World Championships April 9-11 in Dayton, OH.  We have 33 students participating. Show name is “Elevate”.

Booster Board Nominations (Mary Knierim and Wendy Bennett): Now taking nominations for 2015-16 Band Booster Board. Need several committee chairs for 2015-16 as well. Committees with immediate chair/co-chair needs include: Let’s Eat! Fundraiser, Website (co-chair with Glenna Falk), Sponsor Program, Durham Bulls Fundraiser (co-chair with Neal Smith – need by March – see Frank Castlebury), PNC Fundraiser (co-chair with Tabitha Groelle), Practice Field Maintenance and Spirit Wear (co-chair with Deb Gebbia – co-chair to order, keep and store inventory). 

Uniforms (Joyce Bubar): Need new garment bags. Looking for sponsor(s) to cover cost. Cost approximately $3000.  For Saturday’s marching band performance at Triangle Wine Gala, PLEASE send in marching shoes and black socks for your student.

Director’s Comments (Dr. Markoch): Going to Disney next year. Applying for Rose Bowl. Need newbies to fill in positions being left vacant by graduating or retiring families. Had 12 students make All-District, a lot were sophomores and juniors. We are fortunate to have a happy, motivated and diverse group of parents with great kids.  For 2015-16, Athens will be overflow for Enloe and Broughton. Performances and our own version of March Madness is coming up: concerts and state festival.  Winter programs are going strong. Have 33 students signed up for Jazz Ensemble, 33 for Winter Percussion and 17 for Winter Guard. Marching Pep Band headed to perform for Triangle Wine Gala on Saturday (2/7). Gala typically donates $1500 to our band program for this performance. Have been performing for this event for several years. Thanks to alumni parent, Angie Wright, for continuing to provide us with this opportunity.  We are actively recruiting for 2015-16. Spring Open House is next Thursday (2/12). Doc will be with students at UNCG Honor Band Clinic. Booster Presidents will provide coverage. Love Nike’s new slogan “There’s Always Better”.

Next meeting, Tuesday, March 3, 2015.

Meeting Adjourned: 9:00PM

Start Time: 7:45PM

Attendance: 45

President (Mary Knierim): Welcome. Thanks for competition support. Winter Programs starting up.

Secretary (Kim Lowe): Distributed minutes.  Delayed approval to give everyone time to look over. Approval obtained post meeting via email with approval by David Scarborough and second by Wendy Bennett.

Treasurer Report (Jean Burroughs): Provided financial snapshot for current fiscal year. Income is at $230,080.70 with expenses at $176,301.74. Large expense for Philadelphia trip is coming up this month. Since July, fundraisers have earned $73,290.45 with $40,9070.50 going to student accounts and $32,319.95 to general fund. Our budgeted amount for 2014-15 fundraisers is $90,380.67.  Fundraisers exceeding budget include Big Al’s, Durham Bulls, Coupon Books, Fall BBQ and State Fair Parking. Fundraisers not yet reporting include Cookbook Sales, Fruit & Nut Sale, Mattress Sale, Car Wash, Spring BBQ, Let’s Eat, PNC, and NCSU Lemonade. Donations are down. State Fair Parking is by far the largest contributor to the general fund. Durham Bulls is largest contributor to student accounts.

Communications (Kim Lowe): Website Committee is developing a mobile app for the band. Hope to have in production by mid January. App is available on all platforms and ready for alpha testing. Interested alpha testers, please email website committee.

Ways and Means

• Fruit & Nut Sale: Packets went home October 30. Orders are due November 17 at 2:30pm. Delivery/Pickup is at band hallway December 12 from 2:30-6pm. Order forms and information on website. Order deadline most likely extended until banquet on November 22.
• Recipe Book: 300 books arriving in November and will be all that is available for Christmas delivery.  May have sample and/or books at banquet. Cost is $18. Order form to be placed on website. First come, first served for first 300.  Another order expected in January.
• State Fair Parking (Aleece Spalding): Beautiful weather. Gregory Poole is unique in allowing us to use their area for parking fundraiser. State Fair Parking is a crucial fundraiser for our band and earns far more for band’s general fund than any other fundraiser. Provides approximately 37% of our overall general fund budget.
• Big Al’s BBQ:  Made approximately $5000 with $4500 going to student accounts and $500 to general fund.
• PNC (Tabitha Groelle):  Athens Drive Band received 1 of 2 “Longest Volunteer Group” certificates at the PNC Volunteer banquet in October. Band has been volunteering at PNC since 1999. All PNC slots, through June 2015, are posted online and ready for signups. With marching season open, hopes to get more volunteers. There are lots of events between now and June. Standby slots are important for picking up extra carts so please sign up for those as well. Need to work extra events to fulfill our contract obligations. If contract isn’t met, we lose bonus resulting in an overall loss for the fundraiser. Please consider signing up. Pays less than Bulls or Lemonade Stands but also fewer hours and easier work. Making personal phone calls to get coverage for Philadelphia dates. Realizes dress code is an issue but that is a PNC rule and nothing we can change.  With only 3-4 slots per event, should be able to fill all events but having trouble doing so. Open to suggestions on how to get folks to signup.
• VIC Cards (Jean Burroughs): Passed around signup sheet for those who are not already signed up.
• Scrip: Earn extra percentages Thanksgiving Day.

Philadelphia Thanksgiving Day Parade (Richard Spalding):

• Less than two weeks away. Great itinerary planned: includes tour of Eastern State Penitentiary, Sightseeing Cruise & Buffet on the Delaware River, Independence Hall tour, marching in oldest Thanksgiving Day parade in America, Thanksgiving dinner in Dutch country, holiday lights tour, Hersey’s Chocolate World and Gettysburg National Military Park. All transportation, lodging, attractions and meals included with exception of Friday dinner on the drive home.
• Uniform inspection and packing on Saturday after Raleigh parade. Uniforms must be left at school ready to go to after the parade on Saturday. Make sure student has complete uniform, shoes, socks, gloves. If new gloves needed, charge will be made to band account. Uniforms go on truck Monday after rehearsal.
• Check in at band room Tuesday at 11pm. Busses leave at midnight. Back at 10pm Friday.
• Pack only one suitcase or duffel bag; bring appropriate clothes, coat, hat, gloves, toiletries, comfortable shoes, raincoat or umbrella.  Bring a small carry-on with a change of clothes to take on the bus for arrival in Philadelphia. Pack instrument and instrument supplies. Bring pillow and blanket and small amount of spending money for souvenirs and Friday dinner. Please tag all luggage and instrument cases with student’s name and contact information. Band supplies rain gear for parade. Average temperature is 43 degrees but extremely unpredictable. Dress in multiple layers, thin layers under uniform, spandex, long underwear, wool socks, etc.
• Arrangements are available for Early Drop Off and Early Departure. Early Drop Off starts at 6pm Tuesday in the bandroom. Bring $5 for pizza and movies. Sign up online. Early Departure is from Marriott hotel after arriving back from parade. After parade students will be provided light meal, board busses in uniform, back to hotel to change and retrieve luggage. Early departures should collect student’s luggage and check out with their chaperone before leaving.
• Wendy Bennett will be distributing add-on tickets and/or wristbands at the banquet to families who purchased. Families purchasing cruise tickets should pick those up in Philadelphia by last name at the ticket window located near the dock. Field House Restaurant is closing down for us. If you did not purchase add-on for Field House, additional seating may not be available.
• Those not going to Philadelphia can view parade locally on ABC11 from 9am to noon. 6ABC.com will provide live stream. Athens is 8^th band out of 21 and should cross cameras around 10am.
• Those going to Philadelphia, check out parade’s website (http://bit.ly/1qEHhVZ) for map and recommended viewing locations. Parade also has facebook page. Joyce and Brian Bubar to record 6ABC.com and TV.
• Band’s FAQ document containing latest itinerary, travel tips and more is available at http://bit.ly/1v59Wuj
• If interested in 10:15am Hersey’s Chocolate Factory tickets, contact Jennifer Wakeford right away.
• Follow athensbandtrip on Twitter or text “Follow @athensbandtrip” to 40404. Will be communicating schedule changes, important reminders and arrival information.
• Have rented large truck to transport equipment, props, uniforms, etc.  Students will help load the truck Monday. Truck will be 1 or 2 hours behind the busses on Friday. Could use some help unloading if you can come back or hang around a bit later on Friday night.
• Meeting at 1pm Sunday (11/16) to work on parade props.
• We have been asked to appear on Good Morning America before the parade. Band student interviews. Segments aired at 7am and 7:18am. Entire band, in uniform and ready to go, needs to be onsite at 6am to practice with crew of Good Morning America.

Guard (Rebecca Davis): Thanks for all the help. Looking forward to Winter Guard. Dates will be posted soon. Thanks for helping us get to Philadelphia and for new parade uniforms.

Percussion (Jim Merchant): Winter Percussion orientation last night. Auditions next week.

Fundraising Survey (Wendy Bennett): Thank you! 107 responses. Provided useful information.

Results:

• 86% of respondents have worked at least one of our big 4 fundraisers.
• State Fair Parking is most popular fundraiser (50 of 59 workers or 49% ranked #1) with only 3 (5%) ranking as least favorite; Durham Bulls came in second with 15 of 79 workers (19%) ranking as #1 and 27% of workers ranking as least favorite; PNC came in close third with 7 of 41 workers (17%) ranking as #1 with a corresponding 17% ranking as least favorite; Lemonade Stands came in fourth with 4 of 56 workers (7%) ranking as #1 and 36% ranking as least favorite.
• Most families (77%) work fundraisers to fulfill their 6 fundraiser shift credits to partially pay their band account (70%). 40% work to spend time with other band families, 26% have fun, and 19% pay their band account in full working fundraiser venues.
• Most families do not take advantage of fundraiser opportunities because of family obligations (72%), work obligations (68%), pay for time commitment to low (52%), other volunteer obligations (34%). 15% prefer to pay and 6% are uncomfortable working concessions.
• Those who have worked in the past but no longer do so is due to changes in work situation (50%), changes in family situation (47%), they don’t enjoy it (31%) and changes in financial situation (11%).
• 31% of respondents depend on fundraisers to ensure child’s participation in our band programs. 69% do not.
• 95% know children 14+ can work some venues.
• 71% of respondents indicated their children work fundraising venues.
• 78% feel it is important students be able to work venues.
• For our General Fund only fundraisers, 88% participate in Band BBQ, 57% in Let’s Eat! events, 47% in Mattress Sale and 33% in Car Wash.
• Concession type fundraisers are most preferred (50%) with Service fundraisers (parking, car wash) running a close second (45%). 25% of respondents prefer sale-based fundraisers. 25% prefer other types of fundraisers.
• Social activity fundraisers are almost evenly split with 55% voting against and 45% voting for.
• Good education with Scrip program. 94% of respondents familiar with program.
• Good education with Sponsor Program with 86% of respondents familiar with program. Of those 53% are willing to solicit sponsorships.
• 76% of respondents felt we had an adequate number of fundraisers, 20% felt we had too many and 4% felt there were not enough ways to earn money for their band account.
• 30% of respondents would be willing to pay more in band fees and not be asked to work fundraisers. 70% would not.
• 5 respondents had ideas for new fundraisers.
• Need to do more education regarding “fundraiser shift credits”. 19% indicated they did not understand fundraiser shift credits and 18% indicated they did not know first 6 fundraising shifts earned additional for their band accounts.

Mattress Sale (Aleece Spalding):

• Need more workers! Please sign up. Will be a fun day. Shifts are 3 hours each. Statistically 85-95% of those in the market for a mattress will purchase. Send out on neighborhood list servers. Forms up front. Clint is here with $5 for those in attendance at last meeting. To beat last year (49 sold), invite one person. $10 right now if you can phone someone during this meeting and get him or her to agree to come Saturday.
• Doc volunteered to drive mini-bus. Need a couple of kids in mattress suits to work carpool line in the morning or tomorrow afternoon. Yellow yard signs in hallway. Please take some and put up. Need help putting signs up around school.  Students will be playing instruments and promoting at street corners. Chaperone needed with each group.

Upcoming Events:

Upcoming events include Winter Percussion, Winter Guard, Marching Band Banquet (11/22), Parades (Raleigh, Philadelphia, Cary and Apex), and Parent Christmas Party (12/13 at Merchant’s home). Gobble Golf is being rescheduled for after Thanksgiving.

Director’s Comments (Dr. Markoch):

• Thank you for being here. Extra convention programs available up front. Please take one.
• Moving now to parade season with golden treasures of Carnegie, NCMEA, Concerts and Marching Band competition shows behind us. This year our colorguard will be mixed in with the winds for parades. Raleigh parade on the 22^nd is a test drive of our Philadelphia parade performance.
• Community and volunteer activities include playing at grand opening at Lowe’s Foods. Wonderful gig. They presented us with a $150 Lowe’s Foods gift card that we used to provide the Wind Ensemble with bagels prior to their trip to Winston-Salem for their NCMEA performance. We’ve provided pep-bands for special events at Combs Elementary, Yates Mill Elementary and Oak Grove Elementary. Performed at NCMEA in Winston-Salem for the 3^rd time in 9 years.

Coming up:

• Mattress Sale on 15^th.
• Raleigh parade and Banquet on 22^nd. Will be taking formal picture of marching band down at the stadium before the Raleigh parade. Went on SmugMug for the first time. WOW! All marching band students receive recognition and certificates at banquet.
• Philadelphia 22^nd-25^th. Grateful for Richard, like having our own travel agent.
• Apex, Cary parades after Thanksgiving.
• Wind Ensemble will be “band caroling” at 3 area senior centers on December 14^th. Laura Ashford to coordinate sites. Forty-five minute performance at each site.
• We have new activity buses. NICE!
• Grand Holiday Concert December 18^th.
• All-District coming up. Students are getting ready for auditions.
• Winter Percussion and Winter Guard starting up. Jazz Band starting in January.
• Thanks to Jim Merchant for new shelving in back closet.
• Receives constant accolades on our booster parents and students.  Has the best job in the world.
• Next year is Disney during spring break (2016).
• Applying for 2017 Rose Bowl.
• Support, spirit and love most important.

President’s Closing Remarks (Mary Knierim):  School play, “A Flea in Her Ear”, is Thursday, Friday and Saturday, November 20-22. Several band students participating.

No meeting in December. Next meeting, January 8, 2015.

Meeting Adjourned: 9:45pm

• Kroger Cards- Kroger will stop offering reloadable cards after August 30th. Money already on there will still be available. 
• Remember to relink your Harris Teeter cards. Need to relink to #2153 every August. 
• We still are offering Food Lion and Lowes Foods gift cards. 

• Coupon Books- Chairs will be there Tuesday and Thursday at the end of practices for more books or turning in money. August 29th is the end date. 
• Bulls- (Neal Smith) First week of September is the end of the season. We moved to a smaller stand, sometimes still in first base stand though. $14,000 into student accounts so far and close to $6000 into the general fund. 
• BBQ- (Laura Ashford) Friday September 19th is the scheduled date. The day before 9-9 practice. We need people to deliver, scoop, and make desserts! Order forms are on line so please go out and presale as much as possible!! 
• Lemonade Stand- Sign ups are on line. Must be 14 years old to work. 
• Mattress Sale- (Aleece Spalding) November 15th in the Gym is the date. $7000 profit last year and he has even better mattresses this year! Kids can earn cash direct to them for each mattress sold in their name. Asked for who bought last year and if they were satisfied – everyone was very satisfied! 
• State Fair Parking- Made $17,000 profit last year plus money to student accounts. Signups go online next week. 
• Cookbook fundraiser- (Jami Summers) We will be doing our first Cookbook fundraiser this fall. Aiming for sales along with Fruit and nut so can be delivered for Christmas. 
• PNC- Events will start in November. Will need 3-4 people per shift, and must be 18 or older. 
• Booster openings- Still looking for: Co-chair for Lemonade stand, Co-chair for Fruit and Nut, Co-Chair for Sponsorships, Chair for Let’s Eat, First Aid, Jag Club Liaison (Jami Summers volunteered) , Grants and PTSA rep.