WEST DEPTFORD BAND PARENTS

GENERAL MEETING MINUTES

 August 1, 2005 

Meeting opened by President Lisa Wolff. She introduced herself and welcomed all the new members, and asked all attending to state their name, child’s name, instrument/position and grade. 

Lisa proposed that we forgo the reading of June’s meeting minutes since they were 3 pages long and she had lots to cover in tonight’s meeting. She stated that the minutes are posted on the Band web site, and asked that everyone read them if they get a chance. If she didn’t hear from anyone with questions or comments, they would be accepted as posted. Our bylaws do not stipulate that minutes must be read and accepted at each meeting. 

Treasurer’s Report was given by Rose Rossiter

1. For the Band Parents:
   1. Current balance of $*
   2. Expenses ~ Marching Baritone purchased for $*; Drum Major Camp for $*, $* for 3 scholarships
   3. Student credits of approximately $*
2. For the Concession Stand:
   1. Current balance of $*
   2. Graduation flower sale netted $*; Basket Bingo netted $* (additional $* in student credits); Door-to-door netted approximately $* to date; Burger Burn netted $*; additional donations $*.

Fundraising Report given by Estena McGhee.

1. Estena explained how funds in student accounts can be applied to different student expenses (band camp, purchase band shoes, etc)
2. Upcoming fundraisers include:
   1. Cavalcade Ad book ~ students receive 50% of ads sold in credits
   2. Logo/Spirit Wear ~ Hoodies, tank tops, sports bags, visors, shirts, etc. sold at cost. Last year leftovers available during evening practices.
   3. Pros For Kids ~ Professional athletes partner with groups to combat drug use. Will offer school supplies, teddy bears, etc. for sale to benefit band.
   4. Cheesecake sale ~ available for pick up Nov. 21
   5. Other possible fundraisers include pizza sales, cookie dough sales, poinsettia sales (in conjunction with the Choir Parents group for delivery at Holiday Concert)
   6. All fundraiser details to be posted on web site.

Old Business

1. The Band Parents received thank you notes from scholarship recipients Ryan Renaro, Megan Edwards and Andrew Devine. The notes were circulated for everyone to read.
2. Welcome Baby Kershaw ~ collection for gift continuing.

Reports

1.      Concession Stand

a.      Ed Houghton gave a recap on where we stand with construction (electrical work to be done Sat, 8/6; plumbing is next)

b.      Steve Wolff gave recap on the Door-To-Door campaign ~ Began on July 15, averaging about $* per session. Approximately $* collected from 110 families. That includes checks sent in by some. Lots of neighborhoods left to cover; campaign will continue on Monday and Thursday evenings and Saturdays into September, if possible.

c.      Beef and Beer fundraiser ~ 8/20 at the Deptford Elks, (remodeled downstairs room). Tickets $20 each. Elks donated hall, ½ the beer to group. Limited cash bar available. Our costs will to cover the cost of the DJ, the beer and food. Asking for donations and for people to talk up event. See Jackie Wyatt, Lisa Wolff, Estena McGhee, Rose Rossiter or Darlene McKendry for tickets. Asking for food donations ~ see sign-up sheets to help.

2.      Band Pre-camp party

a.      Friday, 8/19, 4-9 @ Wolff’s house.

b.      Seeking volunteers to help set up and donate food ~ see sign-up sheets.

3.      Band Camp ~ Camp Ramblewood, Darlington, MD

a.      Truck driver needed for return on Thursday.

b.      Parent visitation ~ Tuesday, meet at High School @ 9am. Donations needed for lunch ~ see sign-up sheets to help.

4.      Practice Performance/Ice Cream Social

a.      Friday, 8/26 at the High School.

b.      Ice Cream Social to follow the practice performance. Band parents will provide ice cream; each family should bring their favorite topping.

c.      We will have committee sign up sheets available, along with samples of our logo/spirit wear.

5.      Web site

a.      Reminded everyone that the Band web site is a vital source of information; parents should check it often.

b.      www.wdhsmusic.org

6.      West Deptford Day

a.      September 10 @ Riverwinds

b.      Discussed options for fund raising, including setting out a donations can.

c.      We will sell water ice from Gezzi’s, water and soft pretzels.

d.      See sign-up sheets to help

7.      32^nd Annual “Music in Cadence” Cavalcade

a.      September 17. This is the first show of the USSBA circuit, and always a crowd pleaser. Last year we had 16 bands.

b.      It is a great fund-raising opportunity, but there is lots of work involved.

c.      Committees include:

                                                   i.      Parking ~ 4-6 people needed

                                                 ii.      Concession Stand/food ~ 12-14 people needed

                                                iii.      Sales ~ Airgrams, candygrams, flowergrams, etc. Possible raffle baskets.

                                               iv.      Program/Ad sales

                                                 v.      Judges’ food ~ Carla Coates will run again, this is her ‘senior’ year. She asked volunteers to please include serving utensils with food donations, and also to clearly mark utensils and serving dishes with owners’ names.

                                               vi.      Decoration ~ donations needed for trophy table, judges’ dining area ~ see sign up sheets to help

d.      Mike Pirolli asked for ideas to control entries at equipment gate. Staff and aides should display TOB-issued passes (number of passes determined by size of band). Lisa Wolff will ask TK to remind band directors to display passes. We really need to watch that people don’t try to get carried away trying to get in without paying.

e.      More cavalcade information and sign-up sheets will be available at the Ice Cream Social ~ we really need to get a jump on things because the next Band Parents’ meeting is 5 days before the show!

8.      Publicity

a.      Mr. Kershaw would like us to seek more publicity within our community. We all love the show because we are so involved with our children, but he feels the rest of the community would like to know about the great job we do.

b.      Suggestion was made to involve middle and elementary school students more, possibly distribute free tickets to show. Problem is that WD’s band doesn’t perform until late that night, may be too late for younger students.

c.      Publicity committee formed under the direction of Anne Connor ~ see sign up sheets to help

9.      Pit Crew ~ of vital importance.

a.      Ed Houghton volunteered that most of last year’s pit crew consisted of parents of seniors, and we really need to replenish the crew.

b.      Duties include unloading equipment, setting up the kids in warm-up areas, moving pit equipment on and off field during competitions, and reloading truck.

c.      “We can never have too much help.” Ideally, he needs 5-8 people

d.      Ed has color-coded tape on the equipment to coordinate with packing order and will coordinate

e.      See sign up sheets to help

10.  Mr. Kershaw would like to call on all our band parents to become more involved. He suggested that we form a number of different committees. He feels that we all have something we can contribute. Some of his suggestions include:

a.      Bus chaperones

b.      Spirit committee (candy, treats, Halloween Goodie Bags, etc.)

c.      Competition Committees

d.      Fund Raising Distribution (sorting orders, unloading cheesecakes, etc.)

e.      Baked Goods (for holiday concert, etc.)

Motion to adjourn made by Jan Anderson and Joanne Tunis.

Respectfully submitted,
Eileen D. Mannion

* - Financial information can be obtained from any band parent's board member.