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Governor Thomas Johnson High School Band Booster General Meeting Minutes

General Booster Meeting - August 12, 2009

Meeting convened at 7:00 by president, Mike Hillman.

In attendance: Carrie Kurdt, Ben Rubio, Carrie Anderson, Scott Anderson, Debby Scheffel, Mary Semler, Lori Aleshire, Vicki Winpigler, Dean Kirschling, Mark Weitzel, Camille Weitzel, Maggi Gasemy, Patricia Engram, Terri Kiefer, Donnie Stull, Trish Kalinyak, Tom Wright, Jean Wright, Laura Hogan, Andy Hogan, Kathi Groover, Mike Colwell, Trish Colwell, Nick Hilton, Kathy Hilton, Janet Sharman, Doug Brown, Susan Brown, Nancy Voell, Diane Travis, Steve Travis, Jen Baker, Bruce Baker, Sue Fowle, Tom Kurdt.

Mike opened the meeting by introducing Mrs. Caulfield. She addressed the group and thanked everyone for helping out with a successful band camp. Camp went really well. We presently have half the show on the field. There are 3 shorter parts to go. Everyone is still split up tonight but this will be one of the last Wednesdays when the groups are split. She thanked everyone for helping with the Popsicle breaks and Mrs. Brown specifically for arranging the Rita’s treat last Friday. She will put dates on updated calendars so we know which one is the most recent version. The BOA show will still consist of a morning and then an evening show. It will be on October 10 th. Our first competition is not until the end of September due to holidays. Tom Kurdt has started meeting with prop people and we are hoping to have them on the field by the beginning of September. Picnic and preview show form will be coming out the first week of school. Mrs. Caulfield mentioned that absences – it is not okay to turn in an absence form less than 2 weeks ahead of the planned absence unless there is an illness. She encouraged parents to know what qualifies as an excused absence. As of now, kill drill has been cancelled because of last minute absence requests. E-mail is the best method of contacting Ms. Caulfield until school starts again. Run through is at 8:50 for anyone who wants to watch.

Mike gave us his top 10 reasons to love the beginning of marching season. Mike gave Trish the opportunity to pass out uniforms to anyone who was willing to help her put some hems in. Everyone has been fitted; we may be able to get by without ordering any pants. The accessory order will go in no later than Monday.

Treasurer report was given by Jen Baker. July 1 bank statement came in at 20806.47, income for month 14443.38 and expenses were 6,301.67. Our net income was 8141.71. She has the reports in hard copy if anyone wants to see line by line where the money is going.

Student account treasurer, Andy Hogan announced that he has slips with balances for all of the student accounts. They are as up to date as possible at this moment. Mike explained that sometimes it take a little while to have deposits reflected in their account. We will be mailing out letters to anyone who has a negative balance – no matter what the amount.

Fundraiser chair, Maggie Gasemy reported that we just received the Joe Corbi’s order. We got all the paperwork in to administration for use of facilities and health department forms for the entire year. We are narrowing down dates to do “Enjoy the City – Frederick Coupon books”. They will sell for $20 and we will get $10 for each book sold. This will be followed by Yankee Candles. There will be a fundraising committee meeting coming up soon. Sue Fowle announced that October Fest is October 10 th and 11 th this year. She has sign up sheets early this year. None of the kids can work on Saturday the 10 th because that is the all day Towson, BOA show – and we will also be loosing all of our pit-crew dads who normally help out. Mike explained the 90/10 fundraiser split.

Mike explained that the TJ Band Boosters are a non for profit organization. That means we are tax exempt for some things but not for everything. For people who are heading up fundraisers, they will need to know if we are required to pay taxes on that fundraiser. Mike has a packet that explains things fairly well and also has a phone number that can be called to clarify if the fundraiser is subject to tax. He also showed everyone the reimbursement form. This form needs to be filled out and given to Jen for money that is being reimbursed to people. Where it says “Name”, we are asking for the name that needs to be on the check. For example, if you go to Sam’s Club and buy something, you would put your name there not Sam’s Club. Also, know how much you have to spend before you spend it. People can obtain copies of the budget and how much is allocated for that category. Mike or Maggi can be contacted for copies of that.

Sewing committee, chair by Laura Hogan, has flags that need to be sewn. She has them sorted out and ready to go. They are very simple. There will be a sewing party coming up in the next day or two. The guard costumes are very minimal sewing – maybe not even involving any sewing.

Special events, chaired by Susan Brown, just did Rita’s Italian Ice for the end of band camp. We have back to school night coming up on the 20 th. She just needs a couple of people to stand at the table and answer questions. The next big thing is the parent preview picnic on September the 12 th. A representative for the Disney trip will be here to talk to parents about the spring trip. She needs donations of tents, tables, coolers and chairs. Senior night is October 30 th. We are going back to Lewistown Fire Hall for the band banquet this year.

Trip committee chair, Mike Hillman, talked about the Disney trip. Mike is looking for someone to work with him as trip chair. He needs someone else to know how to do that because of the redistricting that may take him out of TJ after this year.

Cathy Sheehy, chaperone chair, is always looking for more people to help chaperone.

Pit crew/prop master, Tom Kurdt, announced that props are the simplest we’ve had in the last 4 years. He hasn’t contacted new people who have signed up for the pit crew yet. He explained what people on that committee do. Tom also talked about the yahoo group that we use for e-mailing information regarding the band. He stressed that this is very crucial to get the most current information.

We are in need of someone to head up the public relations committee. Booster meetings are always the 2 nd Wednesday of the month. The first 2 home games are on Thursdays. Our first competition is September 26 th. People can check www.tjband.org at any time to see what is going on.

Kathy Hilton spoke about the March-a-Thon. With only 12 kids participating, we have brought in a little over $1,000. Of the 12 kids participating, 4 of them are new to the band. Kathy will re-publish the information to the group so people can still send out sponsor forms. The march-a-thon will be a straight 90/10 split.

Mike encouraged everyone to stay and mingle for awhile and challenged the “old hands” to meet at least one new person before they leave.

Thank you to Kathy Hilton for march-a-thon, to Tom and Carrie Kurdt for driving a van full of kids to Allentown for the DCI show, Sue Brown for popsicles and Rita’s Ice, Maggi for Joe Corbi’s, paper-work for all the fundraisers and too many other things to mention, Trish Kalinyak for fitting all the uniforms, Nick Hilton and Jerry Shuck for giving us 3 working tractors, Bob Fowle for band camp dinners, Jen Baker for being queen of cash, Andy and Laura for doing the student accounts, Linda Norris for organizing the Keys workers and lastly thanks to all of the new people who showed up tonight.

Mike second Mrs. Caulfield’s message to really encourage our kids to keep going through these next few weeks when the practices start to feel tedious. They will really perk up when they get to their first competition.

Mike explained about keeping track of volunteer hours throughout the year.

Meeting adjourned at 8:15 p.m.

Respectfully submitted,
Carrie Kurdt, Secretary