July 2008

Booster Meeting: July 8, 2008

REPORTS: Treasurer
There are no minutes from last meeting because we did not have a quorum.

OLD BUSINESS:
1) Officer elections
a. these should have taken place last month, but without a meeting, they were suspended.
b. I’d suggest we suspend the election until the September meeting when attendance is better (this needs a vote)
2) Fundraising
a. Marching band sponsor forms have been sent out. The amounts are lower this year, hoping to get a bigger group of sponsors. Students will receive 10% of each sponsor to their accounts. Forms are due July 25, and have been posted on the website.
b. Two other projects from last month
i. Road block—the idea was to do a roadblock at 403/3 intersection. We would need to find out how to get approval (Charlestown city hall, maybe state…use NWFD contacts). Cindy was to make these contacts. Can someone follow-up?
ii. Car wash—I called Walmart, who still does carwashes, but doesn’t match donations any more. I figured if we aren’t getting the additional donation, we might as well stay local, so I contacted JayC in Charlestown. They have a form that must be filled out and approved at the corporate level, which I have not yet done. Can someone chair this project? We can also call Kmart in Jeff. July 26th or Aug. 9th are both good days.
NEW BUSINESS
1) Fundraising
a. Community grants
i. I applied for a Dick’s Sporting Goods donation for $300.
ii. Walmart has a Community Grant program, with applications at the service desk. The Clarksville store only has $500 left for the year. I thought we may want to apply both there and Scottsburg. We’ll need someone to chair this project.
b. Firemen’s Festival
i. Do we want to have a booth this year to advocate?
ii. (I can’t believe I’m saying this, but) I can try to put something together, we can show off the uniform, take donations/sponsors, etc. Can we get a t.v./dvd set-up?
c. Welcome back concert
i. To follow up on our summer concert, I’d like to host a Welcome Back concert for students. We’ll book a Mom’s Rock School band or two and hold it in the auditorium. I’d like to do it August 22 or 23. We’d also do a small concession, and charge $5 per ticket. Thoughts? We need someone to chair and do the following:
1. Contact Mark Maxwell at Mom’s
2. Ask if a band or two will donate a show to us (or we can offer 20% of the ticket sales)
3. Fill out Building usage form (I can do this)
4. Contact the bands
5. Organize concessions
2) Budget
a. Take a look at the 08-09 budget. It’s based mostly on numbers from last year with very few changes outside of uniforms and Chicago. The addenda explain more detailed costs of marching band and planned fundraisers.
b. The awards banquet is higher because of the anticipated increase in awards costs based on changing the system (more details on this in August?).
c. The staff fee is weird because of the Chicago trip (we paid for one by deducting the cost). Also, part of the second percussion staff is carryover from Mark Tate’s fee from the spring.
d. The good news…it’s in the black!
e. Two things to consider: We may want to think about setting aside savings goals for the three project categories. I put them in, but left them at 0 for now. Also, do we want to invest anything, if only in CDs or an online savings account. Both are paying about 3% right now, and the online savings would be much more liquid (we don’t have to consider this now)
f. After discussion, this will need a vote.
3) Concessions
a. I have a meeting set with Heather to discuss the concession stand this year. I don’t know if she plans to continue to do this or not yet. If not, we’ll need to start looking for someone soon.
b. We have already discussed the possibility of splitting the overall duties across several people. This can be achieved in a few ways, but one model may be 1 overall manager with 3 assistants. These four people will all open and close, but will reduce the load to 2 nights a week. They will be in charge of their own personnel for assigned games, kept in a master book. The overall manager will oversee the other three and remain the contact person for me and Mr. Hobson. I’m sure there are several pros and cons, so let’s figure those out. Pay would be commensurate with responsibilities, so there would be a manager stipend, with an extra for the overall manager, and still a supply stipend (which may or may not be a manager).
4) Advocacy
a. I still envision a GCCS community wide advocacy panel. This is going to be our major project for the upcoming school year, but first we must start in our own back yard. For August, what can we do to better advocate and recruit parents before September’s meeting? Just brainstorm for next month…we have a lot of projects before then .
5) Marching Band/Calendar
a. Band camp is now July 29-Aug 1. I’d like to have the water coolers with water available on the field for the students, if we can, from 9AM-12 and 6 PM-9 if you can help.
b. State Fair will also happen before our next meeting. Can we organize food? I’m sure we’ll be in contact before then!
c. We WILL need your help getting on/off the field this year! I’ll be in touch through the students.
d. The next meeting is August 12 (the night before school starts!).