Henry Clay Band Boosters, Inc. Board/Booster Meeting. March 18, 2013

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1 Henry Clay Band Boosters, Inc. Board/Booster Meeting March 18, 2013 The meeting was called to order and welcome made by Co-president John Alcorn at 7:00pm. In attendance: Karen Rardin, Dan Rardin, Alan Neal, Claudia Neal, Ken Banks, Michelle Alcorn, Sam Birch, Rececca Palmer, Debbie Banks, Bill Smith, Jennifer Barricklow, Tim Sorenson?, Tony Spencer, John Alcorn, Kim Newton, Patricia Turner, Tom Bensberg, Mary Olmstead, Sandra Palmer, Kelly Byrd, Jeff Bayerle and Bill Kite. Approval of Minutes: The February minutes were unanimously approved as submitted. Treasurer s Report: Paper copies of the band booster current year financial reports and proposed booster budget for were made available to all in attendance. Donna Cox reported that after going through the budget line by line and making adjustments the proposed budget has a net income of -$1,050 with revenue of $155,500 and expenses totaling $156,550. The budget for was $148,150. The budget next year is being increased due to an increase of approximately 30 students in the band program. Adjustments need to be made to the budget so that the net income is $0. Bill Smith reported that Suzanne Smith is asking for an additional $200 in the expense category for the stadium seating fundraiser due to extra food needed for the increasing number of students in the band program. The UK football stadium is being renovated. Bill and Suzanne are not sure how the renovation will affect the seating fundraiser. There is a lot of excitement surrounding the new football coaching staff. Hopefully, that excitement will translate into more ticket holders and more seats sold for the fundraiser. After some discussion a motion was made by Sam Birch and seconded by Claudia Neal to approve the band boosters budget with an increase of $1,000 in the bingo income category, an increase of $200 in the integrated seating income category, an increase of $200 in the integrated seating expense category, and a decrease of $50 in the miscellaneous expense category making the revenue and expense totals $156,700 and the net income $0 for the year. The motion was unanimously approved. Donna Cox reported on the current year financial statements. Net income for the current month was $1, with $19, in revenue and $17, in expenses. Year to date the net income is -$4, with revenues of $135, and expenses totaling $139, There are not a lot of expenses for the rest of year while the boosters will still be receiving income from the bingo program. So, the net income should be positive by the end of the year. Kim Rardin made and Michelle Alcorn seconded a motion to approve the treasurer s report. The motion was unanimously approved. Committee Reports:

2 A. Bingo: John Alcorn reported that a $20 bill printed in the 1950s was presented at bingo. When marked it turned black but because the bill was so old and the paper different it is unknown whether or not the bill was counterfeit. The bill went into the deposit so the boosters will know the status in a few days. There was some discussion about the number of counterfeit $5 bills. The boosters do not currently check $5 bills but that is something to consider should it become a problem. Sam Birch reported that bingo sessions have been very busy. Adults should talk to the students about staying focused throughout the session when they work. There have been a lot of cash shortages from student sellers. Students need to be careful with their cash and stay focused when giving change. Also, students need to protect their buckets. Customers should not be allowed to put their hand in the buckets to choose pulltabs. If a customer wishes to choose the pulltabs, students should take the pulltabs out of the bucket. Students should not swing the buckets around as cash or pulltabs may drop out and be lost. As a reminder, supervisors need to make a copy of the driver s license even for the $500 winners of the Fort Knox game. John Alcorn reported that he is still working on arranging the training session with the gaming commission. Claudia Neal presented the boosters with a check for $12,000 from the bingo program. B. Hospitality: Karen Rardin reported that she will send out s with information about the band banquet and pops concert, both of which are in May. C. Chaperone: No report. D. Equipment: John Alcorn reported that due to the weather the trailer has not yet been moved to the bus facility on Liberty Road. Hopefully, that move will happen by the end of the week. E. Ways and Means: John Alcorn reported for Rob Carter on the following fundraisers: a. Coffee Fundraiser: Karen Rardin reported that coffee sales are going well with approximately $2,000 in sales not including the $400 from the pre-sale at the December concert. The band keeps 50% of coffee sales income as profit. b. Kroger Cards: John Alcorn reported that Vyvann Op has 20 new Kroger cards and will be at the booster meeting in April if anyone needs a card. Contact Vyvann or John if you want to get a card earlier than the April meeting. c. Candle Fundraiser: The candle sale will be starting Monday, March 25 th, with orders scheduled to be delivered in time for distribution prior to Mother s Day. d. Coupon Cards: Final sales numbers for the coupon card fundraiser will be provided at the April band booster meeting. F. Communications: John Alcorn reported that Rob Carter has contacted Insight regarding the s that are bouncing back. Insight is looking into it. G. Uniforms: Kimberly Collins has agreed to step in as the marching band uniform supervisor position. Brian Pike will assist. New Business:

3 A. Student Band Council: Rebecca Palmer reported that the chocolate fundraiser will start tomorrow (March 19 th ). There are 21 people willing to sell the chocolate and 30 bags of chocolate bars that have to be sold. The band council is organizing a student chamber concert to be held in early May and will soon begin planning for the cookout (also scheduled in May). B. Nominating Committee: Dan Rardin reported 2 nominations sent forward by the nominating committee. Those nominations are Tony Spencer as Vice-President and Jennifer Gripshover as Co-Treasurer. The vote to approve these 2 nominations will take place at the April band boosters meeting. C. John Alcorn reported on booster positions that have been filled. John mentioned that while most positions have been filled the band is still in need of one more person to work as caller at bingo. John thanked parents for being so great about stepping forward to volunteer. The positions that have been filled and parents who have agreed to volunteer include: Vice-President: Tony Spencer Co-Treasurer: Jennifer Gripshover Uniforms: Kim Collins and Brian Pike Equipment Manager: David Whitehead Hospitality: Marti Martin and Leslie Iwinski Color Guard Uniforms: Emilee Carter Bingo/prepare weekly supplies: Rachael McCrae and Mark Lowe Bingo/Paper Side Supervisor: Kim Newton and Jennifer Barricklow Bingo/Paper Side Assistant: Patricia Turner Bingo/Caller: Tony Spencer Director s Report: Mr. Bayerle thanked the boosters for all of their help running the many auditions held at Henry Clay this year. Hopefully, after next year the responsibility for some of those auditions will pass to another school in the district. Mr. Bayerle reported that there are currently around 60 freshmen coming into the band program next year. There are approximately 142 marchers. Mr. Bayerle thinks the number of marchers will settle around Tuesday, April 23 rd is the new member orientation. Mr. Bayerle asked that boosters attend that evening to meet and welcome new parents to the Henry Clay Band family. Mr. Kite reported that next year Henry Clay will have 3 band classes instead of 2. There will be students in the wind ensemble, students in the symphonic band and approximately 38 students in

4 the newly created 5 th hour band class. The directors are still working out who will conduct the 5 th hour band. Henry Clay band will continue hosting the KMEA Jazz Festival. That festival was started by Mr. Kite. The state KMEA office was impressed with how well that festival day was run this year. The band is gearing up for a flurry of end-of-the-year activities. Next Tuesday, March 26 th, is the Percussion/Jazz Extravaganza at 7:00pm in Lassiter Theater. The All-District Jazz Band is this week, Thursday, March 21 through Saturday, March 23. Henry Clay students make up 7 out of the total in that band! The All-District Jazz Band concert will be at 11:00am on Saturday, March 23. After spring break the band will begin drum major training, drum line rehearsals and leadership interviews. The color guard will be going to Hayes Middle School to train with the newly formed Hayes color guard club. The Hayes color guard club will perform at the Henry Clay Pops Concert in May. The Area Concert will be held on Thursday, April 18. That concert will feature bands from Henry Clay, Morton Middle, Hayes Middle and about 4-5 elementary schools. Each band will perform a couple of pieces and at the end of the evening everyone will perform Ode to Joy. Thank you to Mr. Kite s wife for bringing those elementary schools into this Area Concert as well as for starting the color guard club at Hayes Middle. There is a lot of excitement surrounding the Henry Clay band program. The UK Windfest will be held on Saturday, April 20. The concert band and wind ensemble will perform for 3 national adjudicators and then participate in a clinic. The directors are using this event to prepare for the KMEA Concert Band Festival held the following weekend in Scott County. Both groups will probably play on Saturday, April 27 th at the KMEA Festival. Mr. Kite will send out more detailed information about the schedule. The bands should be back by 6:00pm at the latest on April 27 th so there may be a conflict with bingo that evening. Mr. Kite will need chaperones for the KMEA event. Tom Bensberg as well as Mr. Kite encouraged everyone to come to the District Festival to support the bands. John Alcorn thanked Mr. Kite and Mr. Bayerle for offering so many opportunities to our students. The Henry Clay band program is a success because of their positive attitude and efforts.

5 The next booster meeting will be held on Monday, April 15, With no further business, the meeting adjourned at 7:50pm. Respectfully submitted, Kelly Byrd Recording Secretary

BJHS Band Contract Winds and Percussion

2017-2018 BJHS Band Contract Winds and Percussion The band program consists of both fall and spring ensembles. Fall ensembles include football marching, competition marching, and jazz band. Spring band