_________________________________________
Band Booster Minutes
August 30, 2004
The meeting began at 7:05 p.m.
Treasurer's report was read by Beverly Burrows.
We still have 12 students who have not paid for band camp which leaves us with a deficit of $900. If you have not done so already, please pay your camp fees as soon as possible. Thank you.
Our new BAND STAND cleared approximately $850.00. Report was reviewed. We had an excellent night. The new location and BAND STAND SIGN made by Dean Jones made a big difference! Candy will need to be replenished. Free drinks will be furnished to visiting bands. It was suggested to prepare for them ahead of time to keep drinks replenished for the Enka Band during half time. The number of concession workers needs to be increased to 6 people per half. Also, a third cooler will be requested from Pepsi to keep more drinks cold. The cost of drinks will stay at $1.50.
Debi Morgan gave an update on gift baskets. Today was the kick off for raffle ticket sales. Each band student received a packet of 10 tickets to sell. If each student sells their 10 tickets, we will make $3,500. We ordered 5000 tickets and the response has been good. Extra tickets are available on Tuesday and Friday mornings in the band room. One lucky band student will be the winner of 10% of our total collections. Everyone has a chance to win if they sell just one ticket. Lists were given to show the contents of the baskets. Each basket is worth over $1,000. Choose from Dining Out, Sports and Recreation, Health and Beauty or Entertainment. Tickets cost $2.00 and we have permission to sell these at the home games from Mr. Icenhower as long as we stay in our concession area and not proceed to the stands.
Debi reported that additional booths will be set up at the festival on September 25th to boost our fundraising. We will have a Tattoo & Face Painting Booth, plus a Gift Basket Raffle Booth where students can work to sell tickets. Debi is sending home flyers advertising the festival to all students in our elementary schools. Flyers will also include incentive coupons for kids to receive a free tattoo and Fun Depot coupons when they purchase a ticket to the festival. (Kids under 5 are free.)
We now have 20 bands registered for the festival. Roger Caldwell pointed out that there is a 15 minute time limit on the new state system. That will be all the time allowed for bands to get on and off the field. The Enka Band will adhere to this rule during football games to keep the students in practice for competitions.
Dean Jones is working on a T-shirt with a theme for the 30th Anniversary of the festival. He would like to include the names of all the attending bands. Roger has also been in touch with the Asheville Citizen Times to print an article about our 30th Anniversary. Debi is also contacting radio stations and several other members said they knew people who might do an article or TV spot for us.
John Morgan reported that ads for the festival program were very successful. $3,600 was collected for 34 ads. It was motioned that the programs be sold for $2.00 each. Admission prices will be as follows:
Under 5--Free
Children Ages 6 to 12--$3.00
Adults and Children over 12--$5.00
Gifts were given to Rhonda and Chuck for their service as Booster Co-Presidents.
A list of volunteer and committees was discussed at great length. Nancy Robinson will be contacting everyone who signed up and remind them of their time slot. She will also be gathering volunteers through the middle school band parents as well as calling parents who may not have attended the meeting.
Greg Glance will be contacting volunteers regarding the parking. A list of volunteers will be available and questions can be answered by contacting Nancy Robinson at Enka Middle School.
Western Carolina University's hospitality tent will be set up on the field behind the visitor's stand. We are in need of tables and chairs. We will be providing dinner for Western's band at 5:15 pm. The Enka Band will get ready in the band room. WCU will be in the gym and the auditorium.
Our next meeting will be held on SEPTEMBER 20TH at 7:00 pm. in the BAND ROOM. This is our last meeting before the FESTIVAL ON SEPTEMBER 25TH. Please be sure to sign up to volunteer!
The meeting was adjourned at 8:25 pm.
_________________________________________
Band Booster Minutes
August 16, 2004
The meeting began at 7:00 p.m.
Secretary's report was read by Nancy Robinson.
Treasurer's report was read by Beverly Burrows.
Jim Burrows informed everyone that this meeting would not be devoted to festival planning. We will have a meeting on August 30th that will focus on our festival event.
Debi Morgan gave an update on the Gift Basket Fundraiser. She was very pleased with the outcome of donations. Each basket is worth over $1,000. Debi explained the raffle ticket sales procedure.
Cheryl Port gave an update on the concession stand. Product is in and everything is going as planned. Long John Silvers will be delivering the fish and chicken to us. There will be a 10 cent increase per piece from last year's price. Cleaning will be done this week and we should be ready to move in. Please see Nancy Robinson to sign up to work the first or second half of a ball game.
Paula Jones spoke about our T-shirt designs. Shirts will be ordered this week and printed next week. Band Parent T-shirts are also available.
We now have 13 bands registered for the festival. We have added Tuscola, Pisgah, Franklin, East Rutherford and TC Roberson.
John Morgan updated us on Ads for the Festival program. John or Debi Morgan will be at the high school the next 2 Thursdays to collect ads. Keep in mind that the last date for turning in ads is August 27th. This is the absolutely final day to turn in ads. Any ads turned in after this date will not be accepted due to printing obligations.
Roger Caldwell stated that we will be using the state judging system this year. 12 other festivals are using this system. We will have to pay for extra judges. The chief judge is from Western Carolina University and has volunteered to judge our festival at no charge.
Roger requested the need for orange road cones to mark off the band area in the stands.
Debi Morgan is sending home Band newsletters this week with every band student.
August 30th: Festival Planning Meeting
September 20th: Last meeting before Festival
October 18th: Regular monthly meeting
_________________________________________
Band Booster Minutes
July 26, 2004
Attendance = 25
The meeting began at 7:00 p.m.
Secretary's report was read by Nancy Robinson.
Treasurer's report was read by Beverly Burrows.
Beverly outlined the budget proposal for 2004-2005. The motion was passed and all were in favor.
Jim Burrows talked about the possibility of inclement weather during the band festival and what a loss this was for us last year. Debi Morgan introduced several new fundraisers that would add to our earnings. They included a GIFT BASKET RAFFLE and the addition of BOOTHS during our Festival on September 25th. Debi will be speaking to the students during BAND CAMP and telling them how they can get involved with the GIFT BASKET RAFFLE by securing donations.
Debi also encouraged everyone to sign up on sheets provided in the back of the band room if they wanted to participate.
Jim added that these fundraisers would be a benefit to our festival. He also spoke with Bill Byerly to confirm that we will definitely be using the concession stand at the end zone.
Cheryl Port spoke on the concessions and updated everyone on what needs to be done.
Dean will be preparing a sign for the concession stand entitled THE BAND STAND.
Nancy Robinson mentioned volunteer sign ups for the festival. A time line was explained. She will be calling and talking with individuals about their stations.
Western Carolina's Marching Band will be performing at the festival and hospitality tents will be designated for them.
Sherry Glance updated us on how many bands have signed up thus far:
Wrenn, Olympic, Concord, Brevard, Robbinsville, Swain, Smokey Mtn., Owen
John Morgan briefly went over Ad Sales. Order forms and past festival programs were available to take home.
Roger mentioned that Band Camp was going well. The music was good. He also acknowledged that students should not be leaving school property during their lunch break.
Beverly noted that out of 175 students, 75 have paid for camp.
Dean talked about T-shirt orders and sweat shirts. He will put the Queen logo along with a slogan on all of the shirts. It will say WE WILL ROCK YOU.
Don Icenhour has offered the band the use of the phone tree through the high school. This will enable voice messages to go out to all parents and students in the band.
The meeting adjourned at 8:10.
Our next meeting will be at 7:00 p.m. in the Band Room on August 16th.
_________________________________________
Band Booster Minutes
June 21, 2004
Attendance = 30
Members began to gather at Shoney's Restaurant at 6:30 p.m. Jim Burrows officially began the meeting at 7:20. Officers were introduced for those who were new to Band Boosters.
Minutes from the previous meeting were read by Nancy Robinson.
The treasurer's report was read by Beverly Burrows.
Debi Morgan talked about fund raising and additional booths for the festival. The idea of a GIFT BASKET RAFFLE was explained as well as increasing our advertising of the festival event.
Jim added that these new ideas should benefit the Boosters. We depend mostly on the festival and can not afford another loss due to inclement weather.
Explanation of AD SALES was discussed. Debi distributed program books from last year along with instruction sheets for selling ads. John Morgan will be in charge of collecting ads this year. When selling ads, please get a proper mailing address in order to send out THANK YOU letters and complimentary tickets.
Jim went over the list of ads to inform us who had sold ads previously. He also encouraged everyone to sell ads to new patrons. The deadline for turning in AD SALES is August 27th.
Chuck Hixon added that we need to generate ads, however, we need to keep our program at a certain size limit due to it's thickness. It cannot exceed the size it was last year.
The letters for Band Camp will be mailed within the next week.
Pepsi will not provide a wagon this year. We plan to move into the concession stand at the end zone. Jim will confirm with Don Icenhour that the concession stand will still be available to us. It was agreed that we will still provide a free drink in a cup to the band members during half time.
Jim spoke with the Athletic Booster Director, Bill Byerly. He feels that this season should be beneficial for everyone and we're looking forward to a new year.
Meeting adjourned at 8:15.
Next meeting will be on July 26th in the band room.
_________________________________________
Band Booster Minutes
May 10, 2004
Attendance = 20
The meeting began at 7:00 p.m.
Secretary's report was read by Nancy Robinson.
Treasurer's report was read by Beverly Burrows.
Chuck Hixon seemed pleased with the yard sale turn-out. He suggested that the Boosters hold another one in the future. Suggestions were made to advertise in the IWANNA. Chuck felt that more donations and tables were needed in the future. It was also suggested that the Yard Sale become an annual event.
Sherry Glance announced the nominations of officers for the 2004-2005 year:
President--Jim Burrows
Vice Presidents--John and Debi Morgan
Secretary--Nancy Robinson
Treasurer--Beverly Burrows
Corresponding Secretary--Sherry Glance
Questions were asked regarding Band Festival Concession Chairpersons. Cheryl Port and Karen Brown were nominated and both accepted this responsibility. Roger Caldwell confirmed with Rhonda that she would not return to do this. Karen and Cheryl agreed to accept this position as long as they could get the notes from past years. Rhonda agreed to turn in the notebook as soon as it was completed.
It was discussed that the Bi-laws be checked to see if there was any problem with the President and Treasurer being related. It was verified that there were no problems as long as their two signatures did not appear on any checks. Therefore, the Vice-Presidents were asked to assume this responsibility.
Band camp will begin on July 19th. There will be a Booster's meeting that night which will be held in the band room. We would like to begin working early on securing ads for the Band Festival programs.
Beverly Burrows was commended by Nancy Robinson for her detailed reports and for doing such a great job as treasurer. It was stated that there will be no student left out of band due to any hardship.
The first football game will be held on August 27th. Roger asked that the extra room which holds concessions be cleaned out so the flags can be stored there.
Debi Morgan thanked Chuck and Rhonda for their dedication and service as President and Vice-President.
Chuck agreed to pull the big trailer to games and competitions.
Roger handed out ad forms and provided everyone with lists of all ads placed last year. The list also reflected which person sold each ad.
Sherry announced that Robbinsville, Smoky Mountain and Wrenn are confirmed for the Band Festival. Western Carolina University will perform at the festival. A hospitality station will be provided for them throughout the day.
It was discussed that we need to meet all deadlines requested by Advantage Printing for our festival programs. The Montcastles have been extremely gracious by donating their services and we need to be mindful of their requests.
June 21st will be our next Booster's Meeting. It will be held at Shoney's restaurant at 7:00 p.m.
On July 26th, the Booster's Meeting will be held in the band room beginning at 7:00 p.m.
_______________________________________
Band Booster Minutes
April 15, 2004
Attendance = 16
Meeting began at 7:04.
-Treasurer report was given by Beverly Burrows.
-Minutes were read by Nancy Robinson.
-Chuck Hixon began with a status report on the practice field. Roger had
someone come out to give another opinion. Due to the timing and the season we
are in, it was agreed that top soil will be brought in one Saturday to be spread
and seeded. This will be done by members of Band Boosters and anyone who would
like to volunteer to assist.
-It was brought to our attention that the gate going into
the stadium at the middle school is down, due to electrical renovations. Chuck will see about having
it moved over to widen the entrance before putting it back up .
-April 24th is the day for the Yard Sale fundraiser. It will be held at the
high school. Permission will need approval. Items should be brought to the
school and be kept on the band trailer. Rhonda will send a letter home with the
band students and 8th grade students also.
-April 19th will be a Band Booster Mtg./covered dish. At this time, new members
will be welcomed and informed of Band Boosters and introduced to what we do.
All rising 8th grade parents are encouraged to attend. Cheryl Port and Nancy
Robinson will coordinate a sign up sheet for the covered dish.
-Sherry Glance announced that Mr. Icenhower has offered the small concession
stand on the far end of the football field to replace our Pepsi wagon. Booster
members are in favor to keep the Pepsi wagon. Sales from last year were great
and the majority feels like the location is more convenient for the visitors
section.
-Elections will be held in May for 2004-2005 officers. Chuck appointed an
election committee to follow through with nominations of officers. They are
Cheryl Port, Sherry Glance and Jim Burrows.
-Roger announced that for next season there will be some new requirements for
judging Band Festivals. This is coming from the state committee. Roger is
gearing to stay away from this by not being a part of the state contract.
Pisgah will be dropping their festival next year due to the state changes.
-Chuck asked about the status on bottled water. Roger will check the dates and
Chuck will see about getting more in.
-Meeting adjourned at 8:00.
_________________________________________
Band Booster Minutes
August 11, 2003
Attendance - 45
Meeting opened at 7:00. Minutes were read from previous meeting by Nancy Robinson followed by the treasurers report by Beverly Burrows. It was reported that a significant amount of money is still owed due to band camp registrations. Beverly will call parents of students who still owe.
Mr. Caldwell asked for volunteers to chaperone on buses for competitions. He also mentioned the policy on the student grading system. For all required performances, the student will lose two letter grades if they don't attend.
Chuck briefly reported that results from "Meet the Teacher" nights at the middle school. It was agreed that bringing awareness to middle school parents regarding band boosters is a positive approach.
Sherry Glance reported that we have 7 official registrations thus far for the festival. This was great news this soon before festival.
Dean Jones presented a design for T-Shirts with this year's 40's Jazz theme. A generic shirt just for Land of the Sky Band Festival will also be for sale. He stated his concerns for such a commitment to his company regarding that the festival has no rain date.
Dean projected the idea of adding a insert to the programs of band rosters.
Signs advertising the performing bands at the festival were suggested for this year.
Rhonda talked about concessions. Several items have been donated. Pizza Hut will provide the same price as last year. She informed that Dip-N-Dots will set up for festival providing the Booster with $1.00 profit for every item sold. Consideration is also being taken to have a Pepsi wagon at the festival for drinks only. We need water bottles donated if at all possible.
Phyllis Morgan mentioned that there was a parent who may be willing to do snow cones at football games and donating 100% profit to the Band Boosters.
Chuck mentioned that Cheryl will be working with Long John Silvers regarding chicken tenders for football games.
The age for the concession workers should be at least 18 years.
Two tickets for 1 day at the Grove park Inn Spa have been donated to raffle.
Ad's deadline will be August 28th. They must be in the printer's hand by September 1.
Lynn Haller will bring a trailer to the festival. We need volunteers to drive the tractors.
Nancy will check with security officers at the middle and high schools. We are in need of two, at a rate of $18.00 per hour paid by the boosters. She will also check on a custodian for the day.
Meeting adjourned at 8:20.
Next meeting will be September 8 at 7:00 in the High School band room.
_________________________________________
Band Booster Minutes
July 28, 2003
Attendance - 30
Meeting was opened at 7:00. Chuck Hixon welcomed new parents. Nancy Robinson read minutes from previous meeting. Beverly Burrows read Treasurers report.
Roger Caldwell reported that the first day of band camp went very well - with 155 students enrolled.
Chuck asked that anyone who was turning in money for ads for festival programs should give to Beverly Burrows, treasurer. He also read all business ads that were not committed to for renewal and asked for assistance on getting those patrons renewed.
Tickets are being donated for a NASCAR race in Charlotte. These will be raffled for at the first football game and at the festival. We are tentatively waiting for Dollywood tickets as well as the Dixie Stampede.
A table will be set up at the Middle School on "Meet the Teacher" nights, August 4th and 5th. The purpose is to bring awareness to parents about Band Boosters. Chuck, Nancy, Dean and Paula will set up and talk with parents.
Chuck briefly enlightened new parents about festival. The routine and why it is such a significant time for Band Boosters. We have 5 bands registered at this time. It was also mentioned that the new system requires two additional judges.
Discussion regarding the Pepsi wagon concessions set up at the 5 home games was mentioned. Robin Fox and Dean Jones will meet at the football field by 4;30. Nancy Robinson will serve as a backup.
Dean mentioned T-Shirt sales for the season and for Proud Parents. he would like as many ordered together as possible to eliminate reprints.
Next meeting will be Monday August 11 at 7:00 in the high school band room.
Meeting adjourned at 8:07.
_________________________________________
Band Booster Minutes
June 30th
Ryan's Steak House
Attendance - 12
Treasurer's report was distributed by Beverly Burrows. Minutes from previous meeting were passed around for those who may not have attended or neglected to check the web site. Discussion was brought up regarding web site access to assure that meeting minutes and other information be added ASAP. Nancy Robinson assured everyone that Roger Caldwell would be adding those on as soon as he receives them.
Discussion of treasury report and this year's budget was agreed on. A motion was granted by Karen Brown and seconded by Sherry Glance.
There will be a table set up at Band Camp this year on Monday and Friday the first week and Monday thru Friday the second week to collect all money for camp. Letters will be sent out by July 7th regarding camp along with marching schedules and information forms. These forms will also be collected during band camp. Parent awareness was also discussed. The information sheets are a critical part of updating parents on upcoming events. These must be collected from all students.
It was suggested that a booth be set up at the first open house at the middle school to inform 7th and 8th grade parents about Band Boosters. Nancy Robinson will work with the middle school to set this up.
The flea market scheduled for July 19th has been canceled. A new date will be decided later.
It was mentioned that the Pepsi wagon be set up at each football game by someone who can be responsible to be there on time. Beverly will be contacting two parents to handle this.
T-shirt sales will be handled completely by Prime Time Designs. Profits will be based on the percentage of sales. Band parent T-Shirts will be available at the Band Festival. Chuck ran through the list of ad's place in the programs for band festival. Everyone that was there committed to work on renewals of ads. If anyone has new ads to place, see Chuck or Rhonda for order placement forms.
The next Booster meeting will be at 7:00 on July 28th at Enka High School in the band room.
Meeting adjourned at 8:45.