Ray-Pec Band Booster Minutes

July 2020

7/29/2020

MINUTES OF THE BOARD OF THE
RAYMORE-PECULIAR BAND BOOSTERS CLUB, INC
July 14, 2020

The regular meeting of the Raymore-Peculiar Band Boosters Club was held virtually and was recorded. Those in attendance were: Libby Craig, Lisa Sorge, Laurel Baumgardner, Catie Howlett, Aaron Howlett, Tara Spencer, Jennifer Story, Jennifer Gibson, Dillon Jarrett,Nina Hunter, Jennifer Jungeblut,Gina Riegert, Brent Riegert, Tami Halford, Cat Campbell, Quentin Lindsey, Rebekah Robinson, Tiffany Lindsey, Arla Beneke.

The meeting was called to order by Catie at 6:00pm

Introductions
Meeting Expectations and Bylaws Objectives:
- Assist the RP Band program and directors
- Promote enthusiasm and commitment to band among students, parents, school board and communities
Support instrumental music education throughout the district
To raise funds to finance or partially finance activities related to music education

Business Reports:

The minutes from the June 9, 2020 meeting were posted on Google Drive and RPbands.com.

Marching Band during Covid-19

Right now still planning on Marching Band
Only can have 50 people in indoor spaces, 100 people in outdoor spaces. This includes the directors.
A poll was taken from the attendees of this meeting about how people feel about sending kids to Marching Band. All that voiced opinions were comfortable sending their kids.
MSHSAA activities are allowed with online schooling, but need to verify that it is ok if they aren’t enrolled in a band class.
Since there are currently ~120 students signed up for Marching Band, we will have alternating schedules for Woodwinds and Brass. Percussion and Color Guard will rehearse everyday.
Time will be 7-11am. This will avoid lunch so there should be less congregating.
We are continuing with the same show, but shortening it.
Temperatures will be taken daily. 100.3 degrees=sent home
Hand sanitizer will be available, but it would be good to bring your own
Face masks will be worn- slit for mouthpieces. Also will need to cover bells of instruments.
Puppy pads on the field to use for condensation from instruments. Lisa has a pack to donate.
Kids will be allowed in bathroom 1 at a time.
Important to get the kids to buy in to the safety aspects of this or it will cause everything to end.
Ms. Gibson will have people that have to be paid even if marching band gets cancelled. What happens if no one is willing to pay band fees?
Band fees should go down due to not being able to take Branson trip and not using the UDB app.
How are we going to do food at competitions? Individual servings? At summer school everything is grab and go.
Since no lunch during band camp, we won’t be providing lunch on the last day, but will still be able to do popsicles.
Kids need to bring larger jugs of water since there won’t be a way to refill them.
Easy ups for Frontline- stored in the shed
Not worrying about props or flats since shorter show
Family cookout will need to be cancelled
Aug 14- No fun night and no rehearsal
Still thinking about Shivers truck or DQ on the last day
Families will be asked to donate a case of water.
Face Masks- will they be provided? Checking American Bands for face masks- do they have some with slits in them? Flutes behind the mask? It would be nice if face masks matched for competitions. Tara is looking for links for bell covers and mask patterns.
Do we need disinfectants for cases before putting them on the trailer?
Transportation to competitions? May not go to Cameron since it is farther away. Face masks required on the bus, Family members to sit together. Load back to front, windows down weather permitting.
Fittings may take more time/days to get finished. Need 5 people to help with fitting- 3 kids at a time. Seniors to Freshman- starting with percussion. Directors will have walkie talkies to help with the process of sending kids in.
Link to band study-preliminary information. 5 month study, only 1 ½ weeks in-

https://www.nfhs.org/media/4029952/preliminary-testing-report-7-13-20.pdf
Treasurer Report: Tara

$1100 in 2019-20 band fees collected since last meeting
July Audit?- bylaws Section 4 page 5 referenced. $5000-$7000 to have CPA come in to do the audit. May need to amend bylaws since formal audits haven’t happened in ~4 years. SInce we are filing taxes and doing bookkeeping, is a formal audit necessary.

Committee Reports: each officer will now have a subcommittee to increase communication.
Color Guard- Jennifer Jungeblut

Camp 3:30-9pm in full gym
not buying full blown costume for half-time show. WIll wear pregame costumes.
will have bedazzled masks

Fundraising -Jennifer

Trash bags and Mums in the fall- Ms. Gibson thinks these will still be doable and able to maintain social distancing
Football Programs-We can do color programs on demand- 1 game at a time, senior pictures will be taken, no full group pictures until guidelines change. Final proof due Monday before the game. Cost will be more expensive, do we need to change the cost of ads? Can we do individual pictures like the yearbook? May be able to do sectional pictures with masks. 1st Football game September 4. Band photos Aug 18/20?
Spirit wear- will have a flyer to distribute at band camp

Field Crew/Band Dads-Brent Riegert-Head Band Dad- Catie

Will send out an email to work on getting shed cleaned up
Need to get trailer serviced

Uniforms – Lisa/Catie

May take additional time for fittings. Will need 5 volunteers each time for efficiency.

Concert Wear-

See above

Chuckwagon (hospitality)– Laurel/Tara

Discussed in Marching section

Director’s Report: Jennifer Gibson

5 competitions- not able to safely go to Branson- watching to see if competitions get cancelled
Band Photos- Aug 18/20- see above in fundraising under Football programs

New Business

Percussion camp 3-9pm bring dinner-20 kids- will be divided into 2 groups

Motion to adjourn by Lisa/Tara 7:14pm
Next meeting August 11, 2020 6pm

June 2020

6/29/2020

MINUTES OF THE BOARD OF THE
RAYMORE-PECULIAR BAND BOOSTERS CLUB, INC
June 9, 2020

The regular meeting of the Raymore-Peculiar Band Boosters Club was held virtually and was recorded. Those in attendance were: Libby Craig, Lisa Sorge, Kurt Sorge Laurel Baumgardner, Catie Howlett, Aaron Howlett, Tara Spencer, Jennifer Story, Jennifer Gibson, Dillon Jarrett,Nina Hunter, Joyce Noah, Jennifer Jungeblut, Fred Baumgardner, Graham Deckard, Zach Shupe, Brent Riegert, Tami Halford, Melissa Adams, Nancy Hoye

The meeting was called to order by Catie at 6:00pm

Introductions
Meeting Expectations and Bylaws Objectives:
- Assist the RP Band program and directors
- Promote enthusiasm and commitment to band among students, parents, school board and communities
Support instrumental music education throughout the district
To raise funds to finance or partially finance activities related to music education

Business Reports:

The minutes from the May 12, 2020 meeting were reviewed. Motion to approve minutes by Lisa Sorge, Kurt seconded . No discussion.

Treasurer Report: Tara

Charms issues- working on student balances. New statements being sent out Friday.
Where do overages go for graduating Seniors- check bylaws
$10,000 in fees still need to be collected. Freshman~$4600, Sophomore~$2600, Junior~$1300, Senior~$1500 ~180 total band kids, 120 marchers
Should band class fees go through school accounting?
Are there any other software options? Tara has found some simple accounting templates for a 1-time fee of $160. Charms renewal is up next month.
Simple Planning Templates $159.00 1 time fee to help with the actual accounting, due to Charms issues we got an $87 discount on Charms renewal. Catie made motion to purchase templates, Lisa seconded, passed with no objections
Benevolent Fund $4239.00, Student Accounts ~$21,000
We need budget submissions for the 2020-21 school year

Committee Reports: each officer will now have a subcommittee to increase communication.
Color Guard- Jennifer Jungeblut

Tryouts- 11 people tried out, all made it
Cost expectations for guard are ~$389-$484- they will be contributing to band fees this year
Color Guard can participate in band fundraisers
Costumes have been decided

Fundraising -Jennifer

Trash bags and Mums in the fall
Football Programs-4 people haven’t paid for ads from 2019-20 program ~$550- still need someone to help Jennifer Scrivener
Flavored ice at band camp
? Selling ads on Shirley
? Restaurant nights

Field Crew/Band Dads-Brent Riegert-Head Band Dad- Catie

Need to get volunteers
VInyls need to get ordered
Build sets that fit in the trailer
Need scrims that won’t block the sound
Taking a look at the shed and trailers to get them cleaned out for new season
We believe that the Boosters are responsible for the shed
Transportation- Trey has agreed to continuing driving

Uniforms – Lisa/Catie

We were given permission to do what we need to do to organize the uniform space, but we will not be given any funds
Dumpster will be provided
Fittings- would like to do during the day
Tuxes and Dresses sent out for cleaning, will be delivered June 23rd 11am
There are 4 cabinets that still have doors- these are for boosters and band dads
We need to order new plume bags- new plumes don’t fit in the old bags. Jennifer Gibson found prices

Concert Wear-

See above

Chuckwagon (hospitality)– Laurel/Tara

Day for Ice Truck- Aug 7 lunch
Fun Night Aug 14- nothing needed from hospitality
Family Night August 20
Aug 13- last day rehearsal-? deli sandwiches and popsicles
ordering hand sanitizer and cleaners

Director’s Report: Jennifer Gibson

5 competitions- 1 in Branson- $50 overnight fee for hotel
Band Photos? Who is the photographer- check with Jennifer Scrivener

New Business

Uniform Moms need 2 irons and 2 ironing boards ~$120- Joyce motioned/Tara seconded/approved
New Plume bags 18in/car 2 bags $341.68 total- Jennifer Story motioned/ Joyce seconded/approved

Motion to adjourn by Aaron/Zach 7:45pm
Next meeting July14, 2020 6pm

May 2020

5/30/2020

MINUTES OF THE BOARD OF THE
RAYMORE-PECULIAR BAND BOOSTERS CLUB, INC
May 12, 2020

The regular meeting of the Raymore-Peculiar Band Boosters Club was held virtually and was recorded. Those in attendance were: Libby Craig, John Wilson, Trina Westhues, Lisa Sorge, Laurel Baumgardner, Catie Howlett,Tara Spencer, Jennifer Story, Travis Houston, Jennifer Gibson, Dillon Jarrett, Cat Campbell, Marisa Viets, Matthew Stanley, Nina Hunter, Joyce Noah, Arla Beneke, Jennifer Jungeblut, Fred Baumgardner

The meeting was called to order by Trina at 6:01pm

Introductions
Meeting Expectations and Bylaws Objectives:
- Assist the RP Band program and directors
- Promote enthusiasm and commitment to band among students, parents, school board and communities
Support instrumental music education throughout the district
To raise funds to finance or partially finance activities related to music education

Business Reports:

The minutes from the March 10, 2020 meeting were reviewed. Motion to approve minutes by Jen Story, Trina seconded . No discussion. No meeting was held in April due to Covid-19 pandemic.

Treasurer Report: Tara

Charms is having issues- unable to restore info.
18 Seniors still owe money, ½ the money owed is from Freshman
2 hardship requests- both participated in fundraisers- total requested is $391. Motion to approve hardship requests made by Catie Howlett, seconded by Lisa Sorge.
Funds not in Charms from last 2 fundraisers due to Charms issues.
Are there any other software options? Tara has found some simple accounting templates for a 1-time fee of $160. Charms renewal is up next month.
2018-2019 taxes have not been filed yet by Brown’s Accounting. 2019-2020 taxes should be filed in July. Any suggestions for other accountants? Some suggestions came in through the chat function.

Committee Reports:
Color Guard-

Tryouts- Applications are due next Wednesday
They would like to double the size of guard
Trying to make Guard more affordable
Trying to add weapon back into show
Contacting MIddle Schools and Michele Stidham to try to get the word out.

Fundraising -Catie/Jennifer

Nothing right now
One More Scoop- Not a good time right now
Trash bags and Mums in the fall

Field Crew/Band Dads-RJ Hurley -Head Band Dad

No report

Uniforms – Lisa

Need to get in and organize uniform room. Travis and Jana have been working a little to catalog uniforms.
We have approval to replan uniform room, Arla will put plan in CAD if drawings sent. What is the cost to reorganize space. Jen Gibson has a meeting to discuss the space on Friday.
Working on a standardized labeling system- need list of current Freshman, Sophomore, and Junior marchers. Jacket # will be the Master Number.
Ms. Gibson would like to get new Drum Major uniforms

Concert Wear-

Nothing discussed

Chuckwagon (hospitality)–

Need list for Marching Band- Students are currently signing up
Need Food allergies for Marching Band
What precautions will we need to have for Covid-19?

Director’s Report: John Wilson

AP Music Theory practice test
Bill will be coming for special awards
We will have a recorded awards ceremony
Do we have all Seniors baby pictures?
Kids that were preparing for solos/ensembles have the opportunity to turn in a video of them playing to be scored for medals.
Thanks for a great year

New Director- Jennifer Gibson

Thanks to Mr. Wilson for all he’s done for the band program.
Everything is day to day, but planning as if it will be normal
Drumline auditions- May 15th via Google Classroom
Have your kids tell their friends to sign up for Marching Band
Mr, Jarrett running all the leadership roles
Senior Assistant- won’t be playing an instrument, but will be helping directors
Still plan on having 3 Drum Majors
May have more than 1 section leader depending on size of section
Show is picked out- not ready for reveal, but shortly

New Business- Election
Motion to hold election made by Travis, Trina seconded
Any new nominations?--None
Motion to approve ballot Lisa, seconded by Tara
Trina announces new Board for 2020-21
President- Catie Howlett
Vice President- Jennifer Story
Secretary- Joyce Noah
Treasurers-Tara Spencer and Cat Campbell
All approved, none opposed

Motion to adjourn by Trina 7pm
Next meeting June 9, 2020- not sure if in person or virtual

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