August 2022

MINUTES OF THE BOARD OF THE
RAYMORE-PECULIAR BAND BOOSTERS CLUB, INC
THURSDAY - AUGUST 11, 2022

The regular meeting of the Raymore-Peculiar Band Boosters Club was held in the band room. In attendance were: Jennifer Gibson, Zach Shupe, Libby Craig, Jonah Craig Bobbi Bond, Blake Bond, Marian Pfeiler, Seina Pfeiler, Michelle Helzer, Bo Helzer, 
Melissa Adams, Holly Nall, Sam Musfelt, Tristan Musfelt, Damien Musfelt, Vada Musfelt, 
Tricia Day, Rory Day, Coleson Mott, Jennifer Scrivener, Jennifer Burr, Nina Hunter,
John Ferguson, Alyssa Ferguson, Michelle Durham, Michelle Houston, Zak Houston,
Leah Smith, Jocelyn Smith, Chacqie Chandler, Matt Clingan, Jill Clingan, Matt Stanley Jason Heuwinkel, LeeAnne Thompson, ChrisThompson, Jacob Thompson

The meeting was called to order promptly at 7:05pm by Jennifer Gibson

• 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:
Libby Craig amended minutes of the last name Pheiler to correct the spelling to Pfeiler in the Treasurer Report. Melissa Adams was corrected to Melissa Guyer in the Color Guard Report. Motion to approve minutes for July 14th booster meeting was made by Michelle Helzer, seconded Melissa Adams

Directors Report: Jennifer Gibson 

• If lettering, students need to use the QR code under their account to receive credit. Mr. Shupe needs to see why it is not working correctly
  
• Thank You to Band Boosters for the Kick Off Event - Lots of volunteers signed up Ms. Gibson enjoyed Color Wars. If you have pictures, please send to her
  
• Thank You to Uniform Parents - Lisa, Melissa, Nina, Tristan, Holly, LeeAnne and all parents who helped get uniforms ready. Students took two pictures, individual and one virtual team photo. Absence students pictures, Aug 17th, 2pm in gym 
  
• RP Band Culver’s Night - Thank you Emma Stanley, Drum Major for creating a video with students.  It was shared at tonight's meeting with lots of laughter 
  
• A dream is to have a Student Lead Organization and we are there!  Students are doing it all!  Students in Leadership Camp learned from Becky, a St.Louis Band teacher, teaching intense Student Leadership for three days. Come watch rehearsals - there will be mistakes but that is how they learn. Emma Stanely and Brady Dillon have done a great job and have lead for 9 days. This has been the best year in over 13 years!  Students have put in over 180 hours since July
  
• There is a new lettering form if you need more points
  
• New Drum Podiums with built in railings have arrived. Need help moving them
  

New Business on a Sound System:

• New Sound System needs additional parts immediately. Jennifer Gibson requested that Band Boosters hold off on spending ideas on other items. Some equipment to make the New Sound System work is old. Soloists can not be heard. Mr.Shupe presented a proposal on equipment and costs for higher frequency to upgrade 
  

2 coax antennas, receivers, microphones for instruments, which is wireless hardware, Also proposed a new USB, sound effects and other pieces to include this year. Total cost for the sound system is $5500.00 including shipping. Marian Pfeiler, Treasurer stated $37,000 in student accounts, $10,000 in a Benevolent fund which can not be touched. There is another $10,000 that can go towards this Sound System. If needed, an idea Marian Pfeiler presented is to transfer money from the Benevolent fund but would need to be voted on based on by-laws. Concern came up if there are any students needing help from the Benevolent fund for fees and only one person has asked. Band Boosters can pay without touching the Benevolent money. Another idea mentioned was to do a donation fundraiser for Sound System donations. Bobbi Bond, Vice President/Fundraiser stated the Culver’s Night Fundraiser made $584.00 for Band Boosters 
                     PLEASE SUPPORT BAND BOOSTERS FUNDRAISER EVENTS

President Report: Libby Craig

• Libby Craig, President proposed $5500.00 to purchase the Sound System parts, Bobbi Bond seconded 
  
• It has been a while since by-laws have been viewed by a committee. Since we have a new director and requests for refunds from student accounts have come forward, we will be reviewing by-laws soon 
  

Treasurer Report: Marian Pfeiler

• Taxes are filed. There was a loss last year because of the Sound System, even though the cash was there to pay for it. Benevolent fund, end of the year was $10,000 & Students have $26,000. General fund has $600.00 
  

• The Benevolent fund is now around $11,000 with transfers. Would like to make a motion to temporarily amend the by-laws to transfer some funds from the Benevolent fund to the General fund for Band Boosters by the end of the year. 
  
• Money is coming in on Fall Programs. Last year, $3700.00 was spent on programs, Ads brought in $4500.00 and Sold $1200.00 at games 
  
• There have been requests for refunds from student accounts. According to the by-laws, refunds are not to be given back from fundraisers.  A direct contribution can be returned except if it has been expended. This means requests for refunds  must be within the working financial year, ending June 30th of each year. 
  

A draft request change to make this clear in the by-laws will be submitted.

• Uniform payments - only four students left to gather their uniforms. Payments have been coming in but fees have not been entered into each account yet.  Once fees are in and money applied, a statement will be sent that explains where money has been applied, including fundraisers money applied, according to the by-laws. The remaining balance will be finalized at that time on each account
  
• All spirit wear arriving on August 24th or August 25th
  

Programs: Jennifer Scrivener

• Bid from Almar Printer is $2797.61.  Last year with Alpine was over $3000.00 August 17th is picture deadline, Current Sold Advertising is $4860.00, Profit now $2062.00. Last date to submit is August 19th, going to print, August 22nd and ready to sell on August 26th.  Best year in a long time with 12 personal ads.
  
• Fun program as it is all about the students
  

Uniforms: Melissa Adams

• Only two students left to be fitted. Thank you to all who helped with pictures.
  

           Only have 26 percussion wristbands black to start and 13 percussion pink. 
           Socks and gloves are in.  All old gloves are removed, cleaned and available for  
           backup. Entire season ordered 21 packs of 12 so 252 pairs of black socks    
           Please remind your student to wear black shorts with their uniform 

Color Guard: Jennifer Gibson

• Color Guard is doing well and has learned all four movements in choreography   They had a fun skit
  

 Fundraising Committee: Bobbi Bond

• FanAngels is slow this second round
  

• Trash Bag Fundraiser - can be ordered online.  Orders due August 30th 
  

These fundraisers help pay fees. Fundraiser packet will be sent out again through charms

• Spirit wear due August 15th
  
• MOD Fundraiser is August 30th - an all day fundraiser, take in flier and will receive 20% of sales
  
• Mums Fundraiser will be different this year. No Large Mums due to high pricing.  9” pot mums will be available and will be 12”-16” across-selling at $15.00 a pot 
  
• Bobbi Bond thanked Marian for all her volunteer work
  
• Texas Roadhouse Fundraiser coming September 20th
  

Students chimed in with restaurant idea from Chipotle to Freddy’s, with idea to do one a month

Chuckwagon: Bobbi Bond

• We have the shed keys
  
• At games, an idea is to get clear gatorade powder and put in the jugs but will stay with water and snacks for first game
  

Band Dads: Matt Stanley

• Going to take trailer and paint the wheels and scrub it down
  
• Mr. Shupe planning to talk to Transwest to price roof, get it painted and tail lights 
  
• Bobbi Bond thanked Matt Stanley for cooking the hot dogs at the Kick Off event
  
• Janson Heuwinkel asked for a list of Band Dads from the Kick Off event
  
• Michelle Helzer, Secretary presented a completed Volunteer List for 2022-2023 and thanked all new volunteers and students for attending tonight's meeting
  

• Ms.Gibson and Mr. Shupe mentioned Mr. Mott has a plan for the props and will present a mock up
  
• Ms. Gibson said keeping the frames and Mr.Jarrett is designing them
  

Other/New Business 

• Ms. Gibson stated doing Show Shirts with Meyer Music for free - needs to be done with only one color and must be designed quickly by students
  
• Rory Day, Sophomore, is doing a fundraiser Shoe Drive for Color Guard wanting to collect 2500 pairs and will raise $1000.00 for her group. If the band helps, with a referral code, the band will make $100.00. The leftover yellow barrels can be used for collecting. Time frame for the event is one year. Ms.Gibson stated all will be willing to help. Rory Day will update where drop off barrels will be located.
  

Motion to adjourn at 8:33pm by Libby Craig, seconded by Michelle Helzer
Next Meeting - Tuesday, September 13th, 2022 at 7pm

​