Ray-Pec Band Booster Minutes

August 2018

8/28/2018

MINUTES OF THE BOARD OF THE
RAYMORE-PECULIAR BAND BOOSTERS CLUB, INC.
August 14, 2018

The regular meeting of the Raymore-Peculiar Band Boosters Club was held in the HS Band room. Those in attendance were: Melissa Hogan, Gina Riegert, Trina Westhues, Diana Edgecomb, Arla Beneke, Tricia Kelley, Kelli Hurley, Laurel Baumgardner, Fred Baumgardner, Shannon Thornhill, Faye Tait, Lisa Paszkiewicz, Catie Howlett, Aaron Howlett, Christy Reichow, Mary Hall, Linda Cutler, Jen Inman

The meeting was called to order by President Trina Westhues at 7:00pm.

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 July 10, 2018 meeting were reviewed. Motion to approve Melissa Hogan, seconded by Kelli Hurley

Treasurer’s Report: Faye Tait

We currently have $39,539.95. $27,283.02 in student accounts (As of July 10, 2018)

Checks were written for trailer and uniform items. Questions about who is supposed to be paying for what- also whether or not seniors should buy t-shirts. Discussion about how all students were asked when sized for uniforms if they needed a shirt or hoodie and charges would be made accordingly. Students who have them don’t need to order them. Fees for concert class were reviewed-making sure there were no double charges. Please get on Charms to double check student accounts as there is a glitch and some may be messed up. Freshman accounts are ok. Fees will be collected at BBQ. A handout will be made to give to parents regarding how to access Charms. Treasurers have printout of account balances before the glitch to reference.

Committee Reports:

Color Guard-

Money allocated- is that just for Fall guard or does it cover Winter Guard? Will need to ask Mr. Wilson
They are doing well with show, but have some parts to rewrite

Fundraising -Kelli Hurley

We need a Chair
Trash bags-Kelli Hurley chairing, Tricia Kelley helping- will review with parents at bbq
Football programs-Jennifer Scrivener-need help selling at games. will check on final date for selling ads.
Mums-Dana Wilhite- will have order forms at bbq with info. No terra cotta pots this year, will be black pots. Sell through Sept 7th - arrive Sept 20
Poinsettias- Melissa Hogan checking on this
Butterbraids- do we want samples? Will do last week of October- will try for samples on a Thursday night so kids can try samples.
Chipotle Night- September 10th- 33% of proceeds to band. Will share at BBQ
Century Resources- Will try to do closer to the holidays or for Valentine’s Day, Super Bowl Snacks? Will need to check on turn around time is for proceeds.
Culver’s Night- Howlett’s will check on setting up possibly in October
Spirit Wear- deadline is August 24th. Will do another order in September. Question about selling show shirts- will have to ask Wilson.
Polar Express Night- December 8- dinner- morning interferes with Lion’s Club. Need people to help. Santa, Polar Express, wear PJ’s. Have at the high school.
Father/Daughter Dance-Kelli Hurley

Theme- Boots and Bling--will talk to Sherry to make contact about work space prior to the event- Feb 2nd

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

Meeting Tuesdays/Thursdays at 6pm to build.
Have the design and building it currently.
Will need help on the field to move for competitions. Scrims, platform, rocket. Need to make sure we can get everything done within the timeframe.
15 people needed at games/competitions

Uniforms – Jen Inman

Everyone fitted- still need to complete alterations
Had to order Senior Cords and Drum Major Jacket
Ordered Drumline wristbands from Amazon
Still need to order more garment bags
Need Band Dads to modify closets for hanging uniforms.
Closets upstairs have the ability to lock-would like to lock with padlocks to secure items. Not budgeted for-can get locks for approximately $30 for 10 locks
Will have spreadsheet at the BBQ for parents to double check shirt/shoe sizes
Will complete garment bags for Drum Majors

Concert Wear- Jen Inman

Will measure during the school day. Will need help to alter before Oct. concert

Chuckwagon – Tricia Kelley

BBQ- sections will bring different items
Please let Tricia know of special diet concerns. Please help set up at the BBQ if you can. BBQ will be held at football field. In case of rain, commons. Arrive at 3 to help set up. Restrooms will need to be unlocked-contact custodians. Will need coolers for drinks and water jugs--what is available? Tables are in Shirley along with tents. Will need to set up grill. Need chips/desserts/drinks in individual packages-will send reminder email to parents. Plates and other items will be picked up Friday morning. Will need help with adding cheese and assembling burgers.
Mr. Houston has key to the locker room for ice for BBQ.
Offer from Katy’s catering for $4.00 a meal-salad, entree, bread. Offer is only for band or sports teams.
Clif Bar donations received
Power Chews received
Senior Night- Need list of Seniors-Price Chopper has been contacted
Water Bottles for Marching Band Members-ordering 125 at $6.50, Will have printing on them “Property of “

Director’s Report: Mr. Houston and Mr. Wilson busy will talk on Friday

Still no trip info- Orlando?

New Business
Senior Night- need announcer- will need to help get everyone through, Need to order medals. Victor Carr for pictures. Flower Pots to walk through from Creekside. Have script available to modify for this year. Will need to announce at BBQ about needing parents to practice Thursday night before.

Old Business

Can we get a photographer or parent to take pictures all season for the video. Will announce at BBQ. May be have a way for everyone to upload?
Shutterfly account already setup for pictures to be uploaded. Will look into # or way to collect photos
Used Marching Shoe sale on Friday

Motions to adjourn by Trina, seconded by Jen at 8:18pm

Next meeting September 11, 2018 at 7pm Band Room

Upcoming Events:

July 23-27                             Drum Line and Color Guard Camps
August 1-3; 6-7                        Marching Practice; daytime
August 8-10; 13-14                       Marching Practice; evening
August 15                                              After school practice - School starts
August 16                         Thursday night practice begins
August 17                                              After school practice/Family BBQ
September 7                           Senior Night versus Rockhurst
September 14                 Homecoming vs Belton
September 15                             Drummit’ at the Summit’
September 22                      Raymore Parade and Blue Springs South Championships
September 28                             Home Game versus Blue Springs
September 29         Sullivan Missouri Marching Festival
October 6          Valhalla Marching Festival
October 12                              Home Game versus Lee’s Summit
October 13          Park Hill Marching Festival
October 19                                     Home Game versus Lee’s Summit West
October 20        Odessa Marching Festival
October 22-26                     Concert, Symphonic, Wind Ensemble
November 3                               All-District Band tryouts Warrensburg High School

July 2018

7/10/2018

MINUTES OF THE BOARD OF THE
RAYMORE-PECULIAR BAND BOOSTERS CLUB, INC.
July 10, 2018

The regular meeting of the Raymore-Peculiar Band Boosters Club was held in the HS Band room. Those in attendance were: Allison Bruflat, Melissa Hogan, Tom Hogan, John Wilson, Travis Houston, Gina Riegert, Brent Riegert, Trina Westhues, Diana Edgecomb, Libby Craig, Arla Beneke, Tricia Kelley, Kelli Hurley, Laurel Baumgardner, Fred Baumgardner, Shannon Thornhill, Bruce Richardson, Heather England, Faye Tait, Alissa Clark

Pre-meeting Presentation by Cassie of Century Resources.

Pick 2 brochures
Prepay or pay on delivery options
They scan the brochures
Orders are presorted by student. Come off the truck sorted alphabetically by class.
Able to take credit card payments
Webstore also available. Free shipping if buying 5 items. Direct ship to customer for online shopping
40% profit except for pizza -35%
Can do awards or no awards

The meeting was called to order by President Trina Westhues at 7:27pm.

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 11, 2018 meeting were reviewed.

A motion to approve the minutes was made by Diana Edgecomb, seconded by Tricia Kelley; the motion carried.

Treasurer’s Report: Allison Bruflat

We currently have $39,539.95. $27,283.02 in student accounts

A motion to approve the treasurer’s report was made by Kelli Hurley and seconded by Melissa Hogan

Committee Reports:

Color Guard-Alissa Clark

Last year started with $1247.98. Choreographer cost $2800. Paid ½ by band and ½ by color guard. Then (-$655.00). Purchased 2 silks last year ~$1000.00. Start of Winter Guard (-$4000.00)
Color Guard is writing their own show
Needs from the Band Boosters-- The ok to fundraise through band boosters--This is already ok. Will need to purchase 3 silks at an approximate cost of $1860.00

Fundraising

We need a Chair
Trash bags-Kelli Hurley chairing, Tricia Kelley helping
Football programs-Jennifer Scrivener-Ads pay for the program, selling is all profit ~$3000. need Mr. Steven Miller to send out senior ad info
Mums-talk to Dana Wilhite
Holiday poinsettias-need to book soon, call Kellie Norton.

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

Load, build equipment/props for shows
- Robotics team helping with show design-needs help with construction.
Maintain trailers
Get Kubota from Harrisonville

Uniforms – Jen Inman

Closets are listing and could be a safety hazard
- Mr. Houston has submitted a work order to secure them to the wall- still not done
Jen needs dates of Pictures so she can schedule fittings; Mr. Wilson will talk with Jennifer Scrivener
We will need some gloves, garment bags; senior cords. Cost quote $850-$1252. Motion was made by Diana Edgecomb and seconded by Melissa Hogan to build this into budget.

Chuckwagon – Tricia Kelley

Planning is going well, Tricia is gathering in donations- Chick Fil-A, Jason’s Deli and others. Possible $250 donation coming in.
She is looking into local vendors for our competitions

Spirit Wear – Diana Edgecomb

Diana will work with Mr. Wilson to organize this year’s ordering

Family BarBQ- August 17th- Different sections to bring different items

Director’s Report: Mr. Houston and Mr. Wilson

Need to air up tires, needs help checking water hoses
Drum Major camp to be announced, Newsletter coming out this weekend
Fees will be $270 this year
Trip info should be coming out

New Business
Budget 2018-19
Budget discussed line by line with Financial Report from 2017-18. Budget to include $1800 for Color Guard and $1800 for Percussion as part of the Director’s Budget.
Motion to approve the budget made by Melissa Hogan and seconded by Laurel Baumgartner. Motion carries, budget approved.

The meeting adjourned Next meeting will be August 14, 2018 at 7pm in High School Band Room.

Upcoming Events:

July 23-27                             Drum Line and Color Guard Camps
August 1-3; 6-7                        Marching Practice; daytime
August 8-10; 13-14                       Marching Practice; evening
August 15                                              After school practice - School starts
August 16                         Thursday night practice begins
August 17                                              After school practice/Family BBQ
September 7                           Senior Night versus Rockhurst
September 14                 Homecoming vs Belton
September 15                             Drummit’ at the Summit’
September 22                      Raymore Parade and Blue Springs South Championships
September 28                             Home Game versus Blue Springs
September 29         Sullivan Missouri Marching Festival
October 6          Valhalla Marching Festival
October 12                              Home Game versus Lee’s Summit
October 13          Park Hill Marching Festival
October 19                                     Home Game versus Lee’s Summit West
October 20        Odessa Marching Festival
October 22-26                     Concert, Symphonic, Wind Ensemble
November 3                               All-District Band tryouts Warrensburg High School

June 2018

6/12/2018

MINUTES OF THE BOARD OF THE
RAYMORE-PECULIAR BAND BOOSTERS CLUB, INC.
June 11, 2018

The regular meeting of the Raymore-Peculiar Band Boosters Club was held in the HS Band room. Those in attendance were: Allison Bruflat, Julie Adolphson, Kellie Norton, Melissa Hogan, John Wilson, Travis Houston, Gina Riegert, Brent Riegert, Catie Houlett, Trina Westhues, David Edgecomb, Diana Edgecomb, Libby Craig, Arla Beneke, Linda Cutter, Betty Boone, Nathan Brannan, Alex Kelley, Tricia Kelley, Kelli Hurley, Laurel Baumgardner, Fred Baumgardner, Christine Sivulka, Haileigh Inman, Jen Inman, Shannon Thornhill, Bruce Richardson.

The meeting was called to order by outgoing Vice President Kellie Norton at 7:02p.m.

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 8, 2018 meeting were reviewed.
Allison Bruflat requested an amendment to include signatories on the bank account: adding Faye Tait, Trina Westhues, Diana Edgecomb, and Tricia Kelley.

A motion to approve the minutes as amended was made by Allison Bruflat, seconded by Kelli Hurley; the motion carried.

Treasurer’s Report: Allison Bruflat

We currently have $45,866.62.
Allison will send information to the board about transferring graduated senior funds.

Committee Reports:

Fundraising - Kellie Norton

We need a Chair, Melissa Hogan and Tricia Kelley will help
Trash bags, football programs, Mums, possible holiday poinsettias, mattress sale (Mr Wilson handles), and Spring plant sales were discussed as good fundraisers to keep
Father/Daughter Dance: Kelli Hurley will Chair, this is a big fundraiser, and will need lots of help. Theme may be set a little young, we need to consider the older (teens) girls.
Live Auction, Car Show
- Cancelled for 2018, maybe Spring 2019

Field Crew/Band Dads

Load, build equipment/props for shows
- We need to build platforms, Mr. Wilson has plans from drill writer
Maintain trailers

Uniforms – Jen Inman

Closets are listing and could be a safety hazard
- Mr. Houston has submitted a work order to secure them to the wall
Jen needs dates of Pictures so she can schedule fittings; Mr. Wilson will talk with Jennifer Scrivener
We will need some gloves, garmet bags; senior cords

Chuckwagon – Tricia Kelley

Planning is going well, Tricia is gathering in donations
She is looking into local vendors for our competitions

Spirit Wear – Diana Edgecomb

Diana will work with Mr. Wilson to organize this year’s ordering

Director’s Report: Mr. Houston and Mr. Wilson

The 2018 show is almost done, it has a “Space” theme. Mr. Wilson is working with shop and robotics and will use some of the columns from last year for props. We will also have the scrims redone.
Will White, Blue Springs South graduate/assistant director will help us this year with our drum majors vice a camp; planning to have this in July.
Fees will be $200-250 again this year.
Percussion concert was a success and we were able to get some new equipment and cabinets to store percussion equipment.
Mr. Houston will be getting married on 6/16; Congratulations and best wishes!

Old Business

We discussed trailer sponsorships; a tier-approach for different levels of support
Kellie Norton has an outline and will send to Trina Westhues and Brent Riegert and Melissa Hogan said they will help work to renew our sponsorships

New Business

Mr. Wilson is working with RayPec Administration for approval for a Spring (March) 2019 trip to Universal Studios and University (FSU or FL?) performance/competition.
- Cost estimates are between Chicago ($700) and Hawaii ($2,500)
- Fund raising will need to begin soon

The meeting adjourned at 7:36pm. Next meeting will be July 10, 2018 at 7pm in High School Band Room.

Upcoming Events:

July 23-27                             Drum Line and Color Guard Camps
August 1-3; 6-7                        Marching Practice; daytime
August 8-10; 13-14                       Marching Practice; evening
August 15                                              After school practice - School starts
August 16                         Thursday night practice begins
August 17                                              After school practice/Family BBQ
September 7                           Senior Night versus Rockhurst
September 14                 Homecoming vs Belton
September 15                             Drummit’ at the Summit’
September 22                      Raymore Parade and Blue Springs South Championships
September 28                             Home Game versus Blue Springs
September 29         Sullivan Missouri Marching Festival
October 6          Valhalla Marching Festival
October 12                              Home Game versus Lee’s Summit
October 13          Park Hill Marching Festival
October 19                                     Home Game versus Lee’s Summit West
October 20        Odessa Marching Festival
October 22-26                     Concert, Symphonic, Wind Ensemble
November 3                               All-District Band tryouts Warrensburg High School

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