September 2015

MINUTES OF THE BOARD OF

RAYMORE-PECULIAR BAND BOOSTERS CLUB, INC.

September 8, 2015

 

The regular meeting of the Raymore-Peculiar Band Boosters Club was held on September 8, 2015 in the South High School band room.  Those is attendance were:  Robert Hacker, Melissa Hogan, Sherry Dubois, Angela Weis, Kellie Norton, Julie Adolphson, Lisa Hatfield, Allison Bruflat, Dana Wilhite, Jen Inman, Kim Sickler, Julie Godsey, Debbie Elrod, Jim Johnson, John Wilson, Dillon Jarrett, and Jennifer Gibson.

 

The meeting was called to order at 7:00 p.m.

 

Director’s Report:  John Wilson

Football games:

*Mr. Wilson expressed his thanks to all helpers at the football games

*stated that the show is in good shape and the band has performed extremely well

Homecoming:

*pre-game will be as usual

*band will make a formation and Homecoming candidates will walk out at half-time

*band will perform their show after the fourth quarter

Raymore Festival parade:

*September 26th

*band students will wear bibbers and show shirts

*will leave for Sedalia following parade

*more info to come

Broken Arrow trip:

*looking into the option of spending two nights on this trip due to time constraints

*hotel information will be included in the newsletter

Testing:

*students will be tested weekly

*encourage your students to keep practicing

All-District Band:

*Wind Symphony and Symphonic Band students need to audition

*students should already have music

*auditions will be Saturday, November 7th

Thank You:

*Mr. Wilson expressed his thanks for the floral arrangement the Band Boosters Club sent to his mother’s funeral

City Lights:

*this event may have a date change

*band may not be able to attend due to Hawaii trip

 

Communication Report:  Dillon Jarrett

Hawaii: 

*195 passengers

*itinery posted online

*an email reminder will be sent to remind participants to make sure they have the correct name, birth date, and gender listed on the Gateway site; this information MUST be correct because it will be sent to the airlines for tickets

*limited to 1 bag and 1 carry-on bag;  second bags are at the student’s cost but the process will be complicated so this is not recommended

*flutes and clarinets can put their instruments in their suitcase;  instruments that are bigger than that will be checked

*students will be responsible for packing bibbers, shirts and shoes in their suitcase

*students who are not in marching band need to be fitted for a uniform;  a list of those students will be given to the uniform chairperson

*students will get a polo shirt that is included in the cost of the trip;  they will also get a Hawaiian shirt and an “airplane” t-shirt (color-coded by flight group to help keep people organized at the airport)

*all breakfasts are included;  students will need money for some lunches and some dinners

*will provide a suggested money amount for students to bring on the trip

*there will be a parent meeting to discuss the trip details very soon

Sound equipment:

*new equipment is in;  getting ready to use

 

President’s Report/Head Band Dad:  Jim Johnson

Trailer graphics:

*approved

*a generous $1500 donation was made by Mr. Wilson in memory of his mother, Shirley

*would like to have trailer graphics completed by the Raymore Festival parade

*will pull the trailer in the parade behind the band

Band Dads needed:

*Band Dads are needed to make a sturdy bed as a prop for the show

*bed will be an 8’ x 8’ painted structure constructed in two pieces to be movable

*possibly art class will assist with painting

*also in need of a volunteer with a truck to pull a 16’ trailer

Band Dads on Thursday nights:

*Band Dads will load the new sound equipment onto the white trailer on Thursday nights;  trailer will be used to safely transport equipment to the field on Friday nights

Drive 4 Your School fundraiser:

*tentatively planned for Saturday, October 31st from 9 a.m. to 2 p.m. at RPEMS

*1 family member per household can participate;  must be an 18 years or older licensed driver

*Band Boosters Club will receive $20 for each test drive

*maximum benefit of $6000 to be earned (300 drivers)

*other schools have participated and received the full amount (Grain Valley, Blue Springs)

 

Vice President’s Report/Fundraising:  Kellie Norton

Volunteers:

*Thanks to Melissa and Sherry for taking over the planning of the Father-Daughter Dance

*Angie Weis will be in training with Kim Sickler for hospitality

*Karen Homer is the co-chairperson for fundraising

*still need a volunteer for the football program

Fundraising:

Mums: 

*576 mums this year;  last year 423

*delivery will be Thursday, September 24th

Trash bags:

*contact Julie Godsey with questions for this fundraiser

Scrip gift card fundraiser:

*permanent fundraiser (ongoing)

*buy gift cards online and band gets credit

Smile at Amazon:

*can choose Band Boosters as charity to receive money when you order from Amazon;  Kellie will check into how to access this money

Howl & Glow Run:

*Sunday, October 11th

*cost is $30

*form is at rpbands/run

*there will be a discount code for previous participants

*Kellie is finding sponsors for this event

*participants will get a t-shirt and participation medals (for person and dog)

*over 100 entries last year;  shooting for 200 people this year

*special awards will be given

*Kellie will purchase items for goodie bags

*will pass out fliers at the Raymore Festival parade

 

Treasurer’s Report:  Tracy Caskey

*Tracy passed out a financial report for August;  report does not include mums money

*Savings account only holds funds for the benevolent fund

*no applications have been received for the benevolent fund

*a motion was made by Mr. Wilson to approved the Treasurer’s report and it passed

 

Uniform Chairperson Report:  Jen Inman reporting for Jo Prickett

*all things are organized

*need to show kids how to let straps down on bibbers so their pants aren’t too short

*labels have been made for the trailer

*students need training on how to put their gear away on the trailer

*first concert is October 25th;  will need tuxedos and dresses for that date

 

Hospitality Chairperson Report:  Kim Sickler

Smith-Cotton: 

*need to know times for lunch and dinner

*lunch plans tba;  dinner will be at Arby’s

*will need to stop and eat before Sedalia;  possibly at Knob Noster State Park

Water bottles:

*will be using small water bottles for first serving at games to avoid waste

*full water bottles will be provided later in the game

*can not get water bottles delivered from Sam’s Club without a way to transport;  may be able to get a fork lift from school to transport water bottles
Trailer:

*need space in trailer for grill, tables and coolers

 

New Business:

Screened volunteers:

*Lisa Hatfield, Raymore-Peculiar Human Resources Director and band parent discussed the need for background checks for volunteers

*screened volunteers are required to complete a DSS form; this check will look for child abuse charges and criminal records checks (Validity); no fingerprints are required

*chaperones must be screened volunteers for the Hawaii trip because they may be alone with students and/or will have access to confidential records

*the form will be posted on the website

*no one sees these documents except the Human Resources Director and her assistant

*they will be looking for issues with children and violence; not necessarily offenses such as DUI etc.

*one background check is free;  the other check is $12;  parents are to pay this cost

*the background checks are good for two years

*if a parent has already done this for WATCHDOGS or to go on a field trip, they do not have to do it again

*the background check is also needed for parent volunteers who have direct contact with students (ex. uniform helpers);  not necessary for parents who may volunteer for serving food

*there is a 2 week turn-around time for the background check

*this process is put in place to keep students safe

*parents who act as chaperones for trips, such as Broken Arrow, will also need this background check

*if you have a copy of a background check from work, please submit a copy of it to JoEllen Hainey, the Activities/Athletics Administrative Assistant at the high school;  it must be within 1 year

*this a mid-range level background check

*the best way to turn in the paperwork is to give it to JoEllen Hainey directly or by mail

*trip chaperones will also have to sign a confidentiality agreement as they will have access to confidential information

*a school nurse will be going on the Hawaii trip

*may have 2 adults per group as chaperones for the Hawaii trip

Proposed by-law change:

*this change would allow for senior funds that are not transferred to a sibling’s account to be transferred to the general fund at the discretion of the Band Boosters

* a motion was made by Kellie Norton to approve this change and it was seconded by Tracy Caskey;  motion approved

Shutterfly account: 

*Melissa Hogan discussed that she is setting up this account and will get it up and rolling

 

A motion was made by Tracy Caskey to adjourn the meeting at 7:55 p.m., it was seconded and the motion carried.