Uncategorized

25-26 LHS PERFORMANCE CALENDAR

General Meeting 05-12-2025

 

Board members in attendance:

Directors: Allen Frank and Bill Lennox

Jacqui Forsch(President), Steph Cramer (VP Student Accounts), Tracy Luisser (VP Volunteers), Becky Sullivan (Treasurer), and Michelle Miller (Secretary)

 

Board members in absent:

None

 

Approval of Minutes from 04-16-2025: 

Jacqui called the meeting to order and asked for approval of last month’s minutes. Motion to approve was made by Tracy Luisser. Second by Michael Calagna. Overall approval by the full organization. (Motion passed).

 

Report from VP of Volunteers (Tracy):

• Thank you to all that have volunteered throughout the year.

 

Report from VP of Student Accounts (Steph):

• April Fundraising Report
  • Addendum
    • Summer fundraising:
      • July Lottery Calendars
      • Wawa coupons are discontinued
      • Gift cards (Jen Roan)
      • Gertrude Hawk (Diane Cassel)
    • 2 Dine to Donates:
      • May 21: Qdoba waiting on location confirmation
      • June 17: Pints and Pies – dine in only
    • Car wash
      • June 14
      • August 9
      • Proceeds will go to the whole program, not individual.

 

• Lottery Calendar
  • The sale will run from May 12th through June 27th and the winnings will be during the month of July 2025.
  • Only adults are allowed to purchase calendars
  • You will need to purchase them at May 12th meeting (in person)
  • Adults can pre purchase a packet of 5 calendars for $50 (no partials) to sell for $10 per calendar – you can purchase more than 1 packet
    50% of packets will go to quota
  • There will be no refunds for unsold calendars
  • All buyer information sheets are due back to Annalisa no later than June 27th

 

QUESTION: Can the information sheet be emailed?
Annalisa would prefer the paper copy.

• Need Fundraising chairs for next year:
  • Flowers: fall/winter/spring
  • Fall Bingo
  • Salsa
  • Strudels
    *NEW*
  • Amazing Citrus – planned for November
  • Peter Piper’s Pickles
  • Nothing Bundt Cakes
  • Mrs. Fields Cookie Dough
• Program dues(2025):
  • Due by October 1
    • Band members (includes pipers and majorettes): $150
    • Orchestra only members: $75
    • Families with multiple students in the program pay $150 for the first student, and $75 foreach additional student.
  • If you owe any money from this year it will roll over in CutTime.
  • As noted on page 4 of the Parent Handbook: Payment for all financial obligations must be made in full by the noted deadlines in order for the student/chaperone to participate in the trip/event. 
  • If the amount fundraised by the student in the school year exceeds the student’s Program Dues/quota obligation for that same school year, the fundraised funds CAN be rolled over in the student’s account for use to cover the following school year’s quota expenses. Any rolled over funds become non-refundable.
  • If an overpayment occurs in the student’s quota account (i.e., the parent/guardian has fundraised MORE than the total Program Dues/quota required for that school year), the family is eligible for a refund of any direct payments made towards the student’s expenses for that school year.
  • London trip payments: 
    • Extra funds in the Student Account after Program Dues can be used to pay for the trip. 
    • The parent band organization does not cover payments if students are behind on payments. 

 

Question: If parents chair fundraisers do they get a kickback or additional % towards quota?

No. 

 

Question: Have we thought of doing a program called RaiseRight?

We are in the process of looking into it for next year.

• Upcoming fundraisers:

Fundraiser	Contact	Cost	Quota	Orders due	Pick up
July Lottery Calendars	Annalisa Kelly-Cavotta	$10 per calendar Pre-purchase a pack of calendars $50	50% $5 per calendar	June 27th	Winnings mailed directly to winners
Dine to Donate: Qdoba – May 21st, 4pm-8pm
Dine to Donate: Pints and Pies – June 17th, 11am-8pm

Report from VP of Treasurer (Becky):

• April’s financials (Monthly report 4/1 -4/30):
  • Starting balance:$99,057.98
  • Ending balance: $117,697.05
  • Income: $37,503.68
  • Expenses: $18,854.61

  • RHCP is still coming in.
  • The WGI event has raised $11,000.

• Approval of Treasurer’s Report

Motion to approve was made by Annalisa Kelly-Cavotta. Second by Marilyn Kelly-Cavotta. Overall approval by the full organization. (Motion passed)

 

• Budget
  • Fundraisers are a large amount of the money. A lot of the money goes to student accounts and the fundraiser product – very little goes toward general funds.
  • 1,800 income from the Pops concert – increases end balance to $4,210 to the positive.
  • 1st year having a positive budget.

Question: There are lines for clinicians by name with nothing listed after it.

Moving to using a general clinician line instead of the clinician’s name.

 

• Approval of Budget
  Motion to approve was made by Michael Calagna. Second by Jen Roan. Overall approval by the full organization. (Motion passed)

 

New Business (Jacqui):

• Thank you to all of the senior parents. We will miss you! Thank you for all of the times you have stepped up and helped out over the years.
• We now have London Band Week Tag Along coordinators:
  Julianne Mixtaci and Sarah Lernerman

 

Report from Directors:

• Mr. Frank
  • Happy Mother’s Day to all of the moms.
  • Thank you to all of the senior parents.
  • Thank you Becky for where we are now with our finances.
    Our goal is always to have transparency. We are now in a good position. Thank you, Becky!
  • Senior Dinner
    • Wednesday, May 14th
    • We moved the start time back to 7pm.
    • Students going to the Community Service dinner can come and join us for dessert.
  • Band:
    • 1 more band day with seniors. We will also see in the halls, at the dinner, and at Stabler.
    • Any seniors who have not turned in uniforms please bring in. The only ones that need to hold on to uniforms are those involved in graduation.
    • Seniors with school owned instruments should return asap.
  • Orchestra/Graduation
    • All orchestra members will play at graduation on June 5th.
    • Seniors will get to play.
    • Rehearsal the day of. It is Block 1 and 3 finals. Block 1 time go to Stabler and rehearse. Return in time for Block 3 final.
    • There will be buses for students that need transportation for the rehearsal. Students can take buses to and from Liberty.
    • No transportation for the evening. Get there early because traffic will make it sketchy.
    • More information to come.
  • Liberty Calendar Changes:
    • The start of winter break has been moved from the 23rd to the 19th.
    • Spring band concert was moved from mid-April to the last weekend in March.
    • Parade on October 13th (Philadelphia)
      250th Anniversary parade of the Navy and Marine Corp.
      Liberty, Freedom, Parkand, and Easton are all marching.
    • ESU North (home) game has been shifted to a Thursday.
    • Incoming freshmen meeting – will look at dates
  • London Trip 
    • Payments are due starting in June. 
    • $4,500 cap. Final price is not set.
    • Money from group fundraisers will help offset the price.
    • Biggest expense is the uniform and instrument shipping and busing from the school to JFK.
    • Tag Along will not be in the same hotel but will get to see the performances.

Question: What happens if we want to do an extended stay?

Check the option on the form. Dan, from London Band Week, will work with us.
You can edit registration options.

 

• Mr. Lennox
  • Nothing
  • Buy instruments but not on Amazon.

 

A motion to close the meeting was made by Annalisa Kelly-Cavotta. Second by Rachelle Gordon. Overall approval by the full organization.

General Meeting 04-16-2025

April 2025

Treasurer’s Report April 2025

Board members in attendance:

Directors: Allen Frank and Bill Lennox

Jacqui Forsch(President), Steph Cramer (VP Student Accounts), Tracy Luisser (VP Volunteers), Becky Sullivan (Treasurer), and Michelle Miller (Secretary)

 

Board members in absent:

None

 

Approval of Minutes from 03-10-2025: 

Jacqui called the meeting to order and asked for approval of last month’s minutes. Motion to approve was made by Annalisa Kelly-Cavotta. Second by Becky Sullivan. Overall approval by the full organization. (Motion passed).

 

Election (Sue):

• An email was sent a week ago with a list of nominees with their bios.
  • President: 
    • Marilyn Kelly-Cavotta
  • Vice President of Volunteers:
    • Arthur Oakes
  • Secretary:
    • Michelle Miller
  • Treasurer:
    • Teresa McNish
  • At Large:
    • Arthur Oakes
    • Michelle Miller
    • Melissa Cheatham
    • Rachelle Gordon
    • Sarah Lernerman
    • Mary Rose Wilson
  • Asked for nominations from the floor – None
  • Motion to close Nominations was made by Kenn Miller and seconded by Karin Fair. Overall approval by the full organization. (Motion passed).
  • Motion to approve top four positions together in one open vote to approve (president, volunteers, secretary, and treasurer) since there was one nominee for each position was made by Tina Piscitello and seconded by Sherri Blevins. Overall approval by the full organization. (Motion passed).
  • Overall approval by the full organization for top four positions (president, volunteers, secretary, and treasurer).  (All Approved).
  • At Large:
    • Melissa Cheatham
    • Rachelle Gordon
    • Sarah Lernerman
    • Mary Rose Wilson
  • Motion to approve additional 1 year term at large position (The remaining year of Marilyn Kelly-Cavotta’s at large position) was made by Jen Roan and seconded by Tracy Luisser. Overall approval by the full organization. (Motion passed).
  • Motion to approve top 2 highest voted nominees for the 2 year term at large positions and the third highest voted nominee for the 1 year term at large position was made by Tracy Luisser and seconded by Stephanie Cramer. Overall approval by the full organization. (Motion passed).
  • Discussion was had by the organization.
  • Motion to ignore the last vote was made by Marilyn Kelly-Cavotta and seconded by Eleanor Mayer. Overall approval by the full organization. (Motion passed).
  • Votes were collected for the 2 year term at large positions.
  • Counting of votes for the 2 year term at large positions was done during the VP of Volunteers and VP of  Student Accounts presentations.
  • Election Results: At Large (2 year term)
    • Rachelle Wilson
    • Mary Rose Gordon

 

At Large Member (1 year term):

• Asked for nominations from the floor:
  • Melissa Cheatham
  • Sarah Lernerman
• Motion to close Nominations was made by Sherri Blevins and seconded by Kenn Miller. Overall approval by the full organization. (Motion passed).
• Votes were collected for the 1 year term at large positions.
• Counting of votes for the 1 year term at large positions was done during the Treasurer.
• Election Results: At Large (1 year term)
  • Sarah Lernerman
• 2025-2026 Board
  • President: Marilyn Kelly-Cavotta
  • Vice President of Volunteers: Arthur Oakes
  • Vice President of Student Accounts: Steph Cramer
  • Secretary: Michelle Miller
  • Treasurer: Teresa McNish
  • At Large:
    • Jen Roan
    • Rachelle Gordon
    • Sarah Lernerman
    • Mary Rose Wilson

Report from VP of Volunteers (Tracy):

• Fundraiser pick up:
  • May 10 in the Science Lot = Spring Flowers & Salsa
    8:30-noon
    Need approximately 15

Will count for community service hours

 

Report from VP of Student Accounts (Steph):

• March Fundraising Report
  • Addendum has all except for Molly’s
    • Tonight is WizKids
    • May/June Dine to Donate are listed
  • Lottery Calendar
    • The sale will run from May 12th through June 27th and the winnings will be during the month of July 2025.
    • Only adults are allowed to purchase calendars
    • You will need to purchase them at May 12th meeting (in person)
    • Adults can pre purchase a packet of 5 calendars for $50 (no partials) to sell for $10 per calendar – you can purchase more than 1 packet
      50% of packets will go to quota
    • All buyer information sheets are due back to Annalisa no later than June 27th
    • This will be our only summer fundraiser besides ongoing chocolate and gift cards
  • Car wash
    • June 14
    • August 9
    • Proceeds will go to the whole program, not individual.

 

Question: Are there any Wawa gift cards left?

Yes. 25-30 gift cards left. Connect with Jen Roan. They are $4.50 each. There is a form to request gift cards on the LHSGBOPC website.

 

Question: Can fundraisers be grouped together to be picked up on the same day?

Fundraiser pick up will depend on the chair running it and the company. They have been grouped together as much as possible.

• Upcoming fundraisers:

Fundraiser	Contact	Cost	Quota	Orders due	Pick up
Spring Flowers	Amanda Gori	$18.50-25.00	$2.50	April 4th	Saturday, May 10 LHS Sci Lot 10:30-12:00 pm
Casa de Jorge Salsa	Linda O’Brien and Tracy Luisser				Saturday, May 10 LHS Sci Lot 10:30-12:00 pm
Dine to Donate: Wiz Kids- April 16th, 3pm-close
Dine to Donate: Qdoba – May 21st, 4pm-8pm
Dine to Donate: Pints and Pies – June 17th, 11am-8pm
Springo Bingo	Art Oakes			March 30th	LHS Cafe 1pm-4pm

Report from VP of Treasurer (Becky):

• March’s financials (Monthly report 3/1 – 3/31):
  • Starting balance:$87,130.43
  • Ending balance: $99,057.98
  • Income: $16,952.08
  • Expenses: $5024.53
  • Concert income/expenses will be part of April’s report.
  • Bingo was around $6000 in profit.
  • Extra concessions items from Bingo were used for the concert.
  • Fundraisers are just about caught up. The last round will be deposited tomorrow. Anything missing/not cashed from fundraising after tomorrow, email Becky.
  • We received a $1000 donation from a friend of Marilyn and Annalisa designated by the donor to be used as a scholarship for a student going to London. They will be working with the directors to choose the recipient.
  • The Celtic Fest parade also earned us $500.

Question: How much did we earn for volunteering at the WGI event?

$11,000

 

Question: Are the concessions listed from Bingo?

Yes. The $981 is the Bingo concessions.

 

• Approval of Treasurer’s Report

Motion to approve was made by Karin Fair. Second by Rachelle Wilson. Overall approval by the full organization. (Motion passed)

 

Report from Directors:

• Mr. Lennox/Mr. Frank
  • Thank you for all the help with the concert. London Band Week representatives wrote an incredible email expressing how they were very impressed with the concert.
  • Upcoming events:
    • Mama Mia is Thursday-Friday-Saturday.
    • May 2nd: Orchestra/1st Company Pops Concert  in the Memorial Gymat 7pm

There will be Birch Beer and pretzels.

• May 9: Evening of the Arts and Choir Concert at 7pm
  Small group ensembles, strings, and choir
• June 5: Graduation
  Mandatory gig for 1st Company, Pipes and Drums, and Orchestra.

• Uniform Collection
  • Uniform collection has already started.
  • Please be sure to return all parts that were handed out (tunic, trousers, belt, etc.)
• Summer Band Camp:
  • Starts August 4th
  • 8-3pm every Monday – Friday for the first 2 weeks of August
• London
  • Registration is open.
  • The link can be found through bandapp
  • Please email the directors if unsure or if it is not working.
• Majorette auditions will be held May 12 @ 4:30pm
• More information to come for sectionals and incoming freshmen.
• Don’t buy instruments from Amazon.

 

New Business (Jacqui):

• For next year, we will need a new chair for the by laws committee. They are up for review.
• For next year, we will need a chair for several fundraisers including strudels and salsa.
• Blue band shirt: 
  • Hang on to the navy blue band shirt from this year. To save money for the organization. we are no longer giving a new shirt each year. 
  • We will be taking the year off of the design and continuing with the same design moving forward.
  • Seniors can choose to donate back.
  • Freshman/new band members will be provided one from the band. You will have the opportunity to purchase an extra.
  • Students can wear past shirts but we are working to phase out past shirts to be more uniform.
• Looking for a Tag Along Committee
  • 2-3 parents that are willing to lead it
  • If interested send an email to any of the officers with why you would be a good coordinator for the tag along trip.
• Next month will be the budget meeting.
• Next month you will also be able to buy lottery calendars.

Question: When does graduation start?

Graduation starts at 7pm. Be there 1-1 ½ hours before.

 

Question: When does the new board go into place?

July 1st

 

A motion to close the meeting was made by Sue Testa. Second by Becky Sullivan. Overall approval by the full organization.

General Meeting 03-10-2025

March Treasurer Report

Fundraiser Report March 2025

Board members in attendance:

Directors: Allen Frank and Bill Lennox

Jacqui Forsch(President), Steph Cramer (VP Student Accounts), Tracy Luisser (VP Volunteers), and Michelle Miller (Secretary)

 

Board members in absent:

Becky Sullivan (Treasurer)

 

Approval of Minutes from 01-08-2025: 

Jacqui called the meeting to order and asked for approval of last month’s minutes. Motion to approve was made by Sue Testa. Second by Jen Roan. Overall approval by the full organization. (Motion passed).

 

Report from VP of Volunteers (Tracy):

• Volunteer opportunities:
  • March 22-23: Flag Competition
    Signup sent out
    Students will get community service hours
  • March 30: Purse Bingo
    Will send soon
  • April 4-5: Spring Concert
    Will send soon
• Fundraiser pick up:
  • April 12th in the Science Lot from 10:30-11:30 = Cheesecake
  • April 16th in the Science Lot = Cheese/Mr. Sticky Buns
  • May 10 in the Science Lot = Spring Flowers

 

Report from VP of Student Accounts (Tracy presented for Steph):

• February Fundraising Report
  • We have Wawa/Shoprite cards to sell.
  • Leftover Wawa cards will be sold at the concert.
  • Dine to donate:
    • Waiting on Bayou for final numbers of how much we raised.
    • March 19th will be at Molly’s
  • Pocono Cheesecakes and Mr. Sticky Buns are active as of tonight.
    Check the website for times/pick up.
  • April 16th pick up may get changed from cafe to science lot.
  • March: Spring Bingo
  • May: Salsa & Double Good popcorn
    Double Good was small packages – so it feels like more of a “support the band and get some popcorn.”
  • Check your student’s Cuttime account. Some families still owe money.

 

Question: Can I transfer money from my current senior’s account to my child who will be a freshman in the fall?

Yes.

• Upcoming fundraisers:

Fundraiser	Contact	Cost	Quota	Orders due	Pick up
Pocono Cheesecakes	Michael Calagna	$14.50	$5	March 28th	Saturday, April 12 LHS Sci Lot 11-11:30am
Keystone Farms Cheese	Bridget Hujsa	varies	30% of sales	March 28th	Wednesday, April 16 LHS Cafe 4:30-5:30pm
Mr. Sticky’s Sticky Buns	Luke Roan	$23.00/23.50	$6.50	April 6th	Wednesday, April 16 LHS Cafe 4:30-5:30pm
Spring Flowers	Amanda Gori	$18.50-25.00	$2.50	April 4th	Saturday, May 10 LHS Sci Lot 10:30-12:00 pm
Dine to Donate: Molly’s – March 19th, 3pm-close
Springo Bingo	Art Oakes			March 30th	LHS Cafe 1pm-4pm

Report from VP of Treasurer (Becky):

• March’s financials (Monthly report 2/1 – 2/28):
  • Starting balance:$86,964.66
  • Ending balance: $87,130.43
  • Income: $5,459.20
  • Expenses: $5,459.20
  • Becky was unavailable for this meeting.
• Approval of Treasurer’s Report

Motion to approve was made by Art Oakes. Second by Julie Bailey. Overall approval by the full organization. (Motion passed)

 

New Business:

• Check for Signups for upcoming events.
• Bingo
  • Sold 35 tickets so far.
  • We are good on purses (22 at the moment).
  • Looking for:
    • purse sponsors
      Can be multiple families sponsoring a single purse.
    • baskets for basket raffle
  • Food donations
• Elections
  • 6 positions: president, volunteers, treasurer, secretary, and 2 at large
  • Nomination form coming out
    Responses need to be back in a week.
• April meeting will be moved from the 15th to the 16th 

 

Report from Directors:

• Mr. Lennox
  • Alumni Form is out on facebook. Please share.
  • The form for handicap seating for the concert is on the website.
  • Don’t buy instruments from Amazon.
• Mr. Frank: 
  • Congratulations to all involved with Red Hot Chilli Pipers. Thanks to those that came out to support the kids.
  • Friday, March 13: 
    • Pipes and Drums at LVPhantoms.
    • Details are still coming.
    • Kids are free – unsure about getting tickets for parents.
    • They will be playing the concourse before and on the ice between 2nd/3rd
  • March 15: March in Parade of Shamrocks
    • 12:30 report at 6th and Broad.
    • Step off at 1pm. We are division 2. We should be done around 1:45ish.
  • March 15: County Band
    • 12 kids are participating in the Northampton County Band.
    • They will need to be at Bangor High School for 12:00.
    • The concert will be at 7pm at Bangor High School.
  • Tuesday, March 18th: Foundation Dinner
    • Pipes and Drums ? 5:15-6:00
    • 1st Company ? 6:30-6:45
  • March 22-23: indoor flag competition (Eastern Regional)
  • March 30: Springo (purse bingo)
  • Concert Week: (Week of March 31st)
    • Posters and the seating form are live.
    • You can pre purchase tickets. They will be sold at the dress rehearsals.
    • Schedule:
      • Monday (March 31st): 1st Company/Pipes and Drums 5:30-7pm
      • Tuesday (April 1): off
      • Wednesday (April 2)/Thursday (April 3): 6-9pm
      • Friday (April 4)/Saturday (April 5): Concert
      • Saturday (April 5): 1pm meeting
        London Information Meeting with representatives from London Band Week.
    • This is a theatrical event. Rehearsals matter. Staging will be set up on Wednesday. So Wednesday/Thursday rehearsals are with the stage.
  • Congratulations to Cam Dunam (orchestra) and Andrew Fortsch (band) for moving forward in PMEA. Region choir is next week. The state festival will be at Kalahari the week after the concert.
  • London: 
    • Zoom last week
    • Please fill out the google interest form
      • yes/no for sending your child to London
      • Asking that if you mark “no” to still fill out with the reason. It is a confidential form. It will help us to know how to help.
    • Estimated pricing is 4,000-4,400. We need to plan for the higher end and hope we can get it lower
      • 12 mon $4,400 = about $370 per month for 12 mon
    • The trip covers plane to plane.
    • Not covered
      • Busing to and from the airport.
      • Shipping gear/luggage
        • Cost to ship gear is $30,000-32,000 (luggage and uniforms)
          Our numbers are projected to be around 200 in the band so that is $175 per student for shipping.
      • Looking for grants and sponsorships to help lower the cost

 

QUESTION: Can they take luggage on the plane?
That hasn’t been decided yet. All previous trips we have always shipped luggage. The more luggage/gear the slower it is to go through customs. The directors will continue to look at the cost breakdown.

 

• Start the process of getting passports now.
• Price: The directors are flying to London in June. They will not have the final number for price until they return.
• Would like to start payments in May 2025 with the final payment due in 2026.
• The directors are contacting London Band Week to see if they can get it set up to start payments in May (even though we don’t have our final price). 
• Families don’t have to decide in May. Can decide to join the trip later but the monthly payments will be more because the price will be spread over less payments/months.

• Incoming 9th graders: Majorette tryouts will be the 1st or 2nd week of May. Dates will be coming out.

• If your child is only in orchestra and not in a band, there are opportunities for them to join the band. We would love to increase our pipes section and beef up our tubas.
• We will keep giving you information as we get it.
• Come to the meeting on Saturday, April 5th at 1pm.

QUESTION: Is there any more information about TagAlongs going to London?
Not yet. There has been a large interest in the Google Form responses for a tag along trip.

 

A motion to close the meeting was made by Sue Testa. Second by Eleanor Mayer. Overall approval by the full organization.

LHSGBOPC General Meeting Minutes, February 13, 2025

February 2025

Treasurer’s Report 2-28-25

Board members in attendance:

Directors: Allen Frank and Bill Lennox

Tracy Luisser (VP Volunteers), Becky Sullivan (Treasurer), and Michelle Miller (Secretary)

 

Board members in absent:

Jacqui Forsch(President) and Steph Cramer (VP Student Accounts), 

 

Approval of Minutes from 01-08-2025: 

Tracy called the meeting to order and asked for approval on last month’s minutes. Motion to approve was made by Becky Sullivan. Second by Annalisa Kelly-Cavotta. Overall approval by the full organization. (Motion passed).

 

Report from VP of Volunteers (Tracy):

• If you have checks for RHCP, Melissa and Bridget will collect them. We will continue to take orders until March 3rd or until we are sold out.

 

Report from VP of Student Accounts (Tracy presented for Steph):

• January Fundraising Report
  • Thursday, February 20th from 5-6pm is the pick up for hoagies and soup.
  • Krispy Kreme orders are due February 19th. Pick up will be March 3rd.
  • Dine to Donate will be Wednesday at The Bayou.
  • Spring Bingo will be March 30th.
  • Wawa coupons are discontinued after December 31st.
  • We have Weis, Giant, and Shoprite gift cards.
• Springo (Art)
  • Spring Bingo is on March 30th in the Cafe.
  • Still accepting donations. We currently have 8 purses total.
  • The flyer will be posted online.
  • Email if you would like to help.
  • Some parents have reached out about helping with the basket raffles.
  • We will put them together 2 weeks before.

QUESTION: Will the proceeds go to general funds or individual funds?
Last Bingo went to the general fund and was used towards the Florida trip. This will get clarified.

• Upcoming fundraisers:

Fundraiser	Contact	Cost	Quota	Orders due	Pick up
Dine to Donate: The Bayou – February 19th, 4-close
Island Expressions	Bridget Hujsa	$4-6.50	Varies per item	February 5th	TBD
Krispy Kreme	Bridget Carvajal			February 19th	Monday, Mar. 3rd LHS Sci Lot 5-6pm
Springo Bingo	Art Oakes			March 30th	TBD
Pocono Cheesecakes	Michael Calagna				Saturday, April 12 LHS Sci Lot 11-11:30am
Mr. Sticky’s Sticky Buns	Luke Roan				Wednesday, April 16 LHS Sci Lot 4:30-5:30pm

Report from VP of Treasurer (Becky):

• February’s financials (Monthly report 1/1 – 1/31):
  • Starting balance:$91,028.59
  • Ending balance: $86,964.66
  • Income: $2,965.50
  • Expenses: $7,029.43
  • Not a lot of activity in January other than the trip itself.
  • We brought in some fairshare, Dine to Donate, Trip, and Gift cards (mostly giant).
  • Still collecting some outstanding trip payments, so there is some money that should come back to general funds.
  • Bad debt is now just a credit from a check that was rewritten from last year. We collect on bad debt right away so we aren’t carrying bad debt.
• Approval of Treasurer’s Report

Motion to approve was made by Sue Testa. Second by Annalisa Kelly-Cavotta. Overall approval by the full organization. (Motion passed)

 

Report from Directors:

• Mr. Frank: 
  • This is the calm before the storm.
  • March 6: Red Hot Chilli Pipers
    • A lot of times there may be kids added to the stage the day before. 
    • Get tickets. It’s a great show.
  • March 15: March in Parade of Shamrocks (1:15 step off)
  • March 15: County Band
    • Final rehearsal and concert
  • March 22-23: LAC (athletic department) hosting indoor flag competition (Eastern Regional)
    • The athletic department wants to support us. A member said that “when you do better, we do better.”
    • We will be doing the concession stand. They are taking care of all of the purchasing and setup. We just need to supply manpower.
    • Last year the concession stand brought in $12,000.
    • There will be 4 – 3 hour shifts on Saturday (8:30am – 9pm) and 3 – 3 hour shifts on Sunday. We need 7-10 students per shift and 3-5 adults per shift.
    • There will be beaks throughout the competition which is when the concession gets flooded.
    • We have 50-60 athletes in the band, so this is a great gift to help offset London costs.
    • Our goal for London fundraising is to bring in as much as we can. If we can lower costs we will. We want to make this trip affordable for everybody. 
    • Thinking about London, these large scale fundraisers are where we’re going along with grant writing and our smaller fundraisers of donuts, candy, gift cards, etc.
    • Signups coming.
    • Students will get community service hours. Profit will go to general funds. There will also be opportunities on Friday to do setup for service hours.
  • March 30: Springo (purse bingo)
  • Concert Week: (Week of March 31st)
    • Monday (March 31st): 1st Company/Pipes and Drums
    • Tuesday (April 1): off
    • Wednesday (April 2)/Thursday (April 3): 6-9pm
    • Friday (April 4)/Saturday (April 5): Concert
    • Saturday (April 5): 1pm meeting
      London Information Meeting with representatives from London Band Week.
    • Trying to get answers before (like pricing/payments)
  • London: 
    • Meeting with directors next week to try to get information out before the meeting in April.
      • Trying to get more information about:
        • Pricing 
        • Hidden costs
        • Getting gear to London
      • Ballpark figure for the trip is $4,000 range
      • Get passports now if you think you may be going.
      • The festival is June 23-28
        • We will travel there around June 20 or 21 and back around June 29. – We do not have exact travel dates yet.

QUESTION: Do we go through Gateway?
No. This is a non-Gateway trip. We go through Dan ? London Band Week. They can also organize the tag along trip.

 

• Directors are getting middle school numbers. The trend is an increase in enrollment. A huge thank you to everyone that is working in the elementary schools and middle schools to build the program.
  • Band will increase by 25-30 members next year.
  • Orchestra will also increase again.
  • Program looks healthy at 200+ members.
• Possible upcoming Piper Gig
  Pipers may be performing on March 16 at the Phantoms Game. Still polling the students to find out interest.
• Heavy week:
  Dr. Bailey’s official last day and the passing of a student (not in the program).
  Resources are here. – We’re here. If students are hurting, we’re here. Your students are our priority.

• Mr. Lennox
  • Alumni Form
    • Rolls out next week. The board is trying to collect information on alumni.
    • The problem with putting it out on our social media is that 78% of our followers are under 24 years old – so not really in the situation to donate.
    • Please share on personal social media.
    • George Whacker will also be interviewing and asking for alumni to share fun stories.
  • Instruments: Cello/Bass
    • With the increase in students next year, we are hurting for instruments. 
    • We are working with elementary and middle schools to make sure all students have an instrument.
    • If you have any instruments that are collecting dust, please donate. You can talk to the central office to find out about a tax write off.

New Business:

• If you would like to be part of the nominating committee or run for office, email Tracy. Elections will be in April. Nominations will need to be in 2 weeks before (in March).

A motion to close the meeting was made by Sue Testa. Second by Becky Sullivan. Overall approval by the full organization.

LHSGBOPC General Meeting Minutes, January 8, 2025

Treasurer’s Report 2025-01-31

Fundraising Report January 2025

General Meeting 01-08-2025

 

Board members in attendance:

Directors: Allen Frank and Bill Lennox

Jacqui Forsch(President), Steph Cramer (VP Student Accounts), Tracy Luisser (VP Volunteers), Becky Sullivan (Treasurer), and Michelle Miller (Secretary)

 

Board members in absent:

NONE

 

Approval of Minutes from 12-04-2024: 

Jacqui called the meeting to order and asked for approval on last month’s minutes. Motion to approve was made by Annalisa Kelly-Cavotta. Second by Karin Fair. Overall approval by the full organization. (Motion passed).

 

Report from VP of Volunteers (Tracy):

• NONE

 

Report from VP of Student Accounts (Steph):

• December Fundraising Report
  • Double Good Popcorn is new and completely online. Seller downloads an app (buyers do not have to download the app). Students get 50% of sales. The popcorn is popped fresh and has direct shipping.
• Upcoming fundraisers:

Fundraiser	Contact	Cost	Quota	Orders due	Pick up
Dine to Donate: The Brick – January 15th, 3-10pm
Park Lane Jewelry	Kelly Strybuc	Cost varies per item (check website)	50% of order	January 29th	Direct ship
Winter Matey’s Pizza	Diane Cassell	$7.25/GF $9.25	$2	January 10th	Saturday, Feb. 1st LHS Sci Lot 10-10:30
Double Good Popcorn	Steph Cramer	Cost varies per item (check website)	50% of order	January 12th	Direct ship
Krispy Kreme	Bridget Carvajal			February 19th	Monday, Mar. 3rd LHS Sci Lot 5-6pm
Island Expressions	Bridget Hujsa			February 5th	TBD
Mr. Sticky’s Sticky Buns	Luke Roan			March	TBD
Springo Bingo	Art Oakes			March 30th	TBD

Report from VP of Treasurer (Becky):

• November’s financials (Monthly report 12/1 – 12/31):
  • Starting balance:$95,079.35
  • Ending balance: $91,028.59
  • Income: $26,673.65
  • Expenses: $30,724.41
  • Under fundraisers there is a category “Commingled Fundraisers”. This is when multiple fundraisers are written into one check. These will be put in the correct spots.
    Please write 1 check for each fundraiser.
  • Expenses for Florida Trip 2025:
    $10,350 was withdrawn for the food gift cards. There was a $700 bank fee, but the bank ended up waiving their portion ($350) of the fee. The other $350 went to the card company.
    The $10,000 for the gift cards was fundraised funds. Instead of a check at the end, these funds will be given to students as a Visa gift card to use on the trip for the trip.
  • “Bad Debt” – we do have some bad debt. This is from fundraisers. We are working through collecting it. Once it deposits, this category will 0 out and disappear.
  • Checks – If checks are sitting in the bank uncashed, please email. The different chairs deliver the checks. If they are uncashed please email and we can work backwards.
  • Audit will be after the trip.
• Approval of Treasurer’s Report

Motion to approve was made by Sue Testa. Second by Annalisa Kelly-Cavotta. Overall approval by the full organization. (Motion passed)

 

Report from Directors:

• Mr. Lennox
  • NONE
• Mr. Frank: 
  • 4 students will be attending District Orchestra at Parkland High School.
    There is currently a power outage. Keep a lookout for emails.
  • Back from the New Year. Students were off for 16 days. Monday packed uniforms in boxes. We will be back to our routine after the trip (Jan. 27).
  • Week of Jan. 27 orchestra and band will really get their 2nd semester started.
  • Concerts early April
    Spring Concert  is early April (19-20)

Jazz band started – M/T

Early morning sectionals
An official schedule will be put out.

We want to make sure we are giving all students what they need to prepare and grow and put on a quality program.

• Red Hot Chilli Pipers (RHCP) will be here before we know it.
  Students that participate are all pipers, drummers, and highland dancers. Brass may be invited that week.
  We would love to pack the theater this year.
  Tickets are live at LHSGBOPC for $30
• REMINDERS: 
  • Luggage Drop Off
    Tomorrow is the luggage drop off. If there is an issue please reach out.The truck is leaving Friday morning. It will be in the gym lobby. Tables will be set up so students can be checked in. Each student will have a color coded luggage tag.
  • All uniforms for the band are packed. Black shoes might be packed in suitcases if in orchestra/choir. 
  • Temperatures are mid 50’s -60’s ? It’s a sweatshirt kind of trip.
  • Orchestra should wear the trip shirt and black pants on Friday.
  • The Blue shirt should be worn under the uniform.

QUESTION: Will there be a place for orchestra/choir to change after the workshop?
Yes.The truck will be backstage, so they can drop their black shoes/bags on the truck.

• For Disney, they will get dressed backstage at Disney.
• The Universal Workshop will be at 12:30 on Friday. Kids will go backstage around noon. It will go until around 3pm.
• Paperwork will be sent out with an itinerary. 
• Students that take medication that will be given by Nurse Rita bring tomorrow at Luggage drop off.
• Orchestra instruments come to the luggage drop off. Band instruments will be loaded on Friday.
• Truck should be getting back on Tuesday. Watch the BandApp for when it is back.

New Business:

• Gertrude Hawk Coordinator:

• • We will need a new Gertrude Hawk Coordinator for next year.
• Springo Bingo
  • If you want to buy purses for Springo, Coach is having a huge sale.

A motion to close the meeting was made by Sue Testa. Second by Becky Sullivan. Overall approval by the full organization.

Treasurer’s Report 11-2024

General Meeting 11-07-2024

Treasurer’s Report 11-2024

Board members in attendance:

Directors: Allen Frank and Bill Lennox

Jacqui Forsch(President), Steph Cramer (VP Student Accounts), Tracy Luisser (VP Volunteers), Becky Sullivan (Treasurer), and Michelle Miller (Secretary)

 

Board members in absent:

NONE

 

Approval of Minutes from 10-15-2024: 

Jacqui called the meeting to order and asked for approval on last month’s minutes. Motion to approve was made by Clair Berry. Second by Rita Haberstumpf. Overall approval by the full organization. (Motion passed).

 

Report from President (Jacqui):

• Volunteers
  A big thank you for all the help in October. We all appreciate it!
• Florida Trip
  Florida information is coming. There is a meeting on December 17th.
  Florida clothing order within the next week. It will be a quick turn around so keep a lookout for it.
• Fairshare

Fairshare is now overdue.

 

QUESTION: Does Fairshare have to be paid before going on the trip?
So now that we have the final trip list, we’re going to compare the two and see where we are in terms of who is outstanding and then we’re going to go from there.

 

Report from VP of Volunteers (Tracy):

• NONE

 

Report from VP of Student Accounts (Steph):

• October Fundraising Report
  • Pat’s is our next Dine to Donate on November 20th. 20% of the total food bill will be donated to the band. They are doing it all day for us. All Dine to Donates will go towards our Florida trip.
  • Continuing Fundraisers (Giant Cards/Wawa coupons) are bringing in a lot of money to our student accounts.
  • Salsa – 17 participants. There was an issue with the supply. They will not be ready for this Saturday. The new pick up date will be on Saturday, November 16th from 10-10:30am in the Science Lot (with Matey’s pick up). 
  • Matey’s Pizza – Apologies for not getting up online sooner.
  • Lottery Calendars were a success. After quota and prizes paid out $3575 will go towards the Florida trip.
• Upcoming fundraisers:

Fundraiser	Contact	Cost	Quota	Orders due	Pick up
Bayou Boys Perogies	Bridget Carvajal	$10.00 (cheese) $12.00 (other)	$3.00	November 8th	November 23rd 11am – Science lot
Pocono Cheesecakes	Michael Calagna	$14.50 per cheesecake	$5.00	November 14th	November 23rd 11am – Science lot
Dine to Donate: Pat’s Pizza on October 20th
Winter Flowers	Amanda Gori	Cost varies per item (check website)	$2.00 per item	November 10th	November 23rd 12pm – Science lot
Pampered Chef	Rachelle Gordon	Cost varies per item (check website)	25% of product total	November 24th	Directly mailed
Island Expressions	Bridget Hujsa	Cost varies per item (check website)	$5 /gift card $2.25 / hoagie $1.50 / soup $1 / sandwich	November 24th	December 12th 5pm – LHS Cafe
Double Good Popcorn	Steph Cramer			January 6th	Direct ship

QUESTION: Can fundraisers be bundles more often or  can they be announced earlier?
Dates are driven by the companies. We try to get the information out a month ahead, but can try to give more like a two month window but please know that selling window dates and pickup dates may change.

• If you have people to help your student with a direct donation, we are working on guidelines:
  • Send the check made out to LHSGBOPC with the student’s name in the memo line.
  • There will be a time delay until it gets to the bank and clears before you can see it in your Cuttime Account .
  • After it clears, then the student account will get credited.
• Pampered Chef:
  To ensure your child gets the 25% for their quota, have anyone who orders write your child’s full name right after their last name, in the last name field, when checking out. 

Example – if their last name is Smith and your child’s name is Jane Doe, in the last name field they would type:

Smith – Jane Doe

• If you have ideas for fundraisers email Steph.

QUESTION: Why are Bayou Boys gift cards listed as going to General Funds instead of quota?
We will check on that and send information out through BandApp.

Report from VP of Treasurer (Becky):

• October’s financials (Monthly report 9/1 – 9/30):
  • Starting balance:$88,415.28
  • Ending balance: $89,771.07
  • Income: $18,004.14
  • Expenses: $16,648.35
  • Matey’s and Krispy Kreme deposits were larger and took longer to deposit so they are not reported on the treasurer’s report. You can see the checks paid but not checks in (proceeds).
  • Fairshare
    Quota has not been moved over into its own account yet. Treasurer’s report shows checks paid for fairshare and does not reflect fairshare paid through fundraising. 
• Approval of Treasurer’s Report

Motion to approve was made by Sue Testa. Second by Annalisa Kelly-Cavotta. Overall approval by the full organization. (Motion passed)

 

Report from Directors:

• Mr. Frank: 
  • Marching Season:
    • Marching season is done. We are still marching but football season is done.
  • Thank you:
    • Thank you to everyone that pitched in behind the scenes by giving their time, help, and financial support. So many new people are stepping up. Sincerely thank you!
  • Absences:
    • Absences are on an upward trend for both rehearsals and performances.
    • Missing 10% of the band on Friday (playoffs).
    • Throughout the 10 games there were 64 absences.
    • Throughout the 3 parades there were 34 absences.
    • We get illnesses and schedule conflicts with sports, but to take the program further and to take them to other places we need to meet our standards here at home to go do great things overseas/other states. 
    • We didn’t have a single game with the entire band.
  • Winter Concert/Orchestra: 15-16 rehearsals left. 
    • Dates are out: 

Friday Night (Dec. 13th at 7pm) and Sunday afternoon (Dec. 15th at 2pm)

• Florida Updates:
  • Document that went out over the weekend has changed as of this afternoon.
  • Information is still changing.
  • Rooming is done and groups are assigned to flights.
  • Gateway must know by November 15th. 
  • Tag Along have until November 14th to add or drop air. 
  • Medical forms are going to be handed out tonight. All student travelers need to have them filled out. These should be in by the December 17th meeting.
  • If medication is not on the list, you will need a doctor’s note. 
  • If you are not in person at tonight’s meeting, they will be coming home with students.
  • The standing order is the only  thing that can be given. A doctor order will be needed for anything beyond the standing order.
  • All information is in the packet.
  • Rita (nurse) will decide who administers the medication (if it is her or the student). 
  • We’ll go over all trip details during the trip meeting on December 17th.
• BandApp
  • BandApp is used for passing information.
  • If it’s an official question or information (like an absence) use email.
  • BandApp is not for district information.
  • BandApp chat sometimes gets lost on the BandApp side.
  • Please email if pertaining to your child or something for official school purposes.
• Monday is Veteran’s Day. Happy Veteran’s Day to our vets! Sunday is also the Marine Corp. birthday. 

• Mr. Lennox
  • 1st Company concert is on Sunday, November 24th.
  • If you are buying any instruments online, please check with the directors. Please do not buy instruments or reeds especially on places like Amazon without checking to see what your student needs first. The directors want to make sure you and your child are taken care of and that it is not a scam.

New Business:

• SPRINGO:

• • Art Oakes is coordinating our spring bingo.
  • Purse Bingo for spring bingo on March 30th.
  • Donations:
    • 25-26 purses ranging from $50 – $125 each.
    • The more donations we get, the more money we will make from the event.
    • If parents are willing to donate a purse or go in together to donate a purse it will off.
  • Volunteers:
    • Organizing, gathering donations, helping student volunteers
    • Basket raffles
  • Will send out an email and will have a virtual meeting.

QUESTION: Can you donate money towards a purse instead of a purse?
Yes.

QUESTION: What purses?
Designer purses. There will be a list of specific purses and you can sponsor a purse.

QUESTION: Can we reach out to the stores?
They don’t donate but they may give a discount.

A motion to close the meeting was made by Sue Testa. Second by Marilyn Kelly. Overall approval by the full organization.

General Meeting 10-15-2024

Treasurer’s Report October 2024

Board members in attendance:

Directors: Bill Lennox

Jacqui Forsch(President), Steph Cramer (VP Student Accounts), Tracy Luisser (VP Volunteers), Becky Sullivan (Treasurer), and Michelle Miller (Secretary)

 

Board members in absent:

Directors: Allen Frank 

 

Approval of Minutes from 09-16-2024: 

Jacqui called the meeting to order and asked for approval on last month’s minutes. Motion to approve was made by Eleanor Mayer. Second by Annalisa Kelly-Cavotta. Overall approval by the full organization. (Motion passed)

 

Report from President (Jacqui):

• Pipes & Drums Order
  Sports Center USA is going to have an order open for Pipes & Drums until November 22nd. Kids already have the information, but the link for it will be posted on BandApp.  
• Volunteers
  Thank you to all the people that we’re volunteering at the games and donating. We’ve had a really good response from parents for hotdogs, pretzels, water, and the chips. We had people showing up at the bandstand, people showing up to help with the third quarter snack, and the roadies. It’s been amazing! We can’t do what we do with the kids without your help. So we really appreciate it. We want you to all know we appreciate it more than you know. You guys have been amazing. We just wanted to extend a big Thank you to everybody for all that you do. 
• Opportunities to volunteer/donate for Liberty-Freedom
  We’re buying pizza. We have tons of chips leftover between bingo and some of the games. We got a donation of water from Wegmans. We still need some tablecloths and some volunteers for the luncheon, help to hang senior banners, etc. Look for a signup genius to go out with our specific needs for Liberty-Freedom. 
• Bandstand for Liberty-Freedom

We are going to open our bandstand for Liberty-Freedom. We’re the home team and we have lots and lots of inventory to sell, even though we’ve been killing it at bandstand throughout the season. We are going to be looking for people to help us. Because we all want to see our children, it will close at least 10 minutes before pregame.

 

• Fundraising Campaign Letters

Our fundraising campaign letters were printed out. We’re going after sponsorships to reduce or eliminate fair share or reduce the cost of our trips. Volunteers have stuffed envelopes. We’ve identified about 100 businesses that we’re starting to mail them out to. We also printed out copies for any parents that have a business that you know or that you work at or you have friends that may want a sponsorship.

 

• Halloween Parade

Some of us will be walking behind the band at the Halloween parade giving out postcards with the same QR code to try to get donations and to promote our sponsorships. We’re trying to get the word out. So anything that parents can do to help us spread the word, we appreciate.

 

QUESTION: Where does the money that comes in from sponsorships go?
The donor can designate what they want the money to go to. They can say I want it to go towards a trip, general fund, or instruments. They can’t give it to a specific student. 

 

QUESTION: Can we have postcards?

The letters are more comprehensive than the postcard and are available now. The postcards will be arriving at Julie’s  house this week. Candy will be attached to them for when they are handed out at the parade. 

 

QUESTION: Which parade are parents walking behind the band?

The Bethlehem Halloween parade. Right now we don’t need more volunteers, but if we do, we will reach out on the BandApp. 

 

• Clothing Order

We are working on a clothing order forFlorida. We don’t have a logo yet. We expect to have it ready in November after Liberty-Freedom. This will be online only. There will be a variety of items with a variety of quality levels. We will offer our Florida logo as well as our standard logo. We would like to open it up to the community and let them purchase items as well. Look for more information in November.

 

QUESTION: Will kids going on the trip get shirts?

Each performing trip member will get one. It will not be the Nike DriFit they currently wear under their uniform.

 

• Campaign – Days of Gratitude

We’re putting together a campaign on social media called Days of Gratitude. In November we are going to pick 5 or 10 days ending on Giving Tuesday. We’re going to have videos made and George, who is one of our community partners, is going to help piece them together and add a link to say how/where to donate.  If you know any alumni that might want to participate or a community member that is a huge supporter of the Liberty Band, please let us know. The process will be simple: Record a video, not even 30 seconds long, and then we would piece it together and post it on social media and use it to ask for donations from the community. Tell your student to start thinking about why they love Liberty Band and why they’re grateful for it, so that they can say great things in case they get asked to make a video.

 

• Springo

Spring Bingo (Springo) is scheduled for March 30th. It’s purse bingo. Art Oakes volunteered to head it up. Please let us know if anybody is interested in being on the committee with him. We are going to start soliciting basket stuff and getting everything started. So if you’re interested come see one of the board members. 

 

Report from VP of Volunteers (Tracy):

• Liberty – Freedom Game

We will be sending out a signup genius for help that we’re going to need for the Liberty-Freedom game.

 

• Mattie’s Pick Up

If you ordered anything from Mattie’s, pick up is on Saturday. It comes frozen, but we have no place to store them. Be aware that the Bethlehem Marathon is on Saturday and plan for it when you leave. 

 

Report from VP of Student Accounts (Steph):

• September Fundraising Report

Lottery calendars:
59 students participated in lottery calendars and brought in a combined $4410 into their student accounts. The General Funds contribution will depend on the number of winners.
Dine to Donate:

This has brought in $267. Notice that the Dine to Donate proceeds go towards countering trip costs.

• Upcoming fundraisers:

Fundraiser	Contact	Cost	Quota	Orders due	Pick up
Krispy Kreme	Bridget Carvajal	$12.00 per box	$5.00 per box	October 15th	October 22nd 5-6pm – LHS cafe.
Dine to Donate: Plaza Azteca on October 16th
Casa de Jorge Salsa	Linda O’Brien & Tracy Luisser	$8.00 per jar	$3.50 per jar	October 20th	November 9th 10am – Science lot
Matey’s Pizza	Diane Cassell			November 3rd	November 16th 10am – Science lot
Bayou Boys Perogies	Bridget Carvajal	$10.00 (cheese) $12.00 (other)	$3.00	November 8th	November 23rd 11am – Science lot
Pocono Cheesecakes	Michael Calagna	$14.50 per cheesecake	$5.00	November 14th	November 23rd 11am – Science lot
Pampered Chef	Needs chair – let Steph know if you are interested.

QUESTION: Are the perogies fresh or frozen?
They come frozen.

 

• Picking up fundraisers
  • Stay in your car and form a nice orderly circle around that science parking lot. We’re going to try to set up at the far end so that you will actually drive past us, come back through and be at the start of the line to keep everybody in their car. It will keep it going faster and run more smoothly. 
  • You have to bring payment to pick up any fundraiser. If you’re sending someone in your place to pick up the fundraiser, you have to send them with the correct payment. 
  • Checks have to be made out to LHSGBOPC. It can’t be some other BASD combination. We can’t cash those. It also has to have the correct amount on it. It can’t be a partial payment. 
  • We can only accept checks from parents within the organization. It has to do with the history of being hard to get funds paid from people outside of the organization if there is insufficient funds.
  • If those buying the fundraisers from you are not comfortable writing a check or paying cash to you for the fundraisers, an option is for you to pay for the fundraiser at pickup and then have them pay you when you deliver it to them.
  • Please don’t show up early, unless you are willing to help because it clogs up the system. 
• Cut Time: 
  • Cut Time allows you to see the money that goes in and out of your student’s account. It will auto pay fairshare and money due first.
  • If you don’t have access to Cut Time, contact Steph. 
• Fairshare
  • Fairshare is due today (10/15).
  • Fairshare is $150 fair for being in band or band and orchestra or $75 for only orchestra. 
  • If you are struggling financially please let Steph know. 
  • Please help others (especially freshman parents) know about the obligation of fairshare.
  • 74 students still owe something.
    57 students have not made a single payment towards fairshare.
  • If you have a credit and want to use it as a trip payment, email Steph. She will need it in writing.
  • If you have family members or friends who want to contribute money directly to the student, have them make a check out to LHSGBOPC, write in whatever amount they’re generously donating and then in the memo line put your student’s name and that it’s to go to their student account or quota. 

QUESTION: The last payment says approximately $330. Do we know what the final check amount will be?
We will know after Liberty-Freedom.

 

QUESTION: Is there a BandApp for Florida?
It will be posted in BandApp.

 

QUESTION: Is it possible to move the fundraiser pick up to the large parking lot in front of the school?
Each time we have to have a fundraiser pick up, we need to fill out an application to reserve the area. The Science lot is usually available and we don’t have to fight other people for use of it.

 

QUESTION: If the Florida trip has been paid off already, will we receive a refund?
We don’t do it immediately after the trip. We wait until the end of the year. You can continue to fundraise from January to May, and can get some of the money you paid in back.  If you fundraise the whole thing, you don’t get fundraising money back.

Report from VP of Treasurer (Becky):

• Taxes

Taxes are officially done. Our accountant was happy with our records. He said he had everything he needed and it was in an organized fashion.

 

• 1st Quarterly Parent Audit (Yeh Wen)

Thank you to Yeh Wen and the audit team. They completed the first quarterly audit last week on Thursday to have everything done in time for the meeting.

 

Audit Report (Yeh Wen):

Thank you to Grace Calasanz, Karin Fair, Rachelle Gordon, and Analisa Kelly-Cavotta who served on our audit committee. It took 3 hours on Thursday to complete. Thank you to Becky for her meticulous records. The audit committee was able to track down everything. There were only some minor documentation issues that were reported. 

 

Starting Balance (July 1st):   $86,739.26

Credits (July, August, September) +$59,530.73

Debits (July, August, September) -$57,854.71

Balance on hand (last day of quarter, 2024-09-30)   $88,415.28

The audit committee has examined the books of LHSGB&OPC for the quarter specified and find them to be substantially correct.

• October’s financials (Monthly report 9/1 – 9/30):
  • Our income and expenses compared to where we were last year because our budgeted numbers were pretty much what we had last year.
  • Starting balance:$87,074.55
  • Ending balance: $88,415.28
  • Income: $34,629.62
  • Expenses: $33,288.89
  • Fundraiser totals are given with a breakdown to show you what’s quota and what’s general funds from those fundraisers for the month.
    
    QUESTION: Why is the income for candy negative?
    There was a big check that went out to purchase candy. 
• Approval of Treasurer’s Report

Motion to approve was made by Sue Testa. Second by Michael Calagna. Overall approval by the full organization. (Motion passed)

 

Report from Directors:

• Mr. Frank: not present 

• Mr. Lennox
  • Weekly bulletin: Check the weekly bulletin for information. If you still have questions, email both of the directors.
  • Florida: If you have a Florida question, send the directors an email. They  will definitely get back to you after the Liberty-Freedom game.
  • Liberty – Freedom Game: Please make sure your kids are arriving on time for morning rehearsals and the game. There is a lot that is accomplished during the 7:00-7:25 rehearsals.
  • Hellertown: Report time is 1:00pm. The location will be confirmed closer to the parade.
  • Spirit Week Schedule:
    • Tuesday: There is combined rehearsal with the middle schools at Liberty during the day. No night time rehearsal.
    • Thursday: The bonfire will be honoring seniors. Seniors will be receiving a Google form asking for parent information and  what they plan to do. You need to make sure your senior fills out this form and it will not be in the weekly.
    •  Saturday: Liberty vs. Freedom game. Report time is 9:15am. 
    • Sunday: The last part of the marching season is the Bethlehem Halloween Parade. We do not have a report location yet, but the report time is around 1:15.
  • Week 11 (playoffs): Plan for a week 11. The announcement will not be made until Sunday of the Bethlehem Halloween Parade.
    
    QUESTION: What parks are they going to on Sunday (Florida trip)?
    All Florida information will be coming out after the Liberty-Freedom game.

New Business:

• QUESTION: Where can tailgating spots be purchased for the Liberty – Freedom game?
  Check the BASD website. 
• QUESTION: Can digital ticket packs be used for the Bethlehem Catholic game?
  No. They are an outside organization renting the space. They are doing cash only.

A motion to close the meeting was made by Sue Testa. Second by Becky Sullivan. Overall approval by the full organization.

General Meeting 9-16-2024

September Fundraising Report 2024

Treasurer’s Report September 2024-9-30

Treasurer’s Report YTD 2024-7-1 through 9-30

Board members in attendance:

Directors: Allen Frank and Bill Lennox

Jacqui Forsch(President), Steph Cramer (VP Student Accounts), Tracy Luisser (VP Volunteers), Becky Sullivan (Treasurer), and Michelle Miller (Secretary)

 

Board members in absent:

None

 

Approval of Minutes from 08-13-2024: 

Jacqui called the meeting to order and asked for approval on last month’s minutes. Motion to approve was made by Annalisa Kelly-Cavotta. Second by Michael Calagna. Overall approval by the full organization. (Motion passed)

 

Report from President (Jacqui):

• Bingo
  Bingo was September 8th. There was a really good turn out. Thank you to everybody for coming out and for supporting the event and thank you to everybody that came out to work the event. Preliminary numbers are about $4300. Official numbers will be at the next meeting.
• Springo (Purse Bingo)
  Looking to host another bingo in the spring, this time doing a purse bingo. Other schools have made a large profit when doing these. No dates set yet.
  
  Question: Will bingo profits be individual student quota or general funds?
  It’s going into a pot for people that are traveling on the trip. Our goal is to raise enough money so that at the end of the year, we’re able to give back a refund to the people that went on the trip. The pot of money will be split with choir, band, and orchestra (music department students that attend the trip). We’ll always announce where the profits will be going for each fundraiser. So far we have the car wash proceeds from June, the Dine and Donates, and Bingo that are going towards the trip.
• Campaign Kickoff
  We’re going to have a fundraising campaign with sponsorships. Julie Bailey is going to talk more about the kick off later. We’re looking for a person who can help us coordinate the sponsorships to make sure they’re getting the benefits of their sponsorship level. 

 

Report from VP of Volunteers (Tracy):

• Volunteering :
  We need volunteers for some of the home games coming up:
  • Bandstand
  • Handing out third quarter snacks
• For the Liberty Freedom game (October 26th):
  • Set up. 
  • Hanging senior banners in the stadium
  • Help at the luncheon
  • Looking for help to allow senior parents to watch and enjoy their child’s final game.
• Signups will go out.

 

Report from VP of Student Accounts (Steph):

• Fundraising financial page: 
  • August 2024 fundraisers
    • Ongoing fundraisers: (Weiss, Giant, ShopRite and Wawa coupons)
      • You can use the grocery gift cards for your groceries each week to add money into your student’s account by buying groceries you are buying anyway.
      • Giant gift cards can be used online when using Giant Direct.
      • A small sliver (approximately 20%) of the profits of each individual fundraiser goes back into general funds.
      • Gertrude Hawk candy bars give a large portion to the student quota.
    • Individual Fundraisers:
      • Mattie’s Pizza had $894.00 go into 24 student accounts that participated.
      • Mum’s had $1700 go into the 47 student accounts that participated.
    • Group Fundraisers:
      • Dine to donate is always on the third Wednesday of each month. 
        • September is Clubhouse Grill 
        • August Dine to Donate profit was $422.
      • Bingo: The unofficial number is $3,961.
• Upcoming fundraisers:
  • Lottery Calendars 
    • Calendars are due September 27th.
    • Winners will start on October 1st.
    • Winners will be sent a check through the mail to the person that you designated on that calendar. 
    • $5 per calendar goes to your student’s account.
    • If you have any unsold calendars, please ask around to see if anyone else wants to sell those last few calendars.
  • Apple Dumplings
    Contact: Jacqui Fortsch
    Cost: $7.50 each/ $7.75 (gluten free)
    Quota: $1.75 each
    Orders due: September 22nd
    Pick up: October 9th at 5-6pm in Liberty High School cafeteria
  • Strudel, Halupkis, and Kolaches
    Contact: Tracy Luisser
    Cost: $12-$16 (Strudels)
    6 for $12.50 (Halupkis)
    $14 (Kolaches)
    Quota: $3.50 each
    Orders due: September 22nd
    Pick up: October 19th at 10-10:30am in the Science Lot
  • Krispy Kreme
    Contact: Bridget Carvajal
    Cost: $12 per box
    Quota: $5.00 per box
    Orders due: October 15th
    Pick up: October 22nd at 5-6pm in Liberty High School cafeteria
  • Pocono Cheesecakes needs a chairperson.
    Michael Calagna volunteered to chair.
  • Bayou Boys Perogies
    Bridget Carvajal volunteered to chair.
• Picking up fundraisers
  • Bring payment because you can’t take it if you don’t have the payment. Payment is check or money order. There’s no online payment for the fundraisers. Please do not bring cash to a parking lot. If you have to take cash, contact Steph ahead of time.
  • If you can’t be there on the day of pick up, you have to find a responsible adult to come pick up that order for you. Whoever you are sending to pick up your order, please make sure they are clear as to what time, where and they have the payment (check or money order). If they show up without a payment, they will have to be turned away. 
  • Please do not arrive early for the pickup. 
  • If you have a significant order, you will most likely get a phone call from Steph or Tracy to come help volunteer to organize and help with the pickup day. 
  • When you come to the science parking lot, please stay in your car for pick up and form a nice orderly circle around the parking lot. The cars that are in the front will get loaded first. Then they can go and everybody can just keep shuffling forward.
  • Question:  Can checks be sent in at the time of the order?
    No. Physically hand it to us when you pick them up. 
  • Mums: We had twice as many mums this year as we’ve ever – 799 plants with only three parent volunteers and five students.
  • Winter and spring flower sales also require a ton of people to help out. Steph is estimating at least 15. Students can get community service hours. If we get 15 students to be there and then a handful of parents to help just keep it organized, it will go very smoothly.
• Cut Time: 
  • We keep track of all of the financial stuff for your students. Once you get your cut times account set up, you can see if you owe anything or if you have a balance. 
  • There are a large number of people who still owe the $150 fair share payment for being in band or band and orchestra or still owe $75 for only orchestra. If you are struggling financially please let Steph know. 
  • If you have credit available in your child’s account, you can use it for the next trip payment no matter how small. For the October payment, please let Steph know by Friday, September 20th so she can get the payment in the mail early next week and it could get credited to your account. 
  • Question: For seniors, can we zero out the account or do we need money in there for anything else for the rest of the year? Do we have any upcoming expenses for the rest of the year after the Florida trip in January?
    At the end of the year they do a reconciliation of all the accounts and notify parents about refunds available. If, for example, you write a check for $100 for your student’s account and everything else has been fundraised. At the end you have a balance of $300. We can only legally return the $100 back to you that you paid originally. We cannot legally return fundraiser money. Even after the trip, from January until May, you can continue to fundraise, and as long as it doesn’t exceed what you wrote a check for you can get that money back at the end of the year as a refund.
  • Question: Will there be a senior trip?
    No, it’s a trip year.

Report from VP of Treasurer (Becky):

• September’s financials (Monthly report 8/1 – 8/31):
  • Starting balance:$93,000
  • Ending balance: $87,000
  • Income: $10,528.51
  • Expenses: $16,893.30
  • Fundraiser totals are given with a breakdown to show you what’s quota and what’s general funds from those fundraisers for the month.
• Additional accounts:
  • An additional account will be opened to keep your quota money separate from the general fund. Quota will go in, trip payments will come out. So it’ll keep everything cleaner 
  • An additional account will also be opened for our GiveButter fundraising efforts so our charitable donations from organizations would not flow immediately into the general fund. It will be applied to where it was designated to be used. This will help keep clean record keeping describing what the donation is.
• Question: 
  • Report didn’t match.
    There are two different reports. One is a monthly report (8/1 – 8/31) the other is year to date. In the future, the monthly will be printed and the year to date will be posted online so both can be viewed.
  • How did we make income in the instrument accessory column?
    Henderson had to switch the brand of reeds that we purchased and sent us a refund.

Report Grenadier Giving Campaign (Julie):

• Sponsorships:
  • We’re doing sponsorships. If you know somebody who would like to donate (or you think would donate), send Julie their name.
  • $75,000 is the total goal for this school year.
  • Julie showed the different sponsorship levels ($20,000 down to $100)
  • The whole package is listed on our website in the section where you make donate. There’s now a sponsorship form there too. 
  • If you are donating, check with your employer. Your employer might do matching gifts. Some will even give a donation for you volunteering your time.
  • Marilyn Kelly volunteered to chair sponsorships.
• Thank you cards
  • We will continue to send Thank you cards/letters to our donors. The dollar amount has not been determined, but at a specific dollar amount, the student senate will write the thank you card to make it more personal.
• Donations to specific students
  • If you want to make a donation, you can’t make your gift for a specific student because that’s no longer considered a gift if the payment goes to their account. We just want to stay within the rules for the IRS.
• We got $1000 through a connection by two people talking. It was not somebody asking for a donation. There’s a lot of opportunities for us.
• We are thinking about entering the LHSGBOPC in the Bethlehem parade to walk behind the band to hand out QR codes (and candy).
• Julie’s e-mail: grenadiergiving@lhsgbopc.org
  She can give me more information if you have more questions.

Report from Directors:

• Mr. Frank
  • Upcoming Events:
    • Mr. Frank started by going to upcoming events/away football games including the Celtic Classic parade. 
    • We have not been 4-0 since 2007. No dates yet, but plan to maybe have activities after Liberty vs.Freedom (playoffs).
    • We’re already looking ahead to Liberty Freedom.
    • Events added to the schedule:
      • Hellertown parade on October 20th
      • Question: Will the kids get bussed to Hellertown?
        Every other year, the kids met us there. We are not scheduling 5 buses the way we do to travel to football games because it is still considered local. But, we do want to offer at least one bus for those that need it. 
    • Liberty Freedom Week:
      • Rehearsal with the middle schools will be during the day. So that eliminates an evening rehearsal (October 22nd). 
      • Bonfire is at 6:30 pm on Thursday, October 24th. Senior parents please mark your calendars. This is where we do senior recognition to recognize seniors in band, cheerleading and football. 
      • Liberty vs. Freedom is on Saturday
      • Parade on Sunday
    • Orchestra: We have a field trip planned for the orchestra on October 7th to go see the PA Symphony rehearsal at Northeast Middle School. 
  • Band App
    • Before you ask a question in the group chat, remind yourself that there are 400 other people associated with the group and some questions don’t pertain to everybody and can be asked either to a friend or emailed to the directors separately. 
    • What has happened is a lot of kids have turned off the notifications because they don’t want to follow parent conversations. So the directors have created a brand new group for band students (orchestra will stay the same). Parents don’t have to do anything. You will see that your group has been renamed to LHSGB 24-25 PARENTS. We have given the kids their own bandapp group.
    • Every post that the directors make to the parents will also be posted to the kids. There are things that are just posted to the kids that don’t necessarily pertain to the parents. 
  • Social media posts:
    • Please consider your character and use tact when you’re on socials publicly talking about the program. If you see things, please help us respond by commenting in defense or just let us know so we can. Mr. Frank has no problem talking to somebody to help find a solution to their complaint. 
  • Pep Band is a volunteer group that is for anybody that wants to show up. Students should look for signups on the directors doors.

• Mr. Lennox
  • Nothing

New Business:

• Tag along trip:
  Just a reminder for parents if you want to join the Tagalog trip, make sure you register on MyGateway by September 1st. 

A motion to close the meeting was made by Jen Roan. Second by Marilyn Kelly. Overall approval by the full organization.