General Meeting 11-07-2024
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:
- Marching Season:
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.