WHS Music Boosters Meeting Minutes
November 15, 2016
The meeting was called to order at 7:00 pm
In attendance
Eric Lucas, Mason Cole, Susie Krost, Stephanie Barnes, Don Kamer, Julie Vandehey, Saskia Wien, Stephanie Penoyer, Pam Means, Rae Shepherd, Amanda Lopez, Shiney Zubin
Treasurer’s Report – Craig Wien
Overall there is not much to report. We need payment for the Mattress Fundraiser. (We received this from Eric Lucas during the meeting). We will have to pay 50% of it to the Drama Boosters. We will go over the budgeted expense for our uniforms, and for the San Francisco trip we have $8300 in the budget because we made down payment for the trip at the end of last school year for $1700.
Craig Wien has started a new job which requires him to travel a lot. He will no longer be able to volunteer his time as treasurer of the Music Boosters. The position is now open. Craig will try to assist when available while we look for a new treasurer.
Merchandising – Julie Vandehey
The process of getting quotes for t-shirts or sweat shirts has been slow and frustrating. Some of the designs are too complex for shirts, and there are imaging issues, as well as people not calling back. Julie has a senior this year and as this process is moving along so slowly it might be a good idea to find a sophomore or junior parent to co-chair Merchandising. Pam Means has some great contacts she will share with Julie. It was decided Julie will use the logo from the decal and print those on simple t-shirts to begin with. Depending on the interest, we can expand our options.
Mattress Fundraiser Pay-out – Eric Lucas
Of the total sales, the Drama students sold only a fraction of the total mattress sold. The current agreement that 50% of the total sales goes to each department is not fair. It was decided that next year the % of dollars earned will reflect the % of the number of mattresses sold by each department. Don Kamer will contact the Drama Boosters to discuss.
Fundraiser Opportunities
As we will have a lot of expenses this year to get ready for the incoming 9th graders, we will have to look for new fundraising opportunities. We would like everyone to think of ways to raise money without too much effort and time from our volunteers.
Pass the Hat – Don Kamer
It has been decided we will do a Pass the Hat during the Christmas Concert which is held on December 8 this year. An anonymous donor has told Mr. Lucas that he will match the money collected.
It would be nice to have some music students do a skit related to the fundraiser, as it has a big impact on people willing to donate money. Don Kamer will say a few things, and we will need about 8 volunteers to collect the money.
Don will also write something up for an e-mail Eric Lucas will send to the parents with regard to the Christmas Concert. The e-mail will go out before Thanksgiving.
With the addition of 9th grade next year, we are in need of: 50% more marching uniforms, about $10,000 and additional tuxes ($75 each) and dresses ($56 each), about $4,000. This is a total need of about $14,000. We have no commitment from the NSD that they will cover any of these costs. This is something we might want to contact the Superintendent Mrs. Reid about.
Christmas Concert
We will have the following activities:
- Concessions - Katy
- Ticket sales Wine Event - Susie
- Pass the Hat – Don, Eric
- Merchandise sale - Julie
- Pre-sale recordings – Don
We need to tell the people to come with their check book!
Wine Fundraiser – Susie Krost
Don made a motion to give himself authority to sign the contract with Matthews Winery. Stephanie Barnes seconded, all in favor, the motion was approved. Craig Wien had already written a deposit check for $208.60.
The tickets will be sold at the Christmas Concert and at the door.
The kids will need to pick their music pieces to perform before the Winter break. Auditions will be held the 1st or 2nd week in January.
The ticket pre-sales will take place at the Holiday Concert on Thursday 12/8 and tickets will be available at the door.
Susie ‘s biggest concern is getting enough musicians. The hope is that students understand the event better, and are more open to participate, so hopefully we get a bigger response.
Pam Means has some good contacts Susie can use for procurement.
Open positions – Don Kamer
- Treasurer
- President
- Patron Program
Meeting was adjourned at 8:26 pm
Next Meeting: Tuesday November 13th at 7:00 pm
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