Clark Band Boosters

Meeting Minutes

September 1, 2015

  1. Call to order

Irma Trevino called to order the regular meeting of the Clark Band Boosters at 7:06 pm CST, on September 1, 2015 at Tom C. Clark High School, San Antonio, Texas, with congratulations to the band for their great job at the first football game of the season.

  1. Report from Director of Bands, Kevin Russell

A.  Last week’s game was discussed.

1.  Mr. Russell congratulated the band for a great first week of school!

2.  Tim Peterson was able to secure a truck cab from Crown Roofing the day of the game which solved the band’s urgent transportation needs. Many Thanks!

3.  This was the smoothest first game in the past 8 years. Mr. Russell gives credit to students and parents for this.

4.  The program performance was as good as it could be, and will only improve as more is added to the program.

B.  This week’s game was discussed.

1.  This week’s game is Friday, against Roosevelt, at Farris Stadium.

2.  Friday’s Pep Rally Call time is 7:45 am. Band students should be standing in their spot ready to begin at this time.

C.  The Laredo game was discussed.

1.  The Laredo game is in Laredo, Friday, September 11th.

2.  The band will be taking charter busses to this game provided and arranged by the district.

3.  Band students may miss afternoon classes (possibly 5th, 6th, 7th, & 8th periods) the Friday of the Laredo game, in preparation for travel to the game. More information will be provided when exact travel times and arrangements are known.

4.  Band students will be provided dinner (Chick-fil-A, either in San Antonio or Laredo depending on timing), but band students are encouraged to bring their own money for a snack on the way home from the Laredo game.

D.  The band’s first marching contest of the season was discussed.

1.  The band’s first marching contest is the East Central Marching contest at the end of this month, Saturday, September 26th.

2.  There is a football game the same day. The band will perform in the contest and then travel to the game. The band may arrive late to the game. Arrangements will be made for the National Anthem should the band not arrive in time for this.

E.  Sources band students and parents can use to find out important band updates were discussed.

1.  Band website: cougarband.org

2.  Join Facebook Group: Clark Cougar Band

3.  Mobile Device App: Remind by texting 81010, class code is @de62C

F.  This year’s drill program was discussed.

1.  Students can purchase the app “drillbook next.” Cost is $2.99 (get reader only version). Works on Android and Apple mobile devices (even i Pod Touch). Only need wifi to purchase and download app. Once app is downloaded, no connection is needed. Not compatible with Windows devices or Kindle.

2.  This app makes learning each student’s spot in the drill much easier

3.  This year’s band is the biggest in 8 years. The app allows adding spots on field to accommodate larger band size.

4.  There are no props in the band program this year.

  1. Report from Band Booster Officers

A.  President, Irma Trevino

1.  Ms. Trevino thanked parent volunteers who got background checks in time to chaperone the first football game.

  1. Chaperone Chair, Frances Lopez, is working from a list of parents who signed up at the beginning of the school year to be chaperones. Once a parent has done the background check (can be done any time by clicking on the link on the band website), s/he will receive an e-mail from Ms. Lopez several days before game-day regarding the upcoming game. All parents who respond and confirm they can chaperone the game will be put on Ms. Lopez’s list for that game. Each participating parent should receive a follow-up e-mail regarding details for that particular game.
  2. There are 7 busses that take the band to each local game. Each bus needs 3 parent chaperones.
  3. Any new parents who are interested in chaperoning games may contact Ms. Lopez at

2.  There are still many Booster chair and co-chair positions still needed. Please contact Ms. Trevino if you are interested.

3.  The Band Banquet will be Friday, May 13th this school year. A new location is being explored.

4.  Funday Sunday will be April 24th this school year.

5.  Ms. Trevino urges parents to make sure students bring “Under Armor” shirts and shorts (given to each student on prep days), black mid-thigh or knee socks (NOT ankle or lower height), marching shoes, and any other equipment the morning of football games. Students are to wear their black “Theme” shirts, with jeans and sneakers to school that day as well.

6.  Ms. Trevino thanked Darla Massey for volunteering as Uniform Mom.

B.  Treasurer, Chris Gaither

1.  Mr. Gaither presented the actual-to-date budget from June 1st –June 30th for approval. A motion was carried by Sonya Carter, and a 2nd to adopt by Esthela Guerra.

  1. So far merchandise sales has brought in $1,840.00.
  2. The Pit Crew brought in $1,704.00 (double last year’s) in Tailgate Party Concessions.
  3. The balance through June 30th was $19,150.66.
  4. Since the Winter Guard raised $1,100.00 in August, the budget was changed to reflect this for Winter Guard.

C.  2nd Vice President in Charge of Concessions, Carl Popelar

1.  Although the swim and volleyball concessions events were slow, football concessions were a success! Great job with concessions participation!

2.  Concessions volunteers will receive an e-mail from Mr. Popelar a week before the event with instructions regarding procedures and attire, etc.

3.  If parents/students have signed up for a concessions event and did not receive an e-mail, please e-mail Mr. Popelar:

D.  Corporate Liaison/Pit Crew, Miguel Figueroa

1. Pit Crew fundraising doubled from last year.

  1. Thanks to Brandy & Mike for handling cash.
  2. Thanks to parents who bought and sold food.

2.  The Pit Crew will be selling/cooking food for Funday Sunday this school year.

3.  Pit Crew operations for the first game and subsequent games was discussed.

a.  The first game went smoothly! THANKS!

b.  An e-mail will be sent out for those who signed up for next game.

c.  A minimum of 7 volunteers is needed for each game.

d.  The volunteer button in Charms is used to track Pit Crew volunteers.

e.  Thanks to Tim Peterson for driving the truck.

E.  1st Vice President in Charge of Fundraising, Sonya Carter

1.  Band Calendars will be in, hopefully, by next week.

a.  Calendars will be sold for $20 each, and band students will receive $15 in his/her band account for each calendar sold.

2.  Dine with the Mighty Cougar Band will resume soon.

a.  Looking at Raising Cane’s (Fredericksburg and Wurzbach location) on September 22nd at 7 pm.

b.  The band gets a percentage of sales during these events

c.  Ms. Carter thanked Raising Cane’s for donating cups, ice, and tea at fundraising events.

d.  Ms. Carter also thanked Mike & Brandy for the sale of popcorn at fundraising events and their donation to the Calendar project.

F.  Communications Coordinator, Esthela Guerra

1.  Ms. Guerra updates the website weekly and posts photos parents can download from the website.

2.  Ms. Guerra wanted to make sure parents were getting e-mails she was sending via Charms.

3.  Ms. Guerra encouraged parents to view Charms calendar on band website for upcoming events.

a.  Parents can sync Charms calendar with their smart phones, or tablets calendar, by clicking on the SYNC button.

4.  Click button on band website to get volunteer background check.

G.  SCRIPS Chair, Darlene Reinhard

1.  SCRIPS order goes out this evening if anyone has money to turn in.

2.  If you still haven’t received merchandise you ordered on Prep Days, merchandise is still here. See Ms. Reinhard.

3.  For any subsequent orders you are expecting, check with Ms. Reinhard.

H.  Memorial Day Parade Trip Chair, Christi Zuber

1.  Mr. Russell reported the status of the Memorial Day Parade Band Trip.

a.The band has a verbal OK from district to miss the Friday before Labor Day to make the trip for the parade.

  1. If finals start on that Friday, arrangements will be made.
  2. The trip will go from Friday, May 27th – Monday, May 30th.
  3. The Travel Agent handling the band trip has designed a “Memorial Day” style tour for the band.

2.  The cost of the trip will be between $1,200 - $1,300 per person which includes flight, hotel, admissions to all activities and events, and 2 meals (breakfast and dinner –each person must bring his/her own money to pay for lunch each day).

a.  The travel agent needs to know by October 15th who is going on the trip.

b.  Again, fundraising could reduce this cost.

c.  A $50 deposit is due per person by October 15th.

d.  A payment schedule will be sent out for all those attending.

e.  If adults go on trip, they must do a background check (see band website).

3.  Fundraising was discussed and more will be discussed at next meeting.

a.  Ms. Zuber is looking into the band running concessions at SPURS games.

  1. All volunteers must be 18 years old or above.
  2. A percentage of each volunteer’s earning would go into student’s band account.
  3. The band must commit to serving at 22 games (12 chosen by the SPURS representatives, and 10 chosen by the band).
  4. The games could fall on weeknights or weekends.
  5. Time commitment would start sometime before the game, and continue through the game, and after.
  6. The band needs about 57 volunteers, but would benefit if 100 people volunteered to get more jobs each game.
  7. Ms. Zuber is waiting for more details about this volunteer opportunity, but needs to know if there is an interest.

4.  Individual band pictures are Friday, October 2nd.

  1. Next Booster Meeting is Tuesday, October 6th at 7 pm.
  2. Adjournment

Irma Trevino adjourned the meeting at 8:05 pm.

Minutes submitted by: Betsy Barner

Minutes approved by: We’ll get that at the next meeting.