Band Booster Minutes/Updates

November 1st Booster Meeting

Meeting started at 6:07pm

October 5 Booster Meeting

Present:

Jennifer Gerik

Becky Enders

Michelle Martin

Kristin Immicke

Amy Roesseler

Tina Veselka

Curt Veselka

Mark Dorsey

Sidney Coffer

Start time: 6:11pm

President’s Report:

• Ordered brown bag lunches and snacks for away games
• Ordered food for competition
• Placed order through concession stand for home game meals

Secretary Report:

• Secretary read minutes from last meeting
• Becky Enders motioned to accept, Jennifer Gerik second, all in favor

Treasurer Report:

• Checking Balance: $2393.89
• Savings Balance: $23,311.36
• See printouts for detail
• Becky filed to keep the tax exempt status
• Waiting on invoice for final tree payment
• Becky reminded everyone to please make sure they turn in receipts
• Motion by Sidney Coffer to accept report. Second by Curt Veselka.

Director’s Report:

• Progress of band – will be working on a different entrance than was used Saturday. They have made a lot of progress this week since the last contest. UIL eligibility has left 5 holes to fill. They are working on that.
• Upcoming dates
  • Game Thursday: Not sure what time we will get back with Dallas traffic, etc. Hoping to have the tree and everything for the halftime show
  • Contest Saturday: will run through in the morning. Will leave at 11:30 for Whitney. Boosters will provide lunch. Kids can bring money for later in the day.
  • Pumpkin carving night: everyone bring their own, maybe paint them? Possibly on Oct 22 because it’s a bye week and day before area
• Prop pickup – Tree is here. Waiting on fabric for other props.

New Business:

• Question was asked about drum majors asking their parents to help move the stands at games and who would be helping move the tree on/off the field. Dorsey said he would talk to the drum majors and the guard kids and other band kids would help with tree. We mostly need help with the front ensemble pieces.
  • Prop set up was discussed. We mainly need helpers for moving to/from warm-up and front ensemble pieces on/off field.

• Volunteer page sign-ups
  • Football concession stand – please sign up!
  • An anonymous letter sent to the Sepeda family was discussed.

• T-shirt order: ordered 20 extra for Friday nights. Will place another order, sent out order forms this morning.

• Ideas for Middle School Involvement - TBD
  • Dates for trips are tentative once approved by school
  • Possibly take 8^th grade kids to Six Flags
  • Movie nights, etc. possibly after football season ends

• Last guaranteed practice is Monday, October 11 – boosters will provide dinner
  • Chili cheese nachos served in concession stand. Kids will practice and then come eat.
  • Parents please send deserts
  • Need to get boats for chips, liners for crock pots, chili, chips, cheese, and drinks

Next Meeting:

• Next month booster meeting Monday, November 1

Adjourned: 7:13pm

Band Fiesta fundraiser – date set for Feb 19 – Begin planning stage – Special Fiesta meeting for planning

• Kristin had wrong date listed on last booster meeting minutes
• Food/Cooks/Drinks – Mike Kramer agreed to cook again
  • Meat purchased from R&R Processing
  • Rice & beans from Rosa’s
  • Chips & tortillas from Jesse’s
  • Salsa will either need to be made or purchased? Get recipe from Jennifer or possibly purchase from Tylor Bruce or elsewhere
• Advertising – need better advertising this year (newspaper, more fliers, etc.)
• Tickets – Printing and selling
  • Printed by Heath Printing, Order 250
  • Possible incentive for selling: top ticket seller or two maybe get a free ticket
  • Sell to businesses, maybe divide a list for each of us to ask
• Silent auction
• Gun raffle
• Liquor prizes – Becky will ask Jennifer about how many we got last year
• Gift card trees
• Decorations
• Pinatas – mini liquor bottles, candy, etc.
• Bead and 50/50 sales
• Announcer – Darren Sinkule – Jennifer will ask him again

September 13 Booster Meeting

Present:

Jennifer Gerik Becky Enders Kristin Immicke Amy Roesseler Tina Veselka
Curt Veselka
Start time: 6:07pm

President’s Report:

•   West Fest sold 700 ears of corn; Completed table washing

•   Ordered meals /water for away games the last 2 weeks

•   Successful West Fest parade/representation of the bank

  Secretary Report:

•   Secretary provided minutes from last meeting

•   Becky Enders motioned to accept, Curt Veselka second, all in favor

  Treasurer Report:

•   Checking Balance: $1,472.19

•   Savings Balance: $22,665.70

•   See printouts for detail

•   Deposit was paid for tree prop

•   West Fest corn booth: Profit was $3,056.09...yay!

•   Question about Check 3555 listed for KC Hall rental. Becky indicated this was actually for the

  beer and hall cleaning

•   Other income:

o T-shirts: $75
o Yard Signs: $340
o Membership dues: $190

•   Missing receipts were discussed and most were reconciled and turned in

•   Budget for 2021-22 year was discussed

o Motion to accept budget – Curt Veselka o Second – Jennifer Gerik
o Passed

Director’s Report:

 Director unable to attend due to band practice

New Business:

•   Props for band competition this year – deposit was paid, Becky will follow up on final payment due date

•   Suggestion made to have band boosters pay for band shoes, shirts, etc. and then hold until students pay for them. That way the orders can be made and arrive in a timely manner instead of waiting for students to pay before ordering.

•   Band Fiesta fundraiser – date set for Feb 12 – Begin planning stage – Special Fiesta meeting for planning

o Food/Cooks/Drinks – Mike Kramer again
o Advertising – need better advertising this year (newspaper, more fliers, etc.) o Tickets – Printing and selling (incentives for ticket sales)

o Silent auction o Gun raffle
o Liquor prizes o Gift card trees o Decorations
o Pinatas

o Bead and 50/50 sales

•   Band Banquet – date set for May 7 at West High School – double check with Dorsey to make

  sure it’s reserved and the status of the catering

•   Volunteer page sign-ups

o Football concession stand – needs the most help, sign up through links on school

website
o On field props & percussion equipment - TBD
o Middle School fun nights/activities - TBD
o Water & snack bags for games/competitions -TBD
o Pass out meals at home/away games – Jennifer will help with this
o Table set up at home games to sell t-shirts & memberships – Amy will help with this first

quarter only

•   Ideas to make band boosters more visible - Any new ideas?

•   Old/New fundraiser ideas

o Concessions

o No strudels this year to focus more on Band Fiesta
o Baskets for Christmas Concert – will discuss at later date
o Polka-Thon – still an idea?
o Sponsorships – section leaders and drum majors ask for sponsorships around town with

t-shirt or banner promo

•   T-shirt design: Submitted to Dreamfly. Will be ready to pass out in 7-10 days. Ordered 20 extra for Friday nights

•   Ideas for Middle School Involvement - TBD

o Dates for trips are tentative once approved by school o Possibly take 8th grade kids to Six Flags
o Movie nights, etc. possibly after football season ends

 Kona Ice – September 27 after Monday night practice $3 per kid paid for by boosters o Motion to accept Becky, Second Amy, all agreed

 Corn booth brief:
o Maybe no 10-12 shift next year, just have someone there to set up and get corn going o Make sure students don’t show up alone
o Will need to buy new seasoning next year

Next Meeting:

 Next month booster meeting Tuesday, October 5 at 6:00pm with Band Fiesta planning after meeting

Adjourned: 7:24pm

West High School Band Boosters Meeting Agenda Monday, August 2, 2021 6:00 PM

 Secretary Reads Minutes from Last Meeting Treasurer’s Report:

•   Checking Balance

•   Savings Balance

•   Any New Deposits/Checks/Expenditures

  Director’s Report: New Business:

•   Props for the band competitions this year – Mr. Dorsey’s thoughts

•   List of meetings for the year

•   Band Fiesta fund raiser – set date, possibly January 22, 29, or February 5, for hall reservation; only available dates are January 15, February 12, or February 19

•   Band Banquet – set date, May 7th, for hall reservation; reserve screen from Brazos Media; KC Hall booked entire weekend of May 6-7

•   Volunteer Page Sign-Ups for:

•   West Fest Booths,

•   West Fest Table Washing

•   Football Games Concession Stand,

•   Volleyball Games Concession Stand,

•   On-Field Props and Percussion Equipment (football games and

  competitions)

•   Middle School Fun Nights/Activities

•   Water and Snack Bags for Games/Competitions/West Fest

  Parade

 Ideas to make the band boosters more visible
 First Parent meeting (Meet the Teacher Night)– August 17th;

maybe have a social with booths for volunteer sign-ups, membership dues, fiesta information, social media outlets, small drawing

•   Old/New Fund Raiser Ideas

  •   Concessions – Football/Volleyball

  •   Corn Roasting Booth-West Fest (Amy Roessler is in charge)

  •   Table Washing – West Fest

  •   Strudels – Before Thanksgiving

  •   Fiesta – End of January/Beginning of February

  •   Baskets for Christmas Concert

  •   Polka-Thon – Polka Songs on a Trailer

  •   Sponsorships - Have section leaders and drum majors ask for

    sponsorships around town with t-shirt or banner promotional

  •   Signs for Yards as Fund Raiser (Stacy Kolar)

•   T-Shirt Design: Submit to Dream Fly

•   Vehicle For West Fest Band Beau and Sweetheart

•   Ideas for Middle School Involvement and Fun Activities

  •   Discuss Ideas and Dates to have these activities

  •   Movie Night, Water Balloon Fight, Game Night

July 19 Booster Meeting Minutes

Present:

Mark Dorsey Aubrianne Clark Jennifer Gerik Becky Enders Kristin Immicke Michelle Martin Sidney Coffer Curt Veselka Tina Veselka

Start time: 6:03pm

Jennifer Gerik presented officers for 2021-22 and reviewed roles.

Secretary Report:

Becky Enders reviewed the May meeting notes sent over by previous secretary. Kristin reviewed notes from June meetings about Band Fiesta
Kurt moved to accept minutes. Enders second. All in favor.

Director’s Report:

•   2021-22 calendar is on high school band website.

•   Communication this year will be through Charms emails, website, boosters Facebook,

  remind, Instagram, Schoology, and paper copies of letter to parents. Calendar is also in

  the high school handbook.

•   Email was sent out about prices for materials (shoes, gloves, shirt, book).

•   Expectations for year were reviewed with band leaders today.

o Focus will be on improvement this year. More strict during rehearsal.

•   Leadership did good this morning.

•   Coolers for practices, etc. Students will be encouraged to bring their own water bottles,

  but we will also have iced water for them.

•   All instruments cleaned with money from school.

•   Prop idea: big tree - $2800 estimate, cheaper than expected so we might be able to do

  more customization

•   Possibly build some scrims to hide color guard materials.

•   Leadership said pizza and tender rolls would be good for meals.

•   We should be back in stands this year.

•   Next lock-in will be July 30-31 – chaperones needed – 2 per shift (6-9, 9-12, 12-3, 3-6)

•   Meet the Trojans Aug 7 at 6:30pm

•   Calendar – contest dates are not finalized until Aug 7 meeting

•   Area will be on a Sat a week after Regional Contest (official date TBA)

•   September contest may not happen if everything is not ready on field by then – TBA

•   State will have prelims and finals all on Nov 3 and band will go down night before

•   All away games are 45min+ away this year

•   Away game on sep 3 is in Tyler.

•   Band will still be in Westfest parade on Sep 4. Call time is usually 9am.

•   Jeans and band t-shirt. Khaki shorts are allowed if everyone wears the same. All must be the same.

•   Possible booster meeting dates were sent to Dorsey by J. Gerik. He will approve them before they are sent out.

•   Aug 17 middle school and high school schedule pick up – boosters can set up table to get sign ups

•   First game Aug 27

Middle

•   New – book required for 7th & 8th grade ensembles (same book as high school, but now

  required in middle school)

•   Handbook form will be turned in by all students

•   Pep rallies are still undetermined

•   Oct 15 – 8th grade band night (Symphonic band – includes some 7th graders)

•   October Halloween concert 7pm Oct 26 for 7th & 8th grade bands

•   December 7 All Region Contest in Robinson

•   Spring concert will be middle school one Tuesday and high school another Tuesday

  Intermission while Dorsey caught a cricket...

  Treasurer Report:

 Checking Balance: $1,116.82 at end of May and $292.92 at end of June
o Low because all deposits were made to savings. Becky will make a transfer in

the morning.

•   Savings Balance: $19,166.56 at end of May and $28,083.55 at end of June

•   Band Fiesta Profit: $8,763.80 – see report for specific details

•   Street Dance Fundraiser: $526.22 profit

•   Profit & Loss Report was reviewed for previous school year.

o $2590.15 profit from previous school year through May 31
o Concession stand profit was low, but Band Fiesta offset that

 Westfest:
o corn booth and wash tables (kids will sign up for that)
o Form for booth is due July 31 and requires a contact person for booth
o Michelle Martin has corn and butter (63 ears)
o People liked the corn at the street dance so stick with corn from Community

Grocery?

New Business:

 Prop tree 12ftx12ft built $2800 estimate
o Motion to purchase: Becky Enders moves to delegate up to $4000 for props o Second: Sidney Coffer
o All in favor

 Band Fiesta for 2022 – Jan 22, 29, or Feb 5
o Need to check on dates and reserve hall
o Look into getting gun for raffle now so we can get one

School Calendar – A. Clark report

•   Band Banquet – May 7, need to reserve hall and screen from Brazos Media

•   Senior banner – contact Stacy Kolar for photos and banner

o Uniforms are being cleaned but will be back by the time camp is over

o Possibly sell small banners for people’s yards as a fundraiser?  Volunteer Page Sign-Ups

o West Fest Booth
o Football Concessions
o Volleyball Concessions – Dorsey will check with Woodard on this
o On field props and percussion equipment
o Middle School Fun Nights/Activities
o Water and snack bags for games, etc.
o Set up table at schedule pick up night to introduce booster club and what we do

and get parent sign ups
 Ideas to make boosters more visible

o Schedule pick up/meet the teacher night o Table at football games
o Flier at Westfest?

 Fundraiser Ideas
o Concessions

o Corn booth at Westfest
o Table washing at Westfest
o Strudels before Thanksgiving
o Band Fiesta
o Baskets at Christmas concert
o Polka-Thon – polka songs on a trailer
o Sponsorships – drum majors and leadership ask for sponsors around town with t-

shirt or banner promo o Kona Ice during camp?

 Ideas for middle school involvement
o Movie night, game night, etc.
o Ice cream float day
o Trips again – Pinstack, Spare Time, etc.

 Westfest Band Beau and Sweetheart
o Michelle Martin will ask a friend for vehicle o Sashes from flower shop

Next Meeting: August 2 6pm Adjourned: 7:47pm