Aug 22, 2012 Board Meeting Minutes

August 22, 2012

Board Meeting

Wednesday, 7:00 pm

Home of Brenda Lunden

19108 Pioneer Way E., Orting

Orting Performing Arts Booster Club

Meeting begins at 7:00 pm. 

In attendance:  Brenda Lunden, President

                           Josh Tallent, Vice President

                           Beckie Meek, Treasurer

                           Tanya Noel, Secretary

                           Todd Cook, former Treasurer

Follow up on Boeing grant offer:

Last information received was that to qualify for grant support, Boeing would require our club to change the name so as not to reflect the words “Booster Club”.

This would not guarantee a grant from Boeing, only allow us to qualify.

The club is unwilling to change the name and therefore further investigation is not being pursued.

Paperwork for Union Bank was completed by each board member to prepare for club’s account transfer from Key Bank.

Please get bank statements to the treasurer in a timely manner.

Beckie to look into mobile credit card processor for payment options at merch table.

Pasta Feed:

(from Melanie Erickson’s post on OPABC Facebook:  Update on the Pasta Feed: I requested Feb 9, 2013 from 2PM - 10PM for our pasta feed at the Eagles Hall. The Eagles Board meets on Tuesday and will decide if we can have it. If it is approved, we will need to put a NON REFUNDABLE "Donation" of $50 down to help pay for water, garbage, etc. As far as the deposit from last year being refunded, I need to submit a copy of the cancelled check. They had some issues with one of their past board members and have a claim into their insurance company. At this time, it looks like they will probably roll over last years deposit money. )  Todd will check on a canceled check from the Eagles Hall deposit from last Pasta Feed.

Aaron’s “Wish List” has been received.  What are his priorities?  Aaron to prioritize.

Grant Writing and Kathryn Spader:  What are OPABC money goals for the year and the priorities to spend the money on?  Need prioritized “Wish List” from Aaron.

501c3 update:  Phone call placed by Beckie to Andrea Melot to inquire about the outcome of the meeting with the attorney.  Andrea to write a letter stating a) Who we are, b) What we are, c) Where the money goes.  There is a $300 filing fee.  Upon receipt of this information by the attorney, next step is to wait for his review and response.  There may be a possibility to pay back taxes.  Matter may possibly be resolved within the next month.  

Funds to pay out soon are baritone sax repair at Plaza II ($?) and attorney fees.

Post Office Box:  small box, $58 for the year (first 13 months).  Two keys at $3 each.  Total of $64.  We determined that Josh and Beckie would be the key holders.  Paperwork from USPS on hand and completed by Beckie. Todd to write a check as soon as possible to secure the box for the club.

Todd to pick up disbursements from recent Tacoma Dome events being held at Andrea’s house and deposit.

Spokane Trip for Jazz Band Friday, November 2^nd through Sunday the 4^th.

Band Retreat will be the first weekend of Spring Break, Friday, March 29^th through Monday, April 1, 2013.

Daffodil Parade is Saturday, April 13, 2013. 

Brenda Lunden added herself to football game merch table duty for Friday, October 19^th, second half.  Also, Friday, October 26^th, second half. 

An email should be sent out now to alert everyone about upcoming OPABC meeting Monday, September 10^th due to the first Monday falling on Labor Day.    

Email to invite more volunteers to Linkin Park, Tacoma Dome event.

Organizing for pre-game meals:  Three volunteers needed per meal, prep for 25-30.  Sign up sheet to be made up and include space for name, email, cell info contact.  Pre-game meal includes entrée, dessert and bottled water, condiments, paper plates, plastic ware and napkins.  Menu ideas to sign up for can include chili, cheeseburgers, sub sandwiches, hotdogs, tacos, spaghetti, and potato bar.

Booster Board meetings to be held at least quarterly.

Insurance for the club:  Will check with Graham Hunt with Farmer’s Insurance in Orting.

New Cardinal image discussed.  Submission of the below image to Brenda.   Big advantage of this image is that it can be a red bird for OHS Cardinals or a blue bird for OMS Falcons. To be voted on by members.  Inquire about the set up cost of new image to print merchandise.

This image was drawn by a very gifted, non-band student in the spring of 2011 with the thought that it could be considered for new Cardinal gear.   At that time, the club was only considering an image for new Falcon merchandise since the club really had no OMS gear to offer.  If the image is approved, the student could use this accomplishment as a step in seeking post high school education.

Meeting adjourned approximately 8:30 pm.

 

 

 

 

 

 

Upcoming Events & Activities:

OPABC MERCHANDISE BOOTH AT HOME FOOTBALL GAMES:
           Aug. 31: Tanya Noel / Trina Hamlet
                         Kevin Hamlet / Tanya Noel
         
           Sept. 21: Josh & Michelle Tallent / Megan Maki
                          Trina & Kevin Hamlet

          Oct. 5: Trina & Kevin Hamlet (full game)

           Oct. 19: Melinda Brunson / Trina Hamlet
                         Tanya Noel / Brenda Lunden

           Oct. 26: Melinda Brunson / Trina Hamlet
                         Kevin Hamlet / Brenda Lunden

TACOMA DOME CONCESSION STAND, Wed. Sept. 5: Linkin Park / Incubus / 7 Fold
            Josh Tallent, Michelle Tallent (?), Tanya Noel (?), Melanie Erickson (?), Heidi Maschhoff (?), Deb Taylor.....please let BRENDA LUNDEN know right away if you are NOT able to work....thanks!

SATURDAY, SEPT. 8TH: National Day of Service, 9/11 Commemorative.....OPABC is signed up to work. Parents and students please meet in OHS parking lot at 8:45 a.m. for flag raising and to receive assignment. We will work until noon and then will be treated to a free lunch for volunteers.

CALLING ALL PAST, PRESENT, AND POTENTIAL MEMBERS
*SEPTEMBER OPABC MEETING
Monday, September 10th, 2012
7:00 p.m. at OHS Band Room

*This meeting has been changed from Sept. 3rd (Labor Day) to Sept. 10th

August 13, 2012 Member Meeting Minutes

                                                                                                      August 13, 2012

                                                                                                                 Monday, 7:00pm

                                                                                                                 Fox Hollow

                                                                                                                

Orting Performing Arts Booster Club

(Member Meeting)

Meeting called to order at 7:13 pm by Brenda Lunden, President.  

Attendance Sheet passed for sign-in.

Approval of minutes from June meeting.

      June minutes not available, Andrea gave a verbal review of June’s minutes.

Open issues

·        Status of 501 c3 Application (Andrea or Todd)

            Attorney:  Bryce Dille

                               317 South Meridian

                               Puyallup, WA  98371

                               (253)848-3513 ext 203

                                    email/phone tag with attorney proving no conclusions

                                    Andrea to have face to face meeting Thursday 3:00pm

                                    estimated fees $600 ($700 earmarked)

·        Tacoma Dome Concessions

                        Aug 8^th Cheap Trick/ Aerosmith

                        unofficial total $11,000, $150 tips

                        volunteer attendance,  lean

                        Therese:  portable always available to us without asking, needs three people

                                          and capable personnel to inventory

                        Checks within 14 days of show, to be dropped off 

                        at (location?)

                       

                        Upcoming Events:

                                    Wed, Sept 5, Linkin Park/Incubus/7 Fold

                                                signed up:   Josh Tallent

                                                                    Michelle Tallent

                                                        Tanya Noel (maybe)

                                                        Melanie Erickson (maybe)

                                                        Heide Maschhoff (maybe)

                                                        Deb Taylor (maybe)                                              

                                    Tues, Oct 9, Justin Bieber

                                                signed up:   Tanya Noel

                                                                    Aaron Ruff

                                                                    Heide Maschhoff (maybe)

                                                                    Meagan Maki 

                                    Sat/Sun, Jan 5-6, 2012, Monster Jam

                                                no sign up sheet passed

                                                Possibly split stand PTTE one day, 

                                                OPABC one day?

·        Christmas Bazaar (Trina/Noelle)

Progress hold, pending securing location. 

to contact Terry VanZanten

tbd:  date?  time?  place?  cost?

hoping for OMS dining facility

rent crafters a space $(35?) per table

We provide the space, promotion.

note: OPABC insurance is under PTA umbrella until 501 c3 complete

·        Pasta Feed

positive interest in next Pasta Feed, minus auction

2011 Pasta Feed over $2,000

Motion to go ahead with plans for next; seconded, approved

Going forward dependant upon venue availability and member participation

Melanie Erickson to visit Eagle’s Hall to check availability (schedule at bar)

            possible dates:      Fri, Feb 8^th

                                           Sat, Feb 9^th

                                           Fri, Mar 1^st

                                           Sat, Mar 2^nd      

note:  Deposit not refunded by Eagle’s Hall at 2011 event.   

Possibly due to changing the date numerous times. 

·        Wish-List from Aaron Ruff

coming soon

·        Other

Katherine Spader and Aaron Ruff locating grants

            prioritizing causes

Tri-M Student Store

            what inventory to carry?

            baseline for start up?

            preorder?

Tenor Sax for OHS?

            donation by Hamlet Family

            to confer with Aaron Ruff

            (tune up needed)

New Business

·         New board members

·        Secure post office box?  Fee $14 or $60?

      need OPABC ID to secure

      Check with Business Solutions Center in Orting

      Tanya Noel to talk to Gary at Post Office and call BSC (360)893-5900

·        Treasurer Report

            Rammstein $162.32

            Nickelback  $565.53

            Check from Therese handed to Beckie, to Andrea to give to Todd

            Proposal to transfer account from Key Bank to Union Bank to avoid

                        fees. Motioned, seconded, approved

            Only board members to be signers on the account:
                       Brenda Lunden, President
                       Josh Tallent, Vice President
                       Beckie Meek, Treausurer
                       Tanya Noel, Secretary

·        Merchandise Table @ 2012 Football Games

      Sign Up:

            Aug 31 with Eatonville (no band present)

                        1^st half     Tanya Noel/Trina Hamlet

                        2^nd half     Kevin Hamlet/Tanya Noel

            Sept 21 with White River

                        1^st half     Josh and Michelle Tallent/Meagan Maki

                        2^nd half     Trina/Kevin Hamlet

            Oct 5 with Sumner

                        1^st half     Trina/Kevin Hamlet

                        2^nd half     Trina/Kevin Hamlet

            Oct 19 with Washington

                        1^st half     Melinda Brunson/Trina Hamlet

                        2^nd half     Tanya Noel/ ?

            Oct 26 with Fife

                        1^st half     Melinda Brunson/Trina Hamlet

                        2^nd half     Kevin Hamlet/?

• National Day of Service

      Saturday, Sept 8, 2012

      Meet at OHS parking lot 8:45 am, flag Ceremony 9:00-noon

                  volunteer service with lunch to follow

Other New Business

• Discussion band participation in Red Hat Days, Sat, 10/ 6/12  

      Positive, band visibility in community.

      Negative, prevalent drunkenness by event attendees

      Decision not participate.

• 6^th grade Orientation

      Monday, Aug 27^th

      7:30-10:00 am  and 5:00-7:30 pm

      volunteers needed to  represent

• Merchandise Table available at OHS student registration?

      good opportunity for incoming freshmen to get their Cardinal gear

      try to sell off older merchandise

• OPABC fund distribution to be considered over all bands (performing arts)

Next Meeting

Mon, Sept 10, 7:00 pm OHS band room

Adjournment:  8:16 pm

To discuss at next meeting

• Pre-game Band dinners?

      Serving?

      Time?

      Volunteers to sign up?

• Spokane Trip?

      Friday, Nov 3 through Sunday, Nov 5

      cost?

Reminder..

OPABC Monthly Meeting
Monday, August 13
@ 7pm
Fox Hollow!