October 7, 2103 Member Meeting notes

Orting Performing Arts Booster Club                                                                                                                             Member Meeting

                                                                                                                                                     October 7, 2013
                                                                                                                                                   Monday, 7:00 pm  OHS Band room/cafeteria

Facilitator:  Brenda Lunden, President

I.                    Call to Order 7:06 pm

II.            Attendance:  Please sign in on attendance sheet; provide all requested information if we do not yet have it. (we will not share your info and we send e-mails via Blind Courtesy Copy – BCC so as to keep info private) - attached

III.           Reading and approval of minutes from September’s meeting (passed around). 

                Motion to approve by Laura O., seconded by Melanie E.  All in favor.

IV.          Treasurer’s Report (Bret)

With full transparency of monies in mind Bret has tried a 30 day free trial of the program MoneyMinder.  Bret showed us how this program can work for us.  It has categories set up for us to use such as Fundraising, Operational Expenses, Educational Support Program, and Last year’s Expenses not Expected.  Each one has a button you can push and all the information is right there.  It has reminders so we know when certain bills are due.  It was used for the Audit this year and made things easier.  It has a checklist of items you need to complete the audit.  This year’s audit they found a deficiency of $10.00.  The program also has a signature line so we can see who signed off on the audit.  With the program we can add anyone to view reports and have the board have full access.  The program tracks where we are in our budget.  This program is $159 for a year.   

We are going to give Aaron a pre-paid VISA instead of the cash box and receipts.  With Android tracking we have full access to what is being spend and where.

                Jason Aldean concert we made $225 in tips alone

                So far in Merchandise we have made $715.00

Balance for today is $6,142.15.  See attached sheet for all the numbers.

Motion to approve treasure report: Tanya N. 2^nd Mike M.  All in favor

V.            Unfinished/Open Business

                A.            Director’s Report            

1.       Band,  Aaron Ruff

·         All students needs have been met so far this year through donations from Booster Club parents or through school funds.

·         Friday October 18^th is all band half time show

·         Sunday October 20^th is mandatory dress rehearsal for OHS.  Time is from 5-8pm.  Dinner will be from 7-8pm.  Booster club parents will donate main dish, but we are asking all parents to donate side dishes, drinks and dessert and paper products.  Aaron will send around a survey to see if the parents would rather donate money and then we go by the supplies or if they would rather donate the food.  When we hear back then Brenda will send Aaron a sign-up sheet.   There will be 70-90 kids.

·         Fall Concert is the 21^st at OHS.

·         Daffodil selection Monday the 14^th – can be the Band and or Choir, Aaron may just have the Choir go this year.

·         October 26^th is Eat Wings, Raise Funds @ Buffalo Wild Wings.  This is a bonus fundraiser.  This will be all day and ticket coupons will be sent home with the students and there will also be students handing them out at the door all day.  We get 10% of ticket sales.  This is through ASB.  The first fundraiser helps pay for Jazz and retreat.  2^nd one pays for retreat and the 3^rd equipment.  This Buffalo Wings day could really help us get the instruments we are lacking.

·         It is suggested that we attend MS games to sell their gear.  OHS sweatshirts are down to one box.  We sell OMS gear at the concerts too.

                B.            Craft Fair (Trina, absent, Noelle W. was there)

                                                Saturday, Dec 7^th at PTR.  We do have vendors signing up, it is just going slow.  Trina has the latest check that was paid.  Noelle is seeing if the Bakery and Orting Floral will be there.  Noelle starts her craft fairs next week and should be able to get a lot more people to sign up then.  We need fliers to go out. (with kids at school, put up in stores, around town, etc).  We need sandwich boards – Brenda has 2 that we can use.  Melanie has core board we can use too.  We also need a big sign to hang up in front of the doors at the  school to let people know what is going on inside.  For decorations we need artificial trees.  Brenda has the ribbon to put on the trees.  We also need a huge wreath to go the front door to draw people in.  We need a supervisor for the day – Meagan R said she could do this. 

                                We can get in Friday night to mark off where the table will be.  Band kids can help set up and carry things in that day.  They will provide music all day.  We will sell merchandise this day too.  Melanie has 3 tables that we can use.

                                Advertising – Aaron will put it on the reader board at school.  Mike will talk to Scholtz farm about putting the information on McMillian reader board.

                                Each vendor brings their own table.  A 6x8 space is $20.00 and a 10x10 is $40.00

C.            Last Home Football game: Oct 18^th vs Steilacoom.  Dinner will be provided by parents.  Dinner info: HEALTH NOTICE:  A few of our students have peanut allergies… please DO NOT PUT NTUS IN FOOD PROVIDED FOR PEP FEASTS.  Pep Feast sign up . . . please make sure we have at least TWO people signed up to help provide main dish (other than a vegetarian dish.)

VII.         New Business

                A.            Tacoma Dome:  Big thanks to all who stepped up to help with Jason Aldean and Bon Jovi!!!

B.            Other Business? 

                Laura made a motion have Bret purchase the MoneyMinder program for the year at $159.00.  2^nd by: Meagan .  All if favor.

                501c3 update:  phone message from IRS.  “Due to the current budget situation, all IRS offices are closed.  We will resume normal operations as soon as possible.”

Beginning Band Concert is Dec 4^th, the same night as Drake at the T-Dome.

                We spent over $8,000 in program enhancements for OHS and OMS last year.  We are getting electronic bank report.  Next meeting we need to get approval for card reader.  Bret can get this through pay pal at no cost and it is set up for deposit only.  Union Bank is closing in Orting but they still have branch in South Hill.
 

VII.         Next Meeting:                  Monday- November 4, 7:00 pm OHS Band room  

VIII.        Adjournment:   Motion to adjourn the meeting by Tanya N., seconded by Melanie E.  All in favor.

 Meeting adjourned at 8:14 pm.

September 9, 2013 member meeting

Orting Performing Arts Booster Club                                  

                                                                                                                                                 Member Meeting

                                                                                                                                                September 9, 2013
                                                                                                                                               Monday, 7:00 pm
   OHS Band/choir room

Facilitator:  Brenda Lunden, President

I.                    Call to Order 7:03 pm

II.                  Welcome New Board Members: Mike (Vice-  President) and Mindy (Secretary)

III.           Attendance Sheet passed, attached

IV.          Minutes (Melinda)

                Topical reading of the August 5th meeting. 

                Motion to approve by Tanya N., seconded by Melanie E.

V.            Treasurer’s Report (Beckie, absent)

                Report given by Bret L. information given from August 1^st -30^th bank statement

     Deposit: $2288.34      Balance on Aug. 1^st 3481.50       Balance on Aug. 31^st 5764.84  

·         Sweatshirts have been ordered cost will be $1250 + tax.  Andrea M will pick up merchandise from Lovey and deliver to Brenda L. before Friday’s game.  Bret has cash box set up for Friday’s game

·         The shirts from OMS are Blue bird on Black shirt.

·         Discretionary Cash Fund to Aaron – we never returned to this.

·         Brenda L would like to make and amendment to the Bylaws that checks need to be deposited in the bank within 10 days of receiving them.

VI.          Unfinished/Open Business

                A.            Director’s Report         

1.       Band,  Aaron Ruff

·         Aaron has receipt for June approval of Awards and Plaque that we said we would purchase.  The cost is $101.74.

·         Numbers in the band are as follows.  OHS Concert band has 72 kids, Jazz Band 21, OMS 5^th period 61, 6^th period 75, and 7^th period 46.  The OHS band is too large for their room they are practicing on the stage.  The MS principal inquired about hiring a .4 teacher to help with the band, but that will not happen this year.  Hopefully next year.  They are talking about buying out Ruff’s contract so he teaches 6 periods with no prep period.  Next year blend the two directors.

·         2 fundraisers this year 1.  Fall – Sell Coffee  cards, similar to the candle cards.  Buy a $20 card and get $40 value.  2 – Saturday after the fall concert they are doing a Eat Wings Raise funds night through Buffalo Wild Wings.

·         The High School band is going on a Sunday retreat to Camp Arnold, September 15^th.  This is to unite the band and the hope is that this will decrease the time needed at the retreat at the end of the year.

·         Band contributions/scholarships – we have 9 children using district instruments so far.  We do not want a child not to take band because they can’t afford it.  There are 2 OHS students that need help with the retreat, 1 OHS student that needs polo, 2 OMS students that needs the polo and book paid for.  Parents at this meeting spoke up and paid for these items.

·         Aaron gave props for the best parent turn out for the beginning year turn out to the meeting.  Tanya is still involved even though she no longer has a child in the band.

·         Brenda L and Bret L. will be representing the Booster Club at OMS book buying night.             

                     2.            Choir, Jackie Backus (absent)

 

                B.            Pumpkinfest Pancake Breakfast: Brenda L

                             Put on hold  since we still have not heard from the IRS                

                C.            Craft Fair (Trina, absent, Noelle W. was there)

                                                Saturday, Dec 7^th at PTR.  Suzanne M. has received some business cards of interested vendors.  She will send the contracts out to those people.  Noelle W. assured us that she has people coming, just need  to remind them to turn in their contracts.  She encouraged us all to start spreading the word.

                D.            Spirit-Wear

                                                Ordered…expecting delivery on Thursday, Andrea M will pick them up and get them to Brenda L. who will bring them to the game.  Volunteers for the first game are First half – Brenda L and Melinda B.  no one has signed up for the second half.

·         We are putting on hold any additional merchandise sells until we hear from the IRS.

VII.         New Business

                A.            Tacoma Dome (*sign up sheets passed)

                                Sept 27- Jason Aldean

Oct 5- Bon Jovi (John Oriolt and Therese Williams will not be working this event)  Brenda L will be overseeing the cash count and Aaron R. and possibly Josh T. will be overseeing the inventory count.

B.            Treasurer:  Becky Meek has stepped down from the role of Treasurer.  As it is a 2-year term, and we are only 1 year into it, Bret Lathrop has volunteered to step in to serve as Interim Treasurer until the end of the term (July 31, 2014).  Suzzane M. made a motion to  accept Becky’s resignation and Andrea M seconded it.  All in favor.  Laura O. made a motion that Bret Lathrop be made interim Treasurer starting Monday September 16, 2013.  Deb T seconded the motion.  All in favor.  New board members need to go to the bank to sign the bank signature card.  Michael McCoy is replacing Joshua Tallent as Vice-President and Melinda Brunson is replacing Tanya Noel as Secretary.  Bret Lathrop is replacing Becky Meek as Treasurer

               C.            Pep Band Playing Schedule for Home Games:

                                Sept. 13, with Evergreen                                              Sept. 20, with Franklin Pierce

                                Oct. 4 with Clover Park (Homecoming Game?)   Oct 18, with Steilacoom

                                  The dinner will start of 5 pm for the pep band kids and food needs to arrive at 4:45pm.  Tanya N is lead for the first week.

D.                              Good of the order?

·         The finance subcommittee will meet Wednesday at 7 pm at Bret L house.

·         Brett L suggested that we finalize contribution/scholarship to the band program so that it is in the budget.  We have to account for all money needs.

·         Brett L is looking into a credit card reader for us to use, but it will not be ready for this week’s game.

·         With the thought of full transparency with our funds, Brett L is ordering a program with a 30 day free trial and $100 for the year.  This program will allow us to put our books online and the board has access to see the information.  We can also print out the end of the year reports.

·         Marketing – Bret L is working on getting a donate button on Facebook, Facebook needs more likes.  At the camp coming up on Sunday we should be there as a Booster Club to get parents to sign up to help.  We should also be at the open house for OMS and OHS to get parents interested in Boosters.

·         Laura O. said she would give a quarterly report to the school board about what we have been doing as a Booster Club.

               

VII.         Next Meeting:                  Monday- October 7^th , 7:00 pm OHS Band room

                 

VIII.        Adjournment:   Motion to adjourn the meeting by Melanie E., seconded by Michael M.  All in favor.

                                                Meeting adjourned at 8:22 pm.