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Hutchinson Music Boosters Minutes
December 7, 2015 Upcoming Performances: December 21 @ 7:00 pm: Holiday Extravaganza January 29 – Choir performs at University of Minnesota, Morris. February 11 – Choir performs at Central Lutheran Church for MMEA Questionnaire Results:
Music Boosters plan to use an online forum to sell/rent instruments, run fundraisers and track students’ sales. The online options researched were:
Meetings: We discussed the need to call a meeting for time-sensitive issues. Outcome: we will continue to have regularly scheduled monthly meetings. However, we reserve the right to call a meeting as needed to make decisions or move forward on projects, which are time-sensitive. There will be times that special committees or the board may need to meet outside of the regular monthly meeting, as well. Music Boosters Future: We believe that it is in the best interest of the Music Boosters to pursue a 501(c)3 status as soon as possible. Financially, the Boosters will be able to raise more money (than without a 501(c)3 status) to donate and contribute to the music program therefore, sustaining the currently program and promoting potential growth. Kevin will work with Bev Wangerin to start drafting papers. (The Hutchinson Concert Association just joined for $400.) Tami will check with a couple accountants to identify needs for us to proceed. As we understand, once we start the process, we can act as though we are an active 501c3 organization. Future Partnership Opportunity: The Music Boosters may attempt to partner with the Hutchinson Concert Association for upcoming events. This could include master classes, Swing into Spring, or other opportunities. Booster News: We are excited to announce our new Vice President - Joyce Rath. Welcome aboard! Concessions: We have some left-over candy from football concessions if anyone would like to purchase it at cost - 20 M&Ms/ 10 Coke. Contact Ross Jureck. Band/Choir Trip: There are 2 busses with 72 members and 9 chaperones going to Florida from March 19-24th. Currently, there are 4 chaperones confirmed, so we are in need of a couple more. The next payment of $200 is due January 1. Fundraising… Fruit order delivery: week before Christmas Swing into Spring: May 13th We need to reserve the winery with a down payment of $400. Tami will check with 3M for a potential sponsorship to cover the Winery rental. Tami will also check into insurance for the event. Next Meeting: January 4 @ 8:00pm in the band room. February 1 @ 8:00 pm Hutchinson Music Boosters Minutes
November 2, 2015 Upcoming Performances: November – 10 Band; November 16 – Choir; December – 21 @ 7:00 pm Concessions: We have left-over candy. Are there any organizations that want to use it at-cost for their tourneys or concessions? Ross has a square-up device ready and available for credit card use. Charges – 10% per swipe and 15% per manual. A survey to poll if there is interest in using credit cards for concessions and fundraisers may help determine whether to pursue this further. If there is interest, then further discussion about how to implement it will be needed. (i.e., call a number to swipe, special pick-up…) Communications: To better communicate with parents at the beginning of the school year, we will draft and distribute a Music Booster introduction letter describing the purpose, function and membership of the Boosters. Although the beginning of the year has passed, we will still get contact information and proceed to connect with all parents/ guardians. The upcoming concerts will be a good forum to communicate, via a slide show, who the Boosters are and what we do to support the music program. Band/Choir Tour: Next payment of $200 is due December 1. Fundraising: Frozen Food Fundraiser: Delivery – Monday, November 23. Fruit Fundraiser: Orders go home the week of Thanksgiving; due –after Thanksgiving; deliver – week before Christmas. Swing into Spring: May 13th from 8-10. The Boosters made a motion and approved the $400 deposit to reserve the Winery. It will cost $1200. The committee will meet on November 3rd to plan the event including seeking corporate sponsorship. The New Tablet with accounting software has arrived! We are currently learning how to use it. Bylaws: We believe that it would be in the best interest of the Boosters to move toward 501(c)3 status next year. However, this process needs further discussion, investigation and things updated as we learn about this procedure and what it entails. The bylaws will most likely need revision based upon what we learn. Next meeting December 7 @ 8:00 Hutchinson Music Boosters Minutes
October 5, 2015 @ 7:00 pm Upcoming Performances: Spooky Sprint – October 31; Band Concert – November 10; Choir Concert – November 16 Football Concessions: Thanks to all who volunteered to sell concessions this football season; your support is greatly appreciated and makes a difference for our music program! Credit Card Sales: Details and logistics will be worked out so it may be a possibility next year! First step: Tablet and software for the Treasurer. Communication: New Meeting Agenda Blog: hutchmusicboosters.weebly.com Volunteer, check out the meeting agenda and minutes or give ideas/ feedback. Facebook page: Andrea Wollan Draft music booster introduction letter to include in beginning of the year communications. Concert programs: include web address Concerts: Slide show of band/choir activities and booster support/ purchases. Collect contact info. Have volunteer sign-ups available. Swing into Spring Committee: Meets Tuesday, November 3 at 8:00 pm in the band room. If you would like to help with this performance-based fundraiser, contact Tami Smithee at [email protected]. Band/ Choir Tour 2016: Hutch Band/ Choir will head to Orlando from March 19-24! Pricing will be determined by the number of students who attend. (Ball park figure is around $860, but subject to change until details are finalized.) Parent and students: $200 down payment is due November 1st. Fundraising: To help defray some of the costs of the band/choir trip there are some optional fundraisers to lighten the financial load. Frozen Food / Nordic Ware orders are due Monday, November 2; pick-up is Monday, November 23. Fruit and Coffee sales will take place in November with delivery in December. Booster Board Positions Open: * President Elect (1 year, with a commitment to be President the following year) * Band Representative OTHER MUSIC NOTES- Tri-M: New member induction was held October 11. Grants: We need to seek grants and grant writers to help fund marching band uniforms, choir folders, and robes. Ross will check the due dates of the following grants then proceed to contact resources willing to help write them. We need to consider forming a grant committee. * Burich –Tania Krueger is willing to help complete form. (Nov. 1 deadline) * Paul from Vison busing * Paul Thompson - United Way – Forms will be sent in February. * Emmett McCormick * Citizens Bank * Stearns Foundation * Family Drug * Jaycees * Hochsprung Family (Terry and Joyce) * ISD 423 Foundation * Southwest Minnesta Arts Council (SMAC) – Tim Wirt (320-587-2599) [501(c)3 required) * Walmart * Hutchinson Community Foundation / SWIF Bylaws: We need to double-check or update the bylaws to ensure that (as the treasury of the band boosters and choir boosters has combined) there are enough funds appropriated to the maintenance and functioning of the marching band. (as was the original purpose of the concession stands). Next Music Booster Meeting December 7 @ 7p.m. in the band room. If you would like to see more information about band and choir or find upcoming concerts on the website, go to either of the following sites: Hutchband.weebly.com or Hutchchoirs.weebly.com Hutchinson Music Boosters Minutes
September 14, 2015 @ 7:00 pm Upcoming Performances: Homecoming parade, Luce Line - Open Streets – September 26; Parent’s Night (Pep Band Seniors recognized before the football game) – October 2; Spooky Sprint – October 31 Football Concessions: Ross installed shelving units for more efficient operations and storage. We will need more volunteers for upcoming football games. Credit Card Sales: Ross will check out the optimal devices and logistics for offering credit card sales at the concession stand. New Meeting Agenda Blog on the Band Booster website. Will be able to post minutes, get feedback and ideas. Ross will look into it. Swing into Spring Committee: Mary Haugen, Tami Smithee, & Sara Redekop Need to book the Crow River Winery (May 6 or 13?). Schmidt Music will provide a clinician this year! Band/ Choir Tour 2016: Hutch Band/ Choir will head to Orlando from March 20-25! Pricing will be determined by the number of students who attend. (Ball park figure is around $800, but subject to change until details are finalized.) Parent and students: $200 down payment is due in October. Fundraising: To help defray some of the costs of the band/choir trip there are some optional fundraisers to lighten the financial load. Frozen food and Nordic Ware sales will begin in October. Fruit and Pie or Coffee sales will take place in November. Booster Board Positions Open: * President Elect (1 year, with a commitment to be President the following year) * Band Representative OTHER MUSIC NOTES- Choir News: The choir was one of three choirs invited to perform at the University of Minnesota – Morris on January 29th. The choir is one of 4 choirs selected to perform a 25-minute concert at Central Lutheran Church on Thursday, February 11 for MMEA! They will likely need some funds for color programs. Tri-M: Accepting applications in September and having an induction. New Names for Band: The bands will still be the same, but will carry different names. You may notice the change in the concert program or on your student’s class schedule. 1) Wind Ensemble 2) Symphonic Band 3) Concert Band NEW BUSINESS: Grants: We will need to seek grants to help fund marching band uniforms and choir folders and robes. Ross will check the due dates of the following grants then proceed to contact resources willing to help write them. * Burich – I have the form and Tania Krueger is willing to help fill it out. * Paul from Vison busing * Paul Thompson - United Way – Forms will be sent to me in February. * Emmett McCormick * Citizens Bank * Stearns Foundation * Family Drug * Jaycees * Hochsprung Family (Terry and Joyce) * ISD 423 Foundation * Southwest Minnesta Arts Council (SMAC) – Tim Wirt (320-587-2599) * Walmart * Hutchinson Community Foundation / SWIF Bylaws: We need to double-check or update the bylaws to ensure that (as the treasury of the band boosters and choir boosters has combined) there are enough funds appropriated to the maintenance and functioning of the marching band. (as was the original purpose of the concession stands). Next Music Booster Meeting November 2 @ 7p.m. in the band room. If you would like to see more information about band and choir or find upcoming concerts on the website, go to either of the following sites: Hutchband.weebly.com or Hutchchoirs.weebly.com Hutchinson Music Boosters Minutes
August 10, 2015 @ 7:00 pm Marching Band: Water Carnival Parade (Marching Band Festival): This event went well! There are some minor tweaks for next year, like keeping the busses at the school a bit longer. Overall, there were positive comments and reactions. Although there were concessions available for the students after they performed, few people purchased anything. Congratulations to the Tiger Marching Band for a Class AA First Place Finish in the Vikingland Band Festival (It’s like State!!!)! Way to bring home the medal! We are proud of your accomplishments! Concession Committee: Ruth Fisher will order concessions for the Fall Football season. We are seeking alternate storage space (i.e., green storage shed) for the concession equipment to clear out the practice rooms so the students may use the rooms to practice and test. Ross plans to update the concession stand with shelving units for more efficient operations and storage. Volunteer Spot- Online Volunteer Sign-up: Ross Jurek has collected many contacts to date and the system is working well. If anyone is interested in social media and would like to update and maintain this system and other communications, we would appreciate your input. Contact Ross Jurek.at [email protected] OTHER MUSIC NOTES- MMEA: Congratulations to the choir for being selected to perform Thursday, February 11 for MMEA! What an honor! We are proud of you! Band/ Choir Tour 2016: Hutch Band/ Choir will head to Orlando from March 20-25! Pricing will be determined by the number of students who attend. (Ball park figure is around $800, but subject to change until details are finalized.) Parent and students: $200 down payment is due by September 30. NEW BUSINESS: Grants: We will need to seek grants to help fund marching band uniforms and choir folders and robes. Ross will check the due dates of the following grants then proceed to contact resources willing to help write them. * Burich – I have the form and Tania Krueger is willing to help fill it out. * Paul from Vison busing * Paul Thompson - United Way – Forms will be sent to me in February. * Emmett McCormick * Citizens Bank * Stearns Foundation * Family Drug * Jaycees * Hochsprung Family (Terry and Joyce) * ISD 423 Foundation * Southwest Minnesta Arts Council (SMAC) – Tim Wirt (320-587-2599) * Walmart * Hutchinson Community Foundation / SWIF Fundraiser: * Carlson Pie * Concession Stand * Credit Card sales (square.com) * Glow sticks for Homecoming Parents Night on Oct 2nd before the football game. New Meeting Agenda blog on the website Booster Board Positions Open: * President Elect (1 year, with a commitment to be President the following year) * Band Representative Next Music Booster Meeting October 5 @ 7p.m. in the band room. If you would like to see more information about band and choir or find upcoming concerts on the website, go to either of the following sites: Hutchband.weebly.com or Hutchchoirs.weebly.com |
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