Huntsville High School Band

Huntsville High School

Band Parent Association Meeting

Thursday July 20, 2017, 7:00 p.m.

Huntsville High School Auditorium

 

The first meeting of the Huntsville High School Band Parent Association, for the 2017-2018 school year, was held on Thursday July 20, 2017 in the HHS auditorium. The meeting was called to order by Carolyn Drake at 7:00 p.m.

 

 

Carolyn Drake, President

 

Carolyn welcomed everyone to the meeting and then introduced Mr. Tankesley.

 

Mr. Tankesley, Band Director

 

Mr. Tankesley welcomed parents and let them know we need their help to make this organization great. We have a place where talents can be used, whether it is hosting, driving band truck, working concessions or VBC. We have about 160 kids that are working hard at band camp. He shared that WAAY TV, Channel 31 came by and did a segment on the heat and how our kids were handling it.

 

He introduced the contract band staff, Hannah Brower, Color Guard coach and Darryl Ailor, Percussion Instruction. He requested everyone make sure they are receiving our emails and text messages and to also check out our Facebook page and Twitter account. He stated that we have the lowest band fees in the area and would like to keep it this way. We can only keep fees low by participating in fundraisers. Please feel free to email him if you have any questions or concerns.

 

Carolyn Drake, President

 

Carolyn reiterated that we need volunteers to make this organization great and keep it working for our kids. She also asked that each family volunteer at least three times during marching season. She then introduced the board and committee chairs:

Jeff McCluskey – 1^st Vice President (Chaperones)

Jennifer Applebaum and Louise Stuzenberg – Co 2^nd Vice Presidents (Fundraising)

Susan Boothe - Treasurer

Angela Davis - Secretary

Roxanne Carroll and Machelle Fletcher –Co-Chairs, Concessions & Brick Pavers Committee

Sandra Moore – Credit keeper

Brian Ragan – Equipment Director

Gena Black – Hospitality Committee Chair

Ben Boles – Media Coordinator

Karen Parker – Trips Coordinator

Liz Boykin – Uniform Committee Chair

Elizabeth Butz – Color Guard Liaison

Mary D’Arienzo – VBC Liaison

 

After introductions were made Carolyn moved on to talk about show theme, the preview show at Milton Frank Stadium, when meetings are held and then new rookie guide for all new band parents and students. She also stated that we are revising our constitution and bylaws. There are two positions on board held by parents of seniors and the need for non-senior parents to shadow them and learn the ropes to potentially work in that capacity next year. She also shared how we communicate with everyone. We use Remind 101, Facebook, Twitter and Charms. Charms is our main source of communication in Charms you will find the calendar, finance information, and be able to sign up here to volunteer. If you cannot get into your Charms account please contact her.

 

Susan Boothe, Treasurer

 

Susan presented the proposed budget, band and instrument rental fees, and explained that most of our expenses are incurred during marching season – especially at the beginning of the year. She talked about fee deadlines, with first payment of fees $200 due by September 1 and remainder due February 1.  Susan reminded everyone that by volunteering you can receive credits that help pay these band fees.  She shared we are willing to work with you on fees if you have issues making the payments by the due dates - please talk with her or Mr. Tankesley.  Fees can be put in bandbox or mailed to the P.O. Box listed on the website. Susan covered how to read your financial statement and how she puts it in Charms.  If you pay full fees by August 18, 2017 you will receive a 5% discount.  Susan is one of the positions looking for someone to shadow her that may be interested in taking her place on the board, as she will be leaving after this school year. The budget was then presented for approval and passed unanimously as presented.

 

Jeff McCluskey, 1^st VP – Chaperones

 

Jeff stated his main job is to make sure there are adequate chaperones at each event. He shared this is an easy way to meet the kids and get to know other parents. When you volunteer you earn credits for your account. On the website there is an outdated handbook on chaperoning. His second Job is to make sure that all medical releases and out of county forms are filled out for all trips. If we do not have the completed forms your child will not be able to participate at any games or trips.

 

Louise Struzenberg, 2^nd VP- Fundraising

 

Louise talked about the media guide, which is put out by the football boasters. The guide is sold at all football games and we will now get to man some of the booths at the games to receive some profits.  There are ads in the back of the media guide. The ads run from $100 to $500 each. This year they have gotten their prices down to about $35 a page. After you subtract out the $35 from the ad price the rest is profit which they will split 40/60 with us. For seniors to be in the guide with bio you will need to pay $25 or sell an ad.  The senior bio and money must be turned n by August 4. Also new this year with the media guide ads that used to be owned by a certain organization that are not sold or renewed by July 16 are now open to any organization. Please go out and sell those ads.

 

Jennifer Applebaum, 2^nd VP-Fundraising

 

Jennifer shared that fundraising is very important to our organization as it helps keep our band fees lower. We will kick off this years fundraising with Fan Cloth. This information will be sent home from band camp with the kids next week. Other fundraising opportunities will be the coupon book, simple sheets and we will continue with the holiday market and silent auction. We may possibly do a Boston butt sale and will take any other suggestions you have. We also have the Publix key cards which equal free money when you shop at Publix. We have these keycards in band room as well as car magnets.

 

Sandra Moore, Credit Keeper

 

Sandra explained that when you volunteer you get credits. There is a chairperson for each event and that person will turn who worked that event and you will receive one credit. She will put it on a spreadsheet that will then be sent over to the treasurer to be entered into your account. You receive one credit for home games, parades and uniform fitting. You get two credits for away games and competitions. YOU can only receive a maximum of 40 per year. You will receive unlimited credits for working VBC or Milton Frank Stadium. Each family can also earn a one-time $50 credit per family the first time you volunteer at Milton Frank Stadium or the VBC. If you don’t see your credit right away or within a month please contact her or Susan Boothe.

 

Liz Boykin, Uniforms

 

Liz mentioned that Louise talked about media guide and reason we take band pictures so early is to get the pictures back in time to be included in this guide. Life touch this year allowed for online ordering but you will still need to fill out form that is in band room. She then showed the uniform and its parts. These uniforms and hangers are expensive. If you don’t send hanger back your account will be charged $5. Uniforms cost about $500 please take care of them. She said all students are being taught how to properly hang the uniforms.  For first 2 games they will wear show shirts and khakis due to how hot it can be. You can get the uniforms cleaned at Wilson Cleaners for $5.50.

 

Mary D’Arienzo, VBC Liaison

 

Mary talked about opportunities for wrist banding and concessions at VBC. Wrist banding requires us to check IDs and you do need to take the responsible vendors class. This class is about 2 hours long and you receive credit for attending. Once you have completed this class she can schedule you for events. This is something only Huntsville High is able to do. Concessions you have to be 16 years or older to work. These opportunities allow you to make a good amount towards your child’s account. She will put out an email when she knows what she needs staffing for. You do need to email her to sign up since VBC events are not in Charms.

 

Closing remarks

Carolyn reminded everyone that those on the board are parent volunteers, many of which work full time and requested parents please be patient and understanding with us if they do not receive an answer or resolution to an issue as quickly as they might have anticipated. She also invited everyone to move to the band room for a visitation fair.

 

The meeting was adjourned at 8:30.

 

 

Respectfully Submitted By:

Angela Davis

HHS Band BPA Secretary