Huntsville High School Band

HUNTSVILLE HIGH SCHOOL BAND PARENT ASSOCIATION (HHSBPA)

GENERAL MEETING

August 20, 2013

The first HHSBPA monthly meeting was called to order by Rich Arnold, President, at 7:30 p.m. in the auditorium. Meetings are scheduled for the second Tuesday of every month. Any changes to this schedule will be announced.

Rich Arnold, President

•  Welcome
• The first semester consists of marching band during home and several away football games, which will all be held on Friday nights this year. When buses are used to transport students to out of town games, competitions, and trips, parent chaperones will be needed. The band will also participate in two competitions, one in Gadsden on Saturday Sept. 28 and one in Florence on Saturday Oct. 26. Other events that marching band will participate in are the Veteran’s Day and Christmas parades
• During second semester, the students are in concert band, consisting of advanced and intermediate. Chair tests will take place sometime after marching band season. Students will perform a set piece for Dr. Spencer. The winter concert will be in early December. In January or February, students will participate in the Music Performance Assessment (MPA), during which judges score their performance. Last year, the HHS Intermediate Band received all 1’s, which is the highest attainable score!
• State events (optional) include All State Jazz Band, where students record CD’s of scales and two jazz pieces and submit them for evaluation. The deadline for submissions is November 1. All State Concert auditions are in January. The participants tryout and receive scores. The top performers proceed to All State and All District competitions. Solo Ensemble competition will be in the spring (April or May).
• All parents of band students are encouraged to volunteer in some capacity during the school year. Credits are awarded for service hours, and credits earned help offset students’ individual band expenses. There are also multiple fundraiser opportunities to help offset costs. Some involve a 50/50 split with BPA and others go 100% to the student accounts. Please see Rich, Rebecca Brooks, or Dr. Spencer if you have any financial and/or account concerns.
• Introduction of Dr. David Spencer, HHS band director. He earned his BA from Auburn, his Masters from University of South Mississippi, and Doctorate from North Texas. He has been HHS director for 34 years. He is also involved with the Huntsville Symphony Orchestra (plays trumpet) and the Twickenham Winds. He is a Recipient of the Harold J. Wilson Music Educator of the Year award.

David Spencer, Band Director

Dr. Spencer stated that his goal is “to instill culture and excellence in the band program via hard work.”

• His first and last class rules are to be on time. Only water is allowed in the band room (no food or gum). Pranks will not be tolerated. Electronic devices (i.e. phones, etc.) will be confiscated if used during class.
• If your child needs to miss a rehersal, please let him know in advance via email. His address is William.spencer@hsv.k12. org. You can also access his email via the band and school website links.
• Mondays will be free days, which is a good time to schedule doctor and other appointments. Unexcused absences will be reflected in students’ grades. First 9 week grades consist of 50% attendance and 50% music performance. He expects each student to play music during the requested time.
• Charter buses will be used for the Oxford and Pell City games (see schedule on website). Yellow busses will be used for the games closer to home. Dr. Spencer prefers that students ride the bus to games. If a parent wants to take their child home, please tell a chaperone!
• Students need to bring everything that they will need for away games that morning. This applies to games where students need to load busses right after school.
• Parents are responsible for getting students to any events at Milton Frank Stadium.
• December 12, 2013 will be the first HHS formal concert.
• Combined spring trip with the Choir is planned for April 24-27 in Williamsburg, VA.
• Important websites include:

1) Charms Music (www.charmsoffice.com). This site is used to generate band emails. There is a link to this site on the band website as well. User name is huntsvillehsband  and password is the last four digits of student’s social security number.

 All financial records can be accessed from the Charms website. Please update all personal information on charms including name, address, emails, and all phone numbers.

2) www.huntsvillehighband.com

Tim McElyea is Webmaster for this site.

The four mandatory forms can be downloaded from this site. They are due Friday, August 30.The HHS Field Trip form has to be notarized. This form is used for all field trips associated with HHS. Ms. Sharpe, our school secretary, is a Notary. You can also obtain Notary services at banks and credit unions.

• The band schedule for each week will be sent via email, usually on Sunday nights. Please be aware that the band website is approximately 90% accurate. Updates are made as timely as possible.
• The football schedule is posted on the band website; it is subject to change.
• This Thursday, August 22, is the Jamboree at Milton Frank Stadium. It is a scrimmage game. The band will play the National Anthem and Fight Song; we will plan to leave after half time. Please wear red band shirts and jeans.
• Donations of 2 cases of water/student are requested.
• MPA will be in Hartselle this year (end of February) due to construction at HHS.
• Please remember that the band room is not locked. Do not leave any valuables unattended! Dr. Spencer suggests leaving valuables in your school locker or you may leave items in Dr. Spencer’s office or the uniform room, which is locked.

INTRODUCTION OF BPA BOARD AND COMMITTEE BY RICH ARNOLD

BPA is a parent run organization and it operates via by- laws outlined on the band website. The board and committee members main job is to support Dr. Spencer.

Barbara Bozeman, Communications

She generates all of the band emails via Charms. The messages come from

Dr. Spencer and various people on the board and committees, not directly from her. Please alert Barbara if you are not receiving emails.

Please note that Barbara does not handle band finances. Please address Treasurer Rebecca Brooks with any concerns.

Shelley Corbett Concessions/Brick Chairperson

Not present

Tim McElyea, Web Master

Not present

Stephanie Thomas, Hospitality

Not present

Andrew White, 1^st VP Chaperones

Chaperones are needed for Oxford and Pell City football games, MPA in Hartselle, spring trip, and competitions. Please see band website for chaperone duties.

Cynthia Smith and Lauren Carter, 2^nd VP Fundraising

• All fundraising opportunities are listed on tonight’s handout.
• Enjoy the City coupon book sales are extended until September 5. There will be an announcement of Cynthia and/or Lauren’s availability to collect orders and money. These books have $5 Star coupons, which are also accepted at Publix. This is a great selling point!
• Please use Publix Partners key cards (passed out during tonight’s meeting) at Hampton Cove and Whitesburg Publix stores. These earn money for the band whenever you shop there.
• Donors are needed for December market and silent auction
• Leftover band items (T-shirts, magnets, coffee mugs, etc.) will be available at reduced prices after meeting.

Rebecca Brooks, Treasurer

• Rebecca stressed that BPA is not a booster club, and fees are mandatory.
• Credit cards will be accepted this year. However, there will be a 3% service charge for credit card use. If all band fees are paid in full by September 15, 2013, the 3% fee will be waived.
• There is a statement generated monthly via Charms. Please make sure that a PARENT’S email is entered in Charms so the student doesn’t receive the statement. Please check the statement before the monthly meeting so you can address any concerns with Rebecca. Mistakes do happen!
• When submitting a check, please make sure the student’s name and what payment if for is noted on the memo line. Checks can be deposited in secure payment box in band room. PLEASE DO NOT USE CASH!
• The 2013-2014 budget was presented, and copies were distributed to band parent members at the meeting. A motion was made to accept, followed by a second motion and a vote. Budget was approved.

Lisa McCrary, Uniforms

• Lisa is in the band room almost every day if you need anything related to uniforms.
• Lisa showed a sample of the band uniform. Red band shirt is worn under bib, and jacket is worn on top. Hats are also issued to band members.
• Black crew length socks are required. Ankle socks are NOT acceptable. If a student does not have their own socks, she will charge their band account $5.
• The uniforms cost $60,000 and are only purchased every 10 years. Each piece is numbered and assigned to individual students. She keeps a list of the assignments with her at all times, and the list will be posted on Charms.
• She urges everyone to take good care of the uniforms. This includes regular dry cleaning of the bibs and jackets. Wilson’s Cleaners on Whitesburg Drive and in Hampton Cove are the ONLY AUTHORIZED CLEANERS. They offer a discounted rate of $6.50. Lisa will charge $15 to a student’s account if she has to take a dirty uniform to be cleaned.
• If you receive a jacket with marks over the shoulder area, it was worn by a percussion or sousaphone player. The instrument straps leave marks.
• Uniforms are issued in red garment bags and include hangars. Please return these hangars at the end of the year along with the garment bags.
• Please don’t altar the uniforms in any way. Jacket sleeves and bibs have snaps to adjust length. Turn pants inside out while wearing shoes to make adjustments. PLEASE BE SURE TO SNAP PANTS AND JACKET SLEEVES BEFORE GAMES. Bib hems are damaged if they drag the ground.
• SHOES: Freshmen can pick up their shoes in the band room. Returning students needing shoes have two options: 1) buy a new pair for $35 or 2) bring gently used pair to exchange for another gently used pair.
• Red band shirts should be here by tomorrow.
• Please try on band shirts and shoes BEFORE the game to be sure that they fit, and to ensure that you have both shoes! She has very limited numbers and sizes of spare shoes and red shirts.
• Please provide your student with a plastic bag to store coats while in the stands.
• Lisa will send an email later in the year stating when jackets and bibs are to be returned. Students planning on returning to band next year may keep red shirts and shoes.
• Chaperones will hand out plumes and gloves at the games and collect them afterwards.
• She requested that students limit what they bring to games (i.e. no purses). There are pockets in the jackets for wallets, phones, and money.
• Lisa also handles the uniforms for concert season.

Cathy Patneaude, Color Guard

• Garment bags will be issued next week.
• Color guard members are allowed to go on band trips.

Jennie Davis, Trip Coordinator

• Parents can make a head start on payments for the spring trip if desired. Please mark on check what the payment is designated for. Payment will be listed as Miscellaneous in Charms for now.

Mary D’Arienzo, VBC Wristbanding Liason

• Parents can earn money for accounts by wristbanding at VBC events (concerts, Havocs hockey games, etc.). This involves checking ID’s for legal drinking age, and then placing a wristband on VBC patrons can purchase alcohol.
• Wristbanders must be over 21 years of age and attend a required training course (approx. 2-3 hours) at the VBC. This course is only required one time.
• VBC pays the BPA an hourly wage per wristbander ; a small portion of this money goes to the BPA and a larger portion is deposited directly into the student’s band account. There are no limits on the amount of wristbanding  you may do.
• Mary needs wristbanders due to the loss of people due to graduation. You get into the event that you are working for free.
• She will send an email detailing events and dates to all band parents.
• If you are interested, please contact Mary. She has a volunteer sheet with her tonight.

Shelley Corbett, Concessions/Brick Chairperson

Shelley was not present; Rich made announcements

• Last year, a total of $8000 was made on home game concessions ($4000 to parents, $4000 to BPA).  Parents earn money that goes directly into their accounts.
• Please click on Shelley’s link on the band website and provide name and email. She’ll contact parents regarding duties, times, etc.
• BRICK SALES: The band sells engraved commemorative bricks during the school year, which are placed in the school courtyard by the flagpole. Yellow forms are located on the wall in the band room. Students earn $5 for each small brick (2 lines) and $10 for each large brick (3 lines). There is no limit on the number of brick sales.

Susan Pendergrass, Credit Keeper

• Susan works closely with the Treasurer.
• There is a maximum of 35 service credits/year for a total of $175.

Stephanie Thomas, Hospitality

• Not present; no announcements were made

Ben Davis, Equipment

• Please remind students to load their instrument cases onto one of the two white band box trucks after games.
• Dr. Spencer interjected to make sure names are on the cases (i.e. via tape, luggage tag).
• Cases will be placed on the ground for the students; they must load their own instrument and load it on the trucks following the games.
• Students help to load instruments on the trucks before games.
  
  
  Marcy Simon, Secretary 
  
  
  I will post minutes on the band website. Please make me aware of any changes or corrections. I will also post a copy of the minutes on the whiteboard in the band room.

Meeting was adjourned at approximately 8:45 p.m.