News and Announcements
Huntsville High School Band
BPA Meeting Minutes
August 16, 2016 7:00 p.m.
The initial meeting of the Huntsville High School Band Parent Association for the 2016-2017 school year was held on August 16, 2016, at 7:00 in the HHS auditorium. The meeting was called to order by BPA Board President Margaret Turner.
Margaret Turner, President
Margaret welcomed all of the band parents and guardians and gave an introduction to what we would be discussing that evening as well as what the BPA Board does. Mr. Ivey reported that rather than take a spot in the speaking order, he would speak from time-to-time on topics as it became relevant.
Sherry Seals-Tonini, 1st VP Chaperones
Sherry began by stating that medical and out-of-county forms must be completed for each child. She could collect them or they could be turned in at the box in the band room. Students may not board the bus for a band activity without completing and turning in the forms. Sherry explained that 6-8 chaperones would be needed for each football game. Chaperones earn one credit ($5.00) per home game worked and two credits for each away game or competition. Parents may volunteer on Sign-Up Genius. Forms are on the website and are collected only for band functions—not other school activities. Mr. Ivey showed how to go onto Charms to check if forms have been turned in.
Ernie Limbo and Jennifer Applebaum, 2nd VPs Fundraising
Ernie and Jennifer reported that the next fundraiser would be Fan Cloth. Catalogues are due Monday and should be distributed to the students on Tuesday. Ernie offered coupon cards for ½ off regular price and Publix cards benefitting the band. A sample of the sheets sold at the upcoming sheet sale fundraiser was offered to anyone who wanted to see them.
Susan Boothe, Treasurer
Susan presented the proposed budget printed on the back of the night’s agenda. She offered to answer all questions people had but none were asked. A motion to accept the budget as presented was made and seconded. It was then accepted without dissent. Susan stated that there are two ways to pay band fees. Students may drop payments in a marked envelope in the box in the band room or payments may be sent to the P.O. Box listed on the website. The band room box and post office box are checked at least once a week. Susan also offered to stay after the meeting as long as necessary to collect payments. All checks should be made out to HHS BPA. She then went over the new fee structure. She explained that a $50 credit is available, one per family, for one night of work at Milton Frank in the concession stand or gates. The credit can also be earned by working one night at the VBC in concessions or wrist banding. $200 is due by November 1, 2016 and all band fees are due by February 1, 2017. A 5% discount may be earned if all fees are paid by Friday. Susan explained Charms and how to check payments. She also explained miscellaneous credits. She has not put chaperones in yet for the Philadelphia trip. Monthly reminders for payments due will be sent out. Credits may be applied to trips. Mr. Ivey pointed out that credits are not cash. When a student separates from the band, credits will not be returned as cash but may be applied to another student or donated to the band. He then went on to further explain Charms, email, finances and how to update information.
Jeff McCluskey, Secretary
Jeff explained his duties as secretary. Minutes of each meeting will be prepared and posted to the website and published on a bulletin board in the band room within a reasonable amount of time. Also, at each meeting a sign-in sheet will be passed around.
Carolyn Drake, Communications
Carolyn explained that her job is to keep everyone informed. She showed on the website all of the board members’ email addresses. She also pointed out that the calendar/schedule of events is posted on the website. She asked that the student’s name be included in all correspondence as accounts are in the student’s name. She told parents that Remind 101 has replaced last year’s text notification service (Celly) and instructions for signing up for this free service are on the website. Mr. Ivey then took the floor and explained how Remind 101 worked and its purpose. He then went over some details of the schedule. A couple things have changed from the first published schedule. The year’s first competition will be on September 10, 2016 at Brewer High School. This represents a change from the original date of September 17, 2016. The last competition of the fall will be September 24, 2016 in Russellville. The rest of fall will be spent preparing for the Philadelphia trip. Mr. Ivey next shared that the band has been asked to perform at home basketball games. The band will be divided into two parts, Band A and Band B. Each band will play two games and combine for the Grissom game. Next year’s band camp will begin two weeks before the start of school. The band will play at graduation ceremonies May 25, 2017 at 5:30. He next told parents to complete the Media Usage Form if any parent does not want his or her child’s name or image used or published at band events. Two football games this season will be different from the others. The October 6, 2016 game falls during fall break and is voluntary. Also, the October 14, 2016 game against Hewett-Trussville is not required. One bus will go with seniors, section leaders, and others as required for the performance given priority.
Liz Boykin, Uniforms
Liz had a student to model the band marching uniform. She reported that all students have been fitted as best as possible but that everyone should be happy. The notecard in the garment bag should remain there. Freshmen have been issued shoes and returning students need to try their shoes on and bring them in if theirs do not fit. Gloves have also been issued to new members of the band and returning students who need them will get them at the first game. Care instructions are available and uniforms should be taken to Wilson Cleaners on Whitesburg or Hampton Cove. They have experience with the uniforms and offer band members a special rate. Picture make-up day will be September 16, 2016. She also went over the uniform to be worn for the first two football games.
Brian Ragan, Equipment
Brian reported that there are two equipment trucks. He will drive one and a parent volunteer will drive the other. However, more volunteers are needed on a stand-by basis. One of the trunks is getting a new logo painted on it.
The credit keeper could not attend the meeting but Margaret explained that the credit keeper manages credits and reports them to the Treasurer.
Mary D’Arienzo, VBC Liaison
Mary reported that her job is to coordinate at the VBC for wrist banding and concessions. Our band exclusively has the privilege to wristband but other organizations also work the concession stand. She needs several people to volunteer to wristband and it requires participation in a two hour class as mandated by the VBC. You earn $7.25 an hour with $2.25 of it going to the band and $5.00 to the student account. Kids may work the concession stand if they are at least 16 years old. Training for concessions occurs on-the-spot and does not require participation in a class. After your duties are complete, you are able to enjoy whatever activity is going on at the VBC. Participation at the VBC qualifies for the $50 credit toward band fees.
Machelle Fletcher and Roxanne Carroll, Concessions/Bricks
About 30 volunteers are needed for each home football game to work Milton Frank concessions and gates. Coordinate with Machelle. There are four home games where we are applying to work the concession stand. You are requested to arrive 1 ½ hours before the game. You should not have to pay to park or enter the stadium and will earn $5 per hour. They then went over the duties and volunteering through Sign-Up Genius. You are not limited in how many credits you may earn through Milton Frank concessions. More information on brick sales will come later.
Karen Parker, Trips Coordinator
Karen shared information on the Philadelphia trip. $400 should have already been paid. The next payment of $200 is due 9-1-16 and the final payment of $200 is due 10-3-16. Fees are different for chaperones. Play tickets have been purchased. Itineraries are still being developed and the students will have options. A packing list will be prepared. Mr. Ivey stated that a schedule will be sent out when it is ready. A travel company with extensive experience in preparing this trip is working on the details. Parents/guardians may check their students out during the trip by signing them out just like any other school activity.
Gena Black, Hospitality
Gena went over her responsibilities. On 12-8-16 a reception will be held after the Christmas program. There will also be an end-of-year banquet in May. She will also coordinate hosting the honor band in the spring.
Louise Strutzenberg, Media
Baby pictures of the seniors may be turned in at any point during the year for the Senior Banquet at the end of the year. People can also submit their own pictures that they take during the year for use at the banquet in May. Senior video instructions are available on the web site. Margaret then gave some closing remarks and asked for patience. The board is made up of parents just like them and most are new to the board.
Stuart Ivey, Band Director
Mr. Ivey then delivered some closing remarks of his own. He stated that there are other instructors and guest instructors who help with the band. Darryl Ailor is assisting the percussion section, Brian Massey with the front ensemble, and Hannah Brower the flag corps. He went over where students may get copies of music. He next went over the new fee structure and explained that it was intended to get more parent participation. Even with the fee increase (if families choose not to volunteer), HHS band fees are much lower than most other schools. Next year, HHS is switching to block scheduling and he does not know how that will affect the band program. He will seek feedback. He is usually free between 1-2 p.m. if anyone wants input. He told freshmen parents that the band takes an international trip every 4 years. Mr. Ivey stated that he is tough on the kids because he cares for them. Participation in the band makes the students better in everything. He encouraged parents to come to him if only he could answer a question and otherwise try other parents first so he can devote himself to teaching the kids. For Thursday games, the band will rehearse on Tuesday and Wednesday.
The meeting was adjourned at 8:40.
Respectfully Submitted By:
HHS Band BPA Secretary
As many of you know, our BPA budget draws about 70% of its income through band fees. While we wish that this wasn’t the case, it is simply the reality of our society. This year’s budget calls for the need of over $50k in band fees. A majority of our expenses occur during July and August. We request all members pay a portion of their band fees by July 19, 2018, to help with beginning of the year expenses.
The payment schedule for 2018-19 is as follows:
July 19, 2018 - First payment of a minimum of $200 due
July 27, 2018- Early Payment Discount (Fees paid in full by this date receive a 5% discount.)
October 1, 2018 - Second payment of a minumum of $200 due
February 1, 2019 - Fees paid in full (any remaining balance due)
Instrument Rental Fees: 1st Semester-Due September 1, 2018 & 2nd Semester-Due February 1, 2019
Band Fees Are as Follows:
All Marching Band Members (covers entire year including Concert Season) - $600
Color Guard Members - $400
Concert Season Only Members - $300
Sibling - $300
Instrument Rental - $100 per semester
In order to raise awareness and participation of our activities with VBC, we will incorporate three speical discount opportunities of volunteering per family to apply toward band fees. The first three instances of VBC wristbanding/concessions worked per family will provide a $50 credit to the students Charms account regardless of number of hours worked. With this credit offer, you have the opportunity to reduce your fees an additional $150 from the published fee.
Any additional volunteering at the VBC will earn $5/hour in Charms credits to be applied to the account. Any family who chooses not to send a parent or student to volunteer over the course of the year will pay the published band fee with no obligation to volunteer. For families to choose to pay the full band fee up front to receive the 5% discount, the $50 volunteer credit can be applied to a trip or a future year band fee. Any graduating senior should plan their payments/credits accordingly unless they want to donate credit earned to a younger student upon graduation.
Note: If you have two or more children in the band, one child will pay the full fee and the additional children will pay $300
DISCOUNT OFFER: Save 5% by paying your band fees and instrument rental in full by July 19, 2018.
Important Reminder: All fees must should be paid according to the payment schedule above, unless you work out a different payment plan with the BPA Treasurer. Seniors will not receive their cap, gown, or graduation diploma until all band fees are paid.
Pay Fees by dropping an envelope containing a check with your student(s) name in the memo line made out to HHS BPA into the band box in the band room or simply mail a check to:
HHS BPA, Treasurer
PO Box 16054
Huntsville, AL 35802
Contact HHS BPA Treasurer: Liz Boykin at firstname.lastname@example.org
When you visit our school, you will see them - HHS Commemorative Bricks! These everlasting tributes to the students, alumni, or staff of HHS are exceptional! This is a fantastic way to celebrate your graduation senior or special family member. These wonderful tributes are placed in the HHS Courtyard to honor that speical someone FOREVER! Bricks are available in two sizes: 4 x 8 and 8 x 8.
Ordering is a breeze! Simply visit www.thatsmybrick.com/huntsvillehs and follow the simple step-by-step process.
Band students will receive a $10 credit to their band fees for each large brick sold and $5 for each small brick. Contact Sandra Moore at email@example.com with any questions.
Would you like to have FUN and EARN CREDIT towards your band and trip fees?
You can earn credit for part of your student’s band fees when you volunteer! We always need volunteers. Some of the volunteer positions are: helping at band camp, chaperoning for football games and trips, helping with uniforms, and assisting with concert/award banquet hospitality. Those opportunities have a 35 Service hour limit ($175). HOWEVER, the HHS band parents also have the opportunity to check IDs and Wristband or work concessions at VBC events!!
VBC Wristbanding and concessions credits are UNRESTRICTED and can go toward band fees and/or trip fees. Contact Jen Skupien at firstname.lastname@example.org for more information. Our band parents wristband and sell concessions at numerous concerts and special events at the VBC. If you are new to band, there will be more information about wristbanding at the first band parents meeting, in August. To wristband, you must attend a responsible vendor training class. Contact Jen for all the details!
The HHS Band Parent Association meeting was held in the HHS Band Room at 7:30 pm. The meeting was called to order by President, Lisa McCrary.
Lisa McCrary, President
Lisa called the meeting to order, and announced that All State went very well. The banquet is the last meeting of the school year, but tonight is the last general parent meeting.
CALENDAR: May 3: Wind Ensemble/Percussion Ensemble Concert (7:00 pm)
May 5: End of Year Band Celebration Banquet (6:30 pm)
May 9: Symphonic/Concert/Jazz Band Concert (7:00 pm)
May 27: Graduation
Mr. Ivey, Band Director
HHS had 7 students go to All State, while Grissom had 6 attend. Wednesday was the Solo Festival in front of a panel of 2 to 3 judges. HHS had 4 in the top band and 3 in the Blue band. The Concert was very long.
The schedules for next Fall have been handed out to students, in different forms; a Composite of all dates, dates without the Philadelphia trip, and dates with the Philadelphia trip.
There were some activities we were not able to do on the Italy trip due to time schedules and crowds (such as ascend the Duomo Cathedral in Florence); so, event admissions fees will get refunded. Refunds will be credited to Charms accounts, unless for Seniors who have no amounts due on their accounts. Band rehearsals this week are on the schedule. Concert are scheduled for May 3rd and May 9th. We are splitting the concerts into two events, but students are required to attend both concerts. Graduation is scheduled for Friday May 27th, and the Band is only performing for our own graduation this year. Last year, we performed at Butler’s graduation, too.
Andrew White, VP-Chaperones
Andrew had no report for the last meeting.
Margaret Turner and Sherry Seals-Tonini, VP-Fundraising
Margaret reminded parents to use their Publix cards over the summer and give to family members. Work is starting on next year’s Media Guide. Seniors get a color picture and a bio, if they sell an ad or pay $25. The Band students can sell ads for a fundraiser. Lisa will post a “do not contact” list. We have until mid July to sell ads.
Susan Pendergrass, Treasurer
Susan presented the financial report updated as of March 31st. We did well on fundraising and collecting fees. Expenses were below expected, but instruments will go in for repair over the summer. We did not spend as much on buses this year. We still need to collect some fees from Senior.
Tracy Lovik, Secretary
The meeting sign-in sheet has been passed round the room. Tracy asked for a motion to approve the BPA meeting minutes from the March BPA meeting. Christi Robinson made a motion to approve the Minutes, which was seconded by Lisa, and a vote was taken in favor of approving the Minutes into the official record. Tracy is working with Hannah on the End of Year Banquet slide show, and has worked on collecting Senior pictures. Hannah did a terrific job this year for Media Coordinator, and took lots of pictures on the Italy trip.
Christi Robinson, Communications
Christi said the website has been updated, up through Band Camp dates.
Teri Estes, Credit Keeper
Teri has no new report.
Mary D’Arienzo, VBC Liaison
Mary is encouraging students to participate by working concessions. She still needs help filling wristbander positions. You can see great concerts and meet interesting people. Need to get the info out to rising 9th graders. Charms accounts will switch over in late May or early June. Mary does not have control over the scheduling of upcoming Responsible Vendor classes, but tries to get the info out quickly so more people can participate. Until May 1st, all service credits earned will go to the student account.
Lisa McCrary, Uniforms
Lisa said all uniforms are due now/ Please dry clean and turn in. Liz Boykin is working with her to start inventory. Please look for notes about any missing pieces. She is passing the baton on to Liz.
Janet Kaylor, Hospitality
Janet is working on the End of Year Banquet, scheduled for May 5th. Due to a conflict with the National Honor Society Induction, we had to move the start time back one hour. The Social hour will start at 6:30 pm, and the dinner at 7:00 pm at First Baptist Church. Lots of fun stuff is planned – photo booth and a mariachi band. A BPA parent donated the fee to pay for the church location. Tickets are $10. A new flyer will go out. Seniors are free; all others need a ticket up to 300 people, first come first serve.
Shelley Corbett, Concessions/Brick Sales
Shelley noted that a brick sales order is set to go in before the end of the year. Order forms are on the website. It takes about 6 or 7 weeks to get the order in and bricks installed.
Ben Davis, Equipment
Brian Ragan is our new Equipment Chair. He said the Band trucks are running great. No new report.
Sherry Tonini introduced the Nomination Committee and announced the slate for next year’s new officer and committee chairs. The Nominating Committee included Sherry Tonini, Carolyn Drake and Louise Strutzenberg. The Slate is as follows:
President - Margaret Turner
1st Vice President/Chaperones - Sherry Seals-Tonini
2nd Vice President/Fundraising - Ernie Limbo
2nd Vice President/Fundraising - AVAILABLE
Treasurer - Susan Boothe
Secretary - Jeffrey McCluskey
Communications/Website - Carolyn Drake
Credit Keeper - Sandra Moore
Media Coordinator - Louise Strutzenberg
VBC Liason - Mary D’Arienzo
Uniforms - Liz Boykin
Hospitality - Gena Black
Brick Sales/Concessions - AVAILABLE
Equipment - Brian Ragan
Travel/Trip Coordinator - Karen Parker
Sherry asked for a motion to approve the presented Slate of new Officers and Committee Chairs, which was made by Karen Parker and seconded by Christi Robinson, with those in attendance voting in favor of the new Slate of Officers. The new Board will take over officially on July 1st, but meanwhile members will work on transitioning positions with new members.
Lisa said it was an honor and pleasure to work with these kids. She has loved being the “Band Mom” and loves these kids.
Before the end of the meeting, there were a few questions about the upcoming Philadelphia trip – we have the numbers participating to meet the event requirement and the itinerary is in place. More students can sign up until September, but they cannot get the Broadway Show tickets. We have had 3 military transfers that want to go on the trip. Mr. Ivey is working with the new Color Guard members to get information out and registrations. There are 2 more payments due for the trip, with the next due on May 2nd. Mr. Ivey will be going to HMS and HCMS to get more information to rising 9th graders. We are still accepting chaperones for the trip.
The meeting was adjourned by Lisa McCrary, President at 8:15 pm.
The next HHS BPA meeting for May is the two Concerts.
Respectfully submitted by:
Tracy Lovik, HHS BPA Secretary