Booster Meetings 2014

2014

January 14, 2014

Booster Minutes

 

Melanie Esslinger opened the meeting with the treasures report.  Motion to accept minutes as read was made by Regina Ezzell and seconded by Scott Boyle.  The motion carried.

 

Melodie Wilshire asked about adds for  the CIPA.

 

Mary Bates read the December minutes.  A motion to accept the minutes as read with one correction was made by Regina Turner and seconded by Doug Esslinger.

 

Two fundraiser dates were set.  The pancake breakfast will be April 12, 2014 at Texas Roadhouse.  The car show will be July 19, as long as approved by administration since we use the school grounds.

 

Upcoming CIPA event:

This years CIPA will be a smaller show than before. All of the CIPA shows are a lot smaller this year.  We will probably only have 18 schools.

 

Expenses the booster will have to cover:

  1. judges approx. $100 a piece – we have 6 judges
  2. CIPA representatives
  3. Hotel rooms

 

To help cover the expenses of event we will sell program books.  The program books will contain the names of schools, advertisements from companies, and student recognitions from parents.  We need to sell a lot of adds to cover most of the expenses.

 

Scott Boyle taking the responsibility of getting program book together.  He will also check with UT printers to see what they will charge to have it printed.

 

There will be some vendors set up to sell merchandise. Each vendor will pay  $100 a table to set up.

 

We have two food vendors setting up.  Kona Ice and Moe’s.  They will be giving the boosters 20% of their profits.

 

Regina Turner went over list of volunteers that she currently had for CIPA.  She added several from tonight. Regina requested team leaders to contact her with additional information.

 

We will have a Silent Auction as well to raise money.

 

Set up will be the night before.

 

Mr. Humber will get an email out with a list of dates of other shows so if any one wants to go see a show.

 

A motion to dismiss was made by  Regina Turner seconded by Melodie Wilshire. The motion carried.

 

April 2014 Booster meeting minutes

 

Terry Wilshire – President, called the meeting to order.

 

Mary Bates – secretary, read the March meeting minutes.

 

Regina turner made motion to accept minutes as read Doug Esslinger seconded.  The motion passed

 

Terry  discussed how well the March CIPA show went.

 

Melanie Esslinger presented the Treasures report.  One from February and one form March.  February report $14878.77 beginning balance with an ending balance of $14665.28.  March beginning balance $14665.28 and an ending balance $ 16,115.33.         The total profit from CIPA was $4,210.14.  The profit amount was similar to years past.  Motion to accept the treasures report as read was made by Tammy McCarter, and seconded by Regina Turner.  The motion passed.

 

Vikki Nichols stated that the Pancake breakfast would be April 26th at Texas Roadhouse.  Student had to have money and tickets have to be in by April 22.  Tickets have a coupon on the back for   free $5 appetizer.    Vikki needs a couple of adults to help that morning.  Amanda Wilshire is going to call Walmart to see if we can sell tickets in-front of store that morning.

 

The election committee members are Becky Doyle, Vicki Nicholas, Rene Boyles, Regina Ezell, and Mr. Humber.

 

Other business discussed:

The end of year party/lock in/ banquet was discussed.  To be possibly at Rutherford Memorial Methodist Church.

 

Car show is July 19th.  A suggestion to add motorcycles to the flyer was made along with concession stand.

 

Thank you notes still need to go out to sponsors from CIPA

 

Mr. Humber was going to reorder T-shirts for drumline. He needs the t-shirts order to run through boosters.

 

Scott Boyle took CIPA floor back to NC owe for gas.

 

Motion to dismiss Regina Turner, Michelle Brewer and seconded by Doug Esslinger

 

2014

January 14, 2014

Booster Minutes

 

Melanie Esslinger opened the meeting with the treasures report.  Motion to accept minutes as read was made by Regina Ezzell and seconded by Scott Boyle.  The motion carried.

 

Melodie Wilshire asked about adds for  the CIPA.

 

Mary Bates read the December minutes.  A motion to accept the minutes as read with one correction was made by Regina Turner and seconded by Doug Esslinger.

 

Two fundraiser dates were set.  The pancake breakfast will be April 12, 2014 at Texas Roadhouse.  The car show will be July 19, as long as approved by administration since we use the school grounds.

 

Upcoming CIPA event:

This years CIPA will be a smaller show than before. All of the CIPA shows are a lot smaller this year.  We will probably only have 18 schools.

 

Expenses the booster will have to cover:

  1. judges approx. $100 a piece – we have 6 judges
  2. CIPA representatives
  3. Hotel rooms

 

To help cover the expenses of event we will sell program books.  The program books will contain the names of schools, advertisements from companies, and student recognitions from parents.  We need to sell a lot of adds to cover most of the expenses.

 

Scott Boyle taking the responsibility of getting program book together.  He will also check with UT printers to see what they will charge to have it printed.

 

There will be some vendors set up to sell merchandise. Each vendor will pay  $100 a table to set up.

 

We have two food vendors setting up.  Kona Ice and Moe’s.  They will be giving the boosters 20% of their profits.

 

Regina Turner went over list of volunteers that she currently had for CIPA.  She added several from tonight. Regina requested team leaders to contact her with additional information.

 

We will have a Silent Auction as well to raise money.

 

Set up will be the night before.

 

Mr. Humber will get an email out with a list of dates of other shows so if any one wants to go see a show.

 

A motion to dismiss was made by  Regina Turner seconded by Melodie Wilshire. The motion carried.

 

April 2014 Booster meeting minutes

 

Terry Wilshire – President, called the meeting to order.

 

Mary Bates – secretary, read the March meeting minutes.

 

Regina turner made motion to accept minutes as read Doug Esslinger seconded.  The motion passed

 

Terry  discussed how well the March CIPA show went.

 

Melanie Esslinger presented the Treasures report.  One from February and one form March.  February report $14878.77 beginning balance with an ending balance of $14665.28.  March beginning balance $14665.28 and an ending balance $ 16,115.33.         The total profit from CIPA was $4,210.14.  The profit amount was similar to years past.  Motion to accept the treasures report as read was made by Tammy McCarter, and seconded by Regina Turner.  The motion passed.

 

Vikki Nichols stated that the Pancake breakfast would be April 26th at Texas Roadhouse.  Student had to have money and tickets have to be in by April 22.  Tickets have a coupon on the back for   free $5 appetizer.    Vikki needs a couple of adults to help that morning.  Amanda Wilshire is going to call Walmart to see if we can sell tickets in-front of store that morning.

 

The election committee members are Becky Doyle, Vicki Nicholas, Rene Boyles, Regina Ezell, and Mr. Humber.

 

Other business discussed:

The end of year party/lock in/ banquet was discussed.  To be possibly at Rutherford Memorial Methodist Church.

 

Car show is July 19th.  A suggestion to add motorcycles to the flyer was made along with concession stand.

 

Thank you notes still need to go out to sponsors from CIPA

 

Mr. Humber was going to reorder T-shirts for drumline. He needs the t-shirts order to run through boosters.

 

Scott Boyle took CIPA floor back to NC owe for gas.

 

Motion to dismiss Regina Turner, Michelle Brewer and seconded by Doug Esslinger

 

June 10, 2014

Booster Meeting

Scott Boyles opened the meeting and welcomed new members.

 

Scott suggests maybe doing a new band parent orientation for band/guard/majorettes soon after school starts.  He will talk to Mr. Humber and Mrs. Reeves about doing this possibly for the August 12th booster meeting.

 

Treasure report  was presented by Melanie Esslinger.  This is the final one from Melanie, Michelle Ellis the treasurer elect will begin next month.  Doug Esslinger made a motion to accept treasures report as read and Michelle Ellis seconded the motion.  The motion carried.

 

Mary Bates read the May minutes as recorded by Amanda Wilshire.  Regina Ezzell made a motion to accept minutes as read and Rene Boyle seconded. The motion passed.

 

Mary Bates discussed the upcoming car show on July 19th.  Several folks have signed up to work the day of the show but we still need more volunteers.  Mary had flyers available and asked for volunteers to take them to various car shows in the Knoxville and surrounding areas.  Tammy McCarter has contacted Walgreens to put it on their sign for car show.  Tammy and Lisa Beauford have also been working on getting door prizes donated.  Mary requested permission to order T-shirts for the car show.  We will use the same design as last year with an update to the year added.  A discussion about how many to order, how many to give on registration, and how much to charge for more shirts.   A motion was made to order 50 shirts, give the first 25 registrants a free shirt, and sell the rest for $15.  Chris Arms made the motion to accept the shirt request and Rene Boyles seconded it.  The motion carried.

 

Fundraisers:

Coke Sale – are scheduled to begin during band camp.

 

Rebecca Ammans is leading the candy bar fundraiser.  This will begin at the next booster meeting.  Rebecca will send Mary information to send out to parents so that everyone is aware of this fundraiser. The money from this fundraiser is to go towards general booster fund.

 

There was a great discussion on using fundraisers to help students with fees. Many parents wanted to know if there would be a fundraiser this year to help with band fees.  A suggest was made that possibly with the coke sales the profit could be split 60% to booster fund and 40% to students.  This was tabled for the next meeting.

 

A motion was made to have a car wash and students or parents that show up to work will share in the proceeds made from the car wash.  This motion was made by Scott Boyles and seconded by Regina Ezell.  The motion carried.  Scott is going to get this set up.

A date for clean up of the concession stand and storage room was set for July 8 at 6:00 p.m.  A motion was made by Scott Boyles to have a short booster meeting first and then begin clean up. The motion was seconded Shelia Staley. The motioned carried.

A motion to dismiss was made by Regina Ezell and seconded by Rene Boyle.  The meeting was dismissed.

July 8, 2014

Booster Meeting

 

President Terry Wilshire opened the meeting and welcomed everyone.

 

Terry discussed what needs to be done for clean up tonight in the storage room and concessions that would occur after the evening business meeting

 

Terry also thanked Scott Boyle, Vice President, for filling in for him at last business meeting.

 

Terry informed the boosters that the officers had met as a group during June.  During this meeting the officers discussed updating the standing by-laws of the Gibbs Band Boosters.  The officers reviewed the by-laws and made changes.  The updated by-laws will be emailed out prior to the August meeting and will be voted on at the August Booster business meeting.  The officers also decided that the Band website will have monthly business meeting minutes and treasurers reports posted for all to see and review.

 

Michelle Ellis, treasurer, was given a bill to pay for the second half of majorettes uniforms.

 

Candy sell began tonight (July 8, 2014). If all boxes of candy are sold the profit will be approximately $3,000.00. Rebecca Ammons discussed the incentives for the candy sells.  All money is due by August 28th.

 

The Coke sell will be coming up at start of band season.

 

Terry discussed many expenses that the boosters occur throughout the year.

 

Michelle Ellis presented the treasures report. The beginning balance was $14715.37. The only disbursement in June was for majorette uniforms. Regina Ezell made a motion to accept the report as read and was seconded by Tammy McCarter.  The motion carried.

 

Scott Boyle will see about getting a sign recognizing the community supporters to display at the concession stand for football games.

 

 

Insurance – at the May meeting it was decided to lower the insurance rate to not cover all the instruments, uniforms, flags, etc. inside the trailer that is pulled for away football games and competitions.  Mary Bates and Terry Wilshire brought up the subject again to remind boosters that if something were to happen to the trailer and the equipment was destroyed or greatly damaged it would be very expensive to rapidly replace the equipment. The added cost of insurance coverage to cover the equipment inside the trailer is approximately $500.00 per year.  This would be considerably less than replacement cost of equipment.  Scott Boyle and Regina Ezell made a motion to up the insurance coverage to cover the contents of the trailer as well as the driver and truck.  A hand raise vote was conducted.  All were in favor.  The motion carried.

 

Sign – ups for concession stands will be conducted during the mandatory parent meeting during band camp.

 

Band Camp – lunches have been provided by Pepper’s in the past as far as we know they will do so this year.  Need parents to bring cases of bottled water for the students.

 

Scott Boyle recognized new parents as well and encouraged them and others to invite parents who are not involved to become involved.

 

Terry also mention that we need a back up team to pull the trailer to away football games and competitions.  This person would need a truck with an electronic braking system.

 

Gator needs: The old one has many repair needs.  An opportunity to purchase a 2011 bobcat four wheeler for $9,000 has been offered.  As a Booster organization we need to begin thinking about how to raise money to purchase a new to us Gator or four wheeler, or if anyone has a contact that could get one donated we need to know that information.  A corporate sponsorship would be great.

 

A motion to dismiss was made by Renee Boyle and seconded by Regina Ezzel. The motion carried.

 

 

Booster Minutes

August 2014

 

Terry opened the meeting:  He announced that all of the minutes are on the website.  If you would like to comment, there is a place at the bottom of the page for comments.  If any questions or comments are posted about the minutes, those will be addressed at the next meeting.  Treasures report will soon be posted as well.

 

 

Treasurer’s Report:  Michelle Ellis:  Proposed budget for 2014-15.   Terry went through line by line of income and expenses.  Regina Turner made a motion to accept the 2014-15 budget. Regina Ezell seconded the motion.  Terry asked for all in favor/against.  Since there were none against the report, the motion passed.  Michelle read July Treasurer report.  Regina Turner made motion and Regina Ezell seconded the motion to accept report as read.  The motion passed.

 

Scott showed the new vinyl sponsor sign.  Hopefully more sponsors will join in the future.  Let Terry know if you know of a business that would like to become a sponsor.

 

 

Coke sale had already started at the time of the meeting. Terry has forms to take home as well as being found online also online.  Money and orders are due Thursday  Aug 28.  Retuned on Sept 3 from 4-7 p.m.

 

Several fundraisers were suggested.

Fruit fundraiser was discussed too see if the profits could be use to help defray the cost of band/guard/drumline fees.  This discussion was tabled until the next meeting when more information about profit could be available.

 

Candle sales and Krispy Kreme fundraisers are also a possibility for future fundraisers.

 

Booster shirts are in.  Pick up and pay for them.

 

Scheduling for volunteers for concession stands.  Regina needs more volunteers to help for October 31st.  Please sign up with Regina ASAP.  Regina will also send out an email.

 

Information about putting something about/for your child in the football program is on the website.

 

Insurance – Submitted full allotment that was to be protected.  Previously covered $50,000.  Last estimate $500,000.  Need to get less inventory covered.

 

 

Mr. Humber asked for parents to fill out a survey for the school.

 

 

Mr. Humber asked for a small podium and small parts.  Request $1000.00..  Asked for $1000 for a new banner.  A motion to grant this money was made by Regina Turner and seconded by Michelle Ellis.  The motion passed.

 

A copy of the by-laws will be posted on the website for review.  Has to be turned into the state by September 1.  Comments and suggestions can be made.

 

Gator is going to be able to be used.  No information available for leasing one at this time.

 

A motion to dismiss was made by  Chris Arms and Regina Turner.

 

Booster minutes – September 2014

 

Terry opened the meeting

 

Michelle Ellis read the treasures report from August.  She passed out copies of the report for boosters to review.

 

Information from the State of Tennessee was received in regards to our booster organization.  Everything is in order and ready to go.  An outside yearly audit has been conducted by Tina Berry as well.  Motion to approve to accept the report as read was made by Chris Arms and seconded by Scott Boyle.  The motion carried.

 

We need to start looking for a volunteer that can help with maintaining the uniforms.  The parent who has been helping will have only one more year after this year.  We need to start recruiting more volunteers to maintain our pool of volunteers.

 

The Coke sale did well.  There was a profit of approximately $2000.

 

The Gator is in need of some repairs. The parts are in and we have folks who can install them.

 

The August monthly minutes were read by Mary Bates.  A motion to accept the minutes as read was made by Scott Boyle and seconded Regina Ezell.  The motion passed.

 

One new corporate sponsor for the band has been acquired.  Exxon at Harbison’s Crossroads.  They have donated ice, ranch sauce, etc.

 

Insurance coverage has been corrected.  The correct amount to be covered is $50,000 of inventory covered.  The trailer itself and the vehicle pulling the trailer are also covered.

 

The fruit fundraiser was discussed at length.  Mary Bates gave the information about the pricing (wholesale cost/retail sales/profit margin).  A question was asked if enough on line sales were acquired would they drop the delivery fee and give a discount.  The company was asked that question and the answer is no.  A discount will be given only if an actual truck is full or 500 boxes are sold.

 

At the August meeting, the idea of the fruit sales fundraiser being used to help pay fees was tabled until actual profit information was available at the September meeting.  The information was given and then a lengthy discussion about the pros and cons of the money going to individual students to help pay fees incurred.  Several parents wanted to be able to do use this fundraiser to help pay their student’s fees.  Mr. Humber discussed how this was problematic with receiving late payment of fees.  Terry Wilshire also stated that it sets a bad precident that the boosters there to help pay fees.  Other parents who had already paid this years fees felt like it would be unfair to them.   After the discussion a motion was made to A  motion to use half the profit to boosters half to student, one time only Scott Boyle and Vikki Nichols.  A hand raise vote was conducted.  The vote was five for and nine against. The  motion did not pass.  The fruit fundraiser will not be used to help parents pay fees.

 

 

Mr. Humber had several requests . He has an indoor show with the East Tennessee Performing Arts Association for March 14.  Mr. Humber said that we are all but guaranteed to get a competition.  It will not be as big as CIPA championships at least for the next several years and we shouldn’t expect to make a lot of money, but in the long run we will save money with not having to pay high judge fees, transportation for judges, etc.

 

Mr. Humber also had an application for the competition in Farregut because South Doyle canceled.  He needed $75 to pay fee.  A motion to go ahead and pay the fee and then have Mr. Humber reimburse the booster once he received money back from South Doyle was made Scott Boyle and Michelle Ellis.  The motion carried.

 

There was a need to move the booster meeting to October 7 because of Fall Break.

 

Middle school will play with the band on Sept. 26th

 

Angie Sharp needs folks to help get garment bags.  She has requested garment bags with air holes to help air out the uniforms between uses.

 

Jan Elmore shared about homecoming.  She needs help to run fundraisers.  Look for an email about opportunities.

 

Jan suggested that a good fundraiser would be to sell ‘hits’ on a car at a football game if someone would like to donate a car.  It was discussed briefly and would probably need administration approval.

 

A motion to dismiss was made Vikki Nichols and Regina Ezzell.  The motion carried.

Booster minutes

October 2014

 

President Terry Wilshire opened the meeting.

 

Terry Wilshire discussed the new indoor show East Tennessee Performing Arts Association.  The date is officially March 14.  He will post jobs that need to be filled on the web site soon.

 

Treasurer Michelle Ellis read the treasures report.  Michelle reported that chocolate and coke money is still coming in.  Michelle also reported that we have had two check bounce from candy sales. In light of this a motion was made to add to fundraiser money collection policy that the selling student’s name to the memo line and ask for a second form of id if the student or parent doesn’t know the person very well that is being sold to.  The motion was made by Regina Ezzel and seconded Dan Dugan. The motion passed.

 

 

A motion was made to forego the reading of the September monthly minutes since the minutes will be posted on line.  Bruce Crabtree made the motion with Regina Ezzel and Greg Stephens seconding it.  The motion passed.

 

Mr. Humber stated that there maybe a need to purchase 20 extra uniforms to cover the upcoming freshman next year.  The cost will be approx. $8,000 – 10,000.

These uniforms will need to be ordered by February.  This is a good problem to have as it indicates growth in the band program.

 

Mr. Humber also stated that the band would march in the Veteran’s Day Parade.

 

Regina Turner has asked for more volunteers for October 31.

 

With the news of the Carter band treasurer embezzling money from their band, Terry assured everyone that our handling of money and financing is being done in the correct manner.  All of the band booster checks have two signers, multiple people count money at the end of football games or other fundraising events, a treasurers report is read monthly and a year in audit is conducted in the open.

 

The next booster meeting will be Monday, November 10.

 

A motion to dismiss was made by Chris Arms and seconded by Regina Ezzel. The motion passed.

 

 

 

 

November 10, 2014

Meeting held on Monday instead of regular Tuesday night to facilitate surprise baby shower for Mr and Mrs. Humber.

Meeting called to order at 6:45 by terry Wilshire

Previous meeting minutes approved by Regina turner and Michelle

Terry thanked everyone for working in concession stand this season.

Michelle brought treasurers report 20,900 in bank. Motion to approve by Teresa smith and seconded by Regina ezell.

Concession stand clean up watch for date.

Sign up for leadership positions for the indoor drum line comp

Look for fruit pick up dates.

Banner not ready, should be ready for Christmas parade.

Christmas parade dec 7 at 2:30.

Wanting to sell in door line floor to another band instructor for1200. Motion made to accept to sell floor Regina turner and seconded by Scott Boyle.

Priced uniforms for twenty new jackets for 6000. Require a third be put down. May want to wait to see how much money bring into in door competition.  Need to order by April.

May need several new pants will look into.

Motion to close meeting made by Regina ezell    And seconded by Tammy McCarter.

 

Notes taken by Amanda Wilshire for Mary Bates, Secretary due to her absence

 

June 10, 2014

 Booster Meeting

 Scott Boyles opened the meeting and welcomed new members.

 

Scott suggests maybe doing a new band parent orientation for band/guard/majorettes soon after school starts.  He will talk to Mr. Humber and Mrs. Reeves about doing this possibly for the August 12th booster meeting.

 

Treasure report  was presented by Melanie Esslinger.  This is the final one from Melanie, Michelle Ellis the treasurer elect will begin next month.  Doug Esslinger made a motion to accept treasures report as read and Michelle Ellis seconded the motion.  The motion carried.

 

Mary Bates read the May minutes as recorded by Amanda Wilshire.  Regina Ezzell made a motion to accept minutes as read and Rene Boyle seconded. The motion passed.

 

Mary Bates discussed the upcoming car show on July 19th.  Several folks have signed up to work the day of the show but we still need more volunteers.  Mary had flyers available and asked for volunteers to take them to various car shows in the Knoxville and surrounding areas.  Tammy McCarter has contacted Walgreens to put it on their sign for car show.  Tammy and Lisa Beauford have also been working on getting door prizes donated.  Mary requested permission to order T-shirts for the car show.  We will use the same design as last year with an update to the year added.  A discussion about how many to order, how many to give on registration, and how much to charge for more shirts.   A motion was made to order 50 shirts, give the first 25 registrants a free shirt, and sell the rest for $15.  Chris Arms made the motion to accept the shirt request and Rene Boyles seconded it.  The motion carried.

 

Fundraisers:

Coke Sale – are scheduled to begin during band camp.

 

Rebecca Ammans is leading the candy bar fundraiser.  This will begin at the next booster meeting.  Rebecca will send Mary information to send out to parents so that everyone is aware of this fundraiser. The money from this fundraiser is to go towards general booster fund.

 

There was a great discussion on using fundraisers to help students with fees. Many parents wanted to know if there would be a fundraiser this year to help with band fees.  A suggest was made that possibly with the coke sales the profit could be split 60% to booster fund and 40% to students.  This was tabled for the next meeting.

 

A motion was made to have a car wash and students or parents that show up to work will share in the proceeds made from the car wash.  This motion was made by Scott Boyles and seconded by Regina Ezell.  The motion carried.  Scott is going to get this set up.

A date for clean up of the concession stand and storage room was set for July 8 at 6:00 p.m.  A motion was made by Scott Boyles to have a short booster meeting first and then begin clean up. The motion was seconded Shelia Staley. The motioned carried.

A motion to dismiss was made by Regina Ezell and seconded by Rene Boyle.  The meeting was dismissed.

July 8, 2014

Booster Meeting

 

President Terry Wilshire opened the meeting and welcomed everyone.

 

Terry discussed what needs to be done for clean up tonight in the storage room and concessions that would occur after the evening business meeting

 

Terry also thanked Scott Boyle, Vice President, for filling in for him at last business meeting.

 

Terry informed the boosters that the officers had met as a group during June.  During this meeting the officers discussed updating the standing by-laws of the Gibbs Band Boosters.  The officers reviewed the by-laws and made changes.  The updated by-laws will be emailed out prior to the August meeting and will be voted on at the August Booster business meeting.  The officers also decided that the Band website will have monthly business meeting minutes and treasurers reports posted for all to see and review.

 

Michelle Ellis, treasurer, was given a bill to pay for the second half of majorettes uniforms.

 

Candy sell began tonight (July 8, 2014). If all boxes of candy are sold the profit will be approximately $3,000.00. Rebecca Ammons discussed the incentives for the candy sells.  All money is due by August 28th.

 

The Coke sell will be coming up at start of band season.

 

Terry discussed many expenses that the boosters occur throughout the year.

 

Michelle Ellis presented the treasures report. The beginning balance was $14715.37. The only disbursement in June was for majorette uniforms. Regina Ezell made a motion to accept the report as read and was seconded by Tammy McCarter.  The motion carried.

 

Scott Boyle will see about getting a sign recognizing the community supporters to display at the concession stand for football games.

 

 

Insurance – at the May meeting it was decided to lower the insurance rate to not cover all the instruments, uniforms, flags, etc. inside the trailer that is pulled for away football games and competitions.  Mary Bates and Terry Wilshire brought up the subject again to remind boosters that if something were to happen to the trailer and the equipment was destroyed or greatly damaged it would be very expensive to rapidly replace the equipment. The added cost of insurance coverage to cover the equipment inside the trailer is approximately $500.00 per year.  This would be considerably less than replacement cost of equipment.  Scott Boyle and Regina Ezell made a motion to up the insurance coverage to cover the contents of the trailer as well as the driver and truck.  A hand raise vote was conducted.  All were in favor.  The motion carried.

 

Sign – ups for concession stands will be conducted during the mandatory parent meeting during band camp.

 

Band Camp – lunches have been provided by Pepper’s in the past as far as we know they will do so this year.  Need parents to bring cases of bottled water for the students.

 

Scott Boyle recognized new parents as well and encouraged them and others to invite parents who are not involved to become involved.

 

Terry also mention that we need a back up team to pull the trailer to away football games and competitions.  This person would need a truck with an electronic braking system.

 

Gator needs: The old one has many repair needs.  An opportunity to purchase a 2011 bobcat four wheeler for $9,000 has been offered.  As a Booster organization we need to begin thinking about how to raise money to purchase a new to us Gator or four wheeler, or if anyone has a contact that could get one donated we need to know that information.  A corporate sponsorship would be great.

 

A motion to dismiss was made by Renee Boyle and seconded by Regina Ezzel. The motion carried.

 

 

Booster Minutes

August 2014

 

Terry opened the meeting:  He announced that all of the minutes are on the website.  If you would like to comment, there is a place at the bottom of the page for comments.  If any questions or comments are posted about the minutes, those will be addressed at the next meeting.  Treasures report will soon be posted as well.

 

 

Treasurer’s Report:  Michelle Ellis:  Proposed budget for 2014-15.   Terry went through line by line of income and expenses.  Regina Turner made a motion to accept the 2014-15 budget. Regina Ezell seconded the motion.  Terry asked for all in favor/against.  Since there were none against the report, the motion passed.  Michelle read July Treasurer report.  Regina Turner made motion and Regina Ezell seconded the motion to accept report as read.  The motion passed.

 

Scott showed the new vinyl sponsor sign.  Hopefully more sponsors will join in the future.  Let Terry know if you know of a business that would like to become a sponsor.

 

 

Coke sale had already started at the time of the meeting. Terry has forms to take home as well as being found online also online.  Money and orders are due Thursday  Aug 28.  Retuned on Sept 3 from 4-7 p.m.

 

Several fundraisers were suggested.

Fruit fundraiser was discussed too see if the profits could be use to help defray the cost of band/guard/drumline fees.  This discussion was tabled until the next meeting when more information about profit could be available.

 

Candle sales and Krispy Kreme fundraisers are also a possibility for future fundraisers.

 

Booster shirts are in.  Pick up and pay for them.

 

Scheduling for volunteers for concession stands.  Regina needs more volunteers to help for October 31st.  Please sign up with Regina ASAP.  Regina will also send out an email.

 

Information about putting something about/for your child in the football program is on the website.

 

Insurance – Submitted full allotment that was to be protected.  Previously covered $50,000.  Last estimate $500,000.  Need to get less inventory covered.

 

 

Mr. Humber asked for parents to fill out a survey for the school.

 

 

Mr. Humber asked for a small podium and small parts.  Request $1000.00..  Asked for $1000 for a new banner.  A motion to grant this money was made by Regina Turner and seconded by Michelle Ellis.  The motion passed.

 

A copy of the by-laws will be posted on the website for review.  Has to be turned into the state by September 1.  Comments and suggestions can be made.

 

Gator is going to be able to be used.  No information available for leasing one at this time.

 

A motion to dismiss was made by  Chris Arms and Regina Turner.

 

Booster minutes – September 2014

 

Terry opened the meeting

 

Michelle Ellis read the treasures report from August.  She passed out copies of the report for boosters to review.

 

Information from the State of Tennessee was received in regards to our booster organization.  Everything is in order and ready to go.  An outside yearly audit has been conducted by Tina Berry as well.  Motion to approve to accept the report as read was made by Chris Arms and seconded by Scott Boyle.  The motion carried.

 

We need to start looking for a volunteer that can help with maintaining the uniforms.  The parent who has been helping will have only one more year after this year.  We need to start recruiting more volunteers to maintain our pool of volunteers.

 

The Coke sale did well.  There was a profit of approximately $2000.

 

The Gator is in need of some repairs. The parts are in and we have folks who can install them.

 

The August monthly minutes were read by Mary Bates.  A motion to accept the minutes as read was made by Scott Boyle and seconded Regina Ezell.  The motion passed.

 

One new corporate sponsor for the band has been acquired.  Exxon at Harbison’s Crossroads.  They have donated ice, ranch sauce, etc.

 

Insurance coverage has been corrected.  The correct amount to be covered is $50,000 of inventory covered.  The trailer itself and the vehicle pulling the trailer are also covered.

 

The fruit fundraiser was discussed at length.  Mary Bates gave the information about the pricing (wholesale cost/retail sales/profit margin).  A question was asked if enough on line sales were acquired would they drop the delivery fee and give a discount.  The company was asked that question and the answer is no.  A discount will be given only if an actual truck is full or 500 boxes are sold.

 

At the August meeting, the idea of the fruit sales fundraiser being used to help pay fees was tabled until actual profit information was available at the September meeting.  The information was given and then a lengthy discussion about the pros and cons of the money going to individual students to help pay fees incurred.  Several parents wanted to be able to do use this fundraiser to help pay their student’s fees.  Mr. Humber discussed how this was problematic with receiving late payment of fees.  Terry Wilshire also stated that it sets a bad precedent that the boosters there to help pay fees.  Other parents who had already paid this years fees felt like it would be unfair to them.   After the discussion a motion was made to A  motion to use half the profit to boosters half to student, one time only Scott Boyle and Vikki Nichols.  A hand raise vote was conducted.  The vote was five for and nine against. The  motion did not pass.  The fruit fundraiser will not be used to help parents pay fees.

 

 

Mr. Humber had several requests . He has an indoor show with the East Tennessee Performing Arts Association for March 14.  Mr. Humber said that we are all but guaranteed to get a competition.  It will not be as big as CIPA championships at least for the next several years and we shouldn’t expect to make a lot of money, but in the long run we will save money with not having to pay high judge fees, transportation for judges, etc.

 

Mr. Humber also had an application for the competition in Farregut because South Doyle canceled.  He needed $75 to pay fee.  A motion to go ahead and pay the fee and then have Mr. Humber reimburse the booster once he received money back from South Doyle was made Scott Boyle and Michelle Ellis.  The motion carried.

 

There was a need to move the booster meeting to October 7 because of Fall Break.

 

Middle school will play with the band on Sept. 26th

 

Angie Sharp needs folks to help get garment bags.  She has requested garment bags with air holes to help air out the uniforms between uses.

 

Jan Elmore shared about homecoming.  She needs help to run fundraisers.  Look for an email about opportunities.

 

Jan suggested that a good fundraiser would be to sell ‘hits’ on a car at a football game if someone would like to donate a car.  It was discussed briefly and would probably need administration approval.

 

A motion to dismiss was made Vikki Nichols and Regina Ezzell.  The motion carried.

Booster minutes

October 2014

 

President Terry Wilshire opened the meeting.

 

Terry Wilshire discussed the new indoor show East Tennessee Performing Arts Association.  The date is officially March 14.  He will post jobs that need to be filled on the web site soon.

 

Treasurer Michelle Ellis read the treasures report.  Michelle reported that chocolate and coke money is still coming in.  Michelle also reported that we have had two check bounce from candy sales. In light of this a motion was made to add to fundraiser money collection policy that the selling student’s name to the memo line and ask for a second form of id if the student or parent doesn’t know the person very well that is being sold to.  The motion was made by Regina Ezzel and seconded Dan Dugan. The motion passed.

 

 

A motion was made to forego the reading of the September monthly minutes since the minutes will be posted on line.  Bruce Crabtree made the motion with Regina Ezzel and Greg Stephens seconding it.  The motion passed.

 

Mr. Humber stated that there maybe a need to purchase 20 extra uniforms to cover the upcoming freshman next year.  The cost will be approx. $8,000 – 10,000.

These uniforms will need to be ordered by February.  This is a good problem to have as it indicates growth in the band program.

 

Mr. Humber also stated that the band would march in the Veteran’s Day Parade.

 

Regina Turner has asked for more volunteers for October 31.

 

With the news of the Carter band treasurer embezzling money from their band, Terry assured everyone that our handling of money and financing is being done in the correct manner.  All of the band booster checks have two signers, multiple people count money at the end of football games or other fundraising events, a treasurers report is read monthly and a year in audit is conducted in the open.

 

The next booster meeting will be Monday, November 10.

 

A motion to dismiss was made by Chris Arms and seconded by Regina Ezzel. The motion passed.

 

 

 

 

November 10, 2014

Meeting held on Monday instead of regular Tuesday night to facilitate surprise baby shower for Mr and Mrs. Humber.

Meeting called to order at 6:45 by terry Wilshire

Previous meeting minutes approved by Regina turner and Michelle

Terry thanked everyone for working in concession stand this season.

Michelle brought treasurers report 20,900 in bank. Motion to approve by Teresa smith and seconded by Regina ezell.

Concession stand clean up watch for date.

Sign up for leadership positions for the indoor drum line comp

Look for fruit pick up dates.

Banner not ready, should be ready for Christmas parade.

Christmas parade dec 7 at 2:30.

Wanting to sell in door line floor to another band instructor for1200. Motion made to accept to sell floor Regina turner and seconded by Scott Boyle.

Priced uniforms for twenty new jackets for 6000. Require a third be put down. May want to wait to see how much money bring into in door competition.  Need to order by April.

May need several new pants will look into.

Motion to close meeting made by Regina ezell    And seconded by Tammy McCarter.

 

Notes taken by Amanda Wilshire for Mary Bates, Secretary due to her absence