Seaman High School Band Booster Club Minutes

December 3, 2009

Board Members in Attendance:

• Kevin Carpenter - Present
• Randy Perkins - Present
• T.A. Bonnewell - Present
• Debbie Isaacson - Excused

Meeting called to order at 7:05p.

Minutes

Minutes were previously provided in email.

• Motion by Perkins to dispense with the reading of the minutes and approve as emailed.
• Motion seconded & carried.

Treasurer's Report

• Beginning Balance = $6,499.25
• Deposits = $475.94
• Expenses = $181.69 for coolers and supplies
• Ending Balance = $6,793.50
• Trivia Night subtotal was $1,054 after $95 insurance for use of Mother Teresa Church.
• Additional expenses anticipated include $285 for Trivia Night prizes and $85 for concessions.
• Additional income anticipated includes $120 for additional value card sales and a $100 donation.
• Motion by Gregg Bahr to approve income and expenses.
• Motion seconded and carried.

Ms. Seago Report

• Cup sales went well.
• Cups will arrive and be distributed on December 16.
• There were lots of last minute requests for orders so the band may consider doing a second order that will arrive after Christmas.
• Band intends to do another fundraiser in the spring. Fundraiser to be determined.
• Concert band needs to bring a dozen cookies to the Winter Concert Wednesday, December 9.
• Pep band schedule will be coming out soon.
• December 5 is district band @ Blue Valley.
• Finalizing plans for Veterans Day parade in New York City in 2010.

Committee Reports

• Trivia Night:
  • Nancy Ruoff was not present but general consensus was that the Trivia Night was a success.
  • Rough estimate of net from the Trivia Night was $684.
• BBQ Auction:
  • Marci Lindsay reported that the donation request letters are almost ready and should be mailed within a week.
  • Theme for this year is AUCTION DU SOLEIL.
  • Want to provide themed auction paddles for the live auction.
  • Want to move the live auction to 5:00p to allow for more bidders.
  • Raffle winners will be announced at the end of the night.
  • Will work with the band to ensure that they are not playing as the silent auctions end to allow for additional announcements by the M.C. near the end of each auction.
  • Meagan Farley is no longer in Topeka but she has provided the name of a replacement M.C. for the event.
  • Marci is working to get circus characters to roam around during the event.
  • Recommendations were made to add a caricature artist and a "Say Cheese" photo booth.
  • Marci Lindsay reminded everyone to talk to friends and relatives who own businesses about donating items. She also said spare nights in a time-share would be a great donation idea.
  • Kevin Carpenter reminded everyone to look for clearance items that might be donated to the auction.
  • It was recommended that we create a competition between the various band sections to create the best auction basket. We could use a raffle system or a vote to determine the winner. Winners get "bragging rights" in lieu of a prize. Ms. Seago said she would talk with the band about this idea.
  • Greg Bahr volunteered to take care of the media announcements for the auction.
  • Dewayne Christensen volunteered to add auction items and donation letters to the seamanvikingbands.com website. Parents will be able to access the site to download donation forms and donation request letters. Businesses can fax the donation forms to an 800 number and an auction volunteer will pick up the items.
• Band Website / Photos:
  • Website is up-to-date.
• Value Cards:
  • All the value cards/money were returned.
  • Didn't do as well as expected. Approximately 150 cards sold.
  • We will be getting new ones that expire in August.
  • It was recommended that we send a new email to generate interest.
  • It was also recommended that we send them home with the kids like we did last year to help promote the sales.

Old Business

• Follow up on fundraising ideas:
  • Gambinos will donate 20% of proceeds from a Seaman Band night.
  • Hu Hot also does a similar deal on Wednesday nights.
  • Greg Bahr recommended a poker night. School board will allow this if it is not held on school property.
  • Brent Colhour added that Worlds of Fun also has fundraising opportunities for volunteers.
• Bank website information to send donations for band trip:
  • T.A. Bonnewell will research.

New Business

• Contacts of companies or people to donate to BBQ auction:
  • Marci Lindsay will publish a list of businesses who are to receive donation request letters. Members can check the website for this list and recommend additional businesses or conduct in-person reminders at the businesses where they have an existing relationship.
• Chair person and volunteers needed for spring concert ice cream, refreshments and fireworks sign-up.
• Winter Concert:
  • We will set up a table to sell value cards, car stickers, tattoos, and other items after the concert.

Meeting adjourned at 8:15p.