Meeting MINUTES: 08-05-2021

PRESCOTT HIGH SCHOOL BAND BOOSTERS EXTRA BOARD MEETING

August 5th, 2021 - Sonic Drive-In

Meeting Called to Order: 3:30pm

In Attendance: Lisa Dachenhausen, Tania Higgins and Jennifer Whittemore

Old Business:

- Lisa will be sending out the initial letter she composed to parents tomorrow. Mr. Bradstreet asked her to take out the $60 for meals part and we will ask for that at the parent meeting. There are 60 kids to feed and 2 staff members. Jennifer will make sure the Square is ready to go to accept credit cards that night.

- Regarding feeding the kids at home games, Mr. Bradstreet would like to feed them later than in the past to give them time to practice at 4:30, feed them at 5:30 and the game would start at 7pm. We will need volunteers to help with feeding and clean up afterwards.

- Mr. Bradstreet did say we are hoping to do a Disneyland trip late April/early May if Disney opens to marching bands to come.

- Lisa Beard does not want to be the Member at Large. We will mention at the parent meeting we would like to have a Member at Large (maybe someone from orchestra) and also a Vice President if someone wants to take that position.

- In regards to the budget, we do need $160 in there for AMEA in January. We need to take gifts given and staff thank yous off the budget. There is no need for a senior banquet budget. We do need some money on uniforms for alterations. We still need to figure out what guard and winter guard need for their program and how they contribute in raising funds.

New Business:

- This extra meeting was called to go over things and prepare for the Band Parent meeting scheduled for Wednesday August 11th at 7pm.

- We still need to look into a Graphics person for the graphics that need to be removed from the Trailer and also figure out if those on it still want to stay on it. If so they need to pay their fee by September 1st, 2021.

- Lisa is looking into a SignUpGenius account for the band boosters to use. This will help with organizing volunteers. We can also contact the NHS, Key Club, Boy and Girl Scouts for volunteers. Also Debbie Prieo at the District Office may be a good source for volunteers.

- Lisa had a meeting with Brian Moore who is in charge of overseeing the school accounts. This is where all tax credit money will go and it is hard to use. You have to meet a certain criteria. Currently there is $13,193.13 in there for band activities, $2,800.55 for travel and $2,694.07 dedicated to uniforms.

- We need to get Volunteer forms ready for the parent meeting on August 11th. Lisa has the idea of those strong bodied individuals needed to set up heavy stuff and tables and tents could be called the “Crew in Blue”. She heard from her sister-in-law that their band used Men in Black and it sounds fun to give them a title like that.

- We need volunteers for the 50/50 raffle at home football games. We did find out tickets sell for $1 a piece, $5 for 6 tickets, $10 for 13 tickets and $20 for 27 tickets.

- We will ask for a volunteer that might be a computer expert and help us keep up on social media and possibly use our outdated website, or figure out how to shut the website down.

- Another possible fundraising idea is Shop with Scrip. It is a site where you buy gift cards for stores you use all the time and they donate a percentage of the purchase back to your organization. We will ask at the parent meeting if someone want to take charge of looking into this.

- One more volunteer position we will have a sign up for is taking on the Mile High Festival and walking side by side with Tracie in planning it this year.

- Lisa had the idea of doing a Christmas basket raffle at the winter concert. We will ask for a volunteer to head this up at the parent meeting.

- We are to hold 3 general meetings according to our by-laws. The first one will be August 11th and then we will plan one in December and in May.

- The next meeting has been changed to the Band Room so Mr. Bradstreet can be a part of it. We can use the band room from 1-1:30 on the last Monday of the month to hold our meetings. It will be Monday August 30th.

Action Items:

- Jennifer will check in with the AZ Corporation Commission to make sure we are in good standing.

- Tania agreed to still follow up on Ackers Night. She has left messages and will call again so they can tell us the number of kids we need if we are still able to do it.

- We need to have one person in the concessions to get a Food Handler’s card each time we have concessions. Lisa and Jennifer will both look into it.

- Lisa will check in with the Prescott Educational Foundation to see if it is possible to get money from them for the PHS Band Booster.

- Lisa will look into a video-ographer to put together a short video and see if we can get a crowd -funding page going.

Meeting Adjourned: 4:30 pm