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Middletown Choral Boosters Meeting Minutes
2009-2010
September 2009
October 2009
November 2009
December 2009
January 2010
Choral Boosters Meeting Minutes
January 12, 2010
The Choral Boosters met in the MHS chorus room at 7:00 p.m. The Boosters discussed the following:
Secretary’s Report
The minutes were provided.
Treasurer’s Report
The checking account balance is $7,404.06. The savings account balance is $687.91. We also have a CD with a balance of $6,515.61.
Committee Reports-
Outfits-
A new tuxedo needs to be purchased for a student, but there is a credit coming of $166.00, which should cover the cost. The students need to be reminded to take better care of their outfits when transporting them to events. There have been problems recently with a hem coming out and wrinkles. The choral boosters pay for the initial cleaning and alterations, but do not wish to have repeated costs because the students are not taking care of their outfits. A suggestion was made to charge the students the fee to cover any additional costs for cleaning or alterations. The next performance is the Cabaret Concert.
Concert Committee-
There will be refreshments for the Cabaret Concert in February, but not at the March or the May performance. A permit will be obtained for the Cabaret Concert. There was a discussion about whether or not a permit would be needed for the banquet at the end of the year. The consensus was that it would be the responsibility of the caterer to obtain the permit.
Publicity-
The Gazette and The Citizen announced the holiday concert. The Cabaret Concert will be advertised next.
Ways and Means-
- Silpada Jewelry – we netted a profit of $724.00.
- Poinsettias – Sixty-two plants were sold, which netted a $310.00 profit.
- Gianni – Orders are due on Friday, January 15th.
- Coupon books – We had a discussion about potentially adding this as a fundraiser for this year. The company only publishes one edition per area, so the one that is available now is the one for this year until the next edition comes out in the fall. The boosters would make a 50% profit if the unsold books and the money are returned to the company within 30 days. The books sell for $20, which means we could profit up to $10 per book ($8 if later than 30 days). Ms. Parsley is concerned that the students will have trouble meeting the 30 day time frame. It was decided that we would have a table at the Cabaret Concert and sell the books then. We would need to advertise the sale in advance since many people do not bring extra money with them.
- New Fundraising Ideas –
- Parking at the Frederick Fair – it was decided that we would not pursue this idea at this time.
- Applebee’s, Uno’s, Dominos – we are looking at a March time-frame for this.
- Frederick Keys – we are still evaluating the Frederick Keys as a possible fundraiser, but no decision has been made yet.
Old Business
Website Update – Pictures need to be uploaded from the winter concert. Send anything to Becky DeLameter to post.
Student Officer Report
- Rock-a-thon is scheduled for February 12th. It will end by 11:00 this year and parent volunteers are needed.
- The students are still working on t-shirts. They are finalizing the price and will have order forms soon.
New Business
Director’s Report –
- Tri-M Inductions are tomorrow.
- Grease auditions are this week.
- Sectional rehearsals are being held in the upcoming months and are posted on the calendar
- Sound system – the estimate is $16,000 for the new system. So far about $7,000 has been raised. The school has contributed $1000 toward the cost. The remainder of the cost will be borne by the three groups that use the stage the most often band/orchestra, drama, and the choral groups. The PTA may also help.
- There was a discussion about budget issues facing FCPS and the potential for the budget to impact the choral music programs.
- The students will discuss making flyers to promote the Cabaret Concert at their next business meeting.
Cabaret Concert –
The flyer for advance ticket sales for the Cabaret concert was discussed. It was decided that advance adult tickets would sell for $8 (at the door $10), advance student/senior tickets would sell for $5 ($6 at the door). The flyer for food donations will be sent home around February 11th.
Announcements –
- February 10th – Tri-M recital
- February 21st – Cabaret Concert (Snow date February 23rd)
- March 16th – Concert
- March 17th – Adjudication (at MHS)
- Grease – April 16, 17 & 18
- April 30 or May 1st – States
- May 8th – Kings Dominion
- Women’s Choir will not begin until the new semester starts (January 26th)
The meeting was adjourned. The next meeting is February 9, 2010 at 7:00 p.m.
December 8, 2009
The Choral Boosters met in the MHS chorus room at 7:00 p.m. The Boosters discussed the following:
Secretary’s Report
The minutes were provided.
Treasurer’s Report
The checking account balance is $6,245.77. The savings account balance is $687.77. We also have a CD with a balance of $6,485.58. There is approximately $1400 that needs to be deposited.
Committee Reports-
Outfits-
All outfits are expected to be ready by Friday for the Sounds of the Season taping. Students should arrive by 12:30 to dress and need to be reminded to bring their shoes and shirts. Melissa suggested that next year there should be one scheduled day for an after school fitting for all students to simplify the process. It was discussed that when the Women’s Choir joins in for the Halleluiah Chorus at the end of the concert they will not wear robes but will stay in their concert outfits.
Concert Committee-
Everything is set for the concert and all permits are obtained. The form for snacks needs to go home with the Women’s Ensemble students. Kim will check the closet on Monday for supplies. A sign in sheet will be kept at the concert as a record of all donated items to meet Health Department requirements.
Publicity-
The school newsletter has an article which includes all upcoming events. The Gazette and The Citizen announced the concert. The Frederick News Post includes information about Harper’s Ferry. The students made 30 posters to distribute to schools and local businesses for advertising. We do not have permission to include something in the elementary school’s Thursday folders or the middle school newsletter.
Ways and Means-
- Business Donations – Five (5) donations have come in so far for a total of $450.00. Receipts are ready to go out.
- Catoctin Popcorn – A total of $1179.00 was sold which netted a profit of $589.50.
- Silpada Jewelry – need to remind the students to return all catalogs.
- Poinsettias – Over 50 plants were sold and the boosters will net a $5.00 profit per plant. A few extra plants will be ordered and available for purchase after the concert.
- Gianni – The sale will run from January 4-15th. A Thursday delivery date is preferable.
- Yankee Candle – Only one item came in broken and was replaced by the company with an item that had a higher value. A suggestion for next year is to establish a pick up time after school one day to help simplify the process. The earlier sale dates worked better than holding the sale later in the season.
- New Fundraising Ideas –
- Parking at the Frederick Fair – the discussion was tabled until a later date.
- Applebee’s, Fireside Subs, or other restaurants – we will consider looking a these kinds of fundraisers after the holidays.
- Coupon Books – a suggestion was made to consider selling the coupon books. Becky DeLameter will try to obtain more details for a future discussion.
- Yard Sale – the suggestion was made that we consider holding a yard sale in the spring; perhaps February or March.
- Keys game concessions – a suggestion was made that we look into working at a Keys baseball game as a possible fundraiser in the future.
Old Business
Website Update-The web site was updated that day.
Student Officer Report
- The students raised $410.00 for their adopted family. They plan to purchase the gifts the following day.
- The students will be looking to offer t-shirts after the holidays. They are working with CLH designs.
- There will be Chinese food available after the concert.
- The students are planning Rock-a-thon
- The “secret snowflake” gift-giving is happening currently.
New Business
Director’s Report –
Christmas in the Valley went well. There were several conflicts with the students’ various athletic games schedules. Ms. Parsley will work with the Athletic Director to see if they can avoid those conflicts in the future. The polo shirts worked well, although some did not like the khaki pants with the black polo. A suggestion is for all black in the future to see if it looks better, plus it would help to eliminate the various shades of khaki available.
The Holiday Spectacular raised money toward the sound system. Bids were in for the cost, which is estimated to be $15,000 - $20,000. Drama is pushing for the new sound system the most since they use the stage more frequently.
Announcements - Filming for the NBC 25’s Songs of the Season spots is on Friday. The bus for Harper’s Ferry leaves at 1:15 p.m. on Sunday. The students will bring home their outfits on Friday for the Harper’s Ferry Concert. The dress rehearsal for the holiday concert is Monday and the concert is Tuesday. Students should be dressed by 6:15 p.m. The Vocal Ensemble is performing on the 23rd at the Rotary Club. They will miss 1st block.
The meeting was adjourned at 7:55 p.m. The next meeting is January 12, 2010 at 7:00 p.m.
November 3, 2009
The Choral Boosters met in the MHS chorus room at 7:00 p.m. The Boosters discussed the following:
Treasurer’s Report
The checking account balance is $8,832.69. The savings account balance is $687.77. We also have a CD with a balance of $6,485.58.
Committee Reports
Ways and Means-
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Yankee Candle – There were 30 participants, which netted $1,105.00 in profit. The shipment date is not confirmed yet.
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Business Donations – Three donations have come in so far – one each for $50, $75, and $150.
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Catoctin Popcorn – Orders due Friday, November 6.
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Poinsettias - Poinsettia order forms will go out soon and will sell for $10. Gude Brothers will be charging $5.00 for the plants giving the Choral Boosters a $5.00 profit.
Gianni – Dates were discussed for this fundraiser to be held before the Super Bowl. It was decided that orders will be taken from January 4-15 with delivery around January 29. Ms. Parsley will get approval for this fundraiser.
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Possible Fundraiser for Next Year – Parking at the Frederick Fair. This subject was discussed and it was decided that if we commit to do this, we will need 5-10 students/parents each night for 10 days during the Fair. The Boy Scouts made $10,000. A suggestion was made that we consider partnering with the band to split the manpower hours. We will wait until spring to discuss the idea with more parents before making a decision. It was suggested that announcements could be made at concerts when there is a large group of parents present to talk about ways to offset the cost of the big overnight trip for next year. Last year’s trip to New York cost each student approximately $650.
Outfits and Robes – Robes will be cleaned every other year instead of yearly to save on the cost, wear, and tear of taking the robes out of the building. The Vocal Ensemble’s tuxedos and dresses were ordered and last year’s dresses were taken to the cleaners.
Concert – The Health Department has cleared us for homemade cookies and treats for the holiday concert.
Publicity – All current information was put into the newsletter. Suggestions for advertising the Holiday Concert and Harper’s Ferry Vocal Ensemble Concert were discussed. They included local newspapers, KEY 103.1 community calendar, Middletown Elementary and Middle School newsletters, and posters.
Old Business
Website Update-The web site is up to date and looks great. Becky DeLameter is working on adding music to the site. The renewal needs to be paid by January 12th. Right now it is set up through Mrs. Numbers’ home site. We need to register the name, which costs $22 for two years, and then pay the renewal fee ($3.99 per month).
New Business
Banner- Jennifer Shank’s uncle will donate a big white banner to the chorus. It will need to be printed, so Jennifer will check into the cost to do that.
Student Officer Report -
There was no student officer report because their meeting was not scheduled until Thursday, November 5th. Scheduled for discussion at that meeting are thank you cards, caroling at Vindobona Nursing Home, Chinese food at the Holiday Concert, coffee house karaoke, adopt a family, secret snowflake, and t-shirt designs.
Recording Performances –
There was much discussion about recording performances since it is not clear whether to offer video, audio, or both. Also there are remaining questions about copyright. It is still being considered,
Director’s Report –
The Vocal Ensemble will perform in the Holiday Spectacular. The Chorus is not confirmed to perform. The Women’s Chorus will hopefully sing at Christmas in the Valley. The students will make flyers to advertise the Holiday Concert.
The students will be featured on NBC 25’s Songs of the Season spots. They are coming to film the students on December 11th, so robes and dresses need to be ready by that day. The filming will take place during class time. Parent chaperones will be needed for this event.
Ms. Parsley reminded everyone about the All-county auditions coming up on November 10th, and she reminded everyone to check the schedule for after-school sectionals. Upcoming possible performances for the VE may be the Dr. Martin Luther King Celebration for FCPS and the Rotary Club. These performances are not confirmed, so Ms. Parsley will keep us updated.
The PBS performance should be aired around February or March.
There will be a student intern from Towson coming to work with Ms. Parsley from March 22 – May 19th.
The meeting was adjourned at 8:30 p.m. The next meeting is December 8, 2009 at 7:00 p.m.
October 6, 2009
The Choral Boosters met in the MHS chorus room at 7:00 p.m. The Boosters discussed the following:
Treasurer’s Report
The checking account balance is $10,136.23. The savings account balance is $687.60. We also have a CD with a balance of $6,485.58. Jennifer will write a check to herself to cover her expenses from the Heritage Days snow cone sale.
Outfits and Robes
Melissa reported that the order for the polo shirts has been submitted to CLH. CLH is sending the shirts out for embroidery on 10/7. Melissa will let Jennifer know the total cost when she receives it.
Melissa will come to MHS in the next week to check robes prior to the PBS trip. Vocal ensemble outfits will be fitted Oct. 27 since they are needed by Dec. 6. The singers will wear their polo shirts for Christmas in the Valley. The vocal ensemble will wear concert dress attire for Harper’s Ferry. If the chorus has caroling opportunities they will wear polos.
Concert Committee
Kim has inventoried supplies in the closet and will do shopping as needed. She will get the required permit from the Health Department. The first event for the concert committee is the Winter concert on Dec. 15. Kim had suggested the Boosters might want to consider purchasing a coffee pot since we always have to borrow one. It was decided that for now we would continue to borrow Sheila’s mother’s pot and consider purchasing one within the next 4 years.
Publicity
The MHS newsletter submission deadline is Oct. 13 for the November newsletter. Ms. Parsley will send information about the PBS event to Linda Myers. Linda will draft a blurb and submitted to Marge Neal at the Frederick News Post and request publication in her education column. Ms. Parsley will check into running the PBS clip on Channel 18. Publicity for December events will be discussed at the November meeting.
Ways and Means
Snow cone sales at Heritage Days netted $95.71 from gross receipts of $221.08. Poor weather affected the sales, but students present deserve congratulations for their hard work and efforts to make sales despite the weather. Jennifer will store remaining supplies at her home. Students will send thank you notes to Rudy’s and Valley View Ice for their donations of ice. Sheila will contact the planners of the Movie Nights in the Park to see if snow cones could be sold at those events.
Yankee Candle sales are in progress. Orders are due Oct. 19.
The business donation letter is done. Sheila will send it to the compiled list of businesses within the next two weeks.
After some discussion it was decided to do the Catoctin Popcorn sale from Oct. 26-Nov. 6. Melissa plans to distribute product on Nov. 24. She has the brochures. She will need the tax exempt form before submitting the order on Nov. 9.
Kim has been provided the contact information for Mr. Gude to find out what our cost will be for poinsettias this year. She will be working on a flyer for the poinsettia sales.
Jennifer offered a new fundraising idea for next year. Her employer permits Frederick Fair parking in their lots behind the fairgrounds. This year Boy Scouts staffed the lots and charged $5 per car which they were allowed to keep in exchange for collecting litter on the lots. She will ask if MHS Choral Boosters may do this for some or all of the nights of the fair next year.
Website
Sheila discussed website concerns and will send the list to Becky DeLameter. Heritage Days photos are already up. Updated photos of all chorus ensembles are needed.
Picture Frame
Ms. Parsley had sent out a request for a picture frame for last year’s All County picture. Sheila checked to see if she had received a picture frame. She had not, so Sheila volunteered to purchase one for her.
Student Officer Report
Alyssa Myers, chorus vice president reported in Sarah Spiegel’s absence. At their last meeting the students set up committees. They held a mini choir camp party on Sept. 27. At the next meeting on Oct. 8 they plan to discuss a Halloween party and chorus t-shirts with member names on the back as is done in sports.
They also have discussed doing a coffee house karaoke, movie night and rock-a-thon. They plan to adopt a family for the holidays and do a secret snowflake exchange. They will order Chinese food after the winter concert as they have in past years.
Director’s Report
Eight students attended the Dr. Tim student leadership conference. Alyssa reported on the student’s perspective and said it was well worth attending. Ms. Parsley hopes to take more students in the future.
The chorus will leave for the PBS event at 8:30 a.m. on Oct. 20. They will stop for lunch at Towson town center food court. Vocal Ensemble sang for the Fall awards ceremony without Ms. Parsley. Mr. Mullins complimented them for their professionalism. Several students sang the National Anthem at the Sept. 17 football game.
There is an opportunity for a choir exchange in Fairfax, VA with a great clinician on Oct. 21. The time of the event is not known at this time.
The meeting adjourned at 8:30 p.m. The next meeting is Nov. 3, 2009, due to All-County Auditions on November 10.
September 1, 2009
The Choral Boosters met at The Main Cup at 7:00 p.m. The Boosters discussed the following:
Student Materials
Students will receive a polo shirt for performances and other events this year. The students are being asked to contribute $10 for the choral workbook and $15 toward the polo shirts. The Boosters will provide the remaining $10 for the polo shirts for each student.
There is some interest in having t-shirts for chorus and vocal ensemble just for fun in addition to the polo shirts, perhaps as a fundraiser.
Dates for Booster Meetings
The choral boosters will meet the second Tuesday of the month at 7:00 p.m. in the chorus room. In October, April and May the boosters will meet on the first Tuesday of the month because of scheduling conflicts. In addition, there is an open house scheduled for September 8th at 7:00 p.m. in the chorus room for all parents to meet Ms. Parsley and learn about the boosters. Food will be provided.
Upcoming Events
The vocal ensemble will be singing the National Anthem at the home football game on September 17th. The boosters will sell snow cones that night at the game.
Fundraising
A discussion was held about possible fundraisers for the year. The following is a tentative schedule:
September - Snow cones at Heritage Days
October - Yankee Candle
November - Catoctin Popcorn
December - Poinsettias
Jan/Feb - Gianni’s Pizza (around Super Bowl time)
We also discussed having smaller fundraisers at local restaurants to fill in as needed (such as Hard Times Café or Applebee’s). Janice Spiegel will see if Jaley’s would be interested in doing something later in the year since several of the students work there.
Treasurer’s Report/Budget Discussion
We discussed the proposed budget for the year. The boosters approved decreasing the amount for cleaning and maintenance of robes and VE outfits to $300 and increasing the amount for purchasing new VE outfits to $500 (see attached). The budget was approved.
We also discussed that the Choral Boosters owes the Band Boosters $500. The Band Boosters paid the deposit for last years Orlando trip, and then the trip was cancelled. The Choral Boosters applied the $500 deposit to the New York Trip, which the band did not attend. The check was written to reimburse the Band Boosters the $500 that night.
Advocacy
We discussed the need to advocate for the music programs and improvements to the auditorium at MHS.
The meeting was adjourned.
APPROVED BUDGET FOR MHS CHORAL BOOSTERS, 2009-2010
1. Chorus camp clinicians and expenses $0.00
2. Chorus leadership camp (repeated below) $0.00
3. Cleaning and maintenance of robes and VE outfits $300.00
(changed from $500.00)
4. Purchase of new VE outfit if necessary $500.00
(changed from $100.00)
5. Music folder replacements $300.00
6. Office supplies & postage $150.00
7. Insurance premium $350.00
8. Musicians for concerts $300.00
9. Concert expenses: refreshments, paper goods $200.00
10. Purchase of music $300.00
11. Social events for students $100.00
12. Awards $750.00
13. Pins for All-County Chorus Members $200.00
14. Scrapbook supplies $ 60.00
15. Piano tuning $200.00
16. Bus transportation $1600.00
17. Assistance for All-State fees $400.00
18. Banquet TBD
(roughly $800 proposed)
19. Miscellaneous (gifts, check fees, practice CD’s, etc.) $300.00
20. 3 Microphone stands ($19 each) $ 60.00
21. 3 Shure Dynamic Vocal microphones ($99 each) $300.00
22. 3 heavy duty black microphone cables $ 45.00
23. Dr. Tim Student Leadership Conference $300.00
Total budget: $6815.00
This budget does not include the yearly fee ($15) that the Vocal Ensemble students will spend to use the outfits, and this money goes into the Uniform Account. (Savings account).
This budget also does not include a final figure for the banquet (estimates are about $800.00)
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