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EHT High School Band Boosters
MEETING MINUTES
Meeting Details
Meeting: Band Booster General & Executive Meeting
Organizer: Ms. Jessica Salerno
Date & Time: 08/08/2018, 7:10 PM
Location: Egg Harbor Township, NJ
Next Meeting: Tuesday, September 11th
Highlights
See the action item list at the bottom of the minutes.
Attend the next band booster meeting September 11th
Volunteer to help at the show Saturday September 29th. More information will follow.
Marching Band students should return the “acknowledgement of Fundraising & Financial Obligation:” form to Mr. Fong by August 24th.
Elizabeth Caroselli will coordinate the Gertrude Hawk fundraiser.
Mark your calendars. The Championship competition is at Hershey, PA Sunday October 28th. Students will be riding in chartered buses.
Get medical clearance forms to the nurse to participate in marching band/guard. See action item list for more details.
Bring canned goods to band camp as part of community service project. (Details are below)
Call to Order/ Roll Call: 7:10 PM
President/Co-President Opening Remarks:
We have an awesome season ahead!
Minutes Approved:
A motion to approve the previous minutes was passed.
Treasurer Report: Doreen1
The Neff company charge on the report is from the metals we purchased for the banquet. We also purchased the flashy
lights for National Night Out. The balance of the school stipend was paid but the school owes us $1,200 (from March).
Student Account Coordinator Comments: Cindy Sutton
If you’re a freshman parent and don’t know your student’s account number, see Cindy Sutton. Her contact information is at the end of these minutes.
Marching Band Shirts: Mr. Fong placed an order for shirts. The order form was on Google classroom.
1 See the Attached reported dated June 30, 2018.
MEETING MINUTES
Page 2 of 7 Band Booster Meeting Minutes ~ August 08, 2018
National Night Out:
We had fantastic turnout. We made $1,271.262. We have some of the flashing lights left over that may be sold at the football games if we are allowed. No funnel cakes were sold the first hour. We need lights for next year. We could not
continue to make funnel cakes because we had no lighting. Next year we will sell water as well.
Props: Review of Material Proposal Cost/Design
Mr. Oglesby spoke about the props. Rich and Mr. Oglesby have gotten together to design some blocks for the show. The sides are made of light weight metal. They will last longer and will be lighter to transport. The cost is $550 for six sides per block, without some sides it would be about $300 each. We need a top. We need three sides and a top. We have to
have a floor because we have swivel wheels. We may be able to resell the props at the end of the season. We will let Mr. Fong decide if we are going to have letters on all sides. They could build a prototype box. The boxes may be around $450. We will go to Home Depot (lumber and metal) and Harbor Freight (for wheels). September 15th is the first
competition. It will take 2 weeks to build the props.
Nicole mentioned that it may be that you would want to put three “E’s” on one block, etc. so that the view of the blocks
for the audience would be consistent. Letter placement should be carefully considered. Nicole also said she approached Home Depot and they gave her 25% off of their purchase for a school project. Does the $550 include paint materials? No it doesn’t include the cost of paint because they were not given colors.
Speaker Carts:
Elizabeth Irwin’s husband is in communication with Mr. Fong to build the carts for the speakers. That’s going well.
Cover Contest for Fall Home Show Ad Book:
Mr. Fong spoke with the T-shirt supply company. We’ll just go with the design from the T-shirt company for the shirts. We need to notify the parents about the T-shirts when they become available.
Uniform Band Shirts:
Last year’s shirt is fine but new ones can be ordered.
Season Letter3:
There is no pay to play. Band camp is free.
Band Camp:
Band camp is August 20th to August 24th. In previous years, band camp was $200. There is a Signup Genius for Band Camp. Friday the 24th at 3 PM there is a preview show.
We are going to do a community service project as part of band camp4. We will collect non-perishable items during band camp. We need to have 15 volunteers on Saturday August 25th. We will meet at the EHT Food Bank at 9 AM. The
students will get a certificate recording their service hours. NO OPEN HOLED SHOES ARE ALLOWED DUE TO SAFETY REGULATIONS.
The Hershey Tournament of Bands Competition is Sunday October 28th: Details to follow.
2 A counterfeit bill was later discovered lowering the total by $20. 3 See attached letter dated August 1, 2018. 4 See the attachment regarding the food drive.
MEETING MINUTES
Page 3 of 7 Band Booster Meeting Minutes ~ August 08, 2018
Charter Buses to Hershey: Per the vote, we are going to charter buses to take the students to Hershey with an approximate cost of $3,200/day. The vote was unanimous5.
Cash Box:
No cash can be dropped in the cashbox anymore. Last year cash was lost with no name on the envelope. Competition
tickets must be purchased in cash. The account numbers from last year are the same.
We accept PayPal using the Student Account Balance (SAB) tab on the website.
Uniform Fitting:
The “shoe guy” is coming the 20th. A date will be chosen for uniform fittings.
Regular Home Show Ad Book:
This goes straight into your student’s account (50%). See the website. They must be submitted by September the 4th.
Game Day Program6:
This is new. We were approached by the football boosters. They produce their own advertising book. They are
changing their format this year. This will be available throughout the community. This is a newspaper format. 50% goes into your student’s account and 50% goes to Boosters. This book will be at all football games. There may also be a banner depending on the buyer’s investment.
Chipotle Fundraiser:
If anyone wants to run a fundraiser, then feel free to do that. Gina Oliver may do a Chipotle fundraiser.
We have a new volunteer for the judge’s concessions. Elizabeth C. will run the Gertrude Hawk fundraiser instead.
We will the purchase equipment necessary for the funnel cakes (e.g. tongs, etc.).
We need other people to be involved in the Home Show. Patty Thomas will volunteer as much as possible.
Fundraising is available for all students and any hardships may be discussed privately with the Director.
Meeting was adjourned at 8:35 PM. Next meeting is Tuesday September 11th.
Action Items
Action Point of Contact Date Required
Join the new remind group, “ehthsMB”. Download the app to your device.
Parents As time allows
Get the necessary medical forms for marching band participation at http://ehthsathletics.weebly.com
Parents ASAP
Get Medical Forms into the Nurse’s Office. You may email them to Rebecca Camp at [email protected] or fax to 609-926-7536.
Parents ASAP
5 On behalf of the band students, Christine Castellano expressed a desire to stay at Hershey overnight. The executive
board will discuss this at a later time with the director. This option would incur additional expenses.
6 See attachment.
MEETING MINUTES
Page 4 of 7 Band Booster Meeting Minutes ~ August 08, 2018
Eye exams can also be taken at the nurses office before school starts.
Pay for cosmetics, dry cleaning, shoes and footwear as applicable. See the agenda for the details as color guard and Band costs differ. Make checks out to EHTHS Band Boosters.
Parents of Marching Band/Color Guard students
Before the first day of school
Attend the next band booster meeting September 11th All Parents September 11th
Join the EHT Silver Eagles Band Booster Facebook page All Parents As time allows
Attend the Tournament of Band Competition Saturday September 29, 2018.
Everyone September 29th
Consider advertising in the Tournament of Bands Ad Book. See the attachment for details.
Parents September 4th
Go to the school music website for important information. We accept PayPal payment using the SAB (Student Account Balance tab). No more cash should be left in the cashbox at school.
Parents
Go to the Band Booster website for meeting minutes and paperwork.
Parents
Get on the remind app with me! Text @ehthsmb to the number 81010!
GOOGLE CLASSROOM CODES: SYMPHONIC BAND: w1rfx9 WIND ENSEMBLE: 9qr24vu ORCHESTRA: r5cc3ce PIANO LAB: 7ixba7 MARCHING BAND: duna6c Be sure to enable notifications.
Students
Confirm with Mr. Fong which “class” the marching band falls into. We think it’s “2O”
Band Booster Leadership As time allows
Consider advertising in the football/cheerleading ad book.
(See attachment)
Parents
Discover your Student Account Number by contacting Cindy Sutton. The numbers have not changed from last year.
Freshmen Students and Parents
As time allows
Follow the football schedule using the booster website. Parents As time allows
Check out the tournament of bands website for more information about them. The website is: http://www.njatob.org/.
See the Preview show Friday at 3 PM August 24th at the high school. Signup to bring food for get together afterwards.
Parents August 24th, 3 PM
Bring food to donate to the food bank the week of band camp. Parents and Students August 20-24th
Volunteer your time at the food bank (6735 BHP in EHT) from 9 AM to 11 AM. Contact Gina Oliver at 703-4802 for more information. Each participant will receive volunteer hours for the National Honor
Students August 25th
MEETING MINUTES
Page 5 of 7 Band Booster Meeting Minutes ~ August 08, 2018
Society, College Applications, etc. No Open Holed Shoes are Allowed for safety reasons!
Send Dr. Kadetsky the information regarding the money the Board owes the Band Boosters.
Doreen Hambro (Treasurer)
Setup mailbox for the Band Boosters. Dr. Kadetsky
Make form to order shirts Gina Oliver
Send an email out with the latest draft version of the bylaws Kim Spence As time allows
Post a copy of the latest version of the bylaws on Facebook Cheryl Wesner As time allows
Make decision about “Fall Participation Fee” Executive Board ASAP
Provide list of items to purchase to EHT BOE (stipend refund) Executive Board Preferably by September
Purchase battery powered lighting for next year’s National Night Out
Executive Board As time allows
Help clean out the band room. More information to follow. Everyone As time allows
Meeting Attendees
Role/Responsibilities Present Absent
Dr. Mark Kadetsky7
District Supervisor of Fine and Performing Arts ✔
Jenna Makos Egg Harbor Township Band & Orchestra Director ✔
Ben Fong Acting Egg Harbor Township Marching Band Director ✔
Frank Stanton Indoor/Outdoor Color guard Instructor ✔
Jessica Salerno8 Band Booster Co-President ✔
Kevin Jones 9 Band Booster Co-President ✔
April Stafford Band Booster Co-Vice President ✔
Cheryl Raymond Band Booster Co-Vice President/ Trophies for Show ✔
Doreen Hambro Treasurer/ Chairperson for the outdoor ad book ✔
Cindy Sutton Student Account Representative ✔
Kim Spence10 Co-Secretary ✔
Vince Salerno Fund Raising Coordinator ✔
Katie Jones Sr. Class Representative ✔
Cheryl Wesner Co-Secretary / Jr. Class Representative ✔
Kim Savino Sophomore Class Representative/ Concessions Chairperson ✔
Gina Oliver Sophomore Class Representative ✔
Elizabeth Irwin Freshman Class Representative ✔
Mary Jones Freshman Class Representative ✔
7 Only for executive meeting.
MEETING MINUTES
Page 6 of 7 Band Booster Meeting Minutes ~ August 08, 2018
Elizabeth Caroselli
Angel on Assignment ✔
Directory of Important Contacts Points of Contact Role/Responsibilities Contact Info Contact Info
Mark Kadetsky District Supervisor of Fine and Performing Arts
653-0100 [email protected]
Mrs. Makos Band and Orchestra Director 653-0100 x1688 [email protected]
Ben Fong Acting Egg Harbor Township Marching Band Director
653-0100 x1688 [email protected]
Jessica Salerno Co- President 271-8300 [email protected]
Kevin Jones Co- President 226-1362 [email protected]
April Stafford Co-Vice President 276-2774 [email protected]
Cheryl Raymond Co-Vice President 377-6332 [email protected]
Katie Jones Sr. Class Representative 226-1361 [email protected]
Cheryl Wesner Junior Class Representative Co-Secretary
215-760-3818 [email protected]
Gina Oliver Sophomore Class Representatives 703-4802 [email protected]
Kim Savino Sophomore Class Representatives 412-6385 [email protected]
Cindy Sutton Student Accounts Representative 204-3994 [email protected]
Kim Spence Co-Secretary/ Co-Webmaster 457-4448 (cell) [email protected]
Elizabeth Irwin Freshman Class Representatives 408-8707 [email protected]
Mary Jones Freshman Class Representatives 204-4280 [email protected]
Executive Minutes: (This meeting was just prior to the general meeting).
Dr. Kadetsky spoke:11
We were not able to eliminate the stipend. The teacher’s contract could not be reopened. The school board wanted to do it but the teacher’s union did not. The Board will purchase equipment for the band booster up to an amount equal to the stipend.
Former drum captains donated $2000. We now have new drums. They are out on the loading dock. Dr. Kadetsky thinks he has the total amount for the judge’s fees for the outdoor show ($1,200). We are the only school that pays for the
judges. He also has some seed money to start out for supplies. ($600, $200, $800).
If the band boosters wants to charter buses to go to the competition in Hershey, the school board will pay for it.
There’s some more seed money to get the indoor guard and percussion. Perhaps this could be used on the floor. There
is some fantastic pre-written shows that a lot of the schools that are beating us are using.
11 See attachment titled “School District Supported/Purchased Items for Outdoor and Indoor Marching Band 2018-2019”.
MEETING MINUTES
Page 7 of 7 Band Booster Meeting Minutes ~ August 08, 2018
We could consider charging the indoor students less this year vs. the $300+ from last year. Dr. Kadetsky strongly suggests that we charge a “fall band fee”. We could explain that we are building props, taking charter buses up to
Championships.
Last year we came back from Hershey on a school day. That was a problem because buses are used heavily on school days. If we come back on the same day, the school buses are free. We are probably class “2O” which would put Championships on a Sunday. This should be confirmed with Mr. Fong.
The band stipend is still technically due but the school will reimburse the band boosters expenses for the same amount as the stipend so as to nullify the stipend.
Dr. Kadetsky says we should get our list of items to equal the stipend by September.
We need:
Chimes
Banner Timpani (Kettle Drum)
There are only 18 clarinet players in the entire District. Now we have a fabulous clarinet player to help get more clarinet
players. We used to average about 8 kids from Alder and 22 from Fernwood. We have an interim band director who is excellent at recruiting. We will start seeing a “boom” in band. Miller had three concerts this year.
Jessica said, we need to figure out a way to clean out the band room.
History of Overnight Trip to Hershey: The school used to go up two mornings before Hershey and we would practice
on a local field. The Boosters would pay about $600 an hour to rent the stadium. We rented the stadium at night so we had to stay the night because we were rehearing so late. The hotel was started out of necessity not as a luxury. Dr. Kadetsky stressed that the purpose of the trip should be oriented towards competition not recreation.
Attendees:
Dr. Kadetsky Jessica Salerno
Kim Savino
Gina Oliver April Stafford
Elizabeth Irwin
Mary Jones
Cindy Sutton Doreen Hambro
Cheryl Raymond
Kim Spence
