Dutchtown High School Band Boosters

149 Mitchell Road, Hampton, GA 30228

DHS Band Booster Meeting Minutes

Date: November 14, 2017

Attendees:Band Director-Mr. Gustama, Assistant Band Director – Mr. Hughley, President – Ms. Niki Martinez, Vice-President – Mrs.Lynn Planchon, Secretary – Mrs. Robin Novotny, Treasurer – Mrs. Sabrina Cylin, and three (3) other Booster members. Mr. Gerard Chamblin is the Time Keeper for the meeting.

Welcome

The meeting was called to order at 7:01 PM by President, Ms. Niki Martinez.

Review/Approval of September and October Minutes

The minutes for both the September 2017 meeting and the October 2017 meeting were handed out for review and approval. Motion made to approve both sets of minutes.

September 2017 Minutes

Motion: Mrs. Lynn Planchon

Second: Mrs. Sabrina Cylin

Vote: Unanimous

October 2017 Minutes

Motion: Ms. Niki Martinez

Second: Mrs. Lynn Planchon

Vote: Unanimous

III.Treasurer’s Report

Mrs. Sabrina Cylin presented the Treasurer’s Report.

A. Balance as of November 14,2017:

Current Balance in DHS Band Booster checkbook $14,617.22

Balance in DHS Band Booster DCCU Account $16,267.09

12 Outstanding Checks Total - 1,649.87

DCCU Account Balance $14,617.22

B. Budget Status

A Budget Status report was presented on budget items where expenses have already been approved. This shows the expenses for the budget line items that have been approved and some expenses already paid. It also shows the remaining amount left for that budget line item.

C.Expense Requests for Vote

Mrs. Sabrina Cylin presented a list of expense requests for review and approval.

1.Graduation Cords

Purchased at the end of last school year for the students to wear at Graduation. There are some left over and will be used for this year’s graduates. The cost is $277.00.

Motion: Mrs. Lynn Planchon

Second: Mrs. Tonia Clark

Vote: Unanimous

2.Additional Hangers for Band Uniforms

Per the August 17, 2017 meeting, the boosters voted to approve the purchase of additional hangers for the band uniforms. The amount was $44.00 for a box of 50. However, the shipping costs was not included in the amount. The shipping cost is $31.23.

Motion: Ms. Niki Martinez

Second: Mr. Gerard Chamblin

Vote: Unanimous

3.Pre-game Meal for Jones County football game

Per the October 19, 2017 meeting, the boosters voted to approve the purchase of the pre-game meal for the band since they had to leave so early for the game. The amount of $ 200.00 was approved for the game. However, the actual amount for the meal was $264.00.

Requested approval for the $64.00.

Motion: Mrs. Lisa Armstrong

Second: Mrs. Tonia Clark

Vote: Unanimous

4.Senior Night Events

Items for Senior Night was discussed at the September 14,2017 meeting, but was not voted on as the actual costs of everything was not available. Expense items for Senior Night are:

Plaques - $209.85

Corsage/Boutonnieres - $120.00

Embroidered Sashes - $120.00

Total Amount - $539.85

Motion: Mrs. Niki Martinez

Second: Mrs. Lynn Planchon

Vote: Unanimous

5.Senior Banners

This was discussed at the September 14,2017 meeting but was not voted on as the actual cost was not available. The cost is
$825.00.

Motion: Mrs. Tonia Clark

Second: Mrs. Lisa Armstrong

Vote: Unanimous

6.Reimbursement for gas to pull trailer

Mrs. Robin Novotny and her husband pulled the band trailer for the Jones County football game. The reimbursement is for gas for the truck to pull the trailer. The cost is $28.00.

Motion: Mrs. Tonia Clark

Second: Mrs. Lisa Armstrong

Vote: Unanimous

7.Additional Transportation Costs

There are several invoices for bus transportation for football games that have not been paid yet. These invoices are for the Columbia, Stockbridge, and Heritage games. There has been some discussion about the invoice for the Columbia game. The buses did not arrive to the game until just before half-time. There was backup on the interstate that caused a delay and then the drivers had the wrong address for the game. Mrs. Sabrina Cylin spoke with the bus transportation department about the invoices. She found that the mileage for the trip is entered in by the department prior to leaving the school. Therefore, we were not billed for any additional miles caused by the wrong address. Mr. Gustama will give a detailed report to Principle Shaw. She will address it with the bus transportation department.

Motion: Mrs. Tonia Clark

Second: Ms. Niki Martinez

Vote: Unanimous

8.Band Composite Picture 30”x40”

This expense is not a line item in the budget. This a composite picture of the whole band for the 2017-2018 school year. We have purchased the composite pictures for each school year in the past. The amount of the composite picture is $300.00. The amount is based on how many students purchased pictures and the amount of the composite picture is a discounted price. Mr. Gustama requested to table this for later discussion. He will talk to the photographer to see if they will come to the Winter Concert and set up a table to sell band pictures to those who did not purchase pictures previously.

IV. Committee Reports

A. Fundraising Committee – Mrs. Lynn Planchon gave an update on the fundraisers:

1.Chick-Fil-A Calendars – there are 5 calendars left to sell

2.Otis Spunkmeyer Cookie Dough – only 8 students participated.

3.Domino’s Pizza Cards – very poor participation. We have sold 7 so far. We still have 60 cards left to sell and will continue to sell until they are all gone.

4.Future fundraisers – any suggestions for future fundraising projects, please contact Mrs. Lynn Planchon.

B. Media/Communications Committee–Nothing to report

C. Spring Banquet Committee –Ms. Niki Martinez advised no update yet. Still looking for venue and that depends on the date of the banquet. Asked Mr. Gustama to go ahead and set the spring concert so we can look at a more definite date for the banquet.

D. Equipment Committee – Mr. Hughley said that the trailer needs some repairs. One of cables that allows the back door to lower is broken and needs to be replaced or repaired. It needs to be repaired in time for Pre-LGPE.

E. Concession Committee – Total profit of $7,147.38.00 for this season for concessions, spirit gear and 50/50 Reffle. There are still some chips and candy left over from the concession. What chips and candy are left over will be sold during the Fall Concert.

Mrs. Sabrina Cylin asked about the chairperson position for the Concession Committee. There was some question about whether Mrs. Lisa Armstrong wanted the position or not, considering she ran the concession this year. Motion was made to name Mrs. Lisa Armstrong as the chairperson for the Concession Committee.

Motion: Mrs. Sabrina Cylin

Second: Mrs. Tonia Clarke

Vote: Unanimous

F. Uniform Committee–Ms. Niki Martinez suggested that instead of dry cleaning the uniforms, that several people take home a few of the uniforms to wash in a washing machine. She has done it in the past with a couple of the uniforms and used Oxi Clean on the white parts and said that they looked good. Several members present agreed to take some uniforms to wash at home.

G. Colorguard Committee – Noting to report.

V.Old Business

A.Senior Picture Plaque – Mrs. Tonia Clarke said that the picture of the seniors used for the plaque given out at Senior Night was not a good picture. Some the seniors did not have on the appropriate shoes and it showed in the picture. Ms. Niki Martinez agreed that the picture was not good quality and will arrange to have the picture taken again. They will replace it on the plaques and give back to the seniors and their parents.

VI.New Business

Mrs. Sabrina Cylin advised that the second payment for the Memorial Day Parade is due. She will issue a check once she has received all the payments from everyone who is participating. As of now, there are 6 people who have not made the second payment. Waiting for payment from these people. She will send the payment as soon as these people make their payments. Mrs. Sabrina Cylin requested to vote for approval to issue the check once she has received the payments from everyone. Also asked for approval to issue the future payments when she has received the money.

Motion: Mrs. Tonia Clarke

Second: Mrs. Lisa Armstrong

Vote: Unanimous

VII.Director’s Comments

A.Fall Concert – This Thursday, November 16, 2017, at 8:00 pm. The time has been changed due to the State of the School Address that will be earlier in the evening. The concert will be held in the Gym and will be small ensemble type performance.

B.All State Auditions– will be held on December 9, 2017 (Mr. Gustama’s birthday). Mr. Gustama will advise the audition times later this week.

C.Memorial Day Parade – Mr. Gustama spoke with Dr. Kent Morrow who is the Fine Art Coordinator for Henry County school system. Dr. Morrow said that he will see what funds are available for Dutchtown to use toward transportation for this trip. Any funds from the county will help to offset the cost of the trip.

D.Walk of Heroes Veterans War Memorial– Mr. Gustama has reached out to Mr. Tommy Clack, Chairman of the Walk of Heroes Veterans War Memorial, about a donation for the band trip. He is waiting to hear from them.

E.Marco’s Pizza – Mr. Gustama has spoken to them about a sponsorship/donation for the band trip. He will contact them again to follow up.

F.Winter Concert – Schedule for Friday, December 15, 2017 at 6:30pm.

G.Student Performance – Students are preparing for their auditions and practicing.

H.2018 Marching Band Show – Mr. Gustama said that a few ideas have suggested. Before the winter break, he will send a form for the students to make suggestions. They will vote on the show.

I.Instructional Focus (IF) period–Mr. Gustama said that when students go the band room for IF, they will have to show a pass from their teachers saying it is ok for them to be there.

J.Donations – Mr. Gustama has received a couple of dontations. One donation is for $100.00 from Musical Youth Amercia. Another donation is $25.00 from Mr. Lynel Goodwin of a Music Advocacy group.

VII. Adjournment

President Ms. Niki Martinezasked for a motion to be made to adjourn the meeting.

Motion:Mrs, Lynn Planchon

Second:Mrs. Sabrina Cylin

Vote: Unanimous

The meeting was adjourned at 7:56 PM

Respectfully Submitted by:

Robin Novotny

Dutchtown High School Band Boosters