Jenks Band Parents Club Meeting
May 14, 2015
Meeting Commenced at 7:05pm
JHS Math & Science Building, 3rd Floor
Attendees:Clark Craig, PresidentLeanne Smith, VP-Guard
Brandy Wilson, President-ElectTerri Amstutz, Publicity Director
Jane Cawley, TreasurerPhillip Powell, VP-Concessions
AnnAline Drake, VP General FundraisingDiana Wolff, Trip Account Manager
Helen Harris, SecretaryBand Parents
Scott Hillock, Director
Presiding:Clark Craig, President
Clark Craig -- President: Clark called the meeting to order and asked for the approval of the 4/2/15 minutes. Greg Davis motioned to approve; Terri Amstutz seconded the motion and all approved.
Jane Cawley -- Treasurer’s Report: Jane announced current bank balances are:
General Fund account:$ 138,620.64
Concession account: $ 26,676.73
Banc First account:$ 11,628.83
She reminded everyone that the general fund balance is high due to recent receipts at registration but will soon be used to pay for everything ordered at registration (i.e., whites, gloves, shoes, etc.). Updates are still being made to the trip account balances and should be complete by the end of the weekend. Clark asked if next year's budget was finalized and she responded that it is due for completion by the end of May.
Director's report -- Scott Hillock: Mr. Hillock reported that the spring trips were very successful. This was the band's first time to use a travel agency/tour company to arrange spring trips. He opted to do this in order to become familiar with the company prior to the Rose Parade trip. There were certain issues that came up that they now have learned about and will be able to resolve. We will not be using a travel agency for the fall trip to Arlington. It will be organized as we have done in the past by the band parents. He thanked all the chaperones who travelled with the students.
The middle school and high school spring concerts will be Tuesday and Thursday next week. The high school Wind Symphony will be honored at the next school board meeting on Tuesday, May 26, at 5:00 p.m.
It has not yet been determined whether or not we will be flying or taking buses to Pasadena. He is still waiting on Southwest Airline rates to be made available before deciding. Once that decision is made, other details will be published. Due to the "Real ID Act of 2005", 18-year olds will no longer be allowed to use an Oklahoma driver's license as a means of identification when travelling in an airport. Mr. Hillock will notify everyone in plenty of time to obtain appropriate necessary identification.
Online applications for Rose Parade chaperones are now available. The deadline is Monday, July 27. Mr. Hillock strongly encouraged parents who want to chaperone to be involved this summer. If we don't "know you", it is unlikely you will be selected as a chaperone. Chaperones will be required to pay for the Rose Parade trip, but hopefully not as much as the student cost.
Chaperone applications for the fall Arlington trip are not online yet. These chaperones will be chosen a few weeks prior to the trip and they will not be required to pay.
A question was asked as to how many students registered for band next year. Mr. Hillock expects 270-275 students in the band compared to 235 this past year. Clark added that 92 of the 275 are freshmen and 72 are sophomores, so it will be a "young" band next year.
Leanne Smith -- Guard Report: Leanne reported that the count for color guard next fall is 53 students of which 19 will be freshmen with only 4 seniors -- also a young group. (This compares to 46 students this past year with 10 seniors.) Practice started this week on Tuesdays and Thursdays. The guard will be hosting bake sales at the spring concerts to raise money for their individual trip accounts. Guard registration will be Saturday, May 30, from 9:00 a.m. until noon in the Band Room. Students should come dressed in the guard shirt because pictures will be taken. Clark mentioned that May 30th will also be the make-up registration day for band students who missed May 9th registration.
Phillip Powell -- Concessions: Phillip expressed appreciation to those who made phone calls to recruit concession workers for the last soccer games. Concession sales for the year are completely finished now. There are still two positions open for next year: Assistant Cash Controller and Inventory Control Coordinator. The Inventory Coordinator works about 6 hours a week and is responsible for stocking the concession stands and keeping an inventory of all food. Please let him know if you are interested
Terri Amstutz -- Publicity: Terri announced that Jenks Band is now on Wikipedia as part of the Jenks High School entry.
AnnAline Drake -- General Fundraising: AnnAline celebrated the American Heart Walk participation exclaiming it was a fabulous day. Jenks Band raised $1,400 for the American Heart Association. Six thousand people in the community participated in the event and they were all "greeted" with the sounds of the Trojan Pride as they began their walk. She expressed appreciation for all those who helped with the event.
AnnAline encouraged everyone to save their coins and bring them to the spring concert for the MidFirst coin drive. All coins will go to student trip accounts and MidFirst will match up to $500 into the general fund. Whoever deposits the most coins will get $50 added to their student account.
She reported that the band has been getting a lot of media attention including a "shout-out" by Dan Potter on KRMG, coverage of the Heart Walk participation on Channel 9 and Channel 6 news, and now the band is collaborating with Cox Media and Mix96 radio station.
The corporate sponsor poster is now available. She encouraged parents to keep soliciting for sponsorships. $10,000 has been raised to date to help defray the costs of the Rose Parade for all students.
A 2015 Jeep Cherokee Latitude will be the vehicle raffled off in our Tournament of Roses Parade Car Raffle. Raffle tickets will be on sale for $20 each. For each ticket sold, $4 will be credited to a student's trip account and the rest will go to the General Fund. The winning raffle ticket will be drawn by the Rose Parade President Mike Matthiessen during homecoming festivities.
Other Rose Parade-related committees are busy planning:
- Host Committee is planning events related to the visit of the Parade President and his wife;
- Rose Parade Rally committee placed jars in local business during the Jenks Herb Festival and raised $91 in donations;
- The GoFundMe account has been completed and internet fundraising has begun;
- 4th of July Event committee is planning to valet park cars using the city's new parking garage as well as hosting a food truck festival and selling 4th of July sundries such as glowsticks.
Scott Robinett -- Student Fundraising: Scott reported on behalf of Rosa Beard. He announced that there were extra plants from the spring flower fundraiser and they are for sale tonight for $3/each. He also has $5 Tournament of Rose Parade car magnets for sale
Michelle Wilkerson announced that coffee orders are here tonight and may be pickedup after the meeting.
Mr. Hillock made another announcement that updates will soon be made to the website. 8th grade parents should be aware that once school is finished they will need to go to the high school website ( and not the middle school webpage for information. He also noted that there will be a change in the payment schedule for the Rose Parade trip. The last payment will be at the end of November to line up with the Rose Parade Rally activities.
A question was raised as to whether there are parent meetings held in the summer. There is typically only one in August. It is in addition to the Parent Performance which is scheduled for Friday, August 15.
Clark then thanked Robyn Brown for putting together the band banquet. We had 420 attendees.
Someone asked if there is a highlight video for sale. Clark replied that we do not have that this year. Brandy Wilson made videos after every game and event and hopes to be putting all her videos on DVDs to sell as a fundraiser for the band.
Clark then thanked again the outgoing board members and then installed the new officers:
- President -- Brandy Wilson
- Treasurer -- Jane Cawley
- Secretary -- Jennifer Griggs
- Trip Account Manager -- Diana Wolff
- VP General Fundraising -- AnnAline Drake
- VP Guard -- Leanne Smith
- VP Concession -- Phillip Powell
- VP Student Fundraising -- Michelle Wilkerson
- Publicity Director -- Jana Sullivent
- President Elect -- Greg Davis
- Past President -- Clark Craig
Parents of next year's senior students were invited to gather after the meeting to discuss next year's senior activities.
The meeting adjourned at 8:00 p.m.
Respectfully submitted,
/S/ Helen Harris
Helen Harris, Secretary