WHSBBA Board Meeting Minutes - September 22, 2016
Board members in attendance were: Gretchen Hitchcock, Sheila Pennington, Brian Pennington,
Sara Fortenberry, Peter Lundsgaarde, Paula Irvine, Candy Smith, John Pryor, Linda Kopp, Ian
Barker, Chad Irvine, Tanner Smith, Karen Ross, Jeremy Derucki, Carey Polson, Melinda
Wemhoff, Steve Kopp, Michael Alonzo, Mit Scott, Judy Furney
I.
Brian Pennington called the meeting to order at 7p.m.
II.
Judy Furney presented the minutes from the August 25th meeting. Sheila Pennington
moved to approve the minutes as presented. Sara Fortenberry seconded. The motion
passed.
III.
Treasurer’s Report – Linda Kopp
For the month ending August 31, 2016, Quickbooks showed a starting balance of
$36,777.71. Total income was $155,403.05. Total expenses during this time period
came to $47,612.29, for a total net income of $107,790.76. Total sales tax income for
the month was $405.05, and a JE was entered for a duplicate QuickBooks payment
fee from May 2016. Ending QuickBooks balance - $144,986.09.
Starting checkbook balance as of 8/31/16 was $158,003.59, with $1595.33 in
outstanding deposits. Outstanding expenses were reported as $14,612.84. Bank
balance with outstanding transactions came to $144,986.08. Variance from
QuickBooks - $.01.
Candy Smith moved to accept the Treasurer’s Report as presented. Sheila Pennington
seconded. Motion passed.
IV.
Budget/Re-Planning Update – Linda Kopp
Linda presented an itemized Budget forecast spreadsheet. This information had been
shared with the committee chairs prior to this meeting for their input. Revisions to the
budget for the remainder of the year include moving financial aid and trip fees out of
income, removing the Winterguard trip from the budget (if Winterguard goes on a
trip, the fees paid and expenses for the trip must balance). Indoor percussion was
removed completely. We will save on expenses in Guard because the alreadypurchased Giving Tree flags/fabric will be used in Winterguard. All these adjustments
will leave us with a $5000 surplus. Brian Pennington extended hanks to Candy Smith,
Bev Drummond-Murray, Linda Kopp, Mr. Smith, Mr. Gall and Mr. Alonso for all
their assistance.
Steve Kopp asked about the end of June balance and where it is located now. These
funds were used during the summer transition time to pay bills prior to July new
budget.
V.
Old Business
A. Open Board Position, Volunteer Coordinator
Brian Pennington thanked Candy Smith for serving as interim Volunteer
Coordinator. He will send out a communication to the general membership to
ask for volunteers. Once someone comes forward, they will go through the
nominating committee process. Mr. Smith will send this information out first
thing in the morning.
Candy suggested finding someone who has a heart for the band, and suggested
trying to find a co-chair who can do the admin part. Paula Irvine suggested
anyone interested should shadow Candy. Mit Scott will the search. Sara
Fortenberry and Candy Smith volunteered to help Mit recruit someone.
VI.
New Business
A. BOA San Antonio
1. Funding differential – Sheila Pennington – Mr. Smith’s travel agent
reports the cost per student for Friday – Monday is $305. Sheila
Pennington moved that $1290 be added to the cost of the trip to make up
the difference in the budget. Emily Reed seconded. Motion passed. Linda
Kopp indicated that she had already planned on making that adjustment
pending board approval. We are staying at the Embassy Suites where we
were last year. We had an excess of rooms so Sheila is looking into any
parent rooms. She is also looking into a charter bus for any interested
parents, however this is not confirmed yet.
2. Tentative Schedule – Mr. Smith said that Senior Night staying as is, but
the administration is allowing the band to depart at halftime. They will
return to Wakeland around 9-9:15. Students will have time to open their
letters, then they will depart for San Antonio at about 10 p.m. Buses will
arrive in San Antonio around 3:00 or 3:30 am. Our prelims block is
between 10:15 and noon, so wake up time will be around 6 a.m. Sunday
will be a fun day with visits to the new Texas History museum and the
Alamo on the agenda. There will be a Senior dinner at Mi Tierra with
directors that evening. Monday, they will check out at 8 a.m. and stop in
New Braunfels to tour Natural Bridge Cavern. Lunch will be BBQ at
Stubbs. They are scheduled to arrive at WHS around 7:30 pm. Contact
Sheila Pennington if interested in chaperoning. We gave up concessions
for this game in anticipation of this.
B. NTCA Winterguard Competition at Wakeland is Feb. 25. Committees for this
event will be organized soon.
C. Fundraising Update – Janette Derucki – Palio’s spirit night went will. Panera
spirit night is Oct .19. Plans are in the works for spirit nights/days at Mooyah
and Nothing Bundt Cakes. The Papa Johns cards will be in Monday the 3rd.
Each student is asked to sell 10 cards. Extras can be turned back in. She
reminded all about the Kroger rewards program – easy to set up. The Scrip
program is set up and ready to go. Lynch Creek is also ready to go.
D. Hospitality – Paula Irvine
1. 8th Grade Night – After game pizza party at the Staley cafeteria. Band will
wear half uniform there. Ordering pizza (hopefully with Papa Johns card)
and WHS students asked to donate $5 each. This should last 45 minutes to
an hour max. They will collect the money at the Monday night rehearsal.
There are about 115 8th grade students. Since we are walking over to
Staley, we will have 100% participation. Linda requested we adjust the
budget to for this event to $1476 to cover the costs of additional students.
Sara Fortenberry seconded, motion passed.
2. Band HOCO Dance – admission cost will be $10 per person. There is a
rehearsal that morning. Dance is 8 p.m. to 10:30 in the WHS cafeteria.
Josh Stromburg will DJ again at the same rate as last year. We might need
cookie donations. We will use the show props for decorations. John Pryor
to take photos.
E. Ensemble Center Update – Brian Pennington –we have halted all development
in Ensemble Center at this point. Store is still there to view, but ordering has
been disabled. We are not in a position to do online advertising due to having
two websites - .org and .com. Payments in Ensemble will continue through
the payment plans until the end of marching season. At that time, we will shift
over to QuickBooks for everything else. Doug may look at developing
Ensemble Center more fully in the future, but for now, there are enough
changes going on this year without adding this to the mix.
Sara Fortenberry suggested that a couple of the vendors we use for spirit wear
and supplies have online ordering we could potentially tie into. We may need
to look into this for next year.
Mr. Smith said that www.wakelandband.com is redirecting to
www.wakelandband.org The webmaster will still maintain on the .org site.
Advertising will still be available in the future.
Ian Barker wanted clarification – Ensemble Center is being maintained for
marching season payment plans only and then will phased out for now.
Paula Irvine asked for the list of those interested in various volunteer
opportunities that is stored in the Ensemble Center database.
VI.
Announcements - The next Board meeting will be Oct. 27 in room E104. The
Community Parade is Nov. 12.
VII.
Band Director Comments/Notes
Mr. Smith wanted to clarify the information about percussion cuts. He said he met
with Mr. Gall and Mr. Hardeman regarding their 5-year plan for the program. It turns
out they already had reservations about adding indoor percussion at this time, so
combined with the budget issues we are experiencing this year, they agreed that the
cut would be the best thing at this time.
HEB contest and BOA Plano itineraries are online. We have no information yet about
the Plano East contest schedule. At UIL, we perform at 4:30. Oct. 22 is the only
approved ACT day during marching season. Next semester we are hosting a cluster
Jazz concert on May 19 at 7 p.m.
Mr. Smith announced a slight change to the visitor policy at games. Alumni in stands
are OK during the third quarter only. Parents may visit in the stands at Homecoming,
Senior Night and 8th Grade night only, and only during the third quarter. Visitors will
need to step aside and sit down so students can do their jobs at the games. Mr. Alonso
said flags are in and uniforms will arrive next week. The Winterguard audition
process will include an acting portion as well as skills portion. Both shows are going
to be competitive.
Truck Wrap - Mr. Smith said that Roger Robinson (Prop Chairperson) has
approximately $7500 or $8000 left in the prop budget. Mr. Smith has a quote from
360 Wraps of $8000 to wrap the 18-wheeler. There is a two-week turnaround. Would
it be possible to have it ready for San Antonio? Is this something we would want to
pursue? After some discussion, Sheila Pennington moved that we use the remaining
prop money up to $8000 toward the truck wrap with any excess expenses beyond that
amount coming from the annual fund to a maximum of $8800. Mit Scott seconded the
motion. Jeremy Derucki asked if we could logistically do this with box trucks during
the time the 18-wheeler would be out of commission. Mr. Smith said we can,
however, if he gets district trucks it comes out of his budget. The other option would
be for us to rent trucks. With no further discussion, the motion carried.
IX.
Adjournment – 8:50 p.m.