2015-02-10

February Meeting

Broad Run High School Band Boosters Association

Secretary

• •

Michele Hall [email protected]

Sunday 1 8 Monday 2 Chin Chin Dining for Dollars 9

Calendar

February 2015 Tuesday 3 Wednesday 4 Thursday 5 All District Band @ Champe 10 BBA Parents Meeting 11 12 Friday 6 All District Band Saturday 7 All District Band Concert @ Champe 13 14 WG & IDL @ Mt. Vernon 15 16 Buffalo Wing Factory Dining for Dollars 22 “Thirty One” Fundraiser 23 17 24 18 All District Jazz Auditions FAFSA Workshop 25 After School Band Rehearsal 4-6pm 19 26 Pre Assessment Concert 20 21 IDL @ West Potomac 27 28 Winter Guard @ New Jersey All State Auditions @ JMU

Sunday 1 8 Monday 2 Dining for Dollars @ Chin Chin 9

Calendar

March 2015 Tuesday Wednesday 4 Thursday 5 3 10 BBA Parents Meeting 11 12 Friday 6 Concert Assessments Saturday 7 Concert Assessments 13 14 Winter Guard @ Norfolk 15 Dining for Dollars @ Chipotle 22 16 23 17 24 18 25 19 26 20 21 SPARTAN SPECTACULAR Spec Set Up 27 28 WG & IDL @ AIA Championships 29 30 31

Sunday Monday

Calendar

April 2015 Tuesday Wednesday 1 Thursday 2 Friday 3 Saturday 4 5 12 6 7 BBA board meeting 13 14 BBA Parents Meeting 20 21 8 15 9 16 10 17 11 19 22 23 24 18 25 26 27 28 29 30

Treasurer

• •

Amber Saunders [email protected]

Online Payment Options

• • • •

Background

Academic Year 2013: – 194 Invoices ($66k) - $340 avg per – 312 Payments ($52k) - $167 avg per QBO integrated functionality: – VISA/MasterCard, Checking Acct/ACH – Paypal is not integrated Paypal: – Not being integrated, requires more effort for every transaction – Cheaper than QBO (2.9% + $0.30), but significant more onerous for parents Two Options: – Monthly Fee – No Monthly Fee

Annual Cost Visa/MC

3.40% Of payment total $ $0.30

per transaction 2/3d $ 1,865.03

ACH

0% Of payment total $ $ 0.50

per transaction 1/3d $ 156.00

Total

$ 1,243.35 $ 52.00 $ 1,295.35 • • Assumptions: • AY 2013 is representative of future years • I understood the data and any error is immaterial 2/3rds of payments will be credit card No paypal – if paypal and CC share (1/3d each), then the Total cost goes down by approx. $85 (~7%) Option: To recover costs, the fees for MB, CG, WG and IDL would have to increase by $11 to $13

1

st

Vice-President

• •

Martin Thurn [email protected]

2

nd

Vice-President

• •

Jodi Lutz [email protected]

Fundraising Updates & Events

• Product Sales Citrus - Cancelled •

Group Participation Events FOCUS on Spartan Spectacular (March 21)

March 21

SPARTAN SPECTACULAR

WE ARE SOLD OUT!

60 Teams Registered! 17 Drumline and 43 Guard Next Update Meeting:

March 10, after Booster Meeting

Friday night 3/20:

School open all evening for set-up Gym available by 9pm for install

Saturday 3/21:

Doors open for volunteers by 6am Open to public and first team arrives 8:30am Last team arrives 8:30pm Awards over about 10:30 Clean up will run midnight/until

Wear spirit wear for your job; volunteers get re-usable volunteer badges

Logistics Teams

Exterior: Outdoor Traffic, Parking, and Competitor Equipment

Flow and Use of Parking Lots consider construction (question pending) Map in development, must be finalized ASAP!

Interior Logistics Team: Flow of Traffic Inside the School

Flow and Use of Hallways dependent on Exterior Map Met 1/20 and formed initial plan; walk-through next week Map needed by 2/27!

Corporate and Program Teams

Corporate Partnership and Vendor Team

Ad sales WAY UP! 12 ads already, with a month to go!

Tribute Ads – selling to other teams, contact Michelle Hall for yours Gifts in Kind for raffles Vendors Do you have or know a local business for ads, gifts, vendors?

Big help/little work: send me leads!

Program and Awards Team: Printed Program and Awards Ceremony

etc.) Program: Content finalized and approved by 03/06 (menus, maps, Awards: Old Guard performances requested, pending response Jodi organizing awards/trophies on day of Nominate people to present awards – send me names!

Promotions and Spectator Team

Website will be SpartanSpectacular.BRHSBBA.org

Info for performers and spectators Showcase BRHS teams Video invitation List program ad purchasers/corporate partners Publicity underway: Press, FB page and FB invite Publicity next: Emails/Invitations, Flyers, Vouchers Day of Event Ticket sales: 12.50/10/free Booster Table Raffle donated items Sales of stadium seats Sales of paper/online messages to students

Hospitality and Concession Teams

Concessions Team: Food Sales

Done: Menu Set Volunteers for major jobs set LCPS contacted RE staff support (grounds, cafeteria) Next: Pricing, signage, shopping list/estimates

Special Hospitality Team: Judges, Directors and Tabulation Spaces

Next: Finalize rooms to use when interior map done, Signage, Coordinate shopping list with Concessions team.

Volunteer and Finance Teams

Volunteer and Archives Team:

Volunteer Matrix set up – how many people does your team need?

Google Docs: file sharing set up; accept invite; use it!

Finance Team: Tracks Income and Expenses

Invoicing system for ad sales in place Need heads up on estimated expenses Need to coordinate if your team needs cash box on day of event

All Teams

     All Teams OK with written roles 8 of 9 teams have leads or co-leads 6 of 9 teams/leads in contact on progress 8 of 9 teams have met/put heads together Use the shared files!

   We still need 1 team to determine lead! Keep me updated on your work/ask questions!

 Make sure your team is in touch as best works  Speak up if you need more resources (people, supplies, input, leadership support) to get the planning and preparation done! Meet the following deadlines….

DEADLINES

ITEM DUE

Resources: tell me if your team needs input, resources, or more people to get the job done Ad and Tribute Sales approved and finalized ASAP March 6 Program Contents approved and finalized Request number of “day of” support from Volunteer team March 6 Feb. 28 Estimate and request supplies, request payment checks; submit to Event Coordinator and CC Finance team Thorough To-Do List for Set Up, and Day-of Processes and Procedures written and archived on Google Drive Large Sign Printing on plain paper Large specialty sign printing (banner, outdoor) Feb. 28 March 13 March 13 Feb. 28

Dining For Dollars

Next Event: Buffalo Wing Factory (Ashburn Farm)

• Monday, February 16 from 4-9 pm Need volunteers to help collect receipts • •

March Opportunities

First Monday of the Month at Chin Chin Mid-March at Chipotle

Year-to-date income: $1112.00

No-Frills Events

Next Event: Thirty One Gifts Party Fundraiser

• • • Sunday, February 22 at 3:30 On-line and at the party Contact: Michele Hall on Facebook Portion of sales goes to BBA

Year-to-date income: $636.00

Recognitions

• • • • Assemble a committee Would like an off-site event, parents only Suggest Mills Recreation Center Possibly weekend day in late April / early May

President

• •

Lamar Wilson [email protected]

Band Director

•

William “Bram” Smith

Old Business

• Tax forms / Nonprofit status

New Business

• • P O BOX 1822, Ashburn VA 20146 Overdue accounts

Committees

• •

Spartan Spectacular Nominating

Adjournment

• Next meeting: Tuesday, Mar. 10 th