HGHS Band Rookie Information Meeting April 12, 2018 5:30 pm - - PowerPoint PPT Presentation

HGHS Band Rookie Information Meeting

April 12, 2018 5:30 pm

Welcome – Kay Bugg

 Welcome  Communications  Band Packet  Fees  Opportunities

Booster President VP Secretary Treasurer VP Board Freshmen Liaison Appointed Leadership Appointed Leadership

Information Flow

• P. Harper

Section Leader Band Member Band Member Band Member Section Leader Band Member Band Member Band Member Section Leader Band Member Band Member Band Member Drum Majors

Rookie Band Parents

Information Sources

 Mr. Harper to students - via drum majors, section leaders, directly  Mr. Harper to parents – email via CHARMS  Band Boosters to families  WEBSITE: hgtrojanband.org

Everything presented today will be on the website

 Remind101 texting reminders

New families can subscribe after June 1st

 Email through CHARMS

Information will ‘move up’ to the HGHS CHARMS account in June

HGHS Trojan Band Website

HGTrojanBand.org Latest news Permanent information forms and files FaceBook posts Twitter feed Archived pictures and videos

CHARMS

 CHARMSoffice.com  Email is our most frequent and thorough method of

• communication. Please provide email addresses that

you check frequently.  Cell phone numbers very important for emergency contact purposes.  Much more information used at the high school level— calendar, finances, volunteer ‘credits’, etc.  Form needs to be UPDATED and RETURNED  Update this information in CHARMS at any time.

Student Data Sheet

 Printed for your convenience  Correct info as necessary  Provide as much info as possible  Can add as many adults as desired  Provide ACCURATE information

Handbook

 Available on the website  Everything you need to know  Contract printed for your convenience  This contract binds you to all the rules, regulations, fees and band support policies  Band Contract must be SIGNED, NOTARIZED and RETURNED  Notarized form is due BEFORE band camp begins

Medical Release Form

 Available on the website  Printed for your convenience  Madison County Schools, Out-of-County/Overnight Field Trip Medical Release Form – This form must be COMPLETED, SIGNED, NOTARIZED and RETURNED for the student to ride the bus to any games, competitions or

• ther band functions.

 Notarized form is due BEFORE band camp begins

Instrument Rental/Maintenance

• Form available on the website
• This only applies to those students

who are using a school owned instrument (large brass, percussion, etc)

• $100 rental fee per semester

Hazel Green High School Marching Trojan Instrument Rental/Maintenance Fee Fall 2018

Student Name__________________________________ Grade_________ Address______________________________________________________ City_____________________ State______ Zip_______ Phone_____________________ Cell________________________ Instrument______________________________________________ Serial #:___________________________MCBOE #: (on case) ________________________ Overall Condition__________________________________ I accept full responsibility for the instrument that has been loaned to me. I agree to see that the instrument loaned to my child is properly cared for and returned when

• requested. I agree to pay the maintenance fee of $100.00. This fee covers basic maintenance and

normal wear of the instrument only. The fee will not apply to any repair or replacement costs should the instrument become damaged, lost or stolen due to student negligence. In case of loss or any damage to the instrument outside of normal use while loaned to my child, I will immediately notify the

• director. I understand that no repairs are to be undertaken without the express permission of the
• director. I further agree to pay for the repair and /or replacement of the instrument should my child be

found to have intentionally damaged the instrument or to have not maintained the instrument properly (gross negligence). In addition, I agree that the instrument will be returned on demand to the director without recourse or refund. Students should also not lend or rent the instrument or permit the lending

• f the instrument to another person.

I fully understand and agree to the terms of this agreement. Parent Signature________________________________ Date_______________ Student Signature______________________________ Date___________________

2018-2019 Band Fee Policy

Band fees for the 2018 marching season will be $50 for the county class fee, $375 for the band fee, and $100 for the instrument maintenance fee, if using a school owned instrument.  $100 to HGHS Band Due BEFORE the first day of band camp (If you are on an installment plan, your first installment must be paid) and ALL forms must be completed, notarized and submitted BEFORE band camp.  The second payment of $175 must be paid prior to the first performance of the band, Friday, August 31, 2018. Band Fee of $125 to HGHS Band, County Fee of $50 to HGHS (must be a separate check). (If you are on an installment plan, your second installment must be paid.)  If Opting out of the Band Support Credit Policy, the balance of fees is due on Sept. 14, 2018, in accordance with school fee deadlines. Instrument Fees are due by Sept. 14, 2018  Any outstanding Balance is due at the end of marching season, November 9, 2018. $150 of band fees are not eligible for waiver since there is an opportunity to use Band Support Credits to offset this amount.  Money should not keep someone from being in band. Partial and full fee waivers are available in some

• cases. Fee-waiver forms are available in the front office and must be submitted when school starts. If

applying for fee waiver, a notice must be given to the HGBBA Treasurer by the beginning of band camp.  See the HGBBA Treasurer for installment plan forms. If finances are difficult at times, a private consultation with Mr. Harper should be arranged  All fundraiser money will be applied to fees first, MUST have a ZERO balance before monies can be used for a trip.  Families with more than 1 student in band will receive a fee discount of $50 per child. Parents must inform treasurer if more than one child in band. 2019 Spring Band Fees: $50 Spring County Fee and $125 Spring Band Fee, $100 Instrument Fee, if using a school

• wned instrument. No volunteer credit is available for the 2nd semester of band.

2018-2019 Band Support Credit Policy

Credit opportunities up to $150 will be offered to help offset the fees. Each student/parent will be expected to fill 3 support slots with each slot being worth a $50 credit. For families with more than 1 student in the band, the required slots will be reduced by 1 for each child. For example: 2 students in band = required 4 slots to be worked. Credit program:  3 support slots required for each student  Multiple students required slots reduced by 1 per student (see example above)  $50 credit for each slot worked  Maximum of 3 slots will be given financial credit. Additional slots may be worked. All volunteering is appreciated.  Sign up first on Charms  Supporters will sign in when working slots. This will then be verified by the coordinator.  Sheets will be turned into the Support Coordinator after each game.  Credit will be put on student account after the slot is reserved and completed.  If you do not work the slot you sign up for, the student account will not receive the $50 credit. Credit will be only given to the supporters who:  Signed up on Charms  Worked said slot at game/event  Maximum of 3 slots will receive credit  Additional slots may be worked if desired Families with extenuating circumstances such as job or health complications are required to fill out and submit the hardship form to the board by the end of band camp. This will then be approved and solutions for supporting the band will be created. Every effort will be made to find opportunities for those unable to participate in pre-determined slots.

Fee Schedule

2018-2019 Fee List

Fall Semester All Grades Total Payable Due July 9 Due Aug 31 Due Sept 14 Due Nov 9 Fall Band Fees $375.00 HGHS Band $100 $125 $150 Fall County Fees $50.00 HGHS $50 Instrument Fee* $100.00* HGHS Band $100

Participating in the Band Support Credit Policy allows you to earn up to $150 toward Band Fees. If slots are not worked for credit, the balance is due on Nov 9. $150 of Band Fees are not eligible for fee waiver since there is an opportunity to use the Band Support Credits to offset this amount. *Instrument Maintenance Fee Applies to All Students Using a School Owned Instrument. A form will be provided for more information.  If choosing to pay band fees in full and not participate in the Band Support Credit Policy, balance of fees are due on Sept. 14, 2018 in accordance with school fee deadlines.  All Fees that are Payable to HGHS Band can be combined on one check.  County Fee MUST be paid with a separate check payable to HGHS.  If you do not work the Band Support Credit slot you sign up for, the $50 credit will not be applied to the student’s account.  Marching Shoes may be purchased from the sales rep during Band Camp. They are approximately $35, due when ordered. (New styles are being considered. Look for new shoe price soon)  Black socks may be purchased from the Uniform Committee for $3.00 a pair, when available.  Money should not keep your student from being in Band. Fee Waivers are available in the Front Office. There are also payment options if help is needed to spread out the payments. Please, see Band Treasurer, for more information.

Fee Schedule

Spring Semester All Grades (9th -12th) Amount Due Payable Due Date Spring County Fee $50.00 HGHS

• Feb. 15, 2019

Spring Band Fees $125.00 HGHS Band

• Feb. 15, 2019

Instrument Fee* $100.00* HGHS Band

• Feb. 15, 2019

Percussion Fee* $25.00 HGHS Band Feb 15, 2019

*Instrument Maintenance Fee Applies to All Students Using a School Owned Instrument. A form will be provided for more information.  All Fees that are Payable to HGHS Band can be combined on one check.  County Fee MUST be paid with a separate check payable to HGHS.

Band Support Slots

Area (credit opportunities) #/event # events Total Band camp water tent, fittings, pictures, etc 4 10 40 Making flags - 2 for $150 6 1 6 Attach and remove plumes: Dedicated Crew all home games 4 3 12 Transportation Trojan Trolley Coordinator Trojan Trolley /Sugar Shack (whole game = 2 slots) 1st shift: 6:30 - 3rd qtr, 2nd shift: 3rd qtr - clean-up 12 5 60 Field Show Coordinator Field Show Support Crew - Dedicated 2-speakers, 3- backdrops, 2 drum major stands 8 5 40 Chaperone Coordinator Travel Support Crew (chaperone and field show) 8 8 64 Bus Captains/Plumes - Dedicated Crew 4 3 12 Other tasks as determined Total 234

New!! Concessions

 HGHS Band ‘has earned/been given’ the opportunity to work concessions stand as our biggest fundraiser  ‘Traded’ the printed football program with the football boosters  Expect to bring in more money per person per hour of effort than selling ads for the program  EVERY FAMILY will be required to participate  There is no ‘opting out’  Plenty of opportunities to fit your schedule. Schedule known far in advance.

Concessions Policy

 Each family must work ONE game per student in the HGHS band (if you have 2 students in the band your family MUST work 2 games; Flag Corps and Dance Line families are included). One concession shift is open to close for one game.  There will be 9-11 games available to cover; requires120-130 people  Signups will be by seniority (Senior families, junior families, etc)  Parents can find someone to work their game shift provided the person is:

 over 18 years old  not a current student at ANY MCBOE school  has been pre-approved by Mr. Harper by August 1st

 Parents who do not sign up and/or do not work their shift and/or whose substitute does not work their shift will be assessed a $100 concessions fee  Parents may also work additional shifts to earn $100 per game toward band fees

Save these Dates

 Tuesday, May 8th – MVMS Spring Concert  Thursday, May 17th – HGHS Spring Concert  Sunday, July 8th – All band forms and $100 band fee due  Monday-Friday, July 9-13th AND Monday-Friday, July 16-20th  HGHS Full Band Camp- 2 FULL WEEKS; 9am to 6pm daily  ATTENDANCE MANDATORY  More details will be coming; plan vacations to end BEFORE camp  No absences allowed—individuals are written into the field show  Band learns music and ‘drill’ for the first half of the field show

2018 Marching Schedule

HGHS Football Game Schedule—all games begin at 7pm ATTENDANCE MANDATORY Pre-Season Schedule  Jamboree TBD Fall Jamboree @ vs Grissom Students will meet at stadium; no buses Band will play from stands only Regular Season Schedule  Friday, August 31st HOME vs Sparkman  Friday, September 7th AWAY @ Buckhorn  Friday, September 14th AWAY @ Lee  Friday, September 21st HOME vs Athens  Friday, September 28th AWAY @ Gardendale  Friday, October 5th HOME vs Albertville *Homecoming  TBD AWAY @ Mae Jemison  Friday, October 19th HOME vs Fort Payne  Friday, October 26th HOME vs Hartselle (Senior Night) October 6, October 20, October 27, and November 3 ATTENDANCE MANDATORY  Tentative dates HGHS Band Competitions  HGHS Band participates in THREE competitions each year;  Competitions are held on Saturdays; Attendance for these is mandatory.  Competition invitations are not yet issued so HGHS families are asked to reserve 4 Saturdays knowing that only 3 will be used. Most likely will be the last 3 dates.

• www.charmsoffice.com
• Select Parents/Students/Members from Login dropdown
• Enter school code “hazelgreenhsband”
• Enter Students “ID”
• Student ID and Password are the same until you

customize the password.

• If you have customized the student password,

Enter the Student Password. Not the ID. I know it doesn’t make sense. Trust me. See? It says “Student Area Password”

1 3 2

Note: If you don’t enter with the student’s password, your volunteer sign up will NOT be linked to your student. VERY IMPORTANT FOR GETTING BAND SUPPORT CREDITS!!

How to Login to CHARMS Student Portal

• Select Calendar
• The indicates volunteer opportunities
• Click on the to see the slots and to sign up

How to Sign Up for Concession shifts and Band Support Slots

• The next screen will list the volunteer slots and a place to sign up.

1 2

How to Sign Up for Concession and Band Support Slots

• Fill in all info carefully and correctly.
• It is important to provide an email and phone number if possible so you can

receive reminders and be contacted if there is a change in the schedule that needs to be communicated.

• Select the Sign Up button to enter your information.

• You can return to the calendar or use the drop down menu to select

another event to sign up for.

Recap and Q&A

 Information available on the website  Forms can be notarized and returned today if completed  NO FEES will be accepted today  Forms and $100 is due by July 9th  Communications for the 2018-2019 season will begin after June 1st  Be sure your contact information is accurate  Freshman/rookie Liaison – Kay Bugg, until June 1st  Kay.bugg@mchsi.com or 256-656-5085 text/call