March 2017 Meeting Broad Run High School Band Boosters Association - PowerPoint PPT Presentation

March 2017 Meeting Broad Run High School Band Boosters Association March 14, 2017

OPENING REMARKS President – Carolyn Renshaw Please take a moment to review our meeting minutes from: – October 2016 – January 2017 We will approve these minutes at our next meeting

Calendar – March 2017 Highlights: 3/6: Chin-Chin Night 3/9: VBODA Assessments 3/11: IDL & WG at Woodgrove 3/17: Spartan Spec Prep 3/18: Spartan Spec 3/19: Fine Arts Cluster Night 3/22: All-District Jazz Auditions 3/22: Fuddruckers Dinner 5-9pm 3/24: Chantilly Jazz Festival 3/25: IDL & WG at Woodbridge 4/1: AIA Finals AIA Finals

Calendar – April 2017 Highlights 4/1: AIA Championships 4/3: Chin Chin Night 4/4: China Trip 4/8: All-Virginia Band & Orchestra

FINANCIALS Treasurer – Kory Fierstine 10/8/2016

FINANCIALS Financials (as of 28 Feb 2017) 31 Dec Current 31 Dec Current Operating Funds Balance* $ 32,377 $ 30,055 Receivables (Open Invoices) $ 1,234 $ 389 Income Year to Date $ 48,712 $ 52,968 Current $ 0 $ 355 Fees $ 27,000 $ 27,000 In Arrears $ 550 $ 34 Fundraising $ 21,712 $ 25,968 Payables (Big Rocks) Expenses Year to Date $ 46,095 $ 54,065 Staff Payments WG & IDL $ 9,250 Marching Band $ 35,563 $ 35,938 Indoor Drumline $ 4,417 $ 7,812 Winterguard $ 2,951 $ 6,465 General $ 3,165 $ 3,850 Financial Aid $ 1,225 $ 1,225 Misc. Budget Line ($2,500) – $1,034 to date 10/8/2016

FINANCIALS Broad Run High School Broad Run High School BUDGET ACTUALS Combined Annual Band Budget Actual Income and Expenditures 2016-17 Academic Year Marching Indoor Marching Indoor General Band Drumline Winter Guard Totals General Band Drumline Winter Guard Total Income Membership Fees 1,800 25,200 10,500 4,550 42,050 1,800 25,200 0 0 27,000 47,110 25,968 Fundraising, net of costs Spartan Spectacular 12,700 - Direct Individual Gifts 11,900 13,505 Product Sales 14,010 10,377 Corporate/Individual Gifts 8,500 2,085 Total Income 89,160 52,968 Expenses General 13,861 13,861 3,850 3,850 Coaches/Instructors 15,975 5,225 7,250 3,500 6,000 - 1,500 7,500 Show Design 9,200 6,900 2,000 300 6,872 652 - 7,524 Camps 3,545 3,545 2,582 2,582 Uniforms 11,992 6,728 3,188 2,076 4,907 3,133 2,432 10,471 Equipment and Supplies 7,800 4,710 6,160 18,670 5,697 3,330 1,636 10,663 Competitions Fees 1,920 968 1,308 4,195 1,185 698 788 2,670 Travel / Transportation 9,100 8,200 500 400 6,535 - 110 6,645 Miscellaneous 3,650 300 500 4,450 2,161 - - 2,161 Total Expenses 13,861 43,968 18,916 14,244 90,988 3,850 35,938 7,812 6,465 54,065 Surplus / (Deficit) (1,828) (1,097) 10/8/2016

FUNDRAISING VP Fundraising – Laura White Spartan Spectacular (detailed information on following slides) Dinner at Fuddruckers 3/22 5-9 or after indoor practice 20% back to band invite friends

Spartan Spectacular Where to Find the Basics: • Everyone: spartanspectacular.brhsbba.org • Event Teams: Meet Wednesday at 7pm; also see emails • Indoor program Students: see emails/FaceBook for expectations from coaches and timing • Band students (not in indoor programs): read on! Also, see sign up sheet in band room • Band Parents (not part of event teams): read on! Also, see two Sign Up Genius lists in email and on Facebook to volunteer

Spartan Spectacular: General Schedule • Everyone: General Schedule for Friday: • Various groups of students, team leads and volunteers will work from 4pm “until” on Friday • Students and Indoor Staff will install the AIA floor in the gym when possible (begin 7pm at latest based on athletics use); help from parents is welcome; have your student text you with installation time • Indoor groups will have opportunity to do a few practice run-throughs once floor is installed • Building will be open with Event Coordinator (Laura) there until prep is done • Bring your own dinner or cash to chip in for impromptu pizza order General Schedule for Saturday: • 8am Spartan Spec Event Teams arrive for set up as needed • 9am AIA officials will begin to arrive • 11am to 5pm Performers, Equipment and Spectators arrive • 1 pm to 7pm Performances are ongoing with several breaks • Approximately 6:15 Winterguard competes • Approximately 7:10 Drumline performs • by 8pm the awards ceremony should be happening • by 8:30 pm the Performers and Spectators should be leaving • about 9pm to 10pm the floor needs to come up, and the last of the spaces should be returned to their original condition • Indoor Students and Parents: see emails from Megan for more specifics • Pit Crew: see email from Donna for more specifics • Team Leads: see emails from me for more specifics

Exterior Map

Interior Map

Menu and Food • For each 4 hours volunteers work, they earn a wristband good for one Combo Meal or equivalent. • Meal wristbands are available at volunteer check-in in the Black Box. • Indoor Program Performers (Winterguard and Drumline students) will be given time to eat before their report times (for details, see emails from Megan) • Please plan ahead if you or your student have dietary restrictions.

Huge Thanks to our Team Leads! • Indoor Traffic Flow and Awards: Carolyn Renshaw, Ron and Sue Tillman • Outdoor Traffic Flow: Davis Murphy, Juan and Nury Saa • Floor Installation: Megan Constantanides, Dylan Mercer, Andy Schlaf • Concessions: Joe Nunley, Guy Gawrych and Beth Webster • Volunteers: Michelle Loyd and Donna Vanik • Spectators: Irene Lovewell and Jenny Runyon • Publicity: Tammie Willenbrock • Hospitality for VIPs: Katrina Towle and Doug Campbell • Finance: Kory Fierstine • Building Use and Leadership: Ryan Dempsey Questions? Email fundraising@brhsbba.org

COMMUNICATIONS VP Communications – Tammie Willenbrock 2017-2018 Executive Board Elections • 2016-2017 Board Members who will be running as incumbents for their seats: • Carolyn Renshaw • Tammie Willenbrock • Donna Vanik • Kory Fierstine • Presentation of Nominees – April Meeting • Elections held May 2017

COMMUNICATIONS VP Communications – Tammie Willenbrock 2017-2018 Executive Board Elections Would you like to serve in 2017-2018? Visit our website and review our BRHS BBA Election page... then... Submit your name as a nominee via our online Expression of Interest Form

COMMUNICATIONS VP Communications – Tammie Willenbrock BRHS BBA Gallery For Members, Staff & Students only! Photo downloading available! Watch videos (no downloading) Access via our website! Safe and Secure! Watch your email for login details coming soon! Want to contribute your photos? Email communications@brhsbba.org

VOLUNTEERS VP Volunteers – Donna Vanik • Thank you to all who continue to volunteer to support our many programs! • Sign Up Genius for Indoor Drumline, Spartan Spectacular, and Hospitality Needs are e-mailed and posted on the BRHS BBA Facebook page. Please continue to sign up to help! • Executive Board Elections are coming up, please let Tammie and I know if you are interested in joining our team!

STUDENT SERVICES VP Student Services – Jeanine Gallagher * We are beginning to plan both the End of Indoor Season Banquet and the End of Year Banquet. More details will come in a few weeks as they become available. We will be looking for donations via Sign Up Genius again this year to help feed our hungry band family.

Items Parked for Q & A Further Discussion