Grissom Band Parents Association
Regular Meeting Minutes

Monday, August 22, 2005

Board Members (2005-2006)
Name	Office	Attendance
Cherry Hovik	President	Present
Jim Gatherer	1st Vice President	Present
Laura Mollere	2nd Vice President	Present
Mary Setzer	Treasurer	Present
Teresa Montgomery	Treasurer	Present
Rex Simmons	Secretary	Present
Bill Connell	Director	Present
Theo Vernon	Director	Present

Call-To-Order: 7:05 PM

• President's Report
  • Minutes from the May meeting were made available for review. Jim Krenn entered a motion to accept minutes, second by Rick Cornelius. Minutes approved.
  • Maruf Rahmann was unable to fulfill his duties as 2^nd Vice President of the Band Parents Association Board after being elected in May. Laura Mollere has been filling in over the summer as acting 2^nd VP, and was nominated for the position. She was approved unanimously.
  • Fundraising needs help since fruit sales are expected to be down, working on new ideas. Laura suggests pancake breakfast on September 10^th, tickets can be checked out by students and sold but not simply handed out. Students will provide labor and wait on tables.
  • Parent/alumni band set for September 9^th at Decatur game, rehearsals in the band room on September 1^st, 6^th, and 8^th.
  • Charms is our new online band database and information web site, and students have been asked to update student/parent info online. Parents should go online to double-check their own personal data, which will be used to generate band directory.
  • Cherry sends out email reminders for important upcoming events. Parents who aren't on her email list can contact her and have their address added if they wish to receive these notices.
• Directors' Report
  • Everyone was reminded that band is a performance-based class and that after-school rehearsals are very important. Absences should be avoided except for illness or family emergencies. Parents are also encouraged to attend the games.
  • The band has two marching contests this year:
    • Day trip to Columbia, TN on September 24^th
    • Overnight trip to Marietta, GA on October 8^th for Lassiter Marching Competition, $25/student due on Friday, September 9^th. The band will be staying at the AmeriSuites Galleria on Perimeter Parkway in Smyrna, and will return home on Sunday.
  • The band will sponsor a marching contest at Milton Frank on October 22^nd. Jeff Brewer is leading this effort, and we need help from all band parents and even alumni.
  • We are selling socks again this fall in 3-pair packs for $12, medium and large sizes available.
  • Allowances will be made for students taking SAT/ACT on competition days.
  • The spring trip is still being planned. A trip to Disney required 4 nights and was too expensive, so other alternatives such as New Orleans are being considered.
  • Information in Charms is being updated as rapidly as possible. The Charms calendar is accurate and is easy to update, so the calendar on the band web site may be phased out. Refer to the Charms calendar for the most accurate information.
  • A photo of the full band will be made prior to the Decatur game on September 9^th.
  • The GHS school registered nurse Tarjal Moten ("Nurse T") has a student in band this year and will be accompanying the band on overnight trips.
    • Separate medication forms are needed for trips, one for each medication. The name of the medication written on the form must exactly match what is on the bottle or it cannot be dispensed. Substitutions are not permitted, except when the form states "Tylenol or generic equivalent" or similar statement, indicating the student may receive a medication equivalent to a name-brand. Medications must be brought in original bottles, not in bags or other unlabeled containers. The student's name must be on the bottle.
    • An emergency action form is needed for chronic illnesses.
    • Asthma inhalers and diabetic medication can be kept by student, all other medications must be checked in to the nurse for dispensing. Medications should be checked in within an hour before departure, or prior to departure day if special arrangements are made. A parent must give the medication to the nurse, not the student.
• Treasurers' Report
  • Mary Setzer handles all student accounts and posting payment information.
  • Teresa Montgomery handles vendors, purchase orders, bill payment, etc.
  • Proposed budget was presented for review. Motion to accept was made by Kathy Francica, second by Kristi Fugit. Budget was approved.
  • Student account information is now up-to-date in Charms except for some Marietta trip payments due to some posting problems. All future payments received will be posted on Charms.
  • Returned checks are now assessed a fee up to $30 because of some collection problems in previous years.
  • Any fee balance over $200 is now due.
• Committee Reports
  • Chaperones
    Sign-up sheets are available, still need chaperones for some events. Outstanding medical forms are due and need to be turned in.
  • Uniforms
    Thirty uniforms are still out and need to be turned in. Six volunteers are needed every Monday morning to inspect uniforms to see which need to go to the cleaners.
  • Transportation
    All buses have been ordered for the football season.
  • Trucks
    Sign-up sheet available for drivers, more help needed this year since we'll have 3 trucks. No special license is needed to be a driver. Also need help getting equipment on and off the field.
  • Guard
    The girls have new suits this year. Some help unloading orange guard bags at the football games would be appreciated.
  • Stadium
    Still need volunteers to lay down and pick up seat covers, and more water is still needed.
  • Hospitality
    Things will get busy at the end of January for taking care of judges and visiting bands at District, help needed.
  • Concerts
    Eight complimentary tickets given to each family, cannot use for Max Hammond concert, jazz concerts, or Hilaritas. Need volunteers 45 minutes before each concert to sell/collect tickets and sell CD/DVDs. Volunteers get into the concert for free.
  • Fundraising
    Car washes went well, looking for new ways to raise money since fruit sales have not been very dependable lately. Planning to do a pancake breakfast at Ruby Tuesday on Whitesburg Drive, scheduled for September 10^th.
  • Publicity
    Flyers available for pancake breakfast to post at work and other places. Max Hammond concert has been advertised on radio and TV. Mayor Spencer will say a few words at the upcoming Marching Exposition.
  • Spirit
    Picnic went well. Second order for T-shirts must be turned in by August 23^rd. Other spirit items should be ordered now to receive in time for this marching season. New items planned for use in the stands.
  • Fruit
    No problems reported from the grower so far.
  • Scrip
    See Karen and Nelson Parker for Scrip orders. Many merchants are available through Scrip and listed on the web site for reference. Last year the Scrip program supplied a significant amount of money for the Max Hammond fund and individual student accounts. Ornaments from last year are still available for purchase.
• Second VP Report
  • Still need someone for Ways and Means Committee to solicit grant money.
• Marching Exposition
  • First expo will be learning experience, and every band parent is needed to help. Expecting to need as many as 200 people throughout the day.
  • Committees for program, facility, and publicity are already in place and functioning, vending arrangements are being made, more committees are due to ramp up soon.
  • Volunteers needed for remaining committees, individual shifts on event day, and for selling ads for program.

Adjournment: 8:43 PM