Damonte Ranch Band Parent Organization Board Meeting
DRHS Choir Room, 6-8pm
Attendees:
- Greg & Anita Kitchingman (board co-VPs)
- Emily Kidd (board Treasurer)
- Dan & Amy Barthel (board co-Community Liaisons)
- Jamie Griffin (board Secretary)
- Tom & Jessica Adams
- Jason Dunphy
- Joell Stiner
- Director Updates – Christi Blahnik (not present)
- Updates/Ideas
- Drumline shirts/needs from Kyle
- Band Banquet, May 19th @ Life Church
- President Updates – Lisa Pruitt (not present)
- Trailer registration – do we have an appointment with AAA or DMV?
- AAA won’t be able to do the registration since it’s a private party sale. We will need to make an appointment with the DMV.
- Band Banquet, May 19th @ Life Church
- Photo booth secured by Lisel
- Need to get a feel for what we can use at the church for both Bingo and Banquet (Jason & Tom will coordinate this) – Jamie reached out to Lisel for contact information to coordinate the day/time ASAP to do some kind of walkthrough.
- Once we know the logistics we can decide if we want to cook or try to have catering
- Is it possible to do this as a dessert-based event? May be easier to get food donated if we don’t do a sit-down meal – we can also do this later in the evening and include a dance. We are going to ask Ms. B to confirm that this will be an acceptable option.
- Trailer registration – do we have an appointment with AAA or DMV?
- Vice President Updates – Anita & Greg Kitchingman
- Prop Update
- Tom is going to be a trailer puller for drumline.
- Test run for equipment travel logistics is going to be the Depoali show March 4th.
- Prop Update
- Treasurer Report – Emily Kidd
- See attached Treasurer’s Report with details
- Bookkeeper reports were emailed out January 5, accounting system issues
- Sent CutTime statement to those overdue, both students & families on 1/18/23
- IP from last year, $2,384 owed (3 others graduated w/o paying in full) – send emails/letters?
- There is $18,095.01 outstanding in Fair Share fees for this year. We can’t pay the bus invoice until the remaining fair share fees are paid.
- Emily will send an email to parents, print out a copy of the invoice to give to the kids, and also mail a copy to the parents. Get the envelopes from the office so it can go through district for postage.
- Need to come up with a better way of communicating the payment due dates (maybe set up notification subscription through new website?)
- Need a better itemized budget so we can see if there are ways to cut fees and target specific items for sponsorships.
- Vice President Fundraising Updates – Lisel John (not present)
- Redline online fundraiser Feb 10th
- Mini golf fundraiser in May
- Dine and Donates
- Next one is BJ’s on 2/23
- Texas Roadhouse has been confirmed for 2/27 & 2/28 – flyer has been emailed to the BPO email address.
- Donation letter sent to 89 local businesses
- Band staff appreciation
- Basketball snack bar – Ms. B is working on this for us with the basketball coach
- Bingo night – need prizes for raffle/silent auction. What about food? Band, Burgers & Bingo
- Jason & Lisel working on timing and budget ($25 per person, 21+ up, planning for 300-ish people)
- Food will depend on the space and what amenities we have access to at the church (kitchen or not?)
- Signature items for concessions in the future?
- See what kind of other prizes (gift cards, physical prizes, etc.) we can get donated
- Life Church will potentially advertise this to their congregation
- Possibly make this a 2x per year fundraiser if it works well.
- Need to get the details on who with NGCB we need to notify (Jamie will confirm).
- Katie Grace Foundation – need to work on getting as many prizes as possible (suggested 30 for the upcoming events; 5 big-ticket and 25 smaller value), will probably not be an option for bingo prizes.
- RC Willey is willing to donate product
- Community Liaison Updates – Amy & Dan Barthel
- Volunteers
- Who do we need volunteers for? Need specific jobs to request: Bingo, Banquet, Zone Concert
- Minute to Win It can put the QR code in the program & table for info (with someone who can use the Square)
- Amy met Theresa DiLoreto today and will start opening the door to have the conversation about the vision for our potential partnership with Downtown Damonte
- Volunteers
- Secretary Update – Jamie Griffin
- Website update (move to next meeting. Link shared with BPO board for feedback)
- Shell of website is done, working on migrating and updating content
- Would like feedback on design and format from BPO and Ms. B
- Football sponsor banners
- Lisel received a suggestion on how we can advertise at football games without taking up permanent space in the stadium. Jamie will donate supplies and labor to make foldable freestanding banners that we can line up on the football field facing the stands.
- Anita & Greg indicated there is PVC pipe in the band yard that we can reuse for this project.
- Newsletter – working on this with Lisel. Will need content ideas and will tie into the website. (move to next meeting)
- Website update (move to next meeting. Link shared with BPO board for feedback)
- Any other updates, comments, concerns, needs?
- Updates:
- Comments:
- Concerns:
- Fundraising needs
- Needs:
- Approve unapproved minutes from past meetings
- Follow-ups with the businesses that were sent sponsorship letters
- Election process for next year’s board
- Spring BBQ for incoming band families
- Set up a spring meeting with just the incoming families
- Upcoming Meeting Schedule:
- March 14, 2023
- April 4, 2023
- April 11, 2023 (tentative)
- May 2, 2023