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Blank Bill of Sale Form for Atv document sample
Blank Bill of Sale Form for Atv document sample
Chopticon High School Band Boosters Meeting March 4, 2009 Call to Order The meeting was called to order at approximately 6:38 p.m. by band booster vice-president Geoff Westbrook. The members present were: Ellen Emmart, Bonnie Harris, Mary Hayden, Donna Ordille, Mary Ann Scott, and Geoff Westbrook. Approval of Minutes The minutes of the February 4, 2009 booster meeting were distributed. No official action was taken. Old Business Treasurer’s Report Mrs. Emmart distributed the treasurer’s report noting that there is a checking account balance of $3,343.55 which represents $4,085.65 minus $491.76 in individual student accounts and $250.34 in the help account. There is a savings account balance of $16,056.70. Mrs. Emmart stated that she paid the bill for the post office box rental which was $54.00. She also stated that she just received two additional checks from Papa Johns for spirit nights. Each of these checks was for less than $20.00, disappointing for the fundraiser it was billed to be by the manager. We have now received a total of three checks from Papa Johns. The question was raised as to whether we have ever been able to get the booster money from the Blue Crabs out of the 801 account. Mrs. Emmart stated that although we have tried to do so several times by submitting invoices as Mr. Burroughs suggested, it has not worked and we have not received the money. This is concerning as some of that money was to have gone to the chorus for their participation in the concession stand. Fundraising Report Mrs. Emmart stated that she has emailed Chris Cakes to reserve the date of May 10th for the pancake breakfast. Mrs. Ordille stated that we have still not received the car magnets from Carol Davis. Spaghetti Dinner It was noted that we are definitely holding the dinner whether or not we are able to obtain the waiver of the building use/worker fees. Mrs. Hayden has not gotten a response on the waiver request yet but will check on it. It was stated that Ms. Vence is advertising the dinner along with the play. It was questioned as to how many people come to the school plays. It was agreed that we will aim for 300 people at the dinner. Mr. Westbrook stated that he has talked to Will in the food services department for the school system regarding the dinner and found out that we are able to order the food through them. He went over the prices quoted for 160 servings. There was discussion with a few questions raised for Mr. Westbrook to follow-up on. These included what is included in the salad, whether there is salad dressing available, and how the sauce and noodles come. In addition, Mr. Westbrook will ask about getting paper products (plates, bowls, etc.) through the school system. Mr. Westbrook stated that we will need to order the food a week in advance of the dinner. It was agreed that coffee, tea, milk, and juice should come with the meal while there will a fee for bottled water and soda. It was suggested that we get 25 cartons of each milk and juice. It was agreed that we will have a dessert table. Because the items will be homemade, the dessert table will operate by donation rather than set prices. We will be asking for baked goods to be donated. We will have Mr. Burroughs send out an email asking for this as well as for workers for the different crews we will need for the dinner. It was agreed that to ask for volunteers in two shifts of 1:00 p.m. -4:00 p.m. and 4:00 p.m. -7:00 p.m. The volunteer positions include: set- up crew, cookers, servers, bus boys/girls, and clean-up crew. It was agreed that we should have sign-up sheets and Mr. Westbrook agreed to coordinate that. Volunteers will be asked to email Mr. Westbrook. It was also suggested that we do a half sheet flyer to go home with the students. This then also brought up a discussion of parents and getting volunteers for events such as this. It was noted that at the beginning of the year there is a volunteer form that parents fill out but we don’t know whatever happens to that. In addition, there is a volunteer sheet on the website but those responses go directly to Mr. Brown. It was further noted that the volunteers need to be coordinated for the Blue Crab concession stand work dates. It was agreed that this will not be buffet style but rather we will serve the food. The cast and crew will eat at 5:00 p.m. It was noted that someone needs to speak to Carol Davis regarding doing the photographs with the cast. As to advertising, the draft flyer prepared by Mrs. Scott was reviewed. It was agreed to modify the flyer to say 4:00 p.m. – 7:00 p.m. rather than just 4:00 p.m., to modify the menu to include salad and bread sticks, and to remove the statement about all you can eat. Mrs. Scott will revise the flyer and get it to Mr. Burroughs for distribution. Mrs. Emmart will send an announcement to SOMD.com and others. Mrs. Ordille will give the information to Ellyne Brice Davis for inclusion in her Park to Point article in the Enterprise. There was a discussion of making signs for the dinner, with Mrs. Emmart stating that she has 4x4 sheets from the comedy show that are blank on the back and could be reused and Mrs. Scott stating that she has plywood that could be used for signs. No definitive plan for signs was reached. New Business Marching Band Hats Mrs. Emmart stated that Mr. Burroughs has said he would like to stay with the style of hat we currently have known as the “Aussie” style. It was agreed that we will look for replacement boxes for the hats. The problem is that the current boxes are getting to be in bad shape and they are wearing on the tops of the hats. A current box was measured and the size we need to look for is 17” x 13¼” x 6½”. Mrs. Emmart will check on the internet at band supply businesses for them and Mrs. Scott will investigate a lead she has for boxes. It was agreed that we will need 55 boxes to start. Marching Band Uniforms Mrs. Harris reviewed the debt list in relation to marching band uniform issues, primarily frayed pants (bibbers). She stated that the color guard uniforms do not need to be dry cleaned but rather can be hand washed. This is also true of the former color guard uniforms. Mrs. Gill has volunteered to hand wash all of the guard uniforms. This is very nice of Mrs. Gill and it will save us a lot of money in dry cleaning costs. It was questioned as to how much money is in the 801 account for dry cleaning. It was also noted that if the color guard is going with new uniforms and wants to make them they need to decide that soon so that there is ample time to do so. Mrs. Emmart noted that Mrs. Sparks had taken some of the old pirate themed uniforms home to look at as a possible option. Trailers Mrs. Hayden stated that the permanent tags for the new trailer need to be obtained. She noted that there had been discussion of possibly selling the open trailer and transferring the tags to the new one. There was then discussion of what to do with the open trailer now that we have the new larger enclosed one. It was questioned as to why we need to take both trailers and it was noted that this will be necessary due to additional equipment needed for the pit this year as well as to have a means to secure the ATV’s. Mr. Westbrook stated that if the open trailer is disposed of he is interested in purchasing it. With the low attendance at the meeting and the lack of research on the value of the open trailer it was agreed to postpone a decision on this issue until another time. One suggestion on how to handle the sale if that is what is decided was to do it by sealed bid. This topic will be discussed again at the next full meeting of the boosters. Uniform Closet Mrs. Harris raised the issue of space in the uniform closet and possible options on how to store all of the uniforms, noting that with the new girls symphonic uniforms there are now an additional 55 dresses to store. One possibility is to put the extra uniforms in bags and suck the air out to compress the space they take. The cost for the bags should be minimal. The storage trailer behind the school was mentioned but it is not secure and not suitable for uniform storage. As to other items in the uniform closet, Mr. Westbrook suggested storing them in the trailer. He noted that we could come up with some type of cart where items could be stored and then wheeled out when the trailer is in use. Picnic Mrs. Emmart stated that we need to think about the picnic and that we need to go ahead and book the park (Gilbert Run) to ensure that we get the date we want. It was agreed to aim for June 6th at 1:00 p.m., with a back-up date of May 2nd. It was noted that the cost to rent Lettie Dent last year was $100.00. It was agreed that if Gilbert Run is $100.00 Mrs. Emmart should go ahead and book it but that if it exceeds $100.00 she should email us with the information. There was some discussion of holding the picnic after the seniors graduate, with it being noted that the banquet is more about the seniors and that they should all still be around and are welcome to come to the picnic. Banquet It was agreed that we would like to hold the banquet at Christ Church hall again this year. Mr. Westbrook will contact Mr. Whitson regarding arrangements. It was noted that the date for the banquet is set by Mr. Burroughs, but that it is usually during the week and somewhere from mid to late May. It was questioned as to whether Mrs. Davis will be doing the slide show again. Special Meeting It was agreed by all in attendance that we need to hold a special meeting to discuss the details of the spaghetti dinner. It was decided that this meeting will be held on March 10, 2009 at 6:30 p.m. Mr. Burroughs will be asked to send out an email to parents announcing the meeting. We will request that the message be coupled with the revised flyer to be prepared by Mrs. Scott. Next Meeting The next regular meeting of the band boosters will be held on April 1, 2009 @ 6:30 p.m. Adjournment The meeting was adjourned at approximately 7:55 p.m.
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