april meeting broad run high school band boosters association 2015-04-14
TRANSCRIPT
April Meeting
Broad Run High School
Band Boosters Association
2015-04-14
March Minutes
CalendarApril 2015
Sunday Monday Tuesday Wednesday Thursday Friday Saturday
1 2 3 4
Winter Guard @ TBD?
5 6
Dining for Dollars
@ Chin Chin
7
BBA board meeting
8
All-State
9
All-State
10
All-State
11
All-State
12
Dining for Dollars @
Chipotle
13 14
BBA Parents Meeting
15 16 17 18
Solo & Ensemble
19
4:00 Tastefully Simple
20 21 22 23 24 25
26
Dining for Dollars
Chipotle
27 28 29 30
CalendarMay 2015
Sunday Monday Tuesday Wednesday Thursday Friday Saturday
1 2
3 4
Dining for Dollars
@ Chin Chin
5
BBA board meeting
6 7 8 9
10 11 12
BBA parents meeting
13 14
Jazz on the Lake
15 16
17 18 19 20
Marching Band Commitment
Meeting
21 22 23
24 25 26 27 28
Spring Concert
29
BANQUET
30
Board elections?
CalendarJune 2015
Sunday Monday Tuesday Wednesday Thursday Friday Saturday
1 2
BBA board meeting
3 4
Dining for Dollars
Pot BellyKid’s perform
5 6
7 8
Dining for Dollars
@ Chin Chin
9
BBA parents meeting
10 11 12 13
Graduation Ceremony
14 15 16 17 18 19 20
21 22 23 24 25 26 27
28 29 30
Band Director
• William “Bram” Smith
Financials
Middleburg Bank March February Delta
Primary $ 43,770 $ 26,897 $ 16,872
Alternate (London) $ 6,369 $ 6,368 $ -
Petty Cash $ 305 $ 304 $ -
Total $ 50,444 $ 33,569 $ 16,872
Overdue Invoices March February Delta
Less than 90 Days $ 8,637 $ 9,660 $ 1,023
More than 90 Days $ 7,104 $ 6,415 $ 690
Total $ 15,741 $ 16,075 $ 334
Month of March
Month of March
FUNDRAISING
Fundraising opportunitiesSpartan Spectacular Event (more from Laura)
Dining (on-going monthly)
No Frills
Spring fundraiser
Old Business
Old Business: Tax Status Update
The Board is in the process of reviewing options with the National Booster Club Training Council (NBCTC) to present at the April parent meeting.
Considering hiring a CPA for the taxes and making that a recurring annual expense.
2015 SPARTAN SPECTACULAR REPORTFundraising Can be an Upward Spiral
Achievement: award, activity or event
Fundraising & Friend-raising:
ask for support and help then THANK!
Public Relations: build awareness of your
program’s success,mission and needs
Spartan Spectacular IS the Whole Spiral: Achievement, Publicity, Friend-raising & Fundraising
Event-based fundraising is one key component of an annual fundraising plan BUT….
• Safe success relies on sustainability, planning & tracking• Breakout success comes from innovation & calculated risk• Needs broad-based participation (exhausts volunteers)• Requires strong publicity plan and execution• Impacts organization’s reputation for better or worse• Lowest ROI (averages 50 cents per dollar raised)
2015 Spartan Spec Financials
35.6 cents/dollarvs industry standard of
50 cents/dollarfor events
$5,100
$2,400
$1,750
$9,200
Budget
How Many People at Spartan Spectacular?
1050 Spectators (or more, est from ticket gross)
996 Performers (does not include BRHS performers)
430 Coaches/Crew/Drivers
125 Day-of Volunteers (includes BRHS performers)
44 Team Leaders and Members
15 AIA Staff Members
13 BRHS Administrators and Staff
2673 TOTAL
Value of Donated Items and Time(not captured in financials)
Item Value
Hours by day-of volunteers (1000 hours at minimum wage) $7,250
Printing and design services (program) $3,975
Back page at in Ashburn Village magazine $1000
Printing and design services (signage, badges, packets, materials) $860
Food and raffle prizes $500
TOTAL $13,585
Intangible Values of the Event
• Old Guard Drum Corps: performance and publicity
• Social Media Exposure: Spartan Spec website; AIA website; Facebook event, pages and posts; emails; Instagram; Twitter.
• Print Publicity: Ashburn Rising, Leesburg Today
• Countless Hours of Volunteer Planning, Work and Documentation by Team Leads and Members.
• Established Infrastructure, Documented Knowledge Base and Captured Lessons Learned for 2016
Prestige and Compliments“To say that was a wonderfully run show is an understatement. Thanks for everything you and your team of volunteers did to facilitate a smooth day…. I appreciate it more than you know….”
-- B. H., AIA Board Member
“It was a wonderfully run show. Thank you.”
-- M. M., Performers’ Coach
“Thanks for the best competition and directors’ lounge of the season.”
-- S. W., Performers’ Coach
“I have never seen our gym so crowded! That was an awesome day!”
-- R. R., BRHS Student
2015 Spartan Spectacular Event Coordinator Objectives
Lead in forming and holding the vision, goals, big-picture plan and timeline for the event
Interface with AIA and BRHS early and often to ensure that Spartan Spectacular meets all requirements and parameters
Recruit and establish teams with clear structure and roles Serve as direct point of contact to ensure clear
communication, efficiency of effort, and teamwork for the event
Oversee the process of making major decisions, problem-solving and meeting needs during planning and execution of event Call few, short and focused meetings for the whole team Thank you sincerely and often for your work
Did We Meet the Five Guiding Principles for the 2015 Spartan Spectacular?
Make it an event that we all are proud to be part of – execute each part with excellence!
Meet or exceed all AIA competition parameters – know the details!
Ensure everyone at the event is welcome and appreciated – arrive prepared and friendly!
Continue to build on our success in attendance and income – understand that we are part of a larger community!
Share your knowledge and experience with others, using teaching, documentation, feedback and appropriate delegating – help everyone get set to grow a LEGACY!
Did we meet our goals for 2015?
2015 SPARTAN SPECTACULAR REPORT
YES!
Lessons Learned for Next Year!
• Each team documenting process and lessons learned for their area.
• BRHS and LCPS administrative and activities staff make great allies for us – keep them involved.
• Develop written floor and audio installation directions, vetted by AIA in advance.
• Checklist and photos for returning the school and each room used to original condition.
• Publicity is a major job! Split spectator and ticket sales as own team.
• More radios needed (per proposal)
Thank you!
New Business
25
BRHS BBA Radio Communication Proposal
• Proposal: BRHS BBA should consider purchasing commercial, two-way radios to facilitate communications between volunteers at BRHS band events
– Radio communication was vital to the volunteer effort during 2015 Spartan Spectacular
– Reliance on BRHS radios meant delays in distributing radios to volunteers– If BBA purchases radios, it would not only mean easy access to radios at
Spartan Spectacular, but for all Band events requiring volunteer coordination
• Recommended a phased approach to acquiring radios– Phase 1: BBA to acquire a small number (approximately 6) of two-way radios
• After purchase conduct initial test program on BRHS grounds to determine suitability of purchased radios (indoor/outdoor reception across full length of campus)
• Purchase from reliable vendor such that return is possible if initial test results negative
– Phase 2: Assuming initial test is positive, radios would be put into use for field testing during 2015 Summer Band Camp
– Phase 3: Assess suitability after field test and then move to purchase sufficient radios to outfit all Spartan Spectacular volunteers (Spartan Spec is the largest BBA event) requiring radio communication
26
BRHS BBA Radio Communication Proposal
• Technical Considerations– Rechargeable internal batteries
• Changing batteries on multiple headsets is expensive, time consuming and prone to failure (oops, didn’t we change the batteries?)
– Simple controls so minimal training is required– Positive user reviews (Amazon used as reference)– Cost– Range sufficient to handle school campus with internal to external
communication
• Three possible selections from internet research:– BaoFeng BF-888S Two-Way Radio at $15 per radio (Qty 6) – Motorola MT350R Two-Way Radio at $45 per radio (Qty 6) – Cobra microTalk CXR925 Two-Way Radio at $32 per radio (Qty 6)
• Unknown which, if any, models would be compatible with school radios (or if this is even possible)
• I am not a radio expert, but based on what I have learned I would recommend a trial of BaoFeng BF-888S as a very cost effective way to implement basic communication for BBA
27
BRHS BBA Radio Communication Proposal
BaoFeng BF-888S$90 for 6
Motorola MT350R$270 for 6
Cobra microTalk CXR925
$195 for 6
2015-2016 Board• Current Nominations• Nominations from the floor?
• Assemble committee (April) • Looking for a site (maybe the Mills Rec Center)• Possible weekend day late May TBD
New Business:Volunteer Recognition Event
Looking into options to recommend to the new band director. Options include:• Local vendors• On-line vendors
New Business:Spirit Wear Research
Open Forum
Adjournment
• Next meeting: Tuesday, June 9th ?? • May 12th ??