Henry Clay Band Boosters, Inc.

Parent Meeting Minutes

February 22, 2016

The meeting was called to order and welcome made by Vice-President Brian Rosenkrantz at precisely

7:00 p.m.

In attendance: Bill Kite, Jeff Bayerle , Kristie Spencer, Brian Rosenkrantz, Lisa Wright, Bettie Kingkade,

Melba Guerrero, Sandra Palmer, Melissa Jones, Cameron Beard, Tom Bensberg, Jerry Bell, Amy

Jennings, Scott Jennings, Kim Newton, Debbie Stepter, Patsy Carruthers, Vyvann Op, Beth Hickey, Tim

Sorenson, (illegible), Donna Cox, Michelle Slayton, Drew Slayton, Jim Triantafilou, Joyce Triantafilou,

Janet Mullins, Maddie Wheeler, Viviana Ortiz, Lucas Sandford, Lexi Bensberg, Kimberly Collins, and Joe

Collins.

Approval of Minutes: Tim Sorenson moved and Amy Jennings seconded approval of the January 21th,

2016 Band Boosters Parent Meeting Minutes. The minutes were unanimously approved as submitted.

Treasurer’s Report: Paper copies of the band booster current year financial reports were made

available to all in attendance. Treasurer Donna Cox reported that the true picture for the Disney trip

wouldn’t show itself until next month, but that it looked like the cost to the boosters for the trip was

down to about $18,000 from the $20,000 or more previously thought; some fees from the trip were still

being collected. The financial report shows a $65,000 loss, typical for this time of year, and she expects

it to be made up by June. If anyone has questions or would like a copy of the financial report, please

contact Donna at donna@inbalanceaccounting.com.

Kim Newton moved and Debbie Stepter seconded approval of the Treasurer’s Report. The motion

was unanimously approved.

Committee News:

Bingo: Outgoing Bingo Treasurer Jennifer Gripshover handed out paper copies of January’s

Bingo report. The Boosters cleared $4000 in January despite missing January 23rd when Bingo

was cancelled due to snow. She estimated $1,500 in lost revenue for the missed session.

However, Bingo is very busy at this time of year and it is a good time to make up for the loss.

She also reported that incoming Bingo Treasurer Vonda Melton had begun training.

Brian Rosenkrantz listed open Bingo positions needing to be filled: caller, pull tab supervisor, 2

pull tab assistants, paper supervisor, and email coordinator. These positions need to be filled as

soon as possible in order to begin training.

Jerry Bell noted that a new pull tab game called Grand Bananas had been introduced on

Saturday and that it works a little differently than other games. See Kimberly Collins if there are

any questions about this new game. Also, the new electronic pull tab games which have been

set up in the hall may roll out as early as March, but we have not yet received our licensing back

from the state and are still waiting for more details.

Ways and Means: Jerry Bell reported that the fundraiser at City BBQ on January 20th had raised

$177.85 for the band. Holding at least one restaurant fundraiser a month was suggested, with

Texas Roadhouse, Panera and City BBQ among the restaurants proposed. It was stressed that

the boosters attempt to raise money from outside sources. Various other fundraising options

were discussed, including t-shirt sales, asking for alumni support and finding corporate sponsors.

Jeff Bayerle handed out packets with letters and information to help boosters or students in

soliciting corporate sponsors. Corporate sponsorship forms are also available on the band

website: https://henryclayband.files.wordpress.com/2015/11/henry-clay-band-sponsorship-

111615.pdf

Brian Rosenkrantz emphasized that the fundraising done by the boosters has helped make

possible many of the great experiences and performance opportunities the students have had

this year. “We raise it and we send it back out.”

Communications: Communications Chair Patsy Carruthers encouraged everyone to take

pictures during concert season so they could be posted on the Henry Clay Band Facebook page.

Kids and parents love to see them and it keeps up interest in the band program.

Spirit Wear: Brian Rosenkrantz noted that Spirit Wear Chair is a position still needing to be

filled. He suggested a way to save money on sectional shirts for marching season by placing a

whole group order for shirts with a common theme on the front which could be personalized on

the back. This suggestion would enable a discount for a large order, rather than having each

section order and purchase their own shirts.

Hospitality: Brian Rosenkrantz reported that the Hospitality Chair position still needs to be

filled. The Area Concert on April 12th is the next event needing Hospitality planning.

Equipment: Equipment Chair Cameron Beard reported that he has possible buyers for the pond

bridges used in last season’s marching band show. He is still working on quotes to repaint the

trailer after the vandalism last month.

Chaperone: Chaperone Chair Melissa Jones reported that chaperones for pep band this week

were covered but more would be needed next week if the basketball teams advance.

Uniforms: Kimberly Collins reported that the band uniforms had been cleaned and returned to

school. Kim Newton reported that a cummerbund had been left on bus #3 after the Disney

concert.

Stadium Seats: No report.

Student Council: Maddie Wheeler and Lexi Bensberg reported. The band council will begin selling Old

Kentucky Chocolate candy bars on Wednesday, Feb. 24th. Maddie is hosting a Lexington YMCA

Scholarship Fundraiser at Painting with a Twist on Richmond Road, and invited anyone interested to

come check it out and help her reach her goal. If the Boosters like the idea, she would be happy to

arrange a similar fundraiser for the band. The cost to attend is $35 and it raises $10 per attendee if at

least 20 participate.

New Business:

Open Positions: Open positions for the 2016-2017 year include: Vice President, Hospitality

Coordinator, Spirit Wear Sales Coordinator, Bingo Caller, Pull Tab Supervisor, 2 Pull Tab

Assistants, Bingo Paper Supervisor and Bingo Email Coordinator.

Events Planned by Class Reps: Brian Rosenkrantz reminded the group that two big events

organized by class reps were upcoming: the Pops Concert, organized by the Sophomore Class,

and the Banquet, organized by the Junior Class.

Director’s Report:

Vandalism Update: Director Bill Kite reported that the perpetrators of the trailer vandalism

were quickly found with the help of school cameras, security and law enforcement. They were

identified as two former students who graduated in 2014. One left the country and there is a

warrant out for him. Upon his re-entry into the country, he will be arrested and charged with a

felony. The second vandal consulted an attorney, cut a deal, agreed to pay restitution and will

be put on probation. Mr. Kite said that Officer Blair has been great and has been keeping him

informed of developments. The initial quote to repair all the damages was $4,000.

Missing Instruments: Mr. Kite received a call the Monday after the Disney trip from the band

director at Bryan Station. He had noticed a French horn for sale at Dan’s Discount Pawnshop

printed with the Henry Clay name. A Henry Clay clarinet missing since the late 1990’s was also

found. Both instruments have been returned to Henry Clay.

Disney Trip: Mr. Kite noted that this had been a very smooth trip. He complimented Taylor

Tours, Ron Roth, and the very professional drivers who all did a great job. The kids were well-

behaved and where they were supposed to be when they were supposed to be. They played

well in Downtown Disney and received many compliments on their performance. Despite the

late hour, the students were focused at the clinic. They received compliments from the clinician

on the level of their sight-reading and attentiveness. The weather was perfect, the trip was fun,

and the kids represented the school and program well.

All-District: Mr. Kite reported that he had received an email from the All-District Band Chair.

They were unable to reschedule the event which had to be cancelled due to bad weather.

Students who paid the $30 to participate will be refunded their money. Students who were

selected to participate will still receive a participant’s patch.

All-State: Mr. Kite reported that the students participating did great that all the bands

performed well. The KMEA Jazz Band performance was very well received, Terrell Stafford of

the Village Vanguard was a big hit, the kids ran the show, the clinic was excellent, and once

again, Henry Clay students represented their school and the program well. It was a fantastic

experience all around.

Pep Band: Mr. Kite noted that Pep Band would start up again on Tuesday, Feb. 23rd with a

double header for the boys’ and girls’ basketball tournaments. He expects students would

return to school by about 10:30 p.m. Tuesday. There is a good chance that both teams will

advance to the next round on Thursday. If they do, next week they would play in Frankfort. If

they advance to State, the boys would play in Rupp Arena and the girls in Bowling Green. Pep

Band sign-ups are on a volunteer basis as long as there are enough students participating in

each section. Mr. Kite encouraged all students to sign up for at least one game.

HC Band Sponsored Solo and Ensemble Recital Theater: Henry Clay will host this event to give

students recital-based feedback and encourage more participation than the traditional

Solo/Ensemble event. It will be held on Saturday, March 12th at Henry Clay in the theater and

is an open recital format. It will give students the opportunity to perform before an audience as

well as the judges. The event will allow more recital options and flexibility, such as permitting

original compositions, other instruments and jazz. The cost is $5 per entry to cover the judging.

Mr. Kite will send out more information soon. This year only Henry Clay students will be

participating but it could expand in future years if it is a success.

Upcoming Events: Mr. Kite noted that the next couple of months would be busy and

encouraged everyone to check the band calendar. Some of the events include Jazz-Percussion

Extravaganza on Mar. 24th, Windfest at UK on Apr. 9th, the Area Concert on Apr. 12th, District

Assessments on Apr. 23rd, and Jazz Assessments on Apr. 30. He will be starting program

auditions Feb 29th and will begin travelling to middle schools the following week to determine

band placement. Drum major training will also begin in April.

Joe Collins made and Kim Newton seconded a motion to adjourn. The motion was unanimously

approved. The meeting adjourned at 8:07 p.m.

The next scheduled Booster meeting is March 21, 2016 at 7 p.m.

Respectfully submitted, Lisa Wright Recording Secretary