1. February Meeting Broad Run High School Band Boosters Association 2015-02-10

2. Secretary Michele Hall secretary@brhsbba.org

3. Calendar February 2015 SundayMondayTuesdayWednesdayThursdayFridaySaturday 1 2 Chin Chin Dining for Dollars 34 5 All District Band @ Champe 6 All District Band 7 All District Band Concert @ Champe 89 10 BBA Parents Meeting 111213 14 WG & IDL @ Mt. Vernon 15 16 Buffalo Wing Factory Dining for Dollars 1718 All District Jazz Auditions FAFSA Workshop 1920 21 IDL @ West Potomac 22 “Thirty One” Fundraiser 2324 25 After School Band Rehearsal 4-6pm 26 Pre Assessment Concert 27 28 Winter Guard @ New Jersey All State Auditions @ JMU

4. Calendar March 2015 SundayMondayTuesdayWednesdayThursdayFridaySaturday 1 2 Dining for Dollars @ Chin Chin 345 6 Concert Assessments 7 Concert Assessments 89 10 BBA Parents Meeting 111213 14 Winter Guard @ Norfolk 15 Dining for Dollars @ Chipotle 16 1718 19 20 Spec Set Up 21 SPARTAN SPECTACULAR 222324 2526 27 28 WG & IDL @ AIA Championships 293031

5. Calendar April 2015 SundayMondayTuesdayWednesdayThursdayFridaySaturday 1 23 4 56 7 BBA board meeting 891011 1213 14 BBA Parents Meeting 151617 18 19202122232425 2627282930

6. Treasurer Amber Saunders treasurer@brhsbba.org

7. Online Payment Options Background Academic Year 2013: – 194 Invoices ($66k) - $340 avg per – 312 Payments ($52k) - $167 avg per QBO integrated functionality: – VISA/MasterCard, Checking Acct/ACH – Paypal is not integrated Paypal: – Not being integrated, requires more effort for every transaction – Cheaper than QBO (2.9% + $0.30), but significant more onerous for parents Two Options: – Monthly Fee – No Monthly Fee Annual Cost Visa/MCACHTotal 3.40% Of payment total $ 0% Of payment total $ $0.30 per transaction $ 0.50 per transaction 2/3d $ 1,865.03 1/3d $ 156.00 $ 1,243.35 $ 52.00 $ 1,295.35 Assumptions: AY 2013 is representative of future years I understood the data and any error is immaterial 2/3rds of payments will be credit card No paypal – if paypal and CC share (1/3d each), then the Total cost goes down by approx. $85 (~7%) Option: To recover costs, the fees for MB, CG, WG and IDL would have to increase by $11 to $13

8. 1 st Vice-President Martin Thurn firstvp@brhsbba.org

9. 2 nd Vice-President Jodi Lutz secondvp@brhsbba.org

10. Fundraising Updates & Events Product Sales Citrus - Cancelled Group Participation Events FOCUS on Spartan Spectacular (March 21)

11. SPARTAN SPECTACULAR March 21

12. WE ARE SOLD OUT! 60 Teams Registered! 17 Drumline and 43 Guard Next Update Meeting: March 10, after Booster Meeting Friday night 3/20: School open all evening for set-up Gym available by 9pm for install Saturday 3/21: Doors open for volunteers by 6am Open to public and first team arrives 8:30am Last team arrives 8:30pm Awards over about 10:30 Clean up will run midnight/until Wear spirit wear for your job; volunteers get re-usable volunteer badges

13. Logistics Teams Exterior: Outdoor Traffic, Parking, and Competitor Equipment Flow and Use of Parking Lots consider construction (question pending) Map in development, must be finalized ASAP! Interior Logistics Team: Flow of Traffic Inside the School Flow and Use of Hallways dependent on Exterior Map Met 1/20 and formed initial plan; walk-through next week Map needed by 2/27!

14. Corporate and Program Teams Corporate Partnership and Vendor Team Ad sales WAY UP! 12 ads already, with a month to go! Tribute Ads – selling to other teams, contact Michelle Hall for yours Gifts in Kind for raffles Vendors Do you have or know a local business for ads, gifts, vendors? Big help/little work: send me leads! Program and Awards Team: Printed Program and Awards Ceremony Program: Content finalized and approved by 03/06 (menus, maps, etc.) Awards: Old Guard performances requested, pending response Jodi organizing awards/trophies on day of Nominate people to present awards – send me names!

15. Promotions and Spectator Team Website will be SpartanSpectacular.BRHSBBA.org Info for performers and spectators Showcase BRHS teams Video invitation List program ad purchasers/corporate partners Publicity underway: Press, FB page and FB invite Publicity next: Emails/Invitations, Flyers, Vouchers Day of Event Ticket sales: 12.50/10/free Booster Table Raffle donated items Sales of stadium seats Sales of paper/online messages to students

16. Hospitality and Concession Teams Concessions Team: Food Sales Done: Menu Set Volunteers for major jobs set LCPS contacted RE staff support (grounds, cafeteria) Next:Pricing, signage, shopping list/estimates Special Hospitality Team: Judges, Directors and Tabulation Spaces Next: Finalize rooms to use when interior map done, Signage, Coordinate shopping list with Concessions team.

17. Volunteer and Finance Teams Volunteer and Archives Team: Volunteer Matrix set up – how many people does your team need? Google Docs: file sharing set up; accept invite; use it! Finance Team: Tracks Income and Expenses Invoicing system for ad sales in place Need heads up on estimated expenses Need to coordinate if your team needs cash box on day of event

18. All Teams  All Teams OK with written roles  8 of 9 teams have leads or co-leads  6 of 9 teams/leads in contact on progress  8 of 9 teams have met/put heads together  Use the shared files!  We still need 1 team to determine lead!  Keep me updated on your work/ask questions!  Make sure your team is in touch as best works  Speak up if you need more resources (people, supplies, input, leadership support) to get the planning and preparation done!  Meet the following deadlines….

19. DEADLINES ITEMDUE Resources: tell me if your team needs input, resources, or more people to get the job done ASAP Ad and Tribute Sales approved and finalizedMarch 6 Program Contents approved and finalizedMarch 6 Request number of “day of” support from Volunteer teamFeb. 28 Estimate and request supplies, request payment checks; submit to Event Coordinator and CC Finance team Feb. 28 Thorough To-Do List for Set Up, and Day-of Processes and Procedures written and archived on Google Drive March 13 Large Sign Printing on plain paper Large specialty sign printing (banner, outdoor) March 13 Feb. 28

20. Dining For Dollars Next Event: Buffalo Wing Factory (Ashburn Farm) Monday, February 16 from 4-9 pm Need volunteers to help collect receipts March Opportunities First Monday of the Month at Chin Chin Mid-March at Chipotle Year-to-date income: $1112.00

21. No-Frills Events Next Event: Thirty One Gifts Party Fundraiser Sunday, February 22 at 3:30 On-line and at the party Contact: Michele Hall on Facebook Portion of sales goes to BBA Year-to-date income: $636.00

22. Assemble a committee Would like an off-site event, parents only Suggest Mills Recreation Center Possibly weekend day in late April / early May Recognitions

23. President Lamar Wilson president@brhsbba.org

24. Band Director William “Bram” Smith

25. Old Business Tax forms / Nonprofit status

26. New Business P O BOX 1822, Ashburn VA 20146 Overdue accounts

27. Committees Spartan Spectacular Nominating

28. Adjournment Next meeting: Tuesday, Mar. 10 th