April Meeting Broad Run High School Band Boosters Association

March Minutes

Calendar April 2015 SundayMondayTuesdayWednesdayThursdayFridaySaturday Winter TBD? 5 6 Dining for Chin Chin 7 BBA board meeting 8 All-State 9 All-State 10 All-State 11 All-State 12 Dining for Chipotle BBA Parents Meeting Solo & Ensemble 19 4:00 Tastefully Simple Dining for Dollars Chipotle

Calendar May 2015 SundayMondayTuesdayWednesdayThursdayFridaySaturday Dining for Chin Chin 5 BBA board meeting BBA parents meeting Jazz on the Lake Marching Band Commitment Meeting Spring Concert 29 BANQUET 30 Board elections?

Calendar June 2015 SundayMondayTuesdayWednesdayThursdayFridaySaturday 1 2 BBA board meeting 3 4 Dining for Dollars Pot Belly Kid’s perform Dining for Chin Chin 9 BBA parents meeting Graduation Ceremony

Band Director William “Bram” Smith

Financials Middleburg BankMarchFebruaryDelta 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 InvoicesMarchFebruaryDelta 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

FUNDRAISING

Fundraising opportunities Spartan 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 REPORT 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/dollar vs industry standard of 50 cents/dollar for events $5,100 $2,400 $1,750 $9,200 Budg et

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) ItemValue 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; s; 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

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)

New Business

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 25

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) U nknown 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 26

BRHS BBA Radio Communication Proposal 27 BaoFeng BF-888S $90 for 6 Motorola MT350R $270 for 6 Cobra microTalk CXR925 $195 for 6

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 9 th ?? May 12 th ??