WV Performing Arts Boosters Meeting

April 9, 2015- 6:00 P.M.

WVHS Music Room
Directors: Sarah Bieber and Nicole Davis

Call to order: _6:00___ pm

Attendance: _Diana, Sarah, Nicki, Jodi, Tom______

1. Approval of February Minutes:

1st motion: Tom
2nd motion: Diana
2. Treasurers Report
a. Account Reports:
i.

Student Account: $6,569.98

ii.

Main Account: $1,746.65

iii.

Directors Account: $899.33

b. Reimbursements/Invoices (VOTE)
i.

Nicki- Pops Concert Decorations: Tablecloths & Helium Tank ($76.97 + $5.39 sales tax =
$82.36)
Approved last month: will be submitted 4/10/15.

c. Requests for Purchase:

i.

UPDATE:
1. Wenger Music Library System Original Estimate
(APPROVED 3/12/15)
a. 7-Shelf Music Library Units (5): $1,465 x 5 = $7,325
b. 7-Shelf End Cover (2): $275 x 2 = $550
c. + $100 Shipping?
d. $7,325 + $550 + Shipping ($100?) = $7,975
2. After contacting Wenger, it was determined that shipping would be much more than
anticipated. Because of this, Mrs. Davis sent this e-mail on 3/17/15 to those who
attended the March meeting:
a.
Justanupdateonthecabinetpricing.Wehadestimatedtheywouldbe$7,975
however,itturnsoutshippingis$635!!!So...thefinalpriceforthecabinetsisactually
$8,349.00.$1,453.01wouldbeleftinouraccountafterpurchasingthecabinets.Since
youweretheoneswhoapprovedthepurchaseatthemeeting,Iwantedtocheck
backintoseeifyouwouldagreetopurchasewiththenewprice.Pleaseemailme
backandletmeknowifyouarestillOKwiththepurchaseandwewillproceedto
order!
b.

ThefollowingmembersvotedYEStothenewpricingviaemail:MelanieCurley,
JessLampe,Tom&JodiRisse

c.

Cabinetswillbeorderedviamailtomorrowoncewereceiveacheckfromtheoffice.

3. Upcoming Events FYI:

a. CLS Arts Festival: April 11th
b. Solo & Ensemble Contest: April 18th

c. Adventureland Festival Trip (JH): April 25th

d. Spring Concert (5-12 Band): May 5th
i.

Ticket Takers: Diana

e. Spring Concert (7-12 Choir): May 15th (DATE CHANGED DUE TO SPORTS SCHEDULE!)
i.

Ticket Takers: Diana

4. Fundraiser Planning:
a. Next Years Fundraising Ideas: (bold = for sure fundraisers, all others = possible fundraisers);
need to decide when/if to do possible fundraisers.
i.

Next Year:
1. Sponsorship Drive- August
2. Student Sales Fundraiser- September/October
3. Fall Tailgate Dinner before Fall Concert- October
4. Winter Concert Reception- December
5. Walking Tacos- Basketball Season- January/February
6. Variety Show Ticket Funds- February
7. Spaghetti Pops- Spaghetti Dinner before Pops Concert- March
8. Butter Braids (Rolls instead?)- April
9. Edgewood Locker/Oran Locker
10. Pizza Ranch Bus Tables
11. Scratch Cupcake
12. Fun Pasta

5. Booster Officer Nominations

BYLAWS:
i.
Theofficersofthisorganizationshallbe:President,VicePresident(PresidentElect),
PublicRelationsOfficer(s),andTreasurer.
ii.
ThePresidentshallpresideatallmeetingsoftheorganization,appointallcommittees,and
shallbeanexofficiomemberofallcommittees.
iii.
TheVicePresidentshallassumealldutiesintheabsenceofthePresident.TheVice
PresidentmustinformtheboardandadvisorsbytheannualdinnerintheSpringifhe/she
doesnotintendonfulfillinghis/hertermofofficethefollowingyearinordertoallowfor
ampletimeforanewpresidentialvote.
iv.

The Public Relations officer(s) shall organize the Sponsorship Drive mailings in
August and will send out all thank-you notes/tax receipts for the drive. The PR
Officer(s) will also write and submit press releases to the local newspapers,
marquees, flyers, coordinate donations to outside organizations, etc. to advertise for
concerts and upcoming Booster fundraisers/events.

v.

TheTreasurershallreceive,deposit,andmonitorallfundsonapprovaloftheExecutive
Board.
AllofficesshallbefortheperiodofoneyearandelectedfrommembersdefinedinArticle
I,Section3.Attheendoftheterm(SpringSemester),electionswillbeheldduringa
Boostermeeting.Boardmembersmaybereelectedforthesamepositionbytheirpeers.
WapsieValleyPerformingArtsTeachers/Advisorsareencouragedtoattendmonthly
meetings.

vi.

vii.

 By-Laws Revision Suggestions: (Needs to be voted on)

The President shall be the main contact of the organization, will appoint committees, and
shall be an ex officio member of all committees. The President shall be the main organizer
of Booster-run fundraisers (date approval, gathering volunteers, monitoring supplies,
etc.) but may form sub-committees to help with fundraising tasks..
The Vice-President must inform the board and advisors by the
April meeting
if he/she
does not intend on fulfilling his/her term of office the following year in order to allow for
ample time for a new presidential vote.
The Treasurer shall monitor funds deposited/withdrawn by the directors since all funds
are transferred through the school. The Treasurer shall ensure that the Booster and school
records remain balanced and that all purchases are approved via the monthly minutes.
1st Motion: Diana
2nd Motion: Jodi

Nominations:
Only person is needed to nominate a candidate. The candidate can accept or refuse the
nomination. Election will be held via google form vote on e-mail at the end of April. Further
nominations will be accepted via e-mail.
1. President: Tracy Kalenske, Christy Kayser
2. Vice-President: Jess Lampe
3. Public Relations Officer:
4. Treasurer:

i.

Adjourned: 6:33