Meeting Minutes 2018-2019
Lakewood Music Boosters
Executive Board Meeting Minutes
October 14, 2019
Meeting called to order at 7:00 p.m.
Attendance: Wendy Hoppel, Heidi Murray, Amy Daso, Clinton Steinbrunner, Rebecca Strong, Michael Whitkofski, Inas Jassani, Mary Bond, Andrea Stahl
Meeting Minutes from 9/9 and 9/16 approved; motion 1st by Heidi 2nd by Rebecca – all in favor.
Board Reports
1st VP – Rebecca reported that the Cleveland Monsters have fundraising opportunities (flyer attached to these notes). It was decided not to explore this opportunity, due to the high risk of purchasing tickets in advance and then selling for a profit.
Luchita’s Mexican restaurant in Cleveland is interested in a fundraiser night. Details to be
e-mailed for a future date. Taco Tontos in Lakewood also being considered; Rebecca is friends with the owners (the Crino family).
2nd VP – the Sign-Up Genius is in progress for November concerts.
3rd VP – Clint reported that Dr. Hankins said that the Pops concert went very well; everyone had fun! Report
Ranger Days (Buddy Days) are 10/23 and 10/24 – 8th grade students will be paired with high school students to visit LHS.
Music Marathon (11/2) sponsorship drive is in full swing; volunteers are needed for this event.
Light Up Lakewood – the Music Boosters will assist with the music ensembles at Lakewood Baptist Church from 11:00 a.m. – 4:30 p.m.
Ms. Tabaj sent thanks for the money to purchase plastic reeds.
Clint inquired if any board members are familiar with the Walter Senney family? Mr. Senney donated $1,000 to the marching band and is interested in helping with future fundraising events. Consider him to be a Corporate Sponsor for Casino Night. The Senney family is very generous/philanthropic. It would be good to keep in touch, if anyone has a personal relationship with the family. None of the board members know the family well. Clint agreed meet with the Senney family, to reach out for sponsorship.
Souvenir Concert Program timeline: Design needs to be finished by 11/5/19 to be ready for the concert on 11/19/19. Heidi will send her draft of the program in PDF format to Clint, who will forward to a designer for the program. The designer will then send to the printer. It was estimated that the cost of producing the program would be around $2.50 each, and would likely sell at a price of $5.00. The initial expense would be approximately $300 for the first edition, then possibly $150 to update in the second, spring edition. Also, need to start advertising the sale of the programs to middle and high school parents.
See 3rd VP Report attached for additional information.
Treasurer – $16,000 + in savings account; $19,414.74 in checking account. Music Marathon has been set-up to use the PayPal account. 22 High Notes scholarships at $25 each will go out for the November-December concerts.
Membership income is close to the $8,000 budget.
Amy suggested to ask students to walk the aisles at concerts again, using the purple buckets from PA Feet to the Streets, to collect free-will donations. A board member could do a short announcement to solicit the donation. This activity will be decided at the November 11th meeting. Also, the music boosters should promote Amazon Smiles for charitable donations; will ask Suzy to add to the Lakewood Music Boosters website.
Corresponding Secretary – Heidi reported that Suzy will continue to update the website and social media platforms; Heidi will assist, as needed. Heidi has developed a spreadsheet of LMB accounts and processes for LMB; will share at a future meeting.
Heidi will write the short speech for a board member to announce the free-will donation collection at concerts.
Recording Secretary – Minutes from 9/9 and 9/16 submitted for approval today.
Membership – Mike reported that he is no longer receiving e-mails or forms from PayPal when new members join LMB, since 9/17/19. Wendy will look into PayPal settings to resolve this issue.
To date, there are 103 members (approximately $8,500).
Unfinished and New Business
Music Marathon – Wendy is in charge and will check e-mail list from last year; this is an orchestra event, rather than a music boosters fundraising event.
Committees – Wendy suggested to use Sign-Up Genius to form committees. It was agreed to start recruiting committee members; she will e-mail the board for committee descriptions.
Bylaws – Heidi Hilty may be someone who could assist with the Bylaws review process. Mary Bond is also willing to assist. It was noted to add Federal 501(c)(3) guidelines/requirements to the Bylaws.
Casino Night – the committee has already met several times. The permit for alcohol is secured. Five-Card Charlie is secured for the table games. Beth and Clint to explore jazz musicians. Heidi will be in charge of food – looking at different options for catering this year. LHS culinary arts my assist with desserts.
Board members can be involved by securing raffle baskets and corporate sponsors. It was agreed to have 9 raffle baskets again this year including: a Cleveland Indians basket (donated by Wendy), the Music Dept. teachers, Book Room (check with Karen), Athletic Dept., Past Board Presidents, Lakewood Music Collective and a Performing Arts basket (Cleveland Orchestra, Playhouse Square, Beck Center, etc.). Will ask the Western Reserve Distillery for either a basket or sponsorship.
Anyone with connections to local businesses should start asking for corporate sponsorships. The levels will be similar to last year: Title = $2,000, Food & Beverage = $1,000, Venue = $500 and Entertainment = $500.
Hoping to have an enhanced party favor this year, including a deck of cards and possibly chocolate cigars? May consider B.A. Sweetie Candy Co. for candy donation.
Other potential corporate sponsors include Chelsea’s, Future No Future and First Federal of Lakewood.
If different levels of tickets are offered, there would be a higher fee to use EventBrite.
Last year, approximately $490 was spent on the bar, for a total of approximately 120 cocktails and 200 cups, which averaged about $3.00 per person.
The Board was asked to start looking for corporate sponsorships and raffle baskets.
Meeting adjourned at 9:00 p.m.
Respectfully submitted by,
Andrea R. Stahl
Recording Secretary
Approved by:
____________________________________________
____________________________________________
August 19, 2019
Attendance: Wendy Hoppel, Michael Whitkofski, Heidi Murray, Amy Daso, Dr. Beth Hankins, Clinton Steinbrunner, Andrea Stahl
Welcome (call to order): Meeting called to order at 7:11p.m. at the Lakewood High School Keyboard Room.
LMB Executive Board Meeting Minutes from July 15, 2019 were approved.
Reports
1st VP – Rebecca Strong – absent; no report
2nd VP – Susie Hirsch – absent; no report
3rd VP – Clint Steinbrunner – Clint and Beth reported on Performing Arts (P.A.) Feet to the Streets, scheduled for 9/7/19. The plan is to e-mail previous music members for volunteers. Wendy to contact Susie for volunteers; will set-up a Sign-Up Genius. There will be two shifts: 12:00-2:00 and 1:00-3:00. Board members to arrive at the Civic at 10:00 a.m. to organize and set-up for the event. Parent volunteers are needed to escort the student groups. As in the past, groups will be divided into zones (Beth has the map). Parents will pick-up supplies from the Civic and meet the groups. Beth to send out the spreadsheet from last year’s sign-ups for a reference.
Clint inquired about having a Google Drive account established for the music boosters under the Lakewood City Schools, or have a separate account? It may be beneficial for Lakewood City Schools to host, making it easier to share documents, spreadsheets, financials, etc. It would require board members to login. There would not be a designated e-mail address for the LMB Google Drive, but this did not seem to be a barrier. Clint will explore setting up the LMB Google Drive under the Lakewood City Schools.
Wendy and Mike worked on the Gmail and re-set the password for the new school year.
It was decided that the LMB Meeting Minutes should be uploaded to the website and uploaded to the Google Drive this year. [Approved minutes will be uploaded by Heidi or Suzy?]
GoDaddy, the web-host, renews on 9/21/19. The SSL (added security) certificate expires in January 2021. The credit card currently attached to the GoDaddy account belongs to past president, Inas Jassani. Heidi to renew the account, change the credit card information and update the password.
P.A. Feet to the Streets discussion continued. The Board will work 10:00 a.m.-4:00 p.m. LMB will provide water bottles if the weather is hot; otherwise, no snacks or water will be provided. Residents can donate by cash or check. If they would like to use a credit card, they will be directed to the website to donate via PayPal. This will eliminate the need to send out a credit card reader to collect donations. Residents will also be encouraged to join music boosters on the website.
A script was distributed for review. It was decided to keep it simple, with bullet points for the kids to say when talking with residents. Clint will finalize the script and the procedures.
Tuxedo and Dress fittings were discussed. Heidi, Amy and Wendy to schedule the fittings – early. They need to be ready for pictures that will be taken for the concert program booklet this year (see details below). It was decided to set-up for the fittings on Friday, 8/23/19, and complete the fittings on Tuesday, 8/27/19 from 8:00 a.m.-3:00 p.m. They requested a list of names from Beth and Clint that could be sorted a variety of ways, such as by name or by musical group. The kids should receive an index card with their name on it to write down their sizes and measurements.
Measurements for the tuxedos will be given to Chas Geiger by Wednesday, 8/28/19. Geiger’s to have the tuxedos back to LHS by 9/16/19. This allows time for pictures to be taken for the program, which should be ready by the first concert, October 3, 2019.
The printing of a concert program booklet was discussed. LMB would like to design one program to be used for the year with photos and names of all high school and middle school bands, orchestras and choirs. Each group would have a half or full-page photo with members’ names. The program will also include the concert schedule and members of the music boosters. It was suggested to have a Fall/Winter printing and a Winter/Spring printing, adding a senior section to the 2nd printing. This will take the place of concert program booklets. There will still be a one-page program with the song list for each individual concert. The music program booklet would be sold at concerts as a fundraiser.
Treasurer – Amy Daso reported $11,624.37 in the account. There are still outstanding checks not cashed/posted from the Harding and Garfield teacher accounts from last year. Amy drafted a teacher “welcome back” e-mail to remind them of the LMB assistance to their music programs.
Corresponding Secretary – Heidi will work on an article for the Lakewood Observer, advertising the P.A. Feet to the Streets event. Wendy plans to send in an article for the Ranger Round-Up by 8/26/19.
Recording Secretary – Andrea trying to keep up with the lively, jumbled LMB discussion at this meeting.
Membership – Mike reported 17 current members and a total of $1,320 for membership, to date.
Meeting Dates – Meeting dates for the General Membership and Executive Board were established for the 2019-2020 school year:
General Membership: (all meetings at 7:30-8:30 p.m.)
September 16, 2019
February 10, 2020
March 9, 2020
May 11, 2020
Executive Board: (6:30 p.m. before General Membership meetings*; all others, 7:00 p.m.)
September 9, 2019 – Bylaws review
September 16, 2019* – budget review and approval
October 14, 2019 – Bylaws reading
November 11, 2019 – recruit for winter concerts
December 9, 2019 – TBD
January 13, 2020
February 10, 2020* – establish Nominating and Scholarship Committees;
recruit for spring concerts
March 9, 2020*
April 13, 2020
May 11, 2020* – election of officers
Beth distributed a draft of the concert dates for 2019-2020, and copies of the current Bylaws for review prior to the next meeting.
Next Meeting: September 9, 2019 at 7:00 p.m.
Meeting adjourned at 9:00 p.m.
Respectfully submitted by,
Andrea R. Stahl
Recording Secretary
Approved by:
________________________________________________________________
________________________________________________________________
Lakewood Music Boosters
Executive Board
March 12, 2019
Attendance
Amy Daso, Beth Hankins, Inas Jassani, Michael Whitkofski, Matt Fitz, Joe DeLuca, Andrea Stahl
Meeting called to order at 6:40 p.m.
Agenda
Sing & Serve
Lori Marjanovic and Tracy Logan (2 past Presidents) will chair the event again this year. The LMB Board will need to volunteer. Lori and Tracy will handle planning and implementation. Will use food order sheets from last year.
- $500 sponsor secured: Ebb & Flow Counseling
- Angelo’s will donate food
- Soda, water and juice boxes to be purchased
- Most music teachers will attend
Spirit Wear
Currently little activity on the website, with no purchases in February or March, to date, just a few people looking. May consider working with Etsy? Joe D. to explore and Etsy store and monitor, taking LMB out of planning the Spirit Wear and his business out of the middle. It would be a more automated system to order and produce Spirit Wear, but would not be able to personalize shirts. Will close the current shop by the end of the school year. Joe D. to write-up a proposal and forward to the next Board.
Treasurer’s Report
Amy reported that teachers have been using money in their budgets for solo and ensemble contest. Although we did not collect $6,000 from Civic Concerts donations, the budget is balanced. May consider collecting another way? A collection basket? 50/50 Raffles again?
Beth reported that the Lakewood Board of Education provides $1,000 to each music group: band, orchestra and choir, plus $10,000 for instrument repairs, and $5,000/year to purchase new instruments (band and orchestra), for a total of $18,000 per year for the music department.
Will make signs to let the public know about donating. For free concerts: consider donating to your children’s music programs. Also, all donations, ticket and concession sales go to the music department and Music Boosters. The Performing Arts need support to supplement what the Board of Education provides for our programs. For May concerts: 50/50 Raffle or another game? Joe D. will make foam board signs and 8½ x 11 signs to put in acrylic holders.
Casino Night profit: $6,100. Currently ~ $12,000 in the savings account.
Scholarships
Scholarship applications are due 3/14/19; very few received, so far. Teachers are not promoting, because they don’t know which families are LMB members.
Beth discussed past scholarship opportunities. There used to be a Music Boosters Scholarship given at every concert by the director, in the amount of $10 or $20. The teachers would decide who gets the scholarship, based on which kids are working hard and need it. It was presented that there are about 22 winter concerts and 26 spring concerts. It was suggested to give $20 scholarships at each concert for band, choir and orchestra. Plan for about 50 concerts per year (including jazz and Lakewood Project concerts) at $20 each for $1,000 in scholarships given. The money could go toward music education or other family needs. Beth and Matt agreed to work on the process to make this happen at the May concerts this year. Mike will write a script for LMB to advertise the Music Boosters Scholarships.
Beth also reported that Lisa bought a piano for $25,000; the Harding Elementary music department paid for the piano! They bought a Yamaha CX-1 with a 10-year warranty, dolly, cart and cover.
Nominating Committee
The Nominating Committee will meet on March 26th at 6:30 p.m. Heidi Murray has accepted the nomination for Corresponding Secretary.
Scholarship Committee
The Scholarship Committee will meet at Mike’s house on April 16th at 7:00 p.m. Notification of scholarship awards will be in May.
Andrea left the meeting; will insert notes from Inas here.
Respectfully submitted by,
Andrea R. Stahl
Recording Secretary
Approved by:
_________________________________________________
_________________________________________________
Lakewood Music Boosters
Executive Board and General Membership
February 12, 2019
Attendance
Amy Daso, Joe Hildebrandt, Beth Hankins, Inas Jassani, Michael Whitkofski, Matt Fitz, Joe DeLuca, Andrea Stahl; Mary Bond and Tamara Karel
Meeting called to order at 6:40 p.m.
Agenda
Board Nominations
Inas inquired about which Board members can stay on the Board for next year, 2019-2020: Andrea – yes to Recording Secretary
Joe H. – unable to continue, but may have an idea for a replacement candidate
Inas – term is up; Safe is graduating
Amy – will consider Treasurer again next year, with Mike’s support/help; may also have some ideas for Corresponding Secretary candidates
Joe D. – unable to continue 1st VP position, but will continue to help with fundraising ideas
Mike – yes to Membership Chair
Positions needed include: President, 1st VP, 2nd VP, 3rd VP (teacher)
Nominating Committee
Joe H., Amy, Beth, Lisa Schaffer-Gill, Jessie Holland and Heidi Murray agreed to serve as the Nominating Committee. A slate of officers should be presented at the March meeting.
Scholarship Committee
Mike, Joe H., Inas, Amy and Beth agreed to serve on the Scholarship Committee. Two additional LMB members are needed; may ask Cathy Livingston and?
Casino Night
The income/expense sheet was reviewed (attached). It was suggested to form a committee to plan the event for next year. Also, it might be nice to arrange a meeting with Music Boosters, Athletic Boosters and PTA to discuss corporate sponsorships before the end of the year. This would be beneficial to all groups planning larger events, so that the same businesses aren’t approached for sponsorship at all events.
Next year’s Casino Night is already reserved at the Masonic Temple for 1/25/2020! Mary to contact Five-Card Charlie again to host the games; will request more experienced dealers and table operators. The dealers will either play “nice” or play “real.” It is recommended to play “real,” as a fundraiser. All dealers should play the same, and not generous.
May consider a high-stakes table in the Dart Room, where winners can go to play higher-winning games. May also explore a hidden room above the stage, for a VIP Room – could use as a pre-event room for better drinks and food.
Clean-up – need more volunteers; need to label boxes with names and items.
Mary to contact Southern Wine & Spirits to participate next year; they want to give back to the community.
Tamara requested e-mails with photos and testimonials, to assemble a marketing packet for next year.
A thank you card meeting will be scheduled soon.
It was decided to send a thank you note with the logo to Seth, the artist, for his portfolio.
Sponsorship Packages are under revision for next year.
Would like to enhance the party favor bag; maybe add a shot glass with the year, and continue year to year.
Recommend larger signs for the bigger sponsors next year.
Forms are needed for the summary of auction winners and banking at the end of the night.
Upcoming Concerts
2/20 – Orchestra Contest Concert is cancelled.
3/5 – Jazz Band Festival
3/13 – Elementary Choral Festival
3/27 – Band Concert
3/28 – Choral Pops Concert
Treasurer’s Report
Amy reported that the budget is balanced. She will contact C. Steinbrunner regarding a bill sent to the Music Boosters for clarification before sending the check.
Sing and Serve Fundraiser
The 3rd Annual Sing and Serve event will be on 4/12 at the high school from 6-10pm, with set-up starting at 5pm. Angelo’s Pizza donated the food last year; Joe H. will contact them to see if they are willing to do it again. If they will donate, we will ask them if they can deliver most of the food at the beginning of the night and have a second delivery later. Mike is contacting Panera to see if they will donate a cookie tray again and Mike might have a corporate sponsor for the event. Mr. Fitz e-mailing all teachers to let them know about the date and ask them to help us spread the word. We are keeping the meal ticket price at $5 and will not have raffle baskets this year.
Bylaws Discussion
No further discussion on the Bylaws at this meeting.
3rd VP Report from Beth Hankins attached to these minutes.
Respectfully submitted by,
Andrea R. Stahl
Recording Secretary
Approved by:
_________________________________________________
_________________________________________________
Lakewood Music Boosters
Executive Board
January 8, 2019
Attendance
Joe Hildebrandt, Inas Jassani, Rayna Brooks, Michael Whitkofski, Amy Daso, Andrea Stahl
Meeting called to order at 6:30 p.m.
Agenda
Casino Night
Lakewood Music Boosters has contracted Five-Card Charlie, a gaming company, to operate the game tables for Casino Night. There will be six gaming tables, which will accommodate approximately 53 people at one time.
Upon entry, guests will receive an envelope with 2 drink tickets and $300 funny money. Additional funny money can be purchased at $20/$100 funny money; can also gamble to win funny money, or exchange money for chips. Plans are to have a mobile funny money sales cart. Bartenders will not handle money, only drink tickets. Volunteer cigarette girls can sell drink tickets and extra funny money.
Volunteers are starting to show interest; Joe to set-up a Sign-Up Genius for positions needed. Mike to provide e-mail lists from past and present members, to send invitation. Only current members will be requested to volunteer.
Decorations – Party City has quite a few them decorations for speakeasy/prohibition. Inas is starting to look for ideas.
Tickets – hoping all music teachers can attend. It was agreed to provide a discount of $40 per ticket for Performing Arts teachers. Mike will work on a discount code to use for teachers on Eventbrite. There will be no actual tickets to attend; Eventbrite will create a guest list. If paid by check, Mike will enter into Eventbrite manually, to be included on the guest list.
Prizes – a list of raffle prizes is being compiled. The Performing Arts prize donations included a season pass for concerts (2019), Sounds of the Season CD; 4 Mamma Mia tickets; 4 Lakewood Project tickets; reserved seats for commencement; 4th of July parking for Lakewood Project.
Sounds of the Season Concert
Challenging on Friday, 12/14/18 when 2 volunteers didn’t show up. Overall, LMB made $1,000 from ticket sales and concessions at December concerts.
OMEA Conference
The OMEA Conference on 2/2/19 will be in Cleveland, with the music support groups session from 9:15-12:15. At least two Board Members should attend. Mike to send out link to register for the session. The meeting provides ideas for fundraising, bylaws, etc.
Progressive Field
Commitment is too great at 30 events, 8 volunteers per event.
Treasurer’s Report
Amy received a request from Mr. Steinbrunner for $1,100 for “Jazz Letters Band.” Amy reached out to him for details for this expense, before paying out.
There are 9 Chipotle gift cards ($5 each) extra from Performing Arts Feet to the Street.
Membership = $8,060 to date, with 106 members.
Amy is working with insurance company for additional liability on Casino Night.
Sing and Serve Fundraiser
Inas reported that the date is set for April 12th @ LHS cafeteria, 6:00-10:00 (total time). Last year, Angelo’s donated pizza, pasta, salad and wings for 200. Panera donated cookies.
Spirit Wear
Consider discontinuing this fundraising project, due to lack of sales and the project is more work for Joe Deluca than expected. Will discuss with Joe and may consider ending on 1/31/19.
Additional Fundraising
It was suggested to organize some other small fundraisers, such as Angelo’s, Chipotle, etc.
The next Executive Board meeting will be on Tuesday, February 12, 2019 at 6:30 p.m.
Board Meeting adjourned at 7:35 p.m.
General Membership
Attendance
Mary Bond and Cathy Livingston
Meeting called to order at 7:40 p.m.
Casino Night Plans
Mary reported that the contract with Five-Card Charlie (FCC) needs to be approved. Some Board members had difficulty opening the document. Board will review, approved and return ASAP. Mary will also send a list of volunteers needed to Mike for the Sign-Up Genius. She arranged to meet at the Masonic Temple on 1/12/19 at 9:00 a.m. to see the space. Also, Art (from FCC) provides the $300 start-up funny money to gamble. The goal is to have the funny money printed by the Casino Night meeting on 1/23/19, to start stuffing envelopes (with the drink tickets, too). She is working on all logistics and processes for the event. Do we need to get into the Masonic Temple on Friday night? Majority said “no.”
The contract was then approved. Amy to sigh and send via USPS tomorrow, 1/9/19.
Mary to follow-up with Joe DeLuca regarding the catering contract and Tito’s agreement for bottles of liquor.
It was suggested that Suzy start posting raffle prizes on social media for event promotion. Also, need to link the donors with a “thank you” to the business. Will also need to call donors to make sure it’s approved to thank them on Facebook. Inas will call current donors. Sponsorship Levels can also be posted on the LMB website. A donor/sponsor request form with LMB Tax ID needs to be developed, for business accounting purposes with: EIN, purpose (Casino Fundraiser), LMB logo, and total donation.
Ticket Sales
20 tickets sold, so far. Consider a discount for a table sale (8 people). It was agreed by the Board to provide shift volunteers with a discount price of $40 per ticket. All-night volunteers will be free to attend the event, but will not be able to participate in games or drinks.
Games/Logistics/Raffle Baskets
Mary and Mike working on shifts for tables and other games.
There will be 4 Banks, 1 Mobile Bank and 1 Runner, available to purchase additional funny money.
Mary to write out process for how to take money out of the building to deposit immediately after the event.
May consider door sales, if tickets don’t sell.
Inas and Rayna will assemble the raffle baskets.
Last Call will be at 10:10 pm with Last Pour at 10:20 pm. Liquor will be moved out by 10:30 pm.
The auction will begin at 10:30 pm; looking for the MC to call the auction items.
Will sell piano keys (to use for bidding); Mary and Tamara to determine the process.
Past Presidents Basket: Wine & Liquor
Mary to coordinate with Joe DeLuca for bartending/bartenders.
Consider a sign, “Tips for Scholarships” by the bar.
Mary reviewed the number of volunteers needed for games; will e-mail the list when finalized.
It was recommended to assign a Volunteer Coordinator for the night of the event.
Next steps: Promote. Sponsorship. Tickets.
Signage: can send to district for printing.
Sponsor Signs: can be printed on card stock (8½ x 11)
Cigarette Girl Tray: will sell extra drink tickets and funny money
Secret Code Word: Harmonica (and all words related); Lance Healy to play harmonic on stairs
Coat Check/Check-in: hang coats, get envelope with drink tickets and funny money
Signature Drink Table near entrance: can get first drink right away, or 2nd drink ticket added to envelope.
Linens: will cover on top of plastic table cloths.
Black and Gold colors for decorations.
Next Casino Night planning sessions: 1/15/19 and 1/23/19, 6:30 p.m., Mary’s house.
Meeting adjourned at 8:38 p.m.
Respectfully submitted by,
Andrea R. Stahl
Recording Secretary
Approved by:
_________________________________________________
_________________________________________________
Lakewood Music Boosters
Executive Board
October 2, 2018
Attendance
Joe Hildebrandt, Suzy Peters, Joseph DeLuca, Inas Jassani, Beth Hankins, Andrea Stahl
Meeting called to order at 6:45 p.m.
Reports:
Treasurer’s Report – Inas has requested money in the current budget for the Athletic Boosters Golf Outing fundraiser, which was on 9/28/18. She requests $100 to sponsor a hole, which also provides the LMB name on a flag. Will discuss and seek budget approval at the next Executive Board meeting (11/13/18) in the Treasurer’s Report (Treasurer absent today).
Fundraising – Joe D. is working on a partnership with LBM cocktail bar on Madison. They would like to offer a cocktail-of-the-month that would benefit the Lakewood Music Boosters. For example, LBM would add $1.00 to the price of a cocktail (or menu item) and it would be indicated on the menu that the proceeds go to LMB. In return, the boosters would advertise LBM on the LMB website, in newsletters and on social media, etc. By the end of the year, Joe hopes to expand this fundraiser to 12 businesses along Madison Ave., and possibly hold a “March on Madison” to patronize the participating businesses.
Joe D. would like to explore running a concession stand at Quicken Loans and/or Progressive Field. These fundraisers require many volunteers, and a 10-game contract. The income potential would be 9% of sales. Will continue to discuss the details with Aramark, the vending service company.
Joe D. would also like to explore a Lakewood Project recording at a professional studio, and sell the one-song CD for $10 each. He suggested a crowdfunding effort to raise the money up front to produce the CD. Beth added that it might be good to include all of the LHS top music groups (Vive Le Four, The Fourtes, Chamber Choir, Chamber Orchestra, Jazz Band, Wind Ensemble, etc.) and could be called “The Sounds of Lakewood.” It was agreed that a holiday CD would sell very well. Joe to continue to explore this opportunity.
Joe D. has an idea for a long-term fundraising project, most likely for 2019, in partnership with Light Up Lakewood. The goal would be to break the world record for couples kissing under the mistletoe. The current record is 500 couples (1,000 people). Lakewood could shoot for 1,000 couples (2,000 people) at $20 per couple to participate, which could raise $20,000. Would invite couples from surrounding communities to participate. Consider Marc’s plaza for the location.
Inas reported that LMB would like to offer Spirit Wear this year. LMB would need to submit the artwork and the selected company would print on shirts, sweats, etc. and would print on demand after taking orders. Each music group submits their own logos/artwork to LMB for printing. It was suggested to look into Joe D’s company, HappyHiveCreative.com for the Spirit Wear project this year. He will discuss with printing partners and work out the details of transparency with his company working with LMB orders.
Inas also suggested to implement the Sing and Serve fundraiser at LHS this year. This was a very successful karaoke event last year at Garfield Middle School. For $20 you could pick a song for a teacher to sing and for $25 you could sing along with the teacher. There were also raffle baskets available. Angelo’s donated pizza, pasta, wings and salad for the evening. Panera donated cookies. The target audience was elementary school children, to connect families to the music department in the future. It was decided to select either April 5th/6th, or April 12th/13th from 6:00-10:00 pm. It was also suggested to form a committee to further plan this event. Beth to book the LHS cafeteria for one of the dates requested.
3rd VP Report – Instruments on Parade went very well; almost all district instruments are rented!
Upcoming Events/Performances:
October 5th – Lakewood Spirit Parade/Homecoming Game
October 9th – Pops Concert
October 11th – Choral Concert
Joe D. to send Beth a design for Casino Night “Save the Date” flyers to include in the concert programs. Joe H. will post a Sign-Up Genius for both concerts to secure volunteers needed: 2 ticket sellers, 1 concession worker, 2 ticket takers and 1 Executive Board member. Volunteers are asked to arrive at 6:30 pm to set-up. Andrea will volunteer as the Executive Board member on 10/9/18. Inas to buy candy/concessions this weekend.
Ranger Day (formerly Buddy Day) will be October 25-26, 2018. Athletic Boosters will donate $400 for the event, in addition to the $100 donations each from the band, orchestra, choir and drama departments. The money will be used to provide lunch for the 8th grade students, and they will receive gifts including a t-shirt, folder with LHS information, and an “L” keychain produced by the LHS Hub 3-D printer/copier.
Membership – Mike was absent; no report at this time.
Old Business:
Bylaws – will discuss at a future meeting; may call additional General Meetings to read, review and approve. Board members are asked to revisit the Bylaws revisions and be prepared to discuss later this year.
Beth suggests the development of committees for LMB, to work on the various projects throughout the year.
Casino Night – Joe D. is working on securing the catering company; have not yet contracted the gaming company. See attached sheet submitted by Suzy for Casino Night Marketing Sheet.
Public Relations/Website – Suzy continues to work on website enhancements. Could add a form on the website with name/phone/e-mail address that would link to volunteer opportunities. Could use Sign-Up Genius or other program for all events that need volunteers. Joe H. and Suzy to meet and work on linking volunteer sign-ups to the website. WordPress is the current website platform.
Beth to have all music teachers’ websites link to LMB and share events on the calendar.
Suzy will send out a Mailchimp newsletter with LMB news; working on increasing traffic to the website.
Go Daddy is the current web host – need to purchase the security certificate for our domain; will look into updating the account for payment. The security certificate is needed for secure transactions on the website and maintaining membership personal information security.
Will ask Christine Gordillo to update LMB information on the Lakewood City Schools/LHS website.
The next Executive Board meeting will be on Tuesday, November 13, 2018 at 6:30 pm.
Meeting adjourned at 8:20 pm.
Respectfully submitted by,
Andrea R. Stahl
Recording Secretary
Attachments: Bylaws
Casino Night Marketing Sheet
Approved by:
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Lakewood Music Boosters
General Membership Meeting
September 11, 2018
Welcome
Meeting called to order at 7:34 p.m.
PA Feet to the Street
First fundraiser with kids going door-to-door, inviting the community to concerts and asked for a $1.00 donation; $5,400 raised!
Casino Night
1/26/19 at the Masonic Temple – Tamara Karel and Mary Bond reported on the progress of the Casino Night planning. The Masonic Temple is excited to work with the Lakewood Music Boosters. Will be working with a company to provide the game tables, dealers, etc. So far, they have contacted two companies for quotes. Five Card Charlie: $1,425 – for 6 game tables. Will design the floor plan arrangement, including the tables, bar, etc. It’s not gambling, as no money is directly exchanged. They will print the “fake” money to be used. The fundraising will be from sponsorships (at different levels) and ticket sales. Speakeasy is the theme. Will have 50/50 raffle, piano key draw, side boards, etc. to increase cash. Need volunteers to help plan and work the event. Start networking with friends and family, to find resources for prizes, donations, sponsorships. Will be including students in planning and artwork. A jazz band has agreed to play for free. Marketing to the young adults in Lakewood. Will post a Save the Date on the website once the artwork is completed. Can start to advertise at athletic events, too – announce at the football games. Can included in the winter concert programs. Hoping to reach beyond music families. Working with Eventbrite to sell tickets. Ticket price was discussed – will include appetizers, 2 drink tickets, some gaming, with starting point of $45? Will likely start ticket sales in November.
Budget Review
Super Bowl Squares/OSU vs. Michigan Squares deleted
Casino Night – $11,000
High School Teachers – $4,000
Drama Teacher – $2,000
Mike 1st , Beth 2nd
All in favor
Motion passed to approve the Budget for 2018-2019
Dr. Hankins’ Report
Instruments on Parade – 8/31/19 – 5th graders came to LHS, very excited to visit and learn about the music and instruments. Orchestra, Choir, Lakewood Project and Marching Band performed.
Over 300 requests for school instruments. Elementary teachers have done a great job promoting and gathering requests.
Fitting for dresses and tuxedos started today. PA Feet to the Street – all kids participated. Planning a spooky ranch outing 10/18/18.
Private Lesson forms were due today – lessons start next week.
Marching Band Festival on 9/15/18
Orchestra Pops Concert is 10/9/18
Can volunteer through Charms or through the Lakewood Music Boosters Facebook page.
Buddy Day 10/25 Harding, 10/26 Garfield – middle school students come to LHS; [get report from Beth]
Start to market LHS to middle school students to compete with private schools. LHS has a lot to offer – music, education, extracurricular activities; need to get kids into the school to see the facility and hear about the programs. Invite parents/families to visit – get them in the door!
Website Update
Suzy updated the membership portal – works well. Would like to add corporate sponsorship information page. Keep sharing posts on social media (Facebook and Twitter). The Lakewood Observer and Patch are supportive of Lakewood Music Boosters; support them too.
Next meeting: 1/8/19
Meeting adjourned at 8:22 p.m.
Lakewood Music Boosters
Executive Board Meeting Minutes
August 23, 2018
Attendance: Inas Jassani, Suzy Peters, Amy Daso, Dr. Beth Hankins, Andrea Stahl
Welcome (call to order): Meeting called to order at 6:49 p.m. at the Lakewood High School Keyboard Room.
Business:
Meeting Dates 2018-2019:
General Membership meeting dates were established (all meetings at 7:30 p.m.) –
September 11, 2018
January 8, 2019
February 12, 2019
April 9, 2019
Executive Board meeting dates were established – the 2nd Tuesday of each month, from
6:30 – 7:30 p.m.
September 11, 2018 – budget review and approval
October 2, 2018 – Bylaws reading
November 13, 2018 – recruit for winter concerts
December 2018 (TBD)
January 8, 2019
February 12, 2019 – establish Nominating and Scholarship Committees
recruit for March concerts
March 12, 2019
April 9, 2019 – Election of Officers; end-of-year meeting
The District Meeting is on August 27, 2018 – will finalize the concert calendar.
Performing Arts (PA) Feet Hit the Street: each Performing Arts division will recruit 10 parent volunteers to escort the students, for a total of 40 parent volunteers (band, orchestra, choir and theater). The plan is to have different time slots to sign-up for in shifts. Music boosters will need to provide water, snacks and wagons for the longer routes. Parents will pick-up supplies at the high school and meet the students at their designated route. Parents will drop-off supplies at the high school when done. Inas to contact Julie Warren (Erie DeSigns) about lawn signs to advertise the week of the outreach event. Will also submit an article to The Lakewood Observer. Amy and Beth to draft an article with photo(s) and send to Suzy to review, edit and submit to The Lakewood Observer.
Tuxedo Fittings: Chas Geiger no longer has the manpower or storage for the orchestra tuxedos. He will do the tailoring, if he can get help with the measuring. Will look for parents to measure the boys during school, the first and/or second week of September. Tentatively, Inas and Amy could help on 9/10 and 9/11; they will also contact Joanne Schwark and Karen Lee for availability. May also consider contacting Hilliard Dry Cleaners, if needed, since they clean the tuxedos.
Website Update: Suzy has done a nice job redesigning the website. Would like to post concert schedule with detailed descriptions; which would link to the calendar and other social media outlets. Beth to review descriptions and forward to Suzy to post. Suzy working on making the Google Calendar easier to use on mobile devices. Website is now a 3-column format; Suzy added a Twitter feed and Facebook button. Suzy requested any pictures that could be added to the website.
Google Calendar has both Music Boosters and Concert dates. Will add a Charms and Remind link, as well as update the Contact Us form. Will complete the About Us (Who We Are) tab.
In addition, Suzy is looking for ideas to enhance the Facebook page: memes, funny quotes, why to join music boosters, etc. She is also working on a letter of communication to send to the current Mail Chimp database.
Casino Night: Inas to reach out to Mary and Tamara for a progress report by Monday, 8/27/18. Will request the budget and timeline, to determine feasibility of the event.
Music Booster Logo: discussed sample logos sent by Joe DeLuca. Suzy will reach out to Joe, to enhance the font, add theater masks and a choir symbol to the logo. Logo will continue to be a work in progress. May consider holding a contest with students to submit ideas.
Budget: Amy reported that the accounts are balanced, with one outstanding check for $150. Budget requests were submitted and reviewed; will need a budget for Casino Night as soon as possible. Amy to develop the Proposed Budget for review and approval at the next meeting. The snow-cone sales were profitable on 4th of July at $1,350, but were not profitable at the Summer Meltdown.
Membership: Suzy also working on an online form for the website, that will link to PayPal. Mike working on draft a “Thank You for Joining” letter to be sent to anyone who uses PayPal to join.
Next Meeting: The next Executive Board meeting will be on Tuesday, September 11, 2018 at 6:30 p.m., followed by a General Membership meeting at 7:30 p.m.
Adjournment: Meeting adjourned at 8:43 p.m.
Respectfully submitted by Andrea Stahl
Lakewood Music Boosters
Executive Board
September 11, 2018
Attendance
Michael Whitkofski, Joe Hildebrandt, Amy Daso, Suzy Peters, Joseph DeLuca, Inas Jassani, Beth Hankins, Andrea Stahl
Meeting called to order at 6:40 p.m.
Old Business
Budget Review – Board members reviewed the proposed budget for the 2018-2019 school year. PA Feet to the Street activity raised $5,400 vs. $3,500 proposed. High school teachers will be adjusted to $4,000 and drama will be added at $2,000. Squares fundraiser will be deleted. It was added that the budget will be maintained, regardless of the Casino Night outcome.
B. Hankins moved to approve the proposed budget; J. DeLuca seconded the motion. All in favor and the motion carried to approve the 2018-2019 Budget.
PA Feet to the Street – Very successful – $ 5,433 raised! Board members should participate by being involved in the planning and implementing this event. I. Jassani distributed notes to board members for discussion. It was suggested that a Committee be formed in March or April 2019 to plan and organized future Feet to the Street events. It was also recommended to seek parent volunteers earlier. Other suggestions will be discussed at future meetings for next year.
Upcoming Concerts and Events
September 15th – Marching Band Festival
October 5th – Lakewood Spirit Parade/Homecoming Game
October 9th – Pops Concert
B. Hankins to send schedule to include in the meeting minutes, as well as her 3rd VP Report.
Fundraising
J. DeLuca will contact Addicted and LBM for local business collaboration with the music boosters.
Casino Night
Postponed to 1/26/19 – need more time to plan. J. DeLuca will be approaching The Ranger Café and explore with Chef Rob the opportunity to cater the event, or will secure another local restaurant. Will be able to easily train serving of beverages. Also looking to get some donations for beer, wine and spirits.
Membership
Currently 49 members; $3,900 to date, which may be a little behind last year at $5,400, 9/30/17. Mailboxes need to be checked at middle schools; B. Hankins and A. Daso to check LHS, Garfield and Harding music booster mailboxes.
Website
Portal has been added; form updated on the website. Members will get an e-mail when joining online, and will also be entered into a database online. A welcome letter will be sent out by Mike Whitkofski after joining. S. Peters would like to use Mail Chimp as the primary database, and recommends one database for membership. J. Hildebrandt suggested to explore using Mail Chimp for the database and for volunteer sign-ups (rather than SignUp Genius). S. Peters would like to design a page for corporate sponsors. A. Stahl to forward all Executive Board and General Membership Meeting dates to S. Peters to post on the website.
Meeting adjourned at 7:26 p.m.
Respectfully submitted by,
Andrea R. Stahl
Recording Secretary
Approved by:
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