Meeting Minutes

Attendance

Present: Robert Parker, Jenny Heglar, Hannah Hales, Danielle Cray, Carrie Lewis, Liz Hicks

Administrative Updates

• Mr. Parker shared that he may be assuming the role of County Arts Director, or serving in an arts leadership capacity for the county.
• Atlas (formerly referred to as Hermes) was identified as Mr. Parker’s assistant and primary administrative contact.
• Meeting minutes may be uploaded and archived on the band website for recordkeeping and future reference.
• Meeting minutes from this meeting will be provided to Carrie Lewis for website posting and record retention.
• All medications and first-aid supplies should be reviewed regularly to ensure they are within expiration dates.

Website and Communication

• Mr. Parker has developed a new band website.
• The organization will discontinue use of My Music Office and transition operations to the new website platform.
• Website features under consideration:
  • Uniform inventory management
  • Volunteer coordination hub
  • Automated email communications for volunteers and families
  • Archiving of meeting minutes and organizational documents
• Voice memo recordings may be utilized and transcribed to assist with meeting minute preparation.
• A request will be submitted to Mr. Parker for administrator-level website access for designated Board members.
• Future consideration will be given to adding Venmo and Stripe as payment options.

Financial Report

Current account balance: $17,662.79

Planned expenses:

Fundraising Discussion

Sponsorship Program

The Board discussed developing a sponsorship initiative focused on maintaining a database of current, past, and prospective community sponsors. Objectives:

• Increase community support for the band program.
• Reduce reliance on student-led fundraising activities.
• Establish ongoing relationships with local businesses and supporters.
• Send regular communications regarding concerts, performances, and sponsorship opportunities.

InstaRaise Proposal

The Board reviewed a proposal from InstaRaise for a future fundraising campaign. Concerns discussed:

• Platform fees reducing fundraising proceeds.
• Retention and protection of donor information.
• The organization’s ability to manage fundraising internally through existing systems.

Consensus: Using the organization’s own fundraising systems would allow the program to retain a greater percentage of funds raised while maintaining control of donor data.

Band Trip Refunds

• Estimated refund amount: $280 per family.
• Estimated total refund liability: $16,240 if all eligible families request refunds.
• Some funds may be applied toward future marching band activities, where applicable.

Uniform Inventory

The Board discussed the need to improve uniform tracking and inventory management.

Action items:

• Print and review the current uniform inventory list.
• Verify the location and status of all uniforms.
• Assign identification numbers to uniforms.
• Enter inventory information into the new website-based management system once available.

Facilities and Organization

A work session was scheduled to organize and clean the band room.

• Date: June 5
• Time: 3:30–4:00 PM
• Purpose: Organize storage areas, review inventory, and prepare the space for upcoming band activities.

Program Operations

The Board discussed operational needs for upcoming seasons:

• Drill coordination
• Uniform management
• Prop management
• Transportation planning

Additional clarification will be sought regarding transportation funding and county support.

Staffing Updates

• The orchestra teacher position will be vacant following the current school year.
• No immediate plans are in place to hire a replacement.
• Additional information will be provided as staffing decisions are finalized.

Election of Officers

The following officers were elected by unanimous vote:

Action Items

• Submit website administrator access request to Mr. Parker.
• Send meeting minutes to Carrie Lewis for website posting and record retention.
• Review and update uniform inventory records.
• Verify medication and first-aid supply expiration dates.
• Continue development of the sponsorship program and donor database.
• Evaluate website features for volunteer coordination and communication automation.

Meeting adjourned.