Embedded Files
Los Alamos Band Boosters
Meeting Minutes
Date: July 16, 2024
Location: Los Alamos Starbucks
Time: 5:30 PM - 6:30 PM
Attendees: Christy Patterson, Devon Lee, Chris Jordan, Darcey Hammond, Zane Meek, Steve Iliff
Agenda Items
Agenda Items
Approval of Minutes
Motion to approve the minutes from the previous meeting was seconded and passed.
Treasurer’s Report
Discussion about band fees to be paid in May or July.
School district reimbursement complete
Tax accountant to stay the same
Audit to be done July 20, 2024
Budget draft in progress
Budget line Item 56 discussion, motion to approve line item 56 was seconded and passed.
Motion to approve the treasurer's report was seconded and passed.
Band Camp
July 22 - 26, 9am - 5pm, July 29 - August 2 - 5:30pm - 8:30pm
Monday, July 22 - Pizza lunch
Discussion of cost per person for approximately 120 people.
Christy Patterson will estimate cost per person.
Boosters to set up and serve pizza and drinks.
Friday evening performance
August 2nd
5:30pm - member meeting, student rehearsal
7:00pm - Performance
Dessert potluck to follow
Discussion on uniform fitting times and handouts
Discussion of Otter Pop breaks during first week of band camp
Costume Ordering
Discussion about timeline to order show costumes
Style discussion
Parade
Saturday, August 3, 2024
Call time - 9:15am
Start Time - 10am
All Hands Meeting Performance
Friday, July 29 - Call time - 8am, perform - 8:30am, Sullivan or auditorium (TBA)
Las Cruces Competition
Reported that the school will fund one night of stay in Las Cruces.
Newsletter
Discussion of content to be included in newsletter
Deadline for newsletter posting - Wednesday, July 24.
Senior Band Shirts
Seniors to design and wear throughout the year
Shirts will come out of band banquet gift budget
End of year - Accomplishments certificate
Next Meeting Scheduled
Date: Tuesday, August 13th, 2024
Time: 5:30 – 6:30 PM
Adjournment
Meeting adjourned at 6:50pm.
Minutes Prepared by: Darcey Hammond – TMBB Secretary
Los Alamos Band Boosters
Meeting Minutes
Date: August 13, 2024
Location: Los Alamos High School
Time: 5:30 PM - 6:30 PM
Attendees: Christy Patterson, Devon Lee, Chris Jordan, Darcey Hammond, Tiffany Hinojosa, Steve Iliff
Approval of Minutes
Motion to approve the minutes from the previous meeting.
Motion seconded and passed.
Treasurer’s Report
Report of intakes and spending.
Fair share fees report.
Donations for students needing financial aid report.
Commitment form and fees report
Steve Iliff will resend the commitment form.
Audit completed.
Tax return extensions completed
Insurance coverage reported and in process.
Website has been updated.
Fee schedule discussed - rosters, fee refunds and refund policies.
Updated roster discussed.
Audit Report
Audit completed.
Reports balanced.
Props
Headboard construction and design problem-solving discussed.
Items pending purchase and storage discussion.
Large prop covers needed.
Prop design and color guard choreography.
Line item discussion on outstanding prop purchases (using color guard budget line)
Audio purchases and instrument rental fees discussed.
Extra money coming in from the district to be allocated to props.
Football Game (August 23)
Pit crew organization needed.
Emails and volunteer list to be organized.
Bennie sales volunteers to be informed of their stations and times.
Pins to be designed and made for distribution.
Las Cruces Competition / NMAA Competition / Zia
Meals and funding for student-bought meals discussed.
Scheduling and funding overview.
Zia competition details: performance order, no exact times yet.
State Competition:
Performance at 10am
Finals announcement at 4:45pm
Finals performance between 5:00 and 7:45pm.
Passes:
25 sidelines passes.
10 director passes.
Food allergies form prepared by Christy Patterson.
Las Cruces Specifics
Itinerary in progress.
Busses and room setup being arranged
Chaperone sign-up resent for more volunteers (8 signed up).
Friday departure, charter buses for local travel, returning Sunday.
Driving time limits being researched.
Students bring money for food.
Chaperone meeting to be scheduled.
Room checks, room rosters, luggage arrangements discussed.
Continental breakfast included.
10:58am performance time.
Watching or performing in finals (14 bands registered, 12 make finals).
Parent check-out for after finals.
Uniform coordination.
Luggage truck arrangements.
Newsletter
Deadline for newsletter information submission:August 28, 2024
Darcey to email information needed for the newsletter.
Senior Band Shirts
Shirt design voted on and chosen.
Budget Adjustment
Increase budget line by $1000 for props.
Motion to approve, seconded, and passed unanimously.
Food budget adjustments for next year discussed
Research ongoing for food budgeting.
Ongoing wishlist for equipment discussed.
Additional line items for next year’s budget discussed.
Fundraisers
Mattress Fundraiser
April 5 is the confirmed date; no changes needed.
Yard signs to be distributed.
March-a-thon discussed:
GoFundMe page to be set up by Tiffany Hinojosa.
Proceeds go toward marching show line items.
Homefield Showcase:
Movie Night Fundraiser:
Discussion on event logistics.
Possible Valentine’s theme for February 7th or 8th.
Jazz band to play.
Snacks to be sold.
Volunteers needed.
Research on Valentine-themed movies.
QR codes for ticket purchasing and posters.
New Business
A motion to Approve $900 - $1500 for staff shirts was made.
Motion was seconded and passed unanimously.
All other new line items were tabled for the next meeting.
Next Meeting Scheduled
Date: Tuesday, September 10, 2024
Time: 5:30 – 6:30 PM
Adjournment
Meeting adjourned at 7:42
Minutes Prepared by: Darcey Hammond – TMBB Secretary
POST MEETING NOTE: Add Band Booster Middle School Vice President to recruiting.
Los Alamos Band Boosters
Meeting Minutes
Date: September 10, 2024
Location: Los Alamos High School
Time: 5:30 PM - 6:30 PM
Attendees: Christy Patterson, Devon Lee, Chris Jordan, Darcey Hammond, Steve Iliff, Jennnifer Hinojosa
Approval of Minutes
Motion to approve the minutes from the previous meeting.
Motion seconded and passed.
Treasurer’s Report
Overview of intakes and outgoing funds.
Current balance is $47,623.
Several checks pending deposit.
Fair share fees report.
Aug. 28 meeting held
Will file 990 EZ this year.
Extension submitted.
Tax filing issue discussed and pending resolution.
Fundraising update for outgoing fees.
Fundraising
Valentine Movie Fundraiser:
Movie voting form for students to suggest movies and vote.
Flier advertising options discussion.
Football Game (September 13)
Prop and audio logistics discussed.
Storage options discussed.
3rd quarter storage time for front ensemble.
4th quarter free.
Hats and spirit wear for sale during the game.
Discussion of options for new spirit items (cowbells, stadium seats, hoodies, blankets)
Spirit wear store discussion.
Changes to front page discussion.
Bands Of America, Las Cruces, NM (September 20-22)
Loading at Sullivan Field beginning at 1:45pm.
Departure from LAHS at 5pm.
Band entries increased from 16 to 17.
Discussion:
stadium restrictions, payment options, etc.
Mr. Iliff emailed questions, nor response yet.
Will reach out again for clarification.
Meal time and food for purchase logistics and options.
Scheduling plans.
Supervision plans.
Band uniform distribution and returns.
Accommodations.
Student check out.
Ticket purchasing problems and updates discussion.
Volunteer Sign-Ups
Sign-ups, lists and communications discussed.
Band Bag Re-Order
Discussion about increasing the budget line item for bags, ponchos.
Motion to increase budget line item for bags, ponchos from $500 to $1,372.37.
The motion was seconded and passed unanimously.
Homecoming Bonfire
Bonfire pep rally, band to play.
6:35pm call time. 7:30 end time.
Date clarification pending.
Show Shirts
Delivery expected date: Friday, September 13, 2024.
Extra order reconciliation pending.
Next Meeting Scheduled
Date: Tuesday, October 8, 2024
Time: 5:30 – 6:30 PM
Adjournment
Meeting adjourned at 7:10pm.
Minutes Prepared by: Darcey Hammond – TMBB Secretary
Los Alamos Band Boosters
Meeting Minutes
Date: October 08, 2024
Location: Google Meeting Room (Online)
Time: 5:30 PM - 7:00 PM
Attendees: Christy Patterson, Devon Lee, Chris Jordan, Steve Iliff, Zane Meek, Spring Smith
Approval of Minutes
There was a motion to postpone review of the minutes from the last meeting to November as they were unavailable.
The motion was seconded and passed
Treasurer’s Report
Chris Jordan presented the Treasurer’s Report.
Income: $8,341.01
Band Booster Fair Share Fees: $7,149.93
Band Apparel Sales: $338.72
Donations: $462.36
LANL Giving: $390
Expenses: $13,258.11
Director’s PD and Discretionary: $300
Show and Polo Shirts: $3,347.75
Bags: $1,372.37
Flags, Poles, Equipment: $95
Props and Equipment: $813.72
Sideline Committee Supplies: $20.74
Sideline Crew T-Shirts: $133.13
BOA Hotels: $4,198.48
BOA Truck Rental: $2,030.86
Senior Night Gifts: $704.15
Movie Night Venue Rental: $211.91
Clinicians: $30
Balance:
Effective Balance: $47,447.64
Outstanding Checks: -$1,613.60
Outstanding Deposits: +$4,010.91
Band Booster Fair Share Fees:
Received: $33,107.99
60 members paid in full, $2,030 in financial aid requested.
Next installment due: October 15.
Food for Zia and State Competitions
Current food budget: $400.
A motion was made to increase the budget for line item Competitions: Entry Fees, Extra Passes, Food, from $1,100 to $1,600.
Motion was seconded and passed 3-1, with one abstention.
Additional passes for Zia: $120 and State: $170 (total: $290).
Remaining food budget: $960.
Indigenous People’s Day
No lunch will be provided by the Boosters.
Students will have a 1-hour lunch break.
Senior shirts will be distributed after lunch by Devon Lee.
Zia Competition
Students will have lunch at the mall as last year.
Uniforms will be distributed Friday and kept until after the State competition.
Additional parent sign-out opportunities will be available after the exhibition performance.
Action Items:
Mr. Iliff to confirm chaperone sign-ups and send transportation forms.
Christy Patterson will coordinate with Spring Smith for parent volunteers and send out a sign-up form for breakfast snacks and water.
Trucks to be loaded Friday afternoon at Sullivan Field.
Homefield Showcase
No admission will be charged, but tip jars will be used for donations.
Chris Jordan to arrange a merchandise table.
Seniors will receive capes, and photographers will be contacted to capture the event.
State Competition
Similar schedule to Zia.
Planning assumes the band will make finals, and plenty of water will be provided due to lack of shade at Rio Rancho.
Dry Cleaning
Devon Lee to get quotes for dry cleaning uniforms.
School responsible for uniform cleaning fees.
Football Games
Two games remaining, one of which is Middle School night.
Students will wear their medals if they medal at State.
Final Monday Practice
Final Monday practice will be a student-run potluck, no Booster assistance required.
The practice is non-mandatory for students with sports conflicts.
LAMS Fundraising
Budget amendments passed for LAMS Band Trip and Fundraising:
Line 37A: LAMS Band Trip: $1,000.
Line 50C: LAMS Fundraising: $1,000.
Motion passed 4-0, with 1 abstention.
Next Meeting
Date: November 12, 2024
Time: 5:30 PM
Adjournment
Meeting adjourned at 7:11pm.
Minutes Prepared by: Chris Jordan - TMBB Treasurer, Arranged by: Darcey Hammond – TMBB Secretary
Los Alamos Band Boosters - Meeting Minutes
Date: November 12, 2024
Location: LAHS B Wing
Time: 5:30 PM - 7:00 PM
Attendees: Christy Patterson, Chris Jordan, Steve Iliff, Zane Meek, Darcey Hammond
Approval of Minutes
There was a motion to approve minutes from September and October.
The motion was seconded and passed
Treasurer’s Report
Account and balance overview
Fair share fees review
Tax forms completed and submitted
There was a motion to approve the treasurer’s report
Motion was seconded and passed
Vice President Position
Names for considerations
Email open positions for Booster Board
What needs to be done to cover jobs.
Darcey Hammond will get quotes from drycleaners
Needs to take PO’s
Need to set up drycleaning as vendor
Need inventory
Need to catalog new uniforms
Movie Fundraiser
SALA date change pending further discussion.
Correspondence with event chair pending.
Mattress Fundraiser
Confirmed date: April 5, 2025
Rock Your Socks Fundraiser
Introduced and open for discussion
Future Band Fundraiser
List of design ideas for next year
Jazz band swag
Winter Concerts
Tuesday, November 19th recruiting concert - 6pm
Wednesday, November 10th, concert jazz - 6pm
Monday, December 9th, winter concert - 6pm
Sales during concerts (5:30 open)
Trip 2026 - New York City
Headcount for those who signed up so far
Basic plans being started
Small flyers to hand out at December 19th concert / QR Code - info
Flyers for the hallways?
Fundraisers for Band trip 2026
Color Guard Coaching Fees
Johnathan Guise needs payment for color guard coaching due to certification restraints (About $2000)
Winter Guard
FUNDRAISING discussion about doing their own for the winter guard for fees, costumes, etc.
Next Meeting
Date: December 10, 2024
Time: 5:30 PM
Adjournment:
There was a motion to adjourn
Motion was seconded and passed at 6:50pm
Minutes Prepared by: Darcey Hammond – TMBB Secretary
Los Alamos Band Boosters - Meeting Minutes
Date: December 10, 2024
Location: LAHS B Wing
Time: 5:30 PM - 7:00 PM
Attendees: Christy Patterson, Chris Jordan, Zane Meek
Approval of Minutes
There was a motion to approve minutes from November.
Chris Jordan suggested that the line “Tax forms completed and submitted” should be changed. The tax accountant gave us the return for review, but they are going to make some changes before submitting it. The Secretary will update the minutes and we will approve them at the next meeting.
Treasurer’s Report
There was a motion to approve the treasurer’s report.
Motion was seconded and passed.
Uniforms
Darcey Hammond reported that Aislyn (clarinet, student lead) has access to the spreadsheet that contains all of the uniform information.
Zane Meek will contact her to see if all the uniforms have been returned.
Darcey Hammond is gathering quotes for dry cleaners.
Unused uniforms to be dry cleaned as well if there are enough funds in the budget.
Zane Meek reported that the budget shows $4,500 for dry cleaning.
Vacant Vice President Position
Christy Patterson reports she reached out to Karen Doebling who says she is not able to serve as Vice President.
Quinn Marksteiner is also not available for this position.
Christy Patterson will send an email to the membership asking who is available to serve.
Elementary Youth Band
Zane Meek proposed a new project to give the elementary school students a chance to play more as a band.
This would be an after school activity.
The Youth Band would meet for one hour a week, after school at the Middle School, from February until the Spring Arts Festival.
Program to be run by the band boosters.
Program to be taught by Zane Meek and Christine Subratie and they will be paid for their instructional time by the band boosters.
Cost for participants is $100 going to the band boosters.
Chris Jordan to check if additional insurance will be needed for this program.
Zane Meek to write a proposal for needed changes to the budget if this program is included.
2026 Band Trip
There are over 100 people signed up for the 2026 Band Trip to New York, about 15 maybe and could have some late joiners.
Zane Meek to contact the travel company to extend the signup deadline until January 8th, 2025.
Zane Meek will present trip details in class to ensure all members are aware of it.
Movie Night Fundraiser
Tiffany Hinojosa will organize the Valentine movie night fundraiser.
Students will vote which movie to present, Princess Bride or The Wedding Singer, on 12/11/2024.
Next Meeting
Date: January 14, 2025
Time: 5:30 PM
Adjournment:
There was a motion to adjourn
Motion was seconded and passed at 6:26pm
Minute Documented By: Chris Jordan - TMBB Treasurer, Organized By: Darcey Hammond - TMBB Secretary
Los Alamos Band Boosters - Meeting Minutes
Date: January 14, 2025
Location: LAHS B Wing
Time: 5:30 PM - 7:00 PM
Attendees: Christy Patterson, Chris Jordan, Zane Meek, Darcey Hammond, Jenny Lambson
Approval of Minutes
There was a motion to approve the minutes from November 2024 and December 2024.
The motion was seconded and passed.
Treasurer’s Report
Deposits and withdrawals were reported by treasurer, Chris Jordan.
Effective balance reported to be $66,391.60
Fair share fees reported.
Donations and Fundraising intake reported.
Tax return in progress and extension submitted.
1099c forms to be submitted.
W 9 forms being settled.
Uniforms
Darcey Hammond reported that estimates for uniform dry cleaning are being finalized.
Zane Meek reported that all unused uniforms have been located and pierced in the uniform room.
Zane Meek will locate uniforms that have not been turned in.
Jenny Lambson will coordinate and transport uniforms once a dry cleaner has been selected.
Uniform bag inventory and repairs list being compiled.
Movie Night Fundraiser
Venue has been reserved and publicity in place.
Fundraiser date set for February 8, 2025.
Volunteers to arrive at 5:45pm
Jazz Band possibly to play from 6:00 - 6:30 pm
Movie begins at 6:30pm
Princess Bride has been selected as the Valentine’s fundraiser movie.
MPA
Discussion of fundraising during MPA’s.
Zane Meek reported that MPAs will be split this year. One day will be in Santa Fe and one day will be in Los Alamos.
Discussion of if meals and/or snacks will be available for purchase.
Zane getting opinions from other bands.
WinterGuard
Discussion of WinterGuard coaching fees going through the band boosters.
Discussion of WinterGuard fair share fees and budget.
Discussion of how communication will be handled between WinterGuard and band boosters.
Meeting to be set with Jonathan, Lindsay and boosters.
Budget Updates
The draft budget makes the following changes:
Increase income line 44, All State (paid by All State Students) from $8000 to $11,880 (actual income so far $11,871.20). 12,500.00 (changed to match)
Increase expense line 38 All State (expense) from $8,000 to $11,880 to match.
Increase income line 50C LAMS Fundraising from $1,000 to $4,000 (actual income so far $3,829.12)
Increase expense line 37A LAMS Band Trip from $1,000 to $4,000 to match. Most money for the middle school band trip is being paid directly by parents to the travel agent, this is just the fundraising.
There was a motion to accept these changes to the budget, and the motion was seconded.
The motion was voted on and passed unanimously.
Next Meeting
Date: February 11, 2025
Time: 5:30 PM
Adjournment:
There was a motion to adjourn
Motion was seconded and passed at 06:49 pm
Organized By: Darcey Hammond - TMBB Secretary
Los Alamos Band Boosters - Meeting Minutes
Date: May 06, 2025
Location: LAHS B Wing
Time: 5:30 PM - 6:30 PM
Attendees: Christy Patterson, Chris Jordan, Darcey Hammond, Zane Meek, Aya Saravia, Travis Pratt
Approval of Minutes
There was a motion to approve the minutes from February.
The motion was seconded and passed.
Treasurer’s Report
Income and outgoing funds were reported.
Balance is currently $57,073.97
Fair share fees reported.
Mattress sale fundraiser income reported.
Projected balance at fiscal year end to be $50,346.99
25/26 Budget
Report form Jenifer Guy that will affect the band booster budget.
Budget meeting set for May 22, 2025.
Resolution of purchase plans and district laws need to be addressed to land on a budget.
Electronics update
Discussion of fees issues
Discussion of district support for the band
Uniforms
PO for cleaning of uniforms can be opened on July 1, 2025.
Quote needed from cleaner that will be honored through July 1, 2025.
Will take approximately 4 weeks to complete cleaning.
Band Banquet
Discussion - drum major role in banquet, budget meeting, gifts, etc.
Adjournment
There was a motion to adjourn the meeting
The motion was seconded and passed.
The meeting was adjourned at 6:27pm.
Next Meeting
Next meeting scheduled for June 10, 2025 at pm
Organized By: Darcey Hammond - TMBB Secretary
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