10/25/17
KHS VPA Booster General Membership Meeting October 25, 2017, 7:00 pm-8:30pm
1. Introductions: Call to order: 7:00 PM In attendance: Emma Hauser*, Wendi McPike*, Scott Ellis*, Connie Plaisted*, Lisa Crimp*, Katie Mooney, Denise Hammond, Catherine Lindgren*, Emilie Spas*, Jeni Kingston*, Rose Hines, Jackie Foisey, Steve Marquis, Mary Emerson, Ben Potvin, Nate Menifield, Karen Ennis*.
(* indicates Executive board members)
-Please fill out membership and student release forms (for photo/video publishing permission)- on our web site – please have one form per child- any student over 18 should fill it out on their own.
-Question on how to be a member of the VPA: membership is open to any person interested in supporting our VPA departments through efforts of our orginazation.
2. Music Department Updates
-Since our last meeting- funding requests- Board approved purchase of Tri-M pins ($200), marching band shoes ($54) for students in need of, and 2 steel drum pans (~$2000)- update- Ben is applying for a grant from the Dionne Trust for the steel drum pans.
-Ben: Looking to have a choral/band trip to either Boston or 6 Flags- Spring- May- clinic time and some fun time. Students participating in a survey to get input and interest. (Boosters were split with input). VPA: Music department will need to fill out monies request once decision is made.
-VPA: board discussed wanting to give the pep band a thank you gift for playing at games. Possible options: provide Subways evening of/ vouchers for snack shack/ written thank you with $5 bill attached for each student to use at snack shack. $5 bill idea passed. Will be done for this Friday’s game.
- Alumni and friends benefit concert June 23rd in the new auditorium. Interest already forming as far back as class of 1950’s. Looking for any and all alumni to participate. Choir and band. Have some posters out for “save the date”. December will post on website with sign up info. Will find out what instruments/voice parts/ who may need instrument etc. Will have learning tracks online with rehearsal that Friday afternoon, Saturday dress rehearsals concert Saturday eve. Monies to go back to VPA Boosters. Alumni association will help get out word. (We will do a save the date on our FB as well). Possibly have an art component? Also could include video recordings of some of participants, with ‘what the arts have meant to them’ or the like?
Ben: March 26th –will have a “Music in our Schools Month” concert with Casco Bay Wind Ensemble.
Nate: Succesful beginning of audition season. Honors festival. Jazz all state auditions. Student accepted to Jazz choir. 2 in honors. All State auditions soon. Overall music #’s not as good as could be. Band/chorus sound great. Looking at ways to reach out to MS . Boosters want to help with that as well. Looking to continue to build programs.
3. Art Department Update: Katie Mooney
-Door request for darkroom revolving door- $3000 includes shipping and install etc... wasn’t part of
the original renovation for the darkroom. Photography class will start in Jan. IB kids also need to start using the room. Former room had 15 enlargers, this has 4. 18 students in the classroom- seniors only this year- one block.
VPA: need to know that the maintenance of the item is dealt with by district. Katie: yes- had to get preapproval from Supt office.
-VPA: propose we spend the money to pay for the door – Passed and we will speak with the district about payment, and how we officially “gift” it to the school.
- Need to be sure the community and students know what we are supporting and where donations go- we will continue to itemize list.
-Other updates:classes going to Boston in May
Logos- Jenny Theiler- some digital art students came up with some options. VPA is looking to update our image more inclusive of our breadth of arts, had asked if students might offer suggestions --will have art at the Crucible and other music events
-from boosters: please consider with art department ideas how to reach out to parents of art students. It would be great to have more connection with parents/students of these students in the boosters.
4. Theater Department/Update on VPA role with Crucible and other:
- Programs: no longer doing ad sales due to printing costs. Small show specific program being made by Michael Herman and Rachael Yoder.
Our sponsors still being asked to support the VPA boosters. Recognition to occur on our website/ and concert programs, possibly to include play programs? Will have lists with levels of sponsorship. Concern of potential conflict regarding duplicate solicitation of sponsors. Noted-one long time business sponsor considering helping us print next year, some still donating their ad monies.
-Boosters still doing Concessions: Have Sign Up program on website/facebook http://signup.com/go/HTODGRS Need VPA Booster member to take lead on show to handle money and give to Scott Ellis- one each night with 2 additional workers. Tom Macisso will help connect with Mary Aaskov for Mary’s cookies- Emma: will reach out to her as well. Noted-we would always offer to pay and she would usually refuse!
-Posters: Michael and Rachael have asked for volunteers. There is a list of around 250 locations, mostly from Biddeford to Wells. Hopefully play students will work on this also.
Link to list of posters: Poster Locations We are looking to collaborate with kids in show, parents, etc... we would like to support this aspect of the play, not necesarily do all. Need to adjust list as some places no longer valid?
-Gala: Michael and Rachael also hope to have volunteers for various stations, including silent auction, merchandise, tickets, food, drinks. Question as to what are the funds raised arenbeing used for? Emma will let him know we have a couple of people interested in helping with event.
-Ticket sales being arranged by Michael-Brown Paper Tickets https://cruciblekhs.brownpapertickets.com/ -Other Theater item-Michael would like to take the Crucible cast, and drama club students to Salem, MA. He
will fill out funds request form and Emma will put the request out to us for a vote.
-Other Discussion: with new people running the theater/etc. we are hopeful as we work out this new relationship. -we realize Michael and Rachel are working to build up the theater program- with the new drama club etc, as are the other faculty in their perspective arts departments.
We all have the same goals of building programs and supporting students.
5. Clarification of Policies/Constitution
-Student registration/release form. Amended to allow over 18 yrs of age to fill out themselves.
-Organizational set up. -Now with no ticket sales, (theater will handle sales- reserved seating! ) no ad program, concessions dispersed, perhaps we should alter our constitution to reflect new roles- Work on proposal for the winter meeting to modify our constitution.
6. VPA Booster Fundraising
To generate yearly income, Karen Ennis and Emma met to discuss campaigns of VPA fundraising and decided to push one big annual appeal instead of many smaller ones. Scott will help set threshold levels for recognition
-Jan-March
-Friends and Family letters from band, choral, theater, and art students- this may generate a fair amount of support and if not- we will rethink. Students can craft personal letters.
-KHS VPA car decals
-Email/Facebook push, perhaps with teacher help with parent emails
-Donate now ’Button’ will help on Facebook and webpage- Paypal account set up and need to get the
button on the web page. Will put a post on FB to point to the web page?
-Names and levels will be put on website and on winter and spring concerts. -Perhaps play programs also?
Other events:
-Alumni and Friends Concert June 23rd
-CLYNK- Karen helped get us linked with HB provisions. Trying to coordinate with students and parents. Could lead to $2000 year income.
-Concessions
-Possibly t-shirt sale for visibility and VPA table at events- there is a connection with a family member that makes t-shirts. Include poster with what we have supported (Scott has prepared very useful updated funding history), Membership forms to collect emails/addresses and student releases, possibly more car stickers/decals would be helpful.
-Jazz night? Catherine: need to explore and look at KHS and district calendar
7. Other:
-Treasurer Report – (see below) uncleared checks- one a scholarship – follow up with student, one reimbursement for member
-Facebook/Website Update -check these out!
-Scholarship Committee -Still needs to get together for a proposal for Scholarship policies- before Winter meeting.
-read: Thank you notes from 2 of the students that received scholarships.
8. FB- Emilie- needs photo permissions. At the TRI-M induction will have forms available.
- Katie requested a copy of just the photo form to pass out to all of her students. Provide link on the FB page. Michael has been asked to provide link to Crucible students.
9. Action Plan and Review
-proposal for trip- look for survey results
-Scott- $5 bills for pep band night
-Alumni post for June 23rd
-Katie- follow up with district for $ for darkroom door
-annual appeal coordination- culminate with the concert on March 26th -Karen and Emma- logo web site etc
-scholarship committee meet Meeting adjourned : 8:34 PM
VPA Treasurers Report October 25, 2017
2017 Activity to date
Beginning Balance January 1, 2017
$ 27,400.01
Income
Hannaford community cash
$ 64.40
Refunds for jazz night (catering, town hall)
$ 675.00
Ad income
$ 550.00
Caroling cash
$ 281.83
Concession income Musical
$ 1,065.35
Concession Income Spring Play
$ 217.35
PayPal Income (Transfer Deposit)
$ 19.12
Donation - Mahoney Family
$ 50.00
Hannaford Community Cash
$ 111.15
Total Income
$ 3,034.20
Expenses
MSK drama ad
$ 100.00
ME band directors festival
$ 150.00
Program paper
$ 151.92
Jazz Night (Catering, Town Hall)
$ 650.00
Scholarships
$ 3,000.00
Gifts - White, Macisso
$ 368.84
Post Office Box Rental (1-Year)
$ 103.00
State of Maine Corporation Reinstatement
$ 185.00
Spring play program printing
$ 476.00
Total Expenses
$ 5,184.76
Available Funds
$ 25,249.45
Uncleared Checks
$875.00
Current Bank Balance 10/25/17
$ 26,124.45
Anticipated Expenses
Tri-M Pins
$200.00
Steel Drums
$2,000.00
Photolab Door
Music Department Trip
Other ??
Anticipated Revenues
Theater Concessions
$1,000.00
Business Donors from play program
$1,000.00
Annual Appeal
Jazz Night
Hannaford Commuity Cash (ongoing)
$350.00