April Meeting

Broad Run High School

Band Boosters Association

2015-04-14

March Minutes

CalendarApril 2015

Sunday Monday Tuesday Wednesday Thursday Friday Saturday

1 2 3 4

Winter Guard @ TBD?

5 6

Dining for Dollars

@ Chin Chin

7

BBA board meeting

8

All-State

9

All-State

10

All-State

11

All-State

12

Dining for Dollars @

Chipotle

13 14

BBA Parents Meeting

15 16 17 18

Solo & Ensemble

19

4:00 Tastefully Simple

20 21 22 23 24 25

26

Dining for Dollars

Chipotle

27 28 29 30

CalendarMay 2015

Sunday Monday Tuesday Wednesday Thursday Friday Saturday

1 2

3 4

Dining for Dollars

@ Chin Chin

5

BBA board meeting

6 7 8 9

10 11 12

BBA parents meeting

13 14

Jazz on the Lake

15 16

17 18 19 20

Marching Band Commitment

Meeting

21 22 23

24 25 26 27 28

Spring Concert

29

BANQUET

30

Board elections?

CalendarJune 2015

Sunday Monday Tuesday Wednesday Thursday Friday Saturday

1 2

BBA board meeting

3 4

Dining for Dollars

Pot BellyKid’s perform

5 6

7 8

Dining for Dollars

@ Chin Chin

9

BBA parents meeting

10 11 12 13

Graduation Ceremony

14 15 16 17 18 19 20

21 22 23 24 25 26 27

28 29 30

Band Director

• William “Bram” Smith

Financials

Middleburg Bank March February Delta

Primary $ 43,770 $ 26,897 $ 16,872

Alternate (London) $ 6,369 $ 6,368 $ -

Petty Cash $ 305 $ 304 $ -

Total $ 50,444 $ 33,569 $ 16,872

Overdue Invoices March February Delta

Less than 90 Days $ 8,637 $ 9,660 $ 1,023

More than 90 Days $ 7,104 $ 6,415 $ 690

Total $ 15,741 $ 16,075 $ 334

Month of March

Month of March

FUNDRAISING

Fundraising opportunitiesSpartan Spectacular Event (more from Laura)

Dining (on-going monthly)

No Frills

Spring fundraiser

Old Business

Old Business: Tax Status Update

The Board is in the process of reviewing options with the National Booster Club Training Council (NBCTC) to present at the April parent meeting.

Considering hiring a CPA for the taxes and making that a recurring annual expense.

2015 SPARTAN SPECTACULAR REPORTFundraising Can be an Upward Spiral

Achievement: award, activity or event

Fundraising & Friend-raising:

ask for support and help then THANK!

Public Relations: build awareness of your

program’s success,mission and needs

Spartan Spectacular IS the Whole Spiral: Achievement, Publicity, Friend-raising & Fundraising

Event-based fundraising is one key component of an annual fundraising plan BUT….

• Safe success relies on sustainability, planning & tracking• Breakout success comes from innovation & calculated risk• Needs broad-based participation (exhausts volunteers)• Requires strong publicity plan and execution• Impacts organization’s reputation for better or worse• Lowest ROI (averages 50 cents per dollar raised)

2015 Spartan Spec Financials

35.6 cents/dollarvs industry standard of

50 cents/dollarfor events

$5,100

$2,400

$1,750

$9,200

Budget

How Many People at Spartan Spectacular?

1050 Spectators (or more, est from ticket gross)

996 Performers (does not include BRHS performers)

430 Coaches/Crew/Drivers

125 Day-of Volunteers (includes BRHS performers)

44 Team Leaders and Members

15 AIA Staff Members

13 BRHS Administrators and Staff

2673 TOTAL

Value of Donated Items and Time(not captured in financials)

Item Value

Hours by day-of volunteers (1000 hours at minimum wage) $7,250

Printing and design services (program) $3,975

Back page at in Ashburn Village magazine $1000

Printing and design services (signage, badges, packets, materials) $860

Food and raffle prizes $500

TOTAL $13,585

Intangible Values of the Event

• Old Guard Drum Corps: performance and publicity

• Social Media Exposure: Spartan Spec website; AIA website; Facebook event, pages and posts; emails; Instagram; Twitter.

• Print Publicity: Ashburn Rising, Leesburg Today

• Countless Hours of Volunteer Planning, Work and Documentation by Team Leads and Members.

• Established Infrastructure, Documented Knowledge Base and Captured Lessons Learned for 2016

Prestige and Compliments“To say that was a wonderfully run show is an understatement. Thanks for everything you and your team of volunteers did to facilitate a smooth day…. I appreciate it more than you know….”

-- B. H., AIA Board Member

“It was a wonderfully run show. Thank you.”

-- M. M., Performers’ Coach

“Thanks for the best competition and directors’ lounge of the season.”

-- S. W., Performers’ Coach

“I have never seen our gym so crowded! That was an awesome day!”

-- R. R., BRHS Student

2015 Spartan Spectacular Event Coordinator Objectives

Lead in forming and holding the vision, goals, big-picture plan and timeline for the event

Interface with AIA and BRHS early and often to ensure that Spartan Spectacular meets all requirements and parameters

Recruit and establish teams with clear structure and roles Serve as direct point of contact to ensure clear

communication, efficiency of effort, and teamwork for the event

Oversee the process of making major decisions, problem-solving and meeting needs during planning and execution of event Call few, short and focused meetings for the whole team Thank you sincerely and often for your work

Did We Meet the Five Guiding Principles for the 2015 Spartan Spectacular?

Make it an event that we all are proud to be part of – execute each part with excellence!

Meet or exceed all AIA competition parameters – know the details!

Ensure everyone at the event is welcome and appreciated – arrive prepared and friendly!

Continue to build on our success in attendance and income – understand that we are part of a larger community!

Share your knowledge and experience with others, using teaching, documentation, feedback and appropriate delegating – help everyone get set to grow a LEGACY!

Did we meet our goals for 2015?

2015 SPARTAN SPECTACULAR REPORT

YES!

Lessons Learned for Next Year!

• Each team documenting process and lessons learned for their area.

• BRHS and LCPS administrative and activities staff make great allies for us – keep them involved.

• Develop written floor and audio installation directions, vetted by AIA in advance.

• Checklist and photos for returning the school and each room used to original condition.

• Publicity is a major job! Split spectator and ticket sales as own team.

• More radios needed (per proposal)

Thank you!

New Business

25

BRHS BBA Radio Communication Proposal

• Proposal: BRHS BBA should consider purchasing commercial, two-way radios to facilitate communications between volunteers at BRHS band events

– Radio communication was vital to the volunteer effort during 2015 Spartan Spectacular

– Reliance on BRHS radios meant delays in distributing radios to volunteers– If BBA purchases radios, it would not only mean easy access to radios at

Spartan Spectacular, but for all Band events requiring volunteer coordination

• Recommended a phased approach to acquiring radios– Phase 1: BBA to acquire a small number (approximately 6) of two-way radios

• After purchase conduct initial test program on BRHS grounds to determine suitability of purchased radios (indoor/outdoor reception across full length of campus)

• Purchase from reliable vendor such that return is possible if initial test results negative

– Phase 2: Assuming initial test is positive, radios would be put into use for field testing during 2015 Summer Band Camp

– Phase 3: Assess suitability after field test and then move to purchase sufficient radios to outfit all Spartan Spectacular volunteers (Spartan Spec is the largest BBA event) requiring radio communication

26

BRHS BBA Radio Communication Proposal

• Technical Considerations– Rechargeable internal batteries

• Changing batteries on multiple headsets is expensive, time consuming and prone to failure (oops, didn’t we change the batteries?)

– Simple controls so minimal training is required– Positive user reviews (Amazon used as reference)– Cost– Range sufficient to handle school campus with internal to external

communication

• Three possible selections from internet research:– BaoFeng BF-888S Two-Way Radio at $15 per radio (Qty 6) – Motorola MT350R Two-Way Radio at $45 per radio (Qty 6) – Cobra microTalk CXR925 Two-Way Radio at $32 per radio (Qty 6)

• Unknown which, if any, models would be compatible with school radios (or if this is even possible)

• I am not a radio expert, but based on what I have learned I would recommend a trial of BaoFeng BF-888S as a very cost effective way to implement basic communication for BBA

27

BRHS BBA Radio Communication Proposal

BaoFeng BF-888S$90 for 6

Motorola MT350R$270 for 6

Cobra microTalk CXR925

$195 for 6

2015-2016 Board• Current Nominations• Nominations from the floor?

• Assemble committee (April) • Looking for a site (maybe the Mills Rec Center)• Possible weekend day late May TBD

New Business:Volunteer Recognition Event

Looking into options to recommend to the new band director. Options include:• Local vendors• On-line vendors

New Business:Spirit Wear Research

Open Forum

Adjournment

• Next meeting: Tuesday, June 9th ?? • May 12th ??