Instrumental Music Parents Club
October 4, 2016
MHS at 7:30 P.M.
Christopher Norris, Annette Burke, Matt Hyzer, Jen Minarcik, Jeremy Minarcik, Annette DeRosa, Anne Kohart, Dan Pizzi, Mike McDevitt, Chanell McDevitt, Christine Holmbeck, Masako Heffernen, Ed Kirn, Jina Ma Cho, Regina Kelly Hartshorne, Lucille Shenot, Seth Berk, Michelle McGuire-Berk, Alllison Marchant, Kevin McGee, Alisa Wallace, Sonya Snowden
Call to Order/Minutes of June 6, 2016
The meeting was called to order at 7:30 P.M. Everyone introduced themselves. Jen Minarcik made a motion, seconded by A. DeRosa, to approve the minutes of June 6, 2016. The motion carried.
Jen Minarcik noted that the Pep Band luncheon was held in August after the Pep Band started its rehearsals, and that she believed the kids really appreciated it. She stated that there are still opportunities for the October 29th football game for people to supply water, and possibly transport the generator for the band.
C. Holmbeck reported that $2160 had been collected thus far in membership fees. She noted that an email regarding membership went out in mid-September for orchestra, earlier for band, and that joining the IMPC was mentioned again as part of Back to School night.
A. Kohart distributed and discussed information regarding the IMPC’s finances as of October 4, 2016. The following were highlighted:
A. Kohart indicated that she thought some costs remained outstanding (e.g., related to the Pep Band bagel breakfast), and encouraged people to submit receipts for refunds, if people have them.
Concert Receptions and Fundraising at the Winter Concert
Jen Minarcik explained that the lists for food donations for the Winter concert reception will be posted to Sign-Up Genius by tomorrow. She noted that activity at the separate Spring concerts helped inform the amounts requested for the Winter Concert, at which attendance (between musicians and guests) is expected to be about 800 people. There was general discussion of quantities for different snacks; it was generally agreed it is more efficient to request more pretzel trays, and fewer fruit trays, partly due to the greater variability in the structure of fruit trays, which do not always allow for ease of service, and contributes to lower consumption.
Jen Minarcik explained that Sign-Up Genius will also be used to obtain donations for the two gift baskets that will be raffled during the concert. D. Pizzi noted that, like last year, one will be a wine/liquor basket, and one will be a basket of gift cards.
Jen Minarcik and A. DeRosa confirmed that emails for band and orchestra would go out separately, and each would include information about the concert dates, requests for food donations, requests for gift basket donations, and membership information, with relevant links for each. A. DeRosa confirmed that the requisite licenses are in place for the gift basket raffle as well as the 50-50. She noted there was a $20 background check (of her, to make it simple), and that she is covering the cost of that.
It was suggested that a list of the gift basket contents be printed and slipped into, or made available with, the concert programs (but not printed directly on the programs; it needs to be clear the raffles and alcoholic contents of the gift baskets are not sponsored by the school). It was agreed that sales of 50-50 tickets and gift baskets would be made in the auditorium during breaks, while continuing to be sold throughout the concert in the lobby. It was noted that the funds must be kept separate, so that amounts can be recorded and reported separately. It was suggested that either people have aprons or “pockets” designated separately for the baskets and 50-50, or that certain people be designated to sell only the 50-50 tickets, while others are designated to sell only the gift basket tickets.
A. Burke reported that the students who played at Senior Recognition night really appreciated having the pizza, and thanked the IMPC.
A. Burke requested funding of $400 for a bus for the Seniors’ field trip to the Kimmel Center. She also asked that the IMPC help to fund event tickets for those students who need financial assistance, if necessary, noting that she is uncertain whether her Student Funds account will be enough to cover the financial assistance. She explained that notices regarding the senior trip (intended for February) were distributed on 10/4/16, so she will probably have a sense within the next month of how many students, if any, will need financial assistance. The IMPC has typically committed funds to the cost of a bus for special events, as needed, and indicated a willingness to help with financial assistance, if necessary.
There was discussion about having the high school students provide more outreach to younger students as a means of encouraging the younger students to continue with band or orchestra while in high school, and possibly providing the high school students with community service credits for doing so. A. Burke noted that SY15/16 was the first year that she invited younger orchestra students to a high school orchestra concert, and that of those that attended, virtually all have continued with orchestra, and that she believed seeing and hearing the high school students was a contributing factor. C. Norris has had 8th grade band members join with the Pep Band at a home football game for some time, which he believes provides a positive influence, and thinks additional outreach to a younger group would be a very good idea. It was agreed that outreach should occur around the 6th grade WAMS orientation in March, in order to minimize time away from classes.
It was also suggested that the high school band and orchestra – possibly in small groups – could perform at each of the elementary schools, similar to the Madrigals elementary school performances. While all considered this an excellent idea, it was acknowledged that there are some logistical issues: Home & School sponsors (and pays the costs of) the Madrigals performances as part of their cultural events support, and while they may be willing to include the instrumental program, Home & School would need to be approached, and certain protocols addressed in order to determine whether the events could be combined, or if separate time could be taken from classes. A. Wallace said she would provide the information to Jen Minarcik. C. Norris noted that in-district transportation costs should be absorbed by the school district.
M. Hyzer reported that there is much less need for another piano, because a family had recently donated a very nice piano that they no longer needed or had room for after selling their home. This significantly reduces the IMPC’s fundraising goals at this time, although both band and orchestra continue to have modest needs, and the IMPC continues to want to provide instrumental scholarships and senior recognition.
Fundraising ideas were discussed. The officers of the IMPC agreed it would be ideal if Moorestown could host the Western Burlington County Honors Band (WBCHB) again, and offer meals and snacks to help raise funds. C. Norris stated he would look into that option. It was agreed that if Moorestown couldn’t host the WBCHB in SY16/17, alternate fundraising options (in addition to the gift baskets and 50-50 raffles) would need to be discussed, as well as whether to return to offering 4 scholarships, but that discussions could wait until the IMPC’s next meeting, when more would be known regarding the site of the WBCHB.
Holiday Parade Bagel Breakfast
It was confirmed that the Moorestown Holiday Parade would be held on December 3rd, and that the Pep Band would participate, weather permitting. Regina Halsey and A. Kohart confirmed they would help in providing the meal on the day of the event. C. Norris noted that he usually buys all of the food, and obtains reimbursement from the IMPC.
It was agreed there was little need to meet until after the Winter Concert. The next meeting is tentatively scheduled for January 24th.