Waynesburg Music Development |
Attendees: Lindsey Parks Mandi Fordyce Kate Graham | Absent from Meeting: Sean Sawyer Aleisha Fox Zach Mason Paige Zalar Jeremy Olisar Doug Mason |
Date: March 10th, 2020
Time: 6:00pm
Facilitator: Lindsey Parks
Secretary’s Report:
Minutes from the previous meeting were approved. Mandi motioned to accept the minutes. Kate seconded.
Treasurer’s Report:
Current Account balance is $5,356.35 . Kate motioned to accept and Lindsey seconded.
Time: 6:00pm
Facilitator: Lindsey Parks
Secretary’s Report:
Minutes from the previous meeting were approved. Mandi motioned to accept the minutes. Kate seconded.
Treasurer’s Report:
Current Account balance is $5,356.35 . Kate motioned to accept and Lindsey seconded.
_________________________________________________________
Agenda Item #1: Car Show (May 16, 2020) Greene County Water Park 11:00-4:00
Notes:
Plan of Action: Send out letters to vendors, vote on new signs,
_________________________________________________________
Agenda Item #2: Taxes
Notes:
Plan of Action: Return 1023, then complete taxes, find out if we can get something approved with the postal service to that we can pay less for postage.
_________________________________________________________
Agenda Item #3: Business Cards
Notes:
Plan of Action: Order Business Cards
_________________________________________________________
Agenda Item #4: Replacing inactive members
Notes:
Plan of Action: Contact prospective new members to gage interest.
_________________________________________________________
Agenda Item #5: Online Banking
Notes:
Plan of Action: View and download missing statements
_________________________________________________________
Agenda Item #6: Band Fest
Notes:
Plan of Action:
_________________________________________________________
New Agenda Items
Other News and Information:
_________________________________________________________
Projected Next Meeting Date:
April 7th at 6:00
_________________________________________________________
Motion to Adjourn: Mandi
Seconded: Kate
Agenda Item #1: Car Show (May 16, 2020) Greene County Water Park 11:00-4:00
Notes:
- Sponsorship tracking info has been updated in our google drive.
- So far, we have received 8 back, totalling $1100. WE NEED MORE. Last year we had $1,724 and in 2018 we had $2,760 in sponsorship before the show started.
- Deadline for sponsors to get on the shirt is May 4th.
- DJ: We have reached out to Doug Wilson, who told us to ask Christian Wilson first. We have been told by Matt R. that he would DJ the event for $300. If Christian will agree to do it for $300, then we will hire him. If not, then we will go with Matt R.
- Start collecting items for chinese auction, all members are to provide at least one basket.
- We have a message in to Scott with Ron Lewis about sponsoring the Dash Plaques, once we hear back from him we will order them, or seek another sponsor for the dash plaques.
- We will start reaching out to vendors and Kona Ice.
- The yard signs cannot be fixed without making it very obvious that it has a patch on it. We will do a cyber vote to decide to just patch them and let them look a bit sloppy, or to order new ones. Last year, they cost $188.68. We will see if that is still the same price.
- Trophies and shirts will be ordered closer to the date of the show.
- We should do a business card raffle to get more info for sponsors.
- We need to find someone to run the kid’s activities because Kate can’t be there this year. We talked about asking Emily Shultz and Sarah Calvert.
Plan of Action: Send out letters to vendors, vote on new signs,
_________________________________________________________
Agenda Item #2: Taxes
Notes:
- 1023 (Tax Exempt form) form was returned to us due to ‘incorrect fee’ It needs to be sent back in.
- Taxes will be completed.
Plan of Action: Return 1023, then complete taxes, find out if we can get something approved with the postal service to that we can pay less for postage.
_________________________________________________________
Agenda Item #3: Business Cards
Notes:
- We approved the proposed design and are ready to order them
Plan of Action: Order Business Cards
_________________________________________________________
Agenda Item #4: Replacing inactive members
Notes:
- We received Summer’s resignation letter and Paige and Zach have said that they will send them.
- For now we will reach out to the first potential new member to see if they are interested.
- Once we get resignation letters from the other 2, we will approach the other new possible members.
Plan of Action: Contact prospective new members to gage interest.
_________________________________________________________
Agenda Item #5: Online Banking
Notes:
- Our Online banking has been reset and we now have the new account information.
- We should be able to view our statements for August and November of 2019 to make up for the missing information.
Plan of Action: View and download missing statements
_________________________________________________________
Agenda Item #6: Band Fest
Notes:
- Tabled this idea for next year. We feel that we are too late in the year to get on everyone’s schedules.
Plan of Action:
_________________________________________________________
New Agenda Items
- We discussed adding some new fundraiser ideas like raffle tickets, the meat ticket we did with the boosters for example, spaghetti dinners, or seeling food before the band concerts.
- We also discussed planning a dinner dance for the fall season. We will reach out to Valley View Farms to see if they have any availability and what they would charge us to use the venue. We are thinking that September would be a good time of the year. The hope would be to serve a catered meal and then to have dancing, swing dance instruction, and both recorded and live music provided from a staff big band and a student jazz group if we could get one put together in time.
Other News and Information:
_________________________________________________________
Projected Next Meeting Date:
April 7th at 6:00
_________________________________________________________
Motion to Adjourn: Mandi
Seconded: Kate
Waynesburg Music Development
Meeting Minutes Date: February 7th, 2020
Meeting Called to Order by: Lindsey Parks
Attendees: Lindsey Parks Mandi Fordyce Kate Graham Doug Mason Jeremy Olisar | Absent from Meeting: Sean Sawyer Aleisha Fox Zach Mason Paige Zalar Summer Fiori |
Date: February 7, 2020
Time: 6:30pm
Facilitator: Lindsey Parks
Secretary’s Report:
Minutes from the previous meeting were approved. Mandi motioned to accept the minutes. Kate seconded.
Treasurer’s Report:
Current Account balance is $4391.35. Doug motioned to accept and Jeremy seconded.
_________________________________________________________
Agenda Item #1: Car Show (May 16, 2020) Greene County Water Park 11:00-4:00
Notes:
Plan of Action: Update our Google drive, send out letters to vendors, reach out to Sarah, Ed, and Ron Lewis
_________________________________________________________
Agenda Item #2: Taxes
Notes:
Plan of Action: Return 1023, then complete taxes, find out if we can get something approved with the postal service to that we can pay less for postage.
_________________________________________________________
Agenda Item #3: Business Cards
Notes:
Plan of Action: Order Business Cards
_________________________________________________________
Agenda Item #4: Replacing inactive members
Notes:
Plan of Action: Contact inactive members to get resignation letters. Contact prospective new members to gage interest.
_________________________________________________________
Agenda Item #5: Online Banking
Notes:
Plan of Action:
_________________________________________________________
Agenda Item #6: Band Fest
Notes:
Plan of Action:
_________________________________________________________
New Agenda Items
_________________________________________________________
Other News and Information:
_________________________________________________________
Projected Next Meeting Date:
March 10th at 6:00
_________________________________________________________
Motion to Adjourn: Mandi
Seconded: Jeremy
Time: 6:30pm
Facilitator: Lindsey Parks
Secretary’s Report:
Minutes from the previous meeting were approved. Mandi motioned to accept the minutes. Kate seconded.
Treasurer’s Report:
Current Account balance is $4391.35. Doug motioned to accept and Jeremy seconded.
_________________________________________________________
Agenda Item #1: Car Show (May 16, 2020) Greene County Water Park 11:00-4:00
Notes:
- Venues have been booked.
- First round of Sponsorship letters went out to roughly 125 local businesses.
- So far we have received 2 back, each for $100
- Deadline for sponsors to get on the shirt is May 4th.
- We have more tiers for sponsors to choose from and a new list of their perks.
- We will ask Doug Wilson if he wants to DJ, other options could be Wayne Hart, Matt R.($300), Matt Rogers, or using the speakers that Mandi has.
- Start collecting items for chinese auction, all members are to provide at least one basket.
- This year’s shirt color will be heather green if possible, if not then heather purple..
- Trophies will be ordered closer to the date
- We can order the dash plaques after talking to Ron Lewis about sponsoring
- 750 Flyers were printed and given to the Greene County Chamber for the bulk mailing they put together. They will bill us for our portion of the postage costs after they go out. Roughly $50
- We will start reaching out to vendors
- They changed the name of the water park so now our big yard signs are wrong. Lindsey will try to patch one and see how it looks at the next meeting before we decide to get new ones or not.
- We will ask Sarah Calvert to come as the Fair Queen to help pass out the trophies.
- Ask Ed Debolt about doing pictures
- We will try to better organize the student volunteers. Kate has a sign up form that we have used before and will use again. We need to better explain to them what they need to be doing.
Plan of Action: Update our Google drive, send out letters to vendors, reach out to Sarah, Ed, and Ron Lewis
_________________________________________________________
Agenda Item #2: Taxes
Notes:
- 1023 (Tax Exempt form) form was returned to us due to ‘incorrect fee’ It needs to be sent back in.
- Taxes will be completed.
Plan of Action: Return 1023, then complete taxes, find out if we can get something approved with the postal service to that we can pay less for postage.
_________________________________________________________
Agenda Item #3: Business Cards
Notes:
- We will order business cards with the organization information and our new address on them.
- No names, add the tag line: Promoting and Advancing local music education and appreciation
Plan of Action: Order Business Cards
_________________________________________________________
Agenda Item #4: Replacing inactive members
Notes:
- We need to get members on the board who are able to participate.
- 3 members are not currently active, Zach, Paige, and Summer. We need to have them sign off on resignation letters.
- We can reach out to Nikki Shriver, Matt Rogers, Emily Shultz
Plan of Action: Contact inactive members to get resignation letters. Contact prospective new members to gage interest.
_________________________________________________________
Agenda Item #5: Online Banking
Notes:
- We need to go to the bank to have them re-open our online banking and get our statements for August and November
Plan of Action:
_________________________________________________________
Agenda Item #6: Band Fest
Notes:
- Saturdays would be best
- We could ask boosters to do the concession stand
- We need to try to find a date that doesn't have something on it already
- Ask some colleges to be the closing band, maybe CalU?
- Get dates for the football schedule.
Plan of Action:
_________________________________________________________
New Agenda Items
_________________________________________________________
Other News and Information:
_________________________________________________________
Projected Next Meeting Date:
March 10th at 6:00
_________________________________________________________
Motion to Adjourn: Mandi
Seconded: Jeremy
Waynesburg Music Development Foundation
Meeting Minutes April 16th, 2019
Meeting Called to Order by: Lindsey Parks
Attendees: Lindsey Parks Mandi Fordyce Kate Graham Doug Mason Jeremy Olisar Sean Sawyer | Absent from Meeting: Aleisha Fox Zach Mason Paige Zalar Summer Fiori |
Date: April 16, 2019
Time: 8:30pm
Facilitator: Lindsey Parks
Secretary’s Report: Minutes from previous meeting were approved. Kate Graham motioned to accept the minutes. Mandi Fordyce seconded.
Treasurer’s Report: Current Account balance is $2,611.57. Doug Mason motioned to accept and
Kate Graham seconded.
_________________________________________________________
Agenda Item #1: Car Show (May 18, 2019) Alpha Aquatic Park 11:00-4:00
Notes:
● Need more sponsorships, keep working to bring them in. New deadline is May 3rd.
● Possible additional sponsors are All State and CVS
● Volunteers for the day of the event are needed. We started a list of names and plan to put up a sign up sheet for students in the band room. We can offer it as NHS hours.
● We purchased (5) 4ft by 4ft banners from BuildASign.com to advertise around town. Mandi and Lindsey will be putting these up next week.
● Trophies need to be ordered. We want to make them larger than last year due to the feedback we got from our participants last year. Lindsey will research this and get them ordered.
● Chinese Auction Items need to be collected. Mandi and Lindsey will pick up some from the auto part stores in town next week. We have 1 from First Federal coming and 1 from Sunoco. We should aim to have around 15 items or more.
● Door Prize items need to be collected or purchased we should aim to have around 10 of these.
● Shirts need to be ordered. We will order them locally and do them in a heather blue color with white print.
Plan of Action: email sponsorship letter to everyone. Look for new trophy options, Order Dash Plaques, Secure Chicken Spit
_________________________________________________________
Agenda Item #2: Taxes
Notes:
● 1023 was completed and filed.
● 990N was completed, taxes are done.
Plan of Action: None, finished.
_________________________________________________________
Agenda Item #3: Website Upgrade
Notes:
● We will contact Weebly to see if they will give us a discount for being a non-profit.
Plan of Action: Mandi will contact and make the purchase to upgrade the website to allow online payments.
_________________________________________________________
Agenda Item #4: PO Box
Notes:
● Done. New Address is PO Box 916, Waynesburg Pa 15317
Plan of Action: Distribute new address
Agenda Item #5: Business Cards
Notes:
● We will order business cards with the organization information and our new address on them.
Plan of Action: Order Business Cards
_________________________________________________________
Agenda Item #6: Black Bear Games
Notes:
● April 20th, 23rd, 30th and May 4th, 17th, & 18th are possible dates for us to attend a game and do the fundraiser.
Plan of Action: Choose a date if possible and attend the fundraiser.
_________________________________________________________
New Business Item #1: Meat Tickets
Notes:
● We distributed the remaining tickets to be sold. Return stubs and cash to Lindsey once sold.
Plan of Action: Get tickets sold
_________________________________________________________
New Business Item #2: Poker Run
Notes:
● The idea to do a poker run in the future was presented. We agreed that it would be something we could plan for next summer.
Plan of Action: revisit the idea in the fall.
_________________________________________________________
New Agenda Items ● Make a step by step direction list for how to request funds for the website
Other News and Information:
●
Projected Next Meeting Date:
May 14th at 5:00 pm
Motion to Adjourn: Doug Mason
Seconded: Kate Graham
Waynesburg Music Development Foundation
Meeting Minutes March 19th, 2019
Meeting Called to Order by: Lindsey Park
Attendees: Lindsey Parks Mandi Fordyce Kate Graham Doug Mason Jeremy Olisar | Absent from Meeting: Sean Sawyer Aleisha Fox Zach Mason Paige Zalar Summer Fiori |
Date: March 19, 2019
Time: 8:30pm-
Facilitator: Lindsey Parks
Secretary’s Report:
Minutes from previous meeting were approved. Doug Mason motioned to accept the minutes. Mandi Fordyce seconded.
Treasurer’s Report:
Current Account balance is $2,866.93. Doug Mason motioned to accept and Kate Graham seconded.
_________________________________________________________
Agenda Item #1: Car Show (May 18, 2019) Alpha Aquatic Park 10:00-4:00
Notes:
Plan of Action: Look for new trophy options, Order Dash Plaques, Order Yard Signs, Secure Chicken Spit
_________________________________________________________
Agenda Item #2: Taxes
Notes:
Plan of Action: Complete 1023, then complete taxes
_________________________________________________________
Agenda Item #3: Ukulele Project
Notes:
Plan of Action:
_________________________________________________________
Agenda Item #4: Website Upgrade
Notes:
Plan of Action: Look into possible discounts from Square and Weebly
_________________________________________________________
Agenda Item #5: PO Box
Notes:
Plan of Action: Get PO Box set up, set up mail forwarding to the PO Box, change our address on publications.
_________________________________________________________
Agenda Item #6: Business Cards
Notes:
Plan of Action: Order Business Cards
_________________________________________________________
Agenda Item #7: Black Bear Games
Notes:
Plan of Action: Choose dates to go participate in the fundraiser
_________________________________________________________
Agenda Item #8: Funding Requests
Notes:
Plan of Action: Cut check and send out funding
_________________________________________________________
New Agenda Items
Other News and Information:
Projected Next Meeting Date:
April 16th 8:30
Motion to Adjourn: Doug
Seconded: Kate Graham
Time: 8:30pm-
Facilitator: Lindsey Parks
Secretary’s Report:
Minutes from previous meeting were approved. Doug Mason motioned to accept the minutes. Mandi Fordyce seconded.
Treasurer’s Report:
Current Account balance is $2,866.93. Doug Mason motioned to accept and Kate Graham seconded.
_________________________________________________________
Agenda Item #1: Car Show (May 18, 2019) Alpha Aquatic Park 10:00-4:00
Notes:
- Deadline for sponsors to get their name on the shirt has been extended to April 15th.
- Doug Mason is willing to sponsor and needed Chinese auction baskets after collection.
- Doug talked to JR King last year, he might want to help out
- Trophies need to be bigger, we will look into new options.
- Dash plaques will be ordered from Enck’s Trophy again. We will bring what’s left of last year’s dash plaques to sell or give away
- We should reach out to Aaron Pyle to see if he would want to sponsor
- We should consider adding a tractor class
- We can check with the Museum for a list of vendors
- We will partner with Brett from Memories and Melodies to have photos taken at the event.
- We will purchase large yard signs for advertising our event with money from the Tourism grant.
- We need to finalize the shirt design, either a matching car to last year, or a drawing from Breanna Burk. This year’s shirts will be stonewashed blue. We will adjust the number of shirts from what we ordered last year vs what was left over.
- We need to secure a chicken spit for the show. We will contact the Redman’s first, then Napa.
- Doug will work on getting some musical entertainment, maybe ‘Generations’
Plan of Action: Look for new trophy options, Order Dash Plaques, Order Yard Signs, Secure Chicken Spit
_________________________________________________________
Agenda Item #2: Taxes
Notes:
- 1023 (Tax Exempt form) form must be filled out and submitted to before we can complete our taxes.
Plan of Action: Complete 1023, then complete taxes
_________________________________________________________
Agenda Item #3: Ukulele Project
Notes:
- Has been fully funded before we moved forward with contributing.
Plan of Action:
_________________________________________________________
Agenda Item #4: Website Upgrade
Notes:
- We can upgrade the website now that we have the debit card.
- Square and Weebly might discount your fee if you are a non-profit
- Mention the fee on the website, some may prefer to mail it so that they avoid the fee
- Could put the shirts for sale on the website
Plan of Action: Look into possible discounts from Square and Weebly
_________________________________________________________
Agenda Item #5: PO Box
Notes:
- Now that we have the debit card, we will get our PO Box. They might also offer a discount for a non-profit.
Plan of Action: Get PO Box set up, set up mail forwarding to the PO Box, change our address on publications.
_________________________________________________________
Agenda Item #6: Business Cards
Notes:
- We will order business cards with the organization information and our new address on them.
Plan of Action: Order Business Cards
_________________________________________________________
Agenda Item #7: Black Bear Games
Notes:
- We have new dates from Black Bear Games. We will look over the dates and try to find a few that work for a group of us to go. In a week, we will message on the group chat about dates that work.
Plan of Action: Choose dates to go participate in the fundraiser
_________________________________________________________
Agenda Item #8: Funding Requests
Notes:
- We have one open funding request from Sean Sawyer for sheet music for the Jazz Ensemble. The proper process was not yet fully designed for funding requests so for this instance only, we voted to reimburse this request for the purchase of 2 pieces of Sheet Music.
- In the future all funding requests must be made BEFORE purchase of goods. We will not reimburse funding requests in the future.
Plan of Action: Cut check and send out funding
_________________________________________________________
New Agenda Items
- Make a step by step direction list for how to request funds for the website
Other News and Information:
- Mandated reporting - parent resources on the band website
- Summer Band at WCHS starts July 22
Projected Next Meeting Date:
April 16th 8:30
Motion to Adjourn: Doug
Seconded: Kate Graham
Downloadable version
minutes_3-19-19.pdf | |
File Size: | 222 kb |
File Type: |
Waynesburg Music Development Foundation
Meeting Minutes February 15th, 2019
Meeting Called to Order by: Lindsey Park
Attendees: Lindsey Parks Mandi Fordyce Kate Graham | Absent from Meeting: Sean Sawyer Aleisha Fox Doug Mason Jeremy Olisar Zack Mason Paige Zalar |
Date: February 15, 2019
Time: 7:00pm-9:30pm
Facilitator: Lindsey Parks
_________________________________________________________
Agenda Item #1: Cash Bash
Notes:
Plan of Action: Meet with the boosters again in a few months to start planning the vent for the fall rather than the spring.
_________________________________________________________
Agenda Item #2: Apparel Sale
Notes:
Agenda Item #3: Car Show (May 18, 2019) Alpha Aquatic Park 10:00-4:00
Notes:
Plan of Action: Attend Grant meeting, check the drive and sent out sponsorship letters,
_________________________________________________________
Agenda Item #4: Taxes
Notes:
Plan of Action: E-Vote
_________________________________________________________
Agenda Item #5: Giving to the Elementary Music Teacher’s Ukulele Project
Notes:
Plan of Action: E-Vote
_________________________________________________________
Agenda Item #6: Website upgrade
Notes:
Plan of Action: E-Vote
_________________________________________________________
Agenda Item #7: PO Box
Notes:
Plan of Action: E-Vote
_________________________________________________________
Agenda Item #8: Creating a standard meeting time for the future
Notes:
Plan of Action:
_________________________________________________________
New Agenda Items
Other News and Information:
_________________________________________________________
Projected Next Meeting Date:
March 19th, 2019
Motion to Adjourn: Mandi Fordyce
Seconded: Kate Graham
Time: 7:00pm-9:30pm
Facilitator: Lindsey Parks
_________________________________________________________
Agenda Item #1: Cash Bash
Notes:
- Lindsey met with Bridgette Dennison from the Waynesburg High School Band Boosters. It was decided to table the cash bash until the fall due to a lack of available dates in the spring.
Plan of Action: Meet with the boosters again in a few months to start planning the vent for the fall rather than the spring.
_________________________________________________________
Agenda Item #2: Apparel Sale
Notes:
- Nothing new to report. Revisit this in the summer.
- To advertise Homecoming more next year, let’s sell apparel to alumni at the homecoming game next year.
Agenda Item #3: Car Show (May 18, 2019) Alpha Aquatic Park 10:00-4:00
Notes:
- The Lion’s club has been confirmed and we rented the large building and the enclosed meeting hall.
- Currently have $550 in from sponsors for this year’s car show.
- We joined the Greene County Tourism ($50 annually) so that we could utilize their advertising for events and be able to apply for their event grant.
- We applied for their Advertising and Promotion grant asking for $500. There is a meeting on March 5th from 5:00 to 7:00 at the Greene County Fairgrounds where they will announce who has been awarded funds. If awarded the funds, we will purchase large yard banners that will go around town.
- We are still seeking additional sponsors, please check our google drive to print letters and send them out to potential sponsors. There is an updated list of who has already had a letter sent to them.
- Lindsey is working on finishing the flyer and getting it out to carcruises.com, tourism, and then posting it around town.
- We will seek a sponsor for the dash plaques and plan to order 100 of them again this year.
- We will be able to fit 15 or more vendors around the parking lot at the pool. We are hoping to be able to put some on the lion’s club side as well but waiting for the go ahead from them.
- We need to start seeking vendors, online, word of mouth, vendor list from Melody Longstreth.
- Vendor spaces will cost $35. NOTHING is provided other than their 10x10 space on the grass. It will be noted in their registration forms that they will need to provide their own tables, chairs, and tents. ALL TENTS MUST BE SECURED AND WILL BE CHECKED BY A WMD REPRESENTATIVE. We cannot risk damage to a show car if a tent picks up in the wind.
- Vendors will be accepted on a first come, first serve basis, more like first “Paid” We will not allow repeats of companies (Pampered Chef, Mary Kay, Lularoe, etc.)
- We will start to get quotes of shirts and trophies
- We will invite the Kona Ice truck back again this year.
- Lindsey will contact the band parent who could be interested in helping with the chicken roast. If this works out, we should do presales to the community.
- Doug Wilson will not be available to DJ this year due to a schedule conflict. Christian Wilson has been hired in his place and charges $100 per hour.
- Ideas to improve the event, kids activities, girls in FAMILY FRIENDLY pin-up, photographer, pep band
Plan of Action: Attend Grant meeting, check the drive and sent out sponsorship letters,
_________________________________________________________
Agenda Item #4: Taxes
Notes:
- We need to figure out how to file our taxes.
- Lindsey will contact the people who file the taxes for the Chamber of Commerce and find out about how we need to go about getting them filed this year.
- Please vote electronically to pay someone to assist us this year since we don’t know how to do this yet as a nonprofit.
Plan of Action: E-Vote
_________________________________________________________
Agenda Item #5: Giving to the Elementary Music Teacher’s Ukulele Project
Notes:
- The music teacher at WCES posted on the site DonersChoose.org to get backing so that she can purchase Ukuleles to use with her classes. Here is the direct link to her project page https://www.donorschoose.org/project/uke-can-play-music/3753208/?utm_source=dc&utm_medium=facebook&utm_campaign=project&utm_term=donor_5534146&rf=facebook-dc-2018-12-project-donor_5534146&fbclid=IwAR0psriPqceYhcYhK1CBQuDu0EXf2OsFu4thPninzgChMi4kcbiaVvFQvj0
- We would like to give to this cause as it aligns with our mission, we need to decide on an appropriate amount for us to give. (As of today she has raised $1064 of her $2335 goal) We will discuss this on line and have an E-vote.
Plan of Action: E-Vote
_________________________________________________________
Agenda Item #6: Website upgrade
Notes:
- We need to think about upgrading our website package so that we can accept payments directly through the site. We can use this for pretty much every event we will do in the future and we will have a much easier time of accepting donations from individuals.
- The ‘Pro’ plan costs $12 per month when paid annually. This will give us our own domain name, the ability to accept e-payments (with a 3% fee) and several other features. This is the lowest paid tier but we can always upgrade it in the future if we feel that it would be worth the additional cost.
- Please vote electronically to upgrade the website or not.
Plan of Action: E-Vote
_________________________________________________________
Agenda Item #7: PO Box
Notes:
- We need to think about getting a PO box so that we can be more professional. Right now mail comes to Lindsey's house in Canonsburg which doesn’t look very good to our sponsors to be sending money out of Waynesburg.
- An X-small box is 3in x 5.5in and costs $64 annually
- Please vote electronically to get a PO box or not.
Plan of Action: E-Vote
_________________________________________________________
Agenda Item #8: Creating a standard meeting time for the future
Notes:
- It is becoming more and more difficult to find a day and time to meet so moving forward we are setting a standard day of the month that will be for our meetings. Of course, things might need to be changed from time to time but we will try to stick to this in future meetings.
- We decided that we will make our meetings the 3rd Tuesday on the month at 8:30 at the chamber of commerce office where we will be able to order a pizza or other take out as we see fit.
Plan of Action:
_________________________________________________________
New Agenda Items
- We need to create some documents for when organizations requesting funding from us for projects.
- Get into some of the WVU basketball games to raise some extra money
- Alumni Dinner Dance? (Homecoming Weekend?)
- Create an event to include the elementary students on the week of the game that they come up to, maybe a chicken roast? Some sort of small banquet?
- The boosters are selling chances on a large meat package. We could look into doing this in the summer/fall. Seems to have a good profit margin and doesn’t take much work.
Other News and Information:
_________________________________________________________
Projected Next Meeting Date:
March 19th, 2019
Motion to Adjourn: Mandi Fordyce
Seconded: Kate Graham
Downloadable version
foundation_meeting_2-15-19.pdf | |
File Size: | 101 kb |
File Type: |
Meeting after Band Booster meeting postponed until next Booster meeting. Nothing new to discuss.
Waynesburg Music Development Foundation
Meeting Minutes November 20th, 2018
Meeting Called to Order by: Lindsey Parks
Attendees: Absent from Meeting:
Lindsey Parks Sean Sawyer
Mandi Fordyce
Kate Graham
Aleisha Fox
Doug Mason
Jeremy Olisar
Date: November 20th, 2018
Time: 7:00pm-9:00pm
Facilitator: Lindsey Parks
________________________________________________________
Agenda Item #1: Cash Bash (March 21, 2019)
Notes:
Plan of Action: Meet with the boosters with our finalized ideas for the Cash Bash. Discuss with them how both our visions care work together. Next booster meeting is December 5, 2018 at 7:00pm.
_________________________________________________________
Agenda Item #2: Apparel Sale
Notes:
Agenda Item #3: Car Show (May 18, 2019) Pool
Notes:
Plan of Action: Lindsey will verify the date/place/cost.
Donation letters will be distributed--
getting on the radar for sponsorships.
_________________________________________________________
New Agenda Items
Other News and Information:
Projected Next Meeting Date:
December 5th, 2019 (after the booster meeting)
Motion to Adjourn: Aleisha Fox
Seconded: Doug Mason
Lindsey Parks Sean Sawyer
Mandi Fordyce
Kate Graham
Aleisha Fox
Doug Mason
Jeremy Olisar
Date: November 20th, 2018
Time: 7:00pm-9:00pm
Facilitator: Lindsey Parks
________________________________________________________
Agenda Item #1: Cash Bash (March 21, 2019)
Notes:
- We have been invited to take part in this year’s Cash Bash. They sell tickets, drinks, food, host a silent auction, and sell raffle tickets all night. Last year, they made $6,000. They also partnered with the Pride Motorcycle Club and split the profits.
- We need to start helping to plan, prepare and advertise this event. Hopefully, we can agree to split the profits for the whole event. Advertising? Concessions? Silent Auction? Etc.?
- How do we want to run this event? We need to hook up with the boosters to make the most of this fundraiser.
- We would like for the boosters to be in charge of finding sponsors.
- If this doesn’t work out with the boosters, we should also consider assisting with the Vera Bradley Night.
Plan of Action: Meet with the boosters with our finalized ideas for the Cash Bash. Discuss with them how both our visions care work together. Next booster meeting is December 5, 2018 at 7:00pm.
_________________________________________________________
Agenda Item #2: Apparel Sale
Notes:
- To advertise Homecoming more next year, let’s sell apparel to alumni at the homecoming game next year.
Agenda Item #3: Car Show (May 18, 2019) Pool
Notes:
- Lindsey will call and verify the date/place/cost. Dr. Duer is a Lions Club member and could be helpful. Once it’s confirmed, we can start broadcasting the event to make it well known to the public.
- Solution for dealing with weather-- we can rent out the Lions Hall. We can set up all the booths inside. DJ would have to stay outside. The idea is to move everything to the far end of the parking lot to be close to the Lions Hall. If we wanted to we could get the pavilion and the building. We own the whole park.
- Open it up to vendors in the grass? Chinese auctions? Craft fair?
- Doug wants chickens.
- Letters for donations-- needs to go out soon. Expand to other companies?
- We will worry about shirts closer to the event in the spring.
Plan of Action: Lindsey will verify the date/place/cost.
Donation letters will be distributed--
getting on the radar for sponsorships.
_________________________________________________________
New Agenda Items
- Get involved with the Vera Bingo? (Spring)
- Alumni Dinner Dance? (Homecoming Weekend?)
- Golf Tournament?
- Selling products on our website (need premium package)
- Finalize debit card paperwork at the next booster meeting (December 5th)
Other News and Information:
- Christmas Parades
- Attending the booster meeting December 5th to discuss the cash bash.
Projected Next Meeting Date:
December 5th, 2019 (after the booster meeting)
Motion to Adjourn: Aleisha Fox
Seconded: Doug Mason
Downloadable Version
foundation_meeting_11-20-18.pdf | |
File Size: | 87 kb |
File Type: |
Waynesburg Music Development
Meeting Minutes for Sunday, January 7th, 2018
Meeting Minutes for Sunday, January 7th, 2018
Meeting was called to order at 1:00pm. Roll was called. Not present: Aleisha Fox. Minutes from the previous meeting were passed out. Mandi Lawrence Motioned to accept the minutes and Kate Graham Seconded. All Approved.
Old Business:
Discussion continued on our goals as an organization. Previously we had said “our purpose is to subsidize the funding for students in the Waynesburg Central band programs that is needed but not provided by the school district or the band boosters. We plan to help with funding things like purchasing and repairing instruments, giving to what is called the angel fund (set up by the boosters to help economically underprivileged students who cannot afford to go on trips, or buy needed materials,) and fund instructor positions throughout the school year to ensure students are receiving the highest level of music education possible.” We agreed that this still seems to be our mission, but added that we will only fund supplemental staff, the boosters and district will still be responsible for the majority of the staff as they always have been. We will cover this with our legal advisor at the future meeting.
Discussion was opened about future fundraising events. Previously we have talked about instrument drives, seeking grants, strive for five, car shows, and a night at the races event. Doug brought up the idea of working in a concession stand at WVU basketball and baseball games. He is going to find out if we would be able to do that.
Kate Graham motioned to close discussion of old business, Lindsey Parks Seconded. All Approved.
New business:
Discussion was opened about the check that we got from the anonymous donor. It was made out to the foundation, however with our name change we will not be able to cash it as it is written. Doug Mason is going to ask the donner to rewrite the check and split the amount they want to benefit the guard and the amount to benefit the WMD.
We discussed that we should not be cutting checks to the boosters. Instead, we will purchase the needed materials ourselves and then donate the items to the groups.
We discussed the idea of having a membership with yearly dues. We decided to table this until after we are established.
Founding officers were appoints and are as follows: Chairman-Lindsey Parks, Vice Chairman-Kate Graham, Treasurer-Mandi Lawrence, and Secretary-Aleisha Fox. Mandi Lawrence motioned to accept the Officer appointments, Doug Mason 2nd. All in favor.
The next meeting date is yet to be determined. Doug Mason motioned to adjourn the meeting and Kate Graham 2nd. Meeting was adjourned.
Old Business:
Discussion continued on our goals as an organization. Previously we had said “our purpose is to subsidize the funding for students in the Waynesburg Central band programs that is needed but not provided by the school district or the band boosters. We plan to help with funding things like purchasing and repairing instruments, giving to what is called the angel fund (set up by the boosters to help economically underprivileged students who cannot afford to go on trips, or buy needed materials,) and fund instructor positions throughout the school year to ensure students are receiving the highest level of music education possible.” We agreed that this still seems to be our mission, but added that we will only fund supplemental staff, the boosters and district will still be responsible for the majority of the staff as they always have been. We will cover this with our legal advisor at the future meeting.
Discussion was opened about future fundraising events. Previously we have talked about instrument drives, seeking grants, strive for five, car shows, and a night at the races event. Doug brought up the idea of working in a concession stand at WVU basketball and baseball games. He is going to find out if we would be able to do that.
Kate Graham motioned to close discussion of old business, Lindsey Parks Seconded. All Approved.
New business:
Discussion was opened about the check that we got from the anonymous donor. It was made out to the foundation, however with our name change we will not be able to cash it as it is written. Doug Mason is going to ask the donner to rewrite the check and split the amount they want to benefit the guard and the amount to benefit the WMD.
We discussed that we should not be cutting checks to the boosters. Instead, we will purchase the needed materials ourselves and then donate the items to the groups.
We discussed the idea of having a membership with yearly dues. We decided to table this until after we are established.
Founding officers were appoints and are as follows: Chairman-Lindsey Parks, Vice Chairman-Kate Graham, Treasurer-Mandi Lawrence, and Secretary-Aleisha Fox. Mandi Lawrence motioned to accept the Officer appointments, Doug Mason 2nd. All in favor.
The next meeting date is yet to be determined. Doug Mason motioned to adjourn the meeting and Kate Graham 2nd. Meeting was adjourned.
Waynesburg Music Development
Meeting Minutes for Thursday, November 30th, 2017
Meeting Minutes for Thursday, November 30th, 2017
Meeting was called to order at 7:00pm. Roll was called, all present. Minutes from the previous meeting were passed out. Aleisha Fox Motioned to accept the minutes and Kate Graham Seconded. All Approved.
Old Business:
Board, Advisors, and Membership: No new information at this time. Still thinking of asking additional people to be advisors to the board.
Checking Account: No new information at this time. Previously we determined that we will be opening a basic checking account at First Federal Savings and Loan. We will open an account that only requires 1 signature. Approved signers will be Lindsey Parks, Mandi (Amanda) Lawrence, and Aleisha Fox. We will need at least $50 to open the account. A donation is coming from an anonymous donor to give us our startup money.
Strive for 5: No new information at this time. Previously we decided that this might be a good start up fundraiser. Asking Alumni of the band to donate $5 to the cause. Funds from this could be used for instrument repairs.
Our Mission: No new information at this time. Previously decided that our purpose is to subsidize the funding for students in the Waynesburg Central band programs that is needed but not provided by the school district or the band boosters. We plan to help with funding things like purchasing and repairing instruments, giving to what is called the angel fund (set up by the boosters to help economically underprivileged students who cannot afford to go on trips, or buy needed materials,) and fund instructor positions throughout the school year to ensure students are receiving the highest level of music education possible.
Bylaws & Articles: We would like to work with lawyer, Eric Davis, to write Bylaws, Articles of incorporation, and a Mission Statement. He will also walk us through the process of getting established correctly. It is estimated to cost around $1000 to get this started with Eric. Motion to work with Eric Davis as our legal advisor was made by Lindsey Parks, seconded by Mandi Lawrence. All in favor.
Future events: No new business. Still planning to do an instrument drive, seek grants, hold small summer sessions for elementary students, car shows, and a Night at the Races event.
Aleisha Fox motioned to close discussion of old business, Lindsey Parks Seconded. All Approved.
New business:
Meeting with Eric Davis: After an approved motion to work with Eric Davis, we decided to plan a phone conference with him to get it started. Kate and Lindsey plan to call him on December 11th at 4:00 PM. They will ask him if it is okay to have interest baring accounts.
Cost for legal fees: We need to be able to pay for our startup costs. Doug Mason has agreed to pay the initial start of cost of $1,000 with the WMD responsible for paying him back once we have our first fundraiser. Motion to approve was made by Mandi Lawrence, seconded by Kate Graham.
Car Show: Lindsey is going to schedule a meeting with, Tom Ayers, the person previously in charge of the Cruising for a Cure Car show. We will be taking over the Car Show as a fundraiser for our program. Once she has meet with him, she will report back.
The next meeting date is yet to be determined. Kate Graham motioned to adjourn the meeting and Aleisha Fox 2nd. Meeting was adjourned.
Old Business:
Board, Advisors, and Membership: No new information at this time. Still thinking of asking additional people to be advisors to the board.
Checking Account: No new information at this time. Previously we determined that we will be opening a basic checking account at First Federal Savings and Loan. We will open an account that only requires 1 signature. Approved signers will be Lindsey Parks, Mandi (Amanda) Lawrence, and Aleisha Fox. We will need at least $50 to open the account. A donation is coming from an anonymous donor to give us our startup money.
Strive for 5: No new information at this time. Previously we decided that this might be a good start up fundraiser. Asking Alumni of the band to donate $5 to the cause. Funds from this could be used for instrument repairs.
Our Mission: No new information at this time. Previously decided that our purpose is to subsidize the funding for students in the Waynesburg Central band programs that is needed but not provided by the school district or the band boosters. We plan to help with funding things like purchasing and repairing instruments, giving to what is called the angel fund (set up by the boosters to help economically underprivileged students who cannot afford to go on trips, or buy needed materials,) and fund instructor positions throughout the school year to ensure students are receiving the highest level of music education possible.
Bylaws & Articles: We would like to work with lawyer, Eric Davis, to write Bylaws, Articles of incorporation, and a Mission Statement. He will also walk us through the process of getting established correctly. It is estimated to cost around $1000 to get this started with Eric. Motion to work with Eric Davis as our legal advisor was made by Lindsey Parks, seconded by Mandi Lawrence. All in favor.
Future events: No new business. Still planning to do an instrument drive, seek grants, hold small summer sessions for elementary students, car shows, and a Night at the Races event.
Aleisha Fox motioned to close discussion of old business, Lindsey Parks Seconded. All Approved.
New business:
Meeting with Eric Davis: After an approved motion to work with Eric Davis, we decided to plan a phone conference with him to get it started. Kate and Lindsey plan to call him on December 11th at 4:00 PM. They will ask him if it is okay to have interest baring accounts.
Cost for legal fees: We need to be able to pay for our startup costs. Doug Mason has agreed to pay the initial start of cost of $1,000 with the WMD responsible for paying him back once we have our first fundraiser. Motion to approve was made by Mandi Lawrence, seconded by Kate Graham.
Car Show: Lindsey is going to schedule a meeting with, Tom Ayers, the person previously in charge of the Cruising for a Cure Car show. We will be taking over the Car Show as a fundraiser for our program. Once she has meet with him, she will report back.
The next meeting date is yet to be determined. Kate Graham motioned to adjourn the meeting and Aleisha Fox 2nd. Meeting was adjourned.
Waynesburg Central Instrumental Music Foundation
Meeting Minutes for Thursday, October 19th, 2017
Meeting Minutes for Thursday, October 19th, 2017
Meeting was called to order at 7:00pm. Roll was called, founding members were present.
This being the first official meeting, there were no previous minutes or financial report to approve. There was no old business.
Floor was opened for new business. Discussion was held to determine who would be on the executive board. Board was set to include Lindsey Parks, Mandi Lawrence, Aleisha Fox, Kate Graham, and Doug Mason. Mandi Lawrence motioned to approve the executive board, Kate Graham 2nd the motion. All approved, none objected.
Discussion was held on the topic of selecting a panel of advisors to the executive board. Individuals discussed were Sean Sawyer, Chris Evans, and Zachary Mason. These individuals will be contacted to determine their interest in being an advisor to the board. Zachary Mason was confirmed during the meeting.
Discussion was held to brainstorm potential members to reach out to in order to grow our membership. Our goal is to have the leaders of the group in the executive board, supporting members as advisors to the board, and a general membership to pull from for event and fundraiser committees.
Discussion was held and the decision made to open a basic checking account at First Federal Savings and Loan. We will open an account that only requires 1 signature. Approved signers will be Lindsey Parks, Mandi (Amanda) Lawrence, and Aleisha Fox. We will need at least $50 to open the account. A donation is coming from an anonymous donor to give us our startup money. Lindsey Parks made a motion to approve these decisions and Aleisha Fox 2nd the motion.
Discussion was held on the “Strive for 5” fundraiser. We could use this as a startup fundraiser so that each new member donates 5 dollars as a membership fee.
Discussion was held on what our main goals would be as a foundation. It was determined that our purpose is to subsidize the funding for students in the Waynesburg Central band programs that is needed but not provided by the school district or the band boosters. We plan to help with funding things like purchasing and repairing instruments, giving to what is called the angel fund (set up by the boosters to help economically underprivileged students who cannot afford to go on trips, or buy needed materials,) and fund instructor positions throughout the school year to ensure students are receiving the highest level of music education possible.
Discussion was held about writing a mission statement, by laws, or articles of incorporation. It was discussed that Megan Fox, Zack Mason, and Sean Sawyer would be able to give input to executive board on correct wording and formatting for these documents.
Many ideas were brought up for possible activities once we are established and running such as developing a website where people can easily go on to donate, holding an instrument drive in the community, seeking grants to fund Smart Music for the students, holding a small summer session for the elementary students.
The next meeting date is yet to be determined. Doug Mason motioned to adjourn the meeting and Lindsey Parks 2nd. Meeting was adjourned.
This being the first official meeting, there were no previous minutes or financial report to approve. There was no old business.
Floor was opened for new business. Discussion was held to determine who would be on the executive board. Board was set to include Lindsey Parks, Mandi Lawrence, Aleisha Fox, Kate Graham, and Doug Mason. Mandi Lawrence motioned to approve the executive board, Kate Graham 2nd the motion. All approved, none objected.
Discussion was held on the topic of selecting a panel of advisors to the executive board. Individuals discussed were Sean Sawyer, Chris Evans, and Zachary Mason. These individuals will be contacted to determine their interest in being an advisor to the board. Zachary Mason was confirmed during the meeting.
Discussion was held to brainstorm potential members to reach out to in order to grow our membership. Our goal is to have the leaders of the group in the executive board, supporting members as advisors to the board, and a general membership to pull from for event and fundraiser committees.
Discussion was held and the decision made to open a basic checking account at First Federal Savings and Loan. We will open an account that only requires 1 signature. Approved signers will be Lindsey Parks, Mandi (Amanda) Lawrence, and Aleisha Fox. We will need at least $50 to open the account. A donation is coming from an anonymous donor to give us our startup money. Lindsey Parks made a motion to approve these decisions and Aleisha Fox 2nd the motion.
Discussion was held on the “Strive for 5” fundraiser. We could use this as a startup fundraiser so that each new member donates 5 dollars as a membership fee.
Discussion was held on what our main goals would be as a foundation. It was determined that our purpose is to subsidize the funding for students in the Waynesburg Central band programs that is needed but not provided by the school district or the band boosters. We plan to help with funding things like purchasing and repairing instruments, giving to what is called the angel fund (set up by the boosters to help economically underprivileged students who cannot afford to go on trips, or buy needed materials,) and fund instructor positions throughout the school year to ensure students are receiving the highest level of music education possible.
Discussion was held about writing a mission statement, by laws, or articles of incorporation. It was discussed that Megan Fox, Zack Mason, and Sean Sawyer would be able to give input to executive board on correct wording and formatting for these documents.
Many ideas were brought up for possible activities once we are established and running such as developing a website where people can easily go on to donate, holding an instrument drive in the community, seeking grants to fund Smart Music for the students, holding a small summer session for the elementary students.
The next meeting date is yet to be determined. Doug Mason motioned to adjourn the meeting and Lindsey Parks 2nd. Meeting was adjourned.