Macy's 3rd Committees/Planning Meeting Minutes

June 30th, 2003


Present: Gary Wohlafka, Beth Popplewell, Karita Musgrave, Carole Moy, Julie Johnson,

Pat Knapp, Paul Allswede, Wendy Vanderzee, Tom Wilson, Terri Taylor, Keith

& Karen Korn, Tom Rinckel, Carla Williams, Hwa-mei Shei, Coco Cradick, Beth

Crain, John Budnick.


We convened the meeting at 7:00 PM in the teacher's lounge.



1.) Website. People were reminded that www.bhsnbands.com (Macys tab) has the most up-to-date information on the parade activities, especially the numerous fundraisers for both the general fund and the students travel accounts.


2.) T-shirt/sweatshirt design. Tom said the directors manual had still not arrived from the Macys folks, so we do no know yet if there is any graphic design material which could be used for T-shirts and sweatshirts. Wendy Vanderzee confirmed her sister, who is a graphic design artist, could work up a nice design once we get material to work with.


3.) Fan bus. John has still not heard anything new from Mark Harting at MTC as regards the fan bus. Tom stated he had not gotten any new news either.


4.) 4th of July Parade. Tom stated that the combined North/South band was around 80 students. John put out the idea that Boosters and parents might want to work the crowd for Macys donations using some of Karita Musgraves Point of Sale (P.O.S.) donation cans (see below under Fundraisers, c.))


5.) Truck trailer, tractor, driver items. Gary Wohlafka presented an excellent summary of his work tracking down information regarding possible trailer repainting, which is outlined here:


  1. There is no facility in Bloomington which can repaint a trailer this size indoors.

  2. Gary found that M&J Body in Martinsville would be able to repaint this outdoors for the base coat and it would require approximately 1 week. They would do this pretty much at cost for us.

  3. Janis had given Gary some indication she thought a maroon base coat would be worth looking into, so M&Js quote worked around this. Maroon is very expensive to use, at $200/gallon. White and other colors would be cheaper.

  4. Base coat quote details: Approx. $3000 for 5 gallons maroon and 2 people working 80 hours total. White would be approx. $1800 total. (this compares to Indy-area quotes of approx. $56/hour for labor X 100 hours, plus paint).

  5. Step 2 would be commercial sign painting/vinyl application for lettering, band logos, stripes, advertisers logos, etc. This is an additional cost which would need to be thought about, and Gary contacted Signs Now for an idea of costs. They worked up 2 possible schemes which are shown here, and both would be approximately the same cost:






  1. Detailing quote: lettering plus logo (does not include stripes) $2432 total. This brings the total cost to approximately $5432, with stripes extra.

  2. Timing needs to be considered. The base coat needs to dry 1 full week before attempting the detailing. Detailing items need 2 week lead times to order and cut the vinyl, etc. Also, summer is a busy season for sign shops.

  3. Corporate sponsors. There was considerable discussion of seeking corporate sponsor(s) to get the trailer repainted, with possibly logos on the rear doors of the truck. The idea was floated that Janis and Tom might compose a form letter for soliciting donations/sponsorship.

  4. Further work. Gary said he would likely get an email out asking people who had an interest in this to contact him for help in probing this issues further.


We discussed as well where we stood as regards a driver and tractor. Carole Moy reported that Cook is thinking about donating either or both, but may give a donation towards this effort instead. Gary and others reported the history of who has driven for the band in the past. Last year Tasus donated a truck and driver but they do not have the permit for out-of-state travel. Rentals such as Penske were investigated last year but they could not guarantee availability on last years MB weekends (though Macys is a one-time event known well in advance). A band parent (Randy ONeal?) was mentioned who has a CDL license and may be able to do this for us.


6). Fundraiser reports/status.

Car washes. Paul Allswede reported that $750 has been raised at 3 Arbys car washes so far (2 eastside, 1 westside). Effective hourly rate for the students has been working out to as much as $7 per hour, and there are numerous remaining washes scheduled. Future schedules will run from 10AM til 3 PM. Signups look good for much of July.

Arts Fair on the Square. Julie Johnson reported $205 was donated during this one-day event. A small table was used along with signs and souvenir programs to draw donors in.

P.O.S. cans. Karita Musgrave showed a sample of the donation cans which have been worked up. She had purchased 72 cans for $48 of her own money as a donation to the band, and John worked with her and Beth Crain to produce wrappers so that these are ready to go. Cans are tamperproof, with a money slot and a peel-back bottom to remove money. Karita is maintaining a checkout list and will be locating these around town for point-of-sale donations.

Group Garage Sale. Terri Taylor has arranged all the details for the band families garage sale in the North upper parking lot next Saturday the 12th. There will be a $15 reservation fee (to Boosters general account) and the money each family makes will be collected as they leave, for deposit to the students travel account. Concessions and a restroom will be available as well. Terri is also trying to find any students who might want to play solos or in a small group for entertainment.

Bloomington Weekend Raffle. John noted that Susan Dybvig should be back in town now and that hopefully this week a decision can be made with board members to either go ahead with the raffle license process or make plans to recycle Carole Moys intensive efforts into the Dinner/auction instead. Carole and Coco Cradick planned to try and meet with Maggi Schuman Wednesday night (the 1st) to see if some decision could be made.

County Fair donations table. Coco Cradick and Beth Crain continue to work together to set this up. Coco said we had a table for sure, and her contact at the fair was still trying to find a donor for a $170 booth instead; we should know by July 1st. Julie Johnson was also working with Coco on this. Beth Crain is making up a nice display of band photos, and the suggestion was that one of the 3-panel science fair standup displays may work nicely for this. We will also have souvenir programs, signs, a TV/VCR playing band & guard tapes to help draw people in.

Dinner/Auctions. This was again discussed briefly in general, though no one has yet volunteered to run it. We are still thinking this is a fall fundraiser.

Fair admissions. John noted that Debbie or Scott Sturrock at 335-8796 were the people to contact about volunteering for this fundraiser.

Pic-A-Chic Bloomington Hospital. Robin Rupp was noted as the contact person for this fundraiser, at 339-5928.


7). Publicity. Coco Cradick has been somewhat on hold waiting for the Bloomington Weekend Raffle to get underway, as this was to be a big lead-off fundraiser to get major publicity articles started. Given the lengthy delays in the licensing issues, we agreed with her suggestion to put together some smaller 3-part stories for the Herald-Times. There was also the suggestion to get some TV people down here once band camp starts to get some footage showing how the process begins for the Macys journey.



We closed by agreeing to meet Wednesday evening July 30th from 7-8:30 PM.


The meeting adjourned at 8:25 PM.


Submitted,

John Budnick