Thursday, April 28, 2016

1. Bullitt East High School Band
Marching Band Meeting
Thursday, April 28, 2016
7:00 pm

2. Marching Band Meeting
• Welcome and Introductions
• Trevor Ervin, Director
• Kali Ervin, Assistant Director
• Matt Lund, Assistant Director
• BEHS Music Boosters, Executive Board
• Del Brumbaugh, President
• Terry Barnes, Vice President
• Christy Trubenbach, Secretary
• Lisa Hester, Treasurer

3. We already know this!

4. Discussion Topics
• What to expect in Marching Band:
• Staying in Touch
• Schedule
• Participation Requirements
• Costs
• Parent Involvement
• “The Show”

5. Staying in Touch
• The best way to keep up with the schedule
and any changes:
• Band Website: www.bullitteastband.org
• Email List
• Facebook
• Twitter
• Instagram
• Remind – Text Service

6. Band Website
• Contains information, weekly updates, forms,
calendar, schedules, contact information, etc.
• The Band Website is update as necessary.

7. BEHS Band Facebook Page
• Used for some
updates on band
activities.
• Used to share
photos,
reminders, and
other informative
posts.

8. BEHS Band Twitter
• Used for quick
updates and
reminders.
• Easy access
from your phone.
• Text FOLLOW to
@bullitteastband
to 40404.

9. BEHS Band Instagram
• Used for photos
and reminders.
• Search
bullitteastband to
follow us on
Instagram!

10. BEHS Band Text Service
• Most used communication for updates and
reminders.
• For full list of text groups, visit the band website.
• To sign up for the Marching Band texts:
• Text @behsmb to 81010
• To end texts, simply reply to
a message with the word, “stop”

11. Schedule
• Clinics
• Designed to prepare new marchers and specialized
groups (i.e. percussion and color guard) for the
upcoming season.
• 3:30pm – 5:00pm at BEHS
• Monday: Winds
• May 9, 16, 23, 30
• Tuesday: Guard and Percussion
• May 10, 24, 31

12. Schedule Cont.
• Band Camp Begins July 18th at Bullitt East
• Week 1: July 18-22; 8:00am-5:00pm
• Week 2: July 25-29; 8:00am-5:00pm
• Week 3: August 1-5; 8:00am-5:00pm
• Rehearsals
• Monday, Tuesday, Thursday: 3:30pm-6:30pm
• Wednesday: Sectionals
• Alternate Weeks: Guard & Brass, Percussion & WW
• Friday: Prior to Football Games and Competitions

13. Band Camp: Week 1
• July 18-22 at BEHS
• 8:00pm – 5:00pm
• Lunch: 12:00pm – 1:00pm
• Focus is on Fundamentals
• Music: memorize warm ups, begin working on show
music
• Movement: Proper posture, equipment carriage,
commands, fundamentals, dance, flag, etc.

14. Band Camp: Weeks 2 & 3
• July 25-29 and August 1-5 at BEHS
• 8:00pm – 5:00pm
• Lunch: 12:00pm – 1:00pm
• Focus is on perfecting the show
• Music: Perfect and memorize show music.
• Movement: Perfect and memorize drill.
• Friday, Aug. 5th: Family Night – 7:00pm

15. Camp Preparation
• EAT! Breakfast AND Lunch.
• Drink water often!
• Purchase a 1 gallon, red cooler!
• Drink water before, during, and after practice!
• SUNBLOCK
• Hat and Sunglasses
• Tennis shoes and above the ankle white socks
• Comfortable light colored clothing – no denim!

16. Food During Camp
• Students should bring food or have someone
deliver food to them.
• Lunch is from 12:00pm – 1:00pm.
• Students absolutely may not leave campus.
• Students should not drink soda during band
camp.
• Water and proper nutrients are ESSENTIAL to
a healthy, productive band camp for each and
every student!

17. When school begins…
• After school bell, the students will have about 1
hour to get a snack, do homework and get
ready for practice.
• Once students are dismissed they walk to
band room to put away equipment.
• The timing of this depends on the speed of
your child and the help offered by parents.
Please be aware of this.

18. Attendance Policy
• Outlined in the Handbook (online)
• Excused Absences:
• Death in the immediate family
• Personal illness requiring a doctor’s care (not a
planned checkup)
• Irresolvable school conflicts – notify me 2 weeks prior
• All performances and rehearsals are mandatory.
• Failure to comply with the attendance policy will
result in removal from the ensemble.

19. The Discipline Clause
• Marching Band depends on EVERY Student
participating in performance and competitions.
• When a student is missing, the resulting “hole”
creates problems for the entire show.
• Parents must agree that marching band will not
be used as punishment. That is, students will
not be pulled out of performances and
rehearsals as a form of punishment. This
punishes the entire band, rather than the
student.

20. Competitions/Travel
• Turn in all necessary forms for travel - please
update this as information changes.
• Schedule of competitions can be found online!
• Competitions begin in late August and run through
November (Mid-States Finals)
• We will need chaperones to travel on the bus with
students. All chaperones must be on file as an
approved volunteer for the Bullitt County Public
Schools – more on this later.
• All parents are strongly encouraged to travel and
cheer.

21. Football Games
• We Perform at ALL Home Football Games
• We also work concessions for ALL home
football games – more on this later.
• The schedule is online!
• We typically wear the full uniform when weather
permits.
• Alternate uniform will be the show shirt with
khaki shorts, white socks, and tennis shoes

22. Parent Involvement
• Bullitt East Music Boosters, Inc. (BEMB)
• Raise monies to supplement all musical endeavors
of students of Bullitt East High School (including
marching band).
• We are ALL a part of the BEMB.
• Executive Board is comprised of elected positions.
• President
• Vice-President
• Secretary
• Treasurer

23. Parent Involvement Cont.
• Opportunities for involvement:
• Concessions
• Chaperone
• BINGO
• Pit Crew
• Food Preparation
• Prop Crew
• Hauling Crew
• And more!

24. Parent Involvement Cont.
• Why volunteer?
• We cannot exist as an organization without
the help of all parents.
• We need all hands on deck.
• Everyone can contribute in some way.
• Volunteer Spot
• Online resource for organizing volunteer
activities and opportunities.
• Spots are posted periodically, and I will notify
everyone when a new spot is posted.

25. Volunteer Form
• All adult volunteers must have a BCPS
Volunteer Form on file in order to offer
assistance.
• The form can be filed with any BCPS school or
the BOE.
• The cost of $10 is to cover the criminal
background check.
• This is to protect you, the students, and the
director.

26. Finances
• The BEMB helps to fund the activities of the
entire band program.
• Myself and the Executive Board work together
to set an annual budget (July – June).
• The BEMB work to ensure the success of all
students through financial and physical
support.
• The current projected budget is nearly $75,000

27. How do we compare?
• Our budget is about a third of the size of other
bands we regularly compete against.
• Some surrounding schools set funds for their
color guard along that are larger than our entire
band’s operating budget.
• Bands on the national level are funding their
bands at almost 20 times what we budget.

28. Finances
• The BEMB helps to fund the activities of the
entire band program.
• Myself and the Executive Board work together
to set an annual budget (July – June).
• The BEMB work to ensure the success of all
students through financial and physical
support.
• The current projected budget is nearly $75,000

29. Why is band so expensive?
• Uniforms:
$34,500
• Instructional Staff:
$15,000
• Travel:
$10,000
• Flags and Uniforms:
$4,000
• Music:
$3,500
• Visual Design:
$3,000
• Food:
$2,000

30. What do I owe?
• $350 – Woodwinds and Brass
• $400 – Guard and Percussion
• Fees are higher due to added costs.
• $35 – Shoes
• $25 – Compression Shirts
• The money is used for:
• Instructional Staff
50% ($175)
• Music and Visual Design
20% ($70)
• Equipment
20% ($70)
• T-Shirt/Food
10% ($35)

31. Instructional Staff
• In addition to purchasing original musical
arrangements/compositions and drill, we hire a
staff of independent contractors to work with
students - these are not paid by BCPS
• Color Guard and Percussion Staff
• Visual Consultants/Teachers (Dance &
Choreography)
• Camp Staff - specialized staff for training on
specific instruments or techniques

32. Payment Schedule
• May 13: $50 plus Marching Band Intent Form
• June 17: $100
• July 18: $100
• August 5: $100 - $150
• Plus shoes, compression shirt, and other spirit wear.
• If you need to arrange an alternate payment
plan, please speak to Mr. Brumbaugh.

33. Payment Methods
• Go to www.bullitteastband.org/payment
• Place payment in a clearly marked envelope
and place in the black box in Mr. Ervin’s office.
• Place student name and amount on the outside of
the envelope.
• Mail payment to:
BE Music Boosters
11450 Highway 44 E
Mt. Washington, KY 40047
• Checks payable to: Bullitt East Music Boosters

34. Fundraising
• According to the IRS and US Laws concerning
non-profit organizations, like the BEMB.
• We are not allowed to credit an individual’s
account based upon work done for any type of
fundraising.
• This is considered compensation and must
be claimed on tax returns as an employee of
the band boosters.
• Therefore: to remain in compliance with the
IRS and to avoid penalties, we do not credit
individual accounts.

35. Fundraising Cont.
• The $350 or $400 you pay is only a small
percentage of the $75,000 budget!
• $75,000/75= $1,000/student!
• This leaves $600/$650 to raise per student.
• Fundraisers help us all equally.
• Some fundraisers will help to reduce out of
pocket expenses for EVERYONE equally
regardless of participation.
• Remember, this is the law.

36. Fundraising Cont.
• We do various fundraisers throughout the year.
• Our most profitable fundraisers include:
• Concessions, BINGO, Kroger (year-round)
• Fruit Sale (November)
• Golf Scramble (April)
• Oaks and Derby (May)
• Car Show (June)
• Most of these require volunteers!

37. Reminders
• Go to www.bullitteastband.org for the full
schedule of events this season!
• Read the Band Handbook!
• Sign up for the text reminders!
• Marching Band Intent Form – link online!
• $50 due May 13th!
• Turn in all forms
• Band Agreement, Student Contact and Medical,
Travel Release, Sports Physical

38. Questions?

39. Last Thing
• Booster meetings occur on the first Tuesday of
every month.
• The next meeting is Tuesday, May 3rd at 7:00 pm
• Lots of important information is given out at
meetings!
• Executive Board Elections
• Fundraiser Planning
• Event Planning
• Etc.

40. The Moment You’ve All Been Waiting For…