2016-2017 BAND BOOSTER HANDBOOK - · PDF fileBAND BOOSTER HANDBOOK 2016-2017 3 Foreword This...

2016-2017

BAND BOOSTER HANDBOOK

BAND BOOSTER HANDBOOK 2016-2017

2

Table of Contents

Foreword .................................................................................................................... 3

Welcome Message .................................................................................................. 3

Mission Statement..................................................................................................... 4

Executive Board Members ...................................................................................... 4

Band Booster Meetings ........................................................................................... 5

Communication Methods ...................................................................................... 5

Fair Share and General Fund ................................................................................. 6

Scholarship Opportunities ..................................................................................... 10

Fundraising ............................................................................................................... 11

Band Booster Volunteer Opportunities ............................................................... 16

Marching Band Performances ............................................................................. 18

Charger Pride .......................................................................................................... 20


3

Foreword

This handbook is intended to be used by the students, parents, staff members, and the

band director as a convenient source of information regarding the policies,

expectations, and other varied aspects of the Northwood Band Booster Organization.

This is the primary document for the Northwood Band Booster Organization and

therefore band boosters are expected to abide by and understand the rules and

policies set forth in this handbook.

Welcome Message

Welcome to another exciting year with the Northwood High School band program!

Whether you are a returning student, a parent, or you are new to the Northwood

Instrumental Music Program, get prepared for an exciting and exhilarating experience.

The band season kicks off in August with band camp for the Marching Charger Band

and continues until the Memorial Day Concert in May with the Concert Band

performance. Between the months of August and May the band program participates

in many activities, competitions, concerts, and other musical performances which are

made possible by the continuous efforts of the parents who are actively involved in the

band boosters’ organization.

The Northwood Band Boosters organization works as the back bone that supports all of

the instrumental music programs at Northwood High School. The Band Boosters

Organization is a fairly large organization that is comprised of students, parents, alumni,

and other supporting members within the community. The Northwood Band Boosters is

a non-profit 501(c)(3) organization. The organizational information and policies of the

Northwood Band Boosters are detailed throughout this handbook.


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Mission Statement

The mission of the Northwood Band Boosters shall be to work together with the Band

Director and professional staff to:

i. Promote and maintain an enthusiastic interest in the various components of the

Instrumental Music Programs of Northwood High School

ii. To lend all possible support, both moral and financial, to all of the general

instrumental music programs

iii. To support those in charge of the Instrumental Music Program, the Administration

of Northwood High School, and the Board of Education

iv. To build and maintain an organization which will help promote the instrumental

music programs at Northwood High School enabling them to share their love of

music and performance

Executive Board Members

The officers, committee chairs, and coordinators for the band boosters are listed below.

While we will make every attempt to meet you personally, please do not hesitate to

contact any officer with your questions.

Position Name Cell No. Email Band Director Matthew Cox 919-545-4181 [email protected]

President Beverly Gore 919-548-1256 [email protected]

Vice President Marci Lorbacher 919-924-1305 [email protected]

Treasurer Vanessa Kennedy 919-819-0939 [email protected]

Student Account Representative Kelly Wallace [email protected]

Secretary Diane Sloan 919-704-5074 [email protected]

Communications Liaison Lisa Davis 919-632-5692 [email protected]

Fundraising Chair Ellen Moore 804-512-7621 [email protected]

PTA Thrift Shop Coordinator Dawn Ponder 919-600-0723 [email protected]

Fruit Sale Coordinator Ginny Condrey 919-548-1123 [email protected]

UNC Concession Coordinator Melissa Dean 919-360-7483

(text)

[email protected]

UNC Concessions Manager -vacant-

Transportation Coordinator William Huneycutt 919-413-8116 [email protected]

Color Guard Coordinator Mischelle Blinsmon 919-548-4161 [email protected]

Chaperone Coordinator

(buses and 8th graders)

Diane Sloan – Buses

Jen Drake– 8th grade

919-704-5074

919-367-9691 [email protected]

[email protected]

Past President

BFAA Band Booster Representative

Cynthia O’Daniel 919-969-7982 [email protected]


5

Band Booster Meetings

Our general band booster meeting is held once a month in the band room, every

second Monday of the month at 6 pm. Please join the Northwood Band Boosters and

support your Marching Chargers by attending these important and informative

meetings!

Communication Methods

Communications for the Band Boosters, parents, and students are handled via:

Email - Please make sure our messages are authorized by your email provider.

Telephone

Marching Band Website: http://www.nhsbands.net

Marching Band blog: http://northwood-chargers-marchingband.blogspot.com.

The blog is typically updated after each event to show pictures of performances

and awards that were presented to the band.

Marching Band Facebook Page:

https://www.facebook.com/groups/114489465323969/

You know you are a band parent if….

you look forward to seeing what next year’s band t-shirt will look like and

you hope it’s not white ‘cause you can’t keep white shirts clean!!

http://www.nhsbands.net/

http://northwood-chargers-marchingband.blogspot.com/

https://www.facebook.com/groups/114489465323969/


6

Fair Share and General Fund

Fair Share is the amount of money required to be earned or paid by each

student to participate in the Marching Band each year.

General Fund- Not all money earned by band fundraising activities goes toward

student fair share. A portion of the money earned goes into the General Fund.

The General Fund is the pool of money the Band Boosters Organization uses to

pay for certain operational overhead costs, financial aid for students, and

money to help offset the Fair Share cost for all students.

To calculate Fair Share, the band’s expenses for the marching season (purchase

of music, program design, costs of clinicians, buses, etc.) are added up and

divided by the number of students in band. This is the Fair Share amount for the

marching band.

Fair Share is necessary for the marching band to function because the marching

band does not receive any funding from the school system.

Every year, the General Fund has subsidized the cost for each student. Last year

the Fair Share amount based on divided costs should have been around $550

per student. With the money from the General Fund we were able to set the Fair

Share at $450 per student instead.

Even if you pay Fair Share out of pocket, participation in fundraising event helps

to put money in the General Fund to keep Fair Share from increasing. The more

money we have in the General Fund, the lower we can make the cost to

participate in band for everyone.

Fair Share Invoicing

All student’s shall be invoiced for the full fair share amount before the end of the

first month of school

Any Fair Share earned since January 1st will appear as credits on your invoice

Each student Fair Share account will receive a minimum of three invoices during

the season until your student’s Fair Share obligation is satisfied.

Fair Share Payment Options

Option 1: Pay all of it via cash or check at one time or by installments.

Option 2: Earn all of the fair share through the fundraising opportunities.

Option 3: Combination of the two - pay part of it and earn part of it.


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Please Note: Financial Aid is available for those who need it. If you need help with

your Fair Share, please contact the Band Director or Treasurer.


you groan at the thought of using props in next year’s show.

your sewing skills are put to the ultimate challenge.


8

Fair Share Policy

It is the policy of the Northwood Band Boosters, who operate as a non-profit 501(c)(3)

organization, that:

All marching band students and parents must commit to the specified fair share

amount, which is pre-determined by the Band Boosters Executive Committee, on

the Marching Band Intent Form to participate as a member of the marching

band or color guard for the specified marching band season.

Any and all fair share payments are non-refundable which includes over-

payment or over-earning of fair share funds.

In the event that the student does not complete the marching band season for

any reason including, but not limited to, expulsion from school, removal from the

band program due to disciplinary reasons, conditions resulting from illness or

injury, or situations where the student transfers out of the school prior to the end

of the marching band season, all monies paid to the Northwood Band Boosters

are thereby forfeited and the student and band parent will remain liable for the

unpaid balance of the student’s fair share account.

Fair share accounts will not be pro-rated or refunded.

Fair share can be earned or paid starting on January 1 through December 31st of

that year. All accounts must be satisfied and paid in full no later than December

31st.

Students and parents will be on notice for the financial obligation if the unpaid

fair share balance is still outstanding after December 31st.

Failure to pay the total fair share obligation may result in

o the student becoming ineligible to participate in marching band in the

future years, until all prior financial obligations relating to the upcoming

year are paid in full and in advance, at the time of the spring practice

schedule.

o The student will be ineligible to obtain a school parking permit.

o The student will be ineligible to participate in the graduation ceremonies

at Northwood High School until the account has been satisfied with the

Band Boosters Organization.

Carry-over of fair share credit amounts to the next calendar year is not allowed

due to our non-profit 501(c)(3) status.

Any excess funds from the student’s fair share funds will be used by the band’s

general fund to support the other non-Fair Share band expenses.

Expenses occurred on behalf of the band must be pre-approved and will be

reimbursed by a check from the Band Boosters Organization. We do not apply

reimbursable expenses as a credit to your student’s Fair Share account.


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Please Note:

We do not want to see any student turned away from band or unable to participate in

band because of financial reasons, and we do not want band to be too large of a

financial burden. If you need help with Fair Share, please talk to a Booster Officer. We

want every student who wants to participate in band to have that opportunity, and if

you are willing to work with us, we will work tirelessly to find a solution that makes that

possible.

Financial Assistance

Band Boosters do allocate some funds in the budget for financial assistance

The student or parent will be required to complete an application.

The application must be completed, signed by the parent/ guardian, and

returned to the band director or the Treasurer no later than December 1st.

Students who receive financial assistance are expected to participate in

fundraising activities.

Please contact the Treasurer or Band Director if you need financial assistance.


seeing your student in the marching band uniform was worth all of the

hard fundraising work!


10

Scholarship Opportunities

Band Booster Scholarship Fund

The Band Booster Scholarship Fund is a $500 scholarship awarded to a senior

Marching Band student who is preparing to study at the college level (including

community college). The senior does NOT have to study music, but will be

required to complete an essay. The recipient of this scholarship is chosen by a

committee appointed by the NHS EC Board.

More details on the application process will be provided at a later date.

Joseph Carlton Mann Scholarship Fund

The Joseph Carlton Mann Scholarship was established to preserve the memory of

Joseph Carlton Mann and acknowledge his involvement in the music program at

Northwood High School. Joseph was completing his junior year at the time of his

death in June 2013.

The Joseph Carlton Mann Scholarship is a cash-award scholarship for a rising

senior who is actively involved as a playing member of the Northwood Marching

Band program to assist with participation costs. The scholarship covers half of the

fair share cost for the next Fall Semester. The scholarship is paid directly into the

recipient’s fair share account.

All scholarship recommendations are reviewed and scored by a member of the

current band booster board and a parent representative appointed by the

current band booster president who do not have any relatives of a rising senior

band student.

The Joseph Carton Mann Scholarship is funded by donations.

More information regarding the application process for this scholarship will be

provided at a later date.


you know where your teenager is on Monday afternoon (band practice),

Tuesday afternoon (band practice, again), Friday night (football game), and

all day Saturday (competition).


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Fundraising

The Northwood Band Boosters provide a large number of opportunities for students and

parents to earn their fair share and to earn money toward the general fund.

Fundraising opportunities are made available for students to work throughout the year.

Students, parents, and family members can sign-up at the following website:

http://www.signupgenius. Information for sign-ups will be sent out through the band

listserv announcements.

Per Northwood High School Policy, students cannot participate in door to door selling.

All fundraisers are PARENT DRIVEN.

Mattress Sale

The annual mattress sale is generally held late August/ early September in the

Northwood High School Cafeteria

Students and parents help in advertising for the mattress sale by handing out

putting up the Mattress Sale signs around the Northwood High School area

Students and parents distribute fliers with the mattress sale details with the

student’s name on it

When someone comes in, hands in the flier, and purchases a mattress the

student will earn Fair Share for each mattress purchased.

UNC Concessions

Without a doubt, the Northwood Band Boosters budget would not work without

the students and parents who work the UNC Concessions.

Concessions provide a larger amount of Fair Share funds and funds toward the

General Fund than all of the other fundraising opportunities.

General workers earn $20 per game toward Fair Share. General worker

responsibilities include making drinks, preparing food orders, and cleaning the

concession area


if you remember to tie down the tent poles to the nearest picnic table

when setting up to sell blinkies and flashies at the football games to avoid a “Wizard of Oz” tornado accident.

http://www.signupgeniuss/


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Managers earn $40 per game toward Fair Share. Manager responsibilities

include management of cash, inventory, and general managerial tasks.

If interested in training as a manager, please contact the Fundraising

Coordinator for further details.

Any student, family member, or friends can volunteer to work and earn money

on behalf of the band student to be applied to the fair share amount but

anyone who works must complete the Aramark Paperwork and be on the

“Cleared List” before working a concession

Please contact the UNC Concession Coordinator for more information and to

complete the Aramark paperwork.

Harris Teeter: Together in Education

Parents and family members can link their Harris Teeter VIC cards and when you

purchase select Harris Teeter products, Harris Teeter will contribute a percentage

of those product dollars to our band program.

Link your VIC card to Northwood Band #4749 to start money for the band

program.

Link is valid till May 31st and will need to be re-linked each year after May 31st.

VIC cards may be linked up to five different schools or organizations and Harris

Teeter will evenly distribute the funds across those schools or organizations


your idea of a night out with friends is working UNC concessions together.

you become an expert on the proper technique for preparing soft pretzels to

sell to Carolina Football fans…so, does the salt go on before or after cooking?


13

Community Music Day at McDonalds

The marching band performs in the parking lot of the McDonalds in Pittsboro

usually from 12pm – 2pm.

The band will perform various excerpts from their current marching band

competition show.

McDonald’s contributes 50% of the money earned during those hours to the

Northwood Instrumental Music Program

PTA Thrift Store

Students, parents, and family members can volunteer to work at the Chatham

PTA Thrift Stores (located in Siler City, Pittsboro, or Cole Park Plaza)to earn fair

share on behalf of the band student

Thrift Store volunteers can earn $3.50 per hour and $7.00 per hour during the

summer months

Year – round opportunity to earn fair share

All hours earned in the calendar year can be applied to that fall’s marching

band season.

Thrift Store workshop opportunities will be announced by the thrift store supervisor

via email. Please contact the Thrift Shop Coordinator or one of the Thrift Store

Supervisors for more details.

Dinner Nights at Local Restaurants

During the year, the local restaurants in the Pittsboro area work with the band

boosters to help earn money for the Northwood Instrumental Music Program

The restaurant will host the event on the advertised night and time and the

restaurant will give the music program a percentage of the sales that occurred

during the event.

Information about up-coming fundraisers will be communicated to students and

parents about up-coming events as they become available.


14

Bake Sale at Chatham Marketplace

Band boosters donate homemade backed goods to sell at the Chatham

Marketplace

Bake sales take place on Saturdays during the Farmer’s Market.

All proceeds from the bake sale go to the Northwood Instrumental Music

Program

Annual Fruit Sale

The annual citrus fruit sale is held in November.

For every case of fruit sold, the student earns $8.00 toward their fair share

account. The fruit sale is one of our largest fundraising events. Many students

earn all of their fair share by participating in this fundraiser.

Navel oranges, tangelos, juice oranges, and grapefruit are hand-picked and

shipped fresh from Florida Indian Groves.

Information regarding the fruit sale will be forthcoming in late October

Sherwood Forest Live Greenery and Wreaths

The wreath sale is primarily a fair share fundraiser. Students can earn $5.00

toward fair share per every wreath sold.

The sale is held in November in conjunction with the annual fruit sale

The items sold include fresh evergreen wreaths, cedar garlands, and

centerpieces from Sherwood Forest Farms in the Cascade Mountains of

Washington State.


you enjoy the “social” aspect of working UNC concessions.

You’re brave enough to bus drive or chaperone with 40+ hormonal and

highly opinionated teenagers, including your own!!


15

Annual Spring Car Show

The annual car show has been a wonderful fundraiser for the band boosters.

Band boosters plan, organize, and manage this entire event.

Students and parents volunteer to advertise, do concessions, park cars, sell raffle

tickets, among other things.

Band students and parents can volunteer to work during the car show earn $3.75

toward fair share for each hour worked.

AmazonSmile

AmazonSmile is a simple and automatic way to support the Northwood Band

Boosters every time you shop.

The prices are the same but you have the added bonus that the AmazonSmile

Foundation will donate 0.5% on all eligible purchases to the Northwood Band

Boosters

To shop at AmazonSmile go to http://smile.amazon.com and select the

Northwood Band Boosters as the charitable donation that you want to support.

http://smile.amazon.com/


16

Band Booster Volunteer Opportunities

Pit Crew

The Pit Crew is responsible for getting the “pit” instruments on and off the field

during all home football games and band competitions.

The Pit is the group of students and instruments that are not marching, but play

their instruments in front of the band.

The pit instruments have to be loaded and unloaded unto the field and then

loaded and unloaded at the end of the performance. All within a specific time

frame in order to not cost the band lost points!

The Pit Crew uses the home football games to practice the loaded and

unloaded of the instruments.

Transportation

Getting students to events via our activity buses, as well as loading and pulling

trailer(s), is a large undertaking.

If you have a vehicle strong enough to pull a large trailer loaded with

equipment, see the transportation coordinator, for questions and to offer your

assistance.

Bus drivers and back-up drivers for the band competitions and parades are

always needed.

If you are interested in being a bus driver (Band Boosters will pay the fee for you

to take the class), please contact the transportation coordinator.


Before the trailer ramps were installed, PIT was an acronym for “Parents –In-

Traction”.

You learned how to set the brakes on the marimba, and you have figured out

how to distribute weight on utility trailers so instruments don’t roll off and

squash you.


17

Chaperones

Chaperones on each activity bus are mandatory. The number of chaperones

depends on the number of buses used, but typically requires 2-3 adults per bus.

Chaperones will ride on the buses with the students to the competition. In most

cases, siblings are allowed on the bus with a chaperoning parent.

A chaperone is responsible for taking roll of every student on their bus prior to

leaving school and prior to leaving an event.

While on the bus, students are expected to be considerate of others, and be

respectful to the bus driver and chaperones. Any unruly behavior will be reported

to the band director for immediate action.

First Aid

We rarely need first-aid services at competitions, but it is beneficial to have a

parent with first-aid training to help student with a twisted ankle, blister, etc.

Rest assured, competition sites do have fully trained rescue squads on hand.

If you’re on EMT, nurse, PA, physician, or similar and would be available to help,

please contact one of the member of the executive committee.


18

Marching Band Performances

Football Games

The Marching Band performs at ALL home football games, including playoff

games.

Information will be sent out to all members of the email directory several days

before each game indicating the report time for the band members

Parents are needed at the football games to help with the pit crew, tent and ice

creams sales, and to show their support for your marching band student.

At half-time, the marching band performs their marching show that they use in

competitions. This allows the band a chance to practice and it allows the

parents an opportunity to watch the show and cheer them on!!

Marching Band Competitions

Marching band competitions are a huge part of the high school band experience,

both for students and parents.

Marching band competitions are held on Saturdays during the months of October

and early November.

Competition will normally take up the majority of the day and night on those dates.

Students will be given a report time to be at the school.

Students will be transported by bus to the competition location and will begin

preparing for their competition performance.

Bus drivers, chaperones, pit crew, first aid, etc.. It takes everyone working together

to make these competitions a success.

Average Competition Admission Cost is $5.00 – varies per Competition.

Attending competitions, getting involved behind-the-scenes activities, and

cheering on the Marching Charger Band are really enjoyable aspects of being a

band parent. You will not want to miss it!


You carry items into the football games for band students you don’t know.

You idea of a Friday night “date” night is to attend a Northwood Football game

with your spouse.


19

Christmas Parades

The Marching Band usually participates in two Christmas Parades. The Pittsboro

Christmas Parade which is usually held on the first Sunday in December and the

Siler City Christmas Parade which is held at night on the Thursday after

Thanksgiving.

Students will be notified of the date and time in class and information will be

provided to parents at least a week prior to the schedule parade dates.

Christmas Concert

The annual Christmas Concert is held in December before the start of Christmas

Break

The Christmas Concert is a joint concert that includes the Northwood Choir and

the Northwood Band.


You have in-depth discussions with other Marching Charger parents in the

stands on how the band will score before the scores are announced.

You drive like a maniac back home to get marching shoes for your

marching band student that has a marching competition.

Your student asks “How did we do” after their competition and you see the

Charger Pride in their eyes without having to answer.


20

Charger Pride

Wear your band t-shirt and/or sweatshirt. Buy the pom-poms and flags for the cars! We

want all Charger supporters to be easily visible in the stands. Get your window decal for

your cars so that everyone will know you are a Charger. We want the Band to see (and

hear) their cheering squad as they take the field. This also helps the other Northwood

supporters find the Northwood group in the stands, which are typically packed with

hundreds of individuals supporting the many bands in competition.

YOU Must Be There:

Your student and fellow band parents want to see you in the stands with us (or helping

with pit set-up). Parents, we MUST….

2Support our Charger Bands in all they do!

Be in the stands!

Wear your band t-shirt!

Wave your Northwood flag and pom-poms!

Congratulate the students after each competition!


21

Charger Pride

You Know You’ve Been a Band Booster Too Long When:

1. The band director knows you by your first name.

2. You actually think you’ll have more time to yourself when summer vacation ends.

3. You know all the band booster officers’ home and work phone numbers.

4. You can name all the major band fundraisers.

5. You begin to look forward to volunteering at the next fundraiser.

6. The 2 minute warning at a football game takes on a whole other meaning.

7. You know the details of the band budget better than that of your family’s.

8. You start to think of the kids in the band as your own.

9. You consider hot dogs as part of a balanced diet.

10. Your personal backpack contains extra black socks, bobby pins, and hair spray.

11. You realize that after next year you will not have a child in the band and you’re

considering adoption.

12. You actually want to volunteer.

13. You own more band t-shirts than you do dress clothes.

14. You wear your band t-shirts in the off-season.

15. You realize there isn’t an off-season.

16. You brag about paying your fair share.

17. You can find your way around the high school without asking for directions.

18. You’re thinking about getting your CDL.

19. You’re on a first name basis with the judges at the band competitions

20. All your friends have kids in the band.

21. You’ve bought the original soundtracks to all the band’s music.

22. You can name the band directors of all the schools in the area.

23. You know the names of the shows the band competes with.

24. You send suggestions to the band director.

25. The band director takes your suggestions.

26. You leave home on an errand and end up in the high school parking lot.

27. You buy a mini-van because your vehicle didn’t hold everyone in your carpool.

28. You know all the section leaders.

29. You continue to volunteer for band events even though your youngest child is no

longer in the band.

30. You actually enjoy the smell of wet uniforms.

31. You carry back-up field paint to competitions at other schools.

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