1/28/2020


Visual and Performing Arts Boosters

Minutes of the General Membership Meeting


Tuesday, January 28, 2020, 6:00pm - 7:30pm @ KHS Library


In attendance:


VPA Boosters Executive Committee Members:


Emma Hauser - President

Scott Ellis

Rose Hines

Catherine Lindgren

Connie Plaisted


VPA Boosters Members:

Loretta McDonnell (School Board Member)

Robin Parsons


VPA Faculty Members:

Eric Desmarais

Brendan Roddy

Dennis St. Pierre

Jesse Wakeman


  1. Introductions (6:00-6:05)
  2. Updates, Business (6:05-6:30) – Emma Hauser


A. KHS Website and Calendar Update

-Website link and coordinated calendar now on KHS homepage – shared with all faculty and they are all able to edit it. It will help communicate timing of events. It is very accessible and helpful. We ask faculty to either update it themselves or check it to make sure it is accurate.

-Needs monitoring and updating by all faculty members.

B. Voting History of Executive Board Tab now on khsvpaboosters.com webpage. Helps VPA be more transparent. Board votes on monetary decisions. Those votes will be posted so they are public and transparent. Catherine will keep track and the votes will be posted. We will post final decision only – not a breakdown of votes.

C. Amazon Smile Update

- First check should be sent in Feb. 2020 (yay!)

-6 people currently using The VPA’s Amazon Smile – please use it if you are not!

-Link: https://smile.amazon.com/ch/81-1879375

-The last Facebook post and the last email update included the link. We should all forward to anyone we think will use it.

  1. Proposal for standing $150 for each official KHS play and musical sign for sandwich board. Emma will send out an e-mail vote so the full board can participate in the vote.
  2. Request that faculty try to use the funding process and forms. The Boosters are trying to follow the funding process as much as possible, so we request that the faculty members try to move to that model. It will help us keep track of funding requests, and history of the votes and process. If it is cumbersome, we can work on amending the process to make it easier. It will also help the administration see what we are covering and what is not being covered by the school budget.
  3. KHS Coffee House spring date TBD, possibly to be coordinated with the IB Art Show.
  • Food donations requested from Boosters and logistical support requested from Tri-M.
  • Katie Mooney discussed with Emma trying to coordinate with the art show. Working on logistics.
  • This year we will try to get more publicity – it is a nice way to highlight performing kids and art students.
  1. 2020 Annual Appeal Committee, currently have Emma Hauser – Connie and Robin will join the committee too.
  • Reviewed Love Music and Arts Annual Appeal Process. Emma drafted a summary of the whole process followed during the last 2 years. It will be helpful for future boards to see how the appeal has worked. We will make some adjustments based on learning experiences over the years that inform ways the process can improve.
  1. Scholarship Committee (must have 5 members total): Emma Hauser, Lisa Crimp, Catherine Lindgren, Connie Plaisted, and Linda Morrison.
  2. Theater News (6:30-6:45) – Dennis St. Pierre
  • 2020 KHS Winter Play: The Complete Works of William Shakespeare "Abridged"
    • Friday Feb. 7 @7pm
    • Saturday Feb. 8 @ 2pm and 7pm
    • Sunday Feb. 9 @ 2pm
  • They have the banner and they are working on getting the sign structure out on the lawn ASAP. It is currently plowed into a snow bank and stuck in ice. Dennis will work on formalizing a process/protocol for putting it out and taking it in so it can be maintained and protected from damage. Maintenance crew needs to be informed of the process. Will need to do maintenance requests for putting it out and taking it in. Also, Dennis proposed it should be used for all KHS VPA events and shows. It will be a great way to keep the community informed of all the great things going on in all areas of the Visual and Performing Arts Department.
  • KHS VPA Boosters to help with tickets, concessions, promotion (Facebook, press releases, banner). Rose and Connie are creating a sign-up genius for concessions and tickets.
    • There isn’t as much overlap between Boosters and parents of theater kids as there used to be. Hope to recruit more theater parents to help with tickets and concessions. Dennis will send e-mail to all the parents to ask for help.
  • Question was asked regarding why the money from ticket sales goes to the school instead of back to the department/theater. Money from their activities account is used to pay for the production of the shows. The administration wants the department to replenish that account. There is no roll over of the funds. Perhaps we could have a discussion with Steve Marquis, the Director of Operations, regarding whether it can be returned to the historic process of having the funds be returned to the department and roll over from year to year. Emma, Scott and Dennis will try to meet with Steve to discuss the process before the end of the school year.
  • They may do a spring musical in the 1st or 2nd week of May depending on timing and other logistical issues.
  1. Band and Chorus Updates (6:45-7:00) – Eric Desmarais and Jesse Wakeman
  • Marching Band Uniform request – It has been Eric’s goal to replace the uniforms because they are very heavy and hot resulting in several medical incidents during parades. They are also out of style and not up to date. Eric has done research on how to do this in a cost effective way. The department is currently spending $1,500 – 2,000 per year for dry cleaning, which is another issue that can be addressed through replacement with a modern fabric that can be machine-washed.
    • The proposed uniforms are machine washable and lightweight. It is a digital print fabric.
    • Eric will present options to the kids. He will be able to customize the colors and design.
    • They are a fraction of the cost of more traditional uniforms that would cost around $30,000.
    • $12,800 for complete uniform purchase. Eric anticipated needing to do the replacement over years – possibly starting with the shirt.
    • Eric has reached out about grants and other funding possibilities, and inquired about the possibility of the Boosters helping with the cost.
    • The Board discussed the benefits of replacing the uniforms all at once instead of over time. The students will look sharp and professional, and be more comfortable marching during the warmer months. It may also boost morale among the band students and encourage MSK students to remain in band at the high school.
    • Current uniforms were purchased in 1999.
    • If Eric can get the order in by February 14, he could get the uniforms in time for the Memorial Day parade.
    • The Board will consider what we can contribute – we may be able to match what the administration will contribute.
  • The Alumni Band of Biddeford reached out to Eric about the possibility of “merging” with the KHS band for their upcoming concert. This is a possibility. Also, seniors should be aware that the group gives out scholarships, for which they can apply.
  • April 5, 2020 @ 3:00 - Bangor Symphony Orchestra trip request – There will be a choir, solo singers, and professional instrumentalists. There will be a talk back with musicians after the concert. If possible, they will try to do a fun activity while up in Bangor. Maybe bowling or trampoline place. Tickets for students will only be $5 and accompanying adults will only be $10.
    • They can cover the bus with their budget.
    • They are hoping to cover ticket prices with VPA funding for 75-80 kids (assuming some may not be able to make it). $375 plus adult tickets = approx. $450
    • Kids could bring $$ for dinner. We can cover kids who can’t pay.
    • Jesse and Eric will submit funding request and we will vote on it as a Board.

5. Art Department Updates (7:00--7:15) Brendan Roddy

  • Several Requests the Department will be making in the future:
    • Starting National Arts Honor Society – It is cost $20 – 25 per person (equivalent to Tri-M). About 20 – 25 students total. ($625 max)
    • Scholastics – submissions are $5. About $300 total. Also, there will be about 4 AP students submitting their full portfolios.
    • Looking to highlight and honor the arts students at graduation.
    • Also looking to start the STEAM project. Considering offering both STEM and STEAM, so the STEM kids don’t lose the designation they desire.
  • Student Art Exhibit at the Brickstore Museum Monday, Feb 24-March 22
    • Opening Reception on Thursday 2/27 from 4:30 pm-6:30 pm
  • Got approval from Jamie to create MSK Instagram (MSK Fine Arts) - yay! Can only be edited by the faculty. He will request the same for the KHS faculty. It’s a great way to promote, encourage and celebrate the students.

6. Treasurer’s Report (7:15-7:20)

We are in great shape. See copy of treasurer’s report attached.

7. Other business (7:20-7:30)


With the next Tri-M induction and possibly a new Arts induction ceremony, let the administration and Boosters know so we can publicize.


8. Meeting Adjourned


*Minutes prepared by Catherine Lindgren; a draft was distributed to the faculty in attendance and full executive committee for review and comment; and they were finalized on 2/14/2020.


KHS VPA End of Year Treasurer's Report 12/31/2019

Beginning Balance (1/1/2019)

$23,146.32

Income


Hannaford community cash ("Clynk" Program)

$515.23

Cash Deposit "Into the Woods" Concessions

$1,148.00

Cash Deposit "Little Women" Concessions Proceeds

$698.70

Annual Appeal Donations - PayPal

$1,904.40

Annual Appeal Donations - Checks

$4,995.00

Reimbursement from Batavia for Expenses for Exchange Concert

$1,425.00

Total Income

$10,686.33



Expenses


Pizza for 3 Work Parties for "Into the Woods"

$306.53

2 Banners each for Tent Signs for 2 Plays

$353.86

Mailing/Printing for Annual Appeal

$435.02

Annual Retainer Fee and Annual Report Filing Fee

$135.00

Food Costs for Batavia Exchange Concert

$2,461.79

Artists in Residency for Batavia Exchange Concert (from Dionne)

$1,058.00

KHS VPA Boosters Scholarships (4 at $750 each)

$3,000.00

Donation of Supplies for Sandwich Board for Theater Dept (Ed Sharood)

$191.57

Theater Gift Certificates for outgoing Board Members

$200.00

Purchase of Projector for Theater Department

$1,162.52

Post Office Box Annual Fee

$90.00

Total Expenses

$9,394.29



AVAILABLE FUNDS as of 12/31/2019

$24,438.36



Bank Balance (As of 12/31/19)

$25,600.88



Income/Expenses of Specific Events or Designated Funds


KHSVPA Annual Appeal 2019


Total Donation Income

$6,899.40

Printing/Mailing Costs

($435.02)

Net KHSVPA 2019 Annual Appeal Income

$6,464.38

Batavia Exchange Concert 2019


Food Costs For Exchange

$2,461.79

Reimburesement of Costs from Batavia

-$1,425.00

Net Cost for Exchange Concert

$1,036.79

Dionne Trust Funds


Beginning Balance

$2,000.00

Artist in Residency Expenses for Batavia Exchange

-$1,058.00

Remaining Dionne Fund Balance Available

$942.00


How Does the KHS VPA Boosters Support KHS Visual and Performing Arts?



2014 Purchased Marimba for KHS Band $ 300.00

Purchased New Light Board for Theater $2,065.00

Scholarships (4 at $750.00 each) $3,000.00

Financial Support to attend Band Festival $ 536.00

Payment for All State Bus Transportation $ 708.00

Visiting Artist Program $ 353.00

Hall Piano Fund (Towards tuning Piano) $ 500.00

TOTAL $7,462.00


2015 Funded Registration Fees for

Music Festival at Fun Town USA $2,552.00

Misc. Needs Based VPA Scholarship Assistance $ 610.00

Misc. Music Department Expenses $1,772.00

VPA Scholarships (4 at $750.00 each) $3,000.00

Additional Play Expenses not covered by RSU21 $1,418.00 Rental of Costumes $1,500.00

TOTAL $10,852.00


2016 NYC Band and Chorus Trip $8,867.00

Steel Drum Tuning $ 720.00

Instrument Repair $ 575.00

Catholic Charities Workshop for Art Foundations $ 450.00

Students “In Their Shoes” learning how to utilize

Documentation and create video montage

Regarding “New Americans”

VPA Scholarships (4 at $750.00 each) $3,000.00

Purchase Wireless Microphones for Theater $2,447.00

TOTAL $16,059.00

2017 VPA Scholarships (4 at $750.00 each) $3,000.00

ME Band Directors Festival $ 150.00

(Registration Fee for music festival)

Spring Play Program Printing $ 476.00

Darkroom Door for Art Department $3,000.00

TOTAL $6,626.00


2018 Great East Music Festival Funding

(88 Chorus and Band Students) $2,435.00

Tri-M Pins $ 199.00

Purchase 2 theater follow spotlights $4,000.00

Costumes and Materials for Spring Play $1,000.00

KHS VPA Scholarships $3,000.00

TOTAL $10,634.00


2019 Food for theater work sessions $ 307.00

Banners to advertise play/musical $ 354.00

Food for Batavia Exchange Concert $1,000.00

KHS VPA Scholarships $3,000.00

Purchase of Projector for Theater Dept. $1,163.00

TOTAL $5,824.00



5 Year Total Support $57,457.00