February 4, 2026

Wednesday, February 4, 2026

Leigh Wright, President, called the meeting to order at 5:09 PM. Mark Cellar, Director, Leigh

Wright, President, Sarah Ottonello, Vice President, Valeri Boswell, Treasurer and Gloria Kim,

Secretary were present

Previous meeting notes were approved by Leigh and seconded by Mark

Corrections to last month’s meeting notes: N/A

The agenda was presented and accepted.

1. Treasurer’s Report - Valeri Boswell

a. All purchases need receipts and turned into Val

Insurance: was paid and signed

We selected bond coverage, which means that we should internally have our finances reviewed

by a third party to verify that things look good. Val suggests that we reach out to Valerie Ruppel,

but we may need to collect more details.

Mark suggested that he could dump all receipts into google docs and share with Val, so that she

has direct access. Then val can start with January receipts and then connect with Valerie

Ruppel to start the review.

Leigh to also create a google folder to share with Val for the receipts on her side.

Due to changes to our insurance policy, we will potentially be audited and when we do, to be

compliant, we will need to have all receipts and paper trails for money spent

We see a low risk, since most of our transactions are not done via cash. All money through

cognito forms, venmo, etc. are all traceable

Note: Val also does not have a personal venmo account and when venmo payments need to be

made for her child, she does it through another family members account to ensure that there is

never any confusion or that money is paid from the wrong account. This keeps things clean so

that there is no possibility of fraud or mistake.

b. Account balance:

End of Jan: $13,929.39

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Today: $11,385.96

Outstanding: $5,466.96 peaches check - Val to look into the legalities of when we do not need to

reissue the check to the business since it’s been several years.

Trailer Fee: $1,605 Val to look island send Mark details of which families have paid

Post Meeting Correction from Val on Trailer Fee: - $30 mistakenly added from WG

$1300 for tickets for UNC JazzFest. Mark indicated that he has not yet sent out an email to the

students requesting money, still need to do

No new checks. PO Box was checked last week, no new mail.

c. Winter Percussion fees: still need to confirm WP payments. Val knows there

were more than last month but doesn’t have the specifics

d. Winter Guard fees: all fees are paid.

ASCAP - licensing fee for music for WG

2. Fundraising: Gloria and Sarah

a. January 14th: Parry’s Pizza - still waiting

b. February 25th: Red Robin

c. March 11th or 25th: Shake Shack They confirmed that there is already a

fundraiser for the 25th, so they approved the 11th for us. Still waiting on

marketing materials to share and post to socials

d. April: Gala

e. May: Peaches - vendor has been contacted and will touch base in May.

f. July: Coldstone

No fundraiser in June. Gloria to reach out to Max and Holly about Coldstone in July.

Mattress Fundraiser: penciled in for earlier this year than last year (Aug 29th)

Booster meeting: April meeting

Parent Meeting: consider making it a bigger detail than normal by doing a social/bbq/event to

get everyone together including freshmen parents.

Social would be on the last day of mini band camp (June 1)

During the social, we would want to have Travis talk to the kids and parents

We would also use this opportunity to provide a welcome packet (freshmen parents 101)

Sarah shared Mark’s info for the mattress fundraiser for football, but it was for another company.

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We could look into working with the football boosters, since the money is all tracked and it won’t

cause any mixups of credit for which students the sales go towards.

The boosters have approved a joint event. Mark to reach out and see if they are still interested.

If so, then we would want them to join the April booster meeting for when we have our internal

meeting with Travis.

Fan Angel

Mark would like to consider an alternative to Fan Angel. There is a school fundraiser (Johnny

Dasher) that has historically done things like wrapping paper, candy bars, etc.

He has consolidated into a single app that both sells items and collects monetary donations

Mark would have Johnny come in and talk to the kids

There would be a 2 week run for the fundraiser

3. Band Website: Meagan is typing up notes to give to Leigh. Will have McKenna and

Paige to be in charge of updating the website moving forward

Waiting on Meagan for instructions

4. Upcoming Events:

5. Orlando Trip: Feb 13-17

a. Chaperone groups have been confirmed

b. Trailer - packing date:

i. Instruments, Luggage, Uniform bags and shako boxes, plumes,

extra gloves and black socks, emergency bin, snacks and water

ii. Uniform cart?

Trailer is booked (6 x12) Pick up on Wednesday, load on Thursday, and the Dean’s are leaving

on Thursday

Will need to do a dry fit on Wednesday to see if the uniform cart will fit.

Students can swing by at 3:30 PM on Thursday to see what luggage will fit. All equipment and

uniforms will be loaded first

6. Band Gala: April 25th skipped this section of the agenda due to time constraints. Items

will be discussed at next committee meeting

a. Committee meeting: Feb 27th

b. Ticket Sales

i. Early bird price: $50 - ends March 15th

ii. Regular price: $60

iii. Cognito form is live for ticket sales

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c. Silent Auction, Sponsors/Donors: Gloria and Sarah

d. Catering: Jen and Val

e. Tribute for Rebecca

7. Alumni Dinner: May 19th

a. Leigh reserved her church building for possible location

b. Catering

c. Invitations to Alumni: Mark

i. Music Commission?

Commission was ordered

$500/minute of music + $500 retainer

Templeton will handle the cost of the music per minute, but the boosters will need to cover the

$500 retainer

ii. Time/Place?

iii. RSVP’s

iv. Purchase Tickets to cover cost of dinner

Mark has created an Alumni page on the band website that is already live if people go looking,

he just hasn’t had the time to sent out the invite and notify people

8. Winter Guard: Competition this Saturday at Prairie View HS

9. Winter Percussion: Max

a. Adjustment for WP budget: any leftover money from meal budget will go

towards new equipment or instrument maintenance

b. Sarah is the point of contact for WP and will coordinate meals for last two

competitions

i. Boosters will purchase food and water on band credit card for

comps

ii. Parents can also provide snacks and food for comps as needed

Decision was made to use some of the food funds to cover food for the students for the last

Saturday rehearsal (2/21). The Boosters will purchase pizza and drinks. Gloria to bring in fruit.

c. Fundraising and budget proposals need to be approved by Booster board

Max joined the meeting late to address his agenda items

He wants new battery equipment, however right now, he needs stands the most. In the next one

or two years, he will need to replace them since they were purchased when the school was

opened.

Mark recommended checking through the school to see what they would cover

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Discussed that fundraising needs to be in the season, not prior/after.

He would like to make a video and handout to post on socials.

It was agreed that the best way would be through a cognito form, Val to create for Max

Determined that the fundraiser marketing will start the week after the first comp (2/28)

10. Additional Items:

Add wording that if it is determined that there is custom development that overrides base

configuration/functionality will result in a CR & additional time/cost

Look at deployment section to see if there is sufficient information around release notes.

11. Next Booster Meeting: March 4th at 5PM

Leigh Wright, President, called the meeting to end at 6:30 PM