CHURCHILL ORCHESTRA BOOSTER ASSOCIATION APRIL 1, 2019 MEETING MINUTES
Call to Order 6:30 pm

1. Treasurer's Report 
   1. Listed: Checking Account Balance $22,801.16
   2. Not Listed: Savings Account Balance $1753.11 (no transaction history)
   3. Full report post on website
2. COBA Website
   1. Due Ranch Payments
   2. www.churchillorchestra.org
3. Tape Clinic – food for judges
   1. COBA provided breakfast tacos, snacks, fruit, chips, cookies, sodas, etc
   2. District provided Jason’s Deli breakfast and lunch for judges, Pizza for students
   3. Too much food, goals for next year scale down food purchases
4. Snacks for UIL Competition days
   1. Parents donated all snacks
   2. COBA provided lunchables and bottle water
5. Orchestra Banquet in May
   1. Venue – Anne Marie’s on May 17, 2019
   2. Orchestra officers to decorate by 4:30 pm
   3. Meal will be same as last year – Spaghetti w/meatballs & Chicken Alfredo
   4. VOLUNTEERS NEEDED
6. New Business
   1. DJ for Orchestra Banquet
      1. Mr. Prado will not be available this year
      2. We have hired the MusicMan for a cost of $300.00, a security deposit of $100 has been sent
   2. Costumes for Dude Ranch performances
      1. COBA approved, pending delivery
         1. Costumes are Pink Panther,  Spider-Man, Timon, Pumba & Pirate of the Caribbean
         2. Pink Panther and Spider-Man were purchased
         3. Timon, Pumba & Pirate of the Caribbean were rented
   3. Freshman Concert
      1. NEW VENUE & NEW DATE THANK YOU STEPHANIE
      2. Location – Churchill Baptist Church
      3. Date – May 16, 2019
   4. COBA Officers for 2019/2020
      1. Possible new positions available, if interested contact any current COBA officer
   5. Scholarship application and committee
      1. April 5th paperwork will be handout
      2. May 6th deadline to turn in application and essay
      3. May 8th committee meeting
      4. Scholarships awarded at Senior Concerts, May 13, 2019
   6. Preorder and Prepay t-shirts and garment bags for returning students and new freshman 
      1. Preorder will begin in May of 2019 for returning students
      2. New freshman preorders will take place May 28th at incoming freshman night
      3. Garment bags possible upgrade to vinyl instead of current woven style
      4. Too many t-shirts are ordered every year and COBA cannot continue to incur this cost; make sure to preorder your t-shirt & garment bag in May
   7. End of Year Program
      1. Tobin Center – Varsity Only, May 21, 2019 @ 8:00 pm
      2. CALL TIME 6:00 pm – NO BUS
      3. FREE CONCERT
7. Dude Ranch Trip
   1. April 12 – 14, 2019
   2. Meeting April 11, 2019 @ 6:30 pm, Orchestra building
8. Director’s Minute
   1. Printer to replace Mr. T’s current printer – does not work
      1. Both Mr. T and Mr. Norton’s printers are 10 years old
      2. Mr. T would like the same model HP Deskjet 6540
      3. Model may no longer be available, new models and pricing will be research
      4. Printers are needed and will be purchased by COBA
   2. Monitor/TV (60 inch TV) for Lobby requested by Mr. T
      1. The purpose – COBA and director announcements
      2. Boyds estimate $1200; includes installation and hardware
      3. COBA will table this item until late May of 2019
   3. Cello/Bass Rack
      1. New space – new rack to hold all cello and basses
      2. Estimate pending (lumber and material)
   4. Shelving for dungeon
      1. Not enough for current needs
      2. Pricing pending
9. Fundraiser
   1. HEB Gift cards April 10th deadline
10. New Payment boxes donated by Mr. & Mrs. Furhmann
    1. Red Box – All COBA payments (fundraiser money, tshirt orders, annual DUES, etc)
    2. Black Box – NEISD payments (uniform rental, music rentals, UIL competition, etc)
11. Orchestra 2020 Spring Break Trip to New York
    1. Estimate cost $2700
    2. March 8th – March 12th

 
Future COBA Meetings:
May 6
 
Important Dates:
4-1-19 Balance of Dude Ranch Fee Due
4-8-19 Evening with Springs Rehearsal – Varsity Only 4:30 pm – 6:00 pm
4-11-19 Dude Ranch Trip Rehearsal 4:30 pm – 6:00 pm
4-11-19 Dude Ranch meeting
4-12 to 4-14 Dude Ranch Trip
4-18-19 Evening with Strings – Thursday before Good Friday
4-23-19 Letter Jacket Fitting after school
5-6 to 5-10-19 WC Orchestra Auditions
5-13-19 Senior Concerts / Scholarship Announcements
5-16-19 Freshman Concert – Churchill Baptist Church
5-17-19 Orchestra Banquet – Anne Marie’s
5-21-19 Varsity Concert @ Tobin Center @ 8:00 pm (Call time 6pm – NO BUS)
5-20 to 5-24-19 WC Orchestra Student Officer Elections
5-28-19 Incoming Freshman Night – COBA and Student Officers Attendance Required
6-17 through 6-21-19 NEISD Orchestra Workshop – WC is hosting the camp (8 am – 1 pm)
                Service hours for those interested contact Mr. T or Mr. Norton
8-5 through 8-9-19 WC Orchestra Camp – ALL orchestra students
 
Meeting adjourned. 

​Mr. Shane Land, WC vice principal, attended the meeting.  He wanted to let COBA know that the administration appreciates all of the things that COBA does for the Orchestra and that if we have any questions or concerns we can bring them to him.

Jessica Vacca gave the treasurer's report.

Dude Ranch payments can be made through PayPal on the COBA website. We currently have 61 people signed up to go on the trip.

Red Bird costume that we rent yearly for the Peter and the Wolf performances is being replaced by the Costume rental company. I asked how much would they sell the old costume for.  The price to buy the used red bird costume is $895.  Obviously that is too expensive.  There are red bird costumes online for under $400.  Mr. Thibodeaux asked to table this discussion until the Fall.

Shelly McKneely stated that someone will have to take over her position of Vice President-Fundraising for next year and that it would be helpful if she could show the new person the ropes before the end of this year.

The Orchestra will be able to move into the new orchestra building on Monday, February 18 (President's Day Holiday).  Mr. Thibodeaux asked for volunteers to help with moving and unpacking items beginning at 10am on the 18th.  WC Orchestra will host the Middle School Tape Clinic on 2-23-19 and the first teaching day in the new building will be 2-25-19.

Pre- UIL Concerts: 2-12-19 in the Naeglin Theater.  Call times are firm, but the actual concert times are flexible.

Middle School Tape Clinic: 2-23-19 Will be held in new Orchestra building, Cafeteria, and Naeglin Theater.  COBA is responsible for feeding judges breakfast and lunch--although the District will reimburse us for the cost.  Mr. Thibodeaux will call Fine Arts Dept. to inquire as to who will order the food-COBA or Fine Arts.
We will need a few adult volunteers- to serve the food, assist the judges, and traffic control.  A SignUp Genius will be sent out to secure volunteers.

UIL Orchestra cocert/sight reading contests will be March 4-6.  COBA will need to provide a quick, portable lunch for one group as they will have their contest during lunch time.  We will provide bottled water, peanut butter crackers, and possibly prepackaged apple slices in a bag for 55 students.  COBA will also provide snacks for the students on the contest days.  A SignUp Genius will be sent out to secure snack donations.

We need to secure a free venue for the Freshman end of year concert.  We have in the past held it at Shearer Hills, but they charge us $75. We are looking for a free venue. A few people volunteered to inquire at their churches.

Incoming Freshman Night will be on 5-28-19 in the New Orchestra building.

Meeting adjourned.

CHURCHILL ORCHESTRA BOOSTER ASSOCIATION JANUARY 15, 2019 MEETING MINUTES

Call to Order 6:30 pm

1. Treasurer's Report 
     a. Listed: Checking Account Balance $15,158.17
     b. Not Listed: Savings Account Balance $1752.67 (no transaction history)
2. COBA Website
     a. T-shirt Sales, COBA Due collections 
     b. www.churchillorchestra.org
3. Peter and The Wolf Costumes
     a. Yearly rental of $100.00, proposed by COBA president to offer to buy this year
     b. Cost of new costume is approx. $300 - $350
4. Holiday Concert Meals
     a. Meals were a success
     b. Fifth grade strings reception – BIG THANK YOU to Heather Elizondo & HEB for the donations to this event
5. Fundraisers – Shelly & Veronica
     a. HEB gift cards placed monthly, next order date soon
6. School Musical
     ​a. Orchestra must provide meal – Feb 1st
          i. Sign up genius 
          ii. Meal consist of sandwiches, chips & drink
          iii. Approx. 80 kids
7. Move in Date to New Building
     ​a. Feb 2, 2019 
8. New Business
     a. UIL Competition Days – need snacks – need volunteers
     b. Orchestra Banquet in May – reserved venue
9. Dude Ranch Trip 
     a. Scheduled for April 12-14, 2019, has been approved by NEISD
     b. Pending charter buses pricing
     c. Need 50 ppl to reserve
          i. Deposit due Jan 22 $100
          ​ii. Payment due Feb 2 $92
          iii. Payment due Mar 2 $92
          iv. Final payment due Apr 6


Future COBA Meetings:
     February 5
     ​April 1
     ​May 6

Important Dates:

1-24-19 Electives Showcase
1-30-19 to 2-3-19  School Musical
2-2-19 MOVE INTO NEW ORCHESTRA BUILDING
2-12-19 Pre UIL Concert 6:30pm
2-23-19 NEISD Tape Clinic  --  Churchill tentative to host ½ NEISD middle school orchestras depending on further delays in construction of building
3-4-19 to 3-6-19 UIL Concert/Sight Reading Contest @ Alamo Heights
3-11 to 3-15 Spring Break
4-8-19 Evening with Springs Rehearsal – only Churchill cluster
4-12 to 4-14 Dude Ranch Trip
4-18-19 Evening with Strings – Thursday before Good Friday
5-13 & 5-14 Final Concerts
5-20-19 Freshman Final Concert
5-21-19 Varsity Concert @ Tobin Center @ 8:00 pm

Meeting adjourned. 

Call to Order 6:35 pm

1. Treasurer's Report 
   1. Listed: Checking Account Balance $17,037.73
   2. Not Listed: Savings Account Balance $1752.67 (no transaction history)
      1. Income and Expense Report Overview 
         

1. Dinner Theater Summary
   1. We are still pending the invoice from our Churchill Custodians.

III

1. COBA Website
   1. T-shirt Sales, COBA Due collections
2. Grade Level Representatives/Membership Dues
   1. Reminder to Seniors to sign up for COBA for scholarship eligibility
   2. Remind all classes to sign up for COBA – MEMBERSHIP VERY LOW
   3. Mr. T requested a list of all COBA members (deadline Nov 12th)
3. Fundraisers – Shelly & Veronica
   1. Butter Braids arrive Thursday, Nov 12, 2018 @ 3pm.  Help needed to distribute.
   2. Yankee Candles – online orders delivered, other orders delivery date pending
   3. Charms have been ordered, delivery date pending.
   4. HEB gift cards placed monthly, next order date Nov 8, 2018.
4. Dude Ranch Trip
   1. Scheduled for April 12-14, 2019, has been approved by NEISD
   2. Pending charter buses pricing
   3. Full refund available until March of 2019
5. New Business
   1. Peter and the Wolf Concert
      1. Sunday Nov 11, 2018 Tree building 1pm
         1. Dads help needed, nail gun needed, 4 X 4 posts help needed
   2. Holiday Concert
      1. Monday, December 3, 2018
         1. Meal for students : pizza and water
   3. Holiday Party
      1. Hosted at Belitsos home, December 15, 2018 (209 Morningside Dr)
      2. Officers to assign grade level contributions (chips, drinks, etc.)
   4. Strings Concert (5th graders)
      1. December 18, 2018, COBA provides cookies & punch
      2. Set up 4:00 – 4:30 pm – volunteers needed
   5. School Musical
      1. January 30, 2019 – February 3, 2019, COBA must provided one meal for cast & pit.   Feeding approximately 80 students.
   6. New Building Move In
      1. Revised move in date : February 2, 2019

Future COBA Meetings:
January 15
February 5
April 1
May 6
 
Important Dates:
11-10-18 Region Philharmonic Auditions @ Roosevelt High School
11-11-18 Set, Build for Peter & the Wolf
11-16-18 Peter & the Wolf
11-27-18 Movie Night -- Shrek I
11-30-18 and 12-1-18 Region Clinic and Concert @ Reagan
12-2-18 Decorate for Holiday Concert
12-3-18 Holiday Concert
12-15-18 Holiday Party
12-18-18 5th Grade Holiday Concert
1-24-19 Electives Showcase
1-30-19 to 2-3-19  School Musical
2-2-19 MOVE INTO NEW ORCHESTRA BUILDING
2-23-19 NEISD Tape Clinic  --  Churchill tentative to host ½ NEISD middle school orchestras depending on further delays in construction of building
Meeting adjourned.  (7:26 pm)

CHURCHILL ORCHESTRA BOOSTER ASSOCIATION SEPTEMBER 10, 2018 MEETING MINUTES
Call to Order 6:30 pm

1. Financial Report

Beginning account balance at 7/1/18$ 17,067.85
Deposits$1,776.98
Expenses thru 9/10/18-$ 14,848.52
 
Ending checking account balance$3,996.31
 
Savings account balance $1,700.00
 

1. COBA Website
   1. Links added to Mr. T’s website & social media sites
   2. Paypal account name change still pending

 

1. Freshman Pool Party was a success!!!!

 

1. Dinner Theater
   1. Scheduled for Saturday, September 22nd
   2. Set-up planned for Friday, September 21st  start @ 2:30 pm
   3. Silent Auction update from Vicky Torres – request donations from students, students bringing donations will be eligible for drawing of $25.00 charms credit, still in need of auction items
   4. Dinner update from Vanessa
      1. Spaghetti with meat balls, or veggie primavera, salad, & drink from Zio’s
   5. Tickets $15.00
   6. Volunteers needed – 2 gentlemen for door entry, 4 – 6 to serve food

 

1. Dude Ranch Trip
   1. Scheduled for April 12-14, 2019
   2. Full refund available until March of 2019

 

1. CHARMS
   1. Labels will be ready for uniform distribution on September 12th.

 

1. Formal Uniforms distribution
   1. Organization of uniforms scheduled for September 11th morning
   2. Scheduled for September 12th, during classroom periods, help always needed

 

1. Fundraisers update by Shelly
   1. Butter braids – order form coming soon with delivery of product scheduled week before Thanksgiving Day
   2. Yankee Candle – order form coming soon with delivery of product scheduled week before Christmas Holidays.  With limited space in the Orchestra room, a request to have orders placed online per Mr. T.
   3. HEB gift cards – Handled by Veronica, order deadlines coming soon
2. New Business
   1. Halloween Party
      1. Scheduled for October 27, 2018 @ 920 Morningside Drive, Terrell Hills, 78209
      2. Menu - Crock Pot Chili provided by parents, students to bring a dessert, COBA provides cups, plates, spoons, & napkins
   2. COBA membership – Grade level representative to contact parents

 

1. Director’s minute
   1. Greenback Night
      1. Information about Dinner Theatre, COBA membership available
   2. Review of important dates
      1. 9-18-18 D9 Fall Concert Series - Orchestra students playing at Phil Hardberger Park

 
Future COBA Meetings:
November 5
January 15
February 5
April 1
May 6
 
Important Dates:
9-18-18 D9 Fall Concert Series – Phil Hardberger Park, Urban Ecology Center
9-22-18 Dinner Theater
10-1-18 Region entry forms and money due
10-15-18 Fall Concert  -  Uniforms will be left at school after concert
10-16-18 Orchestra Pictures
10-22-18 Region Symphony Auditions - @ Lee High School
10-27-18 Halloween Party @ 920 Morningside Drive, 78209
11-10-18 Region Philharmonic Auditions @ Roosevelt High School
11-11-18 Set, Build for Peter & the Wolf
11-16-18 Peter & the Wolf
12-2-18 Decorate for Holiday Concert
12-3-18 Holiday Concert
12-15-18 Holiday Party
12-18-18 5th Grade Holiday Concert
1-3-19 MOVE INTO NEW ORCHESTRA BUILDING
 
Meeting adjourned.                                                                              

CHURCHILL ORCHESTRA BOOSTER ASSOCIATION August 27, 2018 MEETING MINUTES
Call to Order 6:30 pm

1. COBA Website
   1. Payments now accepted through PayPal for Membership and T-shirts sales
   2. Cost for Weebly 5 year domain is $74.80 & PayPal 2 year service fee is $72.00
   3. PayPal name change to either COBA or Treasure’s name
      1. Suggested other options Zelle, no transaction fees
   4. Sales received through website thus far:
      1. T-shirts $325.00 minus 3% transaction fee
      2. COBA membership fee $325.00 minus 3% transaction fee
         1. Suggestion made to change membership dues to annual membership dues.  Emphasis on contribution needed annually to run program.
   5. Spirit Sales
      1. $125.00 PayPal minus 3% transaction fee, $358.00 Cash, $5.00 Ck
   6. Update website with social media links – Twitter, Facebook, Instagram
2. Freshman Pool Party
   1. Scheduled for Saturday, September 8th, 6-9 pm
   2. Location will be Oak Meadow Pool
   3. Lifeguards will be on hand, cost to COBA $290.00
   4. Upper classmen to bring chips, dips, desserts, drinks
   5. COBA to provide – burgers, hot dogs, tomatoes, lettuce, pickles, condiments, & water per the request of Mr. T.
3. Dinner Theater
   1. Scheduled for Saturday, September 22nd
   2. Set-up planned for Friday, September 21st
   3. Silent Auction update from Vicky Torres – still getting offers from local vendors, letter of request for auction items sent to vendors, waiting on responses
   4. Dinner update from Vanessa – two options thus far
      1. Zio’s quote 300 people $2,329.49
      2. Smoke BBQ quote 200 people $2,250.00 or 300 people $2,750.00
      3. Pending options – Taco Cabana or Las Palapas
4. Dude Ranch Trip
   1. Scheduled for April 12-14, 2019
   2. Possible new location or Silver Spur tentatively 20 year anniversary
   3. Elementary school to be contacted soon
5. CHARMS
   1. Database to be updated by Mrs. Elizondo when rolls sheets, etc are received from Mr. T.
6. Orchestra supplies
   1. Purchased by COBA costing approximately $600.00.  Supplies included notebooks, copy paper, and computer ink.
7. Old Business
   1. All scholarships funds from last year distributed
8. Formal Uniforms distribution
   1. Organization of uniforms scheduled for September 11th morning, help needed.
   2. Scheduled for September 12th, during classroom periods, help needed
9. Fundraisers update by Shelly
   1. Butter braids – order form coming soon with delivery of product scheduled before Thanksgiving Day
   2. Yankee Candle – order form coming soon with delivery of product scheduled before Christmas Holidays
   3. HEB gift cards – Shelly requesting help with this fundraiser
   4. Charms sales order form in welcome packet (WC or Lion)
      1. Delivery 3 – 4 weeks
      2. Requested deadline date and delivery date on order form by Mr. T.
10. New Business
    1. None to discuss at this time
11. Director’s minute
    1. New assistant – Mr. Larry Norton
    2. Review of important dates – added the following:
       1. 9-16-18 Picture day for orchestra
       2. Arbor Day
       3. 5th grade holiday party to expect approximately 300 5th graders, need cookies and punch
       4. 11-30-18 Region 12 Clinic held at Reagan High School
       5. 12-1-18 Region 12 Concert held at Reagan High School

Future COBA Meetings:
September 10
November 5
January 15
February 5
April 1
May 6
 
Important Dates:
9-8-18 Freshman Pool Party
9-22-18 Dinner Theater
10-15-18 Fall Concert
10-22-18 Region Symphony Auditions
10-27-18 Halloween Party
11-10-18 Region Philharmonic Auditions
11-11-18 Set, Build for Peter & the Wolf
11-16-18 Peter & the Wolf
12-2-18 Decorate for Holiday Concert
12-3-18 Holiday Concert
12-15-18 Holiday Party
12-18-18 5th Grade Holiday Concert
 
 
Meeting adjourned.