Meeting called to order at 11:30am

Members present: Andrew Barcellos – President, Steve Coyle – Vice President-elect, Mike Coyle – Treasurer, Celina Reyes – Secretary, MALS – Elizabeth Anne Rowe, Steve Smith, Bryan Pierson

Members missing: Kathy Dwyer, Leeann Jones Wieser, John Prokop, Michelle Stribling, Dave Cole, Gary Sawyer

Itinerary: Post Homecoming Wrap up

• President
  Introduce new board members

  Andy- President
  Steve- President-elect VP
  Mike- Teasurer
  Celina- Secretary
  MALS – Michelle up for reelect, Bryan, Elizabeth
  Reappointment- Steve S, Leeann
  MAL – Dave Cole, John Prokop, Kathy Dwyer

• Homecoming wrap up:
  Make sure news letter gets out earlier! Get to Alumni Assoc. 6 weeks before Homecoming. Hold up was snags because of Shirlee’s insert. The News Letter went out 3 weeks before Homecoming instead of earlier.
  Content of news letter was good. Keep history
  Have to make sure our Homecoming intentions are known July 1st.
  By graduation time need to find out when tent info is available.
  Deadline for tent registration is July 1st!!!!
  Lori is that one to talk to!!!!! (at Alumni Association)
  Want to ask for the corner again loved the location!!!!!
  Ordering the meals was fine!

• Reception – we ended up buying the beer. Fearful that we may be asked to do it all next year. Don’t want the liability if anything happens with the alcohol, President takes the whole responsablity. Be prepared that we may get the call to run the reception the night before Homecoming. We will have to think about working with KKPsi and TBS. Food in mass quantities not needed at that time of night!

• Breakfast – mic time shorter but with the occasion for Shirlee, was a one time thing so may not happen.
  Registration need more space. Want to think about way to have people know where were are at and also so that the registration will run better without constriction.
  Room was fine. Contact catering for room reservation for next year’s homecoming.
  Letterman gig- They like us to play but Athletics is asking band to play. Just a short gig but is very much a service to the university. Frankie Acosta is the man to talk to about having more organization when we need to perform. Still want to do the gig. Maybe work on something to benefit the Alumni band with athletic stuff. Time restriction is a big issue. Work with the Marriott about van to help with transportation.

• Instrument check out – Deon put them on the field instead of in room J had to load cases in Band van and haul it to Room J. Room J check-out would be much better because there would be more organization about keeping track of the instruments. Convenience of the instruments on the field, many would rather have them on the field
  rehearsal would be started faster. But need to get others to help with loading and unloading of cases.
  Need to really enforce that if you have a large case you need to help with the responsibility of it. ID need’s to be another form of keeping track of who has what instrument. News letter announcement that ID will be kept if instrument is not returned.
  Coordination with Deon and Equipment Managers that the instruments will not be taken or checked out until Elizabeth Ann is there to do all the paper work.
  Rehearsal went fine.

• Tent set up – no one was there at first. Need someone there so that rehearsal is not missed. Identify someone that will ‘hold the fort’, will be at the tent all the time to watch all merchandise that is left there. Once we leave the breakfast we must have knowledge that someone will be at the tent.
  Set up of registration and merchandise worked out fine. Need to not have people place their stuff under the tent. The people that are working the tent should have the area available to them but there is just to much congestion with everyone putting there stuff under the tent. It is not a dumping space!! Create a space for stuff to go instead of having stuff pile in the way.
  Get a pass to be able to load all the stuff from the street rather than haul them across campus to someone’s car.
  Bring extra tables, 8 tables and more chairs.
  Had extra food – gave it to the pride at the after game dinner and the there were no leftovers. Contact Eegees – love the large sandwiches but need to have them pre-sliced.
  Need more water provided – if going to feed band before parade, kids still were thirsty after parade. Need to double water purchase. 220 sodas and 6-35 packs of water.

• Lunch after parade- Causes big problem. POA will get there first may be a problem.
  POA eats first. Noticed that Alumni would eat but would not help. Need to think of solution if want the bands to eat after the parade.
  Condiments can we get them in a large container vs the little cups provided. ¼ of each. Chips worked out. Indiv. Chips instead. Chips in the dish, 3 bags this year want to get 4 for next year.
  Need to have -Tool box, duck tape, scissors, twine, plates, napkins, utensils.

• Parade – Eddie Soto, just shows up, doesn’t pay dues, really bothers Alumni.
  Instead of trying to rehearse before the parade do it right after the morning rehearsal. Have music available at tent for parade/tailgating.
  Parade went good. Reinforce where parade was going to be, so people can know where they will be meeting everyone else and where the start will be.
  Provide maps to everyone where everything will be.
  Need to contact the Ice Wagon would like to reserve some ice for next year. Need to get on the ‘list’.

• Tailgate/Stadium band – did not have a large group after parade. But in general want to see if there may just be a Tailgate band. Judgment call on if there will be a stadium band or just the tailgate band. If the bodies are there use them if not consolidate.
  Lay out the rules at breakfast so that they know the rules about what they will be doing playing wise.
  Simplify where the band plays and what music plays.
  If can’t split the band then just stay together and play around the mall.
  Clean up hour before the game starts because of hauling the stuff to cars.
  Make announcement to people that the tent is closing. People need to know that stuff will be left behind.
  Ribbons were not given this year. Buttons too!!!! Sold out of buttons!
  Need to order more buttons. Ribbons, need to get some. Alumni Assoc. need to get more!

• Game – was fine, seats were great.
  Instrument return went fine. Real well. Only one problem with instrument check in.
  Walkee talkies – to keep communication between everyone one homecoming. Radio’s will be purchased and donated by Steve S.

• After homecoming breakfast – Unoffical Alumni breakfast on Sunday, Chapter organize it and we will be there.

• Steve C type up after homecoming news letter to update people.

• Up Coming Event 10 @ Rincon for exhibition.
  Need to find out what time they are performing, Contact Eve about what time Jay would like the Alumni to be at the school to present flowers to the seniors.
  Tailgate – thanksgiving pot luck.
  Get to Rincon early to make sure we are there early enough

  Basketball games:
  Dec 21st Tues - 6pm call
  Dec 28 Tues – 3 or 5:30
  Dec 30 Thurs – 3 or 5:30
  Jan 2 Sun - Noon
  Jan 7 Fri - 6pm Women’s
  Rehearsal 2 hours before game instead of separate rehearsals because of lack of bodies showing up.
  Done giging till Basketball season. Last month October was really busy. Silent auction item of the band being the item. Have one year use only. Advanced knowledge of need at least a month, preferably weekends.

• Treasurer:
  Roughly have about ~$3400 checking in account $1500 Savings
  Still have to pay the band office - $285
  Have checks to deposit too $95
  Have about $800 waiting Alumni Assoc.
  Last year had $2800 in account after all homecoming stuff
  Made about $400 from tailgating – cash
  Did gig got paid about 100 ea
  More profitable this year
  Balance ~$3400 does not include receivables
  Eegees was cheaper $640 last year and $450 this year
  Breakfast was more expensive – $1100 vs $ 730 last year
  Ordered for 85 people paid for extra 25 people for the pep band ended up with Extra food
  Homecoming pays for itself.
  Plan ahead to know how many people will come from the band
  Tickets spent $1100 , last year was $ 350 this year each ticket was $10 but Ordered 110 so =$1100 tickets were also for all the twirlers since there were so many around this year.
  Athletics really not being flexible with anyone so that is why a deal was not given to anyone. Getting newsletter out was okay but for financial reasons should get it out much earlier.
  Alumni Assoc pays half cost of news letter
  Gave alumni assoc the registration forms so maybe more people will be added To all info lists. Lori C. contact at the alumni assoc. will help with all Lists of alumni for us. She will help a lot with emails and mailings cause She has more accessability to help us. Get her the news letter earlier, Month and a half before so that there will be more time for people to Respond. Alumni Assoc. trying to do more electronic mailings vs paper. Once a year paper news letter?
  Tent was $ ?
  Clothing – reorder alumni pins, Jackets, sweatshirts, hats
  Jackets reorder – when ordered last only about 25.
  If going to reorder want to update to more modern
  Motion to order jackets- Tabled till next meeting to see about ordering and design
  Would like to have a full array of stock to be sold.
  Have 17 pins, unsure if want to give the leaving seniors something else other than The pins. Idea to give the seniors a key chain, or licence plate cover.
  Issue with the fact that the seniors that do get the pins, 30 out of the 32, will Actually wear it. Feel that even if it is a tradition many of the Seniors do not see the significance and do not remember in later Years that they have it.
  Licence plates really good idea!! Beer mugs? Stiners?
  Need to buy carnations, AZ whole sale florists Celina ask Eve about all the seniors – reg band members get white, drum major get red carnations.
  Want to price the licence plates to see what cost may be.
  Buy a box of the plastic AZ alumni license plates to see how that flys, if works out okay get one customized. If we buy thru Alumni Assoc we can not sell them for a profit because of the discount that is given to us thru the Assoc. If go thru AZ bookstore we can sell them at cost. Get some plates and put them in band office for the seniors.
  Still want some gesture, Alumni Band membership card. First year free.
  Friday, will give them a flower.
  Steve hunt out customize plates.
  Looking into getting other merchandise. For ASU game pins can not be ordered. But looking into that. Other merchandise too.

• Meet before the Rodeo Parade: Satruday, February 12th, 2005 – proposed date for next meeting. 11am - Student Union – where it was before?