HPAB General Meeting Minutes
Tuesday, August 18, 2015
6:30 p.m. HHS Band Room, Brentwood, CA
8/21/15 by Susie Gomes
Meeting Called to order: 6:35pm
Board Members/Coordinators Present: Cathy Kelley, Kerri Fritsch, Kim Tolero, Susie Gomes.
Nicole Farrar, Natalie Anderson, Michelle Bell Absent: Steve Ernest
Musician Council Members Present: Derrian Tabilin, Jessica Anderson, Nick Manipud, Ryan
Kelley, Eric Mou, Samantha Dutcher Absent: Julie Villanueva, Maya Davis, Emily Hoyle, Nathan
Gutierez.
Introductions: the executive HPAB board and the musician’s council each introduced
themselves, stating their respective positions, to the parents attending the meeting.
Approval of May 26th, 2015 Minutes:
Motion to approve: Kim Tolero
2nd: Nicole Farrar
Yes Votes: all in attendance
Officer Reports:
Musician’s Council – Derrian Tabilin:
 Derrian gave a description of the musician council’s goals and responsibilities which
included: Organizing student run band events such as; Senior Banquet, Fundraisers
(Panda Express, Food Fair), purchases, student showcases.
 Musician’s Council meets on a weekly basis, with Mr. Ernest, to discuss ways to support
the music program.
 M.C.’s first project of the year was this year’s Band Camp, which brought together all of
the Band Students (sans Drum Line & Orchestra) by section in bonding activities and to
start learning music for Pep Band.
o There was a suggestion that next year Band Camp could include Drum Line and
Orchestra and M.C. is going to try to determine if that is possible or if another
bonding activity will be created so that ALL musicians are brought together at
the beginning of the school year.
 Musician’s Council has their own bank account – balance is currently at $973.23.
Musicians earn money thru showcases and their own fundraisers. Historically they have
helped purchased music for the program and donated instruments: Chimes and a
piccolo.
President – Cathy Kelley:
 Welcomed parents, returning and new, to a brand new HPAB year. Cathy told the group
that she was the previous Vice President and had been very active with the Adams
Middle School music program for several years.
 She encouraged parents to actively participate in our monthly meetings and fundraising
events and reminded them that the HPAB email (hhsband7@gmail.com) is a place that
they can always reach out to ask questions or give input.
 Cathy described HHS’s two main fundraisers: Santa Breakfast and Swing Fling and
stated that the organizing meetings for Santa Breakfast would be starting very soon.
HPAB General Meeting Minutes
Tuesday, August 18, 2015
6:30 p.m. HHS Band Room, Brentwood, CA
8/21/15 by Susie Gomes
Vice President – Kerri Fritsch:
 Kerri stated that she hope to see more volunteers help out at our future events so that
they run smoother for guests. She stated, for example, that had there been more
volunteers at the August 4th Mandatory Walk Thru, wait time might have been lower for
parents.
Treasurer – Kim Tolero:
 Balance per HHS Books: $
 Balance per Bank Account: $
 Snare Drum was approved for purchase over summer but not finalized
 Motion to approve Treasures Report: Kerri Fritsch 2 nd: Nicole Farrar
Yes Votes: all in attendance
Assistant Treasurer – Nicole Farrar:
 Had nothing to add to the treasurer’s report this month
Secretary – Susie Gomes:
 As a result of the request in the Walk Thru Package, 100 parents have emailed the HPAB
email account so that they can successfully receive announcements from HPAB.
 Email account is being analyzed to ensure that each contact is classified correctly by
ensemble or group.
 Susie asked if there were any of the HHS Stationary available to write Thank You notes
to those families that had already sponsored sheet music to the music program. Cathy
confirmed that she has said stationary in her possession.
 At BTSN, Mr. Ernest had a ‘Wishing List’ of sheet music available for parents/families to
sponsor. As of the beginning of our meeting we have received 10 donations in the
amount of $542.
Member at Large – Natalie Anderson:
 Had nothing to report for this position
HPAB General Meeting Minutes
Tuesday, August 18, 2015
6:30 p.m. HHS Band Room, Brentwood, CA
8/21/15 by Susie Gomes
Old Business:
Review of Band Walk Thru (8/4/15):
 This was the second year HPAB helped Mr. Ernest organize a Band Walk Thru
Informational night for musicians and their parents.
 The HPAB board reflected the night of the 8/4/15 on the pros/cons of the evening but
wanted to get parent feedback as well.
 Board Feedback –
o Separate Walk Thru into two nights, separating the Freshman Families into its’
own night as they typically need more information.
o 2nd possibility was to have Freshman come an hour earlier for the presentation in
the Theater and be processed in the lobby, while upperclassmen come later and
be processed in the band room. This, however, would necessitate additional
volunteers.
 Parent Feedback o Perhaps separate into two nights by alphabet (ex. A-L & M-Z)
o Questioned why wasn’t this already part of the regular School Registration Walk
Thru Process? It was explained that historically it was, but for those students
that needed to try on apparel the process became very lengthy and frustrating.
There wasn’t an ideal place to try on apparel for sizing purposes.
o Suggested that the apparel ordering & sizing could be done on a separate
evening. This would reduce the process time, especially for new families.
o Nicole Farrar (new HHS parent) found the evening informative, while returning
parent, Kerri Fritsch, found that the evening provided no new information.
o Cathy Kelley wrapped up the topic by stating that we have a full 11 months to
perfect our system for next year.
Status of Walk Thru Packets turned in – Susie Gomes:
 As of 8/18/15 – Out of 214 packets due
o 20 have not been turned in at all
o 11 were turned in but needed corrections. They were returned to students and
have not been resubmitted.
HPAB General Meeting Minutes
Tuesday, August 18, 2015
6:30 p.m. HHS Band Room, Brentwood, CA
8/21/15 by Susie Gomes
Concert Attire Update – Natalie Anderson & Michelle Bell:
 Natalie & Michelle came in twice last week to help concert band students, who had not
already submitted performance attire orders, get measured for concert attire.
 Natalie asked parents, in attendance, if the two letters, that were given out at the
regular school registration walk thru, were helpful and informative. One letter was
directed at new students, who would need to order concert attire. The second letter
was directed at returning students that might be in need of replacement pieces of their
ensemble or may need to trade sizes.
o Several of the new parents responded that the information was very helpful in
understanding the performance wear requirements and process.
o There was no comment made from a returning parent on the letters.
Breakfast with Santa (12/8/15):
 Do we have Rotary confirmed? (Kerri) o Despite numerous attempts, Kerri has been unable to secure the Rotary to help
out with Santa Breakfast, as they have in past years. She stated that new
President Roger Strauss is not responding to her multiple inquiries. She is going
to try reaching out to one of the other Rotary members, ‘Tom’, to see if that will
help. She mentioned that she is aware that the Rotary is holding their own event
that evening and commented that they might be hesitant in double booking for
that given day.
 Cathy described the Santa Breakfast event to new parents in attendance stating that
though we weren’t able to hold it last year, due to inability to secure a site, we have
held a Breakfast with Santa for many years. It is a fundraiser in which the Jazz Ensemble
performs for families while they enjoy a pancake breakfast with an opportunity of a visit
to Santa. Band students serve our guests to earn either credit towards their personal
account funds or community service hours (which both juniors and seniors are required
to accumulate).
 Historically this event earns the program between $2,000-$3,000, and while this is very
beneficial, we also host this event as a community event to our Brentwood families.
 A separate meeting will be scheduled in the very near future to begin organizing the
Breakfast with Santa event. All parents that indicated their interest in volunteering,
either via the walk thru packet or thru an email to HPAB will be invited to this meeting.
HPAB General Meeting Minutes
Tuesday, August 18, 2015
6:30 p.m. HHS Band Room, Brentwood, CA
8/21/15 by Susie Gomes
Pep Band Auditions:
 10th-12th grade students are automatically part of Pep Band. Auditions are for Freshman
students that would like to be part of the Pep Band.
o Auditions for Freshmen are on-going until September 2nd.
o Once a student auditions and is accepted, they are committed to perform for the
entire football season (home games).
o Volleyball season and basketball season Pep Band is voluntary for students to
participate in.
 Question was raised on the difficulty of the audition. Webmaster, Samantha Dutcher,
had experienced the audition process and stated that it was conducted by the section
leader who tested the students’ memorized knowledge of the music rehearsed during
Band Camp. Students are told immediately if they are accepted. None of the students,
in attendance, had ever known of an auditioning student being denied a spot in the Pep
Band during their time at HHS.
Hawaii Trip Status – Cathy Kelley (trip coordinator):
 Over summer break; Mr. Ernest, Cathy Kelley, Derrian Tabilin and Ryan Kelley presented
a proposal to the Liberty Unified School Board for a travel band, from HHS, be granted
permission to travel to Hawaii. Derrian made a presentation to board describing the
purpose and agenda of the trip. The board accepted the proposal and told the
foursome to ‘Have Fun’
 The trip that has been priced out is a 7 day / 6 night trip with an estimated cost of
approximately $2,000 (including spending money)
 To date: 18 Wind Ensemble, 3 Symphonic, 2 Percussionist and a couple of Jazz Band
members have expressed interest in auditioning for the trip.
 When planning this trip, Mr. Ernest had envisioned taking an ensemble of approximately
60 musicians. The number of students interested in the trip is significantly lower than
anticipated. Without the proper instrumentation and full sections, the music cannot be
performed to its full potential.
 Students have until September 1st to submit their interest in the trip. If numbers do not
improve the trip will unfortunately be cancelled.
HPAB General Meeting Minutes
Tuesday, August 18, 2015
6:30 p.m. HHS Band Room, Brentwood, CA
8/21/15 by Susie Gomes
Upcoming Events – Needed Coordinators:
HPAB has openings for the Following Coordinator Positions:
 Concert Coordinator – essentially the coordinator ensures the smooth running of each
of the concert nights, HHS has two nights. They are responsible for acquiring the
appropriate number of volunteers to assist each night; checking concert cards,
programs, refreshment table.
o Refreshments are donated by students – historically Sophomore/Senior students
donate water or treats for the Winter Concerts and Freshmen/Juniors donate
water or treats for the Spring Concerts.
o Musician’s Council will get student volunteers to help out each night.
o Outgoing Concert Coordinator, Natalie Anderson, stated that she had submitted
a procedure guideline to Mr. Ernest and would help any future coordinator get
started.
 Fundraising Coordinator – position is open
 Grant Writer – position is open
 Publicity – position is open
New Business:
Drumline attire of formal concerts:
 To date Drum Line has never had a formal dress requirement. They perform at both the
Winter and Spring Concert as an ensemble. In addition, select members accompany the
bigger band ensembles providing percussion support.
 They have worn black pants and any white shirt.
 At the last concert it was very noticeable that the shirts were all very different in styles
and colors. It did not present a uniform presentation.
 It was suggested that the Drum Line get white shirts in the same style as the Jazz Band
wears from Monogramming By Frichy, but with no embroidery. The shirts come in a
gentleman and ladies version.
Approval for adoption of a uniform White Shirt for Drum Line (by Monogramming by Frichy):
Motion to approve: Nicole Farrar 2nd: Jennifer Lee Yes Votes: all in attendance
HPAB General Meeting Minutes
Tuesday, August 18, 2015
6:30 p.m. HHS Band Room, Brentwood, CA
8/21/15 by Susie Gomes
New Purchases:
1) New Desk Chair for Mr. Ernest’s Office
 Mr. Ernest’s chair is literally falling apart.
 His request to administration for a replacement chair was denied
 He selected one from Costco that is on sale for $119.99 plus 9% tax = $130.79
Approval for the purchase of a new office chair for Mr. Ernest
Motion to approve: Kerri Fritsch
2nd: Nicole Farrar
Yes Votes: All in attendance
2) Viola for orchestra – approximate cost $500-$600
 Originally Mr. Ernest needed to acquire a Baritone Saxophone for the program but due
to the generosity of graduated alumni, Evan Brownrigg, we are able to borrow his
personal Baritone Sax for this school year.
 The second instrument that was on Mr. Ernest’s ‘wish list’ was a viola for Orchestra.
Approval for the purchase of a new Viola for Orchestra – approximate cost $500-$600
Motion to approve: Susie Gomes 2nd: Nicole Farrar
Yes Votes: All in attendance
Open Discussion:
 Laura Wilson pointed out that in the calendar, provided within the Walk Thru Packet,
the start time of the some of the HPAB meeting was listed as 7:00pm instead of 6:30pm.
o Susie Gomes stated that, yes there was a typo in the packet given out. The
calendar was corrected and the version on the pdf file available on the Band
Website correctly lists each meeting start time as 7:00pm
o In addition, Samantha Dutcher (webmaster) has updated the HPAB page of the
band website to reflect all of the years’ meeting dates and times.
 Piano Fund
o One of the major goals Mr. Ernest would like to achieve is the necessary funds to
purchase a performance grand piano for the music & arts departments. This
piano would be utilized by both the music program for concerts and the drama
department for musicals.
o Parents were asked to keep their ears open to possible donations or deals on a
performance piano for our program.
HPAB General Meeting Minutes
Tuesday, August 18, 2015
6:30 p.m. HHS Band Room, Brentwood, CA
8/21/15 by Susie Gomes
Final Thoughts:
 Natalie Anderson – Thank you to Musician’s Council for their hard work in putting
together Band Camp.
o Suggested, by parents, that Musician’s Council finds a group activity that would
include ALL of the students.
 Jazz Band ‘A’ will be performing at the Brentwood Arts & Wine Festival in the Streets of
Brentwood on Saturday August 29th at 11:00am
 Next HPAB General Meeting will be on Tuesday September 8th, 2015 – 6:30pm in the
HHS Band Room.
Meeting adjourned: 7:35pm