Brookwood Band Financial Policy

SIGN UP!

Username:
Password:
Forgotten password?

Brookwood Band Association, Inc. Financial Policy

Fiscal Year 2008-2009

(Adopted 5-13-2008)

General Information

The Brookwood Band Association, Inc. (BBA) exists to support the band directors of Brookwood High School in achieving excellence for all facets of the band program. This program includes the Bronco Marching Band, the concert bands, Color Guard, Music Technology and the Jazz program. Funds from Gwinnett County are limited and are not adequate to support the full program of excellence for which Brookwood High School is known.

The BBA fiscal year begins June 1 each year. Every year, a budget committee of BBA develops a budget for the next fiscal year for the approval of BBA membership. This budgeting process is provided for in BBA’s bylaws. The budget includes an estimate of expenditures by category, as well as a plan for raising the funds required to support the budget. Generally, funds to support the budget will come from two sources: student band fees and fundraising income. Gifts and funds from other sources, including corporate sponsors, are also encouraged.

Each student is responsible for one program fee: Marching Band, Color Guard only, Concert Only, or Jazz Band/Music Technology Only. Uniform costs are separate as shown below:

Program Fees
	1st current student in family	2nd and subsequent current students in family
Marching Band	$620	$495 ($125 discount)
Color Guard	$620	$620
Concert Band Only	$220	$180 ($40 discount)
Jazz / Music Technology ONLY	$130	$130

Uniform Costs (Approximate)
Marching Band	$40 rental fee (non-refundable). One-time payment per student covers up to four years of uniform use. Uniform damage payments will be assessed separately.
Color Guard	$150 (varies depending upon show requirements)
Male concert uniform (tuxedo)	$140
Female concert uniform (dress)	$85
Jazz Shirt	$25

Other Costs

It may be necessary for participants in the band program to bear an individual expense for enrichment activities in addition to those necessary to fund BBA’s budget. These costs include, but are not limited to, audition fees, clinic band fees, and trips (see band trip cost). Additionally, for students entering the program for the first time, these costs may include, but are not limited to, expenses for garment bags, sports bags, and band shoes.

Band Trip Cost

The costs of band trips are in addition to all other costs. To determine the cost per student of an anticipated trip, a committee of the Executive Board develops a trip budget in conjunction with the Directors. The budget is presented to the Executive Board for approval. The committee estimates the total cost of the trip, including chaperones and staff. This total amount is divided by the number of students taking the trip to arrive at a per student cost. The anticipated trip expenses will be provided to students and parents in advance of the trip. All students must pay for the trip by the required due date. Transportation, meals, and housing will be provided for the number of students who have paid for the trip.

Fundraising - General

Additional funds beyond student fees are required to complete the funding of the budget. These include on-going fundraisers such as concession stands and the Taste of Brookwood. All parents and students are expected to participate in order to minimize the burden on each participant. Amounts raised through these fundraisers will be used to fund the general budget to the benefit of all program participants and will not accrue to the benefit of the individual student’s account.

Fundraising – Student Accounts

Additional fund-raising activities may be undertaken to help students and parents defray some or all of their costs. These activities may include, but are not limited to, Coke sales, fruit sales, Honeybaked Ham gift certificates, and Stone Mountain Pecans.

Although all monies raised on behalf of the association are the property of the BBA, a percentage (typically 50% - 85%) of the profit earned from such fundraisers will be retained in an individual account earmarked for the benefit of the student and will be available for his or her use in connection with BBA approved activities. This money may be used to pay for student fees (band camp included), trips, enrichment activities, etc. This account will be retained for the student’s benefit throughout the time he/she is enrolled in the band program. These funds can not be used to contribute to other fundraisers such as purchase of Taste of Brookwood tickets. Upon leaving the program, if any money remains in the account, a parent can pass the money to a brother/sister in the band program or request that the remaining balance be directed to fund an approved BBA budget line item. If the parent does not choose one of these options, the money will be transferred to the general fund of the BBA. BBA will not refund student account funds to a student or parent. This policy is in accordance with the Brookwood Band Association’s 501 (c) (3) non-profit status, per IRS regulations.

Payments from Students and their Families

It is the Association’s intent that no student be denied participation in the band program because of an inability to meet the financial policy of the Association. A family who is unable to make the payments may contact the Treasurer or President in confidence. BBA will make every effort to work with the family to restructure the payment and to arrange for participation in additional fund-raising activities in lieu of the payment. It is expected that students and their families will participate in fundraisers to the best of their ability.

In order for the Band Directors to prepare adequately for each year’s show, a letter of intent is required from all new and returning students. This letter indicates that the student intends to participate in marching, concert, jazz bands, and/or music technology. The completed and signed letter of intent must be accompanied by payment as shown in the following payment schedule:

April 28, 2008	$300 – Marching Band/Color Guard (non-refundable) (holds a spot at band camp)
April 28, 2008	$220 – Concert Band only/$180 Concert Band only sibling
April 28, 2008	$130 – Jazz Band/Music Technology only

Final payment for Marching Band/Color Guard due before band camp:

Thursday prior to Band Camp	$320 – early registration for upperclassmen/$195 upperclassmen siblings (returning 10th, 11th, 12th graders)
Saturday prior to Band Camp	$320 – registration for all students attending band camp/$195 siblings (includes all new students)

Note: Student fees must be paid before a student attends band camp. Band Camp is a requirement for all Marching Band / Color Guard students.

The following stipulations apply to students who join the band program after the fiscal year has begun (June 1):

The fee for a new student attending band camp and who is a member of the marching band is $620.00, which may be paid in a lump sum or by paying $300.00 before band camp and the remainder in three equal monthly installments. New students are those who move into the Brookwood High School District during the summer. Incoming 9th grade students are not considered new students for the purpose of this policy.
The fee for a new student entering after band camp and who is a member of the marching band is $320.00 This payment may be made in three consecutive, monthly installments with the first payment due the month that the student enters the program.
The fee for a new student entering the program after November 15th (the end of the marching season) shall be $220.

Uniforms

A non-refundable uniform rental fee of $40.00 is payable by all new band students when marching uniforms are issued prior to band camp for the purpose of repair, maintenance and upkeep of the uniforms. This fee is paid at the beginning of a student’s participation in the program and covers up to 4 years of uniform usage. Uniforms are to be returned at the end of marching season, dry-cleaned and in the cleaner’s bag. Students are responsible for the replacement of damaged uniform parts due to negligence and improper care. Appropriate fees will be assessed for damages.

Returned Check Charges

A $10 NSF (non-sufficient funds) charge will be assessed on all returned checks.

Refunds

Because plans are made well in advance of payments, it may be difficult to make last minute refunds or cancellations. Refunds for any band activity will be made on a case-by-case basis. Requests must be made in writing to the BBA President or Treasurer.