Enloe Band Booster Minutes-April 2006
Meeting date: April 20, 2006
Location: Enloe High School
Attendees:
Karin Hess, Deborah McMillan, Sara and Drew Morrison-Rowe, Nancy and Ed McLean, Doug Reeves, Kaye Poole, Nancy Brenner, Skip Smoak, Beth Narron, Mr. Hunter, Judy Melton, Kathy Ziminsky-Montgomery, Debbie Hostetter, Lynn Condreay, Penny Werner, Jill Kirby, Scott Kirby, Mrs. Vagle, David Hockenberger, Beverly Hockenberger
Meeting called to order at 7:06p.m. by Doug Reeves
- Minutes of the March 9, 2006 General Meeting; no additions or corrections, minutes accepted as issued.
- Band Director’s report-Mr. Hunter
Director’s Report
April 20, 2006
- The Triangle Wind Ensemble concert was a success. Thank you for your support!
- The Manhattan Jazz Combo and the UNC-Central Faculty Jazz Sextet each performed for students. They were well received. There’s a lot of interest in our jazz program.
- Concert festival was an excellent experience for all involved. The groups played memorable music and worked hard!
- Our flute ensemble and jazz trio each performed at the State Capitol for a fund-raiser over spring break. The organizer of the event was very impressed with their professionalism. I am very impressed that the students were able to organize, rehearse, and perform over break.
- I have strong leads on next season’s marching band show! I’ve played it for kids and they love the music and the concept.
Upcoming Events
- Side-by-side concert with Hunter Elementary @ Enloe 7:30PM
- Wind Ensemble trip to Smoky Mountain Music Festival
- Rookie Parent Orientation for Marching Band (interest meeting)
- Booster workday 9AM-2PM (pending approval)
- Marching Band Leadership Training (15, 17, 19)
- Drumline auditions for new members
- TWE Memorial Day Concert @ Regency Park (7:30PM)
By-Laws Amendments: Doug notes that he can realistically say most of the revisions are fine tuning, no change to how we govern ourselves, just bringing the by-laws up to date to reflect what we are already doing. The proposed revisions have been posted for over a month. Sara notes that Chip pointed out that the revisions include an even number of board members which could potentially pose a problem. We need to keep this in mind, it may become apparent in the next few years that either two offices can be combined or another office should be added, resulting in an odd number of officers again. No other discussion. Debbie Hostetter moves to accept the by-laws revisions as posted, Lynn Condreay seconds the motion. Motion carries unanimously.
IV. Treasurer’s report—Nancy Brenner
TREASURER’S REPORT
Enloe Band Boosters
April 20, 2006
AUDIT OF FISCAL YEAR 2004 RECORDS:
Records were delivered to John Montgomery for audit. Will also ask John if he would consider doing our Tax Return for a fee.
NONPROFIT MAILING PERMIT:
Have form and will mail to USPS once all attachments are secured. Continue to have other priorities, which prevented me from completing this task. According to the USPS Website, it takes about 2 weeks to get the permit if all documents are in order.
NC SALES TAX REFUND REQUEST FOR 3 YEARS:
Have completed review of fiscal year 2004 and computed $1,204.04 in refunds. Will continue with FY 2003 and 2002. This is still in process.
RITA GOODMAN SCHOLARSHIP FUND ACCOUNT:
As of March 16, 2006, we have $5,322.54 in one of their Mutual Fund Accounts (Ultra Short-term Income-Inv.). During 2005 the fund made $204.86 in dividends, which were reinvested.
DONATION FROM GLAXOSMITHKLINE:
The Boosters received a donation of $1,000 due to the efforts of Nancy and Ed McLean. Thank you Ed and Nancy!
FUNDS STATUS:
First Citizens Account Balances per QuickBooks as of March 9, 2006:
Checking Account (Business Quest) $ 5,195.84
Savings Accounts $4,811.35
12- 17 mo fixed rate CD $18,539.84
TOTAL $ 28,547.03
*Note: $375.00 NSF checks on 04/19/06
RECEIPTS/EXPENSE DETAIL:
Donut Days FR:
Amount Collected to date $3,211.37
Less: Expenses 1,561.40
Net Profit $ 1,649.97
SmokeyMountain Festival Trip Deposits:
Amount Collected: $ 8,438.95
Plus Fair Share Vouchers 636.05
Total $ 9,075.00
Less: Expenses Paid 10,435.00
Net 1,361.00
Less: Payments Due 675,00
Net 686.00
Add: Additional Student 138.00
Net Paid By Boosters $824.00
General Items:
-Sam’s Club Business Card: Should we apply?
-AIM Insurance: Important to pursue
Secretary’s notes on Treasurer’s Report:
Doug notes this it is stunningly good news that GSK has made a donation of $1000 to match Ed and Nancy’s volunteer hours. Lynn notes that her hours should soon also be matched with $1000 by GSK. Drew notes that his paperwork was rejected by GSK, possibly missing the deadline. The group encourages any other parents that work for companies that have similar cash matches for volunteer hours to pursue these opportunities for the band.
The group encouraged Nancy to pursue getting a Sam’s Club Business card, if she determines that it doesn’t seem to be cost effective, she can recommend not renewing next year.
Next Year’s Budgets
A group met recently to put together next year’s Classroom and Marching Band Operating Budgets. Mr. Hunter reviewed each line item briefly and where the changes were from the previous year’s budgets. (See attached.). Discussion: Penny asked what line item the planned purchase of guard capes would come from? She explained that these capes would be used every year, i.e. they would be plain black, enough would be purchased initially for the captains to use to cover up and stay warm at award ceremonies. Mr. Hunter said that they would come out of uniform accessories. No other discussion. Lynn moves to accept the budgets as written, Jill seconds the motion. It carries unanimously.
The group then addressed setting the fair share amounts for next year, based on these budget amounts.
The marching band fair share amount has not been raised for several years, Penny moves to set Marching band fair share at $400, David Seconds the motion. There is no discussion. Motion carries unanimously.
The classroom fairshare amount has also not been raised in several years. The proposed classroom budget is in line with this year's budget. Due to problems in collection, however, the amount charged per family needs to be increased. Debbie moves to set the classroom fair share amount at $95, Lynn seconds the motion. No discussion. Motion carries unanimously.
V. Operations Report –Jill Kirby
Jill distributed a document that includes descriptions of band committee functions and duties of committee chairs and representatives along with a list of the committee chairs in place so far for next year. Judy asked if assigning the committee chairs was a job for next year’s president? Doug explained that the by-laws state that it is the president’s task, but does not specify which president. He said he did ask the board for guidance on this matter and got unanimous direction to put as many committee chairs in place as he could, that this should help the new president. He said he did appreciate that when he took office last year most of the committee chairs were in place. Doug stresses that we need to welcome any participation in committees and be an inclusive organization. Nancy suggested that anyone interested in a committee position should be able to be folded in quickly as a co or assistant committee chair position. Doug noted that he would post the committee descriptions on the website.
Jill notes that Doughnut sales are going well—selling 80-100 dozen each week, could potentially get to the $3000 goal to pay for away band camp transportation. She notes it is an easy and fun thing to do, and one way to keep fair share fees down.
Volunteers:
-There are enough parents signed up for the Gatlinburg trip.
-Volunteers are needed for the middle school audition dates.
-Rookie boot camp—no need for parents for this.
-May 12 orientation, getting volunteers lined up for this. Mr. Hunter explains that auditions will be at 2:30 at Enloe, busiest around 3:00, winds down around 4:00. Mr. Hunter explains that drum line auditions will be May 18; Mr. Hauschild plans to only audition the new students, not returning students. Mr. Hunter notes that all the instructors are spending a lot of their own time outside of the formal instruction time to support the band program; the boosters want to recognize these dedicated professionals for all the time and energy they give to our kids.
-Work day May 13, volunteers needed. Some discussion around purchasing subs for lunch for this event or some other lunch; and possibly ask for parents to bring chips or other snacks to supplement. Mr. Hunter notes that he will be advertising the work day to new parents and students and inviting them to come and help out.
-Car wash, still set for 5/20 at Sam’s. Several in the group encourage Drew to make sure that water restrictions will not impact our ability to hold the car wash.
VI. Fair Share Report—Karin Hess
Karin reports we have collected about 70% of the classroom fairshare that is due May 1. She explained that she is planning on sending out emails to individuals who haven’t paid to explain why it is so important to the band program. She asked for feedback from the group about this method. Sara noted that there it may be that different people are responsive to different types of communication (snail mail, email, phone calls) and encouraged her to try the email method and see how effective it is. Mr. Hunter says that the least effective method is sending communications home with kids. Mr Hunter noted that at a recent band director meeting the directors concluded that the bottom line most important thing for a good band program is good communication and administration involvement. Mrs Vagle says we are doing everything we can to collect. Past due fees can be submitted to the office for further action. Scott asks what are the consequences of having your name on this list? Mrs. Vagle explains that like other fees the student will not be allowed to participate in graduation. She also explains that past due names and amounts for classroom and/or marching band fair shares can be added to this list. Sara asks if monies collected this way are returned to the band program? Mrs. Vagle explained that they would be. Beverly notes that we need to make sure that the consequences of not paying the fees is well communicated to all families. Mr. Hunter notes that the verbiage in the packets can be changed to reflect Mrs. Vagle’s clarification. Karin will be covering all MB and CR fair share policies in the new family orientation.
Doug thanks Karin for the hard work she has been doing to try to collect these monies for the band programs.
VII. Ways and Means Report—Lynn Condreay
Lynn notes that due to poor response that this will probably be the last spring pie sale. Mr. Hunter notes that we have provided the opportunity. Karin and Judy note that they types of pies may not have been what people were expecting. Nancy notes that a pie sale in the fall may still be a good idea.
VIII. Nominating Committee Report
The Nominating Committee is thrilled to present the following slate of officers:
President: Beth Narron
VP Operations: Penny Werner
VP Ways and Means: Lynn Condreay
VP Fair Share: Karin Hess
Treasurer: Nancy Brenner
Secretary: Sara Morrison-Rowe
This slate will be voted on at the May meeting. We’d like to thank this dedicated and hard-working group of individuals that have stepped forward to enthusiastically take on these challenges in the coming year. Doug thanks the nominating committee: Judy Melton, Skip Smoak and Sara Morrison-Rowe.
Nominations will continue to be accepted for any of these positions up until the May meeting.
IX. Auditions May 1 and May 3
Mr. Hunter notes that he can put up sign up sheets at these auditions so we have contact info for new marching band families so we can follow up and encourage them to attend new family orientation.
X. Parent Orientation/mentoring, May 12, 7:00p.m. Deborah McMillan
Deborah has a full schedule planned for the meeting including playing the video of the show, a welcome and intro from Mr. Hunter and Doug, she has volunteers to review the schedules foot ball games, contests, etc.
She wants to make sure they know about off site camp, Doug will walk them through signing up for automatic emails from the Yahoo websites. She plans to line up parents to be buddies; intent is to have a one on one system. She asked Mr. Hunter to estimate the number of rookies; Mr. Hunter says he expects about 25 new students. It was suggested that Mr. Hunter collect contact information from students expressing interest in marching band so we can follow up and encourage them to attend new family orientation. Angela can have a similar list at her auditions. Beth suggests we collect phone numbers and email multiple time to generate contact list because it is often not parents that will be transporting kids to auditions, etc. Nancy McLean stresses we need to reach students to make sure they block out time for off-site band camp this summer.
XI. Spring Banquet
June 2, the banquet to begin at 6:00 with the concert to follow at ~8:00. Beverly asks if there are any objections to Jason’s Deli boxed meals reserved in advance and asking the families to bring in a dessert to share like we have done in the past? The group thinks it has worked well in the past and has no objections.
XII. 2006 Off-site band camp—Kaye Poole, Penny Werner
Penny says that now that all the plans are final we need to vote on what we are going to charge. $300 per student is up some from last year ($250), but camp will also be one day longer than last year.
Lynn notes that transportation costs are likely to go up; should there be an increase in that line item in the budget to cover transportation to competitions? David notes that competitions next year will be closer so fuel bills would be less. Mr. Hunter notes that transportation line item in the budget covers the bus driver pay, not the fuel costs.
David moves to set away band camp fee at the amount Penny recommends, $300. Kaye seconds the motion. Judy emphasizes that we need to advertise scholarship availability to families that need it. Motion carries unanimously.
Jill emphasizes that parent volunteers need to understand that they need to register every year (after July 1) in order to be allowed to chaperone students. Mrs Vagle is helping with the book keeping, she says she can make sure we have computers set up to register parents at the July meeting.
XIII. Other Business
Lynn asked Mrs. Vagle if we could have a parking spot to auction as a fund raiser? Mrs. Vagle explained that she did give serious thought to our request, but because we will be losing more spaces due to ongoing construction, she can’t accommodate our request at this time.
Beverly notes that we should make sure we stress that she can offer free medical examinations for those needing it to fulfill the band camp medical release requirement.
XIV. Announcement of next meeting and adjournment: Debbie Hostetter moved to adjourn the meeting at 9:00p.m., Lynn Condreay seconded, motion passed unanimously. The next meeting is scheduled for May 11 at 7:00p.m.