Enloe Band Booster Minutes-August 2005
Meeting date: August 4, 2005
Location: Enloe High School Media Center
Attendees:
Laura Jean Becker, Judy Melton, Julie Oliver, Liz Scott, Karin Hess, Skip Smoak, Lynn Condreay, Alice Zuber, Kathy Ziminsky-Montgomery, Terry Wetzel, Sara and Drew Morrison-Rowe, Kaye Poole, Penny Werner, David Kirby, Beverly and David Hockenberger, Beth Narron, Alison Strong-Smith, Beverly Fisk, Kevin Fisk, Susan Siphers, Debbie Hostetter, David and Wendy Harder, Jeanne Marlowe, Sheri Miller, Kimberly Williams, Laurice Smith, Doug Nacewicz, Nancy Brenner, Maureen vaderHorst, Barbara Marley, Lynn vanDokkum, Deborah McMillan, Penny Vagle, Jill Kirby.
Meeting called to order at 7:15pm by Doug Reeves
Meeting was preceded by a mandatory meeting for off-site band camp chaperones. Parent donated drinks and snacks for off-site band camp were collected.
I. Minutes from the July 14, 2005 were approved with one correction (the misspelling of one name) Minutes were approved as corrected.
II. Fair Share and Band Camp Forms Report: Karin Hess and Nancy McLean
Karin mentioned that only 2 students left owing fees as of tonight.
Nancy said that she still needs 10 West Carolina Medical Forms, these forms are mandatory and students without them will not be allowed to attend camp.
Doug recognized the major major effort that Karin and Nancy have made to get all the forms and fees rounded up—that they have pulled off a near miracle—it is a tremendous relief to have this much progress.
III. Operations Report: Jill Kirby
- Off-site band camp—progress is as reported previously, organization is on track.
- On-site band camp—Terry Wetzel and Maureen vanderHorst are coordinating, report having the needed help and volunteers.
- A huge thank you to Mrs. Vagle—pulled off a miracle to get the necessary legal documentation for camp—flowers were presented to Mrs. Vagle from the Boosters in appreciation.
- Jill mentioned that the housekeeping custodial staff has been a huge help and Jill gave Mrs. Vagle a card of appreciation and goodies to pass on to them particularly KC for all his help with the fans due to lack of A/C in the band room.
IV. Ways and Means Report: Debbie Hostetter and Lynn Condreay
Fruit Sale starts soon, sales materials will be passed out to the students soon.
October 11—monies and order materials due.
December 3 fruit delivery at Enloe—must arrange to pick up your fruit orders at school that day.
The committee elaborated on the Entertainment Book fundraiser discussed at the last meeting. The band could join chorus and orchestra in selling these books. Books would cost ~$30 and the profit is ~50%. One parent commented that their child had great success with this fundraiser suing the on-line selling option with out of state friends and relatives. Selling time period is Sept 2-Sept 15. Lynn comments that those that want to can participate adding another option to help with fair share.
The committee is also exploring a fundraiser discount book called “Enjoy the City” these books are about $10.
Fruit and Entertainment books fundraisers will help with the bulk of fair share—all due by Nov 1.
The committee also is recommending that the group consider another fund raising opportunity from a company called Pie in the Sky Pie Company. As discussed at the last booster meeting, this company has seasonal product lines of pies and breads with a good profit margin. ($6 profit on a $12 pie) Although this company is a popular fund raiser in many communities, it would be unique in this area. This fundraiser later in the year could help defray the cost of the classroom fair share and help boost fair share marching band accounts for carry over to the next year. This fundraiser could be held two times to coincide with the Thanksgiving and Mother’s Day holidays. There was some discussion around setting the selling price per pie at $12 or $10 (with less profit per pie). It was described that orders would be due in about 2weeks before the holiday and orders would be picked up at school like the fruit delivery.
Motion to adopt both the Entertainment book fundraiser and the Pie in the Sky Fundraiser; with pie selling price set at $12 was made by David Hockenberger, seconded by Doug Nacewicz and approved by the group.
Kaye Poole reminded the group to watch for the email notices she sends out regularly for purchasing grocery cards for Food Lion, Lowe’s Foods and Kroger. These cards are worth their face value but 5% of each will go toward your fair share.
The committee mentioned they are also looking into Tupperware fundraiser.
Doug Reeves expressed his appreciation to the committee for the hard work and for providing families with all these options for fund raising.
The group then discussed the Marching Band Car wash scheduled for August 20th at Sam’s Club on South Saunders —the group plans to also sell some food and drinks at the car wash as an additional fund raiser.
Drew Morrison-Rowe described briefly how the fall car wash usually works. Typically tickets are sold in advance--each student gets a sheet of 6 tickets to sell at $5 a ticket or return. These pre-sale funds and a portion of the drive up sales will go to the student’s fair share account. They do usually get some drive up sales as well. Kids sign up for a morning (9-12) or an afternoon (12-3) shift. It usually goes smoothly and is a fun activity for the band. Pre-sale sheets go out during on-site camp. Mrs. Vagle suggests that we advertise the car wash to the faculty by putting a flyer in the teacher’s mail boxes. Lynn mentioned that she needs parent volunteers for manning food sale stations. This money from food is designated for general fund raising, not fair share.
V. Treasurer’s Report—Nancy Brenner
TREASURER’S REPORT
Enloe Band Boosters
August 04, 2005
Transition Status:
-Signature Card has been completed and provided to First Citizens Bank.
Signatories are as follows:
Douglas S. Reeves, President
Jill Kirby, VP Operations
Sara Morrison-Rowe, Secretary
Nancy Appleby (Brenner), Treasurer
-Check Book, Deposit Slips, and Deposit Stamp have been turned over by Mike Johnson
-June Bank Account Reconciliation and Tax Return (Fiscal Year 07/01/04-06/30/05) are being completed by Mike Johnson
-Tax Return is due Sept 15, 2005
-Previous years records & historical records are still in Mike Johnson’s possession. Will request that historical files and any other files should be turned over to current Treasurer.
Funds Status:
First Citizens Checking Account Balance as of July 31, 2005: $17,706.43
Deposits made since July 31, 2005
Grocery Cards $250.00
MB Apparel/Video 945.00
MB-FairShare Offsite Camp 5,595.54
Total Deposits $6,790.54
Disbursements made since July 31, 2002
Grocery Cards $1,140.00
Savings Accounts including CD’s $40,297.20
General Items:
-Work on imputing budget to software and updating Budget Accounts for Website.
-Prepare request to USPS for Non-profit mailing permit to utilize reduced rates.
-File NC Sales Tax Refund requests for 3 prior years as soon as records are available.
-Follow up on Tax Return and Band Reconciliation Status with Mike Johnson
-Request volunteer to audit books through June 30th.
-Looking into getting a lock box for band room for when kids bring checks in for fundraiser’s etc.
-Nancy plans on using QuickBooks Software for tracking the group’s funds.
VI. Off-site band camp—Penny Werner, Barbara Avery, Kaye Poole
The committee reports that they have a great group of chaperones going—everyone is going to have the time of their lives! David Kirby and the student leadership team is fired up! Mr. Hunter went to Western Carolina a few days ago to check it out and is very pleased with the facilities we will be using.
The committee mentions that Parents need to check in with their students on Sunday before departure. Health forms must be notarized or they cannot go. Any questions call Penny or Kaye!!
Mr. Hunter mentioned that it will be much cooler in Cullowhee, it was 82 in the day 69 at night—dorm rooms were cool enough to sleep in with the windows open. Rooms shouldn’t be more than 75.
Nathans have all been scrubbed clean, labeled and will be ready for the students at camp.
Beth Narron is available to notarize forms tonight or Sunday morning.
Table will be set up at registration to drop off labeled Prescription medications just like you would at school.
Suggest clip on fans, window box fans will not work.
Students are encouraged to use the checklist when packing! There will not be swimming. Cards and electronic games are ok. There are no telephones in rooms. Emergency contact number is for parents to use in emergencies to contact their children. Cell phone reception may be a problem at camp. The cafeteria has a wide selection of buffet style food. Everyone will need money for two meals: one on the way and one coming home. May want free time shopping money—like on campus book store—they will be able to walk around the campus some with their chaperone. Snacks will be provided; you can bring snacks on bus
VII. On-site-band camp Terry Wetzel and Maureen vanderHorst.
The committee reports that they have plenty of volunteers, the students will be fed lunch first day, the next day they will need to bring their own. Terry Wetzel mentioned that there will be time for Section leaders will show their freshman around campus one day—i.e. freshman will get orientation—could skip Flight School, that band camp will provide many of the same objectives of Flight School. Mrs. Vagle mentioned that attendance at Flight School is not required and that a parent could assume that their child will be fully oriented through before school band camp activities.
Mr. Hunter encouraged everyone to sign up for the picnic dinner the evening of August 19th. It is a fun activity at an extremely reasonable price.
VIII. Mrs. Vagle’s report on school construction project:
Lots of changes since even a month ago—work has begun on the new press box, ticket booth, and concessions. Will be able to open new parking lot before first day for teachers. There is some concern regarding the steep incline for access to our Gator storage. The construction company is working hard to accommodate. Power should be ready to baseball field when we get back from off site camp. Please see Mr. Vagle regarding any concerns you may have about how construction will impact band activities. A/C in band room is not working—the school is trying to get it fixed.
The Booster Organization would again like to thank Mrs. Vagle for generously giving up her evening to come to the meeting, assisting with registering our parent chaperones, and her support for our kids and the many ways she has supported the marching band program.
IX. Other Business:
a. Note of appreciation. David Kirby asked to address the boosters; the following is a transcript of his statement:
Hello my name is David Kirby, I will be a senior this year and this will be my fourth year marching. In that time I have been to 12 marching band competitions, 6 parades, 3 regular concert band competitions, and everyday after school for countless practices. In the entire time I have been marching or playing I have never not seen a band parent there either to support us or to help us out. The amount of energy that has gone into making this program what it is has not gone without appreciation. I have never been on a band trip that did not run smoothly and successfully, I have never gone thirsty in a rehearsal, and I really enjoy seeing our pit equipment go flying by with all the parents hanging on yet still managing to wave at us.
This season is going to be amazing; I have no other word for it. I have seen or heard about so much of the work that has gone into off site band camp, and I am sure there is even more that has gone on that I have not heard about. This season is so promising, but it would be nothing, literally we would not have a season, if it were not for you all. So thank you all so much for the hard work that you have put into this program. Thanks you for supporting us and believing in us. Thank you for making this season happen. Starting in 3 days it will be our turn to make all of you proud, we will work this season to its full potential so by the end of the season both students and parents can look back and really appreciate everything we have done together.
David also encourages all parents to check the blog he created for off-site band camp updates:
http://www.enloemarchingband.blogspot.com/
b. Cost of transportation this year—Drew mentioned that in the past the group has been able to get a truck from the same place for almost all the times it was needed for contests, parades etc. This price was deeply discounted for us. This deal is unfortunately no longer available to us. For off site camp Drew has arranged a truck from Budget and estimates ~$400 for truck for 8 days plus ~$483 in mileage. This is more than was budgeted. Doug asks that we look at how this difference impacts the budget. For occasions other than off-site band camp—Drew has arranged truck rental with Holt rental in Apex with a cost similar to last year of $49/day and 40cents a mile.
c. Paying for band members meals (banquets, camp supper) out of general funds/fair share. There was some general discussion around the idea of including the cost of these traditional meals in the fair share instead of requiring the students to pay for each of these events individually. Some people pointed out that checks will have to be written anyway for family meals for these events. Mr. Hunter briefly commented on what is currently included in each fair share and how it may eventually evolve to include more. One parent commented that that group could consider looking at when the monies are due, may help some families if it was not due as early in the year. One commented that participation in fund raisers to build carry over monies can help. One comment questioning what the student participation was in these dinners? One comment that we have to account for these student dinners one way or another and questions if paying for the meals up front offers any advantage.
d. End-of-year/end-of-season awards, and student preferences. Mr. Hunter notes that the non-marching band students don’t care for the award ribbons that have been ordered for them in the past. To cut down on expenses he will no longer be ordering these type of award ribbons, however, since marching band students do want and appreciate their award ribbons there will be no change to the tradition of giving award ribbons to marching band students.
e. Keeping logs (officers and committee chairs) to aid in writing accurate job descriptions and passing on accumulated knowledge. Doug encourages all Officers and committee chairs to keep logs and good records of their band related jobs.
Doug noted that is was very happy for the great attendance and glad to see lots of new parents at the meeting.
Reminder that all volunteers need to register with the school system through the on-line system at school. If you plan on volunteering at all for school functions, please call the school to arrange a time to come in and get registered.
Email List subscription information:
To subscribe send an email to: EnloeBandBoosters-subscribe@yahoogroups.com
For marching band send an email to: EnloeMarchingBand-subscribe@yahoogroups.com
Visit the web sites at:
http://groups.yahoo.com/group/enloebandboosters/
http://groups.yahoo.com/group/enloemarchingband/
X. Announcement of Next Meeting and Adjournment
Next meeting is September 8 at 7:00p.m.
Motion to adjourn the meeting was made by Lynn Condreay, seconded by Terry Wetzel and approved by the group at 8:35pm.