Enloe Band Booster Minutes – August 2008

Meeting date:  August 14, 2008

Location:  Enloe High School

Attendees:  Barbara Lee, Jim Connor, Rhonda Connor, Mary Grant, Kaye Poole, Wendy Daly, Beverly Hockenberger, Denise Scholl, Jay Johnson, Noreen Berger, Steve Berger, Drew Morrison-Rowe, Sara Morrison-Rowe, Suping Chiao, Joanne Schmitt

Meeting called to order at 7:00 pm by President, David Still

• Minutes of the July 8, 2008 meeting – A motion was made by Rhonda Connor    and seconded by Denise Scholl with a unanimous vote to approve the minutes.

II.        Treasurer’s report - Jay Johnson

TREASURER’S REPORT

Enloe Band Boosters

Checking balance: Roughly $33K.

Outstanding payments coming due: Roughly $37K (Frostburg, Marimba, Truck, etc)

Very short term cash flow imbalance, should work through by end of month via fundraising. Need to defer non-critical purchases for 30 days.

Savings balance: Roughly $20K, comprised of $10K savings for new uniforms, and $10K emergency fund.

Key budget items:

Earned $21K of $93K total goal

Spent $18K of $93K spend target

Expect Frostburg to be about $1-2K over budget (Truck, fuel, icy-hot, performing arts center).

Already spent $2K of $3K Instrument and Repair budget – need to re-budget to allow for additional spending on this line item.

Reminders:

• Always get approval before you order anything
• All reimbursements must be accompanied by a signed form
• All receipts should have band expenses only (separate receipt required)

 Two Significant Policy changes put into effect:

• Parent checks must be in hand before grocery cards are ordered (no known issues)
• A family's extra fair share earned above yearly goal is no longer to be used for personal items (extra apparel, food, etc). David Still explained that the IRS was very clear that when we volunteer for organizations like the Durham Bulls or buy grocery cards we are not donating money to the band, those organizations are and they can treat that money or a portion of it as charitable contributions toward their organization's income taxes.  To further clarify, that money is not the band parent’s money, it is the bands money and should not be used to enrich individuals within the organization. 

III.       Band Director’s Report

            Mr. Hunter reports things have gone very well so far. Thanks to the Connors for recommending Frostburg!  This was a great place to hold band camp with super weather, facilities and host who made us all feel welcome!  The band has progressed at a fast pace with good morale and great leadership this year. We had a “lessons learned from camp” meeting with Rhonda and David.  Chaperone ideas and feedback have been requested.  There will be a performance on Friday morning at Sam’s Club on South Saunders Street, Raleigh to celebrate their 20^th anniversary.  Although not on the calendar, most everyone can make it.  Sam’s Club has been very generous to us with allowing car washes at their location and donating money to the band.  The students have been working on bleacher music so they are well prepared, sound good, and are ahead of the usual schedule.  The plan is to report at 8:30 and we should finish by 10:00 am.  There will be no afternoon rehearsal scheduled for Friday afternoon, August 15th. 

The Enloe Band Booster Silent Auction, family dinner and exhibition will be held next Friday, August 22nd from 4:30 – 7:30 p.m.  Mr. Hunter has invited marching band staff to join us including marching, guard and drum line instructors so that we can hear about the program from them as well. The students will perform on the field at 7:45 under the stadium lights! 

Mr. Hunter also provided an update on this year’s t-shirt.  Evonne McArthur is working on a theme revision at this time and hopes to have it completed soon.  Thanks Evonne!   

IV.       Operations Report – Beverly Hockenberger

Beverly reported that Noreen has done a good job obtaining volunteers for the current season.  There are no other operations items to report.  If there are any questions or concerns, please let Beverly know.

A question was raised about a rumor that we are going to Panther Creek instead of Clayton this year.  Since Mr. Hunter had returned to rehearsal for the evening, he was unavailable to comment.  Unless we hear from Mr. Hunter otherwise, we are scheduled for Clayton at this time. 

Sara Morrison-Rowe asked about the deadline to purchase an ad in the Cary Band Day program.  This ad, which had been done in the past, congratulates the EHS seniors and lists their names in the program.  The exact cost is unknown, but expected to be approximately $50.00.  Sara will look into this to find out the deadline and the board will act on this for publication.

V.        Ways and Means –  Jim Connor

Durham Bulls - 2008 EBB Leader – Lynn Condreay

• EBB commitment was met for 2008
• Final numbers being tabulated by the Bulls
• Thanks to Lynn for managing scheduling, recruitment and mentoring new workers.
• Thanks to the EBB representatives who chose to use this fundraising opportunity to meet some of their fair share obligation!

Florida Indian River Citrus Sales - 2008 EBB Leader – Anabella George

• First set of order packets were distributed at on-site band camp on Monday, 11 Aug. 2008
• All sample cash raised for each sale and order forms are due back in the band room no later than Friday, 26  Sept. 2008
• All profits are applied directly to the individual fair share accounts.
• Fruit pick-up is scheduled to take place at the Enloe High School (school entrance closest to the band room) at 7:00 AM on Saturday, 6 December 2008.

Greater Raleigh Citipass coupon books -2008 EBB Leader – Laurie Smith

• First set of sample coupon books with an order form were distributed at on-site band camp on Monday, 11 Aug. 2008
• Each book costs $20.00 – Seller gets $10.00 for each book sold
• All sample books, cash raised for each sale and order forms are due Laurie no later than Friday, 19 Sept. 2008

2008 EBB Silent Auction 2008 EBB Co-leaders – Mary Grant & Anabella George

• The EBB Silent Auction is scheduled to take place at EHS on Friday, 22 August 2008.
• Come early and bid often.  Bidding will open at 4:30 PM and close sometime between 6:30 PM and 7:00 PM.
• Preferred payment on the night of the auction will be personal checks.  Cash and credit cards will also be accepted.
• See the Tentative Auction Catalog posted to the Enloe Band web site (http://enloeband.com/ )
• All funds raised in this auction will be deposited in the EBB General Fund.
• There has been roughly $8000 dollars of donations submitted for inclusion in the auction.

EBB Breakfast Bonanza Sales 2008 EBB Leader – Lynn Condreay

• Great opportunity for classroom band members and marching band members to earn money for the EBB General Fund.
• We'd like to start the first Friday of the year, 29 Aug. 2008
• Breakfast item sales will take place at Enloe between 6:45 and 7:30.
• This is a quick and easy way for people who work in Raleigh to help with fundraising one or two Friday mornings throughout the academic year.
• Lynn is seeking volunteers who are available to join in on the fun of these sales.

EBB Car Washes 2008 EBB Leader – Laurie Smith

• Discussions are underway with Wal-Mart to schedule the first Enloe Car Wash of 2008.

Potential New Fundraising Opportunities

• Stadium Blankets
• Book fairs scheduled at Barnes & Noble
• Pizza Night at Pizzeria Uno in Brier Creek

Volunteer Opportunities -  

Have you had the opportunity to volunteer with the band yet, or been thinking of a way to get involved?  We are in need of a one-time volunteer for a Barnes & Noble Book Fair to benefit the Enloe Band.  The person responsible would coordinate with Barnes & Noble (Crabtree) for two dates in which any purchases made at their store or Starbucks would provide Enloe Band with a percentage of sales! 

Another volunteer opportunity exists for someone who is willing to arrange 4-5 dates at local restaurants for a percentage of their sales.  (Pizzeria Uno is one location already!)  We are hoping to hold these as band family nights throughout the year, preferably, after the marching band season.   It would be helpful if this volunteer could map and determine areas within the county that have a high percentage of Enloe band students and then coordinate dates with a few restaurants.

Please consider volunteering to coordinate these events.  Both events will be fairly easy tasks.  All we need are volunteers to set up dates! 

Any questions, feel free to reach out directly to the event leader or Jim.

There was some discussion regarding the Breakfast Bonanza sales which will begin on Friday, August 29.  At a previous meeting, questions were raised as to whether or not we would need approval to post a sign in the carpool lane the day before advertising our breakfast sales. David will follow up with Matt Rice to be sure we do have the necessary approval to post this type of sign before we go ahead and purchase one. 

VI.       Fair Share – Wendy Daly

Wendy reminded parents that the next Fair Share payment for Marching Band is due on August 24^th.   The amount due is $100.00 per student ($50.00 for the second). 

VI.       Old Business: 

Rhonda Connor shared additional comments regarding band camp.  This year there were 89 students, 20 chaperones, 8 instructors with 2 charter buses used to transport everyone to Frostburg State University. It was a great week!  Rhonda provided the students and chaperones with surveys for comments on this year’s camp as well as suggestions for next year.  Everyone thanked Rhonda and Lorraine for coordinating such a wonderful and successful camp this year.

VII.     New Business:

Drew Morrison-Rowe indicated that we have many more instruments this year and will need to find a solution for additional space for transporting equipment. After some discussion, it was recommended that we look into some sort of enhancement to be made using the same size truck with a second level floor system to be constructed.   The other option would have been to rent a second or larger truck each time.  Drew is planning to meet with his group for suggestions and ideas and would have more information for discussion at the next booster meeting.  It was approximated that the cost for constructing the additional space option could run $500.00.  This would be a one-time cost and the structure would be reused for each competition.

It was requested that officer reports for presentation at the next booster meeting be posted to Yahoo and Face Book at least three days prior to the scheduled meeting.  This will allow sufficient time to review both minutes and reports prior to the meeting.    

Next months meeting date will be changed due to a conflict with the Enloe Open House.  David will check with Mr. Hunter for a suitable date, possibly scheduled one week early.

A motion was made by Rhonda Connor to adjourn the meeting, seconded by Noreen Berger.  The meeting was adjourned at 7:58 p.m.

Respectfully submitted,

Joanne Schmitt

Enloe Band Booster Officer Contacts:

President, David Still - david.d.still@gmail.com

VP – Operations, Beverly Hockenberger – bmhcappeds@yahoo.com

VP - Fair Share, Wendy Daly – dalynews1@aol.com

VP - Ways & Means, Jim Connor, j_h_connor@yahoo.com

Treasurer, Jay Johnson - jayj99@gmail.com

Secretary, Joanne Schmitt – joanneschmitt@earthlink.net

http://enloeband.com