Enloe Band Booster Minutes-December 2005
Meeting date: December 8, 2005
Location: Enloe High School Band Room
Attendees:
Karin Hess, Lynn Condreay, Drew and Sara Morrison-Rowe, Beverly and David Hockenberger, Penny Vagle, Deborah McMillan, Nancy McLean, Doug Reeves, Mr. Hunter, Alice Zuber, Lorraine Johnson, Kaye Poole, Ruth Bromer
Meeting called to order at 7:11 by Doug Reeves
- I. Minutes of the November 10 General Meeting; no additions or corrections, motion to accept the minutes accepted as issued was made by Nancy McLean, seconded by Kaye Poole and passed unanimously by the group.
- II. Band Director’s report-Mr. Hunter
Director’s Report
December 8, 2005
- q MB Tour – Our visit to Ligon Middle School and Combs Elementary School was a huge success! Both hosts were very complimentary. Here’s an excerpt from Helen Bishop, band director at Ligon. “…Your presentation was fantastic! The students and teachers are still talking about it. They want you to come back next year in the afternoon and do your thing on the football field so the whole student body can come, and so you can do your drill. I got a big ‘Amen’ for that!”
Our administration as well as our leadership team (teacher representatives) deserve thanks for allowing us to take this trip. This was our first, but I don’t expect it will be the last based on its’ success. Now that we know what’s involved perhaps we can do four schools in one day!
- q MB performance on holiday concert – You’ll see Friday night that this will provide the perfect ending for a wonderful season. The rehearsal today went very well and I think this will become a new tradition. Now we should consider doing subsequent years’ MB banquets some time after the holiday concert but before break. This will lengthen the season but rehearsals after October will be light and sparse.
- q Holiday Concert – The MB will perform last on the concert. This is new; could become a tradition. No need for uniforms. They can wear their concert attire to save time and to demonstrate that students from all three groups are in the MB.
- q For All District information visit www.ncbandmasters.org then navigate to “Central” district. Scales are available for download and solo lists are posted.
- q Don’t forget to get your young musicians cool musical gifts for the holidays. A cd of a professional playing your child’s instrument is a great gift. I am happy to guide you.
Upcoming Events
Dec 12 John Brown bass clinic 2:45-4:15PM in the band room (Parents are welcome to attend). Mr. Brown is a professional jazz bassist and will work with our jazz students on combo skills.
Dec 19 Deadline to register for UNC Honor Band Clinic. If you are interested then pick up an application
from Mr. Hunter and return it completed by the deadline.
Dec 19-22 Secret Snowperson – Details will be posted and explained on the 12th.
Jan 7 All District auditions @ SW Guilford High School (High Point) Must arrange own transportation.
Registration fees are $7 per instrument. If you pre-registered then make your payment to Enloe Band Boosters and deliver it to the lock box. If you did not pre-register but Mr. Hunter has approved your audition then bring $7 cash to the audition.
Jan 12 Band Booster meeting 7:00PM
Jan 13 North Carolina Wind Orchestra in concert 8PM @ Fletcher hall
Jan 17 Deadline for submitting signed programs for performance attendance requirement (on your exam day)
Jan 27-8 All District Clinic @ UNC – Must arrange transportation to and from the clinic.
Jan 31 Magnet open house 7:00PM
Secretary’s notes re: Band Director’s Report
Rehearsal today went “swimmingly” kids are excited to perform the MB show; it will be a sentimental last performance. The tour was a real success with lots of positive feedback from faculty and administration at the visited schools. Mr. Hunter says we owe our administration and leadership team a big thank you for approving and supporting this initiative. Mr. Hunter would like to do a tour again next year, he mentioned several benefits of the outing including a positive image for music programs in general, for Enloe music programs in particular and it represents Enloe very well. Mrs. Vagle notes it is a great recruiting tool. Mr. Hunter noted that marching band student leadership is a positive example for Combs in particular as a leadership magnet school. Next year we could do more or different schools and potentially a longer (1 day) program.
Mr. Hunter mentioned that he is considering moving the marching band season ending banquet until after the weekend after the holiday concert. It might feel more like closure if the banquet was after all of the concerts. The master calendar is drawn up in April.
Lorraine asked about the status of pep band. Mr. Hunter explained that pep band is student led and is under construction right now it is not something Mr. Hunter formally sponsors. Barry Moody is the sponsor. In the past David Kirby has organized. Usually pep band performs at only a few home games in Jan thru Feb.
Lorraine said as a new parent, she had fun this year and appreciates that the contests were close enough to travel to and watch.
- III. Treasurer’s Report: the following was submitted by Nancy Brenner
TREASURER’S REPORT
Enloe Band Boosters
December 8, 2005
AUDIT OF 2004/05 RECORDS:
Records are being prepared for John Montgomery to audit by the end of the month.
FUNDS STATUS:
First Citizens Account Balances per QuickBooks as of November 10, 2005:
Checking Account (Business Quest) $ 22,893.61
Savings Accounts $ 2,305.95
12- 17 mo fixed rate CD $18,539.84
TOTAL $43,739.40
RECEIPTS/EXPENSE DETAIL:
Will provide detail on Leadership Gift donations and Photo fundraiser at the next meeting.
PROFIT & LOSS Budget vs. Actual 07/01/05 thru 11/10/05 (see attachment A)
Notes: *$20,564.43 (negative net income)
This number does not reflect our actual position due to timing as follows:
Marching Band Offsite Camp Payments deposited in May & June $11,642.06
Marching Band Offsite Camp Transportation paid by Boosters 5,442.65
FR-Grocery Promotion Advance approx. 3,300.00
Subtotal $20,384.71
Additionally, not all MB Fair Share amounts are reflected or actual fruit receipts (we have numerous boxes to sell at concert).
General Items:
-Have completed inputting Budget to QuickBooks…will be reviewed by Board for adjustments
-Lockbox – How it should be utilized.
-Projects, which begin in November
:
- 1) NC Sales Tax Refund requests for 3 prior years now that records are available.
.
- 2) USPS for Non-profit mailing permit
- 3) Rita Goodman Scholarship Fund:
Will request forms from Wells Fargo Investment for Steve Ford (former Booster President) to sign.. Through Debbie Hostetter he has agreed to help us resolve this issue. We can then decide whether we want to remain with investment firm or change to another Company.
Secretary’s notes on Treasurer’s report: Doug comments that accounts look healthy at the moment. This does not reflect the uniform expense that we know is coming up i.e. the other half of the fee for the uniforms that are currently on order and instruments that have recently arrived from last February’s order. This time last year we were sitting on ~60K balance, since then we have bought the Gator, the outdoor shed, several instruments, among other things, it has all been monies well spent.
Doug says fundraising programs are healthy and improving—fundraising committees are doing a great job. In summary compared to last year:
Fundraiser |
Last year (gross) |
This year (gross) |
Fruit sale |
~$5600 |
~$5000 |
Grocery cards |
~$5600 |
~$5600 |
Car washes |
~$1800 |
~$2000 |
Candy Sale |
~$2600 |
-- |
Entertainment books |
-- |
~$2100 |
Veteran’s Day commissioning project |
$300 |
$600 |
Doug also mentioned that Nancy is doing a fantastic job pulling together the accounts; next month we should have a very accurate picture of the finances so we can talk about what monies would be avail for further expenditures. Mr. Hunter mentioned that the budget for the next year is usually outlined in the spring. Doug mentioned that anyone who wants to be involved in that process should contact him.
Doug wants to bring to the group’s attention the issue of insurance; he mentioned that a lot of non-profits carry some kind of insurance. There needs to be an awareness of our possible liabilities and some notions about how to minimize those risks. Insurance policies designed around that. We may need to be insured for issues other than injury, issues such as discrimination, embezzlement etc. Lorraine says she knows that a PTA group that she is involved with has some insurance; she volunteered to find a contact so we can further investigate this issue.
David asks how much of fundraising is directed into fair share and how much into general funds.
Sara said she would also like to know how many families participate in and rely on fundraising so we can put fundraising decisions into perspective going forward.
Nancy clarified how fundraising dollars flow into fair-share accounts. Lynn gives several examples of fund raising where maybe not many families are participating in a fund raiser but those that do can raise a substantial portion or their entire fair share.
Doug says that there is enough information to prepare summary histogram type reports to present a picture of the fundraising situation.
Lorraine mentioned that maybe more car wash type things would be an alternative to traditional fundraisers. She also likes the grocery cards as an easy way to add monies to the fair-share account.
Nancy clarifies that last year’s fair-share was $625 total. Karin says that it would be helpful to families to know in advance what fund raising options would be available to them through the year so they could plan for fair share and off-site band camp fees.
Karin wants to remind everyone that the $75 per family classroom fair share is due by May. This fair-share is separate from and in addition to the marching band fair-share.
Karin suggests a blitz mailing in January to all families summarizes their accounts; she asks for permission today for this mailing and estimates it will cost approximately $100. There is some discussion around alternatives to traditional mailings. Karin wants to include in this mailing some verbiage to explain where the fair-share funds are used, including things such as: clinic commitments, music festivals, transportation, storage, instrument upkeep, etc. Only one mailing has been done this year. Sending this type information home with the students has not been effective. Doug mentions that any fair share account overage can be used in the form of coupons for expenses such as clinic and banquet fees, forms are available on the website to request these monies. Lynn moves to approve a mailing to all families with expense not to exceed $300, Ruth seconded. Some discussion ensued around including in the mailing encouragement and instructions for signing up for band email via the Yahoo groups. The motion passes unanimously.
IV. Operations Report:
Gator maintenance needs to be included in the budget next year.
V. Ways and Means
Lynn—Fruit generated $14827.10 plus some $1747.00 worth of pies sold. Only 27 kids participated in the pie sale. This generated ~$700 profit. Lynn feels that it was successful given that it was the first year. We could do pie sale again in spring around Mother’s Day. She wants to issue a master fund raising plan next year.
Karin noted that the Mentoring program next year should include explanation of classroom fair-share as well as explanation and encouragement of the fundraising programs, fruit etc. She noted that upperclassmen clearly sell more product through the fundraisers.
Mrs. Vagle mentioned putting notes in teacher boxes for fundraisers. All profits from sales to teachers go to the scholarship fund.
Lynn mentioned that pie pick up will be tomorrow night after the concert.
Beverly mentioned that since David undertook producing and reproducing the marching band season DVDs himself without contracting out this task as has been done in the past, the actual cost of production was much less than the $25 presale ($20 at banquet) that many families have paid. She moved that any monies in excess of $10 go to each family’s fair share account. Lorraine seconded the motion. Discussion ensued around the possible options:
-Excess funds going to general fund
-Excess funds going to each family’s fair share
-A fixed amount say 10 or 15 going to each fair share
-Cash back to those that paid over
-Changing price charged for DVDs ordered or purchased after this date
-Excess going into the scholarship funds
Concerns and comments raised included:
The DVD sale should not be a fundraiser
The fair share paperwork to account for this will be cumbersome and time consuming
Setting a precedent that can’t be continued if we don’t have a parent willing and able to take on this huge undertaking.
Price for DVD should not be changed midstream.
Budgeted 5000 spent no more than 1000.
Motion carries with one abstention and one nay.
Lynn said she and Debbie have been discussing the lower spring fundraiser sales. Would prizes or incentives that were used in the past help? Doug suggests that we brainstorm some ideas around this issue and come back to the group with suggestions. Mr. Hunter mentions that with the fair share program there is no guilt for not participating.
Lynn has been hard at work exploring many potential new fundraising opportunities. She outlined these for the group and even brought in samples to share:
Food
Pralines-sale around Mardi Gras? Deemed too expensive
Bread Bowls—although these look good, they are a specialty item, would probably appeal to only a few and are also expensive.
Dips/Brownies—Three Angels Gourmet, the dips are not remarkable, the brownies are good but again quite expensive.
Candy sale--last year was unfortunately problematic. Problems mentioned include:
-students take candy to sell but don’t return monies owed. Hockenberger’s suggest presale to address.
-boxes of candy are easily stolen
-storage headache
-sales are distracting in the classroom, annoying to teachers and probably reflects poorly on the band program
-candy generates a litter problem around school
-on the positive side kids do sell a lot and it gets them involved in fundraising
Pies—will continue this program—it should build awareness and momentum, will plan a sale for the spring around Mother’s Day.
Fruit—Needs to be brought forward a week to align better with fair share deadlines.
Car Wash
Spring and Summer dates—not a big contributor to fair-share accounts but Sam’s matching funds go to general funds and car washes are good team building events.
Stadium Blankets—Land’s End Black Watch Blankets embroidered with “ENLOE”. Mr. Hunter mentioned that this was explored about 5 yrs ago and deemed too expensive. Lynn explains that we would need to order a minimum amount and store them. Profit is not a lot per blanket. Group decided not to pursue at this time.
Seat Cusions/Megaphones/PomPoms—Mr. Hunter notes that the first two items are free to the band. PomPoms are not—must be purchased in advance but not a big chore to store and sell. Also a fun way to show support to the kids.
Gift Cards
-Subway or CarWash both may be feasible options for spring.
Bulbs, Scrap Books, Tupperware—all possible options. Lynn mentions that we need to carefully weigh issues such as whether these sales conflict with other groups or if they come too closely on the heels of other sales to be effective options.
The group would like to recognize all Lynn’s hard work, time and energy around fundraising issues, clearly one of the central functions of the Boosters organization.
VI. Next Year’s Off Site band camp planning—Western Carolina representatives have Enloe on their calendars.
Some concern around the spring ESO trip and possible conflict with band contest trip that same week.
X. Lynn moves to adjourn the meeting, Drew seconds, motion passes and meeting adjourned at 9:08pm. The next meeting is scheduled for January 12 at 7:00p.m.