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Enloe Band Booster Minutes-February 2007
Meeting date: February 8, 2007
Location: Enloe High School
Attendees: Beth Narron, Lynn Condreay, Cynthia Rohm, Nancy Appleby Brenner, Kaye Poole, Karin Hess, Susan Siphers, Alice Zuber, Ron and Liz Scott, Judy Melton, Robert McAden, Penny Werner, Skip Smoak, Penny Vagle, Drew and Sara Morrison-Rowe, Beverly and David Hockenberger
Meeting called to order at 7:08 by Beth Narron.
I. Minutes of the January 11, 2007 General Meeting; no additions or corrections received; minutes accepted as issued.
II. Band Director’s report. Mr. Hunter was unable to attend, the following is a recap of last month’s upcoming events:
Vol 15-7 UNC-G Clinic (arrange transportation)
Vol 17 Triangle Wind Ensemble & Triangle Youth Brass Band (Meymandi 8PM)
Vol 23 Triangle Brass Band & NC State Brass Band (Stewart 7PM)
March
Vol 3 NC All State Honors Band Audition (arrange transportation)
SB 12 Concert Festival (transportation provided)
Vol 17 Dubois Jazz Clinic
Vol 18 Cleveland Symphony Orchestra at UNC
Vol 21-4 Sweeney Todd at Enloe
WE 27 Concert with Hunter Elementary
April
Vol 20 Triangle Wind Ensemble at Garner Historic Auditorium (chamber music)
Vol 27-9 NC All State Honors Band Clinic at UNC
May
WE 3-5 Smoky Mountain Music Festival (depart Thurs. 3pm, return Sat. around sunset)
MB 7-8 Guard Auditions
7, 9 Middle School Band Auditions at Enloe
Vol 12 Triangle Brass Band at Fletcher (special guest Jim Miller, LA Philharmonic trombonist)
MB 14,16 Leadership training (drum major auditions 18th)
WE, SR 24 Alumni & Seniors rehearse with Wind Ensemble (2:45-4:30)
All 25 Spring Awards Banquet (6pm) and Concert (7:30) with alumni closer
Vol 26 Triangle Wind Ensemble & Concert Singers of Cary at Regency Park in Cary (7PM)
June
WE 10 Commencement at NC Sate (Reynolds) arrive 8AM
Vol Triangle Wind Ensemble at Sertoma Amphitheater in Cary (3PM)
III. Winter Guard-Mr. Robert McAden attended the meeting and updated the group on Winter Guard. Nine students are participating, working really hard after school getting a routine ready. They are working with rifle, saber and flag, the show is almost done—a James Bond theme. All participants are in Marching Band, 4 band members and 5 regular guard. They have funded their own costumes and shoes. They would like to participate in a few competitions and was wondering if the Boosters could help them out. They were not able to register with Atlantic Indoor, the group that sponsors competitions in this area. Are not planning to do a full slate of competitions but just 2. Will need $200 for two; $100 to register for one. David asks if there are any other costs that aren’t covered. Mr. McAden says no. Judy moves to allocate $200 for 2 competition registrations. Ron seconds the motion. Nancy mentions that this would be considered a marching band expenditure; (it can’t be taken from another budget line item.) that it is improving the Guard and can also be a Guard recruiting tool. The motion carries unanimously. The group encourages Mr. McAden to prepare a budget request soon for consideration in next year’s budget. They encourage him to include all registration and equipment expenses. They also encourage him to provide competition dates for this year so they can be posted on the band website.
IV. Fair Share—Karin Hess
Fair share statements were mailed out in January. Thanks to all the parents who mailed back, got $650—out of 140 classroom students, 40 are fully paid, 40 have no fund balance, others owe only a portion of the classroom fairshare due to fundraising.
All band families are reminded that any classroom fair share balances are due by the end of April.
Families are encouraged to take full advantage of the grocery card program to raise funds. Contact Kaye Poole at eatsquid@juno.com with questions about this program.
There has been no response to the solicitation for someone to volunteer to run for the VP Fairshare position on the Board; someone is needed to step up and volunteer for this very important job.
V. Treasurer Report: Nancy Appleby reported the following:
TREASURER’S REPORT
Enloe Band Boosters
February 8, 2007
AUDIT OF FISCAL YEAR 2004 (July 1, 2004-June 30, 2005) RECORDS:
The Treasurer needs to contact John Montgomery to find out if the audit of our 2004 Fiscal Year Books has been completed. The Tax Return is almost complete and will be filed by the February 15, 2006 deadline.
BUDGET STATUS:
The Treasurer had hoped to address some budget considerations for the current fiscal year (July 1, 2006-June 30, 2007) at this meeting, but will have to delay it until the next meeting, after the Tax Return has been filed and Jazzical: Enloe is over.
TREASURER POSITION FOR NEXT YEAR:
An overview of the Treasurer position’s duties and responsibilities needs to be prepared so that any individuals interested in taking over the position for next year will have a better sense of what it entails. It is important to get a volunteer on board before the end of the school year so that the current Treasurer can coordinate a smooth transition.
NC SALES TAX REFUND REQUEST FOR 3 YEARS:
The Treasurer has completed review of fiscal year 2004 and computed $1,204.04 in refunds. At our last meeting Beth Narron’s Mother offered to complete FY 2003, 2005, & 2006 since the Treasurer is finding it difficult to complete this project because of workload. Documents are being finalized to give to Beth.
RITA GOODMAN SCHOLARSHIP FUND ACCOUNT:
As of January 10, 2007, we have $5,545.13 in one of their Mutual Fund Accounts (Ultra Short-term Income-Inv.)..
FUNDS STATUS:
First Citizens Account Balances per First Citizens Online as of 02/08/2007:
(Note: This was prepared at school where I didn’t have access to Quickbooks records so the amounts are not completely accurate. I also have deposits/payments pending that involve Jazzical:Enloe and the Grocery Card fundraiser.)
Checking Account (Business Quest) $ 10,651.86
Savings Accounts $ 7,212.97
12- 17 mo fixed rate CD(Matured/rolled 07/10/2006) $ 19,243.00
TOTAL $ 37,107.83
Tax Letters for Donations:
Tax Letters for donations made for competition/game meals and East Guilford H.S. have been prepared and will be mailed by the end of the week.
FUNDRAISER STATUS:
Lynn Condreay will report on Jazzical: Enloe.
CD Sales are still ongoing from the winter concert and the numbers will be available next meeting.
Secretary’s notes on Treasurer’s report:
Funds status is somewhat more than 37K because deposits need to be made.
Next time will have people will need to pay in advance for CDs because this preorder without paying method did not work.
Beverly noted that she would like to pose a thought that in the future when we ask people to take pictures or prepare CDs, that we think about trying to use this as a fund raiser ie. MB photos from the fall brought in about $500 to the general fund. Nancy mentioned that the CDs are good quality, only made a $1.50 per cd if we sell them all. She notes we can charge whatever we want, it is a budget discussion.
VI. Operations: Penny Werner covered the following:
Nominating committee—Ron Scott has generously volunteered to chair the nominating committee. Ron mentions that Susan Siphers and Barbara Marley have agreed to serve on the committee.
Budget Process: Penny requests that we set a date for the budget meeting tonight. Lynn requests that she be included in that process. David also volunteers to be on the budget committee. Beverly requests that line item be included for miscellaneous stuff, specifically band camp stuff. Nancy says she brought along detailed reports last year to the budget meeting. She plans to have advance copies this year to those involved. All line items are tracked in QuickBooks records. Beth says she has also been keeping a list of items that have surprised us this year and should be considered for line items for next year. Lynn suggests someone from each area be represented in the budget process. Penny says we need to set a date, toward the end of March would be good; proposes the 3rd week of March. Beth suggests that the meeting could be held at John’s office. Beverly suggests it not be a weeknight but a Sunday afternoon. Beth tentatively sets the date as Sunday March 25 starting at 2:00; to be confirmed with Mr. Hunter. Penny suggests we bring in food or bag lunch or chip in for lunch.
WCU Band Camp: Penny notes that we should expect Band camp costs to go up 3-5%. She will be hearing from them in March or April. Dates are in place—Aug 4-11. Beth asks if Mrs. Vagle knows if there will be a scheduling conflict with Flight school and band camp. Nancy suspects that the dates posted on the website are most likely from last year and the timing of Flight School will be similar to last year, students wanting to attend will be accommodated.
Bus transportation for band camp will be $6240. Bus holds 54—2 busses should accommodate all the students even if we have a large rookie class. Penny asks are we paying for the total cost? Does that need to go into budget? Lynn reviews with the group several fund raising ideas that she has been looking into to defray the cost of band camp transportation. For instance: Ben and Jerry’s will donate 10-20% of proceeds from a single night Monday through Thursday. There are several locations but her suggestion is that the North Hills location may be our best bet. They use a step scale, we get a portion on every sale but get more if the customer mentions Enloe. We could combine proceeds with May car wash, but would have to rely on the kids getting out and pre-selling tickets and is not optimistic that it will work. Nancy suggests a fund raising goal of perhaps ½ of the expense. Karin mentions that perhaps an extra ~$63 to cover each student would not be seen as too bad. Penny wonders if we can get Corporate Sponsors? Lynn responds that there are corporate programs but what she has seen wants to see more global broader base programs; not something as specific as a local band. BBQ dinner was brought forward but tabled last mtg. Nancy mentions that perhaps the boosters would fund a percentage say 40 or 50%. Donations can always be designated to a specific cost or line item. Beth asks if perhaps we should form a transportation committee. Someone to try to get a feel from the group to approach people and network for donations toward transportation. Lynn says perhaps we could approach alumni. Judy asks if we have had someone to generate a list of alumni? We have gone from not having to pay a $1 (prior to fair share) to large personal costs. Penny says if costs get too prohibitive we may need to change sites; Sanderson goes to Buies Creek for example. Lynn, asks if perhaps the chaperones should pay and gives some examples of school trips where chaperones have been expected to pay. Penny V says she always pays to go. Penny says so far we have done our best to contain costs, the staff rooms together, do our best to put everybody up. Beth says doughnut days did a fabulous job to cover our costs, but since it is no longer an option we have to come up with that much money somehow. Nancy says she could agree to pay for some through the general fund. Karin stresses we need to know the final amount before packets go out. Judy, why not take it out of general fund for next year? Did we deplete more than we took out of general funds last year? Nancy says it is not that we don’t have money, but suggests not the entire amount but say $4000. Judy says we need to look closely at using the general fund. Beverly says that expenses don’t equal the fair share; the budget builds in the possibility of not getting all funds. David says that Fair share funds are not the same as General funds but it all goes into one account. Nancy clarifies that monies are allocated based on budgets—always have the general fund. Concern is how you spend; how incoming funds are utilized, they are split by expenses. Judy moves that bus transportation to band camp comes out of general funds not to exceed $7500. David seconds the motion. Discussion: Ron asks if there is anyway we can make it cheaper, can we cut the cost of the busses? The group says that doesn’t work, it is a safety issue, not a place we can cut costs. What about truck? Are we sure we are getting the best deal? Can they give us a discount if we perhaps advertise for them by putting a sign up on the fence at football games? Penny says not without the agreement of the Athletic Boosters. David says everyone agrees that it would be great if we could raise all the money. Beverly notes that any more monies fundraised going forward could be earmarked for transportation. Karin notes the huge amount of flux in checking account, and ask Nancy if there will be cash flow problems, can we handle this expense? Nancy says we will have to address when we collect and when it goes out to manage cash flow. We may need to set fair share payments earlier to address cash flow. We may also have to move monies out of CD that mature in June or July Beth clarifies that this motion is for this coming band camp, from this point forward we need to accommodate transportation with creative fundraising to try to avoid increasing camp fees. Vote includes 3 opposed but motion carries.
VII. Ways and Means: Lynn Condreay reports:
The big project now is the Joel Martin concert. Although some deposits came out of our accounts, the Boosters will bear no expense. Beth asked if everyone has bought a ticket. Basically have covered the costs, depends on number of seats sold and can’t finalize the numbers until after the concert Sunday when the final numbers are in. We have worked on many issues and negotiated many things, Penny Vagle has been a big supporter. The teachers and many in the Boosters have been involved. Reception will be back here in the cafeteria after the show, Beverly is coordinating. Drew mentions that he needs help at school at 8:00 loading truck and help to know what to load on the truck.
Nancy moves that we support Ben and Jerry’s fundraiser, Drew seconds the motion, it carries unanimously.
Ron says they are working on plans for a silent auction, although they have not gotten a lot of interest in the project up front, Liz feels they have to start somewhere. They are looking at lots of options including gift certificates, donations and cake sale. Beth mentions successful donation ideas she has seen of a donated dinner party for 8 poolside; golf packages and golf pro lessons. Ron and Liz are continuing to work on the project and have plans for soliciting donations and generating interest. Ron reminds the group that donations will be a tax write off.
David moves to adjourn at 8:40, Ron seconds the motion, it carries unanimously.
IX. Next meeting date: March 8, 7:00 p.m. Enloe High School Band Room
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