The Enloe Band Boosters Minutes

Enloe Band Booster Minutes-February 2006

 

Meeting date: February 9, 2006

Location: Enloe High School Band Room

 

Attendees:

Karin Hess, Lynn Condreay, Sara Morrison-Rowe, Beverly Hockenberger, Nancy McLean, Doug Reeves, Kaye Poole, Nancy Brenner, Susan Siphers, Jill Kirby, Scott Kirby, Penny Werner, Skip Smoak, Beth Narron, Michael Hostetter, Ruth Bromer, Mr. Hunter

 

Meeting called to order at 7:09p.m. by Doug Reeves

 

1. I.                     Minutes of the January 12 General Meeting; no additions or corrections, minutes accepted as issued.
2. II.                   Band Director’s report-Mr. Hunter

Director’s Report

February 9, 2006

 

1. q       Considering Big Ticket Items – Brook Mays is clearing out some items from warehouses all over the country.  I have a list of their clearance items.  We can get 40% off the educator discount prices while supplies last. 
1. o        2 used Yamaha concert euphoniums - $1140 each, normally double that for new; top of the line, exactly what we want.  I’ve asked BM to have them shipped to their store for me to look at.  This is a very high priority.
2. o        1 King tuba - $3200, regularly $5500 for educators, top of the line model.  This is a great deal so if we can afford it we should buy it.  It would be the best tuba we own, though we’re not in dire straights.
3. o        2 used marching horns - $187.18 each, regularly $312.  I don’t know what kind but am having them shipped to BM so I can look them over.  At that price if we can use them we should buy them (if we can afford to).
4. o        2 Armstrong wooden piccolos - $660 each, regularly $1100.  We’ve been patching up piccolos for a few years now.  We can still make the ones we’ve got work, but these are nice and the price is right.
5. o        1 Hi-hat - $147, regularly $245.  The jazz classes have two drum sets but have to share this essential piece of equipment. 

NOTE: All of the above instruments are on my priority list.  The euphs & hi-hat top the list.  The others are needed and these are great deals.  Still, the pit section of the marching band has severe needs in order to be completely outfitted.  They need 2 intermediate marimbas (at least 1 for next season) and 1 set of vibes.  We should consider how much “piggy bank” money we can afford to spend this calendar year and let me prioritize.  Most of the items above are big ticket items and if the costs are factored into fair share then student fees would likely increase significantly.

1. q       New uniforms are here at long last.  Though they are brand new no significant differences exist when compared to the older ones.  Thanks to Elaine Westarp and her crew!
2. q       Brian Lowry – He designed our drill for the past 3 years.  He was not hired as an instructor, but did visit twice for about an hour each.  We will arrange for a new drill designer for next year.
3. q       On-site MB camp – Aug. 14-17, 3-8pm (hours to be debated) Picnic & Exhibition 8/18 7pm; percussion & guard will likely do a pre-camp July 31-Aug 4 (likely 9-4)
4. q       Midwest convention – I traveled to Chicago for the International Band & Orchestra Clinic in December.  Great experience!  Hadn’t gone in several years, would like to go frequently.
5. q       Spring Trip – Wind Ensemble & seniors only to Smoky Mountain Music Festival April 28 & 29; must have near 100% participation in order to attend; perform for world class conductors/composers; deposit due by end of February; approximately $150 per student plus transportation; take 1 bus to include members & chaperones.
6. q       I was recently selected as the new resident conductor of the Triangle British Brass Band. 
7. q        

Upcoming Events

Feb      9          Booster meeting @ Enloe

1. 11                Triangle Youth Brass Band in concert @ Meymandi 8pm (7 points)
1. 16-18      UNCG Honor Band Clinic

18        River City Brass Band in concert; Herbert Young Center in Cary; 7:30pm (10pts)

Mar     2          UNC Jazz Festival

1. 4                    Honors Band Auditions @ East Davidson HS
2. 9                    Manhattan Jazz Combo performs for jazz class

Booster meeting 7pm

1. 10                Triangle Wind Ensemble in concert @ Enloe; 7:30pm (10 pts!)

program title – “Symphonic Masterpieces: No Strings Attached”

 

Secretary’s notes on Band Director’s report:

 

Mr. Hunter expressed his appreciation for all the work Elaine Westarp and Todd Cohen have done with the uniform committee over these many years.  He notes that there is no visible difference between the old uniforms and the new ones that just came in; surely this is a testament to the good care they have received.  Mr. Hunter also wants to put in a good word for our dry cleaner—Nancy notes it is Beacon Cleaners.

 

Trips—Calendar alert! The spring trip that was planned for the weekend before spring break (March 25/26) is not going to happen this year.  Mr. Hunter does want to take the Wind Ensemble and any other band seniors to Knoxville the weekend of the 28/29 of April. (See above)

 

There was much discussion around Mr. Hunter’s list of needed instruments.  Many instruments are needed for class and marching bands.  Mr. Hunter described the opportunity he has to purchase deeply discounted instruments from Brook Mays.  He has asked that these “close out” instruments be shipped to the local store for his inspection.  If these instruments are as good a deal as they appear, Mr. Hunter cannot wait until the next booster meeting for a vote to release an exact amount for purchase.  Mr. Hunter carefully laid out his thought process around what instruments are needed, and there is a serious need for many class and marching band instruments.  Alternate funding sources were discussed including developing a program to solicit donations from parents and honoring these donations with some kind of plaque. Jill moves to authorize the release of no more than $10,000 for Mr. Hunter to buy needed instruments as described to the group. Penny seconded—for Mr. Hunter to purchase necessary classroom and marching band instruments.  Final approval is subject to authorization by the board.  Discussion, Penny wants to know if the store will possibly cut the prices further for a commitment to buy multiple instruments. Mr. Hunter says he will definitely look into it.  Motion passes unanimously.

 

III.         President’s report:

-Uniforms--Doug echoes Mr. Hunter’s words of appreciation to Elaine Westarp and Todd Cohen for 6 years of uniform stewardship and service to the band, before they took on the task there was no system in place, now the uniform program runs smoothly and surely has saved the organization a tremendous amount of money.

-Nominating committee and committee leadership—Sara, Skip and Beth are soliciting nominations for next year’s board.

-Support for substitutes during band events--substitute teacher funding—when Mr. Hunter is absent from the classroom for band events and professional development (even authorized leave) the school will not pay for the substitute teacher.  The boosters will need to budget for this next year if we plan to cover these expenses.  Beverly moves to cover substitute teacher pay for the rest of the school year, not to exceed $500.  Lynn seconds the motion and it passes unanimously.

-By-Laws meeting for the board—date is set for March 2, 7:00p.m., place to be announced.

-Ms Vagle sent her apologies that she is unable to attend tonight, her mother is ill.

 

IV.       Treasurer’s report—Nancy Brenner

 

TREASURER’S REPORT

Enloe Band Boosters

February 9, 2006

 

AUDIT OF FISCAL YEAR 2004 RECORDS:

           

Records are ready to give to John Montgomery for audit. Have e-mailed Kathy and John, but will have to work out getting the records to them, since they both work during the day.

 

NONPROFIT MAILING PERMIT:

 

            Have form and will mail to USPS once all attachments are secured. 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:

 

            Research has begun and should be completed by the next meeting.

 

FUNDS STATUS:

 

First Citizens Account Balances per QuickBooks as of February 9, 2006:

            Checking Account (Business Quest)                                            $  1,405.94

 

Savings Accounts                                                                $ 12,307.78

 

12- 17 mo fixed rate CD                                                      $ 18,539.84

 

                                                          TOTAL                  $ 32,251.56

 

RECEIPTS/EXPENSE DETAIL:

 

Donut Days FR:

Friday, February 3, 2006

Amount Collected                 $243.25 (Rev’d to include $5 from Nancy Brenner)

Less:   Expenses                     138.40

                        Net Profit        $104.85

           

Photograph FR:

            Amount Collected                 $220.00  (revised-addt’l $10 rec’d)

            Less: Amount Spent               111.22

                        Net Income                 $108.78

 

General Items:

 

-Preparing Budget Review. Had hoped to have it complete for this meeting. Unfortunately there is still work to do on Quick Books for it to make sense for a Budget Committee.

 

  Note:  Need to address prior fiscal year expenses paid in this fiscal year…will require adjustments to current fiscal year. (i.e. Postage, Music purchases, Instrument repair, etc.)

 

-Lockbox:

            Mr. Hunter is now providing envelopes for students/parents to use to deposit funds. A sample envelope is on display so they know what info to provide. It has worked fairly well for the All District Auditions and Clinic.

 

-Rita Goodman Scholarship Fund:

            Still need to 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.

 

V. Fair Share Report: Karin Hess

-Marching Band Status—outstanding balance due on a few accounts; per the policy, these names and amounts due will be submitted to the office to be added to the administration’s delinquent fees list.

-Classroom fair share status—sending out the letters was a big help, cost of mailing was approximately $55.00. Many checks were received, so far $6500 of the classroom fair share has been collected.

 

VI. Operations Report—Jill Kirby

-New Racks—Jill was able to procure 2 new uniform racks at a great price from AandB Store Fixtures.

-Gator Maintenance—Gator was checked and serviced by Revels—she notes they are excellent to work with, they came and got the Gator, serviced it and brought it back.  She passed on the notebook of Gator information to the equipment committee chair and encourages them to maintain a good working relationship with Revels.

-Magnet School Open House—went very well this year, it was very successful and Jill recommends that this function be handled by a committee next year.

-Spring Work Day—is set for May 13—Jill plans to perhaps have a cook-out, and work through a “do list” including possibly painting the shed, putting up scaffolding etc.

-Refrigerator—Jill thinks maybe the closet across the hall could accommodate a decent size refrigerator and that it would be a useful addition.  Skip points out that the room will need adequate ventilation and cooling as the refrigerator will generate a lot of heat.

 

VII.       Ways and Means Report: Lynn Condreay

-Doughnut Sales—Jill—are going great! Plan as many Fridays as possible through the end of the year, should make a significant contribution toward the transportation costs to off site band camp.  Volunteers are needed!

 

Lynn shared the following:

 

Band Booster Fundraising List (2005-2006)

 

Fair Share—credited to individual students’ accounts

Grocery Cards	Ongoing	Kaye Poole
Fruit Sales	Fall 2005 (~$700/$1700)	Debbie Hostetter/Lynn Condreay
Pie Sales	Fall 2005 (~$700/$1700)	Lynn Condreay
	Spring 2006
	Sell 4/4-4/21
	Order turned in 4/27
	Pies Delivered 5/12 (Fri. afterschool)
Entertainment Boods	Fall 2005 ($2100)	Debbie Hostetter
Car Wash	Fall 2005 (~$2300 includes the $1000 matching from Sam’s)	Drew Rowe
General Band Funds – credited to band operational funds
Marching Band Only
Donuts	Spring 2006(goal ~$2,000)	Jill Kirby
Spirit Sales	Fall 2005 (?)	(Jill/Beverly/Lynn)
Purchased Trinkets: Pompoms
Promotional Free-Bee’s: Seat Cushions/megaphones
Car Wash	Spring 2006 May 20	Drew Rowe
All Band
Veteran’s Day Fundraising	Fall 2005(~$600)	Jill Kirby
Car Wash	Spring 2005 (?)	Drew Rowe
Corsages	Spring 2006	Jill Kirby
	Proposed Sell with donuts and maybe lunch
	Pickup afterschool on 4/7
Grants?

 

 

VIII.      Orientation and Mentoring

–Rookie Boot Camp-May 8-10; (Guard auditions will be the first week in May

-Parent’s Orientation/mentoring, May 12, 7p.m. Deborah McMillan will be chairing this new and very worthwhile effort she needs volunteers!   This program is geared toward incoming freshman or rookies and their parents.  To volunteer please contact Doug or Deborah, this effort needs to get off to a good start.  Deborah has lots of great ideas, including a presentation, videos, cds, etc. Penny asked if the instructors could be there?  Mr. Hunter thinks that is a possibility.

Mr. Hunter explains that nothing is needed from the boosters to run Rookie bootcamp.  

 

IX.        2006 Off-site band camp: Kaye Poole and Penny Werner.  Penny reviewed some of the recent planning communications she has had with WCU staff.  Mr. Hunter agrees that no Saturday night dinner is needed at WCU. Last meal should be Saturday morning breakfast. There was some discussion around the WCU offer to upgrade our housing; the group agreed the extra expense would not be necessary. Penny explained we will not have the same cafeteria as last year, which will be somewhat less convenient.  There was some group discussion around using Holiday Travel for the busses to and from camp.  Cost will be approximately $5008 for 2 buses—108 people.  Ruth moves to approve the use of Holiday Travel, Karin seconds, the motion carries unanimously.

 

X.        Other Business?

Ruth mentioned the spring award ribbons, which had not been included in the budget.  Ruth describes that she plans to distribute an award form through band classes;  Ruth will only order awards for students that indicate on their form that they do want the awards i.e. they won’t get them if they don’t send the form back.  There was some discussion around students paying a nominal fee to cover, but Jill moved to release monies of no more than $500 to cover the spring awards for those students that positively indicate their desire to have their awards.  Lynn seconds the motion.  Motion carries unanimously.

 

XI.        Announcement of next meeting and adjournment:  Meeting adjourned at 9:22p.m. The next meeting is scheduled for March 9 at 7:00p.m.