Enloe Band Booster Minutes-January 2006
Meeting date: January 12, 2006
Location: Enloe High School Band Room
Attendees:
Karin Hess, Lynn Condreay, Drew and Sara Morrison-Rowe, Beverly and David Hockenberger, Penny Vagle, Nancy McLean, Doug Reeves, Kaye Poole, Nancy Brenner, Ruth Bromer
Meeting called to order at 7:06p.m. by Doug Reeves
- I. Minutes of the December 8 General Meeting; no additions or corrections, minutes accepted as issued.
- II. Band Director’s report-Mr. Hunter
Director’s Report
January 12, 2006
- q Once again we had many students make the all district band! Many others came very close and benefited from the audition. Here’s a list of those who made it.
Flute – Hannah Thurman, James Marlowe
Oboe – Rebecca Gottstein
Bassoon – Annie Hostetter
Clarinet – Charlie & Alex Kilpatrick, Brittany Leung
Bass Clarinet – Jeff Eckert
Tenor Saxophone – Ben Cohen
Baritone Saxophone – Doug Poole, Andrew Rohm
Trumpet – David Lu
Horn – David Duterte, Carlie Huberman, Jenny Smoak
Trombone – Phillip Condreay
Tuba – Bradley Evans, Ted Oliver
Percussion – Jeremy Gurganious, Kuntal Shah
- q The All District clinic will be held at UNC. We will commute. Hiring a bus and driver would be too expensive for 19 students so I will look into the small bus (12-15 passengers) and a couple parent drivers. If we are unable to arrange transportation then it will be up to each student to arrange his/her own. The clinic begins Friday 1/27 1:30PM.
- q Several students applied for the UNC honor band clinic. I am yet to hear back from UNC. Students who applied should keep 2/3-4 clear on their calendars.
- q Our young conductors (8th period) have their batons and are preparing to conduct!
- q Exams begin tomorrow. Students are required to turn in performance attendance programs during exams. Friday night offers 1 more chance to earn 7 points toward the requirement.
Upcoming Events
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
Feb 3-4 UNC Honor Band Clinic – selected students only
Feb 9 Booster meeting @ Enloe
Ruth mentioned that in the past students have stayed overnight at the location for the 2 day clinic. She will look into whether this is an option for the January clinic.
- III. President’s Report: Doug states that the fall concert was fabulous! The participation of marching band was overwhelming. He thinks that the ongoing inclusion of the marching band in the program is the start of a wonderful tradition. Mrs. Vagle adds that she heard a lot of positive comments from parents and students. Doug also showed off the new Band Booster banner.
Mrs Vagle asked if we (the band boosters) want a table at the magnet open house January 31? Some discussion around that what student and parent involvement might be wanted at the open house.
David Hockenberger says he doesn’t know of any outstanding orders for marching band season DVDs or any issues about orders.
- IV. Treasurer’s Report
TREASURER’S REPORT
Enloe Band Boosters
January 12, 2006
AUDIT OF FISCAL YEAR 2004 RECORDS:
Records are ready to give to John Montgomery for audit.
FUNDS STATUS:
First Citizens Account Balances per QuickBooks as of January 12, 2006:
Checking Account (Business Quest) $ 6,791.88
Savings Accounts $ 12,306.35
12- 17 mo fixed rate CD $ 18,539.84
TOTAL $ 37,638.07
RECEIPTS/EXPENSE DETAIL:
Leadership Gifts:
Amount Collected: $770.00
Less: Amount Spent 758.07
Net $ 11.93 (Will go into misc. income)
Photograph FR:
Amount Collected $210.00
Less: Amount Spent 111.22
Net Income $ 98.78
Pie In the Sky FR:
Amount Collected $1,740.00
Less: Amount Spent 1,001.00
Net Income $ 739.00
Fruit FR:
Amount Collected $15,688.00
Less: Amount Spent 9,417.19
Net Income $ 6,270.81
General Items:
-Preparing Tax Letters for Donations made during 2005
-Preparing Budget Review for Meeting in February
-Lockbox (Student’s need to make sure anything dropped in the box is clearly marked!)
-Projects in process:
:
- 1) NC Sales Tax Refund requests for 3 prior years now that records are available.
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- 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 notes that this time last year we were sitting on a large enough balance to ask Mr. Hunter to put together a list of priorities. From this list were purchased several much needed items. We will again ask Mr. Hunter what items would benefit the bands the most, if funds are found to be available. Money spent on items last year has made a major difference this year. Doug mentioned one expenditure that should be considered for the list: new scaffolding. Doug Nacewicz, a band parent and construction manager, recommends new aluminum scaffolding with the addition of a ladder. This new scaffolding will be more stable and corrosion free. Estimates are approximately $2000. Doug will ask Mr. Hunter for his priority list of potential expenditures for this year."
Nancy notes she has some old invoices she needs to research before she pays. Doug asks if Nancy what our financial status is compared to this time last year. Nancy explains that information is not at her fingertips. She explains ~$4500 for uniforms still needs to be paid and several other outstanding bills for music. Classroom fairshare monies have not been deposited yet. Some expenses coming up in spring per Nancy McLean. Nancy’s reports for the next meeting will be able to show how much of budgeted amounts are not yet spent. Doug summarizes that maybe needs are not as great and don’t have as large a pool of available funds as last year.
Lynn notes that we have a monies set aside for uniforms, do we need something like this for instruments? Nancy explains that there is a line item for instrument purchase and repair and marching band purchase and repair in budget. But this line item would not cover large planned purchases. Lynn suggests we have a regular set aside.
Doug states that this leads to next topic: budget process. Doug reviewed briefly the budget process which will be taking place over the next few months.
Booster insurance: Doug explains that Lorraine Johnson investigated both Martin and Enloe PTA/Booster organizations and their insurance policies. Lorraine did online research and found an insurance company, AIM, that underwrites policies specifically for booster groups. Charges for coverage and FAQs are available for review on their website. Doug poses the question to the group: should we consider? Is their a volunteer to investigate? Nancy Brenner states she is in favor of pursuing, she mentions that PTSAs are required to have it. Doug will solicit a volunteer to investigate insurance and report back to the group.
IV. Fair share Report: Karin states she is about to send out a letter to each family as to their fair share status. She credited everyone that she could determine was owed a credit for their marching band DVD, if anyone has any issues or questions around their DVD credit they should contact her. About 1/3 of the classroom fair share has been collected so far, some of that 1/3 involves credit for some who have generated enough fundraising funds to pay some of their classroom fair share. 94.6% of marching band fair share has been collected. Lynn asked if it is detailed in the letter what any overage credit can be used for? Karin answered that it is. Karin encourages that families don’t stop fundraising any monies can be used for other trips, like the spring band trip, carry over for next year and other expenses. Karin mentioned concern about the ability to collect the classroom fair share. "Kaye found out that at Sanderson a fair share letter goes out a month before spring festival; those who still owe classroom fair share can’t participate unless they pay at least the $35 bus fee. So in effect like saying half your fair share is due in March vs. May. Doug said he checked with Chip who did not see a problem implementing a policy like this."
V. Operations report. Gator maintenance costs ~$150 per year should now be a line item in budget.
VI. Ways and Means. Lynn mentions that a relatively low percentage of students who are in classroom band are participating in fundraisers, and she is not sure why." Lynn outlined the fund raisers for the spring. Drew plans another car wash (funds only go to general fund not fair share), and a spring pie sale, but not a lot of other opportunities for fund raising besides grocery cards. Pie pick up at a fall concert worked great, some there even asked if they could buy pies there but there was no extra. Is there some other event in spring to coordinate around? Karin raised the possibility of a strawberry sale fundraiser. The berries would come in early March, Florida berries which would be available before local berries. What does the group think? Everybody likes the citrus…maybe next year? Maybe request a sample this year? Can they give us references? Something good quality that people can’t get in the grocery store. David still thinks candy sale is a good idea. Ruth says some schools do twice a year fruit sale. Beverly thinks a strawberry sale is worth looking into. Drew to try for car wash at Sam’s. Lynn asks if we can find a way to tie individual fair share to general fundraisers. Doug reminds the group that Sam’s says we can sell food during a car wash. Drew mentions that May is bad for car wash because of AP tests, several dates in April are bad due to other school activity conflicts. Lynn moves that we reserve May 20 for car wash, Karin seconds the motion and the group votes unanimously in favor. Doug encourages the group to experiment with new fundraising ideas.
- VI. Next year’s off-site band camp planning. Kaye Poole reports that a contract will be signed soon with Western Carolina for August 5-12 inclusive. Doug will send out an email for all families to mark these dates and those of on site band camp on their calendars. Lynn asked if there was a way for Mr. Hunter to contact the middle school and get the dates out to prospective students?
Ruth Bromer explained her plans to get positive feedback from every student that wants their ribbons at the end of the year, if students do not respond we will have to assume they do not want their ribbons. In this way we will avoid spending money on unwanted ribbons. The group discussed several possible approaches to contact the students and get their responses.
Nancy Brenner noted that the award budget was amended to add medals for marching band, the budget can be amended to change the line item for these other awards too if necessary. Ruth will ask Mr. Hunter for direction on this issue.
Ruth mentioned that she was very pleased (quality and price) with the company she found for letter jacket embroidery. Contact information is Danna at The Embroidery Works. Her number is 467-2984. She is in MacGregor Downs. She can also order letter jackets.
Nancy asked if officers and committee chairs are writing their job descriptions. Sara suggests posting these descriptions on the website.
Doug asks if there are any volunteers for the nominating committee for next year’s slate of officers?
Meeting adjourned at 8:40p.m. The next meeting is scheduled for February 9 at 7:00p.m.