Enloe Band Booster Meeting Minutes
July 15, 2004
Meeting Called to Order at 7:02 pm
In Attendance:
Barbara Avery, Debbie Hostetter, Robert Hunter, Mike Johnson, Bob Marks, Pegi Marks, Nancy McLean, July Melton, Nancy Molin, Sara Morrison-Rowe, Chip Teeter, Susan Teeter
Old Business
Treasurer’s Report:
Mike Johnson passed out the current income/expense statement. There have been no checks written as of yet against new budget, which went into effect 7/1/04.
Fair Share:
As of the last meeting, there were 4 outstanding fees; 3 checks have been received and the last one is due to be paid on 7/22.
Judy Melton, who lead a committee to review fair share policy reported on the committee’s recommendations. The proposed new policy was passed out. The differences from the original written in 2003 are as follows:
- No rollover of funds for classroom fair share – excess funds would go to the general fund. This statement is not a policy change – just a re-wording)
- Clarification of statement that classroom fair share is per family and Marching Band fair share is per student.
- Marching Band fair share references the financial contract.
Motion made to accept Fair Share Policy by Mike Johnson, seconded by Nancy Molin. The revised Policy is attached to the end of the minutes and also, Chip will post it on the web site. Chip commented that it’s really important that we enforce this policy; that if it isn’t enforced, then it was just a waste of time. On the first day of band camp, students that are not current will be asked to leave. Pegi asked how this will affect the program if kids drop out/leave. Hunter says changes can be made as they happen but it is really frustrating for the drill director as well as himself. Nancy Molin asked if we could call the night before camp anyone whose fees are not current.
Also, the question was raised if we can suggest scholarships to anyone. The consensus was no, that the deadline has passed. The Board can accept applications after the deadline, if a family’s financial situation has changed since the deadline passed. He suggests moving the deadline up to May 15 or June 1.
Another problem is that rookies have already made plans during band camp. He works with parents to see if plans can be changed if at all possible, but the ultimate decision is up to him to decide if a rookie can miss part of camp.
Scholarship
One scholarship application was applied for and accepted. The board approved acceptance by a vote of 5 for and 1 against. The policy mentions a meeting with the student and parents with the board members. In this instance, the new scholarship application form provided the necessary detail. The applicant has asked for $225 and has agreed to be responsible for $150 balance. He has already paid both deposits.
Mike Johnson went back through records from the last 2 years to look for possible donations from a local church, but no money has ever been received.
Chip passed out a blank copy of the scholarship application to show the format and content.
New Business
Classroom
The Marching Band roster form can be used for the classroom information for the database. Mr. Hunter will pass these out the first day of school with a return date of the first Friday.
Marching Band
Chip wanted to remind everyone of the 2 separate email groups: EnloeBandBoosters@YahooGroups.com and EnloeMarchingBand@YahooGroups.com.
Sara Beall has asked for help during band camp with sewing. Barbara asked about the volunteer forms that were filled out. Nancy has those forms and will pass them on to Jill Kirby, the volunteer coordinator.
Barbara asked about a request sent out to Mr. Livengood. Request asked if cars with water containers can be driven onto the edge of the practice field. The request was denied with a suggestion that we can park the car directly outside the gate and the kids will have to walk there to get water. Mr. Hunter said that this was a reasonable response. Requests for field use have been submitted and were approved. Also we requested that they not aerate the field until after Nov. 1. If we have mowing problems, Ms. Vogle has asked that we call her and she will have it done the following day.
Nancy McLean asked Mr. Hunter if he has keys to building yet. He replied not yet, but that he had a conference with Ms. Vogle the end of the school year. The issue of a key is a major issue for Mr. Hunter, as well as the Booster organization. Too many problems could have been avoided in the past with more flexible access to the building. Mr. Hunter feels he is not trusted. He pointed out that he is the only band director in Wake County without a key. Ms. Vogle promised him she would work on it over the summer to resolve. If it is not, the board and parents can work on ways to help resolve.
Drew asked (via proxy) about getting in the school to hang hooks for Nathans. No date has been set but Mr. Hunter will be at school all next week. The kids will be responsible this year to clean out their own Nathans. Hopefully, by hanging them, they will be able to dry out after being used.
The Marching Band this year is around the same number as last year. The Color Guard has grown considerably to 15 members. The drum line is larger this year – 2 new snare drums, 1 new quint and 1 new base drum. There are 3 new sousaphones from last year. The only problem this year is that there are only 4 trumpets. There are more freshmen than last year and several sophomore rookies.
The guard instructor is new and she is really excited. She was in Marching Band in Kentucky and is currently a dance instructor.
Our drum instructor marched with the Crossmen and was the youngest ever to be in the Crossmen. He is currently working with the kids.
Mr. Pellas is back and getting paid this year.
Survey
There are a few things he’ll do differently this year as a result of the survey. In the past, he’s always taken seniors into a room at the end of the year and video taped their comments and suggestions and asked them to be frank.
- The bus sign up sheets he’ll do according to years in MB instead of years in school.
- Squad leaders were deemed unnecessary. He will try to give them more responsibilities.
- He will allow kids to use their flip charts and lyres more.
- More “cool” tunes in the stands. He has an arranging class so kids can learn how to arrange more songs. Also, the drum instructor is writing new drum cadences for the stands. He wants to be more impressive in the bleachers to get more kids to join marching band since there is no “pep rally” exposure.
Spring Trip
Mr. Hunter would like to plan a spring trip but wants it to be educational – not just a Disneyland trip.
Mr. Hunter was working with Holiday Tours for a trip to Wash., DC but cost was high. He also said that he would prefer a long weekend as opposed to Spring Break. Judy mentioned that Friday, April 22 is a teacher workday and would be a possible date. It was also suggested that we have an additional fund raiser for this.
Pegi mentioned that she would like to see more “uniform” uniforms when combined bands are performing together.
Ways and Means
Debbie stated that the fruit information will be received the first week of August. Prices have been increasing over the last few years, but we have not increased our costs. We will be increasing our costs this year a slight amount. Fruit sale kick off will be Sept. 8.
Meeting was adjourned at 8:55.
Fair Share System Policy
Revised 06/2004
Approved 07/15/2004
Parents of students participating in the Enloe Band Program support the program financially through the Fair Share System. Support from our band families enables the Enloe Band Program to function at the high level we have come to expect. Numerous fund-raising opportunities are available throughout the year. A student’s net proceeds from these fund-raisers are applied towards their fair share. Direct participation in the form of a check is also welcomed. Families can participate in fund-raising, write a check for the Fair Share amount, or a combination thereof.
Definition(s):
Student funds: Any monies contributed to the band program designated as a part of a student’s Fair Share contribution whether from the fund raising efforts of the student or through direct contribution.
Classroom Contribution Policy:
- Classroom Fair Share is on a per-family basis rather than on a per-student basis.
- The parents of each classroom band student will receive a letter during the first few weeks of the school year explaining the Fair Share System, general use of the funds, and opportunities for fund-raising. Periodic statements will be mailed to each family during the year to keep them informed of their Fair Share balance. All Classroom Fair Share student funds should be remitted by May 1.
- There will be no year-to-year rollover of credit balances in a student’s Fair Share account for the classroom Fair Share. Fund-raisers during the year provide ample opportunity to pay the classroom fees by the deadline of May 1. Any excess funds will be added to the general band fund.
Marching Band Contribution Policy:
- Marching Band Fair Share is on a per-student basis. Discounts are offered for multiple students in the same family.
- The parents of each Marching Band student will receive a packet of information soon after school is out in the spring for the following year’s Marching Band season, which will include Fair Share information and a Financial Contract. Periodic statements will be mailed to each family to keep them informed of their Fair Share balance. A student’s Marching Band Fair Share contribution must be credited in full prior to the end of Marching Band season, on or about November 1.
- Year- to-year rollover of a credit balance in a student’s Marching Band Fair Share account is permitted and is restricted to one year. The Fair Share fiscal year runs from June 1 to May 31. Rollovers for Marching Band fees are allowed because the fees are due in the early part of the school year. This allows students to continue fund-raising during the year toward the following year’s fees. This rollover privilege is made contingent on the student’s payment of the classroom fair share.
- Any student funds received in excess of a student’s Marching Band Fair Share for the current year will be credited as follows (if applicable):
a) Sibling’s current year marching band contribution
b) Student’s next year marching band contribution
c) Sibling’s next year marching band contribution
d) Band Booster’s General Fund.
5. Marching Band is entirely an extra curricular activity. Any student failing to meet their marching band fair share contribution and failing to secure a need based scholarship from the Band Boosters will be restricted from participating in any marching band events remaining in the current year and will be further restricted from participating in the marching band program in subsequent years. Refer to the Marching Band Financial Agreement/Contract for further information. All rules and penalties stated therein apply.
6. Excess funds left in a student’s Marching Band Fair Share account at graduation can be gifted towards another active student’s account. This non-sibling gifting must be done in writing, using the form provided. Otherwise, the excess funds will be credited to the Band Boosters’ General Fund.
General Policy:
1. The expected fair share contributions will be determined each year as a part of the budgeting process for the following year and shall be the responsibility of the members of the Board along with the Fair Share Coordinator.
2. Student funds will be tracked for both marching band and classroom contributions.
3. As deemed necessary by the Office of Ways and Means some of the fund raisers held during the year may be classified in advance as serving a particular fund classification (i.e., general fund, classroom fair share, or marching band fair share).
4. As other issues or situations arise throughout the year they will be addressed as required by the Fair Share Coordinator and members of the Board on a case-by-case basis.