The Enloe Band Boosters Minutes

Enloe Band Booster Minutes-July 2005

 

Meeting date: July 14, 2005

Location: Enloe High School Media Center

 

Attendees:

Robert C. Hunter, John and Susan Siphers, Michael and Debbie Hostetter, Jill and Scott Kirby, Ed McLean, Alice Zuber, Cynthia Rohm, Penny Vagle, Penny Werner, Karin Hess, Nancy McLean, Lynn Condreay, Kaye Poole, Maureen van der Horst, Ryan Rohm, Doug and Ellen Reeves, Judy Melton, Barbara Avery, Rebecca Whetten, Lorraine and Jay Hohnson, Nancy Brenner, Tony and Arletta Ray, Laura Jean Becker, Chip Teeter, David and Beverly Hockenberger, Sherri Miller, Sara Morrison-Rowe

 

Meeting called to order at 7:04pm by Doug Reeves

 

I. Introduction of New Officers

Doug introduced the new officers to the group:

Doug Reeves: President

VP-Operations: Jill Kirby

VP-Ways and Means: Lynn Condreay/Debbie Hostetter

Treasurer: Nancy Brenner

Fair Share Coordinator: Karin Hess

Secretary: Sara Morrison-Rowe

 

II. Secretary’s Report: Nancy Brenner made the following addition to the May Minutes: “Note under the Treasurer’s report that Chip confirmed during the meeting that according to the Bylaws an audit should be done at least once a year.” Motion to approve the minutes as amended was made by Kaye Poole and seconded by Karin Hess and approved by the group.

 

III. Resolution:

The following resolution was read by Debbie Hostetter:

 

Whereas,

 

Claud “Chip” Teeter has volunteered for numerous Enloe Band Booster activities for seven years,

 

Serving for two years as the President,

 

Guiding the organization to a position of financial stability,

 

Exhibiting diplomacy, sound judgment, and concern for the welfare of all band members,

 

Greatly strengthening the level of support for the Enloe Band program,

 

Setting an exemplary standard of competence in the leadership of the Enloe Band Boosters,

 

And doing so with a contagious spirit of enjoyment and enthusiasm,

Be it hereby resolved,

 

The members and officers of the Enloe Band Boosters, along with Mr. Robert C. Hunter, Band Director, express their grateful appreciation for all of his efforts, and wish him every success in future endeavors.

 

 

 

 

__________________________	__________________________
President, Enloe Band Boosters	Band Director, Enloe High School

 

 

IV. Directors report:

Mr. Hunter reviewed the following:

q       Neat new stuff here and on it’s way:

1. o        Customized Concert Folios – compliments of the school
2. o        New tam-tam – compliments of the school

o        Podium skirt – from booster budget (c. $320)

1. o        Guard equipment bags – from booster budget (c. $360)
2. o        Marching baritone – from booster budget ($1094)
3. o        Sousaphone – from booster budget ($3391)
4. o        Marimba for pit – from booster budget; rental instead of purchase, $45.45 per month for 3 months.
1. q       Three reasons that the upcoming Marching Band season can be the most successful in recent history:
1. o        We received the music before the summer break.
1. §         More time for students to practice.
2. §         More time for drill writer to work.
2. o        We have a full staff for the first time!
1. §         Robert C. Hunter (director/woodwind instructor) – paid by WCPSS
2. §         Tony Granados (brass instructor/consultant) – paid by boosters
3. §         Matthew Pellas (marching instructor ½ time) – paid by boosters
4. §         Steven McKiever (marching instructor ½ time) – paid by boosters
5. §         Tom Hauschild (drumline instructor) – paid by boosters
6. §         Peter Albrecht (pit percussion instructor) – paid by boosters
7. §         Angella Foster (guard instructor) – paid by boosters
8. §         Robert McAden (guard assistant) – paid by boosters
9. §         Brian Lowry (drill writer/consultant) paid by boosters
3. o       We will hold our first off-site band camp
1. §         Increased rehearsal time free from the distractions of home.
2. §         Great opportunities for the students to bond earlier in the season.
2. q       The Marching Band instrumentation looks very good: 9 flutes, 10 clarinets, 10 saxophones,  8 trumpets, 5 melons, 7 trombones, 4 baritones, 3 tubas, 4 snares, 2 tenors, 5 basses,              2 cymbals, 7 pit, 16 guard, and 1 drum major.
3. q       I’ve been in touch with the Marching Band officers this summer.  There is a lot of anticipation regarding the show.  They want to know all the details, of course, but that will not be revealed until Sunday night of camp. 

 

 

UPCOMING EVENTS

1. o        Sunday August 7, 11AM – Meet at Enloe to load buses for WCU camp.  Those who play school-owned instruments should plan to arrive by 10:30AM.  Mrs. Vagle will let us in the building.
2. o        Saturday August 13, 2PM – Return to Enloe.  Students will call ahead on cell phones, if available, to confirm time.  Please be waiting for the bus to arrive.  Mrs. Vagle will let us in the building.
3. o        August 15-16, 9-5 – Home band camp
4. o        August 17-24, weeknights, 5-8:30 – Night camp at Enloe. 
5. o        Friday August 19, 6PM – Marching Band family dinner in Enloe cafeteria, performance 7:30PM.

 

Mr. Hunter also reminds us that the competition that had originally been listed as October 8 is now October 15.

In response to a question regarding memorization of the music before band camp, Mr. Hunter said that students are strongly encouraged but not expected to memorize their music—they should be able to play and be familiar with their part before camp.

 

V. Fair Share Report: Karin Hess reported the following:

 

July 2005 Fair Share Report

With 93 students stating their intent to be members of the 2005 Enloe Eagles Marching Band, the Band Boosters’ goal is to collect $23,250 to pay for bills incurred for holding away camp at Western Carolina University.  This figure is arrived at by having 93 students pay the $100 initial deposit fee that was due May 27th  (i.e., 93 x $100 = $9,300) and the $150 2nd band camp fee of $150 due by July 29th  (i.e., 93 x $150  =  $13,950).  So far $13,731 of the total $23,250 has been collected.

 

$9,100 of the initial $9,300 owed for the first band camp deposit has been accounted for by check and money order payments, prior fair share credits carried over from last year’s marching band members, and scholarships awarded by the Booster Board.  This means 91 of the 93 students are accounted for and $200 remains outstanding.

 

$4,631 of the $13,950 owed by July 29th has been accounted for by check and money order payments, prior fair share credits carried over from last year, May and June grocery card fair share credits, and scholarships awarded by the Booster Board.  This means we need to have families send in another $9,319 within the next 2 weeks.

 

The Boosters would like to encourage all families with outstanding band camp fees and marching band forms to return these to the Boosters prior to the July 29th due date.  If these items are not received by this date, we will attempt to contact delinquent students to deliver these items in person to the marching band secretary and the fair share coordinator.  However, students should be aware that not turning in these items will result in their not being allowed to attend marching band camp at WCU.

 

All students and families who have any questions concerning their Fair Share account and monies owed for marching band camp, should immediately call Karin Hess, the Fair Share Coordinator, at her home at 266-7336.  Because she will be out of town from July 17-26, families with questions during this period concerning their accounts or any one of the marching band forms necessary for participation, should contact Nancy McLean, the Marching Band Secretary, at her home at 787-7397.

 

Doug recognized the huge efforts on the part of Nancy and Karin.

 

VI. Operations Report:

Jill reports that there has been a great response with people offering to volunteer.

She has also bought new Nathans; coordinating with Dick’s Sporting Goods to secure their remaining inventory at a significant discount. These are being discontinued by the manufacturer--$350.03 was spent to get 30 Nathans, (normally $20 each). She will also replenish the water bottle stock for $1 each

 

VII. Ways and Means Report

Deb Hostetter and Lynn Condreay reported briefly that:

The Fruit sale is scheduled—this is really good citrus—delivery is usually the first Saturday in December; profit a little less than 50%

 

They are exploring several possible new fund raising opportunities including:

We could join with the Enloe chorus and orchestra to sell Entertainment books. These are $30 with profit of $14.50 on each. Debbie briefly described some of the features of this program including on on-line ordering feature for books for other cities. If we participate selling would start Sept. 2.

 

Lynn described briefly another fund raising opportunity from a company called Pie in the Sky Pie Company. This company has seasonal product lines of pies and breads with a good profit margin. ($6 profit on a $12 pie) Although this company is a popular fund raiser in many communities, it would be unique in this area.

There was brief discussion around how the different fund raisers would be scheduled, how to stagger the different initiatives and how we could possibly time to coincide with some holidays. There was also discussion around whether the candy sale would be done this year given the problems collecting monies from this fund raiser last year.

Doug asked that the committee review all the options and have a recommendation in August for fund raising plans for the year.

 

Kaye Poole reminded the group to watch for the email notices she sends out regularly for purchasing grocery cards for Food Lion, Lowe’s Foods and Kroger. These cards are worth their face value but 5% of each will go toward your fair share.

 

Jill reported that Sam’s Club on South Saunders did match our recent fund raising efforts at their store and she has received their $1000 matching—this was earmarked for used toward a new sousaphone.

 

Next car wash will be August 20 at the Sam’s club.

 

VIII. Treasurer’s report

Nancy Brenner reported that she is working with the previous Treasurer, Mike Johnson, on transitioning. She will have 4 officers listed as signators on the booster account Doug, Jill, Sara and herself. She plans to implement a requirement of dual signatures for anything over $500. The current total in the bank account is $61,000 with a few deposits including the Sam’s club check mentioned above to be made and several large bills pending including about 25K for marching band camp yet to be paid. A portion of the group’s funds are in CDs. She will have a detailed report at next mtg.

There was some general discussion around the pros and cons of using Quicken vs. Quick Books for accounting software. She is looking into applying for reimbursement for sales tax going back 3 years. She reminds the group that for large purchases it is better that the Boosters writes the check directly than for an individual to make the purchase and file for reimbursement so sales tax does not have to be paid.

Mike will file the tax return and do the final reconciliation of the organization’s books.  Nancy will be soliciting a volunteer to audit the organization’s books. She is also looking into getting reduced rate postage for non-profits.

 

IX. Revisions to the 2005/2006 Marching Band Budget

Mr. Hunter reviewed the revisions to the budget that were made to reflect the increase in teaching staff—although some line items increased significantly others were able to be reduced so the net increase was small, approximately $200 over the $35,825 previously approved. This new budget has been reviewed and approved by the board.

 

There was some discussion around the uniform amortization line item. Mr. Hunter explained that although the county is scheduled to give the program 25K in 2008 for new uniforms it is not guaranteed and is not enough to replace all the uniforms—amortization fund was set up some years ago to cover the short fall. 

 

There was some discussion around dry cleaning line item. Doug asked that the uniform committee revisit this issue.

 

There was some general background explanation and discussion regarding the program. Approx 50-60% of band students participate in marching band. Budgets are kept separate for these functions. Chip provided some background on budget history prior to fair share. Karin points out that band classes have a fair share of $75 separate from marching band fair share. David Hockenberger points out that marching band fair share monies can roll over to the student’s account for the next year.

 

X. Off-Site Band Camp

Penny Werner, Barbara Avery and Kaye Poole report that:

They have been working on room assignments.

Male chaperones will have 8 students each and women will have 5-7 in each group. This is better than the 10/1 ratio required.

Chaperones are reminded of a 6:00p.m. mandatory chaperone meeting before the next booster meeting August 4.

 

Mrs. Vagle explains that all volunteers have to register every year even if you have registered previously—all chaperones have to register—this can be done quickly and easily at school—if you are signed up to chaperone but have not registered this year please do so. You can call the school or email her at: pvagle@wcpss.net to arrange a time to go in to register.

 

Everyone should have received their packets in the mail for camp. These packets include several forms that need to be returned. Also, chaperones need to respond to Kaye’s emails regarding transportation.

It was questioned whether we need to have health forms for chaperones. Ms. Vagle mentioned that for a recent school trip to Hawaii the chaperones did have health forms. Chaperones could fill these out at the chaperone meeting August 4.

Dorms are not air conditioned, can bring fans. Emphasized rain gear and extra pair of shoes.

All families are being asked to donate snacks and drinks for the camp: a 12 to 24 pack of snacks and 12-14 pack of drinks such as Capri Sun, Gatorade, etc. These could be brought to the August 4 meeting.

 

XI. On-Site Band Camp

Terry Wetzel and Maureen vander Horst are working on plans for the on site band camp. A number of volunteers are needed; they have had a good response to the request for volunteers.

Mr. Hunter reminds everyone that there will be a performance and dinner for families on the 19th.

 

XII. New Business.

            a. School Construction Schedule and Administration: Mrs. Penny Vagle, Assistant Principal, Enloe High School

 

Mrs. Vagle—construction update—looking for use of the football field for fall sports, completion of the press box and ticket booth are the priority, then the concession stand and toilet renovation next. Mrs. Vagle assured us that we will be able to get instruments on and off the field and move the band on and off the field the way they usually do. Marching band shed is now inaccessible—we will be able to get stuff out when needed. Baseball field will be ready for use in fall.

Mrs. Vagle reminds all volunteer to register with the school system through the on-line system at school. Please call or email her to arrange a time.

 

Chip emphasized how important it is for everyone to sign up for the band email lists, it is a very valuable communication tool, he cited the example of last minute change of plans due to weather.

 

The Booster Organization would like to thank Mrs. Vagle for generously giving up her evening to come to the meeting, assisting with registering our parent chaperones, and supporting the program.

 

To subscribe send an email to: EnloeBandBoosters-subscribe@yahoogroups.com

For marching band send an email to: EnloeMarchingBand-subscribe@yahoogroups.com

 

Visit the web sites at:

http://groups.yahoo.com/group/enloebandboosters/

http://groups.yahoo.com/group/enloemarchingband/

 

XIII. Announcement of Next Meeting and Adjournment

Next meeting is August 4 at 7:00p.m. following the mandatory chaperone meeting.

 

Motion to adjourn the meeting was made by Judy Melton, seconded by Kaye Poole and approved by the group at 8:45pm

 

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