Enloe Band Booster Minutes – July 2007
Meeting date: July 12, 2007
Location: Enloe High School
Attendees: Cynthia Rohm, Susan Evans, Carter Evans, Leslie Ann
Willis, Amy Siphers, Rachel Rowe, M. Ellen Longino, Susan Kilpatrick,
Richard Kilpatrick, Dale Gyöngyös, Paula Seligson, June Braden, Debi
Willis, Lynn Condreay, Fran Holland, Barbara Lee, Liz Scott, Ron
Scott, Bob McGoogan, Bill Kochuk, Speros Fleggas, Beverly
Hockenberger, Drew Morrison-Rowe, Penny Werner, Julie Oliver, Barbara
Marley, Sean Scott, Jeanne Marlowe, Ted Oliver, Kuntal Shah, Joanne
Schmitt, David D. Still, Alice Zuber, Wheatley Exum, Antonia Exum.
Meeting called to order at 7:15 pm by President Ron Scott
I. Minutes of the May 10, 2007 meeting – A correction was made
to the Funds Status in the Treasurer's Report. A typo in the total
amount indicated there was $555,127.73 in the account. The correct
amount should be $55,127.73. A motion was made by Penny Werner and
seconded by Sean Scott to amend the minutes with a unanimous vote to
approve the amendment.
II. Treasurer's report presented by Nancy Appleby for Patricia
Fleggas.
Outgoing treasurer Nancy Appleby reported for the current treasurer,
Patricia Fleggas, who could not attend this meeting. Nancy stated
that any one who needs to be reimbursed should see Speros Fleggas and
that forms for reimbursement will be posted on the website.
The board is looking into paying an outside auditor to review the
fiscal records. The 2006 fiscal year just ended (July 1, 2006- June
30, 2007), so records will soon be complete. Nancy reported that the
new officers on the Band Boosters Board now have signature rights.
It was noted that a new Quick Books program (upgrade) will be
purchased. Nancy Appleby stated that she will take care of the NC
Sales Tax Refund. The Rita Goodman scholarship fund, managed by
Wells Fargo continues to be available.
Approximately $69,000 is currently in the budget due to money
deposited for the upcoming band camp. Several expenses related to
band camp costs will be paid out in August. An audit of the 2004
fiscal year will be completed by Nancy Appleby since she was not
treasurer that year. Audits of fiscal years 2005 and 2006 will need
to be completed. Nancy will file tax returns for fiscal years 2005
and 2006. Ron questioned if all money owed had been collected for
the 2007 Smoky Mountain trip. Nancy responded that $200 still needs
to be collected.
A discussion was held about tax returns for nonprofit organizations
and the need to keep the nonprofit status solvent. Nancy was
questioned about whether using bulk mail would save money. She stated
that it had been looked into and it was found that the process was
much more involved than anticipated and would not be worth the input
involved.
Someone asked who could receive fair share money and it was stated
that Liz Scott will be taking fair share money this year.
A recommendation was made to have someone review the monthly bank
statement and it was suggested that the assistant to the treasurer be
responsible for this task.
III. Band Director's Report. In Mr. Hunter's absence, Ron Scott
shared a July 7, 2007 e-mail from Mr. Hunter.
Mr. Hunter reported that things are on schedule, i.e. the
arrangement will be delivered to the drill writer by Mr. Hunter when
he goes to UNCG to conduct a summer band, July 15-19. The drill will
be returned to Mr. Hunter by the end of that week. He reported that
there are 102 band members, 27 in the guard and 12 trumpets (an
increase from 6 trumpets last year). Mr. Hunter expressed excitement
about the work the arranger, Brian McCune, has completed.
Mr. Hunter stated that he attended the Bands of America
Summer Symposium, where he attended several clinics related to
marching band, including guard clinics and clinics on "general
effect." He came away with many new ideas to try out in the next
couple of years.
Mr. Hunter praised the kids in the upcoming marching band
with their creative ideas for the 2007 season, particularly Kuntal
and Sean. He stated that the arranger took their ideas and now the
details will be up to Mr. Hunter and his staff. He promised that
this year's show, The Divine Comedy, will be even more successful
than last year's show.
IV. Operations Report – Beverly Hockenberger
A discussion was held about how to handle requests for reimbursement
for money spent for small ticket items related to the bands. One
recommendation was that reimbursement be cleared through the
chairperson of the committee. Ron stated that he has discussed this
with the Treasurer, Patricia Fleggas, and it is their belief that
before any money is spent it should be run through the board or the
Treasurer in order to maintain our 501C rating. It was strongly
suggested that anyone needing reimbursement first e-mail Ron and
Patricia and perhaps other board members for approval. The debit
card is in Patricia's name. No one objected to the recommendation.
A motion was made by Penny Werner that any spending made by a
committee must be presented to the President or his delegated board
member prior to purchase. Beverly Hockenberger seconded the motion.
There was no further discussion and the motion carried with a
majority of yeas.
Beverly requested that a sign be made for the Concession Stand at the
Durham Bulls Games so that supporters who want to patronize Enloe can
find our booth. She shared specifications for the sign. Lynne
Condreay volunteered to take care of getting the sign. Beverly also
asked if someone could check into where band trophies could be
displayed. Student representatives at the meeting stated that band
students as a group did not want their trophies displayed in the
hall – they preferred to keep the trophies in the band room.
Marching Band Camp
Penny Werner reported that students will be housed at band camp in a
different dorm that is farther from the practice field, but it is
closer to the cafeteria where they will be dining. Penny stated that
campers should still plan for extra long bed sheets. A discussion
was held about how to march from the cafeteria to the field. Penny
noted that about 6 bagged sports chairs, up to 3 tents (10' x 10')
size and 2 folding tables (6' long) need to be purchased for band
camp. The tents are needed for shade. She also requested a very
large cooler. Ron offered to purchase the large cooler. Barbara Lee
volunteered to look for canopies and chairs, and Barbara Marley
volunteered to look for tables. Penny discussed the plans for ice
cream night and the need to purchase ice cream for this event. It
was requested that Beverly Hockenberger make funnel cakes. Penny
asked who will be doing pizzas this year and a new sponsor was
discussed.
Penny stressed that on August 4th, parents must not drop their
children off at the curb and leave. A parent must come in to the
medical table and also sign the photo permission slip. Students
cannot drive themselves in or come with a group. Parents must
accompany their child to Enloe. She requested that another e-mail be
sent about this. The drop off time is between 9:30am-10:00am on
August 4th.
Ron reminded parents to donate the following items to camp, bug spray
(OFF brand preferred) and sunscreen (Water Babies preferred). All
parents are required to send snacks and drinks for distribution at
camp.
Kaye Poole stated that some students still need to contact her about
their roommate preferences. Sean will contact freshmen.
It was noted that parents should sign up with Yahoo groups and Band
Boosters are still not linked on the Enloe green page.
V. Ways and Means –Lynn Condreay
Lynn Condreay reported that the Durham Bulls fundraisers had been
successful. Twenty seven families participated. The top earning
family received $444 and average earnings per family were $163. Sign
up for working the Durham Bulls concession stands will begin again in
the spring.
Lynn reported that more than half of the families are participating
in the grocery card fundraisers. Lynn discussed the upcoming
fundraisers and work dates.
July 19 - Volunteers will be labeling forms for fruit sales which
begin on August 13. The fruit sale is the largest fundraiser.
August 13 – Fruit sales begin. Sales turned in September 21 with
December 1 delivery.
August 17 – Football game sales of seat cushions and other items.
Help with selling is needed. Contact Harriet Johnson to volunteer.
First week of School - Entertainment or City Pass books will be sold
the first week of school. Lynn encouraged everyone to check yahoo
emails since sign up information is sent out this way.
August 24 – Silent Auction. The auction which is being run by Liz and
Ron Scott is being held to offset a $7500 transportation bill. There
will be lots of interesting items. Work is being done to develop an
electronic catalog, so that family and friends can get in on the
auction. Sealed bids will be permitted with band families getting
first rights to tying bids. The auction is open to Enloe teachers
also. There was a suggestion to check into credit card ability for
the night.
August 25- First car wash at Sams Club on South Saunders Street -
9:30am -3:30pm. Help is needed to set up around 9:00am. Will plan
to presale tickets beginning on the first day of Enloe marching band
day camp, August 13.
September 21 – All fruit sales turned in so volunteers needed to
tally all orders and cash the entire school day. All entertainment
book orders also come in on September 21.
December 1 – Fruit delivered. Volunteers needed to unload fruit.
A discussion was held about possibly selling fruit and entertainment
or City Pass books at the same time. A vote was held and passed to
sell fruit and books at the same time. Lynn reported that there may
be poinsettia sales and cookie and cheesecake sales at a later date.
VI. Fair Share – Liz Scott
Liz reported that all first payments were in and second payments were
due by July 22.
VI. Old Business:
The Gator is serviced and ready. Lights cannot be added.
The Band Boosters web site is not up-to-date. Yahoo is still the
site to check. Parents are reminded that they may need to re-
subscribe. Directions for subscribing to Yahoo Band Boosters site
are in the packet received by each marching band family.
VII. New Business:
Barb Marley reported that we still need volunteers. President Ron
Scott requested that Barb send an e-mail with empty slots next to
volunteers needed.
Ron reported a request from Patrica Fleggas that we puchase the
updated version of Quick Books. Lynn Condreay moved to purchase, the
motion was seconded and a vote carried unanimously to purchase.
It was stated that the band was short on Nathans (water bottles). A
motion to purchase 50 Nathans was made by Penny Werner and seconded
by Lynn Condreay. The vote to purchase passed unanimously.
Student Report
Ron Scott reported that he had asked for students to give a report at
each meeting. The student leadership team, including section leaders
and guard junior captains was announced. Student leaders were
encouraged to email the Band Boosters President.
Sean Scott, drum major, gave an update on the music for the upcoming
show. Brian McCune has completed the opener and the ballad. These
are available on line but band members must get the password from
their Section leader. Band members should have already received an e-
mail. The closure should be posted by July 13. Posting the music
allows band members to download their music in case they lose their
copy. Sean emphasized that band members should listen to the music
prior to band camp. Sean also reported that the website for the
Marching Band was developed by students and is a good FYI about
marching band. The site is marchingeagles.co.nr. It was recommended
that this site be linked to the Band Boosters website.
Sean reported that on August 17, after the football game, that
marching band students were thinking about a lock in from 12midnight-
6am with students and chaperones. The cost would be about $23 per
person for all night if at least 100 total people sign up. A fifty
percent deposit is needed or $1300 ahead of time. The money is
needed by August 4, since a deposit is needed two weeks ahead of
time. This is not a school-sponsored event. It was requested that
an e-mail be sent to get a head count and then band boosters will
make a decision.
Sean reported that mentors have been paired with rookies so that the
veteran members and rookies can hang out and get to know each other
before band camp.
The students gave a brief description of what happens at band camp
including skit night, ice cream night, capture the flag and team
building games. One new idea for this year is that all music and
drills will be distributed to band members in folders. Included in
the packet will be marching techniques. It was believed that this
would help rookies know what to expect.
Kuntal Shah, percussion Section leader, shared his concerns about the
deteriorating condition of the percussion equipment. He had
researched costs of replacement and shared this with Band Boosters.
Sean was encouraged to share his concerns with Mr. Hunter and Mr.
Hunter could request replacement needs with Band Boosters. Kuntal
shared that band members planned to paint the drums to improve their
appearance. A request for reimbursement of paint supplies was
requested.
Before closing the meeting Ron reminded members that the usual
meeting time, the second Thursday of the month, would fall during the
away camp so he recommended holding the meeting before the Silent
Auction on August 24. A reminder was given that there is a mandatory
meeting for chaperones of the away camp on August 2 at 6:00 pm in the
media center at Enloe. Parents were also reminded to drop off snacks
for the camp at 6:30 pm on August 2 at Enloe at the entrance door
near the band room.
General questions asked during the meeting included:
Q. Why was there one field trip form in the recent mailing for Cary
Band Day? A. This trip was inadvertently left out of the first
mailing.
Q. For Cary Band Day, if we live closer to Cary High School than
Enloe, can we just drop our child off at Cary H.S.? A. No, all band
members must report to Enloe.
The meeting was adjourned at 9:40pm.