Enloe Band Booster Minutes-March 2006
Meeting date: March 9, 2006
Location: Enloe High School
Attendees:
Karin Hess, Deborah McMillan, Julia Freifeld, Sara and Drew Morrison-Rowe, Nancy McLean, Doug Reeves, Kaye Poole, Nancy Brenner, Skip Smoak, Beth Narron, Cynthia Rohm, Terry Wetzel, Mr. Hunter
Meeting called to order at 7:10p.m. by Doug Reeves
I. Minutes of the February 9, 2006 General Meeting; no additions or corrections, minutes accepted as issued.
II. Band Director’s report-Mr. Hunter
Director’s Report
March 9, 2006
q New instruments have arrived. We’re keeping the tuba, one euphonium, one piccolo, and a hi-hat, totaling $5587.94. We still need to invest in some pit percussion for marching band and will have to work out a way to make that happen. Perhaps one instrument can be in the MB budget and another approved as a big-ticket item after the dust settles from this recent purchase.
q Spring Trip – Lots of kids turned in their commitment forms but too many still haven’t paid their $75 deposit. The festival needs a check from us ASAP but we can’t commit without the students/parents committing financially in a timely manner. The deposit “deadline” was February 28th.
q Concert Festival (contest) – Next Wednesday (15th) at Wakefield. The Symphonic Band will take two buses there, but only one back. Most kids have said that their parents will pick them up at Wakefield. The Wind Ensemble students will provide their own transportation there and back. Information letters, itineraries, and absence from class forms (SB only) went out this week. The bands sound very good but need a few more good rehearsals by Wednesday.
q Jazz Combo – Our jazz trio performed at the UNC Jazz Festival on March 2nd. The clinicians, both professional musicians, were very complimentary. The found it hard to believe that the boys were still in high school. Yes, they’ve become truly excellent musicians. They perform regularly around town, most often at Zydecos on Blount street.
Upcoming Events
March 10 Triangle Wind Ensemble in concert @ Enloe; 7:30pm (10 pts!)
program title – “Symphonic Masterpieces: No Strings Attached”
12 Johanna Albrecht’s flute recital 3PM at Building Together Ministries Auditorium,
1116 North Blount Street, Raleigh. Her dad, Peter Albrecht, will accompany her on marimba! Other students of Rosene Rohrer will also perform.
15 Concert Festival at Wakefield High School
18 Dubois Jazz Clinic – Interested students should contact Mr. Hunter for information.
April 1 Enloe Flute Ensemble and Enloe Jazz Trio will perform for dignitaries at the State
Capitol. Not open to the public, just good to know. Flutes 6 pm, trio 7 pm.
Secretary’s notes on Band Director’s report:
Vote at the previous meeting was to authorize the release of $10,000 to be spent on much needed instruments, these monies subject to the board’s final approval. After closer look at the available funds the board subsequently approved $6,000. Doug stresses that going forward, he would like to put more planning into the purchase of new instruments and hopefully be able to make this an ongoing budget line item. There is certainly an immediate need for many instruments especially new marching band pit equipment. Mr. Hunter said that the instruments purchased were such a great deal and were on the priority list. Nancy points out that the new budget year begins July 1 and there may be an opportunity to purchase new instruments before the school year starts.
There was some discussion around festival for Wednesday, March 15, Mr. Hunter asked that the Band Boosters arrange for the rental of a small truck. Mr. Hunter also explained that this would be the first time he was relying on Wind Ensemble students arranging for their own transportation to and from Wakefield High School. Doug said that he will post the itinerary for the Wednesday competition for all bands.
Mr. Hunter also discussed jazz ensembles briefly. He explained that there are currently several jazz combos at the school. These combos evolve from the jazz improvisation class. Mr. Hunter explained that he feel that the real jazz experience is gained in the combo format.
III. President’s report:
a. Nominating committee and nominations--the nominating committee has been charged with presenting a slate of officers at the April meeting to be voted on by the general membership at the May meeting. The nominating committee continues to solicit any nominations from the membership for board positions or names of individuals that anyone thinks the nominating committee should approach for a position. Contact:
Sara Morrison-Rowe Phone: 362-0436 Email: saramorr@...
Beth Narron Work: 783-2865 Cell: 796-1269 Email: emnarron@...
Skip Smoak Work: 531-7609 Cell: 271-1272 Email: skip.smoak@...
b. By-laws meeting: Doug reports that a committee met to revise the by-laws March 2, a draft of the proposed revisions is attached. Several revisions were made to bring the by-laws up-to-date as the last revision was in 1992. Worth noting is the addition of a new board position of VP of Fair Share. These revisions will be presented to the membership at the April meeting. Nancy asked if the revised by-laws have to be submitted, Beth Narron agreed to look into that requirement.
IV. Wind Ensemble Trip—(April 27-29)
a. Costs for students—there are some who committed to go on the trip but have not paid the required deposit by the deadline. A registration fee and deposit is due to the festival organizers. There was some discussion around if the boosters would cover the costs of students who do not pay, there is no precedent for this, the boosters have not covered in the past. The group feels that students who have not paid the required fees should not be allowed to go on the trip. Nancy moves to release the required approximately $2200 to cover the required fees and registration for the trip. Karin seconds the motion and it passes unanimously. Mr. Hunter will confirm what date the rest of the monies are due.
b. Chaperones, 4 female and 2 male chaperones are needed for the trip. Mr. Hunter asks that the boosters arrange this. One bus should be enough for the group.
c. Permission slips? Medical forms? Mr. Hunter will look into if any of this is needed.
V. Treasurer’s report—Nancy Brenner
TREASURER’S REPORT
Enloe Band Boosters
March 9, 2006
AUDIT OF FISCAL YEAR 2004 RECORDS:
Records are ready to give to John Montgomery for audit. I spoke with Kathy Montgomery and she is working out when to pick them up. Will deliver to their home if she can’t find a good time.
NONPROFIT MAILING PERMIT:
Have form and will mail to USPS once all attachments are secured. Did not have opportunity to finish because of other priorities. 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:
Have completed review of fiscal year 2004 and computed $1,204.04 in refunds. Will continue with FY 2003 and 2002.
RITA GOODMAN SCHOLARSHIP FUND ACCOUNT:
Called Wells Fargo Advantage Funds (ne’ Strong Investments) again to get clarification on the forms that should be submitted and found out that we do not have to get previous officers/contacts involved. The Certification of Authorized Individuals Form has been completed and Medallion Guaranteed by First Citizens. There will be three signatories: Douglas Reeves, President; Sara Morrison-Rowe, Secretary; and Nancy Appleby, Treasurer. The Form along with a copy of our North Carolina Non-Profit Certification & Bylaws and letter requesting that the statements be addressed to Enloe Band Boosters at the School address will be sent out tomorrow.
FUNDS STATUS:
First Citizens Account Balances per QuickBooks as of March 9, 2006:
Checking Account (Business Quest) $ 6,734.70
Savings Accounts $ 9,809.67
12- 17 mo fixed rate CD $ 18,539.84
TOTAL $ 35,084.21
RECEIPTS/EXPENSE DETAIL:
Donut Days FR:
Amount Collected to date $1,890.80
Less: Expenses 998.40
Net Profit $ 892.40
Smokey Mountain Festival Trip Deposits:
Amount Collected: $ 2,775
Plus Fair Share Vouchers 225
Total $ 3,000
General Items:
-Sam’s Club Business Card: Should we apply?
-AIM Insurance
-Preparing Budget Review. This process is more labor intensive than I had expected. I’m moving accounts around in QuickBooks so that will be easier for the Budget Committee to identify what income and expense go together.
Note: Still 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.)
Secretary’s notes on Treasurer’s report: the boosters would like to applaud Nancy for all the hard work around the over $1200 of “found money” in the Sales Tax Refund!!
VI. Fair Share Report—Karin Hess
Karin reports that of the $11,000 of classroom fair-share due, approximately $7000 has been collected. Karin explains that this is pretty good, it is close to last year’s numbers at the end of academic year. Karin suggests that before the pie sale an email should be sent out explaining that it is the last opportunity to fund raise. There was some discussion around what the repercussions are for those that don’t pay their fair share.
VII. Operations Report
a. Lockers for Color Guard—Jill and Scott very resourcefully found and installed very nice lockers for the color guard. Nancy found there were some funds earmarked for color guard that could be used to purchase the lockers, the boosters supplemented with a small amount. Locker cost was approximately $400.
b. Doughnut sales are going great, close to $900 in profit so far!
VIII. Ways and Means Report
Pie sale is coming up with delivery scheduled around Mother’s Day! Car wash is also scheduled for May 20 at Sam’ Club on South Saunders.
IX. Spring Banquet is scheduled for June 2 before the concert. There was a brief discussion around what format the banquet might take, box lunch? Catered? The Hospitality committee will address.
X. Orientation, spring 2006
a. Rookie boot camp, May 8-10
b. Parent’s orientation/mentoring, May 12, 7:00p.m. Deborah McMillan is chairing. Deborah feels the program should concentrate on what parents should expect, introducing the terms and implementing the mentoring program. She envisions the format as a panel of people, including a volunteering push. Covering the fees will be important. Karin mentions that fees will be set if the budget committee has met by this time. We should invite Mrs. Vagle, it could be valuable to have her there. A schedule will be put together for the program. Beth Narron wants to volunteer. Beverly will help with refreshments. A suggestion was made to have video showing of marching and classroom bands. Lynn is working on a band FAQ document for all band parents, which would be a helpful document for this occasion. Mr. Hunter says he will recruit students to be available for recruiting during auditions. Lots of volunteers needed for this effort!
XI. 2006 Off-site band camp—Kaye Poole, Penny Werner
Nancy brought the contract for off site band camp. Do we want to sign it? Jill has firm quote for transportation. $5500 (not including truck; truck and gas approximately $1300). Doug says he will sign the contract tonight and is looking forward to a great trip!
XII. Other Business
Sara noted that her sister, Kay Morrison, a graphic artist, generously donated her time to redesign the Enloe band logo. She formatted this artwork in several file types which Doug will post on the website. Sara circulated a thank you note card to Kay created with the new artwork for the group to sign. These new note cards can be used for correspondence, thank you notes, etc.
XIII. Announcement of next meeting and adjournment: Sara moved to adjourn the meeting at 8:25, Terry seconded, motion passed unanimously. The next meeting is scheduled for April 13 at 7:00p.m.