Enloe Band Booster Minutes – March 2008
Meeting date: March 13, 2008
Location: Enloe High School
Attendees: Lynn Condreay, Anabella George, Jay Johnson, Alice Zuber,
Rhonda Connor, Jim Connor, David Hockenberger, Matt Rice, Robert C.
Hunter, Bill Kochuk, Susan Siphers, Liz Scott, Mary Grant, Sarah
Zuber, Lorraine Johnson, Ron Scott, Jeanne Marlowe
Meeting called to order at 7:09 pm by President Ron Scott
I. Minutes of the January 10, 2007 meeting
Susan Siphers made a motion to approve the January minutes, Liz Scott
seconded the motion and, by unanimous vote, the minutes were approved.
Note: The February 2008 meeting was cancelled, thus no minutes from
February.
II. Band Director's Report- Robert C. Hunter
o Individual Achievement – Of our five students eligible to
audition for the All State band, all five made it! Congratulations
to Brittany Leung, Connie Chu, Audrey Chang, Ted Oliver, and Kuntal
Shah.
o Concert Bands – We've spent the past eight weeks rehearsing
for the district band festival, which culminated in our yesterday's
fine performances. We received excellent ratings on very difficult
music. My philosophy for festival is that, if we're going to
dedicate eight weeks to 3 pieces then they should be very challenging…
as they were! The Symphonic Band, for the first time ever, went to
festival in a grade V/VI split. The Wind Ensemble, as usual, played
some of the most difficult music written for band. Each group had a
performance that was well representative of their current collective
abilities and amount of rehearsal allocated. No one was bored
preparing this music!
The Wind Ensemble is about to prepare for their April 17 concert with
Hunter and Ligon. Please don't forget about this date. We've been
doing the Hunter/Enloe concert for some time now and always have lots
of fun. This year we're adding Ligon to the festivities!
The Symphonic Band is about to begin reading tons of new music and
preparing for a large contribution on the Thursday, May 29 concert.
Remember that the Wind Ensemble concert will be the following day,
Friday, and will include an alumni performance.
o Marching Band – On Saturday, April 26, volunteers from the
Enloe Marching Band will participate in a massed band performance,
which will include many students from other Wake County bands. The
massed band is being organized by three of our local directors, yours
truly among them. Currently the three of us are catching our breath
from our concert festival performances and our attention will soon
turn to this event.
What you need to know now is: 1) strictly voluntary; 2) Saturday
April 26 downtown Raleigh; 3) Saturday April 12 is the tentative
rehearsal date. I hope that we can arrange for some fellowship of
students and parents on April 12. Fun and food after rehearsal. We
have several volunteers poised to spring into action.
UPCOMING EVENTS
April 17, 7PM Wind Ensemble Joint concert with Hunter and
Ligon
April 26, AM Marching Band (volunteers) Massed band parade
May 29 Symphonic Band Spring Concert
May 30 Wind Ensemble Banquet & Spring Concert w/alumni
June 14, AM Wind Ensemble Commencement ceremony
A question was asked of Mr. Hunter about the parade on April 26 -
What are we celebrating? Mr. Hunter said it was a community event to
support our troops. Details are still being worked out. He stated
that the bands will be playing the arrangement that Enloe performs
for the Veteran's Day parade.
Jim Connor commented on his assessment of the Band Festival – he said
it was phenomenal. He thought that the Symphonic Band was amazing –
their performance was head and shoulders above the other schools.
III. Treasurer's report: Patricia Fleggas was not present so Ron
Scott presented her report.
TREASURER'S REPORT
Enloe Band Boosters
March 13, 2008
AUDIT OF FISCAL YEAR 2005 RECORDS:
Keila Keadle is currently working on the audit of Fiscal Year
2005.
NC SALES TAX REFUND REQUEST FOR 2004:
We have been notified by the NC Sales & Use Tax Division that
they received our request for refund and have recognized us as a
qualifying organization, assigning us a new identification number.
They are currently processing our claim for a refund for 2004.
RITA GOODMAN SCHOLARSHIP FUND ACCOUNT:
As of January 9, 2008, we had $5,722.42 in one of their
Mutual Fund Accounts (Ultra Short-term Income-Inv.) We have since
received a $150 donation from the Goodman Family, which has been
added to the account.
FUNDS STATUS:
First Citizens Account Balances per First Citizens as of March 11,
2008:
Checking Account (Business Quest)
$11,832.37**
Savings Account $20,184.84
TOTAL $32,017.21
**Note: $2,535.50 in payments have not cleared as of this date.
Available funds in the checking account total $9,296.87, leaving a
total funds balance of $29,481.71.
ITEMS OF NOTE:
Budget Meeting:
We are requesting that all current committee heads prepare
reports projecting next fiscal year's financial needs for their
committees. We need this information to be submitted before the
budget meeting. Last summer we had a substantial outlay of money for
items that were needed for Marching Band Camp and Marching Band, in
general, that had not been factored into the budget. We hope to
avoid this situation by having the 2008/09 budget requests in hand at
the time we meet. If anyone has any questions concerning the amounts
spent or the income brought in by their committee during the current
year, they can contact me for the detail. The date for the budget
meeting has yet to be determined, but will likely be in late April.
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Ron pointed out that our old tax ID# was outdated and we now have a
new Tax ID #. Approximately $900 in tax refunds are expected to be
received.
Rhonda asked if we could get tax exempt status in Maryland for band
camp. Jay Johnson agreed to look into this.
A discussion was held about the Rita Goodman scholarship. Generally
one $500 scholarship is awarded. Mr. Hunter stated that the
application process for the scholarship will be posted in the next
few weeks. Applicants must be planning to major or minor in music in
college. Scholarships for summer programs will also be available.
Ron will ask a freshman or sophomore band parent to assist Mr. Hunter
with the selection process.
Questions about moneys spent and what must be held and what can be
spent were raised. Those interested in details about the budget are
encouraged to attend the budget meeting (TBA). It was pointed out
that in the spring of 2009 the Enloe band program is expecting
$20,000 from WCPSS for uniforms. Ron remarked that he has spoken
with the past three Band Boosters presidents to see what their goals
and expectations were for Band Boosters.
Mr. Hunter stated that fiscal accountability has been the strongest
this year of any year in the past. He stated that the organization is
getting better each year. Ron emphasized in order for band booster
members to be reimbursed for band expenses, they must present a
receipt with the reimbursement form. He strongly stated that if a
booster parent/member buys something for the band along with personal
items, then they must have the sales clerk separate the items for
band on separate receipts from any personal items purchased. This is
because the treasurer will then have to refigure the items for
reimbursement and re-calculate the sales tax, which should not have
to be done.
Note from Jay: Whenever possible, purchases should be made by either
the Band Booster debit card or check in order to be able to claim
sales tax reimbursement. When items are purchased by individuals and
the cost reimbursed to the purchaser, we cannot claim the sales tax
refund.
IV. Operations Report – Beverly Hockenberger was not present so
David Hockenberger presented her report.
In Beverly's report she thanked Drew and David for chaperoning at the
Band Festival.
New Items:
Volunteers are needed to help with the massed band performance on
April 26.
Beverly stated that the budget meeting date and place need to be set
and she offered to bring food.
Nominating committee volunteers/ appointments needed
Spring car wash? – (See Ways and Means)
Reminder that May is a busy month with auditions, new student
orientation, 2 concerts and banquet.
Mr. Hunter stated that he will leave it to Beverly's discretion to
choose appropriate date for the student orientation since previous
date chosen was Memorial Day. Hunter would like to attend but it is
not necessary. The student orientation is before students commit to
marching band.
Mr. Hunter remarked that the Alumni concert does need to be
promoted. Students and parents should spread the word. The practice
for alumni is scheduled for May29.
V. Ways and Means – Lynn Condreay
Lynn posted a detailed e-mail on the Yahoo website on March 11, 2008
which includes a tally of fundraising efforts and a tentative fund
raising schedule for 2008-2009.
Lynne remarked that we will not be doing a spring car wash due to
drought restrictions.
She stated that Fran is looking into a Belk's shopping discount.
Money raised through this would go to the general fund.
Lynn asked if there was interest in trying the restaurant fund
raisers again. Liz asked if we could do dinners out at restaurants
that have multiple locations. A discussion followed to provide food
as a fundraiser for the mass parade participants. Mr. Hunter will
let us know if other band directors are interested in having food as
a part of the event.
Next year breakfast sales will be all year round. Lynn stated that
Anabella George will take over food sales next year. One additional
coordinator is needed for the Silent Auction. Anabella has agreed to
co-chair the auction if a second person will assist her. Lynn
pointed out that seeking out contributions for next year's silent
auction must begin right away. Lynn stated that she began
communicating with local businesses to request donations in February
last year.
VI. Fair Share – Liz Scott
Liz reported that about one third of the amount due for classroom
fair share has been collected. Liz will be sending informational
statements to those who do not owe anything. Those who do owe money
for classroom fair share have been notified.
Liz remarked that the Band Boosters' policy regarding carry-over of
fair share funds has not been enforced. Liz distributed the policy
that was revised by Band Boosters on 4/27/05. According to that
policy, the classroom fair share funds could not be carried over by
individuals to the next year and the marching band fair share could
not be carried over more than one year. A comment was made that this
policy could be a disincentive for fundraising efforts by students
who are in classroom band but not marching band.
Ron Scott stated that he, the fair share coordinator, and the band
director will discuss and come up with recommendations about carry-
over policies to the next Band Booster's meeting. Those who have
strong feelings about the policy should e-mail Liz Scott at
lscott826@nc.rr.com.
VII. Old Business:
Anabella George and Lynn Condreay will co-chair the auditions. Three
to four volunteers are needed each day to answer questions and be a
positive recruiter of prospective students and parents. A suggestion
was made that Junior band students come to the auditions to recruit
since they will be the leadership next year
VIII. New Business:
2008 – Marching Eagle Band Camp
Rhonda Connor distributed a handout showing the status of
preparations for 2008 Band Camp. Transportation has been reserved
with Holiday Tours and the $400 deposit has been paid. The fee for
the transportation will be $8400.
Rhonda stated that in order to reserve our spot at Frostburg State
University, a $2000 deposit is needed now. Lynn Condreay made a
motion to approve the request for the $2000 deposit, Jay Johnson
seconded the motion and by unanimous vote the motion carried to pay
the $2000 deposit to reserve Frostburg.
Rhonda stated that the Enloe Administration has reviewed, edited and
approved the camp handbook. Rhonda would like to see this camp
handbook turned into a Band Handbook that has more information such
as what a band competition is like, parades, etc. A discussion was
held about posting an electronic version of the handbook and posting
it on the Band's web site. Jim Connor recommended that we don't
print, but make the handbook digital, with printed copies of pages
that need to be signed. It was recommended that the handbook be
posted on all electronic sites.
Jim passed out options for car magnets. He is still working with
companies to come up with a design that is unique for Enloe but
affordable. It was reported that Ruth Bromer is working on a design
for t-shirts for the alumni concert.
Ron Scott brought up the topic of the Boosters' by-laws. He would
like to be able for Band Boosters to meet at different locations. H
would like to change the by-laws to allow more flexibility than the
current by-law that requires every monthly meeting to be held at
Enloe. He will pursue this change in accordance with the Boosters'
written policies for making revisions to the by-laws.
Ron stated that he will schedule a budget meeting. He stated that
those who need to meet will be e-mailed with possible dates. Ron
reported that the due date for payment for our website is June 15.
He reported that a Boosters' member is investigating costs of various
websites. Information gathered will be presented at a future meeting.
Ron is investigating possible fundraisers to sell "green" products.
A motion was made by Lynn Condreay to adjourn the meeting; the motion
was seconded by Lorraine Johnson and the vote to adjourn carried
unanimously. The meeting was adjourned at 9:15 pm.
The next meeting is scheduled for April 10, 2008 at 7:00pm at Enloe
in the band room.