Meeting date: May11, 2006

Location: Enloe High School

 

Attendees:

Karin Hess, Sara and Drew Morrison-Rowe, Nancy and Ed McLean, Doug Reeves, Kaye Poole, Skip Smoak, Beth Narron, Lynn Condreay, Penny Werner, Mrs. Vagle, David Hockenberger, Beverly Hockenberger, Lorraine Johnson, Chris and Deanna Eckert, Cynthia Rohm.

 

Meeting called to order at 7:10p.m. by Doug Reeves

 

1. I.                     Minutes of the April 20, 2006 General Meeting; no additions or corrections, minutes accepted as issued.
2. II.                   Band Director’s report-Mr. Hunter

Director’s Report

 

1. q       Sorry I can’t join you tonight.  I’m at Duke University, attending our only rehearsal for commencement ceremonies.  Though not a huge gig, it’s a much-needed opportunity for me to play in a band with my wife Jenny.  Now that I seemingly conduct all over town I rarely get the chance to play my trumpet.  I miss playing, but I’m a better conductor than trumpeter.
2. q       Band auditions are not quite over.  I still have a few more to hear.  Despite sending packets to every middle school director in Wake County (not just public schools) still not every student was informed.  So far I’ve heard around 40 rising freshmen.  They are so sweet when they’re nervous! 
3. q       Rookie boot camp was held Monday and Wednesday.  We had over 30 rookies attend.  Many attended both days, though only one day was required.  They had a great time and our kids, especially seniors, really helped them feel at home.  I wouldn’t be surprised if several come to the work day on Saturday.
4. q       Guard auditions went very well!  According to Angella there was quantity and quality!  Robert said he was very impressed with them as well.
5. q       The Honors Band clinic was a great experience for all involved.  We’re terrible bowlers but had a great time on our annual bowling night at the end of a long day of rehearsals.
6. q       The Hunter concert was sweet as usual.  The little kids really looked up to our big kids!  We’ll continue to do this concert as long as I think it’s mutually beneficial.  Seems that way so it’s on the schedule for next year as well.
7. q       Tell parents of rising freshmen that they don’t have to drop band to make room for freshman seminar.  They can take it during the summer (free), or before/after school, or during lunch.  There is no reason for kids to drop something that they love when we have 8 periods in a day.
8. q       The Wind Ensemble trip to the Smoky Mountain Festival was well received.  The kids really enjoyed the laid back itinerary that allowed them plenty of unstructured time to hang out in Gatlinburg.  I enjoyed the feedback from three internationally-renowned conductors. 

“…really enjoyed the band…the dynamic playing, especially in the march, was really a clinic!  I loved the Holst and really enjoyed the Pageant as well…Excellent, excellent teaching here and superb learning on the part of the player.  Congratulations, that’s a fine performance!” – Tom Leslie, director at UNLV

 

Upcoming Events

 

May     12         Rookie Parent Orientation for Marching Band (interest meeting)

1. 13                 Booster workday 9AM-2PM
1. 15-19        Marching Band Leadership Training (15, 17, 19)
2. 18                 Drumline auditions for new members

20         Car wash

1. 27                 TWE Memorial Day Concert @ Regency Park (7:30PM)  Ticketmaster or at the gate $15.

June     2          Spring Concert & Banquet (banquet begins at 6PM; concert follows)

            11         Commencement (9AM)  Itinerary TBA

 

Secretary’s notes on Director’s report:

1. o        23 color guard attended auditions-a great turnout!
2. o        Doug mentioned that we are still exploring the idea of selecting a needed instrument for purchase and soliciting donations from band families for this purchase-emphasizing especially to families that could use this donation as a way to honor and recognize their graduating seniors.  Doug plans to email a notice as this project comes together with the assumption that this could become a tradition.

 

III. Election of officers for the new year.

Doug explains that the transition to the new board occurs July 1. The following proposed slate of officers was presented by the nominating committee at the April meeting:

 

President: Beth Narron

VP Operations: Penny Werner

VP Ways and Means: Lynn Condreay

VP Fair Share: Karin Hess

Treasurer: Nancy Brenner

Secretary: Sara Morrison-Rowe

 

The by laws allow for nominations outside of the presented slate. No further nominations were received since the April meeting.

The group voted unanimously to accept the slate as presented.

 

IV.        Treasurer’s report—Nancy Brenner

 

TREASURER’S REPORT

Enloe Band Boosters

May 11, 2006

 

AUDIT OF FISCAL YEAR 2004 (July 1, 2004-June 30, 2005) RECORDS:

           

John Montgomery is in the process of performing an audit of our 2004 Fiscal Year Books.  John has indicated he would consider doing our Tax Return.

 

NONPROFIT MAILING PERMIT:

 

            Have form and will mail to USPS once all attachments are secured. Continue to have other priorities, which prevented me from completing this task. 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. Review of FY 2003 and 2002 will not be completed until after school is out due to the Treasurer’s new job.

 

RITA GOODMAN SCHOLARSHIP FUND ACCOUNT:

 

            As of March 16, 2006, we have $5,322.54 in one of their Mutual Fund Accounts (Ultra Short-term Income-Inv.). During 2005 the fund made $204.86 in dividends, which were reinvested.

 

FUNDS STATUS:

 

First Citizens Account Balances per QuickBooks as of March 9, 2006:

           

Checking Account (Business Quest)                                            $ 10,187.82

 

Savings Accounts                                                                $  4,812.25

 

12- 17 mo fixed rate CD                                                      $ 18,539.84

 

                                                          TOTAL                  $ 33,539.91

Secretary’s notes on Treasurer’s report:

Nancy Brenner was unable to attend the meeting but filed the above report.  A question was asked at the meeting if an estimated Federal Tax return had been filed.  Nancy responded via email:  “We are a nonprofit corporation under article 501 (c) (3) of the Internal Revenue code and are tax exempt, so we would not need to file an estimated tax payment. However, we are required to file a Federal Tax Return based on our fiscal year of July 1-June 30. Additionally, we get our NC Sales Tax payments reimbursed as a nonprofit which is what I am working on.”

 

V.        Operations Report—Jill was unable to attend the meeting. Doug and Drew covered several highlights including:

-Work day scheduled for this Saturday, we plan to tackle a long list of chores including:

1. o        painting the shed
2. o        sorting/organizing music
3. o        getting the scaffolding out
4. o        organizing the percussion closet
5. o        getting the gator out and teaching parents to operate

-The group had a general discussion about some of the logistics of the work day; among other things. Mrs. Vagle explained how to access the water spigots outside.

-Car wash-Drew reports that the car wash is on for May 20 at the Sam’s Club on South Saunders street just south of the beltline. Sign up sheets will go up early the week of the 15th for students to sign up.  There are two shifts, 9:30-12:30 and 12:30 to 3:30p.m.  Reminder that all monies from this fundraiser go to the band’s general fund, this is not an opportunity for earning fair share dollars.  Penny mentions that the guard has practice all day that day and will not be able to participate. There was some discussion about the pros and cons of selling pre-sale tickets for this spring car wash as is done for the fall car wash.  There was also some discussion about pursuing the application for matching gifts with Sam’s Club.

 

VI.        Fair Share Report—Karin Hess

Karin said that last month she reported that there were 71 families with outstanding fair share balances, 29 have sent in funds since then for a 75% return, deadline was May 1. Regarding scholarships-Karin reminds the group that we need to set a limit for the amount of scholarship funds the group will allow the board to allocate. She notes that several families have asked for financial aid forms.  Doug reviews with the group that the scholarships are offered for families who cannot afford the entire fair share/band camp fees. The application is reviewed by the board only and only the board takes part in the decision to award scholarship monies.  Students are expected to show a commitment to the band program and to engage in fundraising.  Penny clarifies that the color guard members have also been told that scholarships are available for those who need it.

 

Last year $5000 was authorized but we awarded less than$800. David points out that there shouldn’t be that many students who can’t fund raise at all. The boosters are offering many fundraising opportunities.  Karin reviews that $150 is due June 2; the other $150 due July 26.; both payments for band camp.  Of the Marching Band Fair Share of $400; $100 is due 9/29, other $300 in November. Fundraisers include car wash and entertainment books, fruit and pie sales aligned with payment deadlines.  Karin wonders if perhaps we should change the deadline for classroom fair share payment? It does not align well with fundraising. There was some discussion around requiring an amount of fundraising or volunteering for students awarded scholarships.  Chris Eckert suggests that we may want to set a per person limit as well as an aggregate limit.  Penny moves that we cap up to $500 per application and $5000 total.  Drew second.  Sara says she does not agree with a per student limit as we may have applicants with extraordinary circumstances that would warrant a full scholarship.  Karin agrees, she mentions that in her experience, freshman are not as effective at fundraising but become better connected as they get older and develop a networking for fundraising.  No full scholarships were asked for nor awarded last year and the expectation is that most students can do some fundraising. Nancy McLean moves that we leave the per student scholarship award to the discretion of the board and set the maximum total amount at $5000. Cynthia seconds. Penny withdraws her motion.  The motion on the floor passes unanimously.

 

VII.       Ways and Means Report—Lynn Condreay

Lynn presented the following schedule:

Fund Raising Schedule

2006-2007

 

Proceeds Benefit Individual Fair Share

 

            Grocery Cards

                        All Year Long

1. –        Can Build Fair Share $ Through Summer!
2. –        Kroger (5%), Food Lion (5%), Lowes Foods (6%)    

           

            Tentative Car Wash, Coffee, & Doughnut Sale

                        (from presold tickets and hours worked)

                        Sat., Aug. 26?th -- Sam’s

 

            Fruit Sales

                        Mon., Aug. 14 th – Order Packets to MB

                        Fri., Aug 25 th – Order Packets to all band students

                        Fri., Sept. 29th – Packets due in, Collate orders

                        Sat., Dec. 2nd – Fruit delivered

 

            Tentative Entertainment Book Dates

                        Fri., Sept. 1st – Books and Order forms to students

                        Wed., Sept. 6th – Early orders collected, books out                    

                        Fri., Sept. 15th – Orders collected, books out                                           

            Fall Pie Sale

                        Mon., Oct. 16 th -- Order Forms to Students

                        Fri., Oct. 27th – Order Forms Due in

                        Sat., Nov. 18th – Pies picked up at banquet after parade                                                for TG break (Wed – Sun)

 

            Marching Band DVD Sales

                        Fri., Dec. 8th – Pick up after Holiday Concert

 

Spring Fundraising Schedule (To Be Determined)

 

Proceeds Benefit Band Operating Funds

 

            Tentative Car Wash, Coffee, and Doughnut Sale

                        (from on-site sales)

                        Sat., Aug. 26?th – Sam’s

 

            Doughnut Sales

                        Every Friday morning at Enloe

 

            Souvenir Sales

                        Seat Pads, Megaphones, PomPoms

                                     – All Home football Games

                                    1st, Fri., Aug. 25th

 

            Veteran’s Day Performance Donations

                        Sat., Nov. 11 th – Collections at Performance

 

            Marching Band Photos

                        Picked up at End of Season Banquet

 

            Corporate Matching Gift Funds

                        Ex., GlaxoSmithKline GIVE program,

                        IBM, SAS, CISCO, GlaxoSK matching gift programs

 

Secretary’s notes on Ways and Means report:

Lynn gave a detailed review of the timing of the list of fundraisers and the reasoning behind the timing, there has been a lot of effort to align these fundraising opportunities with payment deadlines.  Lynn emphasizes that you can earn $15-$30 per month or more toward your fair share with grocery cards (Kroger, Lowe’s , Food Lion). She notes that the color guard has been out of the loop on pie sales.  There may be a problem with doughnut sales in the future as the school system is looking at not allowing any food sales in the future.  The group would like to try to get as much out of this fundraiser as possible before the opportunity goes away.  Penny asks Mrs. Vagle if perhaps fruit sales materials could be included with stuff that goes home mailed by school.  There was some discussion about other possible fund raising opportunities for the band such as manning a booth at a venue such as Alltel pavilion or RBC Center.  Beth mentions that the East Wake band makes 40k per year at Alltel. Cynthia agreed to look into, possibly something over the summer.  Other ideas mentioned were Christmas tree sales, luminaria sales, things that would involve the kids selling again. (Leesville Road makes a lot of money on luminaria).  Also mentioned were working with company’s that need help to do inventories, vendors to do booth set up etc.  Looking at lots of ideas are being explored. The above lists fundraisers that are definitely planned. Lynn says a reasonable expectation for fundraising is about $150.  Mrs Vagle asks that if the group pursues any fundraiser with Harris Teeter that they be mindful of the importance of that source of funds for the PTSA.  Mrs. Vagle also mentioned that we could possibly explore joining forces with the newly formed Enloe Arts Guild for fundraising opportunities.

 

VIII.      Auditions—Lorraine said auditions went well although it seemed like fewer students auditioned than last year. About ½ or 20 noted interest in marching band.

 

IX.        Parent Orientation/mentoring, May 12, 7:00p.m. Deborah McMillan

Tomorrow night will be our first ever new parent orientation meeting, the brainchild of Deborah McMillan! The students are also invited. Deborah has planned a full program, food will be served and some time will be available for socializing.  Should be out by 8:30 tomorrow night.  The purpose is recruiting and informational, with time for general discussion and Q&A.  Beth mentions that some kids may need a little attention to make their decision and this is also an opportunity to recruit parent volunteers.

 

X.        Spring Banquet

Notices and order forms have gone out for the Spring Banquet—food orders need to be in by May 26—no late orders will be taken.  Families are asked to bring a desert to share.  Beth asks if we are planning any video or entertainment or anything else?  Doug explains that the usual program is full and we need to get through it to start the concert.  Doug suggests we send out an appeal for set up and clean up volunteers.

 

XI.        2006 Off-site band camp—Kaye Poole, Penny Werner

Off site band camp—email to ask for chaperones has gone out, we had the right number of volunteers last year.  Also students have been asked to contact Kaye and Penny with their room mate requests.  Doug asks if we had enough walkie talkies this year?  Cynthia notes that rookie camp and orientation should help rookies to adjust to band camp.  Several parents shared stories about the positive experience of band camp.

 

XII.       2006 On-Site band camp—Lorraine Johnson

Lorraine says she assumes that there will be no long dinner break for the 3-8 time frame; maybe snacks contributed by parents and some additional snacks.  Beverly confirms that students will not be allowed off site for a dinner break, just a heavy snack planned.

 

XIII.      Other Business

Penny notes that all parents planning to chaperone must be registered with Wake County Schools after July 1st.    Anyone currently registered must re-register. If it has been 2 years, you must re-register as soon as possible to get another background check.

June 2 is deadline for scholarship applications

 

XIV.     Announcement of next meeting and adjournment:  The next meeting is scheduled for July 13, 7:00p.m. at Enloe.  June meeting will be for the board only.

 

 

 

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