Enloe Band Booster Minutes-November 2005
Meeting date: November 10, 2005
Location: Enloe High School Band Room
Attendees:
Karin Hess, Drew and Sara Morrison-Rowe, Penny Werner, Beverly and David Hockenberger, Beth Narron, Mike Hostetter, Nancy Brenner, Penny Vagle, Scott and Jill Kirby, Deborah McMillan, Nancy McLean, Doug Reeves, Mr. Hunter
Meeting called to order at 7:05 by Doug Reeves
- I. Minutes of the October 6 General Meeting; no additions or corrections, minutes accepted as issued.
- II. Band Director’s report-Mr. Hunter
Director’s Report
November 10, 2005
- Raleigh Christmas Parade—the fee has been waived and we will participate.
- MB Tour—(Dec 2) It was officially approved a week ago. We plan to visit Ligon, likely first thing in the morning. Waiting to hear back from another director who may want us to visit mid-morning.
- Holiday Concert—The MB will perform last on the concert. This is new; could become a tradition. No need for uniforms. They can wear their concert attire to save time and to demonstrate that students from all three groups are in the MB.
- I had a lot of students at the Triangle Wind Ensemble concert Saturday night. It was great to see so much support and they will happily receive 7 points toward their performance attendance requirement. Also, TWE is performing by special invitation at the NC Music Educator’s conference this Sunday (closed to the public). Enloe is next. I will soon make an application for the Wind Ensemble to perform at the conference. Perhaps November 2006 or 2007.
Upcoming Events
|
|
November |
MB |
11 |
Veteran’s Day Parade in Raleigh (band room 8:30am) parade 10am |
SB, WE |
|
Veteran’s Day Concert on steps of Capitol (10:30-1:00) |
MB |
19 |
Raleigh Christmas Parade and Marching Band Banquet @ Enloe-report to school 8am |
|
|
December |
MB |
2 |
MB tour to elementary and/or middle school(s), 7:30 am report to band room |
All |
3 |
Band fruit delivery 8am at Enloe |
All |
9 |
Holiday Concert in Enloe auditorium 7pm(arrive 6:00pm) |
Secretary’s notes on Director’s report:
Doug Reeves states that the Boosters want to congratulate the band the director and the instructional staff for a wonderful and successful marching band season!
Beverly H suggests that the trophies on display on the wall of fame be moved to the cafeteria to display at the banquet.
Some group discussion on the banquet including the need for equipment for the slide show.
III. Treasurer’s Report—Nancy Brenner
TREASURER’S REPORT
Enloe Band Boosters
November 10, 2005
AUDIT OF 2004/05 RECORDS:
Records are being prepared for John Montgomery to audit by the end of the month.
FUNDS STATUS:
First Citizens Account Balances per QuickBooks as of November 10, 2005:
Checking Account (Business Quest) $ 16,986.77
Savings Accounts $ 2,301.87
12- 17 mo fixed rate CD $18,539.84
TOTAL $37,828.48
RECEIPTS/EXPENSE DETAIL:
- · Marching Band Pre-game & Competition Meals Donations: $1,910.00
- · Wall of Fame donation 125.00
- · Game Sales (cushions, megaphones, cups) 295.55
- · Game Sales (Pom Poms) 108.20
PROFIT & LOSS Budget vs. Actual 07/01/05 thru 11/10/05 (see attachment A)
Notes: *$20,564.43 (negative net income)
This number does not reflect our actual position due to timing as follows:
Marching Band Offsite Camp Payments deposited in May & June $11,642.06
Marching Band Offsite Camp Transportation paid by Boosters 5,442.65
FR-Grocery Promotion Advance approx. 3,300.00
Subtotal $20,384.71
Additionally, not all MB Fair Share amounts are reflected or actual fruit receipts (we have numerous boxes to sell at concert).
General Items:
-Have completed inputting Budget to QuickBooks…will be reviewed by Board for adjustments
-Lockbox – How it should be utilized.
-Projects, which begin in November
:
- 1) NC Sales Tax Refund requests for 3 prior years now that records are available.
.
- 2) USPS for Non-profit mailing permit
- 3) Rita Goodman Scholarship Fund:
Will request forms from Wells Fargo Investment for Steve Ford (former Booster President) to sign.. Through Debbie Hostetter he has agreed to help us resolve this issue. We can then decide whether we want to remain with investment firm or change to another Company.
IV. Fair Share – Karin Hess reports that we are doing pretty well, collected about 18K not including credits, a few folks with financial issues. Now setting sights to collecting classroom fair shares. Doug acknowledges that all this didn’t come easy and thanks Karin for all the hard work, collecting funds is not the easiest thing we do in this group! Doug raised the following for consideration, not intended for action tonight—instead of one big chunk, might be better to break up the fair share into several chunks throughout the season. Karin said that would also be her main recommendation, for some people budgeting is difficult when the payments are deferred. The deadline schedules will be reviewed when policies are rewritten. David Hockenberger points out that it is important to keep deadlines where they allow some leverage. Doug mentioned that the intent would not be to change the deadlines but to give a few different payment options to keep people thinking. Deborah McMillan mentioned that many especially new to band families are overwhelmed by the packet they receive in May—a brief discussion ensued regarding options to help new families understand how to fill out the forms, understand the fundraising options, payment deadlines, etc. Options include an early season parent orientation meeting, maybe in conjunction with Rookie Boot Camp. Jill mentioned a plan to put together a mentoring committee for next year to pair new families with experienced band families to help with transition. Beth Narron points out that this approach should help also with improving the volunteer base. Nancy mentions that currently it can take a long time to integrate as a new parent. Penny suggests it may be helpful to make the meetings more social—perhaps a pizza night? Mr. Hunter clarified that current plans for rookie boot camp do not include the color guard. Karin points out that color guard doesn’t seem to get all the announcements that are posted and made available. Mike comments that this has been an ongoing problem and a mentoring program may help with this. Some discussion followed regarding dates of color guard auditions, timing with other dance department performances and marcher rookie boot camp. Karin points out that it would be good for guard members to get their packets a month before the first due date instead of just a few days before the due date.
b. Nancy Brenner explains that currently we don’t have a policy regarding penalties for insufficient funds (bounced checks). Nancy says this has not been a big problem this year, just a few checks have been returned for insufficient funds. Jill Kirby moves that the Boosters have the option to charge $25 fee for bounced checks. Drew seconds the motion. Brief discussion ensued about how hard and fast this policy would be applied. Doug says that by having a policy we can make exceptions at board’s discretion on a case by case basis. The vote carried the motion but it was not unanimous.
c. Mr. Hunter briefly explained the uniform purchase cycle: the county gives us money on a periodic basis for uniforms, but it is not enough for the whole band, because we have not needed to replace the uniforms, previously we have used these monies for purchase of instruments. The decision was made to purchase incrementally a few uniforms a year (~10) to replace those that might wear out. We have an ongoing policy to set aside founds for uniform purchase, the amortization policy of $2500/yr. At some point in the future may need to purchase uniforms, but Mr. Hunter thinks this classic style is not trendy, it is a huge expense to change all uniforms, this one is a classic and all time best seller and we can get the same uniform from at least 2 if not 3 suppliers. He feels we should go ahead and start purchasing a few a year for replacements. Mr. Hunter says Elaine Westarp is awesome at what she does for the uniform program! She did order some replacement uniforms for this year, the order is delayed but fortunately we did not need the ones we had on order this fall. County funds will only pay for a part maybe 50% of our total uniform cost, he expects it may be 4 or 5 years before we come up again for these funds. We have flexibility as to how the funds are spent, we are not required to spend on uniforms but can use for other purchases. Uniform amortization is a budget line item. Mr. Hunter does not anticipate having to budget for this amount every year. Uniform accessories are also in the budget. Nancy will check on how the 10 uniform purchase was documented in the budget.
It was mentioned that we need another uniform rack—Drew needs to order another rack
V. Operations Report-Jill Kirby
1) Uniform/Cubby cleaning--Jill explains that after the parade and before the banquet on November 19 the uniforms will be disassembled for cleaning and cubbies cleaned.
2) Work Day—Drew explained that November 20th will be a scheduled work day to get scaffolding down and put away. Mrs Vagle explained that power is not yet available at the baseball field and the band shed because of construction.
3) Banquet update--Beth N and Beverly H are working on—Beth reports orders are in on time. For the banquet Terry Wetzel still needs 4 more pictures from seniors, we do need screens, in the past Mike Johnson and Bob Marks used projector with splitter to show one powerpoint on 2 screens. Some discussion about who can bring needed equipment.
4) Snack and meal collections went very well this year, we were never short on food; people were very generous with time, money and food. Plan to add a committee for next year to organize these meals. Beverly asked if leftover sodas and paper products could be used for the Banquet (Yes) Also can use some of hospitality budget for banquet.
VI. Ways and Means Report—Lynn Condreay and Debbie Hostetter
Fund raising—Mike Hostetter explained that there has been a $1/case price increase for grapefruit, but that price will not be passed along on orders already placed. Extra cases that are ordered for late sale should cover the shortfall. Mike explains that the fruit company has been great to work with and has really bent over backwards to deal with costs. Mike reminds everyone that truck unloading will begin at 8:00 am on Saturday December 3, everyone needs to be there (reminders will go out email) there will also be an SAT test at Enloe that day.
VII. Marching Band Fall Banquet and Senior Awards: Beth Narron, Rebecca Whetten, Terry Wetzel and David Hockenberger
VIII. Next year’s Off-site band camp planning: Kaye Poole and Penny Werner
Penny explains that a price of $235 for double occupancy rooms has been confirmed for Western Carolina for Sat August 5 through Saturday August 12, meals confirmed through that time period. Rooms will be in Scott hall that is not air conditioned. These prices are a 3% increase in meals and $2 per day increase in room fee from last year.
Mrs. Vagle asks if the insurance paperwork that the school administration has to complete for band camp can be acquired earlier this year. Penny will follow up on.
Mr. Hunter wants to make sure we have the same cafeteria as last year; he points out that all locations, cafeteria, dorm, practice rooms, etc. were all good.
IX. Other Business—Doug Reeves
--Scaffolding--Doug Nacewicz is looking into pricing for new scaffolding, he recommends aluminum scaffolding. Decision on type and purchase will be made at a later date.
--Plans to revise by-laws—bring the by laws up to date to reflect how we are actually doing things. Board to begin meetings to revise by-laws after marching band season is over.
Drew asks if a truck is needed for the Christmas parade—Mr. Hunter says a small truck would be just fine.
X. Penny Werner moves to adjourn the meeting, Karin Hess seconds, motion passes and meeting adjourned at 8:45pm. The next meeting is scheduled for December 8 at 7:00p.m.