Enloe Band Booster Meeting Minutes
October 21, 2004
Meeting Called to Order at 7:02 pm
In Attendance:
Karin Hess, Debbie Hostetter, Robert Hunter, Mike Johnson, Jill Kirby, Scott
Kirby, Nancy McLean, Judy Melton, Nancy Molin, Drew Morrison-Rowe, Kaye Poole,
Douglas Reeves, Chip Teeter, Susan Teeter, Penny Werner, Terry Wetzel.
Secretary’s Report:
No changes or corrections were recommended for the September, 2004 minutes. A
motion was made to approve the minutes by Judy Melton and seconded by Kaye
Poole.
Susan reported that a tax donation letter was sent to Mr. Shah thanking him for
his donation of Jersey Mike’s subs.
Director’s Report:
Upcoming performances
- Saturday, October 23 Marching Band Competition at Sanderson
- Friday, October 29 Marching Band halftime show (senior night) no costumes
- Saturday, October 30 Marching Band Competition at Cary
- Thursday, November 11 Marching Band, Symphonic and Wind Ensemble Veteran’s
Day parade and concert
www.gocheer.com currently has hundreds of photos of our students posted. There
are even many good photos of last Weds. Concert. Joe Hart, parent of Lana Hart
is a professional photographer who has made his services available to us.
Thanks to his artistry and the legwork of Jill Kirby we’ll have tons of photos
to submit to the yearbook by the Nov. 1 deadline. Jill mentioned that we can
buy photos posted. Mr. Hunter suggested we might want to do that, even though
most of us can download them. This might offset some of his costs. Joe will
also be taking band pictures, in lieu of Josten’s Photography at the contest
on Saturday.
Thanks to all the band parents who came out a couple weeks back and cleaned and
organized our band hall. I’ve got some new shelves in my office and look
forward to the rest of the shelves being installed soon. The shelving will help
make better use of our storage space. We don’t have a lot of floor space so
the shelving helps us use our vertical space more efficiently. Mr. Hunter
mentioned that some of the 16†shelves could be replaced by 12†shelves. We
can swap those out when new shelves are purchased.
Karen Hess asked about the comment about no costumes at the game next week.
Some of the kids have been working on this. Mr. Hunter said that he met with
band officers over the summer and they felt they would rather not if the game
was not on Halloween. The best thing to do is to poll the kids about it on
Saturday.
Judy Melton suggests having booster parents’ input when the calendar is
created to avoid scheduling conflicts; i.e., last year’s spring concert on
Mother’s Day, the fall concert being the night before a 4 day weekend, etc.
Treasurer’s Report:
There is $15-20 thousand in accounts after check for fruit is sent. There is
$2500.00 in the 180 day CD left over from our 7 year uniform funds, with 4 more
years until the next uniform allocation. Elaine feels that we need to spend
that money on uniforms over the next 4 years. Chip asked Susan to send Elaine
an email asking her to write up a proposal on our uniform needs over the next 2
to 3 years.
Judy asked why our funds are growing and Mike stated that it is because of our
successful fair share.
Fair Share Report:
Statements will go out Saturday. Balance of Marching Band fair share is due
11/1. The remaining one outstanding issue has been resolved. Classroom
statements will go out after the holidays.
Ways and Means Report:
$12784.18 is total we took in for the fruit sale. Delivery is 12/4.
Scrip is in – the response has been good –first order was $1600.00. Next
order will be 11/2 or 11/3.
We will get a new list of vendors before the new order goes out.
Wrapping paper – we have taken in $2106.10 with more than $1000 being credited
to fair share. This total does not include on-line sales.
Operations Report:
The dates for the Spring trip have been set for Saturday, March 19 and Sunday,
March 20. Mr. Hunter is getting a quote for transportation only. The conductor
is recommending a hotel with nearby restaurants. He is also looking into
rafting. We will arrive early afternoon, eat lunch, attend a piano recital and
then a workshop with the conductor, Mark Camphouse. Rafting on Sunday and
return by 8 or 9 pm.
Drew reported that a 3rd cart was built to match the first 2. The wire shelving
was installed and Mr. Hunter stated he needs plywood or acrylic to line the
shelves so he can use them for sheet music. Cost is approx. $100 for 3 - 4 foot
shelves. No Saturdays are planned yet to install the remaining shelves; maybe
after the competitions are over. Jill reports that Ms. Vogle gave her
information on applying for matching funds. We can ask for matching funds on
any school building or grounds improvements. We were encouraged to fill out
paper work and get it in as soon as possible. Wake County has $100,000.00 set
aside for this program. Saturday we will measure to get an estimate for the
forms. Judy commented that we shouldn’t estimate more than we are willing to
spend, regardless of whether we get matching funds. This will come out of
equipment/non-instrument line item which has a $500 budget. Drew will come up
with an estimate and the board will review. Terry asked if we can go ahead and
approve $1000.00 for shelving. Mike suggested that we need to come up with a
prioritized wish list to decide what to spend money on. Chip said we need to
get an estimate on shelves and prioritize these with other items we want. Terry
made a motion to make a wish list but go ahead and allocate $1000.00 for
shelving. Seconded by Nancy Molin.
President’s Report:
Email list is 167 members and 109 in Marching Band group.
Old Business:
Jill talked with Ms. Vogle about possible locations for a storage shed. There
are lots of changes taking place due to construction. One possibility was next
to the concession stand on the footfall field. However, the concession stand is
going to be re-built. Mr. Stewart in the Athletic Dept. said that we cannot use
the space on the football field due to not enough space. Another possibility is
next to the little house on the baseball field. The batting machine in stored
in the house. We can do an 8 x 12 storage shed. We can drive the gator to the
cafeteria to get water. Ms. Vogle said that route will always be open and
available through construction because it is how supplies are delivered to the
cafeteria. The floor will support the weight of our equipment. The price of
the shed is $1275 and includes installation.
Revels has a used gator that was used by the RBC Centura Arena. It only has 300
hours of use and comes with a one year warranty and has new tires. It can also
be used to draw lines on the field with an attachment that is approximately
$300.00. The Booster organization can give it to the school band. Drivers must
sign a waiver in case of injury. Damage to other vehicles will be covered by
Wake County insurance. We can also apply for matching funds for this purchase.
Total expense of gator and shed is $7000.00; $3500.00 with matching funds. Mike
asked if Revels would hold for us if they knew we were going to buy it.
The storage shed will involve very minimal site work. There will be some
grading and gravel.
Judy asked for clarification on ownership and responsibility and maintenance.
Boosters gift it to the Band Program which is under Wake County. Wake County
will be responsible for insurance and maintenance.
The question was asked about Wake County providing theft insurance. Jill felt
sure they must.
Jill stated that we need to move quickly on the decision because 1) Ms. Vogle is
willing to help us; 2) the tractor won’t be available long; and 3) the
matching funds are on a first-come, first-served basis.
Judy stated that she is not comfortable making a decision quickly. She feels we
need to prioritize our wants and needs before any decisions are made, and also
the benefit for the kids vs. booster organization. Terry Wetzel brought up the
fact, that by buying the gator, we could save a lot of wear and tear on the
instruments. Also, we are replacing wheels and ball bearings on the hand trucks
every year.
Nancy Molin brought up a question of how much money we have to spend. Chip said
that we are supposed to accrue capital every year to spend on extra items and
that these items are not new – they’ve been brought up the last 2 months.
Drew said we need to look at the students being served and amortize the cost
over the life of the item; i.e., the carts should last 10 years which works out
to around $7 per kid per year. Mr. Hunter feels like it is a smart buy if it is
used for instruments and it saves wear and tear on the instruments, not if it is
being bought for the sole purpose of transporting water. He also said he can
have a wants/needs list to us overnight, which will include 2 more sousaphones,
2 mellophones, marching baritones, and marching symbols.
Nancy Molin made a motion that we move to allocate $7000 to buy the used gator
and storage shed, or at least pay a deposit to hold it for us until a decision
is made. Motion was seconded by Drew with the condition that we can get a 10’
wide shed. Vote was all in favor, except 2 no votes by Chip and Judy.
Terry made a motion that Jill to put in for matching funds for the gator/shed
purchase and put any matching funds we get towards items on the “wants†list
Jill mentioned another fund raising opportunity is in the planning stages for
spring – the first annual rummage/bake sale and Jazz concert.
There was a proposal to do the marching band survey again, but to do it at the
end of marching band instead of waiting until spring. Judy made a motion to
approach the Marks’ to do the survey again, but with the actual survey
approved by Mr. Hunter. Mike seconded and all were in favor.
Meeting adjourned at 8:55 pm. Next meeting is November 18 in the band room.