Enloe Band Booster Minutes-October 2005

 

Meeting date: October 6, 2005

Location: Enloe High School Band Room

 

Attendees:

Karin Hess, Lynn Condreay, Drew Morrison-Rowe, Kaye Poole, Penny Werner, Beverly and David Hockenberger, Beth Narron, Debbie Hostetter, Nancy Brenner, Lynn van Dokkum, Lorraine Johnson, Penny Vagle, Scott and Jill Kirby, Sherri Miller, Rebecca Whetten, Doug Reeves, Ruth Bromer, Cynthia Rohm

 

Meeting called to order at 7:00 by Doug Reeves

 

I.                    Band Director’s report-Mr. Hunter

Director’s Report

October 6, 2005

• Our Veterans Day Concert will be held on the steps of the Capitol building again this year. It follows the parade and the ceremony. Marching band members wear their uniform for both the parade and the concert. Non-marchers wear their concert attire(see calendar and policies handout that was distributed in August).
• To further challenge the Wind Ensemble students, who receive honors credit, I am asking that they perform chamber music on music club, which meets at 2:30pm once per month. I provide sectional practice time and music. Music Club performances for this semester are October 19, November 17 and December 7. W/E students will perform at one of the last two dates.
• A new tradition The “wall of fame” is an idea I had some time ago and is just now coming to fruition thanks to the efforts of the Kirby family (Scott, Jill and her mom and dad). Currently you’ll only see marching band trophies on the wall but as the year progresses you’ll see concert programs, lists of students participating in honors bands, superior plaques, pictures, etc. The accolades for the current year will remain on the wall just inside the room until next year, at which time those items will be moved to a permanent location and a new wall will be installed just inside the door. Each year will begin with a blank canvas, and students can anticipate adding their accolades for future classes to see.
• The marching band continues to improve with each performance! As a result we have begun to accumulate trophies. The trophies by no means represent our goals, but are mere by-products of our progress as we continue the path that leads to those goals. We look forward to challenging the capacity of our new wall of fame!
• I’ve heard from several people regarding the marching band’s participation in the Raleigh Christmas parade. We will not participate. I am considering the Holly Springs Christmas Parade on Saturday December 10th as an alternative. We’ve got the building reserved for the banquet on November 19 (day of Raleigh Christmas parade). If parents students and administrators prefer not to hold two days on their schedules than I am happy to oblige and look into the possibility of holding the banquet on December 10th. To voice your preferences I welcome your e-mails (rchunter@...).

Upcoming Events

		October
MB	1	Competition @ Wakefield HS (itinerary TBA)
MB	14	Home football game vs. Broughton, band room 5pm, perform 6:45pm
MB	15	Competition @JH Rose HS (itinerary TBA)
MB	22	Competition @Sanderson (itinerary TBA)
MB	28	Home football game vs. Sanderson; band room 5pm, perform 6:45pm
MB	29	Competition @ Cary HS (itinerary TBA)
		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	Marching Band Banquet @ Enloe (1pm)
		December
MB	2	MB tour to elementary and/or middle school(s), (8am-4pm) pending approval
All	3	Band fruit delivery 8am at Enloe
All	9	Holiday Concert in Enloe auditorium 7pm(arrive 6:15)
MB	10	Holly Springs (?) Christmas Parade (times TBA)

 

Secretary’s notes on Director’s report:

-           Veteran’s concert. No commission piece this year, we didn’t raise enough to commission a new piece.

-           Marching Band. Kids are doing fantastic. Note that at many high schools, the band doesn’t really participate in the whole ‘spirit’ of the game, our kids really get into it, and have a great time supporting the team. When it is time to ‘zone in’ for the half time show, they do that, and we have a great show. The student leadership has been fantastic this year. Mr. Hunter is as pleased as he can be.

-           Raleigh Christmas parade is OFF. They did not waive the fee, no one from the RAMA responded, other band directors have sent letters, with no response. Instead, we are going for the Holly Springs parade or perhaps Cary on Dec 10. Dec 10 looks like a good date for us, with fruit delivery Dec 3.

-           Banquet. We can either leave it as is, Nov 19, or, change it to Dec 10 to match the parade date. Some discussion, most felt that it is best to leave the date as planned, so that we are sure that seniors can make the banquet. Decision made to leave Banquet as planned.

-           Dec 2 MB tour to some schools, pending approval. This is a new thing, something we haven’t done, so we will see based on approval. We may want a small truck for drumline and guard bags.

-           Spring Trip. Not planned yet, dates are requested, but no destination has been chosen. It will be a two day trip, ~$200, not mandatory. First weekend of spring break, Mar 24-26

 

II.         Minutes from September meeting approved as published.

 

III.       Treasurer’s Report—Nancy Brenner

TREASURER’S REPORT

Enloe Band Boosters

October 6, 2005

TRANSITION STATUS:

-         John Montgomery has volunteered to audit the records in accordance with the Bylaws.

-         In process of inputting additional data from records into QuickBooks

FUNDS STATUS:

First Citizens Chckg Acct Balance per QuickBooks as of September 8, 2005:

                                                                                                $     478.21

Monies to be deposited:

            Grocery Cards (10/01/05                                            $  4,890.25

            Entertainment Books                                                    ?

Savings Accounts                                                                   $  2,302.95

12- 17 mo fixed rate CD                                                        $18,539.84

                                                            TOTAL                       $26,211.25

 

RECEIPTS/EXPENSE DETAIL:

·        Marching Band Pre-game & Competition Meals:

Donations Received:             $1,000

Add:  Pledges                              250

           Monies from Onsite         290

                        Total               $1,540

 

Monies Spent                         $1,115

 

            Amount remaining      $   425

 

General Items:

-Continue working on input of budget to software and updating Budget Accounts for Website.

-Lockbox (Soho type) now in Band Room

-Mailbox now in Enloe West Office for Enloe Band Boosters

-May request volunteer to work on NC Sales Tax Refund requests for 3 prior years now that records are available.

 

-Rita Goodman Scholarship Fund:

  Debbie Hostetter has contacted Steve Ford (former Booster President) and we’re working on procedure to get address and contact changed at Wells Fargo Investment .We can then decide whether we want to remain with investment firm or change to another Company

-May request volunteer to prepare request to USPS for Non-profit mailing permit.

-Will try to have balance sheet for the next meeting.`

-MB pre-game and competition meal funding working well so far. Other donations expected.

-General item. Cell Phone expense from Band Camp, since many phones did not work, those that did, ended up going over their minutes quota to amount of ~$75.00. Doug—that will be considered band camp expense.

 

IV.       Fair Share – Karin Hess

October 2005 Fair Share Report

Current Marching Band Fair Share Contributions Status

Marching Band Fair Share Contributions to be collected by November 1st for the 2005 Marching Band Season are as follows:

 

84 only-child-in-marching-band marchers x $375 = $31,500

4 second-child-in marching-band marchers x $225 = $900

so total contributions for season = $32,400

 

Remaining outstanding scholarship funds granted = -$200

 

Contributions received to date (includes August car wash, outstanding grocery card credits, misc. credits, and payments made) =  - $3,503.49

 

So remaining contributions (i.e., coupon book fundraiser credits, fruit sale credits, and remaining payments) that need to be collected =$28,696.51

Fair Share Activities to be Completed this Month

·        Fundraiser credits turned in to Fair Share Coordinator from Ways & Means Committee

·        Fair Share Balance-Owing Statements Mailed out to all Marching Band Members

·        Begin Collection of Fair Share Payments mailed to the Boosters

Current Fair Share Difficulties

·        Vendor in charge of coupon book fundraiser has yet to send the Ways & Means Committee a list of the credits earned by the students who participated in the sale

·        Fruit Sale invoices are not due until October 11th and Ways & Means needs time to collect all invoices turned in late & go thru all invoices to calculate credits and get them to the Fair Share Coordinator for credit to individual fair share accounts.  This will result in a first statement being mailed to marchers that includes only credits received to date and a second statement having to go out to those students involved in the coupon book and fruit sales at the end of the month reflecting these additional credits, thus delaying payment on some accounts.

Secretary’s notes on Fair Share report discussion:

-           Still need to collect ~$28K

-           Entertainment Books. 144 books locally, profit tbd ~$14 each

-           Karin wants to send a statement now, without fruit and entertainment amounts, so that people know where they stand. Then, she would like to send a second mailing with the results of fruit sales. Second mailing will add cost, and couldn’t go out till near end of October anyway.

-           We published November 1 as our date, and feeling is that we should keep to that.

-           Karin’s idea is to send the first letter, with information about how to calculate your fair share from fruit sales, and that should help.

-           Doug suggests that we work with the people who comply, using their information to put into the one mailing that we send out. That seemed to resonate with the people present.

-           Doug to send a Fruit Sale reminder with clarification on how the money is applied to fair share based on receipt

-           Doug, Karin, Debbie to work out details of how / when to send the notifications and final bill amounts.

 

V.        Off-Site Band Camp 2006 – Penny Werner

-           Dates are held for us, no need to give a deposit yet.

-           Saturday to Saturday, 8/12 as last day

-           Costs will not be known till November, we can count on a 2-5% increase. If we go for an air conditioned dorm, it would be an additional $3/day/person. We did have some additional things given to us by WCU, due to the construction. So, there will probably be some additional costs next year. Looks like at least $300/person. Note that this does not include transportation costs (2 coaches plus truck rental)

-           Doug says lets vote on:

-           should we have off-site camp again

-           how many days

-           should we pay for transportation (~$5.8K this year)

****    Jill Kirby moves that the Band Boosters pay from general funds for transportation for WCU band camp in 2006. David Hockenberger seconds. Passed

****    Beth Narron moves that we have band camp again at WCU, for 6 days, with upper limit of $400/person, hoping to keep it well under that. Karin Hess suggested 350, Cynthia Rohm seconds. We voted on the $350 limit, Passed.

 

VI.       Operations Report – Jill Kirby

-           Competition / Game Food Donations, going well, could use some additional contributions.

-           Jill suggests that we add a game day / contest committee for next year.

****    Motion to add a committee for next year by Jill, Lynn seconds, Passed.

-           Truck Rental with Budget going well, have trucks, are there when we return, saving an extra trip the next day to settle the account

-           Football Friday. Volunteers, everyone who wants to come. No uniforms. Building will be closed after the game. This isn’t a ‘school supported’ event, it is simply students, and parents who want to take them, as a volunteer. Doug’s idea is that the kids will work all this out and parents can help drive as available.

 

VII.      Ways and Means – Lynn Condreay and Debbie Hostetter

-           Coupon books weren’t that difficult to do, good to do again next year.

-           Fruit deadline October 11

-           More fundraiser ideas for Spring are being looked at

-           Grocery Cards, September, 591 participants, going up. Kaye Poole reminds everyone that if they buy the prepaid grocery cards for Food Lion, Lowe’s Foods and/or Kroger and purchase an average of $100 a week; you would earn $240 in a year for your fair share account.

 

VIII.     Other Business

Beverly Hockenberger:

-           Water at games. Coolers with cups available in the stands? Mr. Hunter thinks that would be great.

-           Banquet. Catering vs boxes, vs pot luck. Last one we did with Jason’s Deli went over very well.

***      Beverly has a Motion that we do box lunches, and ask the parents to bring drinks and desserts to share. Penny Werner seconds. Passed

-           Reception following December Concert. (punch and cookies in the hall)

Rebecca Whetton:

-           Fall awards budget is $500, but we spend 750-800. Is this OK? Mr. Hunter recommends that we spend it.

****    Ruth moves that we spend the money needed. Karin seconds. Passed

 

IX.       Meeting adjourned at 9pm. The next meeting is scheduled for November 10 at 7:00p.m.