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Enloe Band Booster Minutes-September 2006
Meeting date: September 21, 2006
Location: Enloe High School
Attendees:
Denise Scholl, Karin Hess, Judy Melton, Cynthia Rohm, Lynn Condreay, Laura Jean Becker, Eric Miller, Penny Werner. Kaye Poole, Jim and Rhonda Connor, Mr. Hunter, Drew and Sara Morrison-Rowe, Beth Narron, Beverly and David Hockenberger, Nancy Appleby Brenner, Harriet Johnson
Meeting called to order at 7:10p.m. by Beth Narron
I. Minutes of the August 18, 2006 General Meeting; no additions or corrections received. Penny moves to accept the minutes as issued, Lynn seconds the motion, group votes unanimously, minutes accepted as issued.
II. Band Director’s report-Mr. Hunter
q Each of the concert band classes (Concert Band, Symphonic Band, and Wind Ensemble) is currently working on individual skills rather than ensemble skills. Each year we begin with a thorough review of the fundamentals of wind and keyboard percussion playing. We started with rhythm, the most basic aspect of music, and moved to scale patterns. We’ll gradually move from 100% individual 0% ensemble to a more appropriate balance in each class. Typically the WE will have a 10/90 balance, the SB will have a 75/25, and the CB will have a 50/50 balance of individual to ensemble focus. It’s most important for me, at this stage, to be sure that all my freshmen have basic skills, while providing the upperclassmen with a good chop conditioning experience after a summer of light playing.
q The jazz kids (7th period) are already performing in combos for each other on Fridays. After one more performance they’ll be allowed to choose new combos (4 combos of 4-5 players each). As the year progress they’ll gravitate to other kids with similar interests and levels of commitment.
q The Marching Band is far ahead of where we were this time last year and the year before, despite having a very large rookie class. They love the concept as well as the music and their interest is still very high despite settling into a routine. We’ll do well at our first competition (a week away). Well, meaning we are well prepared and can present the entire show. From that point on we will work on making adjustments based on instructor and judge comments.
q By now you have probably heard about Joel Martin (www.jazzical.com). He is our resident composer this year. He spent one week of orientation with us last week (even came to the game with the MB), will return in October/November for 2+ weeks, and back after exams for 4 weeks, culminating in our performance in Meymandi Hall on Sunday February 11, 2007. He has composed music for the 4th period chorus, the 5th period orchestra, and the 6th period band. Whether or not your child is involved I recommend you take him/her to the concert. It will be a wonderful experience. This is simply the largest musical collaboration in Enloe history.
Secretary’s notes on Director’s report:
Mr. Hunter was pleased to report that issues from prior years regarding building access have now been resolved.
III. Treasurer’s Report
TREASURER’S REPORT
Enloe Band Boosters
September 21, 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 will be doing our Tax Return. I will also ask him to audit 2005 after the books are closed out and the Tax Return is due by November 15, 2006.
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. Still working on refund.
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. A balance will be provided at our next Band Boosters meeting in September. Will Review statement for next meeting.
FUNDS STATUS:
First Citizens Account Balances per Quickbooks as of 9/21/2006:
Checking Account (Business Quest) $ 1,812.22
Savings Accounts $ 222.69
12- 17 mo fixed rate CD(Matured/rolled 07/10/2006) $ 19,243.00
TOTAL $ 21,277.91
**Please note that we have $6,817 in grocery card receivables outstanding and Marching Band payments ($400/student) due beginning with $100 ea. on Sept 29 and the remainder at the beginning of November. Our Cash flow is a little tight until the Sept 29. After that date there should be no problem.
MARCHING BAND OFFSITE CAMP:
Direct Payments: $26,724.40
Total Receipts $30,013.30
Total Cost: $37,000.00 (approx)
Note: Transportation was approx $6,500 (includes buses, Truck & Gas) I will have exact figures once I have all invoices paid.
Secretary’s notes on Treasurer’s report:
In a prior meeting $500 had been approved for the purchase of Dreamweaver software, it was purchased for $181. Also, $1500 had been approved for the purchase of a drum rack, actual expenditure was $1100.
IV. Fair Share Report: Karin Hess
Karin explained that she has recently sent out emails to all Marching Band families detailing what they each owe for the next installment of their fairshare. The payment due is $100 less any fairshare earned to this point. The payment is due by September 29. Karin encourages anyone with questions to contact her by email [karinhess@gmail.com] or phone 266-7336.
Rhonda asked if we saved money on postage by approaching families via email? Karin responds yes, at least $60.
Karin mentioned that she does not have email addresses for everyone, but most everyone. She has contacted those without email an alternate way.
The group would like to acknowledge the tremendous amount of time and effort that Karin has put into the fair share program, a huge undertaking and crucial to the success of the band program.
Eric mentions that he likes all effort put into fair share and that some of the fair share fundraising opportunities pay off more than others; for his family the Durham Bulls volunteering did not pay off well. He suggests going there may be more fun than financially rewarding. Lynn reviewed several reasons why working concessions at the DBAP was not as lucrative as it might have been; including getting a bad slot because we were last group to sign up (4 months after others). Earnings ranged from ~ $10 - $33 per slot worked for each person. The average family that participated raised $118 for their fair share, not really good considering the amount of time. Some families earned >$200 by working multiple slots and by having more members of the family work with them. Students over 14 can work at the DBAP concessions with their families which is better than other venues. We will sign up for one more season. We should have more profitable slots this year. The RBC center requires that we have same leader for every event, i.e. one parent for all 20 events, an impractical requirement for our group. Lynn feels that committing to the legal agreement needed to staff an RBC center concession would be risky for us. Alltel Pavilion may still be in the running, she is investigating. Lynn outlined several other issues including how best to slot volunteers at Bulls games, how best to fairly apportion the money earned and so on. These issues will be addressed in committee.
V. Ways and Means: Lynn Condreay
Lynn outlined the fundraising initiatives; last year Entertainment books, pies and doughnuts were new efforts. This year brought in new books, shirts and Durham Bulls concessions. Another new opportunity under discussion is manning a concession at the Raleigh Christmas parade—several meetings have been held looking into this idea. This year the parade is being expanded. The Greater Raleigh Merchants Association (GRMA) that runs the parade is trying to bring in the big helium balloons and also start up a festival immediately after the parade to highlight the revamped Fayetteville street area. We contacted them to see if we could work a concession tent along the parade route. The GRMA is very excited about this and helping us set this up. Groups are asked to sell donated bottled water (earning 45c a bottle) and CDs of local bands, groups can also sell other concessions in the tent, such as baked goods, doughnuts, coffee, hot chocolate, etc. Current thinking is to agree to staff 2 tents, and use the monies generated as a fair share opportunity, targeting especially those families that need to raise money for class room fair share or who would like to get a start on next year’s marching band costs. We have approval from the school to participate. Tents measure 8x8, hours will be 6am for set up until noon. Lynn feels right now like we will need a group of approximately 6-8 people per booth. Slots will be open on a first come first served basis. Two hour shifts will be suggested. If not enough people sign up, then people can work more than 1 slot. Classroom kids that are not marching can participate; parents of marchers can participate. Profits provided will most likely be divided by hours manning booths. Beth concerned spreading ourselves too thin; a lot is going on at school at this time. Penny moves that we participate and release funds of $500 to facilitate the fundraising process. Rhonda seconds the motion and it passes unanimously.
Car wash update—Drew mentions that car wash brought in about $1000, kids don’t earn a whole lot but really enjoy it, presales do count against fair share. Nancy asked if Sam’s will match any money earned? Drew said he had discussed this with Sam’s management and plans to send a letter to ask for matching funds.
Lynn asks Mr. Hunter if he got help for PTSA grant writing requested and he said he had.
Pies, entertainment books and fruit sales are ongoing. Fruit sale activity looks promising but it is hard to know until all the orders are in next week. Harriet mentioned that Football sales are going well and she thinks there is an opportunity to sell more at the games. She has several inexpensive/high margin items in mind, things that are glow in the dark and/or Halloween related. Mr. Hunter cautions that we make sure any sales plans are worked out with the Administration and the Athletic Boosters. David has concerns about tying up more monies in materials. Mr. Hunter points out that the Enloe Marching Band does not participate in the concession profits like many other schools. Harriet moves that $150 be released to purchase trinkets to be sold at football games. Karin seconds the motion. Eric asks for clarification on where these items will be sold. Harriet explains up by the gate with the seat cushions. David mentions that a table will be set up early for this. The motion passes unanimously.
Beverly mentions that without doughnut sales perhaps the group should consider earmarking funds in the budget for next year’s band camp transportation costs, busses and equipment truck that cost approximately $6500 this year. Nancy mentions that perhaps any corporate matching monies like those received from GSK this year could be earmarked for transportation. She also mentioned that transportation monies will come out of the general fund regardless. Sara points out that without reserving these funds we may end up spending them on something else. Penny mentioned that maybe Christmas Parade booth earnings could go toward transportation. Judy mentioned that Lynn’s plan had been for this new effort to be toward classroom band fair share. Judy, Lynn and Denise agreed to form a committee to address these issues and discuss at a later meeting date.
VI. Other Business
Laura Jean mentions that she needs some help with Color Guard and Percussion practices, could use another cooler perhaps with wheels, she moves that the Boosters release no more than $50 for the purchase of a cooler. Penny seconds the motion, it passes unanimously.
There was some general discussion around organizing meals at competitions. Mr. Hunter points out that purchasing meals at competitions helps support the host school. Penny suggests we pick one competition to have a meal at the truck otherwise supporting the host school.
Beth ran through with the group what each committee involved in Friday pregame activities, game activities and contest activities is responsible for. She asked for reports in from each of these groups to make sure that all the critical parent volunteer functions are covered and that no task has slipped through the cracks. Beth noted that she was a little disappointed in the volunteer turn out for recent events, especially chaperoning for the last football game after school meal. Beth emphasized with the group that the next weeks will require committed organized volunteer efforts for a successful marching band season. She wants to make sure that each committee has clear tasks, checklists to work from to ensure all key functions are covered. Each committee chair needs to communicate clearly and organize their committee volunteer for a consolidated structured effort.
Judy moves to adjourn at 9:10, Lynn seconds the motion, it carries unanimously.
Next meeting date: October 12, 7:00 p.m. Enloe High School Band Room
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