Enloe Band Booster Minutes – September 2007
(As revised on October 11, 2007; revisions are underlined)
Meeting date: September 13, 2007
Location: Enloe High School
Attendees: Sara Morrison-Rowe, Anabella George, Barbara Lee, Mary
Still, Patricia Fleggas, Liz Scott, Ron Scott, Barbara Marley, Matt
Rice, Robert C. Hunter, Eric Miller, Joanne Schmitt, Bill Schmitt,
Lorraine Johnson, Cynthia Rohm, Rhonda Connor, Beverly Hockenberger,
Gita Rush, Jeanne Marlowe.
Meeting called to order at 7:03 pm by President Ron Scott.
I. Minutes of the July 30, 2007 meeting were approved. A motion
by made by Liz Scott and seconded by Patricia Fleggas with a
unanimous vote to approve the minutes.
II. Treasurer's report as follows was presented by Patricia
Fleggas.
TREASURER'S REPORT
Enloe Band Boosters
September 13, 2007
AUDIT OF FISCAL YEARS 2004, 2005, AND 2006 RECORDS:
Patricia Fleggas, Treasurer, has contacted Keila Keadle, current
Treasurer of the Enloe Athletic Boosters. She has agreed to audit
Fiscal Years 2005 and 2006 in December after Nancy Brenner, Outgoing
Treasurer, completes the 2006 Income Tax Return, which is due
November 15, 2007. Keila is a self-employed CPA who has served in
numerous volunteer positions with Carnage Middle School and Enloe
High School. She offered to perform the audits at no charge. We
have allocated $250 for this expense since volunteer effort in the
past has been slow, and feel it is only appropriate to compensate
Keila for her services. Nancy Brenner will contact John Montgomery
to get the records for Fiscal Year 2004. Nancy has offered to
perform the audit of that year since she was not treasurer during
that time. Our goal is to have all three audits completed by
December 31, 2007.
NC SALES TAX REFUND REQUEST FOR 3 YEARS:
We are looking for a volunteer to complete the NC Sales Tax
Refund filings. Nancy Brenner, Outgoing Treasurer, has almost
completed calendar year 2004 and is willing to instruct the person
interested in undertaking this task. It is not a difficult task but
requires sorting through receipts and summarizing sales tax paid by
the Boosters. In addition to finalizing 2004, calendar years 2005
and 2006 will need to be completed. The 2004 filing has to be filed
before the end of 2007.
RITA GOODMAN SCHOLARSHIP FUND ACCOUNT:
As of September 7, 2007, we have $5,642.84 in one of their
Mutual Fund Accounts (Ultra Short-term Income-Inv.). Nancy Brenner
is in the process of getting the signatories changed on this account.
FUNDS STATUS:
First Citizens Account Balances per First Citizens as of September
11, 2007:
Checking Account (Business Quest)
$ 23,081.27**
Savings Accounts $
38,161.89
12- 17 mo fixed rate CD (Matured 8/10/07,
$19,933.59 0.00
transferred to savings)
TOTAL $ 61,243.16
**Note: $6,311.13 in payments have not cleared as of this date.
$31,530.00 invoice from Western Carolina for Away
Band Camp is due by
9/29/07.
ITEMS OF NOTE:
Donations Received:
We received a donation of $1,000.00 yesterday from the SAS Employee
Volunteer Fund representing Skip Smoak's 2006 volunteer efforts with
the Band Boosters. Skip is the father of last season's Drum Major,
Jennie Smoak.
To date, we have received $1,025.00 in donations from parents for the
Game/Competition meals.
Grocery Card Fair Share Fundraising:
Cash flow has improved significantly with the 9/01/07 implementation
of our new procedure for ordering cards/collecting funds.
July 30, 2007 Emergency Meeting for Non-Budgeted Drum Purchases:
To date we have spent $12,928.82 of the $13,384.84 which was approved
at the emergency meeting.
Non-Budgeted Away Band Camp Transportation Expenditures:
To date transportation expenses total $7,407.25. Holiday Tours was
paid $5,840.00 for the charter buses. This amount reflected a
$400.00 discount for the inconvenience caused when one of the buses
had transmission problems in route to Western Carolina. Truck rental
and related fuel expenses totaled $1,567.25.
Non-Budgeted Away Band Camp Miscellaneous Expenditures:
$1,161.87 was spent for miscellaneous items needed for Away Camp.
These expenditures were approved at the 7/12/07 meeting.
Non-Budgeted Marching Band Expenditures:
$500.00 was paid for copyright clearance. This item will need to be
included in future budget planning per Mr. Hunter.
$235.85 was paid for a new drum major uniform. Item was necessary
due to size difference of current drum major.
A question was raised if there was enough money to pay for game and
competition dinners. Patricia answered that several donations had
been received for the dinners and there were sufficient funds.
Ron Scott shared that the Treasurer keeps a detailed report
of money in and out and if anyone wants to see the precise breakdown
they should talk to Patricia Fleggas.
III. Band Director's Report. Mr. Hunter shared that the band will
perform at half-time after Homecoming Court. He shared that the
performance, though "rough" will give the band practice before going
into the upcoming competitions. Mr. Hunter requested that someone
video tape the performance. Handouts of the band schedule for the
year were given out at the meeting.
Mr. Hunter was excited about new stand tunes for the game and
the enthusiasm the students have shown. He shared that about half of
the band went to Ligon Middle School this past week to work with the
band students there. Mr. Hunter requested that we feed snacks to
Ligon students on Ligon Night, September 21.
One parent asked if the band could work with Martin Middle
and Mr. Hunter stated that he would love to work with Martin if the
band director there would invite them.
If the game is cancelled it will be played on Monday. Mr.
Hunter would provide a pep band only on Monday. Students who cannot
come would be excused since it is not on the calendar. Mr. Hunter
stated that the Band T-shirt is being completed and should be
available soon.
IV. Operations Report – Beverly Hockenberger
Lorraine Johnson stated that she and Lora Jean Becker, after-school
water servers, are OK with coordinating the snack
donations/distributions during after school practices. Lorraine is
sending out a reminder note for this week. Snacks are distributed on
the porch and not down at the field this year. A discussion was held
about the mentor program and it was noted that it was worth doing
again. Thank you notes have been sent to those who contributed to
the Silent Auction and those who contributed to meals. John Farrell
is creating a visual aid for the band show and Boo Walukas will work
with John. It was reported that John estimates that it would be less
than $500 and he insisted that he donate his time. It was noted that
John should submit all requests for reimbursement for supplies to Mr.
Hunter.
Beverly discussed that on the last Saturday in October, October 27,
prior to the rehearsal for competition, professional photographs will
be made of the band as a group and individually. Pictures will not
need to be pre-paid. The proofs will be sent home with students with
a payment package and purchase is optional.
Someone questioned if wrapping paper would be sold this year as a
fund raiser. It was noted that there was no mention of selling
wrapping paper on Lynn Condreay's report.
Beverly asked to read a statement submitted by Drew Rowe, who could
not be at tonight's meeting. She began reading the statement and was
told by Mr. Rice that this was not an appropriate subject to bring
up, because it was not a Booster issue, but rather a school
administration issue that did not involve the Band Booster
organization. Beverly asked Ron if he agreed that the statement
should not be read, and Ron concurred with Mr. Rice.
V. Ways and Means
Lynn Condreay sent an e-mail listing many types of fundraising. A
question was raised about selling poinsettias. Ron asked Mr. Rice to
check and see if another group at Enloe is selling poinsettias. Ron
stated that we are looking for more ways to raise money for the
general fund. Mr. Rice requested that Band Boosters share with him
what they are selling, to make sure other groups at Enloe are not
duplicating. A recommendation was made that we sell poinsettias at
carpool. Another recommendation was made to decorate the holiday
band concert with the poinsettias and have parents take them home
that night. It was also noted that the Band Boosters can sell
doughnuts if we offer nutritious snacks also.
Ron stated that if there were plans to hold a Silent Auction next
year, then we need to have a committee soon to begin to prepare.
Members were reminded that transportation costs continue to rise;
therefore, additional fundraisers are needed to offset the costs. It
was recommended that we inquire about holding a joint fundraiser with
Athletic Boosters such as a garage sale or barbecue with a silent
auction. Mr. Rice mentioned that as a former band director he held
spaghetti suppers before concerts. Ron stated that they tried this
last year and it wasn't approved. Other recommendations included
having a designated Durham Bulls worker's pay go into the General
Fund instead of an individual account; put out dented instrument for
donations at concerts, and recruit people other than band parents to
buy grocery cards.
VI. Fair Share – Liz Scott
Liz reported that about 92% of the fair share payments have been
collected and she expects the rest within the week. The next fair
share payment is due Sept 28
The final fair share payment is due November 2.
There was a discussion that a little more money may be required for
the first fair share payment next year to ease cash flow. A question
was raised about why the classroom fair share is due in April. No
one knew why it was set up this way. There was a suggestion to
change the classroom fair share payment to February in the 2008-2009
school year.
VI. Old Business:
Barb Marley stated that she still has volunteer positions that need
to be filled. She stated that a senior parent is needed to prepare
the slide show for the end of year Marching Band Banquet. Barb will e-
mail all senior parents to recruit someone to put this together.
Ron asked Mr. Rice if we could solicit help from Enloe students for
extra credit to video shows or put together slide shows, etc. Mr.
Hunter would like to see an Enloe art student design the band T-
shirt.
It was discussed that we need an assistant treasurer for Patricia
Fleggas, preferably someone who could take the Treasurer position
next year
Also needed is someone to set up a table to collect donations at the
Veteran's Day concert. A volunteer is also needed to man the table
at Enloe's Open House for prospective students in January and a
coordinator is needed for the middle school auditions.
If anyone can fill any of the above volunteer positions they should
contact Barb Marley.
VII. New Business:
Matt Rice attended the meeting tonight and was introduced. Mr. Rice
is an Assistant Principal at Enloe and is in charge of facilities and
the master calendar. Mr. Rice is a member of the Triangle Wind
Ensemble, a former music teacher, and he stated that he participated
in a very large band program when he was in high school. He shared
that he is very supportive of the band program at Enloe and hopes
that Band Booster's members will feel free to contact him with any
concerns.
A discussion was held about the coordination of the pizza meal before
the September 14th game. It was stated that students have been
reminded that they may not provide food from this meal to non-band
members. This is a privilege that band boosters provide so that
students do not have to leave school to go home or off campus to get
dinner prior to the games.
Eric Miller made a motion to adjourn the meeting at 8:50 pm. The
next meeting is October 11, 2007 at 7:00pm.