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Minutes
Band Boosters
General Meeting
June 10, 2010
In attendance: Patti Long, Paul and Mary Jo Saenz, Elaine Dorman, Letha and Rod Nelson, Charles and Betty Schmidling, Wendy Lynch, Liz Alvarez, Debbie Colestock , Heidie Godfrey, Michelle and Joe Vignola, Stacy Sjolund, Steve Menefee
Meeting called to order at 7:05 pm by Pres. Rod Nelson
Director's Report Due to the Middle Schools' Spring concert Steve gave his report first.
Next year's Spring trip. New flights out of Bellingham make a long trip more financially feasible. Due to the organization of the Disney Land music experience he likes this trip and asked for parental support. The Boosters were enthusiastic about the trip. No final decision was made. It was suggested by Paul Saenz that a decision be made soon so families can begin making plans and raising funds. Steve also suggested making this trip every two years.
Still interested in sending Kaleb, Sophomore Drum Major, to University Of Oregon Drum Major Camp this summer. The Boosters agreed to pay a portion of the expense for Kaleb to attend this camp, if he is available. Wendy asked about also sending a Color Guard Captain. The response was positive. Elaine Dorman said that there is a discount for sending more than one student.
Fall show coming along fine. Have been practicing on the music. The kids seem to like it. He is working on “telling a story” with the show. May be the “best show ever.”
A push is on to have a good turn out for an Alumni Band for the Old Settlers Parade. The students are working on “picture boards” of photos from previous years to post in the bandroom for alumni to look at.
Due to School District policy separation of Booster events from school sponsored events this year will need to be more clear than in previous years. More paper work will be required for all events. Itineraries and paper work for trips will look a certain way. Eligibility forms will not cover trips this year. Students can not independently come up with events and then publicize them as a band sponsored event without going through proper channels.
Good stuff happening. It's been a great year, one of his favorite years. Thank You.
Rod welcomed everyone including some faces not seen for awhile. The May minutes were read and amended to only $408 deposited into ASB accounts from the Spring Butter Braid sale. Heidie moved to accept as amended, Debbie second. Minutes passed.
Student Accounts Debbie Colestock reported there have been no changes in Student Accounts.
Treasurer Report Heidie Godfrey presented a balance sheet and reported that the beginning cash was $20,087. A deposit of $558 was made, $3993.08 was withdrawn. Ending Balance $16,651.92. Betty Schmidling asked that the new budget be presented before going into details about finances.
She reported that the Board met on May 10 to determine the coming year's budget. Beginning cash was $20,087.00. The Board chose to maintain the $10,000 “rainy-day” fund. This left $10,000.00 to budget for the coming year. Steve requested $7,500 to cover all expenses for the Fall program. $2,100.00 was earmarked for the purchase of a new sound system. $250.00 was delegated for Boosters operational expenses and $150.00 for miscellaneous expense.
Several questions were asked about the balance sheet presented by Heidie.
Betty wanted to know where the $558 deposit came from and what did the $3993.08 withdrawal pay for.
The deposit was $408.00 from the Spring Butter Braid Sale and $150.00 was from the Auction.
The withdrawal paid $335.08 charge card fees from the Auction, $2,500.00 paid for the music score for the Fall show, $285.08 merchant fees, $50.00 insurance and $750.00 transferred into ASB accounts from the Fall Butter Braid sale.
Charles Schmidling wanted to know why Equipment Maintenance was budgeted $2100.00
This amount is for the purchase of the new sound system.
Charles requested the heading be changed to “New Sound System Expense” to reflect what the money is really for.
Betty wanted to know who the trailer belongs to and who covers the insurance and the tabs.
The trailer belongs to the Band Boosters and the Boosters pay for the tabs. The insurance is from the person who is pulling the trailer insurance policy.
The cost of new tabs for the trailer will be about $40.00 and will come out of the miscellaneous funds.
Two scholarships were awarded to graduating seniors. Paul Saenz asked about the balance in the scholarship account and in the endowment fund.
The scholarship account is about $40,000 and the endowment fund is about $100,000
Communication Betty Schmidling reported a letter thanking the community for its continued support of the band programs is being sent to the editors of the Ferndale Record Journal and the Bellingham Herald.
Uniforms Elaine Dorman reported that not all the uniforms have been returned after the Highland Games and the retirement party that the band played at. Betty will send out an email informing students to get them turned in. One tuxedo and one tuxedo shirt are still missing. There are lots of extra marching shoes some of these shoes will be available for students to buy instead of new shoes if needed at a discounted price this Fall. Smaller(outgrown) shoes may also be traded for larger sizes. Researching buying a different type of pants that are easier to fit than the old style since we may need to buy some new uniforms this Fall, we may possibly be able to buy some pants from the Bellingham program. Uniforms will be washed on Wednesday, June 16. Betty reported that all the tuxedo shirts have been washed.
Fund Raisers Debbie Colestock is still selling the Haggen cards. Betty mentioned that at Vista Middle School and at a local church “scrip” is sold for Haggen and Fred Meyer. A percentage of the sales is returned to the organization. Stacy Sjoland reported that there are many local stores who participate in the type of fund raising. Letha Nelson will investigate.
Betty Schmidling reported that $624.23 was made at the Cotton Candy sale at the Highland Games expenses totaled $183.42, net sales totaled $421.39. 15 students worked with a total of $400 deposited into ASB accounts. Saturday was a busy day, but with the rain on Sunday not much candy was sold. The 3 students who had signed up to work the late Sunday afternoon shift but weren't able to work due to the change in performance time were paid since it wasn't their fault that they couldn't work.
New Business It was suggested that the Band Boosters might look into having an audit done as a measure of good practice.
A concern was raised that the Band Boosters registration with the state may have expired. This will be checked into and taken care of.
Wendy Lynch is networking to get a large turnout of alumni for the Old Settlers Parade. An alumni picnic is planned to help get the alumni back in touch with the band. Everyone is encouraged to attend, alumni, in-coming Freshman, current band members, friends and families of the band. Practice for the parade will be held on Tuesday and Thursday July 20 and 22 from 6-7:30 at the bandroom.
Volunteers are needed for the Concession Stand at the first home football game, Friday September 3.
Elections Rod passed out a ballot with four (4) names on it three (3) other names were added. The people running for the four (4) open board positions were: Rod Nelson, Letha Nelson, Heidie Godfrey, Michelle Vignola, Liz Alavarez and Charles Schmidling.
Michelle Vignola, Liz Alvarez were voted in with a tie between Charles, Rod, and Letha. A tie breaking vote was done, Rod Nelson and Letha Nelson were voted in. Immediately following the meeting the board met and named Rod Nelson President, Debbie Colestock Vice-president, Letha Nelson Treasurer, Betty Schmidling Secretary/Communication, Liz Alvarez and Michelle Vignola Members-at-Large.
The meeting adjourned at 8:40 p.m. Next meeting was scheduled for Thursday, July 1.
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