SHS BAND PARENTS ASSOCIATION

SHS BAND PARENTS ASSOCIATION

BOARD MEETING MINUTES

APRIL 8, 2008

ATTENDANCE:

Director - P.L. Malcolm

President - Terry Sisaleumsak

President – Elect - Gary Vogel

Treasurer - Lyn Stallings

Treasurer - Marie Lindor (partial attendance)

Secretary - Debbie Whitehead

Board Member - Sue Moynihan

Board Member - Dr. Sonia Bhatia

Board Member - Cherie Heckford

Board Member - Penny Cople

Board Member - Lynn Resnick

Board Member - Margie Rowland

Board Member – . Dr. Jim Gilbert

Board Member - Ann Corbell

Guest - Kathy Vogel

Guest - Grace Brady

I. INTRODUCTION – Terry Sisaleumsak

The meeting of the SHS Band Parents Association Board was called to order at 6:15 p.m., April 8, 2008, at Sergio's Restaurant. Terry Sisaleumsak, President, called the meeting to order, thanked everyone for all of their hard work, and reminded us that we're almost at the end of the year.

II. PREVIOUS MEETING MINUTES – Terry Sisaleumsak

Terry asked if everyone had a chance to review the previous minutes and everyone had. Ann made the motion that the minutes be accepted, Sonia seconded, motion passed.

III. DIRECTOR’S REPORT – P.L. Malcolm

Mr. Malcolm said that since the last meeting there have been several performances. On the District level MPA Concert Band earned 3 for stage and 2 for sight reading; Symphonic Band earned straight superiors; and Wind Ensemble earned straight superiors.

There are 3 concerts scheduled in the next two weeks. Wednesday is State Solo and Ensemble. The students need to be in the band room by 5:45 a.m. and are departing at 6:00 a.m. The Brass choir is scheduled to perform at 8:24 a.m. and the Jazz band is scheduled to perform at 3:00 p.m. The Jazz Band earned straight superiors at District, they are playing as good as can be imagined. State MPA is going to be a very long day arriving back at SHS between 6:30 and 7:00 p.m.

Next week on Wednesday, April 16, the Wind Ensemble will be performing at the University of North Florida in Jacksonville. Mr. Malcolm has already ordered buses but might need a van. This will be a wonderful experience. Leaving the school around noon and arriving back between 6:00 and 6:30 p.m. The performance is scheduled between 3:00 and 3:30 p.m.

On Friday, April 18, the Jazz band has been invited to perform at the Lakeside Jazz Festival in Port Orange. FSU and University of North Florida will also be performing. The students should perform around 2:40 p.m.

Some of the upcoming concerts need to be rescheduled due to conflicts with the school and the bands very hectic schedule. Mr. Vickers has rescheduled the April 10 concert to May 8. The May 15 concert had to be cancelled because of Senior Awards Ceremony in the Auditorium.

The Jazz concert will be April 29 at 7:00 or 7:30 at Millennium. Mr. Malcolm will give Sonia a new list to post on the website.

April 24 is the incoming band parent meeting.

The Drum Major Auditions are still on schedule. May 1,6, and 7 is the training and May 12 is the auditions.

IV. BY-LAWS REPORT – Debbie Whitehead

Debbie said she needs help finishing the By-Laws. Kathy offered to help. The two of them will get together and get the By Laws finished.

V. COMMITTEE REPORTS:

A. Nomination Committee – Cherie Heckford

(Judy Malkowski sent her report because she couldn’t attend the meeting.

. A copy has been incorporated into these minutes. See below.)

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The following represents what the nominating committee has agreed upon for the upcoming 2008-2009 school year Board Positions. Members of the committee were myself (Judy Malkowski), Cherie Heckford, John Babinchak, and Ann Corbell. Careful consideration was placed regarding all applicants so we hope that you support our efforts to continue to have a strong board.

I've spoken to Cherie and she can answer any questions or concerns that anyone may have.

The Board votes first and then at the spring concert the slate will be presented to the BPA if there are no changes. Thanks to everyone for their support!

Here is the slate:

President - Gary Vogel

Prez Elect (VP) - John Babinchak

Secretary - Kathy Sessions

Treasurer A/P - Cherie Heckford

Treasurer A/R - Judy Malkowski

Treasurer Contracts & Scholarships - Penny Cople

Fundraising - Sue Moynihan

Alumni - Jim Gilbert

Alumni - Ann Corbell

9th Grade - Newbie (?)

10th Grade - Kiera Guarino - Uniforms

11th Grade - Terry Sisaleumsak - Middle School Night, Senior Night, Band Banquet, Band Camp

12th Grade - Sonia Bhatia - Web Guru, newsletter & training someone new to take over

Committees

Equipment - Joe Heckford, Jerry Thorpe, and Edwin Elias-Narvaez

Spirit wear - Sherri Goldston

Booster Liaison - Kathy Vogel

Web Support - Rob Corbell

Judy Malkowski

Committee Chair

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Cherie said the list is complete, the next step is to call for a vote by the association at the last concert. Lynn Resnick asked how the slate was selected and how can you determine what previous board members get to stay on the board? Cherie explained how the process worked. Lynn was upset that there is only one representative per grade level. Sue, Lyn and Penny were in support of additional representatives per grade level. Ann explained how the process worked in previous years. Sonia explained that each representative would have to also chair a committee or at least be on a committee. Dr. Gilbert said we can certainly add to the committees thereby having multiple people in certain roles. Margie said that would be a good idea to have more people helping on committees and suggested naming chair/co-chair at the same time. Grace asked how this was all determined and Terry gave the example of 3 years ago multiple treasurers were suggested and they were interviewed and pick for their respective jobs. Mr. Malcolm suggested that we give the nominating committee some guidelines so we can make changes. Sonia recommended that we rethink the By-Laws that there only be 1 representative per grade. Gary made the motion that we amend the By-laws to read "up to 2 people as grade representatives for grades 9-12", Sue seconded, motion passed. Sonia suggested that we move the Web to a separate position. Cherie suggested that the current board be given first consideration for the next board. Sonia opposed on the grounds that each person should be assessed for their contribution, rather than just on time given. Mr. Malcolm explained that it is hard to get people to serve on the nominating committee. Gary said the Ad Hoc Committee will meet again before the next board meeting.

Gary suggested that the outgoing President be in charge of the nominating committee. Cherie thought that was a good idea.

Mr. Malcolm said the nominating committee will reconvene to look over the slate and we should wait on approving slate until then.

Gary made a motion to approve the slate of officers with codicil to add representative positions for grades 9-12, Cherie seconded, Motion passed.

Penny made a motion to amend the list to add chaperone coordinator, Lyn seconded. Sonia suggested we rename as Coordinator of Volunteers.

Grace suggested that we have someone deal with membership, hospitality and new members. It was explained that next year membership goes with the secretary position.

Another suggestion was that the Sunshine Committee be assigned to the 10th grade representative.

B. Ad Hoc Committee – Gary Vogel

Gary gave out a copy of the Ad Hoc Committee Recommendations (a copy has been incorporated into these minutes. See below.)

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Ad Hoc Committee

Gary Vogel, Sonia Bhatia, Marie Lindor, Cherie Heckford

Spring 2008

Recommendations

General:

1. Place an article in the Band Beat outlining the costs and benefits of

being in the band, emphasizing that band is an elective, and indicating

the importance of utilizing the web site for information dissemination.

2. Create a packet be sent to all incoming band families to include:

a) Welcome letter written by president

b) Commonly asked questions wIanswers

c) Continuity Wear Form

d) Band Parent Association application form

e) Band Camp form

4. Create second first aid kit. One to be taken on the field, on buses for

away games, on trips, etc. Second first aid kit to remain in the band office.

5. Emphasize alumni involvement. Find ways to keep them informed and involved.

6. Emphasize community involvement. “Community Liaison” could be a committee or possible board position.

7. Separate Spirit Wear and Continuity Wear into separate committees. Continuity Wear should be a part of the Quartermaster/Uniform Committee. Returning students can be measured for continuity wear and marching uniforms during summer rehearsals, and Gunkies can be measured on Gunkie Day.

Chaperones and away trips:

1. Expand, regulate and legitimize the role of the Coordinator of Volunteers.

Coordinator of Volunteers should also to be Dividend Coordinator whenever

possible. Coordinator of Volunteers needs to be able to provide information sheets outlining their job description and expectations for each event to chaperones and volunteers. Chaperones must understand that each one is responsible to reporting events to the band director directly as soon as possible.

Chaperones for overnight band trips and All-State trips: The purpose of these recommendations and processes is to ensure that a) The Band uses the budget wisely b) Different parents each year are able to benefit from subsidized accommodations

2. All-State Trips: For All-State, more chaperones are needed than the usual 1:10 ratio. This is due to the different events and different schedules that take place simultaneously. Once All-State students have been announced, the following steps are recommended:

a. The Band Directors will determine how many chaperones are needed for the event.

b. Band directors will reserve a block of rooms for all students, chaperones and parents who sign up to attend

c. The BPA will provide subsidized room rates at 50%, double occupancy, for students and chaperones. Priority will be given to chaperones whose students are performing and who have not attended as a subsidized volunteer before. Additional parents are welcome to attend and take advantage of the group discount booking rate, and pay their own way.

d. Payment for their part of the 50% will be due from students and chaperones 2 weeks before the event. All others will be required to pay for their hotel room at the hotel desk at check-in, identifying themselves with SHS Band.

e. The Band Trip Coordinator, Coordinator of Volunteers, Treasurer Accounts Receivable and the Band Directors will work together to cover all bases in this process.

3. Tri-State: The role of chaperones is limited to driving the students to and from the event. Arrangements can be made to compensate the drivers for gas money. Chaperones will be responsible for their own expenses.

4. Band Trips: A pre-payment schedule shall be presented, with all payments due within a specified time before the trip (e.g. two weeks) This trip must be self-sustaining, with all expected expenses paid by those attending. Chaperones are responsible for the cost of fingerprinting by the County.

Financial Recommendations:

1. Spirit Wear Committee to assess needs based upon salability from

previous year. Recommendations for orders to be brought to the board for

approval.

2. Band Parent Association dues to be increased to $20.

3. Deadline for dues payment needs to be enforced. Deadline for dues is the

first day of Band Camp. Dues are past due when Band Camp is

concluded. Rather than promote a minimal monetary incentive for paying

dues on time, impose a surcharge of 10% to be assessed if dues are not

paid by the end of Band Camp or other arrangements have not been made.

Students whose dues are not paid (or arrangements made) before the first game of the season will not be allowed to perform in uniform for that game. Alternately, they will be given a consequence at the director’s discretion. For students on payment plans, payment is due on Wednesday of each week.

4. Students on scholarships are currently required to perform 20 hours of community

Service. Their parents will be required to perform 10 hours.

5. Set the maximum number of scholarships at 8 full scholarships and 4 partial

scholarships. Executive Committee members are excluded from applying

for scholarships. Application for scholarship or payment arrangements

needs to follow the deadline for payment of dues (i.e. first day of band camp)

6. Place a donation box in the lobby of the auditorium during performances.

This donation box, it's location, it's purpose and the need

for it to be there needs to be mentioned at some time during the

performance. We recommend that Terry and Sa S. create a suitable donation box.

7. Create a color program (meaning colored paper, one color ink) for

Concerts. Obtain a sponsor for the printing of the program who would

be given the entire back page for their advertising.

6.)

8. Invite open bidding annually to local drycleaners for the dry-cleaning contract for our uniforms and concert wear. We recommend that the contract to be written by Judy M., specifying all

requirements and expectations.

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Lyn objected to item #1 of Financial Recommendations regarding spirit wear. Lyn doesn't think it's going to work. Spirit Wear didn't know they had to have approval.

Mr. Malcolm objected to item #3 of Financial Recommendations, he opposes a 10% late fee.

Mr. Malcolm said that Lake Howell has a registration night prior to band camp where the students get sized and pay dues. Sonia said we have to give a deadline for payment and consequences if not paid. Mr. Malcolm said we need a person who will stay on top of the payments and suggested that he get a list on Wednesday and the students not paid won't march on Friday. The collection of money is very sensitive and some situations only the band directors and/or principle need to know about. Cherie said that Penny will come to school on Thursday during practice to collect money and will give the list to Mr. Malcolm. If a student is not paid by Friday they won't march.

Mr. Malcolm announced that he has gone on-line, registered, and paid to become a notary.

Ann suggested that we give a discount or reward the students who pay on time.

Debbie will scan the Ad Hoc Committee Recommendations and e-mail to the board for them to reply to Gary only with a deadline of one week.

Band Camp will be August 11-15, school starts August 18.

There was a suggestion of a 2 night registration before band camp:

August 7 for grades 9 and 10

August 8 for grades 11 and 12

C. Banquet – Margie Rowland

Margie said the Band Banquet will be May 23 at the Civil Center. The theme is Mardi Gras and Mean Gene will be our D.J. once again. Bubba Lou's is catering. Margi is working with Bubba Lou's regarding the cost, right now it's around $3 per person for meat (chicken and beef or pork). $5 per person for everything.

$5 band student

$10 parent

Seniors free

Approximately 300/325 people usually attend.

Nicky Whitehead will supply the fruit trays and water (donated by Publix)

Ann suggested that Margie work up a tentative budget to see if the cost per student is good, we might have to raise the cost. Next year the cost of renting the Civil Center is going way up and we will have to raise the cost of the banquet.

D. Web/Photo/Newsletter – Sonia Bhatia

Sonia submitted her report in writing (see below)

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1. Publicity:

a. John offered to work with local media to publicize the Funairi band visit. There was an excellent feature article in the Orlando Sentinel on the day of the concert, interviewing Mr. Malcolm, with photos of the visiting band. Lynn Resnick sent in a photo of Lake Mary-Sanford SHS band students with their home stay students, and a brief paragraph of explanation, to a Lake Mary magazine. I have not seen the Sanford Herald to know if we rec'd any coverage there. Anyone?

b. There have been no additional submissions for Memories of Band. I am thrilled with the response we've rec'd so far, and the stories and memories that past band members have shared with us. Please continue to recruit for memories if you encounter a past band member. I'll add them as I receive them.

2. Newsletter: So far, I have not written the issue for incoming parents because neither of the band directors submitted anything a few days past the deadline of March 28, and then I left town for spring break. I hoped to be able to give them issues on Monday April 7 to take on their travels to the middle schools. Gary, thank you for your on-time letter as incoming president. I am now aiming to have something ready for the incoming parent meeting on April 24.

3. Website: I invited all home stay families to submit up to 5 photos of their students, and have received 5 sets, with four sets posted so far. Mike Cannavo is going to give me a disk of the photos he took at the concert, and I'll combine that with what I have for a few new photo albums.

I will be posting an audio track of Funairi band performing Sunrise March (the one with the drums at the end).

When Wind Ensemble performed their District FBA at the rescheduled time, they went home that Fri afternoon without knowing their scores. We told the students to check the website for the results. Mr. Malcolm contacted me with them, and they were posted on the web at 5 pm that evening. Cool use of the band web site!

4. DVDs. I made a special-edition DVD of "The Bands of Seminole" as a gift for each Funairi student. I wanted them to go home with a sense of the breadth, style and talent of our music program. 20 mins of marching season, our half-time show, 3 jazz band numbers, Wind Ensemble, 2 orchestra numbers and clarinet quartet.

I'd like your thoughts on this please: For the past 3 years the DVDS have only been available at the end of the year. This year, I tried having an order form where people could prepay and get DVDs as they are made. Deadline April 9. Mr. Malcolm and I discussed it, and we decided that we should offer a few DVDs at the concerts, but at a surcharge, since it wastes time and resources making several sets of DVDs and we might end up with wastage.

The plan has not worked. We've received only one order so far. Time to change gears. What I'd like to do is now, with your input, is change the deadline to May 4, keeping all the prices as is. People can pre-order DVDs a la carte or all of them at a savings. (Spring Concert is May 15. A deadline of May 4 gives me enough time to make copies and get labels printed.)

I'll make 15 extra of each for the concerts. Everything costs $3 more.

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E. Funairi Visit – Jim Gilbert

Dr. Gilbert reported that the Japan visit was wonderful. The Japanese band said that SHS was their best experience and the tour directors said SHS was their best home stay. SHS also gave and received the best gift.

Dr. Gilbert reported that we had to spend a little less than $1,000 of which about $600 was unexpected because he was faced with 55 kids having nothing to do because of FCAT testing. Dr. Gilbert only had 2 to 3 days notice of this. Dr. Gilbert found the park and boat trip for them and they had to be fed lunch. The boat trip usually runs $20 pp but got them down to $13 pp. He had to make a fast decision and he would do the same thing today.

Sonia made a DVD to give to each of the Japanese students.

The gifts given to SHS by the Japanese band were quite lavish:

1000 cranes for Dr. Gilbert

Each host student got a Japanese coin

Mr. Malcolm and Mr. Hoh received percussion sticks and a tuner

VI. OLD BUSINESS

Sue announced that she still needs volunteers for the band trip. She has 3 but needs 7 more.

The next meeting will be Tuesday, May 13, 2008, at 6:15 p.m. at Sergio's restaurant.

VII. NEW BUSINESS

None

VIII. ADJOURNMENT

Sonia motioned the meeting be adjourned, Ann seconded, meeting adjourned at 8:20 p.m.

Respectfully submitted by Debbie Whitehead, Secretary, this 29^th day of April, 2008. Approved on May 13, 2008.