SHS BAND
PARENTS ASSOCIATION
BOARD
MEETING MINUTES
AUGUST 5,
2008
ATTENDANCE:
Director:
P.L. Malcolm
Director:
Andrea Newhouse
President:
Gary Vogel
President
Elect:
John Babinchak
Treasurer:
Judy Malkowski
Treasurer:
Cherie Heckford
Treasurer:
Penny Cople
Secretary:
Kathy Sessions
Board
Member:
Terry Sisaleumsak
Board
Member:
Sue Moynihan
Board
Member:
Sonia Bhatia
Board
Member:
Sherrie Goldston
Board
Member:
Jim Gilbert
Board
Member:
Bryan Bozarth
Board Member
Rob Corbell
Guest:
Scott Smith
Guest:
Kathy Vogel
Student
Communications:
Clayton Prichard
I.
Introduction – P.L. Malcolm
Band
Director P.L. Malcolm began the meeting at 6:45 p.m.
He introduced Patrick Austin who is the president of the SHS Athletic
Boosters. Mr. Austin discussed some
possible fundraising opportunities including one with Seminole Harley Davidson.
He also said that the Booster Club would like the Band Parents
Association to help them with the sale and promotion of Booster Club
memberships. For each membership
that the band recruits, The Booster Club will give $25.00 to the band.
He discussed the various levels of membership and that we would receive
the $25.00 for each one regardless of which level of membership we sell.
For all memberships that we recruit we must ascertain that our forms have
“band” on them in order to get credit.
Sue asked
Mr. Austin how sponsors get their names on the back of ticket stubs (like
Wendy’s currently has). He said
that the sponsor actually supplies these tickets to the school at their expense.
After Mr.
Austin’s discussion, Mr. Malcolm thanked everyone for being there and apologized
for the air conditioning not working.
Hopefully the new building will have all of the “kinks” worked out before
the beginning of school. Mr.
Malcolm informed the Board of two changes that have taken place over the summer:
we have a new percussion instructor, Melinda Leoce and a new band
director and orchestra instructor, Andrea Newhouse.
Miss Newhouse was in attendance at the meeting and expressed how excited
she is to be a part of the SHS band program and that she is looking forward to
working with the students.
II.
Director’s Report – P.L. Malcolm.
Mr. Malcolm
continued with his report. He
introduced student, Clayton Prichard, who is the band’s Communication Officer.
Clayton will have a team of 4 other students working with him on many
facets of student communication within the band.
Clayton and his team will be developing the “Indian News,” articles for
the Sanford Herald and other publicity, a Facebook
page for the band, and various flyers and communications about band
events and fundraising opportunities.
Mr. Malcolm
reiterated how happy he is to have Miss Newhouse on staff.
He said she was a clarinet player and was thrilled to announce that she
is very organized. He thinks they
will make a great team.
Band camp
will be next week and the directors are working on other dates for the band and
putting together the calendar.
Concert dates have been planned and have been submitted to school administration
for approval.
Mr. Malcolm
thanked Sue Moynihan for organizing summer fundraisers like the Pizza Hut
nights. He said that the new Pizza
Hut has a sports memorbelia décor that is sadly lacking something: a SHS Band
jacket. Mr. Malcolm would like to
donate one to add to the wall at the Pizza Hut.
All agreed that this would be a fabulous addition to their décor.
III.
Previous Meeting Minutes
A motion was
made by Judy Malkowski and seconded by Cherie Heckford to accept the minutes
from the last meeting. The motion
passed unanimously.
IV.
Treasurer’s Report—John Babinchak.
Several
members of the executive board met Monday night to assess budget needs for this
year. In reviewing expenses from
last year it was determined that equipment costs were quite high due to the
purchase of a new piano and locks for the band lockers.
At this point there are no anticipated large expenses for equipment this
year, but there is always the possibility that something unexpected might come
up.
Income from
dues this year is expected to be approximately the same as last year.
There are still some students who owe monies from last year and they will
be given this information at band registration.
Also, there are some students who currently have a credit balance in
their student account and they will be notified of their current status as well.
Judy asked if there are any anticipated “out-of-the-ordinary” expenses
that we already know about for this year.
The band trip was mentioned but no one could think of anything else at
this point.
Band Booster
dues were $10.00 last year and will be $20.00 this year.
Next, Cherie
reviewed the balance sheet (attached at the end of these minutes).
As of July 1 the bank balance was $12,993.67.
We earned $1,150 from summer fundraisers.
After summer expenses the current balance is $13,813.29.
Penny
reported that she will keep track of instrument rental fees, solo/ensemble fees,
etc. She also mentioned that the
accompanist from last year’s solo/ensemble was never paid by some students who
used her services. Penny will
attempt to collect these monies from students at registration and during band
camp. A discussion ensued as to
whether it is the BPA’s responsibility to pay these unpaid amounts if the
students do not pay them. Some felt
that it is the accompanist’s responsibility to follow up with the students
herself; others felt that the BPA should intervene when there were problems.
A suggestion was made that accompanist fees be paid up front and if they
were not, the accompanist would not play for those that did not pay.
Some were concerned that the accompanist
would not wish to work under these circumstances.
It was decided that Penny will attempt to collect amounts owed from last
year and the checks will be made directly to the accompanist.
We will decide how this is to be handled in the future as “new business”
at a future time.
John
reported that the financial report from last year is still being processed.
As soon as it is ready, John will give it to the Board to review.
V.
Committee Reports.
A.
Web Tech—Rob Corbell
Web email
accounts have been set and Rob reviewed how to email out to the entire Board.
Information has been emailed out to parents/students successfully.
Rob distributed a printout of the secure web site sign-in page
(attached). He also discussed the
many forms that will be available on the web site.
The average
number of hits per month this summer has been 15.
We have 235
email addresses subscribed to our list so far.
B.
Web/Newsletter/DVD—Sonia Bhatia
Sonia
distributed a written report and it is attached at the end of these mintues.
C.
Fundraising—Sue Moynihan
The Pizza
Hut fundraiser earned $280.04 for the first three weeks of July.
Sue asked if the band night at Pizza Hut should be every Wednesday or
should we pick certain Wednesday nights.
It was decided that all Wednesdays would be band nights and we need to
get the word out to people to mention that they are there for the band when they
eat there on Wednesday nights.
Sue reported
that $1,150 has been collected for fence signs.
The signs will be renewed this year and the banners are still usable.
Next year, they need to be taken indoors sooner so as not to be destroyed
by the summer weather.
Business
card ads for the football programs are for sale again this year and 4 or 5 have
been sold so far. Clayton mentioned
that students would be motivated to sell these ads if some of the funds went to
their student accounts. Sue said
the proceeds are already split with the Booster’s Club so we would have to
research this to see if it would be feasible.
The opportunity for these ads needs to be announced at the parents
meeting after band camp.
Sue has
chosen “Simply Delight” for our cheese cake and dessert sale this year.
They have three pricing schedules to choose from.
The higher the product price, the higher percentage the band receives.
Sue favors the mid-range pricing which would keep everything to less than
$16.00 and we would receive 45%.
Sue asked
for suggestions on what the incentives/prizes for student sales will be.
Many ideas were discussed.
The Cheesecake and Dessert fundraiser will start the first or second week of
September.
A motion was
made by Cherie Heckford that Sue and Terry will use the mid-tier price schedule
for the cheesecake sales and will develop a fair and equitable compensation
incentive for the students. The
motion was seconded by Sonia Bhatia.
The motion passed unanimously.
At this
point, Mr. Malcolm told the Board that Mr. Gaudreau has concerns about sending
the band on such an expensive trip as the one we are planning for
D.
Band Camp—Terry Sisaleumsak.
Terry
reported that everything is ready to go for band camp.
The food is planned, chaperones are being organized and everything is
pretty much set to go. Mr. Malcolm
referred to this year’s band camp as an “alternate band camp,” in that it is
shorter than usual (1:00 PM – 9:00 PM) and for one week instead of two.
This is due to all of the construction going on at the school and the
fact that certain parts of the campus have not been “released” by the
construction people.
Mr. Malcolm
reported that the complete show is ready.
There are three tunes, the show is written out with fairly simple drills
and fairly difficult music.
John
Babinchak asked about the anticipated income and expenses for band camp such as
meals, water, drinks, etc. Terry
reviewed how she buys the food for band camp and how it is priced:
to cover the costs and not make a profit.
Terry went on to explain that there is usually a small amount of “profit”
and this is used to pay for items needed for the social at the end of band camp
as well as other expenses that arise.
Terry also
reminded everyone that this year is different in that band camp will be going on
at the same time as schedule pick up.
Therefore, the people selling items at schedule pick up will not have the
leftover food and drinks from band camp.
E.
Registration Night—John Babinchak.
John
discussed the forms that will be available at the registration night.
Sue and Cherie will be there to notarize medical release forms for
parents. There will be three
tables, one for each of the following:
Spirit Wear, Dues, and Parent Association dues.
Sherrie
Goldston displayed the shirts that have come in.
All clothing items should be available for the registration nights on
Thursday and Friday. She will also
have items from old inventory for sale at a discounted price.
Clayton
mentioned that many of the sections make their own shirts for their section.
He asked if parents would be interested in ordering these shirts too.
After some discussion over the many different shirts for sale, it was
decided that each section would handle this on their own.
Judy
announced that Kiera Guarino is the uniform parent this year.
She said that they didn’t order a lot of excess continuity wear, but have
enough for incoming freshmen. She
and the quartermasters will organize students for uniforms at registration
night. Each student will have a
custom fit uniform when the new uniforms come in.
Kiera will need parents to help to measure students.
They will do as many as possible at the registration nights and continue
to pull kids out during band camp.
F.
Schedule Pick Up—Cherie Heckford.
Everything
is ready for schedule pick up. We
will be selling locks, sodas, spirit wear, and booster memberships.
Cherie reminded everyone that tomorrow they need to go online and sign up
as a Dividend.
G.
Bylaws—Kathy Vogel.
A first
draft of the by-laws was distributed.
Kathy thanked everyone who helped with the project.
Board members were instructed to read the document and email Kathy with
any thoughts, changes, suggestions, etc.
Her email address is
kvogel@nationalAAA.com.
Committees
will be an addendum so it can be changed easily.
Financial
rules will also be an addendum, like a “policies and procedures,” for the same
reason.
The rest of
the document will be ready for the next meeting.
VI. Old
Business.
A. Gary
Vogel reported that the insurance check is ready to mail.
B.
Email voting procedures are being formulated.
C.
Sonia asked what we will be doing at the parent portion of band camp.
The general membership still needs to vote on the Board and a budget
needs to be presented.
D. Mr.
Malcolm pointed out the new logos on the walls of the band room.
These were donated by the Resnick family who have a business (Signs Now)
that does this type of work. I will
send a thank you note to:
Mr. and Mrs. Steve Resnick
VII.
Adjournment.
After a show
of hands it was decided that the next meeting will be held on September 9 at
6:30 PM in the band room. Gary
Vogel adjourned the meeting at 8:58 PM.
Respectfully
submitted,
Kathy
Sessions
Secretary