SHS BAND PARENTS ASSOCIATION
BOARD MEETING MINUTES
MARCH 11, 2008
ATTENDANCE:
Director - P.L. Malcolm
Director - Jeff Hoh
President - Terry Sisaleumsak
President – Elect - Gary Vogel
Treasurer - John Babinchak
Treasurer - Lyn Stallings
Treasurer - Marie Lindor
Secretary - Debbie Whitehead
Board Member - Sue Moynihan
Board Member - Dr. Sonia Bhatia
Board Member - Cherie Heckford
Board Member - Penny Cople
Board Member - Judy Malkowski
Board Member - Lynn Resnick
Board Member – . Dr. Jim Gilbert
Guest - Kathy Vogel
Guest - Joe Heckford
I. INTRODUCTION – Terry Sisaleumsak
The meeting of the SHS Band Parents Association Board was called to order at 6:31 p.m., March 11, 2008, at Sergio’s Restaurant. Terry Sisaleumsak. President, called the meeting to order and welcomed everyone.
II. PREVIOUS MEETING MINUTES – Terry Sisaleumsak
Terry asked if everyone had a chance to review the previous minutes and everyone had. Sonia made a suggestion that the minutes be amended to add the wording “the target date is two weeks to have minutes typed and e-mailed to the board”. John made the motion that we amend V. last paragraph to read “Starting with tonight’s minutes an e-mail with the minutes attached will be sent to everyone on the board for approval. The target date is two weeks to have minutes typed and e-mailed to the board”, Mr. Malcolm seconded, motion passed.
III. DIRECTOR’S REPORT
Mr. Hoh said that the move went great and thanked everyone who volunteered to help. MPA for Symphonic and Concert bands were last week.
Mr. Malcolm thanked everyone who helped with the move on Friday. It was a lot of fun and they wrapped things up around 8:00 p.m., it was well worth it. Mr. Malcolm came in Saturday to finish up and get ready for the students on Monday. The old building (chorus room) is pretty much down.
MPA Symphonic Band earned good for stage and excellent for sight reading.
MPA Concert Band earned excellent for stage and superior for sight reading.
MPA Wind Ensemble was ready but was cancelled due to weather. Mr. Malcolm said they will probably go Thursday, March 20. The plan right now is to leave SHS around 11:30 a.m. to go to Lake Brantley. This has been difficult to coordinate because of Holy Week. Mr. Malcolm will talk to Mr. Gaudreau.
Mr. Malcolm announced that there is FCAT Wednesday and Thursday and regular classes will resume on Friday.
March 27 is our concert with the Japanese band. April 9 is State Solo and Ensemble. In the next five weeks our band is performing in four of them.
April 10 @ 7:30 is the school’s inaugural concert in new auditorium.
April 22 Seminole Showcase has been moved to May 15 as the Spring Concert because it’s too hectic right now.
May 1 Orchestra Concert has been cancelled.
April 14 – 18 is State Concert FBA, Mr. Malcolm is going to request the 17th.
April 29 the Jazz Chiefs perform at SHS with the Jazz Bands of MMS and SMS.
May 6 Percussion Concert.
Mr. Malcolm said that Mr. Reineke has been wonderful to us, he heads the bands elementary through high school as our music specialist.
IV. TREASURER REPORTS
A. John Babinchak: Budget Report and Band Dues update:
John passes out the budget report. John said that we have gotten some response from the letters that were sent out, five came back as wrong addresses. Thirty (30) students still owe and they will get a sterner follow-up letter. Any student not paid in full by spring break will not get Disney tickets and their name will be submitted to the obligation list in the front office. If a student gets put on the obligation list the band does not get the money and this would affect our budget. Mr. Malcolm praised our treasurers’ for all of their hard work.
B. Lyn Stallings
No report.
V. COMMITTEE REPORTS
A. Band Trip - Sue Moynihan
The band trip will be Saturday and Sunday May 24-25 to Islands of Adventure and Busch Gardens including an overnight stay at Lake Buena Vista Suites Saturday night. The cost of the trip is $150.00 per person. There will be a pizza party by the pool Saturday night. Students with annual passes to these theme parks will have the cost of the admission taken off of their total cost of the trip and need to talk to Sue regarding this. There might be a stop at the Lakeland Mall on the way home. A deposit of $75.00 is due March 28 with the remaining balance of $75.00 due April 25. Sue will keep track of the funds and prepare a spread sheet for John. John will post those students names that have a credit due to them. The first 100 students signed up and paid in full may go. At least 10 chaperones are needed for the trip (1 chaperone per 10 students). The cost of the chaperones might be more depending on how many to a room. All chaperones need to be fingerprinted at the county office because of the over night stay and chaperones must pay the cost of getting fingerprinted themselves. Mr. Malcolm stressed the fact that chaperoning means just that - this is not a vacation.
B. Nominating Committee - Judy Malkowski
Judy reported that the nominating committee has been working hard on getting the slate of officers and committee members for next year completed. The committee is very close, they only need a few more names. The committee is meeting right after the board meeting tonight and should be able to announce within the next week or so. Mr. Malcolm will talk to the audience during the middle school concert and the incoming band parent meeting to get parents to become members of the band parents association. Soliciting new members will help pay for the insurance we are purchasing next school year. Mr. Malcolm suggested clearing up the wording on the membership forms regarding $10.00 per member. Sonia will post this information on our web site.
C. Web - Sonia Bhatia
Sonia reminded everyone to check our website often because is she constantly updating it and it is a great source of information. The video of Mr. Malcolm saying goodbye to the old band room is posted on the web and if you haven't seen it you are missing out.
Sonia reminded Mr. Malcolm and Gary that she needs articles from them for the incoming parent band beat by March 28.
Sonia is going to build a database for alumni boosters.
John will do a press release for the upcoming Japanese band concert. Sonia reminded everyone to please put up the flyers in restaurants, retirement centers, etc. The correct time for the concert is 7:30 p.m. and the new flyer may be downloaded from the website.
D. Ad Hoc - Gary Vogel
The Ad Hoc committee met last Thursday at Sergio's. It was such a productive meeting that Sergio's had to wait on them to close for the evening. The committee agreed that there needs to be greater accountability. Gary will e-mail Debbie the committee's recommendations and she will e-mail it to the entire board for them to review. Please e-mail any responses to Gary only and not entire board. John thanked everyone for all of their hard work.
Below is a list of the committee recommendations:
Ad Hoc Committee
The committee all agreed that greater accountability is needed. The BPA needs to be more accountable to its financial well being. The students and their parents need to be held accountable to what has been agreed to. The BPA board needs to foster greater accountability to the Directors and support them in their mission. The Directors, in turn, need to support the BPA Board in following through with some of the difficult decisions that need to be made based upon financial responsibility.
Recommendations:
1. Put article in Band Beat on costs and benefits of being the in band.
2. Kids on scholarships are required to perform community service hours; their parents could be required to do the same.
3. Article in Band Beat stressing that band is an elective – which the child and the parents choose to be involved in the band.
4. Deadline for payments needs to be enforced. Individual exceptions can be made on a case by case basis.
5. Mail home a welcome packet to include: welcome letter, continuity wear form, scholarship form, and application to BPA.
6. Raise BPA dues.
7. Follow Judy’s recommendations to: take open bids for dry-cleaning services, rooms at state competitions to be secured by the BPA, but paid by the parents before the trip or at time of check-in, create spreadsheet for documenting spirit wear sales.
8. Follow Grace’s recommendations to: expand effort of sales of lettermen jackets, sell off inventory, create different artwork on t-shirts each year, reduce the number of spirit wear items sold, and to make continuity wear a part of the Quartermaster/Uniform committee.
9. Have a donation box at concerts.
10. Have a sponsor support a color program at concerts.
11. At All State, maintain 1:10 ratio of chaperones to students, chaperones are subsidized by the band, and others pay their own way.
12. Create clearly defined job descriptions so that treasurer’s don’t overlap in responsibilities.
13. Measurements for continuity wear taken by quartermaster when students are measured for uniforms. Returning students could be measured in the spring, new students on Gunkie day.
E. Band Banquet - Margie Rowland
Margie had to leave but left word that everything is on track. We profited $95.00 from last year's banquet.
Jim said the civic center will cost us $3
22.50 this year but next year the cost rises to $972.00.
F. Japanese Visit - Jim Gilbert
The Japanese band will be coming soon and Jim is talking with Mark Humphreys to finalize the trip. 22 homes are needed to house the Japanese students. Mr. Malcolm has asked the kids to go online, print out the form, bring to him and send an e-mail to Dr. Gilbert as soon as possible. All the details are on our website. There will be an orientation meeting for the host families Tuesday, March 18 at 6:30 p.m. in the band room.
VI. Old Business
A. Insurance - Gary Vogel
Gary reported that the insurance cannot be pro-rated so we will wait until September to purchase it.
B. Notary - Mr. Malcolm
Debbie will e-mail Mr. Malcolm the information needed so he may become a notary.
C. Status of By-Laws - Debbie Whitehead
Debbie reported that the By-Laws are finished and has e-mailed them to Terry, Gary, Dr. Gilbert, Mr. Malcolm and Mr. Hoh for their input. When their suggestions are incorporated the By-Laws will be finished. It has taken some time to complete them but if they are done right they shouldn't have to be updated for quite some time.
VII. New Business
A. Internal Audit - Judy
Judy reported that an executive board meeting needs to be set up to discuss this issue and the recommendations will go to the Ad Hoc Committee for review. John said a lot of what was discussed has already been addressed by the Ad Hoc Committee.
Sonia asked the committee chairs to supply her with a detailed description of their committee and a recap of the year. Sonia will supply a template for them to use so that each year the new committee chairs may step right in. This will help each committee have a smoother transition each year.
Mr. Malcolm expressed his appreciation to everyone for all of their dedication and hard work.
The next meeting will be Tuesday, April 8, 2008, at 6:15 p.m. at Sergio's restaurant.
Meeting adjourned at 8:13 p.m.
Respectfully submitted by Debbie Whitehead, Secretary, this 27th day of March, 2008.
Approved on April 8, 2008.