SHS BAND PARENTS ASSOCIATION
BOARD MEETING MINUTES
MAY 13, 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 - Judy Malkowski
Board Member - Penny Cople
Board Member - Lynn Resnick
Board Member - Margie Rowland
Board Member - Ann Corbell
Guest - Grace Brady
Guest - Rob Corbell
Guest - Sherri Goldston
Guest - Kathy Sessions
Guest - Bryan Bozarth
Guest - Michele Bozarth
I. INTRODUCTION – Terry Sisaleumsak
The meeting of the SHS Band Parents Association Board was called to order at 6:25 p.m., May 13, 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 this is the last meeting of the year.
II. PREVIOUS MEETING MINUTES – Terry Sisaleumsak
Terry asked if everyone had a chance to review the previous minutes and everyone had. There was some discussion as to whether or not the new board had been accepted at the last meeting and left out of the April minutes. Gary recalled making a motion to approve the slate of officers with codicil to add representative positions for grades 9-12, Cherie recalled having seconded the motion and the motion passed. Debbie will correct the April minutes to reflect this. Gary moved to accept the April minutes once the correction has been made, Ann seconded, motion passed. Terry mentioned that the slate of officers for next year should have been brought before the general membership for a vote at the Showcase Concert but for some reason was not. Mr. Malcolm said that during the first band parent meeting in August we can present the new board to the general membership for a vote. This problem can be resolved by changing the wording of the “SHS Band Association Membership Application” by taking out “I understand that I am a voting member” and changing it to read “only board members may vote”. Since we are revising the By-Laws we should specify what the general membership may vote on. There was some discussion on what the By-Laws said regarding general membership voting; unfortunately no one had a copy of the By-Laws with them. John suggested we add that the general membership should approve the slate of officers for the new board if it’s not already in the current By-Laws. John made a motion to accept the new board as was presented at the last meeting contingent on a review of the current By-Laws and revise as needed, Ann seconded, motion passed.
III. DIRECTOR’S REPORT – P.L. Malcolm
Mr. Malcolm reported that around 20 people attended the incoming band parent meeting. Sonia made a DVD and published a special newsletter and Mr. Malcolm put together a pamphlet for each family. Mr. Malcolm hopes to recruit about 60 parents. Mr. Malcolm needs a number so he can finish putting together the half-time show. Mr. Hoh is working on the opener and is almost finished. Mr. Malcolm is almost finished putting together the new band calendar.
Mr. Malcolm said this year has been extremely busy, since spring break there have been about 2 performances a week. Jazz night was April 29 and was a great success; everyone really looks forward to it. May 1 was the Orchestra Concert, really a sight to behold; this was a great concert and was well attended. Mr. Malcolm praised the percussion class. They have been on their own since there is no percussion instructor. Last Thursday was the Showcase Concert; the students did a great job. The Wind Ensemble will perform tomorrow at the faculty meeting. The Jazz band is scheduled to play Thursday for Senior Awards.
Next week Leadership interviews are scheduled.
The band will be getting new uniforms next year but they won’t arrive until after the end of marching season. Every 7 years the School Board pays for new uniforms. The School Board is paying $85,000.
Friday, May 23 is the band banquet
Saturday, May 24 and Sunday, May 25 is the band trip.
Mr. Malcolm announced that Wind Ensemble received 2-1-1 for an overall superior rating at State.
Band Camp will be August 11 -15 from 1 – 9 p.m.
Summer rehearsal will be June 5 and July 1 from 6:30 – 8:30 p.m.; leadership will meet at 5:30 p.m.
There will be 2 registration nights; Upper-class August 7 from 7 – 8 p.m., and Under-class August 8 from 7 – 8:30 p.m.
Officer’s day and band counsel day August 5 from 9 – 1 p.m.
Sonia reminded everyone to check the band web-site because it is a great source of information, everything you need to know about band is on the web-site.
Mr. Hoh thought the Showcase concert was fantastic, he said the amount of talent and diversity was amazing. Mr. Hoh announced that he would not be returning next year, he is going to go back to school. Mr. Malcolm does not know when the position will be filled.
IV. TREASURER REPORT/BUDGET – John Babinchak
John passed out a treasurer’s report from July ‘07 to April ’08 and went over the budget. To date $87,000 has been spent. Lyn reported that as of May 13 our balance was $19,146.14, less any outstanding checks.
Margie asked how much money was allotted for the banquet; John will check and get with Margie. John will also let the board know how much money was raised from concessions, DVD’s, etc.
V. COMMITTEE REPORTS
A. Web Technician-Update Web Site – Rob Corbell
Rob reported that we are over the 200 mark for e-mail addresses but half are bogus. The e-mail server has crashed several times because of this. Rob passed out some information (I have scanned and attached as a document to these minutes) regarding a proposal he has to put up a data base behind the web to make people accountable for bogus e-mail addresses. This new system would co-exist with our existing web-site, not replace it, and it would be free. All the forms needed for band may be filled out and e-mailed directly from this link. No credit card/debit card numbers or signatures will ever be asked for on any of the forms.
Lyn made a motion that we accept Rob’s proposal regarding a new data base, Cherie seconded, motion passed.
B. Ad Hoc Committee – Gary Vogel
Gary went over the revised Ad Hoc Committee Recommendations
(A copy has been incorporated into these minutes. See below.)
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.
(This has already been implemented)
2. Create a packet be sent to all incoming band families to include:
a) Welcome letter written by president
b) Commonly asked questions w/ answers
c) Continuity Wear Form
d) Band Parent Association application form
e) Band Camp form
(This was implemented at the incoming parent meeting. At issue is now whether this packet should be sent out.)
3. Chaperone needs for All State and other away competitions to be determined by Mr. Malcolm. Guidelines and expectations to be discussed in advance (2 weeks prior recommended) with chaperone coordinator. Recommend for away trips there is to be a minimum 2 students per room, parents to pay in advance for the trip, priority to be given to parents of performing students. Mr. Malcolm to reserve block of rooms and coordinate with trip coordinator.
(Recommend tabling this item until relevant later in the year)
4. Expand, regulate and legitimize the role of the Chaperone Coordinator. Chaperone Coordinator also to be Dividend Coordinator whenever possible. Chaperone Coordinator needs to be provided with (or write) information sheets outlining requirements and expectations of chaperones for each event so that these information sheets can be given to the chaperones/volunteers.
(Currently being implemented)
5. Create second first aid kit. One to be taken on the field, on buses for away games, on trips, etc. This first aid kit is to be with the band at all times. Second first aid kit to remain in the band room at all times. Both first aid kits are to be inventoried and maintained on a regular basis.
(Second kit already in existence, just needs re-stocked)
6. Emphasize community involvement. “Community Liaison” being a committee or a possible board position.
(It’s been suggested that this be made a committee position)
7. Separate Spirit Wear and Continuity Wear into separate committees. Continuity Wear to be a part of the Quartermaster/Uniform Committee.
Financial Recommendations:
(This has already been implemented)
(Consensus seems to be to eliminate the term “surcharge”. Dues that are collected after band camp is concluded are paid at a higher rate, therefore emphasizing prompt payment but without a “penalty”.)
(This has already been implemented)
(Programs were created for last two concerts. Sponsorship is now the issue)
(Consensus seems to be that requiring parents to perform community service hours would be unenforceable. Consensus was also that setting an exact maximum number of scholarships and excluding executive committee members from being eligible to receive scholarships was too restrictive.)
(On this item, the Ad Hoc Committee felt that some restrictions needed to be imposed on the number of scholarships in order to keep the band financially solvent. An exact number wasn’t really the issue. It was also felt that executive committee members were involved in setting financial policy and that if any of them were receiving financial aid from the Band Parents Association it could be construed as a conflict of interest.)
Gary would like to eliminate or re-write the chaperone guidelines. Sonia has concerns and said they need to be addressed. The Ad Hoc Committee will continue to work on this issue. The band dues for next year will be $250.00 for new students and $200.00 for returning students payable by the last day of band camp. If dues are not paid by the last day of band camp the penalty will be $20.00 for returning students and $25.00 for new students. Mr. Malcolm expressed his concern regarding the Ad Hoc Committee Recommendation regarding assessing a 10% penalty if dues are not paid (or arrangements made). If the students need help with their dues they should make arrangements during registration or the week of band camp. Cherie suggested we not penalize the new students who might start the school year late because they just moved or transferred here. Mr. Malcolm suggested giving the new/transfer students a two week window to make arrangements.
C. Band Banquet – Margie Rowland
Margie announced that the planning of the banquet is going well. Margie will be at the school Monday and Tuesday from 11:30 – 3:00 to collect last minute money for the banquet. Ann announced that the price for the banquet will be $13.00 for guests; $5.00 for students; seniors are free. The menu will consist of pulled pork, barbeque chicken, vegetable and pasta salad. Ann thinks the price will be around $7.00 pp. Debbie’s husband will supply several fruit trays, water, and sodas.
D. Web/Newsletter – Sonia Bhatia
Sonia submitted her report in writing prior to the meeting (A copy has been incorporated into these minutes. See below).
1. DVDs.
a. The SHS-Band DVD Production Studio on my dining table has been working overtime. For the Showcase Concert, 5 DVDs were available to be purchased on the spot, with payment being taken for the Spring Concerts DVD. This will have the Percussion Concert, Showcase Concert and Orchestra Concert. I expect to make that DVD in the next two weeks and send it home with students who have pre-paid.
In consultation with Mr. Malcolm, I decided that rather than charge $3 for every DVD that was not ordered by the May 2 deadline, we would simply add a $5 handling fee to each order after that date. It makes the math simpler, and still rewards those who sent in their orders on time.
By the end of the Showcase Concert, DVD sales on order forms totaled $1,250. Some DVDs were sold without order forms (just handed over for cash or check), so John will have a slightly higher amount taken in. My supplies were 216.61, so this is shaping up as a good fundraiser for the band, with over $1000 in profit so far.
To date, orders have been placed by 25 band students and 15 orchestra students. There is still a lot of potential for sales if the marketing efforts continue. We (ie Band Directors) should continue to provide reminders. I'm sending in blank order forms to the band office. Also, I'm thinking of having the DVDs on hand at the Band Banquet, if someone will take care of sales. I'll be taking photos. If there is a separate Orchestra celebration, that would be a good venue too. Additional ideas are most welcome -- please contact Mr. Malcolm or me.
b. I made a special 12-min DVD for the Incoming Parents meeting, capturing the look, style and sound of the band during marching season. Very cool!
c. I'm expecting to make a one-hour DVD for SGTV.
d. Mike Cannavo took absolutely beautiful video footage of the Funairi concert from the side ramp of the new auditorium. My view from the middle isn't that great, and the sound quality from the middle is poor compared to the ramp. So The Ramp where I'll be next year if I am videotaping concerts solo. Yes we miss out on being able to see some of the kids if the camera is off to the side, but we see some kids from the side that we can't see from the front, we get a side view of the band directors as they conduct (not their back) and we get great sound.
I have been up on the catwalk, and it is going to be very difficult to video from up there -- not enough place to set up a tripod, so someone (me?) would have to sit cross-legged there the entire time. All we'd capture are top views. And getting up to the catwalk with equipment requires gym membership :-)
2. Newsletter:
a. At the board meeting, we will need to organize the next Band Beat: set a deadline, and assign who is writing what.
b. I missed the deadline for the recent Noles News. I will hopefully catch the next one, for the first issue of the new year.
3. Website: Football calendar for new year is posted. I've still got some Funairi photos to post. I will be posting a few performances from the Showcase and Percussion concerts with consent from the participants.
4. Publicity: Lynn Resnick submitted a Funairi photo and writeup to Lake Mary Life, a glossy beautiful newsy bi-monthly magazine. It was included in the May-June issue.
Sonia is preparing the end of the year Band Beat and needs end of the year articles from all committee chairs. Everyone is invited to write good-byes and hellos. Rob will send Sonia an article on the new web/database for the Band Beat. The deadline to submit articles will be Friday, May 30 at midnight. June 2 will be the last day for DVD orders.
(Additional report from Sonia, see below.)
1. In addition to the 6 DVDs currently for sale, I made several "extra" DVDs this year:
a. A separate one for Band Camp, because of the skits this year. The regular Marching Season DVD would have been too long with the skits, and students were very interested in seeing the video immediately after camp.
b. County Marching Festival.
c. gift DVD for Japan, which was then transformed into a "A year with Seminole Bands" DVD that Mr. Malcolm can give to distinguished visitors/colleagues.
d. Special 12-min DVD showcasing marching season, for the Incoming Parents meeting in March.
e. Every student who I videoed at State Solo/Ensemble and who earned a Superior is receiving a DVD of their performance with compliments of the band directors and the Cool Band Parents. I am only missing recordings of Elena, Pablo and Malcolm on piccolo -- videoed everyone else.
In addition to the "extra" DVDs, my special projects this year were almost weekly photo collages of the band during marching season. These were published in the football programs, sometimes in full color on the back cover. I also did the "Memories of SHS Band," which asked the community to send in their recollections of being in Seminole Band. We received several amazing entries dating back to the 1940's, and all of these are published on the website.
County Marching Festival next year: I do not know which school is hosting the festival, but if they do not have the resources to make an event DVD, I volunteer to do it again on Seminole's behalf. It takes a lot of work, but I've got the templates from this year, and it was a good fundraiser for us. If Mr. Malcolm will please extend this offer when next year's festival is being organized.
VI. OLD BUSINESS
A. Insurance – When to Purchase – Gary Vogel
Gary has checked with the insurance company and we may purchase the insurance for next year at any point this summer. Gary will take care of this.
VII NEW BUSINESS
Debbie presented Mr. Malcolm a check from American Pie in the amount of $83.75. During the month of April American Pie donated 10% of their proceeds on Thursday nights to the SHS Band. Gary announced that he met the new manager at Pizza Hut (17-92 and Lake Mary Blvd) and he would do the same thing for us.
Rob asked everyone their opinion on the new format for e-mail addresses, and everyone agreed to use 1st initial and last name.
Mr. Malcolm thanked all the senior parents and gave everyone a round of applause. Farewell.
VII. ADJOURNMENT
Meeting adjourned at 8:03 p.m.
Respectfully submitted by Debbie Whitehead, Secretary, this 29th day of May, 2008. Approved on June 9, 2008.