SEMINOLE HIGH SCHOOL BAND PARENTS ASSOCIATION
Minutes of Meeting on September 14, 2008

ATTENDEES:
P.L. Malcolm, Director
Andrea Newhouse, Director
Gary Vogle, President
John Babinchak, Vice President
Judy Malkowski, Treasurer – Accounts Receivable
Cherie Heckford, Treasurer – Accounts Payable
Penny Cople, Treasurer – Student Contracts and Scholarships
Bryan Bozarth, 9th Grade Rep.
Kiera Guarino, 10th Grade Rep.
Sue Moynahan, 11th Grade Rep.
Sonia Bhatia, 12th Grade Rep.
Jim Gilbert, Alumni Rep.
Sherri Goldston, Spiritwear Chair
Kathy Vogle, Athletic Booster Liaison
James and Eva Kiriazes, Parents
Michele Wawoe, Parent

As the Board had received the resignation of our Secretary, Kathy Sessions,
Gary Vogle asked for a volunteer to take the minutes. Cherie Heckford took the
minutes.

CALL TO ORDER
Gary called the meeting to order with large rubber mallet which was produced
from a new tool box for the band.
Gary made some opening remarks about controversial situations which have
come up in the past and are going to come up in the future. He stated that as a group
we need to look at these situations in terms of resolution and moving forward. We
should not lose focus – we’re here for the kids. He said we have some talented people
sitting around the table and said that includes some of our group who are not here
tonight. He acknowledged the members of the board who are willing to help out and put
forth lots of effort and work hard. In these situations, sometimes feelings get in the way
and people get hurt. He went on to say that we are all human, we all make mistakes,
and shared that people will have different perceptions of the same thing. The bottom
line is that at the end of the day we’re here to support the directors and our kids.

Gary went on to say that he and Mr. Malcolm met the morning before the board
meeting and it was decided at that time that they will meet on a more regular basis –
they plan to meet weekly – to facilitate getting information back and forth more
efficiently.

Gary asked if the minutes had been reviewed. Judy Malkowski moved to accept
the minutes, Jim Gilbert seconded the motion, it was passed unanimously.

DIRECTORS’ REPORTS
Mr. Malcolm was next asked to give his report. He first made the request that we
all pause to remember September 11, 2008. After a moment of silence, Mr. Malcolm
made his report.

Mr. Malcolm went on to make positive and complimentary remarks about the
Seminole High School band program, Ms. Newhouse, and the band parents. He feels
we’re off to a great start with this school year and that it has been one of most positive
starts to a school year he’s experienced in a long time. He said that the morale is high
in the band and for the teachers and the band has some awesome student leaders.
He reported that since the last meeting, we had a very successful band camp
and thanked all of the parents involved, saying there were too many to name.
He reported that we had our first game, which was a big success and he was
very proud of the halftime show, mentioning it was the first game, early in the season,
and there had been a lack of time we’ve had on field after school to prepare. He said it
was “miraculous what they had done,” saying he was really pleased. It was a good
victory for the school, big momentum for the team, and really exciting. He is looking
forward to going into the following week with the same type of excitement.
Mr. Malcolm then reported that the band would be traveling to Deland the next
week, then we have middle school night, followed the next week by homecoming.
These events are falling very early and Mr. Malcolm said that in many ways it’s good for
us, the students are doing well. He said the band is really working hard to learn the
music

Ms. Newhouse then gave her report. She began by thanking the Board (and the
parents) for making her feel welcome. She said it was really great and she feels like
she’s falling into place and her position is falling into place. She agreed with Mr.
Malcolm that we have a very strong group of students who are working hard. She said
it was great to come into rehearsal with them working hard and being pumped up. She
confirmed that she is still excited, this is still an adjustment, it is still fun and exciting,
and she still loves this.

TREASURERS’ REPORTS
Judy Malkowski passed out an initial budget based on last year’s figures. She
emphasized that this is initial and will likely need tweaking. She reported that last year,
because of the way the treasurers were working, the right foot didn’t always know what
the left was doing. We’re a lot tighter this year going forward. Going forward we’ll have
a 1-page summary.

She reported that now we are In a good spot, having collected more band dues
and instrument rentals than in the past.

A discussion was had regarding whether the band had lost money or made
money on last year’s Band Festival. It was explained that there was a gain.
Judy refocused the Board, saying that want to move forward with last year and
we’re doing a good job going forward. She is almost finished with a final budget for this
year, but was not comfortable presenting it at this meeting. She said we’re going to
have a great year, she’s been working with Ms. Newhouse regarding the orchestra and
having the orchestra expenses going through our accounts differently.

Discussions were had about the breakdowns for DVD sales and Spiritwear sales.
It was explained that, while there will be a line item showing profit and loss for the
category, individual events would be itemized by the specific chairs of those
committees.

John Babinchak stated that the treasurers this year are very good at categorizing
income correctly as it comes in. Last year there was no way of breaking it down. That’s
different this year.

Cherie Heckford brought to the attention of the Board that with all of the money
and checks that had come in since Registration night – well over $30,000 – only one
check came back as bad and the parent had called to tell us and apologize. Prior to the
meeting a Profit & Loss statement had been passed out to all members of the Board.
Sue Moynihan asked if the budget that had been passed out reflected all of last
year’s information for fundraising and was advised that it does.

Jim Gilbert asked if the treasurers knew our cash position and Cherie advised the
balance as of that morning in the checking account is $29,637.50.

The form of the report was discussed and one of the board members indicated
it would be preferable to have a format where the budget would be reflected in one
column and actual expenditures next to it.

Sherri Goldston said that she had had reports that registration night was very
popular.

A discussion was held about scholarships. Penny Cople has had 7 applications
turned in to her, but none have been turned in to the school yet. She reported that 4
more students at registration night said they wanted scholarships, but they have not
turned in any completed paperwork. These outstanding four students shall be
addressed and Mr. Malcolm advised he would get with Mr. Gaudreau for the 7
applications already received.

Additionally, Penny reported there are only 10 kids who have made NO
arrangements to pay anything. So in the whole picture, out of the entire band there are
only 14 kids who have made no efforts to pay their dues if you count the 4 scholarships
that have not been turned in.

Sonia Bhatia asked what was the plan for those students who don’t do anything?
Mr. Malcolm responded that we’ll have to pull them. Penny added it is her position that
the 14 who have done nothing need to have some consequences. She went on to say
that if they would even call her she wouldn’t put their name on a list, but if they won’t do
anything there needs to be a consequence. Mr. Malcolm agreed that a proper
consequence would be to not issue a uniform to a student who has not made any
arrangements, that he has been reluctant to take this action, but we need to institute
consequences.

Ms. Newhouse advised that she has told students if they don’t make their
payments it will affect Friday. Sonia responded that it doesn’t, nothing happens. She
further offered that we don’t have a show yet, so let’s do it now. Mr. Malcolm said he
would go with that.

Sonia moved to accept the Treasurers’ report, John seconded, and the report
was unanimously accepted.

QUARTER DAYS DISCUSSION
A discrepancy with the allocation of funds to student accounts has come up.
There is a conflict regarding our prior practice and a new suggested practice. It needed
to be addressed now, before the fundraiser was too far underway.
A discussion was had about whether to count funds at the end of each segment
and divide those funds by the hours worked by those students per segment to obtain an
hourly rate; or to continue the practice instituted two years ago and have the funds
counted at the end of the day, divide by the hours worked by all students, and obtain an
hourly rate.

Also discussed was the behavior of the students and whether they were playing
instruments while they were working. Upon a report of behavior problems by some
students, Mr. Malcolm said that Ms. Newhouse and he will have an etiquette speech
tomorrow.

A discussion was then had about our procedures as a 501(c) corporation and
whether we were conforming to the tax code. Several board members will be seeking
legal opinions on this matter for further discussion at a later date. Unless we are
advised that we are not operating in a proper manner, the quarter days will continue.
John moved that funds raised at a specific site on a specific date be totaled for
the entire day and then divided among all students who participated on that date at that
location on an hourly rate. Sonia seconded. 9 in favor, 2 opposed. Motion passed.
Cherie moved that the students be allowed to wear legitimate Seminole band
shirts (continuity) rather than only black polos. Sue seconded the motion, 5 in favor, 3
opposed, motion carried.

Judy proposed the students should be allowed to wear shorts rather than jeans.
After discussion, there was no second to any version of the motion to change the jeans
requirement. The motion died.

GUESTS
Gary officially recognized that we had guests – Michele Wawoe and Eva and
James Kiriazes.

NEWSLETTER REPORT
Sonia gave a report for the newsletter. The next newsletter will go out after FBA
in Deland. Board reports and recommendations are due by Sunday Nov. 2, band
director reports are due by the 6th.

Sonia went on to say she really appreciates Ms. Newhouse – she sends her an
e-mail Sunday night and gets an answer Monday morning – this is exciting.
Regarding the Noles News, Sonia sent in some stuff for the next one – stuff
about jackets, announcement about marching festival, FBA, how much we love Ms.
Newhouse.

Sonia shared that she has a photo/video crew, Bryan Bozarth and Mike Cannavo.
She also said that she found the song signs (used to announce to the band in the
stands what they need to be playing). She said that Clayton, our publicity student, had
a very important meeting and couldn’t be here tonight, but he was pleased about the
Board listening to him about student rewards.

She announced that we had a very successful video night – 200 students
showed. Dazzlers and Expressions were invited.

She went through orders for DVDs through end of year and reported about
$1500. She said not as many DVDs willl be made this year.

She asked how the Board likes the web site with latest news page. Everyone
likes it. A request was made to enlarge the font from its current size 10, but the Board
was advised this would detract from the layout.

FUNDRAISING
Sue Moynihan said she has had good feedback on everything. The business
card ads have not had such a great response, but fence signs have made up for it. She
has collected over $2,000 and the total will be 4,330 when the rest is collected. She
said there is more income this year than last.

She is working with Fast Signs on Upsala Road for the fence signs. They will
make us 4 free fence signs if we’ll hang one of theirs. Her only concern is that we put in
for two business card ads – one for the board and one for the band parents. We have
collected only $5 toward the parent ad but need $120. She said we still have to pay
Patrick for the band parent ad whether we collect more funds or not. Gary asked if he
needs to send an e-mail to the membership and Sue said yes. She then reported that
Judy collected a new business card tonight.

Sue announced we are getting ready to start the desert/cheesecake fundraiser.
Everything is bagged up and ready to go. She asked the directors to make sure the
students received their packages on Monday, September 15. They agreed to pass
them out. Main Street puts in 5% of their total towards prizes. The money bag draw will
be funded by them predominantly. We are starting this early because we then go right
into Christmas trees. She asked if we can have the drawings/prizes on the Tuesday
night of the fall band concert – Mr. Malcolm said yes.

Distribution was discussed, it was decided that rather than in the cafeteria as in
the past, distribution will take place in the lobby of the new auditorium.

Sue next asked about the new ice machine, wanting to know when she can get in
here to get it installed. She wanted to know if she could schedule it and how should it
come in. Mr. Malcolm responded Sue should tell him when she wants it to come in and
he’ll tell Mr. Gaudreau. It was decided the machine will be installed before the next
home game.

FUNDRAISING CONCERT
Michele Wawoe came to the meeting to present a fundraiser idea. Her husband
is a professional musician who came up with idea of a concert with professional
musicians who volunteered their time and sold tickets to a concert performed by the
professionals and students together. He came up with the concept of the evolution of
jazz so that all instruments could participate. The professional musicians and students
would be playing together. She said there was a potential of raising $7000-8000 for one
fundraiser. Sue asked about practice time. Michele responded that the kids could
practice whenever at school, and the professionals can really play anything that was
chosen. She said there could also be do a morning session to see how it would go and
see how to set it up.

John asked if the professionals would have an expectation of a minimum ticket
charge. Michele responded that their goal would be to make it worthwhile for the
students. Sherri asked if different themes could work? Michele said they could, but
using one theme would tie all the different performances together.
A bake sale tied to the concert was suggested. Penny mentioned it could be a
jazz café.

Mr. Malcolm said he likes the idea a lot, but has to think of the format and time.
There was discussion about selling tickets to the concert or requesting a donation in lieu
to go to DC. It was suggested that If you ask for a minimum $10 donation some people
would donate more. Mr. Malcolm indicated he thought it would be a challenge for us,
but a good challenge. The cost from our perspective would be ordering music, a couple
of hundred dollars.
UNIFORMS
Kiera Guarino reported that we should have the new uniforms in February. The
current ones have been repaired and are in good condition now. Pablo’s pants came
in today. We are looking into larger size hats for the new uniforms to complement what
is usually ordered.

Eva Kiriazes asked what was being done with the old uniforms. She said there
was a potential of selling them for fundraiser. Jim said he would rather see them
donated to another band. Mr. Malcolm agreed in theory, but said that our current
uniforms are so emblemed to our band that would be difficult. We do need to keep the
pants, but we could sell the jackets.

Mr. Malcolm announced that he and Ms. Newhouse were also measured for
uniforms.

Sherri Goldston said she is cutting off the band parent shirts. Next year we’ll
order more, we got caught short. Sherri said that all kids have their continuity shorts,
only 2 don’t have t-shirts.

MISCELLANEOUS
Sue brought up a change of the meeting location. IHOP on 17-92 has been
suggested, but the 2nd Tuesday is not available. The 4th Tuesday is available and
Monday and Thursday are available. After discussion, it was decided that the next
meeting will be held on October 28th at IHOP at 6:30.

Kathy Vogle handed out the new bylaws.
She also said that she has two subjects from the athletic boosters – Mr. McCants
is in need of convertibles for homecoming. Also, for the Open House on the 18th they
will allow tables for clubs and organizations. It might be to our benefit to have a table.
We need to let Mr. McCants know if we want one and we’d need to be out there at 5:00.
Sherri asked if the students do that and said we could sell spirit wear. Sherri will get Mr.
McCants a form tomorrow.

The Bylaws will be discussed at the next meeting. Jim announced that he and
Sonia both have changes.

Gary said that the Board insurance policy is now in effect and has already saved
us some funds because our liability insurance covers the equipment truck we rent for
away games. He was able to rent a 35’ truck for $60.

Gary adjourned the meeting at 8:59 p.m.