SHS BAND PARENT ASSOCIATION
BOARD MEETING MINUTES
President Gary Vogel called
the meeting to order at
Members in attendance were:
Mr. Malcolm - Director
Ms. Newhouse – Director
Gary Vogel - President
Cherie Heckford – Treasurer
Penny Cople - Treasurer
Bryan Bozarth - 9th Grade Rep
Kiera Guarino - 10th Grade Rep & Uniforms
Sonia Bhatia - 12th Grade Rep, Web Master, Publicity
Michele Wawoe - Publicity Committee Member
Kevin Fletcher - Publicity Committee Member
Sherri Quest – Spirit Wear
1. DIRECTORS REPORT – MR. MALCOLM & MS. NEWHOUSE
Mr. Malcolm welcomed everyone to the band room and thanked everyone for coming and being flexible with the time and location change. Since our last meeting we have taken the wind ensemble to state and they received straight excellent ratings. This was a big accomplishment and they are very proud of their work ethics and their performances. We have added a Jazz concert at Millennium. The Jazz band also had a performance tonight and will do one more performance this Thursday. This Thursday will be the big Spring concert. They are not sure of all the acts that will go on but they will be great. This concert is all about the kids showcasing their talent. It may not all be in the instrumental world it may be a piano piece or a vocal ensemble. We are also in the process of doing drum major camp and leadership interviews. We are really in the process of preparing for next year. We have visited both of the middle schools, Sanford and Millennium. And handed out forms and did auditions. We have had our incoming parent meeting. This meeting was well attended. We are in the process of entering all the information into the data base. Right now the band is looking at about 150 with the possibility of about 10 more kids. It looks like it will be about the same size as this year's band. Ms Newhouse spoke about the orchestra concert on Tuesday. Percussion concert on the 19th. The bandquet will be on the 29th. Then we are into our summer rehearsals with the first one scheduled for June 4th. We are looking at a rock show theme. Ms Newhouse has worked really hard on the calendar for next year and it has been submitted to the office.
2. PREVIOUS MEETING MINUTES
Previous meeting minutes – everyone received by email. There were no additions, deletions or corrections. A motion was made by Sonia to accept the previous minutes that were received by email and the motion was seconded by Cheri. The motion was passed unanimously.
3. TREASURER’S REPORT
Cheri passed out 2 sheets. The first one shows everything that has come in and gone out of the band as of May 3rd. We have about $15,000 in the checking account. There are a couple more expenses to come out of that but that looks like what we will be carrying over. The second sheet is the Profit & Loss Budget overview. We had a financial meeting and this reflects what was approved. A question was asked about where we are in the collection of student dues and how far from the goal of 100% are we? We don’t have an exact number but we did extremely well in the collection of dues. We do need to find out if there are any seniors that haven’t finished paying their dues so that we can get them on the obligations list or else they will walk. The current and future treasurer’s will be meeting this Saturday and they will compile a list of who owes what and get that to Mr. Malcolm some time next week. Any balance due from this year will be carried over to next year and we will remind parents as they are coming in for registration that they still owe money. Mr. Malcolm said that the treasurer’s do a great job with collecting of the money. A question was asked about budgeting for fundraisers at the football games because the season went so long this year and that there may be a loss next year if we don’t go as long. Cheri explained that it’s not really a budget but more of a target. A motion was made by Kiera to accept the Treasurer’s report as presented and the motion was seconded by Bryan. The motion was passed unanimously.
4. BANDQUET
Cheri has spoken with Craig at the Civic center about prices. He said that it was based on how much room was needed. If we don’t use the back room where we put the serving tables he would let us have it for $760. and we have already paid $100. but if we use it we have to pay $1040. Terry and Scott say we have to have that area. So the balance is $940. Cheri tried to see if he could come down any on the price. Craig said that they have given us the lowest price possible because we are a school and he can not come down anymore on it. Everyone agreed that this price was very high but approved the Civic center being paid since the bandquet is only 3 weeks away. A suggestion was made that since the calendar for next year has already been made and the date for the bandquet will be May 28, 2010, we start to look around for a cheaper place to hold the bandquet next year. Lake Mary civic center, the Marriott, the Cultural arts center, and the Zoo were suggested. We need to get a form made up so that we can have the students fill them out. This way we will get a count of how many people are coming. Terry and Scott are also doing EVites. At the concert on Thursday we will have a table set up with the forms so that the students can fill them out and those who do not will be able to get them in class and complete them. All forms need to be returned to the band office.
5. GARY – NEW BOARD
Gary gave everyone a list of the nominations for the Board positions for 2009-2010. There are corrections as we go. Terri Quest should be listed as the 12th Grade rep not 11th grade. We are going to have 2 people for the 12th grade rep positions. This gives us more people on the board that can vote at the meetings. There is currently an open position for the 11th grade rep but we are filling that in as we go. Sonia made a nomination for Kevin Fletcher for a second 10th grade rep position. Michele Wawoe nominated Penny Copel as an Alumni rep. Rob Corbell will be helping with the website. A motion was made by Bryan to accept the nominees as presented with the following additions:
10th Grade rep – Kevin Fletcher, 12th grade rep – Sherri Quest and Alumni rep – Penny Copel and any additions in the future. Cheri seconded the motion. The motion was passed unanimously.
Secretary’s Note:
The Seminole Band Parents Association 2009-2010 Board as approved at the Spring Concert is as follows:
President – John Babinchak
Vice President/President Elect – Cheri Heckford
Secretary – Michele Bozarth
Treasurer/Payables – Marcie Jones
Treasurer/Receivables – Kiera Guarino
Treasurer/Student Accounts – Michele Wawoe
9th Grade representative – Elizabeth Darcy
10th Grade representatives – Bryan Bozarth & Kevin Fletcher
11th Grade representative – open position
12th Grade representatives – Terry Sisaleumsak & Sherri Quest
Alumni representative – Gary Vogel
6. CHERI – BUDGET: 2009-2010
Cheri passed out the Budget Overview and explained that this is what we are working off of. The total income is based on the number of students that we had this year. This number could change if the number of students changes. She reviewed the total approved expenses and explained that we are showing a loss that will have to be made up in fundraisers. A question was asked about the number that was published in the band beat being different than what we really need. It was explained that the amount that was published was the total band cost and it was just an estimate but the amount was ok. Mr. Malcolm stated that the band count should be at 150 and should grow from there. Instrument rentals were discussed. The collection of rental monies has seemed to have fallen through the cracks. We need an adult in charge of collecting the money and forms and a system in place. Ms. Newhouse will collect all the kids names when they come in for the first evening rehearsals and mark down what instrument they are playing and serial number and fill out the form afterwards. All instruments that are currently out will need to be back into the band room by this Monday so that they can be passed out for summer practice on Friday. A motion was made by Cheri that the instrument rental fee go up to $100.00 per year divided $50. per semester and summer semester would be included in the first semester and the motion was seconded by Sonia. The motion was passed unanimously. A question was asked about the car rental line item that states $12.00. Cheri will have to look into that in the computer to see what happened and fix it. A question was asked if we have something built in for the new tax attorney fee. That fee is covered in the accounting cost line item.
7. CHERI – CHANGE IN BAND FEES & INSTALLMENTS
We have talked about changing the band fees to only being made in 2 installments and trying to minimize student accounts. The reason behind this change is because it is very hard for the person who has to do the weekly collection of these monies. It would seem to be easier to have a payment plan A and a payment plan B. The total band dues would be $200. Plan A would be to pay it all at once in advance. Plan B would be pay ½ the Friday of band camp and the other ½ by the end of September. We will try to be flexible with the students that are in a financial situation but this will be done on a case by case basis. Scholarship will be considered for those students who financially need it and the application deadline will be September 4th
8. CHERI – TAX FILING UPDATE
Cheri has made an appointment with the CPA for next Tuesday, May 12th at 4:30. She will be in contact with Judy and John to see if they can make it. The CPA has done many of these types of organizations. The general goal is to see if we can have her file an extension immediately for our federal form and then we will roll right over into our fiscal year. Her price is somewhere between $500-750. This seems to be a reasonable fee. A question was asked about paying tax and reselling items. We must pay sales tax and then we build that into the price we sell the item for. We have to file a form every month before the 20th and pay the Florida sales tax. Cheri will report back to us at the June meeting on how everything went.
9. GARY – EXPENDITURE REQUEST
Mr. Malcolm has made a request to purchase a desk and a tack board for his office. The county will be coming in over the summer and building shelves and cabinets to they are all coordinating. The only thing that they will not be giving him are these two items. The total cost would be $1860. A motion was made by Sonia to approve the expenditure of $1860. for a new desk and tack board and the motion was seconded by Cheri. The motion was passed unanimously.
10. CHERI – SHOWCASE CONCERT
We will be selling the tickets at the door for $5. we will need a couple of people to help sell them. We will have a program and will also need people to help pass those out. Terry will have a table set up to sell raffle tickets that tie into the bandquet. We will be selling the bandquet tickets at the end. Terry and the bandquet committee are planning on making some kind of announcement either before or after the concert in regards to the bandquet. Report time is 5:30 and the concert starts at 7:00. Doors will open at about 6:40. Anyone helping should be at the school by 6:30 at the latest.
11. SHERRI - SPIRIT WEAR
Sherri handed out a form for the continuity apparel for everyone’s review. This form will be handed out at the first rehearsal. A suggestion was made to move the statement about the new polo shirt up to the top of that section because only the new band students get them for free everyone else must pay for them. The prices are not set in stone because the final prices are not in from Tip Top yet. Sherri has discussed the quality of the marching shorts from last year with the new rep and she said that she was going to look into that for us. She will also address little pin holes that were found in the white shirts. There is still one of the logo patches unaccounted for and she is not sure what happened to it. Sherri bought some tank tops from Wal-Mart for $1.00 and would like to get approval to have them embroidered for resale because some of the women have asked for tank tops. She is not sure of the cost. The only concern about the tank tops is that they are probably not school dress code. Anything that we put our logo on should be dress code and Sherri agreed. The board gave their approval for the tank tops. She also submitted the following report electronically:
Spirit wear Final Report
May 5, 2009
Seminole High Band Parent Association:
I. As previously stated the following is my final report from the Spiritwear Committee for the 2008-2009 school year. As of April 28, 2009, total profits realized according to my calculations are as follows:
Spiritwear Sales $2,211.52
Letterman Jacket Sales $1014.06
Total YTD Profit $3225. 58
II. The final outstanding balance to Neff Co. should be paid in the amount of $605.01.
III. The final Spiritwear inventory was completed May 4, 2009.
IV. A CD had been burned for the incoming Spiritwear volunteer and the notebook (Spiritwear Bible) is updated.
V. All (Spiritwear) gifts throughout the year have been documented ie: the Beasley's, Mr. Reyes, Band Directors, administration, etc.
VI. During the final inventory, I discovered one unaccounted for new "SS" Logo patch. Out of the initial six (6) ordered, two were used for Letterman jackets; however, only three remain. Our cost for these items was $24.80/each.
VII. Recommendations for incoming Committee Chair:
A. Design and order new and updated spirit T-shirts for the 2009- 2010 school
year.
B. Order spirit tattoos.
C. Other than new T-shirts, hold off on other apparel purchases until after band
registration nights and schedule pick up. Hoodies sell well at schedule pick
up. Hoodies sell well at schedule pick up and we have plenty.
VIII. If the board approves, I have eleven (11) women's tank tops purchased at $1/each that could be embroidered (additional fee) for resale as these were requested items.
Thank you for the opportunity to serve as your Spiritwear Committee Chairperson and
if I have forgotten anyone, would someone kindly forward my report to them.
Sherri (Goldston) Quest
12. SONIA – COMMUNICATIONS
Sonia encouraged everyone to use the template for your position description and what practical aspects of what you do are. This will be helpful to the person who takes over your position it will be helpful to them. Everyone should commit to leaving our information forward to the person who will be replacing us. She has personally done this and thinks that the people who are taking over her position have all the information they need to do a great job. She also submitted the following report electronically:
My final report: Yup. Last one.
1. Website: Kevin, Michele W and I met
tonight, and I have
transitioned out of the role of Webchief. That is Kevin's job from now
onwards. If you have any information you'd like posted on the website,
please send it to Michele W - she is to be Kevin's single source of
information She will solicit weekly information from the band directors and
provide it to Kevin. Please allow 2 days for information to get posted.
I will continue to update the Photo and Video pages until I run out of
materials from this year, and will still be the webchieftress for band
videos. I still have hundreds of band trip photos to sort through and post.
2. Newsletter: Reminder that your articles are due this Friday May 8,
with the issue being mailed on May 18-19. Michele W will create the next
newsletter, to be mailed home on Aug 26.
Reminder about what is requested for this issue:
Band Director articles. Student leadership when it is finalized.
Gary - Goodbye letter
John: Something about recruiting for open board positions
Treasurers- a fiscal summary of the year with whatever level of detail you
see fit.
Cherie- something as Coordinator of Volunteers
Cherie/Michele B: a table of the new board roster with phone numbers and
email addresses.
Sue- something on the Band trip.
Terry: Something on Bandquet coming up. This issue will be in-home the
week
before Bandquet.
Ann: Something as a departing Alumni board member who has been involved with
the band for 10 years.
Kiera: Something on the new marching and concert uniforms. I will put in a
photo of the new gowns.
3. DVDs: Production Studio is in full swing
at my house. JTJ DVDs will
be available for pickup/sale at this Thurs' concert. I am making a short
"trailer" to show before the concert to market the DVDs, and someone will be
in the lobby to take orders. Deadline for pre-orders is May 14, all orders
will be available for pickup at Bandquet.
The Marching Season DVD is now a dual-set. I have too much wonderful footage
of the post-season to fit it all on one DVD with good quality.
4. Publicity: I am waiting to get a photo of the Lake Mary students
in TJT to submit to Lake Mary Life.
With Mr. Malcolm's blessing, we are entering the Jazz Band in a contest
sponsored by American Music & Arts. They need three songs on DVD, unedited
footage. No problem! Prizes are musical equipment and clinics.
Personal note: In my last four years as a board member, I have learned so
much and made some wonderful friends. It has been a pleasure to get to know
Mr. Malcolm and I have the deepest respect for his dedication, skill and
huge heart. It has been a joy to work with Ms. Newhouse this year and to
watch her earn her "spear," and to get to know so many of the band students.
Before I came to Seminole Band I had never done a website or burned a DVD,
and the only newsletter I'd ever written was for the family holiday cards.
Who'd have thunk? My son is now a drummer because of Seminole Band, and
Sarena has grown so much by her involvement in the music program.
As I move on to support another band director, I will always hold Seminole
Band ( the directors, the parents, the students) close to my heart. Next
year I will come back for a game or two to take photos and enjoy the music,
and watch the next generation of parents work hard. I can always watch DVDs
of Marching Season when I get especially homesick J
Sonia
Band Board - Band Beat deadline is a week from this Friday, May 8. I'd like
the following please:
I will save space for announcement of the new band leadership and the new
drum majors, which will be decided on May 14, and try and get a photo of the
new band council.
The plan is to get the issue mailed on May 18 or 19. I need time to make
the rest of the DVDs and deal with the graduation excitement in my house, so
this is a firm schedule. And my last issue at Seminole. I will be doing a
monthly newsletter at my new school, but it won't be the same, sob!
May 8 - or earlier ( a woman can dream)
Thanks,
Sonia
13. NEW BUSINESS
There was no new business brought to the table.
Gary adjourned the meeting at 8:32pm
Respectfully Submitted,
Michele Bozarth
Secretary