Last modified by Keith Swenson 11/2/2008
Public Description (Wiki Format)
Meeting minutes are also attached as a PDF file: STMAA_BoardMeeting_20080505.pdf
The meeting was called to order at 7:15 at STHS library. In attendance were Jon Reinke, Elizabeth Heyenga, Coleen Bolton, Julie Bounds, Mike Murphy, Keith Swenson and Richard Pettit.
Minutes
The minutes from the April meeting were reviewed and no changes were made. Keith made a motion and Elizabeth seconded to approve the minutes for posting.
Committee Reports
Band director's report: There are several upcoming events to be aware of: Jazz band photo shoot on May 8, Ice cream social on May 13, Jazz I recording session on May 20, Spring concert on May 21, Participation meeting on May 27, Jazz concert on June 3, Awards night on June 5, and Graduation on June 9.
The dates for next year's concerts may be changed due to the theatre renovation schedule. She is moving into 803 by the end of the school year.
The brass and percussion workshops are going really well. The color guard process is starting with new instructor, as far as costume design and routine. She discussed the possibility of woodwind workshops in the summer.
There should be an increase in the number of incoming freshman for next year based on current 8th grade enrollment, and many new students and their parents have contacted Julie regarding band classes.
President's report: The district office will be sending out information to the parent organizations asking for their input into how to spend Measure E funds, and ideas to improve school learning environment. Julie suggested more bathrooms please!
Historian: No report. Pictures are still available for memory book.
Volunteer hub: Jon said we couldn't have done the carnival without it, and it worked great. We need to budget funds to cover the cost of the use of the site, which will be $40 a month, based on number of users. We need to discuss possibly sharing the expense with STOPS. Julie liked being able to see who signed up for an event so she could recruit students to volunteer.
Treasurer report: We now have $20k in checking due to the carnival profit and more band parents finally paying the band fees. There still are a couple of parents who are still making payments.
Fundraising: Julie announced the event "Human Race" to the class, but, she still needs to tap into it to make it profitable. Richard will be walking and will donate all his donation to the band. A negative about this event is having to pay in advance to sign up, and we need carpools in place.
The fundraising meeting will be May 22 in the library. Julie will run the meeting, and Jon will not be there. She will mail a fundraising letter to all families inviting them to the social and fundraising meeting. We need to know the district/state guidelines in selling food. We need at least one restaurant night per month. Richard and Elizabeth to work on this.
We have about a cubic yard of printer cartridges, and Kerry has found a place to deliver them for extra funds. Kerry needs someone in charge of this.
New Business
Carnival: It is possible the people at Butler made an accounting error and we will need to write an additional check for around $3k. Our profit of $8k remains the same. There was not enough staff for parking on Sunday, so Jon made the decision not to charge for parking. This was a loss of funds for us, approximately $60. It was very windy on Saturday and several pop-ups went flying, one hitting a parent on the head. Vendor sales were not great. There was more discussion on having and selling food. STOPS and Grad night fundraising was very successful. This was a very family friendly crowd, and one of the best to work at, according to the police who were working the event.
Ice cream social: The social is set for May 13 at 7:30. There was a lot of discussion as to what to charge for the ice cream, based on the expense to us. Sweet Retreat is charging $3.25 per person, and we are expecting around 100 people to attend. It was finally decided to ask for a donation of $2 per person and those who worked the carnival would be free. Elizabeth made a great flyer which will be distributed to the middle schools and e-mailed to the band families.
Budget for 08-09: Julie presented a detailed budget for the next school year. There are several unknown expenses such as where WBA championships will be and if there will be a hotel expense, several transportation fees that are unknown, and color guard equipment expenses. Most of these expenses should be cleared up in the next few weeks and there should be a final figure by the May participation meeting. Overall, the budget is $109,200 (not including the unknowns). She still needs another Jazz II teacher as she wants to concentrate on teaching Jazz I & III. The band fees should be the same as last year. Jazz cd's will be available at the June concert. When the final figures come in, she will e-mail the board the revised budget for approval.
Recruiting: Jon knows a few people to recruit for next year. He feels confident people will come forward to volunteer. Richard will stay for another year as treasurer. Keith will stay on as volunteer hub coordinator. Coleen will stay as secretary.
Old Business
Performing arts yearbook: Due to the lateness of the meeting, we will table the discussion for next time.
The meeting was adjourned at 10pm.
Respectfully submitted,
Coleen Bolton, Secretary.