Last modified by Keith Swenson 8/30/2008
Public Description (Wiki Format)
MINUTES, JUNE 2, 2008
Minutes are also attached as PDF file
The meeting was called to order at 7:10pm by the President Jon Reinke at STHS Library. In attendance were Jon Reinke, Keith Swenson, Mike Murphy, Richard Pettit, Elizabeth Heyenga, Coleen Bolton, Julie Bounds, Kerry Johnson, Steve Bischoff, Dawn Bozarth, Cindy Drury, and Doug Irving.
Minutes
The minutes from the previous meeting were approved by Keith, seconded by Richard, and all approved for posting.
Committee Reports
President's report: Jon wanted to thank us for being a privilege to work with. He said he will always be available if there are any questions and may try and attend a few meeting in the future.
Band director's report: She is closing up shop this week and moving into 803. Construction is officially breaking ground on June 23. All the theater seats have already been removed. There will be no musical theater productions next year. There is a great summer program lined up for this summer. She leaves for Chicago on June 12, but will be available via e?mail all summer. She is really getting burned out as department chair, due to lack of cooperation from other departments. Consequently, the awards night this Thursday will just be for the band department. Elizabeth will get paper products for awards night, which will be a dessert social at the stage area with a performance by a Jazz band. Steve needs help moving equipment Thursday evening, and Julie needs help this Saturday moving equipment into the storage bins. Several parents have agreed to help, as it should only take a couple hours.
Secretary's report: I need help posting minutes, since I do not have the software to do so and the minutes have not been posted since November. Steve agreed to assist me with this.
Historian's report: No report.
Treasurer's report: There is $22,000 in the checking account. We will be refunding Butler around $3500 as they made an error in their math and credited us twice for ticket sales. There was discussion as what to do with funds left in a students account when they graduate. It was decided that if they have a sibling, they those funds can be transferred to the sibling; otherwise the funds will be transferred to the general account. Julie was upset that other band groups have not submitted a budget when they want to spend funds. There is a separate account for choir and guitar classes. Richard mentioned he will work with Tony to set up a budget.
There is still $13,000 owing on the band accounts. Richard will send out another collection letter. He has already paid with his own funds 3 mailings for collection letters. Dawn said her brother runs a bulk mailing service that we could use if needed. He actually spoke with 2 families at last week's participation meeting that were unaware that there were any band fees at all! Amazing, but true. They will work with Richard to pay off their account.
The band fees will be set at $100 for Concert, Symphonic and Wind Ensemble. Fee for Jazz 1 & 2 are $200 and Jazz 3 are $100. There was lots of discussion as what to charge for marching band fees, and the decision was made to be realistic as to the expenses incurred, and to the percentage of students who do not pay fees, and the potential of future fundraising. Based on all factors involved, a motion was made by Mike to set fees at $750, Steve seconded the motion, will all the board voting to approve.
Julie mentioned the state is reducing the funds for band and she will not be able to get new drums we need for marching band. Richard made a motion to give Julie $4200 to spend from the general fund to order new drums. Mike seconded the motion, with all voting to approve. This amount will be deducted from the next year's budget. The budget will be $81,700 for marching band. Richard made a motion and Mike seconded to approve the budget.
Volunteer hub: Keith discussed an e?mail he sent out asking to share the volunteer hub site with his swim team. The team will share the cost of the use of the site. This could be a way to share the expense with other S.T. clubs/organizations as well.
New Business
Nominations and Election: Jon made a motion to nominate and elect those members who will be returning or are new members. I nominated, Kerry seconded with all board approving the following new board:
President ? Steve Bischoff, Vice President ? Keith Swenson, Treasurer ?Richard Pettit, Secretary? Coleen Bolton, Historian ? Mike Murphy, Food ? Kerry Johnson.
New members: The following have volunteered also to serve on the board: Dawn Bozarth, Cathy Crockett, Cindy Drury, and Doug Irving.
Departing members: Elizabeth Heyenga will no longer be a board member; however she will still be involved with the band. Jon Reinke is leaving as his youngest is graduating.
Julie: She would like to send a thank you gift to Steve Barnhill, the music director at EVHS, for allowing us to use his facility for our concerts this year, and next. A gift certificate valued at $50 was suggested, Steve approved and Dawn seconded the motion, with all the board approval. Richard agreed to help Julie with summer mailings to students.
Fundraising report: At the fundraising meeting there were many ideas for the next year. Julie will start with a restaurant flyer in the first mailing. Kerry discussed the bingo at Santa Clara Vanguard. Each volunteer will earn $65 toward their band account/general funds. She will get a proposal from them for us to approve. You must be 18 to work, and must register as a volunteer when you arrive at the bingo hall. Each shift is for 5 hours. Julie wants to record a holiday c.d., participate at a low cost venue, have a silent auction, and other possible new gig possibilities.
Other fundraisers include a new ink jet cartridge recycling program, restaurant nights, summer car washes, bowling night, San Jose Jazz festival gate staff, coupon books, calendars, sponsorships, we care coffee, pre?printed water bottles, fall boutique food sale, See's candy, Barnes & Noble, CMEA concession sales, and a golfland night. Finally, as always, the Carnival.
Final President business: As the new board is in place, departing President Jon requested that we allow him to continue to represent STMAA in order to wrap up the final items of busiess he is still working on. Namely, the Carnival wrap?up with Butler Amusements and the required filings with the California FTB status. The motion was made by Mike and seconded by Dawn, with all in favor to allow Jon to continue in this capacity.
Old Business
Yearbook: Annette couldn?t get the yearbook off the ground due to limited cooperation with other music departments. Next school year she will work on a band yearbook only, rather than working with other departments.
The meeting was adjourned at 10pm.
Addendum
On 6/4/08 the board, via e?mail, voted and approved submitting the proposal to Santa Clara Vanguard for STMAA working as volunteers at their Bingo nights. The volunteer shifts will start immediately.
Respectfully submitted,
Coleen Bolton, Secretary