July 28, 2005

Posted on July 28, 2005 by Mr. Timpani

CMS Band Boosters Meeting

Attendees: David Dunham, Gayle Amato, Art Denis, Melissa Smith, Amy Johnson, Jen Simerson, Perri Ann Kaufman, Scott Kaufman, & Carol Mullin

Minutes:

  • Meeting called to order at 6:40 p.m.
  • Board/Committee Openings – presented by Melissa Smith:
    • – A directory of the 2005/06 Boosters Executive Board was presented and accepted with the following change: remove Sharon Conrad (Treasurer’s Assistant) from the list since she does not hold an executive position.
    • – Coordinator for Volleyball Concessions remains open. Melissa Smith will try to fill that position; if necessary, she will be the Coordinator this year.
  • E-mail Messaging – presented by Scott & Perri Ann Kaufman:
    • – In order to communicate via email with parent volunteers, Scott Kaufman has volunteered to set up a mailing list on Yahoo Groups.
  • Calendar Overview – presented by David Dunham:
    • – The 2005/06 calendar was presented with several tentative dates, since David Dunham is waiting for confirmation on the Back-to-School dance, UIL Concert Contests and the events planned at CentennialHigh School (Holiday Concert, Jazz Concert, Pre-UIL Concert, and Spring Concert).
    • – Since this is an Honor Band year, additional clinics and practices (including Murchison) are scheduled for 2005/06.
    • – Another addition is ensemble photos on 10/14/05.
  • Budget Review and Approval – presented by Amy Johnson:
    • – The 2005/06 Budget was based on 2004/05 Actuals and the following totals from the Cougar Band 2005/06 Events Budget:
      1. Consultants $6,385
      2. Food $3,175
      3. U-Haul $2,210
      4. Other $2,520
    • – The 2005/06 Band Boosters Budget is as follows:
      1. Clinicians $6,625
      2. Scholarships $3,000
      3. Operating Supplies $2,500
      4. Transportation $2,465
      5. Awards/Incentives $1,915
      6. Recording Fees/Photos (new) $1,350
      7. Miscellaneous $ 500
      8. Paid by Student Social Fees:
      9. Food/Social Fund $3,225
      10. Fall Party $ 925
    • – Scott Kaufman made a motion to accept the 2005/06 Budget as presented; it was seconded by Jen Simerson. The Executive Board approved the 2005/06 Band Boosters Budget as presented.
  • Tax Exempt Status – presented by Melissa Smith:
    • – Melissa discussed the need to hire a CPA to prepare and file the Tax-Exempt documents for 2004/05. The Treasurer should be able to submit these reports in subsequent years, following the format of 2004/05.
  • Melissa Smith recommended Michael D. Kerber, the CPA used by other organizations in the area including Centennial High School Band Boosters. Amy Johnson noted that he has already provided information to her at no cost. The estimated cost to hire Mr. Kerber for these services is $500.
    • – Perri Ann Kaufman made a motion to hire Michael D. Kerber; it was seconded by Jen Simerson. The Executive Board approved the hiring of Michael D. Kerber to prepare and file the Band Boosters 2004/05 Tax-Exempt documents.
    • – Amy will contact Mr. Kerber by August 5/05.
  • Wish List Expenditure Approval – presented by Melissa Smith and David Dunham:
    • – The unused fund balance from 2004/05 is $3,500. The list of items approved for immediate purchase by the Band directors is as follows:
      1. Smart Music Subscription $402
      2. FileMaker Network Software (2) 323
      3. Educational Posters 270
      4. Smart Score Software 229
      5. Midi Keyboard 140
      6. Color Printer 99
      7. $1,463
  • Once money is received from the 2005/06 fundraiser, the Band directors can use the balance of unused funds for the following items:
  • 1. 20 Chairs (incl. shipping) $1,795 *
  • 2. Music stand caddy 290
  • 3. Stand rack 285
  • * David Dunham will see if FISD will cover the cost of these damaged chairs.
  • Fundraising – presented by Jen Simerson:
    • – Dates of the Interstate Battery fundraiser are Sept. 23 to Oct. 4
    • – To date, sales brochures have been printed, but prize brochures have not been printed.
    • – Jen Simerson has solicited local merchants who have donated gift cards for fundraiser prizes.
    • – In order to cover the annual budget, average sales per student should be
  • approximately $100. This is based on a profit level of 50%.
    • – Band members who do not want to participate in battery sales will have the option to pay $50 toward the fundraiser.
  • Other Business:
    • – The Board agreed to place an order for 500 Dues Envelopes and 1,000 Private Lessons envelopes with Sir Speedy. Carol Mullin will contact Sir Speedy and place the order by August 1/05.
    • – The Summer Band party will be held at STRIKZ in Frisco from 8:30 to 10:30 p.m. Transportation will be provided one-way to STRIKZ; parents will be responsible for picking up the students. STRIKZ will provide free bowling shoes and discounted prices to the CMS Band.
    • – Band Parent Orientation will be held on Aug. 22/05. The Boosters Board will hold a short meeting to approve the 2005/06 budget and discuss volunteer sign up sheets.
    • – Next Board meeting will be held on Aug. 29/05 at 5:30 p.m. at CMS. Carol Mullin will invite the coordinators for the Back-to-School dance and Transportation.
  • Meeting adjourned at 9:15 p.m.

Prepared by: Carol Mullin

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