Clark Band Boosters 5:45 PM

Clark MS

Meeting called by: Kim Kinnamon Type of meeting: Booster Board Meeting

Attendees: Gayle Amato, Arturo Denis, David Dunham, Lisa Herrington, Amy Johnson, Kim Kinnamon, Jennifer Simerson, Carla Smith, Melissa Smith

Minutes

Agenda item: Revisions to Forms Presenter: Kim Kinnamon

Discussion:

Forms to be altered are: Volunteer Opportunity Form (action items 1, 2); Reimbursement forms (action item 3)

New form created: Fee payment envelope (action items 4, 5)

Conclusions: Simplification of key forms to make them more usable.

Action items Person responsible Deadline

1) Change contact spacing and add preferred time. Carla Smith Aug 10

2) Reorganize leadership position in 1 column with more general volunteer needs in a second column Carla Smith Aug 10

3) Information added to match new budget categories for improved accounting

David Dunham Done

4) Fee payment envelope design Amy Johnson Done

5) Fee payment envelope printing and delivery Jennifer Simerson Aug 10 Agenda item: Set board meeting dates for remainder of year Presenter: Kim Kinnamon Discussion: It was decided to meet once a month on the second Monday. Meeting time at 7 PM. Goal was set for meetings to not exceed one hour in length

Conclusions: Dates set for next two meetings: August 23 and Sept 13

Agenda item: Volunteer position status Presenter: Carla Smith

• Discussion: Positions currently filled are:
• BBall concessions—Kate Jordan, Brenda Perakakis
• Dance—Beth Verser, Denise Miller
• Fundraiser—Corp Donations—Clark Miller
• Beginning Band Coord—Kay Price
• Scholarships—Perri Ann Kaufman
• Publicity—Carol Neggers

All other positions still needed.

Conclusions: Additional volunteers are needed and should be gained by passing out the volunteer forms at camp and first day of school. Specific activity volunteer needs will be discussed outside of board meeting between Carla Smith and David Dunham with a report of month’s activities reported at next board meeting

Agenda item: Fundraising activity report Presenter: Lisa Herrington

Discussion: Lisa held preliminary meeting with account representative for Fall sale. Band will be selling personalized pens with additional quality products. This firm was used several years ago in a very profitable sale. Rewards will be set for the sale and Thanksgiving delivery is guaranteed.

Conclusions: Additional staffing is needed for the committee to meet requirements for the sale, but the board looks forward to a successful sale based on previous experience.

Agenda item: Budget for 2004-2005 Presenter: Amy Johnson

Discussion: Current opening budget is $3500.00. Due to unexpected expenses incurred during previous year, attention has been placed on getting a more realistic budget based on actual events for last year. Student incentives, parties, and hospitality will be expensed under one hospitality account.

Motion to approve budget made by Carla Smith, seconded by Lisa Herrington and approved unanimously by voting members.

Action items Person responsible Deadline

1) Activity needs budget prepared. David Dunham Done

2) Preliminary budget set. Dependant on receipts of fall pen sale. David Dunham Done

3) Receipts must be attached to all requests for reimbursement. Amy Johnson On going

Meeting adjourned at 8:15 PM