CLARK MIDDLE SCHOOL BAND BOOSTERS

Board Meeting

July 28, 2002

Band Booster President, Clark Miller called the meeting to order at approximately 5:45 p.m. The meeting was held in San Antonio, Texas where the Booster Board along with Director, David Dunham was attending the Texas Bandmasters Association Annual Conference. In attendance were: Clark Miller, Kim Kinnamon, Cindy Leeper, Robert Bannecker and David Dunham. After a few opening comments by Mr. Dunham, the Board followed the agenda put together by the President.

BUDGET

Treasurer, Robert Bannecker handed out several pages of budget information to be discussed by the Board. He stated that he would be using a simple Excel spreadsheet in order to track the budget this coming year and that he was going to shred all old records that were not needed for tax purposes, unless this was prohibited by the by-laws. With regards to last year’s budget, it was stated that there is still an outstanding expense of approximately $150 for the engraving of the UIL trophies. Robert also said that there are two checks missing from around March. It is possible that they were never written or a parent decided not to cash them as a donation to the Boosters. With regards to income, there is a $100 rebate coming from the purchase of the laptop and a $20 rebate coming from the purchase of blank CD’s. If more CD’s are needed there is still money left in the start-up fund to purchase them. The beginning balance for the 2002-2003 year is approximately $7,400. The Board then discussed the budget for the coming year. The following additions and changes were made to the line items:

1. Fiduciary Income: Band Supplies, Contest Fees, and Uniform Shirts were taken out of the budget as the school now has an account to handle them. Mr. Dunham said that he could use help in the record keeping of these items. Both Cindy and Kim said they would be willing to help with this. Instrument Repairs will remain a line item. This is a $50 usage fee per instrument owned by the school. Mr. Dunham said he would give the number of instruments owned by the school to Robert so an accurate number can be put into the budget.
2. Fundraising Income: Many of these line items are being decreased due to the fact that the Clark Band will be smaller in size this year than it was last year. Basketball concessions will be cut to $2,500. The concert dinner will become an expense only as Mr. Dunham would like to have a banquet for the outgoing 8th graders that would be paid for by the fundraisers. The Dance amount will be decreased to $2,500. (Band Boosters has been given permission to host the first dance of the year.) The Fall Fundraiser is being set for $13,000 in student sales. The Valentine Cookie Grams will not be sold this next year.
3. Total Budgeted Income: $18,000.

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1. Administrative Expenses: Robert said that all the banks he had contacted charge for deposits on business accounts that have over 75 entries per month. The Board agreed to continue to pay the charges for the extra deposits as this allows deposits to be made on a more timely basis. The Historian Budget will be $300. This money will possibly be used to purchase a digital camera. This would allow event pictures to be placed on the web page or in power point presentations (with parental permission.) Hospitality is budgeted for $1,200 and Office Expenses is budgeted for $500. (This is over what the school has allocated for the band department.) The Special Sales Tax line item was deleted. The Start-up amount for the coming year was reduced to $1,000 and the Wester Start-up line item was deleted. The Website amount was increased to $300. This will allow for the additional $10 per month for the server as well as the addition of sound files, etc.
2. Contest Preparation Fees: These three line items were combined into one for a total amount of $2,000. Mr. Dunham said that this is a high priority expense.
3. Educational Expenses: The line item for Booster Band Conferences is money to be used for new Board members to attend the Texas Bandmaster Association Annual Conference next summer. The Teachers conferences line was deleted. Due to smaller class sizes, the Musicians Consultants line was reduced to $2,000. The Guest line was left at $950. The Scholarships line was budgeted at $1,000.
4. Entertainment: The Hurricane Harbor line was decreased to $700, as fewer busses will be needed for transportation.
5. Fiduciary Expenses: These line items were all deleted.
6. Fundraising Expenses: The Basketball Concessions line was left the same as last year. Concert Dinners was increased to $4,300, as the Boosters will now pay it in full. Expenses for the Dance was budgeted at $1,000. Robert said he would calculate the number for the Fall Fundraiser. The Valentine Cookie Gram line was deleted.
7. Miscellaneous Expenses: The Homecoming parade was budgeted at $100. It was stated that the sixth graders would not be participating this year. The Musical Supplies line was deleted. In the Teacher Appreciation line item, $600 was budgeted. This money is used as bonuses to subsidize for the low cost of private lessons. The $600 is figured at $50 for 12 teachers. Miscellaneous expenses was given $500.
8. Repairs: This amount is the same as the income line above for Instrument Repairs.
9. Student Incentives: The budgeted amount for Awards is $500 and $350 was budgeted for each of the three bands (beginner, concert and symphonic.)

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Robert will be updating the 2002-2003 budget with these changes. It was also decided that the $202 in the petty cash fund will be transferred back to the regular checking account and that the petty cash fund will be deleted.

The Board decided that it will review and amend the budget if necessary in December at the Christmas concert. The Board was also asked to think about how often the money received from concession stand sales should be deposited. (For example: after every game or after the cash reaches a certain dollar amount.)

CALENDAR REVIEW

The annual Band Booster Parents’ Meeting was scheduled for Thursday, August 29, 2002 from 7:00 – 8:00 p.m. Mr. Dunham usually goes over the calendar, the handbook, etc. and is there to answer any questions parents have about the coming year in band. It is also a time to recruit volunteers for the committees used by the Band Boosters. Mr. Dunham was asked to add this information to the Band calendar.

The Board decided to meet again on August 22 at 6:30 p.m. in the Band Hall to prepare for the parent meeting on the 29th. —-CHANGE: First Band Booster Meeting will be Sept. 5th

The Board was asked to look over the 2002-2003 calendar and e-mail Clark Miller or Mr. Dunham with any possible conflicts and/or ideas.

COMMITTEES

Clark stated that all Committee Chair positions should be filled before the parents’ meeting, if at all possible. He also said that he had contacted several parents with regards to filling these positions and was waiting for responses.

The Clark basketball games will be held on Tuesdays and Thursdays again this year. The goal is to have enough parent volunteers to run the concession stand so that no one should have to work more than two shifts per season. It was also stated that the Basketball Concessions Committee needed the tournament dates as much ahead of time as possible so that they can schedule the necessary volunteers.

It was also stated that the Clark PTO would not allow the Band Boosters to use the popcorn machine last year at the games. Mr. Dunham said that he believed that the Band Boosters had paid for half the machine. He will check into that.

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Mr. Dunham stated that the Band Boosters will be hosting the first dance of the year. Planning for this includes decorations, getting the DJ, selling tickets, publicity, etc. Clark is working on getting Co-chairs for this committee. The Band Counsel also usually helps with this fundraiser.

Vicki Fabian is the Volunteer Coordinator for the coming year. She will be making a master list of all the parents who sign up to volunteer for each committee and event and pass those names on to the Committee Chairs.

Kim said that she is revamping the volunteer sign-up sheet and would like to put this form onto the Band website. She and Mr. Dunham said they would meet to discuss this matter. She will also be adding a line asking for possible corporate donations.

FUNDRAISER – INCENTIVES TO SELL

One incentive discussed was paying a student’s way to Hurricane Harbor if he/she sells a certain amount in the fundraiser (i.e. $150 or more).

A discussion took place on the possibility of going to Sea World in San Antonio instead of Hurricane Harbor. This would require more fundraising than is being done now. Mr. Dunham stated that he would have to find out if the new Principal would allow an overnight trip. It was decided that in order to do this kind of a trip, the fundraising and planning would need to start earlier. Mr. Dunham said he would rather be able to use the money for a possible performance at the Meyerson and/or an 8th grade banquet at the end of the year. The possibility of a parents’ party was also brought up.

BOARD MEETINGS

It was decided that at least for the beginning of the school year, the Board should meet once a month.

PARADE

Mr. Dunham said that he really did not want to have to use class time to teach the band how to march before the parade. He said that he would check into whether or not the band even had to be in the parade and that he liked the idea of using a flat bed truck to carry the band if they are required to participate.

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SLEEP OVER – LOCK I

Mr. Dunham said that he would like the Band Boosters to look into funding a lock-in at the Colony Gymnastics and Dance Center at the beginning of the school year. The time of the lock-in would be from 8:00 p.m. to 8:00 a.m. Some possible dates were discussed.

CONCERT CD’S PRICING

Mr. Dunham said that he would like to be able to make a CD compiling each of the concerts for the year and sell them. It was decided that the price should be $10 or less per CD.

ADDITIONAL APRIL COMPETITION

This agenda item was not discussed at the meeting.

SANDY LAKE

Mr. Dunham said that he still needed to decide if he was going to be taking the 6th graders to this competition.

HURRICANE HARBOR

This agenda item was not discussed as a separate agenda item.

MISCELLANEOUS ITEMS

Mr. Dunham said that he would be updating the band handbook and that he would be adding a waiver for photographs along with the permission slips for field trips and directory information. This information will also be available on the band website.

Cindy was asked to give Mr. Dunham a set of meeting minutes that could also be placed on the Band Booster website.

The meeting was adjourned since there was no further business.

Respectfully submitted,

Cindy Leeper

Secretary