CLARK MS BAND BOOSTERS BOARD MEETING MINUTES
SEPTEMBER 19, 2002
President Clark Miller called the meeting to order at 6:05 p.m. in the Clark Middle School Band Hall. In attendance were: Clark Miller, Kim Kinnamon, Cindy Leeper, Robert Bannecker, David Dunham and Dean Malos.
FINANCIALS
Treasurer, Robert Bannecker, gave each Board Member an updated copy of the Budget as well as the Checking Account Register for Community Credit Union. He said that the actual cash amount available to the Boosters is $8,308.86.
With regards to the budget, Robert said that he had paid the website fees through April that will allow for the extra PDF files. He then said that the Band Fees line item under Fiduciary is more than was budgeted because the intake also included money that came in for shirts, etc. Ultimately, these items will be backed out of the budget as the bills are paid and the amount remaining will be monies covering instrument fees. The $29.03 under Bank Service Charge was for the checks ordered for the new account with Community Credit Union. Robert also said that he had used the monies budgeted for hospitality to pay for the food for the band party, etc. Under Band Fees Expenses, he said he had refunded $31 to students that did not need to buy the band shirts. He said the $49.50 under Awards was to pay for the engraving on plaques for the 2001-2002 year. It was also stated that the Boosters would be spending approximately $1,200 to pay for incentives for the pen sales fundraiser. He also reminded the Board that he had to have receipts before he could write any reimbursement checks. Mr. Dunham said that a couple of upcoming expenses would be approximately $1,000 for music and $415 to charter a bus for the pre-regionals in November in Lewisville as he will not be able to schedule FISD busses.
With regards to the dance, it was stated that approximately $375 had been sold in tickets and $400 had been spent. Robert said that he had given Denise Miller $200 in cash to make change for the ticket sales. Once this money had been met in ticket sales, Denise used the original $200 to purchase supplies for the dance.
After some discussion, the Booster Board decided not to pursue getting a Clark MS Band Booster Credit card.
Robert also said that the FISD is going to create a committee that will formulate a district policy with regards to school trips – ie. HurricaneHarbor this spring.
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BASKETBALL CONCESSIONS
Co-chair, Dean Malos, met with the Board and gave the following updates. First of all, he said that he had a SAM’s Club card in his name that has been used for the Clark Band Boosters in the past and that the $30 fee to renew the card would be coming due in January. (Kim Kinnamon said that she had also set up a card with SAM’s Club to be used by the Band Boosters.) He also said that he had contacted SAM’s Club about their Donation Allocation Program, and explained their Fax and Pull program. The Fax and Pull contact at SAM’s Club is Bob Thies. He can be reached at 469-633-0037 or through the SAM’s Club website at www.samsclub.com. It was stated that anyone purchasing supplies through SAM’s Club would either need to get a check from Robert or pay for the purchase and turn in an expense voucher and receipt for reimbursement.
Mr. Dunham gave Dean a copy of the 7th and 8th grade girls and boys basketball schedules. They are still trying to get the High School tournament schedule as two or three games are usually played at Clark. The Middle School boys basketball tournament will be on a Friday and Saturday night in February. Dean said that they will begin calling volunteers soon in order to schedule dates to work. Some parents did sign up for specific dates at the Parents’ Meeting. Mr. Dunham said that he could add the concessions stand schedule to the website.
Dean then said that he had contacted Coca-Cola about their delivery schedule. He said that all orders need to be placed by Tuesday of each week and the delivery day would be Thursday. He asked Robert for an invoice from last year to verify with Coke that the Clark MS Booster account is set up and active. It was suggested that it may be less expensive to purchase the sodas through SAM’s Club.
Dean then asked if the Boosters has ties to Mr. Jim’s Pizza as he has a contact at Dominoes Pizza. The Boosters have always used Mr. Jim’s in the past because they are the least expensive at $6.00 for a large, one topping pizza.
Dean also suggested that the Boosters contact area grocery stores about possible donations for the band. (Kroger is donating water bottles to the High School band this year.) Mr. Dunham said that he would be adding $5.00 to the band fees next year to pay for the sodas and water bottles.
FUNDRAISING
Kim Kinnamon said that Tuesday, September 17 was the deadline for parents to sign the form for any child not participating in the pen sale, but that I-Mark had sent the order for the students’ engraved pens in on Monday night. On Tuesday, nine students turned in forms saying they could not participate, and two students said they could sell, but the Band Booster Board Meeting
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order had already been sent. Clark said that he would contact I-Mark and remind them of the written agreement and make sure that the Boosters will not have to pay for any pens that were ordered for a child not participating.
It was stated that cash could not be used for an incentive, but gift cards could be. Kim said that she was able to get a 20-30 percent discount on some items at Circuit City and that the students winning the grand prizes, will actually be able to pick their prize from a list. The cost of the incentives will be approximately $1,200 (with $1,500 being the worse case.) The first $180 of this will come from I-Mark, the rest will come out of the profits from the pen sale.
Kim asked Mr. Dunham to print student labels for the sales packets. Kim will be receiving the returned sales packets from students at the end of each class period on the Mondays, Wednesdays and Fridays of the sale.
BY-LAWS AND UIL REGULATIONS
Clark stated that both Wester and Staley are asking permission to use the Clark Band Boosters By-laws and that he had received a thank-you note from Wester for the $2,000 check to help start-up their Band Booster program.
Clark stated that he was not going to appoint a Parliamentarian at this time, and that appointing a Nominating Committee falls under the responsibility of the Vice President.
The Board then decided to table this discussion until the next meeting and that any Bylaw changes need to be recommended to the Band Booster Board in time for the final meeting of the year.
UPCOMING EVENTS
The next event is the Band Booster sponsored dance. Mr. Dunham handed each Board Member a Dance Layout plan. He then stated that he had activated the phone messaging system that day to remind parents of the dance on Friday night.
Mr. Dunham also stated that he still needed volunteers to help transport the equipment to the final Middle School football game on October 1.
With regards to the parade, Mr. Dunham said that he would not be taking time to work with the students on marching, but that the band would be playing at the corner of 4th and Main the day of the parade. He said that Mr. Waldrip supported this decision and that he would need chaperones to help at this event.
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Mr. Dunham said that he would need the Hospitality Committee to purchase cookies and punch for the beginning band concert on October 17.
With regards to the Hurricane Harbor trip in the spring, he said that he and Mr. Waldrip were still waiting to hear back from the UIL. At this time, he is planning to have the Band Boosters pay for the transportation and chaperones, unless he is specifically told that it is against regulations.
COMMITTEE INFORMATION
Mr. Dunham said that he was going to take over the running of the website. He then asked the Board to approve $25 to buy the program that would allow him to put up PDF files. The Board approved this expense. A lengthy discussion took place with regards to the Scholarship Committee and the monies needed to meet the seven current scholarship applications. The Board decided to appoint Melissa Smith to the role of Scholarship Coordinator. She will work with Mr. Dunham and Ms. Amato in going through the initial applications. After the applications have been reviewed they will be sent to a school committee for a final decision. This committee is made up of Clark MS personnel and does not include any band parents. Mr. Dunham then asked the Board to approve the monies for the seven current applications.
The current budget only allocated $1,000 for scholarships this year. The current need is for $2,000. The Board decided to take the extra $1,000 out of the Consultants line item under Educational Expenses.
Cindy stated that she needed to obtain a current Volunteer List from Vicki Fabian and both she and Kim asked Mr. Dunham for a current copy of the Band Roster including parents names. Cindy needed these items to update the Secretary’s notebook. Mr. Dunham said that parents had been sending him pictures of the band’s events. Because of this and the additional money that is needed for scholarships, the Board decided not to purchase a digital camera at this time. Mr. Dunham also stated that the Band Boosters could store old financial records in one of the band storage cabinets as they need to be archived and not destroyed.
There being no further business, the meeting was adjourned at 7:35 p.m.
Respectfully submitted,
Cindy L. Leeper
Secretary