SOUTH PORTLAND MUSIC BOOSTERS

SOUTH PORTLAND MUSIC BOOSTERS

MEMBERSHIP MEETING 11-17-09

Draft Minutes

WELCOME: Mike Fletcher, President, welcomed everyone to the meeting and Fourth Grade Handbell Concert.&nb= sp; He introduced the Board, committee chairs, and Webmaster. He mentioned that pictures from the night’s Handbell Concert will be on the w= ebsite for families to enjoy. The Bo= osters represent 650 students in instrumental and choral music, from Kindergarten = to High School. They provide instruments (for example, the $4,000 handbells we will hear tonight), dues, transportation, etc., to supplement the regular school budget and provide <= st1:place w:st=3D"on">South Portland stu= dents with the best opportunities. Worldwide studies have proven that kids in mus= ic programs have better grades, are more organized and are more likely to excel. Mike mentioned the importance of advocacy: in this financial climate, schools are faced with choices. As parents, we want to make sure t= he administration, school board and the city council understand how important = we feel music is to our students. Parents are welcome to stay for the business meeting after the conce= rt.

We were then entertained b= y the SMALL SCHOOL 4^TH GRADE CLASSES under the direction of John Rimkunas and Rosem= ary Osann, performing a Hand bell concert.

MUSIC DIRECTORS’ REPORTS: Bev Hosic introduced the music teachers to the audience and discussed their programs.= She added that the Music Boosters purchase of handbells has allowed equity over the school district. Every student in the 4^th and 5^th grades now has the experie= nce to ring one of these beautiful bells. The music teachers (Jamie Lupien, Jean Quinn, Sandy Barry, John Furm= an, John Rimkunas and Rosemary Osann) shared the highlights of their programs:<= span style=3D'mso-spacerun:yes'> Jean added that although Craig Skeffington was unable to attend tonight he wanted to send his thanks for a= ll the help the Boosters provided during the marching band season. John Furman is working with 140 fi= fth graders (50% of all fifth grades). They are starting to make sense of the notes, and he looks forward t= o another great year. Sandy shared an interesting “Frea= ky Friday” story about a yellow teletubby playing the timpani in a recent rehearsal at Mahoney. Bev Hos= ic thanked the Music boosters for transporting about 30 instrumental and choral studen= ts to Allstate Auditions at = Gorham Middle School. John Rimkunas thanked the Boosters= for their recent donation, which allowed him to purchase new microphones for th= e auditorium. Rosemary Osann thanked the Booster= s for their donation as well, which she used to purchase new music, microphone extensions, and incidentals for the plays.= The group explored the possibility of combining elementary and middle school concerts to avoid scheduling conflicts. They will discuss this with their principals. The current conce= rt schedule is below, and changes will be announced on Southportlandmusicboosters.org.

HS Band Concert December 8, 7:00pm @ SPHS
HS Choral Concert December 10, 7:00pm @ SPHS
Memorial Band/Chorus concert December 15, 7:00pm @ SPHS
Mahoney Band/Chorus concert December 16, 7:00pm @ SPHS

SECRETARY = REPORT (Maggie McNeice) – Mike posted the Minutes of the September 2009 meet= ing last night on the website. A MOTION to accept the minutes was = made by Steve Laberge, seconded by Dewey Hendricks, all in favor.

ADVOCACY I= N OUR SCHOOLS: Sandy Barry = shared that the music teachers had discussed advocacy for the Music Programs, due = to the continued difficult economic climate.&= nbsp; She shared the flyer she created, and encouraged parents to spread t= he word about the wonderful programs their children are involved in. She added that it is wonderful to = see so many people here tonight with smiles on their faces. The budget process will be difficu= lt this year, so it is important to share as many positive impressions with the public as possible. If people= want more information, they can contact her or the website. Mike F= letcher added that every program will experience cuts; we just hope it will be equitable. Many of the budget= meetings are open to the public, and are quite informative. The Board looks at things carefull= y. Advocacy information and articles = will be posted to the website. He = added that you don’t have to look far to find articles talking about the benefit of music programs. Ha= rvard did a study recently on the benefits of music. The administration has been invite= d to the marching band banquet, and Jean Crocker said she would be honored to attend. We will continue to i= nvite them, and the school board, to music events.

PUBLICITY REPORT: Mike Fletcher reported for Chuck Igo: The Forecaster & Sentry both ran the marching band press release (with no photos) this past week. If teachers send him details on the upcoming concerts (music selections, any soloists, things like that), he can write up a few advance notes to submit for publication. Just send him an email two weeks before an event, and we will let the public know what is going on! Mike added that we preach to the choir; at concerts and events, it is time to get the word out to friends and neighbors who are taxpayers about the value of music education in our city.

TREASURER = REPORT Christina Davis shared the Balance Sheet:&= nbsp; $171,313.22 total assets. The money raised this year will support next year’s budget. She explained the Liabilities, suc= h as scholarships approved but not yet paid.&nb= sp; MBA Bingo provides our earnings, and the Boosters provide 5 voluntee= rs each Saturday night. She expl= ained the specifics of the Profit and Loss Statement, and itemized expenses for t= he total expense. A MOTION to accept the repor= t was made by Kathy Carmichael, seconded by Rusty Quinn, all in favor. Mike reminded teachers to copy him= on emails sent to Christina regarding funds.&= nbsp;

V.P.’= ;S SPECIAL EVENTS Rusty Quinn reported that he and Steve Laberge are working on the Marching Band banquet, on November 29 at 5:30 in the High Sc= hool cafeteria. There will be a so= cial period followed by potluck meal, to celebrate the success of the season, and wish = the seniors well. They still need volunteers for setup/decorations at 2:00 and teardown afterwards. Students are expected to dress up.= People suggested sending an email reminder to students about dressing up, but Mik= e felt that Craig handles that. Jean and Sandy will tell Middle School students.

V.P. BINGO (Melissa Lundgren) –Cindy Fletcher repo= rted for Melissa. “VP Bingo/Fundraising Report: Thank you to the many dedicated volunteers who covered the bingo hall during marching band season. All of the marching band parents really appreciated being abl= e to be at all of the shows with the band! Welcome to our new Bingo schedulers for week one -- Lisa Fitzgerald = and for week four -- Sarah Huggins. We are currently looking for someone = to schedule the "fifth Saturdays", four times/year! We continue to fill 5 volunteer shifts each Saturday night -- 260 shifts/year! It literally take= s an army to fill all of these volunteer shifts. Please contact us through the website if you would be willing to join our army! It's clear in these economic times= that Booster support of the music programs is even more critical than ever. We c= an only do it, if we continue to raise funds!

FUNDRAISING REPORT:&nbs= p; Cindy Fletcher explained the Clynk bag program. “Our only other current fundraiser is the Clynk returnable bottle program. All proceeds from that fundraiser will be given to the Choral New York Trip for incidental expenses! Pick up a Clynk bag at any upcoming concert!” The Board made the recommendation that the Clynk funds currently in the account and going forward until April be used = as incidental money for the Spring Choral Trip. Cindy added that it takes 666 = bags of Clynk bottles to equal just ONE night of bingo work, as each Bingo Volunteer makes $400 per night working bingo.

MEMBERSHIP= REPORT Kathy Carmichael reported that we will need more brochures for the concerts coming up in December. She has completed a slide show, to be displayed before meetings and concerts as the audience waits. The new Bingo= brochure will be ready for the concerts as well.&nb= sp; Mike added that he would like other parents to speak at concerts. Various parents have volunteered to help.

WEB SITE Dewey Hendricks asked teachers to check the web site occasionally and make = sure it is accurate.

PRESIDENT&= #8217;S REPORT: Mike Fletcher reported on his conversation wit= h the insurance company, about the current insurance premium the Boosters hold, in the amount of $545.00 annually. After discussion it was felt that it was in the best interests of the Boosters to continue the insurance. Mike plans to go over details with insurance company.

Mike then shared a thank you letter from Christopher G. White, UMO Band Director, thanking us for the donation of $1000 at the Home= Show and complimenting the band and students.&n= bsp; A second letter and photograph, signed by the band members was sent = to the band and was posted in the Band Room.&= nbsp; Several South Portland<= /st1:place> alumni are in the UMO Marching Band.

The Musical season, begins tomorrow, with the first read-through. This year’s musical is Bye Bye Birdie. We are all looking for= ward to this year’s professional performance.

At the last meeting, Bev Hosic mentioned that she was considering a choral trip to NYC this spring. We are asking for membership appro= val for the Boosters to pay $100 per student for a total of $3800 to help fund this trip, which would come out of our reserve of $ = 6,900. Bev gave an overview of the bus trip to New York, which = would start on the half-day before April vacation.&nbs= p; Students would see the Lion King, participate in a competition, sing= at St. Patrick’s Cathedral, have a workshop on Broadway, go on a dinner cruise, and do some sightseeing. They would be home on Saturday night. This is going to be a huge stretch= (musically) for some of our students, not all of whom are chamber singers. She thanked the Music Boosters for= their support. The $100 will be a g= reat help toward the cost of $665 per student. There are 38 students attending. =

Mike added that after a long discussion, the Board rem= ained torn between wanting to help, and facing the current budget situation. The bottom line is that there are = no rules about how much we contribute, although as a rule of thumb, we have fu= nded one half. We are no longer in= a position, financially, to pay for trips as we have in the past. We anticipate that the Bingo funds= will drop next year. If we are fac= ed with a reduction in income next year we will have to make a choice about whether to cut program support or dip into our “cushion”. We no longer have the ability to m= ake up funds spent on things like the piano, like we did in the past (then, we cou= ld raise $50,000 in three months). The Board felt that since there is currently a reserve, they didn’t feel = the membership should determine how much of that should be spent. We felt the teachers and music dep= artment should decide this, and they (Music department heads) came up with the recommended amount of $100 per student.&nb= sp; The Board recommends that the membership spend this amount. The schools are going to be facing= cuts, and we want to be supporting the kids, provide opportunities. All money from Clynk bags will go t= o this trip as well. Bev has id= eas for other fundraisers, and we will be glad to help.

MOTION= : Christina Davis made a MOTION to approve the expenditure of $3800, ($100 per student) for the Spring Choral Trip to NYC. Seconded by Kathy Carmichael. (Note: two free trips for Bev Hosic and Accompanist are included in the tour package). No one opposed, none abstained, mo= tion passed.

COMMENTS F= ROM THE FLOOR:

Members were asked to ponder the idea that parents of = summer camp scholarship recipients should have to work one bingo shift per year. Pam Bergner wanted to bring this forth. It will be discussed a= t the January Meeting.

Robert SanGiovanni mentioned that he marched in the Ve= terans’ Day parade, after the marching band, with Craig Skeffington’s blessin= g. He wanted to offer the idea that m= usic parents march behind their kids as a show of support. Member discussed several ide= as for the Memorial Day parade, including a parents’ float, brochures, ballo= ons, a kazoo band, signs thanking the town for supporting music in our schools, = etc. This will be discussed further at the next meeting.

Everyone agreed that the fourth grade handball choir w= as a wonderful addition to the meeting, and they look forward to other opportuni= ties to share the enthusiasm and excitement of events such as this concert.

A motion to adjourn was made by Dewey Hendricks, secon= ded by Maggie McNeice, all in favor.

The next meeting will take place on Tuesday, Jan 19, 2= 010, 7 PM in the Memorial Band Room.

Respectfully submitted by Maggie McNeice, Secretary

1/3/10 draft