Music Boosters minutes 9/06

South Portland Music Boosters<= /b>

Membership Meeting Minutes January 9, 2008<= o:p>

Mike Fletcher, the ne= w President of the Music Boosters, called the meeting to order. He explained that John LaPointe has stepped down as VP of Bingo after many years, and Lee Mortenson also stepped down as Fundraising Chair.&nb= sp; Due to these changes, as well as changes at work, Christina Davis fe= els that the boosters’ needs would best be served if she stepped down as President and took charge of Bingo. At the recent Executive Board Meeting, Mike Fletcher agreed to fill = in as President until the end of the term.&nb= sp; The rest of the Board is: Christina Davis, VP of Bingo; Cindy Fletch= er, VP of Special Events; Maggie McNeice, Secretary; Melissa Lundgren, Treasurer; Cheryl Ouellette, Publicity; Cathy Carmichael, Membership; and Dewey Hendri= cks, Webmaster. Mike expressed his thanks to Lee Mortenson for all the hours, dedication, devotion and energy he put in to the Boosters. He will be missed. The Boosters will give Lee a $50 g= ift card for Bugaboo Creek in thanks.

Minutes: A motion to dispense with the read= ing of the November 2007 minutes was made by Cheryl Ouellette, seconded by Christi= na Davis, all in favor.    Motion to accept the minutes as written by Cathy Carmichael; seconde= d by Cindy Fletcher, all in favor.

Presidents Report: Mike Fletcher shared a bit of his background with the boosters, a= nd his hopes that he can do a good job.

VP Special Events: Cindy Fletcher share= d that three events are coming up in February. The District 1 Jazz Festival (Middle and High School) will be held at SPHS on 2/13/08 from early afternoon to 10 p.m. Manpower for snacks and dinner is needed. On 2/29 and 3/1, the SMMS Honors Festival will be held at SPHS. Volunteers are also needed for this event. On Sunday, 3/9, the MBDA Winter Guard festival will take place at SP= HS. Signup sheets are available, and e= mails and information via the website will be coming soon.

Bingo report: Christina Davis reported that in November, she presented a new plan for Bingo 2008. With the help of several people, a brochure outlining the new approach was distributed in the December concert programs. She also spoke at 3= of the 4 concerts to get the word out that we were doing things differently. Christina reviewed the plan for th= e Boosters, explaining that 8 people are already leading the way, and one Captain (for = week 4) is still needed. She has implemented a coaching plan to train new worker= s, and this month (= 1/20/08 from 12-2 p.m.) a= training day will take place on Sunday to practice and troubleshoot. She is in conta= ct with the other booster groups who work Bingo. Robotics chose to drop out of the = mix. An important feature of the new concept for training is the Handbook, which will be given to new volunteers and placed in the Bingo Hall. Cindy Fletcher said that this is a= work in progress and can be used as a guide and reference.

Treasurer’s report: = Melissa Lundgren presented the last months’ budget report. She mentioned that she star= ted as Treasurer in June, so this is the first report she has made without Lee Mortenson’s help. She n= oted that seniors have been asking for their scholarships, and over $11,000 has = been distributed so far. November = and December figures for the Bingo and Bonus 13 Accounts were provided so membe= rs can see where all the money is going. The General Account is also available for perusal. Total assets of $230,998.70. Motion to accept by Christina, sec= onded by Deb Farr, all in favor.

Membership: Cathy Carmichael has attended all = December concerts to present the Bingo proposal, meet parents, and make new contacts. If you wish to be a= dded to our contact list, please email her at: Membership@southp= ortlandmusicboosters.com, . Ther= e was some discussion about how to make sure all schools announce upcoming Music Booster Membership Meetings.

Publicity: Cheryl Ouellette reported that she= has been working with Cindy to publicize upcoming events and create positive publicity. Please email news = to her at: publicity@S= outhportlandmusicboosters.org

Website: Dewey Hendricks reported that he i= s getting acquainted with the website. = He has given Board members new email addresses.&n= bsp; New pictures and videos are up. He mentioned a duplication of forms = for parent information, which doesn’t work and an “I can Help” form.= He suggested revising and updating= these. He hopes to keep the website curre= nt and needs to know what is going on to do that.= He suggested a list for notification to let people know when new pic= tures have been posted. Jean Quinn = reminded the group that some students cannot be photographed. She recommended checki= ng to be sure no students with restrictions are on the site and identified. The group discussed if this restri= ction is necessary if students are not identified in the photograph.   If featured, we can get their permission first. Jean will c= heck on this policy. Mike Fletcher thanked Dewey for agreeing to take on the web= site. Cindy Fletcher added that the site= looks incredible. The kids are usin= g it, watching the videos and critiquing them online together. It got 100 hits this past week. Scarborough= ’s site was last updated in 2003 -- we are very fortunate. Email your families and they can w= atch your kids online.

Music Directors’ comments: = Jean Quinn: reported that she = is getting ready for the jazz festival. Bev Hosic: discussed upcoming concerts, the masterworks festi= val in Gorham High School, District 1 Competition on 1/25-26 at Noble High School (14 choral and 7 band students qualified). This year’s musical is High School Musical, on February 1-3, and 8-10.= There will be 4 shows per weekend.&= nbsp; Tickets are $10/$8 and the show is expected to sell out. The cast will tour on 1/16, visiti= ng every elementary, middle school and Holy Cross.&= nbsp; She will buy them a meal out of vocal music account as a little thank you. She thanked Dewey for co= ming to the concert in December and apologized to Christina, for forgetting to g= ive her time to speak at the concert. Sandy Barry said that if she hadn’t got the email about the changes in the Boosters, she wouldn’t have known. Everything is going so well. Craig Skeffington said that Jazz Festival season is beginning, with Berkelee on the 9^th, then oth= er events right after that, right until Jazzapalooza on April 1. On April 10, the Wind Ensemble is = invited to play at Merrill Auditorium with the UMO Wind and Jazz Ensembles, who are= hosting an event for Southern Maine alumni. Craig asked whether the Boosters c= ould help provide a potluck dinner to feed the bands (110 people) in the downsta= irs function rooms before the concert at 7 p.m. SP parents c= an get in to the concert to watch. M= elissa Lundgren made a motion to provide a meal, Cindy Fletcher seconded, all in f= avor.

Old Business

A new Concert Grand Piano, was delivered December 7^th and it s= ounds glorious. Bev Hosic thanked Rosemary Osan for her help in the purchase proc= ess. She suggested that the Choral Conc= ert on 3/27 might be a nice time to celebrate the purchase and honor Elaine Wolfso= n. Bev would like to have someone who is a really good pianist to just sit down and play it for all to enjoy. Members suggested names of professionals who might play (Denise Kaulkins, Tom Bouch= e, Arman Mohammad). Some felt it= would be more meaningful to have someone from the SP community play (Tom Snow, Sa= lly Davis). Mike reminded members that there is a limit to the allowable spendi= ng between Board meetings, so that has to be taken into consideration if Bev w= as going to pay someone to play.

By Law Change Second Reading: A Motion to amend Articl= e 3 Section 6: Change Fundraising Committ= ee: to Finance Committee. “The Fi= nance Committee is responsible for: Arranging any necessary reviews and= /or audits of the Boosters’ financial reports. Any reviews/audits must be conduct= ed by someone other than a Board member with check signing authority.”<= /i> Discussion: Several members felt that it is red= undant to have a fundraising committee if we don’t hold fundraising events.<= span style=3D'mso-spacerun:yes'> The events we hold are special eve= nts, and if they raise money, that is incidental.&n= bsp; When this was written, the boosters held other fundraising events, b= ut have phased them out due to Bingo’s success. Motion passed: 19 in favor, 0 opposed, 0 abstaine= d.

By Law Change Second Reading: Article 7, Disbandment. Proposed Change: All monies and liquidated asset= s will be placed in a scholarship fund to be administered by the South Portland Guidance Department in accordance with the current South Portland Music Boo= ster Senior Scholarship Guidelines. Discussion: Cindy Fletcher said that Article 2= of the Booster By-laws says we support all music programs in South Portland. She feels that this change would paralyze our music programs, give no chance to re-form the group, and drastically change programs.   Most extracurricular musical events are supported by the boosters. T= he guidance department would not be able to use Booster guidelines, because no point system would be in place. She urged members not to pass this By-Law. Christina commented about the number= of people at this meeting – it may not seem like a lot, but there are 300 people willing to roll up their sleeves and help. She said that she feels a change t= o this By-Law is unnecessary. Mike Fletcher said he doesn’t feel this change is constitutional. The Boosters By-Laws Article 2 sta= tes, “In the best interests of the students.” This change would take= the money from the programs, and create a bylaw in contradiction to our constit= ution. The funds the Boosters normally pr= ovide to teachers would be unavailable. Jean Quinn clarified that the change would fund only Senior Scholarships, not summer camp scholarships. Cindy Fletcher added that the peop= le who made this proposal are not here tonight, so we can’t hear their motivation, so we don’t have that balance to guide us. A vote was taken: 0 in favor, 15 opposed= , 2 abstain. The motion failed and no change will be made to the By-Laws on this item.

New Business

March is National Mus= ic in our schools month. Traditiona= lly, the Boosters recognize instrumental and choral students with a certificate, pins, and a social at Mahoney. We want to recognize students again this year. The group discussed the best way a= nd location to do this. Several people said they liked the idea of students and parents coming to a meeting for something fun and positive. All agreed not to add another even= t to the March calendar. Members a= greed that recognizing students in front of their peers at the March meeting was appropriate, especially as this meeting discusses scholarships. The March meeting is on 3/18/08 at Maho= ney.

Home Show Injury: at a rehearsal for the recent Marc= hing Band Home show, hosted by South Portland, one of the instructors was injured, whil= e in the middle of the field marking time. He ran into a pole carried by color g= uard member, knocking out his front teeth. Medcu was called, and he required surgery/dental work costing $5,000. The instructor has no insurance, and co= ntacted school for help, but was told this would not be covered by their insurance. He then contacted = the Boosters, sending a letter and several emails. The tone of his letter, stat= ing he had no insurance, the school board would not cover the expense, therefore the Boosters had to, mentioning that he had talked to his lawyer, etc. The Boosters have donated money for Marching Band instructors’ stipends, in the past. This year, the School Department c= ashed the check, then returned it to us in November, stating that they cannot pay stipends above and beyond their budget. Christina Davis checked with the Boosters’ insurance, and found that it covers only events at the John Roberts Bingo facility or areas directly adjacent to it. Commercial Liabili= ty deemed the Boosters not at fault. SP= MB did not cause this accident. At t= he Executive Board Meeting, the Board agreed that they were sympathetic to his situation, yet taken aback by his tone.&nb= sp; A letter will be sent to him stating that our insurance doesn’t cover this and the Boosters will not be paying his expenses. It is unfortunate he did not have = health insurance. It is also unfortu= nate that he didn’t approach the group in a different way (“Can you please help out.”) The = group discussed that although personally we may feel differently, this is a legal standing on the issue. There was some discussion of the history of stipends= . All expenditures from Bingo fund are monitored by State Police. (Example: $10 g= ift cards at Marching Band banquet were denied last year, because the boosters cannot pay themselves or directly benefit from our funds. Last year, Lee Mortenson advised the Boosters not to pay stipends from . Mike Fletcher suggested that the boosters re-visit the situation after talking with a lawyer. We don’t know his personal situation. =

Budget Requests

Mahoney requests: $550 for Performance Jazz Band T-s= hirts and $1400 for two coach busses to take the 8^th grade band to the State House on February 6 to perform for the daily opening ceremonies. Motion to accept requests made by = Cheryl Ouellette, seconded by Cathy Carmichael. Discussion: Christina asked Melissa to check t= he transportation not approved, needed to send a deposit, entire amount sent, = $100 may be returned even though they didn’t go.

Chamber singers’= ; overnight trip to Boston on 4/11-12. Cost is $340 per = person for 38 people, for a total of $12,929. Students will perform at this festiv= al/competition. Members discussed whether the Boosters would be willing to pay the entire amount, and whether there was a precedent to pay the entire or half the amo= unt. Mike noted that there is nothing in the By-Laws, but at the November 2006 meeting, the Boosters funded half the cost of the trip to NY, so a guideline was set by precedent in those minutes.&nbs= p; Some further discussion followed about paying the full cost of stude= nts and staff, but not chaperones. Bev Hosic has a fundraising event in mind to help with the expense (cookie dough). 29 students, an accompanist, and staff plan to go on this trip. Mike Fletcher suggested the Booste= rs fund half of the trip as they have with many in the past.

Motion to approve pay= ing half the cost for students and chaperones and the full amount for staff and an accompanist (if needed) made by Craig Skeffington and seconded by Cathy Car= michael. Total proposed amount: $6290.00. ($170 x 29 students, $170 x 2 chaperones, = $340 x 3 staff/accompanist.) Motion passed.

Southern Maine Middle School 7<= sup>th-8^th grade Honors Festival: $1000 startup cost for pizza, drinks, pencils, potlu= ck lunch for directors. Pizza, d= rinks and snacks will be sold. Mone= y made from the food sales will be returned to the Boosters. District 1 Jazz Competition: $2000= start-up money. Winterguard Festival: = $1000 start-up money. Jazzapalooza:= $1500 start-up money. Motion to accept made by Cheryl Ou= ellette, seconded by Dewey Hendricks, all in favor.

Bingo Incentive Progr= am: $2000 for jackets and shirts and $= 1000 for laptop for the VP of Bingo, Christina Davis, who is also helping the Tr= easurer. Christina explained that she and M= aggie (secretary) tried sharing one laptop, but it didn’t work. Motion to accept made by Melissa Lundgren, seconded by Deb Farr.

Cheryl made a motion = to amend the motion and add $400 for Bingo training needs and $200 for a new battery= for the Secretary’s computer, Deb Farr seconded the motion, and the motion passed.

Donation to HS Musica= l: $1000. Motion to accept made = by Cindy Fletcher, seconded by Michelle Powell.&nbs= p; Discussion: Bev Hosic = said this donation would be very much appreciated. Christina asked whether the Boosters should do more. The = money is used towards the extensive props, costumes, scenery, construction, and p= rogram costs. After some discussion about the fact that the shows make a profit, a= nd in fact, the music theatre program was able to donated $6000 to the piano this year, the original motion passed.

Project graduation is soliciting donations from all booster groups. A motion to donate $500 was made b= y Craig Skeffington, seconded by Cheryl Ouellette, and approved by all.<= /span>

High school band requ= ests:

Fender 250 Passport A= mplifier: $799.95. This comes with 4 mic channel system, attached speakers, 2 stereo inputs, mics, cables and clips.= Motion to approve the request made by Melissa Lundgren, seconded by Deb Farr. All in favor.

Winter color guard ex= penses: $1000 for bussing to approximately 4 shows, props and equipment. Motion to accept made by Dewey Hendricks, seconded by Michelle Powell. Discussion: the Music Department will try to u= se the school budget before we use these bussing expenses. Need money to fund the program. All in favor.

Day trip to Boston for 8^th grade vocal students and 34 HS Mixed Chorus members at $50 each. Discussion: the Downeaster may be less expensi= ve than the bus. The trip is pla= nned for the second week of May for the show “The Drowsy Chaperone.” Members decided to table this item until the March meeting.

Cindy Fletcher mentio= ned that information about the USM= Summer Music Academy is on the U= SM website. She noted that last = year, she registered her daughter on the first day, and was waitlisted. Registration opens on February 6 a= t 9:00 a.m. for both camps. Melissa Lundgren added that the Or= ono Band Camp is wonderful as well. Summer Scholarships are applicable to either camp.=

Motion to adjourn mad= e by Cheryl Ouellette, seconded by Christina Davis, all in favor.

Next meeting: March 18 6:30 p.m. at Mahoney Middle Scho= ol. Respectfully submitted by Maggie McNeice, Secretary.