South Portland Music Boosters

South Portland Music Boosters

Meeting Minutes

1/19/2010

For approval by the membership at March 9, 2010 meeti= ng.

Welcome new members: Kira = Babcock, Karina Babcock, Kathleen and Chauncey Morey.

Introduction of Music directors: Jean = Quinn was the only teacher who braved the weather. She reported that students are preparing for the Jazz season. The music department has been told they need to look at expenses and rank them = as far as importance, to see what they can live without. These include stipends, high school travel, the music budget, and possible staffing changes. She urged members to keep posted, = go to the meetings and listen carefully. <= /span>People assume the Boosters will cover music expenses. She and Sandy Barry may have a car= avan of parents transport kids to the Jazz festival because the Boosters canR= 17;t cover everything. Mike said t= he Boosters have been looking at expenses too, because we have a fixed amount = to spend. Craig suggested to Jean Crocker that parents pay for half of the All-State fees, and she said no.

Upcoming events: The Southern Maine Jr. Honors Fest= ival, the District One Jazz Festival in = Biddeford, (to qualify for the State Festival). Mike offered to help transport kids, but Jean says she has enough parents to help. Extracurricu= lar events do not require a special insurance rider to transport kids.

High School Musical (Bye B= ye Birdie) shows on 2/5-7 and 2/12-14. Tickets went on sale today. <= /span>

Band events from Craig: MMEA Jazz Festival was held 2 weeks ago. (Chuck Igo sent press re= lease.) Out of 32 band members selected, 9 were from SP, 1 choral, Bangor HS. This coming weekend is the District= 1 Honors Festival at Noble.

Secretary Report: The Minutes of 11/09 meeting were presented. A MOTION to accept the minutes was made by Chuck Igo, seconded by Rusty Quinn, all in favor.<= /o:p>

Treasurer Report: Christina Davis reviewed the profi= t and loss statements for the year-to-date. On page 2, she summarized the Boosters’ Assets and Liabilities= . She explained “Designated Am= ounts” and said we have to keep our spending along those lines to fall into a non-profit status.

12 scholarships have been = paid out so far. Usually, by the end of January, they have all been requested.&nbs= p; A reminder letter hasn’t gone out. Christina will send names to Mike,= he will send an email to these students.

The Andy Gerkee Scholarshi= p Fund has $852.63 in it to date. MOTION to accept by Chuck, seconded by Kathy, all in favor.

Expenses t= hat were approved at the recent Executive Board meeting:

Gas money for Craig Skeffington and Jean Quinn for All State Jazz ($50 each)

$1000 each to Ross Gauvin and Matt LaGarde (volunteer MB instructors)<= /span>

SPHS Musical donation (t-shirts and $500 donation). Total approximately $1000.

VP Special Events (Steve Laberge and Rusty Quinn): Rusty reported that Sou= th Portland will host the MMEA High School State Jazz Festival, on 3/26-27/2010. La= st year there were 71 bands. It = is a HUGE event, requiring 68 volunteers or more last year. They are trying to get people to c= hair different committees. Please = see Steve Laberge or Rusty Quinn if you are interested in working or chairing a committee. Steve added that t= hey are hoping to get some booster parents of younger students to partner up wi= th the current leadership team, as this event will not be back for a few years. Sarah and Cindy did a beautiful job last year, and kept copious notes. You cannot have too much help, (or $1’s and $5’s). A meeting will be held next Thursday, 1/28/10 at the Community Center to get = the ball rolling. Pete Everest wi= ll chair the set-up committee again this year. Wendy Everest will help with concessions.

VP Bingo (= Melissa Lundgren) Kathy Carmichael has revised Bingo brochures. Mike Fletcher is meeting with Gary Lamson tomorrow to review and sign the Bingo contract. Chuck Igo said he learned that the= y will not pay people if the Hall is closed for snow. Mike will email the board after the meeting and give Dewey the status to be posted on the website.

Summer Scholarship Guideline Amendment= : Mike = reported that at the last board meeting, Pam Bergner raised the idea that a parent or someone in the family should work at least one night in the year in order f= or their child to qualify for a summer camp scholarship, and that the Board agreed. They also discussed a change to the maximum scholarship amount (to $400). (See below for new text.) B3i and B3ii added language that s= peaks to the requirement for a family member or designee to work one night of bin= go to qualify for a summer scholarship.

“B3. Families are eligible for a monetary award equal to one-half the cost of the program up to a maximum of $400 per student. Limit of one summer scholarship per student per year.

“B3i. A family member or designee must have worked at least one shift of bingo du= ring the period of (May 1 – April 30) in order for the student to be eligi= ble for the scholarship. Exceptions will be considered by the Board on a case by case basis.

“B3ii. A family member or designee is eligible for a “bingo bonus” of = $100 per student, for each family member/designee who has worked at least 6 bingo shifts during the same time period indicated in B3i.

Chuck Igo suggested that g= iven budget constraints, the Boosters may want to clarify that this award is not automatic, and may not happen after this summer. Parents may expect the scholarship= . They should know that this amount = will be reconsidered from year to year as finances permit. Mike and the membership agreed to = add that to the guidelines:

“All scholarships (senior/summer) are contingent on available funds and the amou= nts may be altered from year to year by the Board.”

These guidelines go into e= ffect now and we will advise parents that they need to make an effort to work a s= hift if they want a scholarship.

Melissa suggested a “= ;bring a friend” program to encourage new Bingo workers. Half-shifts are also an option. The online calendar is great, and = it is a nice record.

Membership Kathy Carmichael reported on upcoming events.&nb= sp; She will be there at the Musical.&n= bsp;

There was discussion about= the May membership meeting, when we traditionally recognize Honors students. People debated the benefits of bri= nging parents out in March so we can tell them about scholarships and board positions. Last year there wa= s a bunch of events right round the date of the March meeting.

AGREED: have an ice cream social in March and recognize Honors Festival students then inste= ad of in May. Music teachers wil= l be informed.

Publicity:= Chuck Igo sent a press release with a nice picture of the Jazz Event. Mike thanked Chuck for all the publicity. All the concerts w= ere listed in the community section of the paper.

Fundraising Cindy Fletcher reported that no fundraising events (except for Bingo) have taken place. The Boosters may possi= bly do something in April for Events on Broadway with the Jazz Band. It probably wouldn’t raise much money, but would be good outreach. She will give Chuck information as= it becomes available. She is also involved in fundraising for the Musical.&n= bsp; At the Board meeting last week, the Board discussed the $1000 donati= on previously given to the musical. This year we will donate $500 and T-shirts for the kids for a total = of approximately $1000 (or slightly more).&nb= sp; Clynk funds are going toward the HS Choral Trip in April for inciden= tal expenses. At the March concer= ts, we will hand bags out. At the mu= sical, a poster will proclaim, “Take one and help fund the trip to NY.” Decorative collect= ion bins or Michelle Powell’s PVC holders will be at all upcoming events.=

Web Site: = Dewey Hendricks reported that new updates are on the site.= An advocacy link is on the left side, and he added some studies that support why we do what we do. One article shows a direct link between graduation rates, good grades and music. He encourages members = to look at that, especially if they go to a School Board Meeting. The Dana Foundation has some great articles about Music Education. The website has almost reached 40,000 hits.&nb= sp; The All-State kids (all of them, not just South Portland students) know about the= site and look for themselves in the pictures.

President&= #8217;s Report: By-Law amendment: The Board has passed these amendments, and they were published on the website.<= span style=3D'mso-spacerun:yes'> If 2/3 of the membership approve t= he changes, they will be adopted. (Blue text will be deleted, red is wording that is being added.)

Article II

SECTION 2: Vice President of BINGO

The Vice President of Bingo shall:

-oversee all bingo operations;

-act as liaison with the owners of the Bingo hall;<= /span>

-appoint bingo team leaders/schedulers;

-Assemble/recruit and train workers for Saturday night bingos. =

-Act as coordinator with the other Booster groups working Satur= day night bingo.=

-act as aid to the President

- Be allowed to collect compensation based on performance and financial resources available, after completion of a probationary period. Compensation shall be calculated according to the Laws and Regulations Rela= ting to Bingo issued by the Maine State Police.

-Quarterly reviews by the Executive Board are also required.

-Maintain the bingo attendance point sheet

SECTION 5 - TREASURER

The Treasurer shall:

- receive and deposit all monies of the group;

- keep an accurate record of receipts and expenditures and sub= mit a summary of this record at each Board and regular meeting;

- pay out money as voted by the group;

- Pay routine costs of operations; i.e. rent, licenses, o= ther Bingo costs, postage, supplies.

- perform all weekly Bingo operations required to support Bingo; (prepare Captain’s Bingo bag)

- Be allowed to collect compensation based on performance and financial resources available, after completion of a probationary period. Com= pensation shall be calculated according to the Laws and Regulations Relating to Bingo issued by the Maine State Police. Quarterly reviews by the Executive Board are also required.

- The Treasurer must have a background in accounting/finances.=

(See MOTION below, to be voted on at next meeting)<= /span>

MOTION: Steve Laberge made a motion to approve the Bylaw amendments and Chauncey Morey seconded the motion. Question: Chuck asked about the Treasurer ha= ving to have a background in accounting. You may scare someone away from this job. Suggest that the word “preferable” be substituted.&n= bsp; This would take place in the future. VOTE: 14 in favor, approval was unanimou= s.

MOTION: Chuck Igo made a motion to amend the language Article 2, se= ction 5: “It is preferred tha= t the Treasurer have a background in accounting.” Seconded by Karina Babcock. This change will be posted to the website and voted on at the next meeting.

School Budget Meeting Dates: Mike = noted that Budget meetings are long and complicated. He urged parents to show the School Board and City Council our continued interest. You don’t have to ask questions. Talk to them durin= g the break. Bring advocacy information. There are going = to be cuts.

Budget Wor= kshop Schedule (per 2/5/10 letter f= rom Suzanne Godin)

Wed., Feb. 24, 2010 Board Budget Wo= rkshop &= nbsp; 7:00 pm &nbs= p; &= nbsp; Memorial Middle School

Thurs., Feb. 25, 2010 Board Budget Wor= kshop &= nbsp; 7:00 pm = ; &n= bsp; Small Elementary School

Mon., March 1, 2010 Board Budget Wor= kshop &= nbsp; 7:00 pm = ; &n= bsp; Skillin Elementary School

Tues., March 2, 2010 Board Budget Wor= kshop &= nbsp; 7:00 pm = ; &n= bsp; Mahoney Middle School

Tentatively Scheduled

Wed., March 3, 2010 Board Budget Wor= kshop &= nbsp; 7:00 pm = ; &n= bsp; Dyer Elementary School

Thurs., March 4, 2010 = Board Budget Workshop &nb= sp; = 7:00 pm = ; &n= bsp; Kaler Elementary School

Mon., March 8, 2010 Board Budget Adoption &= nbsp; &nbs= p; 7:00 pm City Council Chambers

Mon., March 29, 2010 Board Budget Presentation &n= bsp; = ; 7:00 pm City Council Chambers

to City Council

Mon., April 26, 2010 City Council School Budget Vote 7:00 pm City Council Chambers

Thurs. May 6, 2010 School Budget Refere= ndum SP Community Center

Committees= : Nominating Committee and Scholarsh= ip Committees need to be set up. Mike read the duties of the Nominating Commit= tee and Scholarship Committees from the Bylaws. Email parents and let them know ab= out these openings.

Thank You:= Mike thanked parents who spoke at = recent concerts (Chuck Igo, Beth Doane, Lisa Fitzgerald, and Susan Kramer). Their talks appeared unscripted an= d went very well. He appreciates their help. At the recent Elementary School Conce= rt, Mike swore all 5^th grade parents in as Music Boosters.

Comments from the floor

Chuck reminded teachers to= give him information on events, fundraising, or other news so he can get it in t= he paper. Jean had her kids say = what music meant to them. Chuck as= ked whether the school has to pay fees for the sheet music the students play in= the bands.

Next meeting: Tuesday, March 9, 2010, 7 p.m. at Mahoney with an Ice Cream Social prior to that, at 6:30.<= /p>

Motion to adjourn made by = Dewey Hendricks, seconded by Maggie McNeice, all in favor.

Respectfully submitted by = Maggie McNeice, Secretary

3/1/2010=