South Portland Music Boosters

Minutes

November 1, 2005

 

CALL TO ORDER:  Christina Davis, President, called the meeting to order.

 

MINUTES:  A motion was made to dispense with the reading of the September meeting’s minutes by John LaPointe, seconded by Bob Libby and approved by all.

 

The boosters discussed whether the clavinova replacements had been ordered.  Bev Hosic will contact Yamaha directly about the particular model she is interested in, as Starbird Music is no longer a dealer.  Members suggested other locations for possible purchase, and John Rimkunas will look at the website and get further information. There was no further discussion, and Marc Galbraith made a motion to approve the minutes as written.  The motion carried.

 

TREASURER’S REPORT: 

Lee Mortenson reported that the October accounts were not yet reconciled, due to the home show and the month ending just the previous day.  He reviewed assets and liabilities as of 10/22/05, explaining liabilities and designated expenses for new members. The October accounts will be included in the Treasurer’s report at the January meeting.  Lee reported that the home show’s ledger is still open, pending income from 3 vendors, program expenses, food returns, and the unclaimed 50/50 ticket for $337.00.  He asked the Boosters to decide how to handle the unclaimed ticket.  The members discussed the Home Show’s expenses and income.  Vendors are expected to make a $200 donation each.  An anonymous donation has been made to allow each middle school student to receive a Home Show T-shirt (100 @ Mahoney and 81 @ Memorial).  John Lapointe made a motion to accept this report, seconded by Marc Galbraith, and approved by all.

 

Lee Mortenson mentioned the Amzoil Fundraiser, 25% of the price goes to the Boosters.  This is a product to make car engines run cleaner and more efficient.  For more information, members can contact Lee.

 

 

VICE PRESIDENT OF BINGO’S REPORT:  John LaPointe reported that Bingo is doing well financially, but volunteers are very difficult to find.  He thanked the teachers who have helped run Bingo in recent weeks, and mentioned that the Girls’ Basketball, Girls’ Softball and the Robotics Boosters have also helped staff Bingo.  Thanks also to John and Marie Cross, who have helped for many years.  Judy Arnold will be stepping down as a Bingo scheduler, and a replacement is needed for her as well.  John pointed out that when other groups help to run Bingo, we pay them ($13,000 per year). He stressed that he is concerned that if more volunteers are not found and trained, we may have to pay others to work, thereby losing income.  He added that when students (16 or older) work Bingo, the players seem to enjoy it.  Bob Libby made a motion to accept the report, 2nd by Sue Mortenson, and approved by all.

 

VICE PRESIDENT OF SPECIAL EVENTS’ REPORT:  Sue Mortenson reported that more than 2000 people attended the Home Show, with 14 bands participating.  She thanked all the hard working volunteers, families who donated baked goods, and corporate donors (Hannaford, Shaws, Culinary Arts School at SMCC, Tim Hortons, South Portland Recreation, and the middle school students).  There were two minor injuries, but Medcu was able to take care of them on-site.  Some food and soda from the concessions stand will be able to be returned for a refund (primarily soda and water).  The T-shirt sales were not as successful as hoped, and there are still 114 student and 131 adult shirts remaining.  4 cases of programs were also left over. The meeting discussed “Airgrams,” which were requested by attendees many times.  (A decision was made by Craig Skeffington before the show not to have them this year.)  Sue mentioned that many people expected to see Porta-potties and were not happy about the walk up the hill to find bathrooms. An on-field microphone might be helpful next year as well. She again thanked everyone for their support and assistance in putting the show together.  There was a brief discussion about the leftover food from the concession stand and it was agreed to donate it to the SPHS Musical’s concession stand.  John LaPointe made a motion to accept the report, 2nd by Phyllis Andrews, approved by all.

 

MUSIC DIRECTOR’S COMMENTS:  Bev Hosic noted that the Home Show was a rousing success.  Jean Quinn thanked the Boosters for making elementary and middle school families feel welcome.

 

OLD BUSINESS: 

A Second Reading of the proposed change in By-Laws, changing them to read: “General Membership meetings will be held in September, November, January, March and May.” (deleting “the first Tuesday” and “7 p.m. at the South Portland High School”).  Christina Davis noted that meetings for 2005-06 are scheduled for the 2nd Tuesday of the above months.  In addition, the Executive Committee can call an emergency meeting at any time.  A brief discussion followed, and a motion to accept the change was made by John LaPointe, 2nd by Sherry Cavallero, and the motion was carried.

 

Christina Davis introduced the idea of a program to attract families of students in grades 5-8 through an incentive program for Bingo volunteering (perhaps towards the purchase of an instrument).  The Scholarship Committee will look into this, and anyone interested in volunteering should contact Sue Mortenson.

 

NEW BUSINESS: 

Jean Quinn shared that the No Child Left Behind legislation has had an impact on the related arts.  She cautioned parents to be aware of school scheduling changes that will decrease students’ ability to access related arts education.  (Squeezing the schedule, no set-up/break-down time at start and end of class.) She added that Related Arts teachers at the middle school level are now teaching Language Arts during part of their day.  A suggestion was made to create factual comparisons of the schedule to clearly show parents how it has changed.

 

Christina Davis shared that Craig Skeffington had contacted Arturo Sandoval, jazz trumpet player, about performing and running clinics at the High School.  Since his initial request, he discovered that the fee would be much greater than anticipated ($17,000).  The Boosters agreed to delay action on the request until the January meeting.

 

The Boosters discussed how to handle the unclaimed 50/50 ticket ($337).  After a discussion, a motion was made by John Lapointe that the proceeds of the ticket be held for thirty days pending claim, then donated to the South Portland Music Boosters general fund.  2nd by Marc Galbraith and approved by all.

 

-BUDGET REQUESTS

The Arturo Sandoval Request for $5,000 was tabled until the January meeting.

 

The Music Department is requesting $11,570 for new tuxedos and gowns for the Wind & Jazz Ensembles and Select Chorus.  Lee Mortenson made a motion to discuss, 2nd by Randy Libby.  Christina Davis read Craig Skeffington’s email regarding the request of 70 gowns and 40 tuxedos, as well as shoes for both men and women.  The Boosters discussed the purchase, questioning whether it was necessary or prudent to buy shoes, whether there was a plan to replace the red choir robes, fitting, alteration, dry cleaning and storage costs, etc. Some members expressed concern that the Concert Band was not receiving equitable treatment. Members discussed whether shoes should be included in the request.  Many members felt that students would want to and/or should purchase their own shoes.  A motion to accept the request for tuxedos and gowns (not including shoes) was made by Randy Libby, 2nd by Lee Mortenson. Motion carried (2 opposed.)

 

Marching Band Banquet funding request is for $600.  The banquet will take place on November 13, 2005.  A motion to accept was made by Lee Mortenson, 2nd by Randy Libby.  A brief discussion followed, in which members asked how much money remains in the marching band budget due to the fact that the Marching Band did not take a planned trip.  $1,800 had been designated for transportation for that trip, but has been used for other purchases. Some members questioned why this money was not returned to the Boosters for re-allocation. The motion to accept was carried.

 

John Rimkunas and the elementary school music teachers request $11,400 for hand bells for Kaler/Dyer and Skillin Schools.  They noted that hand bells create tremendous excitement about music at the elementary level in addition to teaching musical concepts.  Traditionally, the elementary schools do not make large budget requests, but consider this an investment, and an opportunity to create equity for the system, above and beyond what the taxpayers contribute.  Bob Libby suggested the elementary teachers let the Boosters’ webmaster know when concerts will be so they can be posted on the website.  Members shared their positive impressions of their children’s participation in the hand bells program.  Melissa Lungren made a motion to accept the request, 2nd by Randy Libby, and approved by all. 

 

John Rimkunas added that since a schedule change two years ago, 5th grade students only have half the amount of general music as in previous years.  (They now have ½ year chorus and ½ year general music.)

 

Christina Davis requested reimbursement for $116 spent for refreshments for the Fifth Grade Instrument Fair.  Sue Mortenson made a motion to approve the request, 2nd by Bob Libby and approved by all.

 

The SPHS Auditorium Piano fundraiser contribution was tabled until Dick Marcotte gives the Boosters more information. The City owns the Auditorium, and the current piano, on loan from the PSO, needs to be replaced.

 

The Boosters discussed the need for a new storage facility for Bingo and other Booster supplies.  John LaPointe suggested that 50% of the price be paid by Bingo.  After a brief discussion of the options, climate control, hours, locks and security, a motion was made by John LaPointe for the Vice President of Bingo to rent a climate controlled Storage area for $1200 per year.  2nd by Bob Libby, and approved by all.   $400 was requested for Storage Bins.  Bob Libby made a motion to approve the request, 2nd and approved by all.

 

PRESIDENT’S REPORT: Christina Davis noted that the Boosters still need Membership and Publicity Chairs.  The key to the Boosters’ continued success is new members, and she encouraged current members to bring others to the meetings.  Christina shared that she was very pleased by the number of volunteers who helped with the Home Show.  She introduced special guest Tom Bakker, Music Boosters President in 1983.  Mr. Bakker gave a brief history of the Boosters, adding that the South Portland Marching Band still looks as good as it did 20 years ago.  He gave a newspaper article to the Boosters archive, and Sue Mortenson presented him with a Marching Band T-shirt.

 

The Meeting was adjourned.  The next meeting is January 10 at Memorial Middle School, 7:00 p.m.

 

Respectfully Submitted by Maggie McNeice, Secretary.