South Portland Music Boosters

Membership Meeting Minutes September 12, 2006

Christina Davis, President, called the meeting to order. Executive Board Members and meeting participants introduced themselves.  Christina reviewed the events of the May meeting: discussion of Marching Band budget and expenses, choral picnic, expenditures for graduating seniors, instrument purchases, election of officers, and approval of $30,000 in scholarships for graduating seniors and summer camp applicants grades 5-12.

Minutes:  A motion to dispense with the reading of the May minutes was made by John LaPointe, 2^nd Marc Galbraith, and motion approved.

Treasurer’s report:  Lee Mortenson reported $54,000 expenses were approved at the last meeting.  He reviewed the financial statement: the Boosters’ net worth is $232,000 at this time.  A motion to accept the report was made by John LaPointe, 2^nd by Sue Mortenson, motion carried. 

Bingo report:  John LaPointe introduced himself and gave a quick overview of Bingo.  He noted that the Boosters will make $120,000 this year if Bingo continues.  He recognized volunteers from girls’ basketball and robotics who work each month, noting that the Music Boosters pay them $13,700 each year for their assistance.  At this time, the Boosters have 18 highly committed people who work bingo regularly, and need around 50.  As a result, some folks work 3 to 4 weekends each month.  Saturday is the premiere night in the Bingo hall, and working it is energetic and fun.  The funds collected from working bingo make our music program what it is. John added that if the number of Bingo volunteers doesn’t increase drastically in the next couple months, he would recommend giving notice on the lease.  The Boosters would love to have people commit to one week per month to develop core teams, of 6-7 people per week.  Each person brings in $67-77 per hour at bingo (approximately $335 per shift).  There is no smoking at the Bingo hall and volunteers get a free meal and drinks.  Bingo is held at John Roberts Road.  Volunteers start at 4:15, and finish at 9:45.  Experienced volunteers try to help new volunteers feel comfortable and have a good time.  Cindy Fletcher noted that there are 600 students in South Portland music programs.  Students over 16 can work Bingo and will receive a signed document for community service. Younger students can work from 4:15-6:30. Patrons love to have students at Bingo, and love to hear them call.  Students who like to perform are encouraged to contact John LaPointe about playing for a half-hour at the start of the evening.  Jean Quinn thanked the Fletchers for putting together the Memorial Bingo Team.  Mike Fletcher shared that Bingo doesn’t take much of your time.  He noted that fundraising for the new Skillin playground involved many events over more than a year to raise $54,000.  By focusing on Bingo, the Boosters can raise the same amount in a few months.  Christina Davis reviewed the volunteer job descriptions – and mentioned that 5 years ago she got this speech from the Martins, and it prompted her to volunteer.  Sue Mortenson noted that during the Senior Scholarships process, Bingo volunteering and participation in music programs count toward each award.  The greatest possible scholarship amount is $2500.  We could not do this with bottle drives.  A motion to accept the report made by Sue Mortenson, 2^nd by Melissa Lundgren, all in favor.

VP Special Events:  Christina Davis reported for Debbie Farr.  She reviewed the calendar of upcoming school music events and Booster meeting dates.  (The master calendar will be on website.) She encouraged people to help at the 5^th grade Instrument Fair at the High School, to meet and greet up to 250 students at this exciting event.  On October 7 the Elaine Wolfson Memorial Concert will take place and volunteers are needed for concessions. At the October 26 Jazz Ambassadors concert, volunteers are needed to sell refreshments and host the membership table. Two events for marching band have already taken place.  Other events: March 10, 6^th grade honors festival.  March 19, Casco Bay Concert Band (part of Music In Our Schools Month).  A motion to accept the report was made by Mitch Farr, 2^nd by Chuck Johns. Discussion: Craig added that no school has offered to hold the district Jazz Festival at this time ($1000-1500 income).  South Portland may host a Color Guard event on March 11.  John York noted that March 11 is already booked for project graduation.  Christina suggested we table that item for now.  She added that Pam Libby gave her a file with step by step instructions on how to do Jazz Festival.  A motion was made to accept the report, and the motion passed.

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Music Directors’ Comments: Bev Hosic reported an excellent start to the school year.  Chamber singers have 30 students, and the mixed chorus has 8 boys this year!  She is holding 3 piano classes, one with 15 students.  The clavinovas donated by the Boosters are being put to very good use.  Jean Quinn reported Memorial is off to a great start. Middle School students have been invited to Marching Band finals, and 50 want to go.  She is very excited that so many are interested in this.  Craig Skeffington shared that Marching Band started in August, with a good showing of students. They will be playing the music of Disney and Pixar.  Wind ensemble has 55 students.  Jean Quinn thanked Boosters for their help with Memorial summer camp. 

Old Business:  Christina Davis introduced the discussion of a contribution for the purchase of a new piano for the South Portland Auditorium.  She noted that in past meetings, discussion was tabled each time because there was not enough information. The current concert grand piano is on loan to the City from the PSO.  John York explained that it is tuned by the PSO and needs some repairs.  In August, Christina got an email from Bev Hosic that talked about a benefit concert to help purchase the piano.  Steve Filio shared that Elaine Wolfson was the chair of the music department from 1989-2001, at which time she had to leave due to illness.  She passed away earlier this year.  A planning meeting for a benefit concert in her name was held held, concert date, time, performances, etc. were discussed  Mrs. Osan researched pianos in Boston, gave information on how much they cost.  A 6 ½ foot Steinway is one option for $66,000.  Christina shared that when she reviewed the items the Boosters have funded in the past, ($15-18000 each year on Marching Band, $17,000 to send to them to Virginia, $37,000 to send Wind Ensemble to Florida, $12,000 for formal wear for the chorus, chamber and wind ensembles, $12,000 for handbells for elementary students so all could participate, $40,000 for new Marching Band uniforms coming up) $66,000 doesn’t seem out of our league.  She brought the idea to the Executive Board, where they decided to ask the membership to consider a donation of $50,000 towards the purchase of a new piano for the City Auditorium.  John LaPointe made a motion to accept. 

Discussion:  Jean Quinn said all South Portland schools would use this piano for concerts.  She added that Rosemary Osan went to Boston two weeks ago and tried all pianos priced between $45,000 to $100,000 (6-9 feet long).  The life expectancy of a piano of this caliber would be 50-60 years if maintained well.  She described Freeport’s process to choose the piano using experts and professionals.  The next step is to form a committee and talk with the Chair of the Piano Department at USM.  John LaPointe asked whether they would be paid for consultation.  Sally Davis, a Mahoney Parent, is also on the piano faculty at USM, and may help.  The piano would be stored in climate controlled room.  Melissa Lundgren asked about cleaning and tuning and John York mentioned moving it with white gloves, using a technician to work on the piano (specific to the brand), and fees assessed to help defray costs.  George Winston only plays Steinway, and chose to go to Merrill because of the piano.  A concert quality piano could do nothing but add to the space and music programs in the entire city.  It would be owned by the School Department and the City of South Portland.  Steve Filio believes the purchase would take several years, and a donation of this size would help considerably.  Christina asked Lee Mortenson and John LaPointe how long would it take to replace those funds.  It would take four months of Bingo income.  Bev Hosic shared that she has met with Wendy Houlihan, and tomorrow with Polly Ward. They are very pleased with the idea, and would love to have Elaine’s name on it.  There is a 5-year plan to take care of the pianos in the school district.  The school system has also purchased musical instruments for the schools.  This year there was a $35,000 amount for a piano for Mahoney, but it was not put in budget this year. The group discussed storage and the need for a larger, climate controlled space, which could be built in the wings.  John LaPointe asked about other fundraisers.  $532.86 was raised by the Music Boosters.  A cabaret organized by Don Smith was held last year.  (John York has not seen funds from this.)  John LaPointe asked whether the concert organizers would be opposed to the Boosters presenting a check at the concert.  Steve said Music Boosters participation in this sends a good message to the community.  Meredith Fire Hess (Elaine’s daughter), added that Boosters participation and contribution would be wonderful.  She added that Elaine taught for 3 decades -- teaching was her life.  She began the legacy of the vocal music program (including musicals).  She had cancer since she was 22.  Pam Libby shared her memory of Elaine moving into this Choral Room.  When she played the piano it moved, and she looked at everyone and sang with them.  There was discussion about whether, if these funds are not all needed, what would happen to them?  Steve Filio said they would return to the Boosters.  John LaPointe suggested the motion be amended to have donated funds left after purchase go to the Elaine Wolfson Scholarship fund for vocal music education or performance.  The motion was 2^nd by Sue Mortenson.  The motion passed with unanimous approval.

New Business:  none.

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Budget Requests:

Publicity-- $2,500: Motion to approve (inclusive of advertising for Jazz Ambassadors concert, ad campaigns in Sentry) by John LaPointe, 2^nd by Debbie Farr. Motion approved by all.

Membership--$1,750:  Cindy Fletcher created a survey to send out to all Middle School Students, sign and bring back for an ice-cream. Mike Fletcher created a sample newsletter, funds to copy and mail it.  Motion to approve by Lee Mortenson, 2^nd by John LaPointe.  Motion approved.

Instrument Fair Refreshments -- $100; Elaine Wolfson concession incidentals --$500; Jazz Ambassadors concessions-- $500.  Motion to accept all made by Melissa Lundgren, 2^nd by Scott Bakker, Motion passed.

Petty Cash funds for music directors-- $1,400:  Motion by Mike Fletcher, 2^nd Cecilia Estrada.  Discussion:  The Executive Board discussed that this amount has increased from $100 to $200 per teacher.  Motion approved.

New York Voices Concert Fundraiser--$8,200:  Motion to approve, 2^nd by Pam Libby.  Discussion:  Craig explained that this group, led by John Diamond (from Maine), is Grammy award winning on an international level (like Manhattan Transfer).  In the past, the High School Music Department has brought Maynard Ferguson, Count Basie, etc.  They have a reputation for producing big time events, with an educational component.  Students would get the opportunity to play with local big band, rehearse that music, and back them for this concert.  Chorus students have performed one number he has arranged already.  The experience of performing this composer’s work, and then working with him is invaluable.  Our students would get into the event for free, and the auditorium holds 800.  Tickets would be $15.00.  He believes there would be a profit of around $3800 profit.  Lee Mortenson commented that the Boosters should not consider this a fundraiser, but money spent. Christina Davis asked whether the June date is tentative.  Craig said that is the only date available.  Latest CD in May, in Boston for a CD release party, they will come up from there.  A deposit of $5000 must be made soon or we will lose the opportunity.  Total costs, including hotel and clinic, would be $8200.  Mike Fletcher mentioned connections to Best Western Hotel.  Craig feels the entire music program would benefit from these clinics.  John LaPointe asked how the Boosters would make the money… concerned that not too many people will actually attend. Pam Libby asked whether this event this is during finals week.  (Graduation is the 10^th and seniors take finals from Monday through Thursday of that week.) What is the reality of students’ ability to take the clinic?  Craig responded that they can do it in the afternoon, from 2-4 pm on the day of the show.  The can also observe the dress rehearsal.  Motion passed.

Instrumental Music Department formal wear-- $2,400:  for odd sizes ($2,000) and cleaning ($400).  Deb Farr made a motion to approve, 2^nd John LaPointe.  Discussion:  Craig shared that formal wear purchased last year was sized to the students in the program last year. They may only use some of this money.  John LaPointe added that the $300 approved previously to build racks was not needed, as racks were gotten for free from Filenes.  Motion passed.

Music theory lab--$1,800 for keyboard packages to go with Mac minis.  Craig explained that last year the school department came up with 5 computers, and needed keyboards, this year they were given 5 more, to finish the Theory Lab.  Doug Greer made a motion to approve, 2^nd Mike Fletcher.  Discussion:  John LaPointe asked how many more will be added.  Craig responded that this number would fit the 10 kids we have.  Licensing and software costs would be paid by the music department.  This year we are getting keyboards, not software. Motion passed (one opposed.)

Clavinova Piano for Memorial--$1,561:  Mike Fletcher made a motion to approve.  Bev Hosic explained that this is the closest Yamaha dealer, who provides an excellent discount, will deliver and assemble, with a 5 year warrantee.  Current Memorial Clavinova is from 1996-97.  2^nd by Sue Mortenson.  Motion approved by all.

30 Subscriptions to InTune Magazine -- $300.00:  Motion to get 34 copies to put issues in the libraries of the middle schools.  This magazine arrives every other month, and  DCI  Marching Band magazine came with it last year as well.  Brings current curriculum to their level.  2^nd Mitch Farr.  Discussion:  Bev Hosic keeps back issues and uses as resources for substitute plans.  New amount:  $340 for 34 subscriptions. Motion approved by all.

2 Clavinovas for Piano Lab-- $3,122.  Motion to approve by Melissa Lundgren, 2^nd by Lee Mortenson. Bev Hosic said there may be a need for 1 more in the future. She thanked the Boosters for their generosity for giving 2 instruments per year to bring the quality level up.  She will cap the class at 15 if we get one more next year for her to teach on, and they will be well stocked.  The group discussed the viability of bringing one to the cafeteria area and pit for events such as the retirement tea, etc.  A suggestion was made to have mood music played while people wait in line before Middle School Concerts, with a sign that says “donated by the Music Boosters.” Sue Mortenson suggested the Boosters fund one more now.  Amended motion to read that we purchase 3 for the High School Piano Lab, for a total of $4,683.  2^nd by Lee Mortenson.  Motion passed. 

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Tri-M Music Chapter-- $300: Motion by Mike Fletcher, 2^nd Joanne Langerman.  Discussion: Bev Hosic shared that this is an organization similar to the National Honor Society with academic and community service aspects.  Participants would get a special ribbon to wear.  It is a way to acknowledge students’ hard work from grades 6-12.  The program could be extended to middle school students.  $100 annual fee to have a chapter.  Extra for startup paperwork, stickers, and pins.  Students get newsletters twice a year, and access to a website with current information, scholarship opportunities etc. Students would like to form a chapter this fall.  Great way to have kids organize to perform at Bingo for community outreach.  Motion approved by all.

Grand Total:  $76, 034

Presidents Message:  Christina Davis reported that the Membership Brochure needs to be updated, and asked for a volunteer to coordinate that before the 9/23/06 Instrument Fair.  Also needed:  a creative writer to help update the website and add blurbs to photos.  Digital photos (as well as video) are needed to jazz up the website as well.  The website will post photo submission specs and contact information.  Bingo is not the only way to help.  She mentioned the Marching Band Pit Crew – a dedicated core group of parents who support the Marching Band by transporting uniforms, equipment and instruments.  Additional parents are needed.  Melissa Lundgren offered to help.  Other volunteers can contact Craig Skeffington or Dick Marcotte.

Motion to adjourn was made by John LaPointe, 2^nd by Mitch, and approved by all.

Steve Filio thanked the Boosters for their support and kind donation to the piano fund..

The next meeting is on Tuesday, November 14, 2006 at 7:00 p.m. at Memorial Middle School. 

Respectfully submitted by Maggie McNeice, Secretary.