South Portland Music Boosters
Minutes
November 14, 2006
Welcome/Introductions: Christina Davis introduced the Executive Committee.
Minutes: Motion to dispense with the reading of the minutes of the 9/06 was made by Scott Bakker, Carol Sobczak seconded the motion, all in favor.
Treasurer’s Report: Lee Mortenson presented the balance sheet for September and October. He discussed approved expenses and dollars committed. Key points: the donation towards a new piano for the SPHS Auditorium in September ($50,000). A CD was transferred into savings to cover expenses for the school year. When we know that they are covered, Lee will open another CD. Lee noted that numbers in red are Designated Accounts (earmarked for big expenses). (ie. $35,000 earmarked for instruments. With the piano and other instruments we approved $58,000. It will take 4 months to recoup this expenditure. To date this year, the Boosters have spent $135,000, tapping savings to do it. Income this year netted $116,000. Take into consideration that an additional $54,000 is also approved but not yet spent this year. We will have spent about $190,000, making 2006-07 a generous year. Motion to approve the report made by Bob Libby, 2nd John LaPointe, all in favor.
Bingo Report: John LaPointe thanked everyone who has helped this year. We were in dire need, and he is thankful for a good turnout and a lot of new people. Approximately 196 patrons attend every Saturday night. A lot of patrons say it is the only night they come and play. Robotics and Girls Basketball help out. Next year, we will lose a set of captains and another set of workers, so it is really important to get new volunteers in and trained. Motion to approve the report by Sue Mortenson, 2nd by Lee Mortenson, motion approved.
Special Events: Debbie Farr is not present, and Christina Davis reported on two recent refreshment concessions. (Elaine Wolfsen Concert and Jazz Ambassadors) The $125 for the Wolfson benefit concert was donated to Elaine Wolfsen Piano fund and $130 was earned at the Jazz Ambassadors night. There is nothing on the events calendar except Christmas concerts. Craig Skeffington noted that the Jazz Festival is on 2/20/07, if we want to host it. Motion to accept by John LaPointe, 2nd by Sue Mortenson, motion carried.
Membership: Cindy Fletcher spoke about updating the membership roster. Currently, 238 people get our emails. The mailing list is a cross section of middle schools and high school contacts. The Boosters brochure about to be reprinted -- pictures are being updated and the list of upcoming events on the back needs approval by music directors. Interesting facts need to be updated, then the brochure can be printed this week, distribution TBD. Boosters are encouraged to come and staff the membership table at events or work the crowd. Motion to accept by Arlene McCracken, seconded by Craig Skeffington, motion approved.
Publicity: Carol Sobczak has attempted to contact all music personnel in the city, new list from Superintendents office, wants to do a music in our schools article once a month. The 15th of the month is a deadline to get things in the Sentry for the end of the month. Motion to accept by John LaPointe, 2nd by Sue Mortenson, all in favor.
New Business: The Chamber Singers propose to go on a Kaleidescope Adventure to NYC, April 2007: Parents of Chamber Singers received a travel guide and information on the cost/itinerary of the trip. Bev Hosic shared that this is her third year at the High School with the choral program. This is a good year to travel to an adjudicated festival, which they have not yet experienced. Jean Crocker gave parameters for travel, asked if it would be possible without speaking to students, educational component is important. Craig suggested Kaleidescope (Florida trip). She appreciates Craig’s guidance with this. Parent meeting,
Music Booster 11/07 Minutes p. 2
presented packet. Cost $775 per student, 3 nights in New Jersey, a Broadway show, Broadway workshop, festival, several tours of the city, including singing at the church around the corner form the world trade Center. She asked whether the Boosters are willing to help financially. She noted that she has not approached parents with any expectations of financial assistance. Initial deposit of $150 was due tomorrow, pushed back until the Boosters considered it. There are 30 students in her class, and 3 doing independent study. Do not expect all to go, maybe 28. Because of the nature of the trip, the recommended number of chaperones is1:4 kids, 7 total. (35 people total.) Don’t know yet if they have that. Kammy Marcotte and Pam Howard are helping to organize this trip. One free chaperone per 15 students (music director and accompanist). Costs may change if there are a different number of people. Some venues have a percentage of adults per student. There may be some other costs. Put some buffer in for additional expenses. Christina Davis added that $775 includes transportation, accommodations, breakfast and dinner, show, photo, admission fees, festival fees, director gifts, lanyards, luggage tags and tour director who stays with the tour. Craig Skeffington would like to go. Lee Mortenson reviewed what has been done for similar trips in the past. The deposit due 11/20/06. A cookie dough fundraiser has been held -- one student sold 32 tubs and got his deposit money. There are some cases of financial hardship. Randy Libby suggests we do what we have done in the past. In 2004 the cost was $845 to Florida per person. Bev shared that smaller groups cost more per person. Lee Mortenson noted that some money is earmarked for trips already this year. John LaPointe suggested that in the past we have had students fill out a scholarship form to apply for the funds: names and information on these people to request the funds. Heighten the awareness of where the money comes from and maybe an incentive to help out. Laurie Gingrich shared that it would not be possible for her to pay the entire $775, and if the Boosters could provide half, that would be a wonderful experience for the children. Members agreed. Kammy Marcotte added that the kids would be able to be part of a clinic in a rehearsal space in NYC with the cast of a show. Carol Sobczak made a motion that we ask the families to fill out a form, and we fund $388 per student. Steve Mantis asked about the $19,000 already allotted in the budget. (Jazz band students will be traveling to festivals in the Spring.) Steve Mantis amended the motion to be $500 per student instead of $388, 2nd by Craig Skeffington.
Lee Mortenson reminded the group that looking back, we have spent a lot of money this year: netted $116,00, committed $190,000 by tapping into savings. Can keep doing this, but we are at $140,000. Sue Mortenson said great to say we will pay half , but have the kids take active part in this, half is significant amount of money. Motion on the floor amended, open for discussion. Cindy Fletcher this current motion says nothing about chaperones. Members discussed that although half of the fee is very generous, there was some concern that this sets an increasingly expensive precedent. The motion did not carry.
Motion: to fund 50% (up to $400) of the funds required per student upon completion of an application to be sent to the Secretary of the Music Boosters.
The group discussed assisting chaperones with their fee as well. The money would be given to Bev Hosic to cover the deposit, if a parent runs shy, we can cover that to make sure all are treated fairly and equitably. Kammy and Sarah will organize that.
Mike Fletcher made a motion to fund 50% up to $400 for up to 7 chaperones, one per family, upon completion of an application to be sent to the Secretary. It was suggested to put a box on the student application for parents to check off if they want to chaperone. Carol Scobzak noted that there are parents who have not gotten to participate before. She feels it is important that some of those people get an opportunity to attend the trip. Kammy Marcotte said that everyone had a chance to sign up at the meeting. Another parent noted that not all parents were able to attend the meeting. Bev Hosic will make the final choice of chaperones. All in favor. Motion carried. Bev Hosic thanked the group.
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District Jazz Festival: Craig Skeffington asked the group if they want to host this High School and Middle School Jazz Festival. The State festival occurs in March. In order to qualify, District One has to have a qualifying festival. 25 groups, one night from 2:00 on at 2 performance sites. Bring in $1500-2000 from the gate. All our groups will be there. Mike Fletcher made a motion to host the festival, Wednesday, February 28th, 2:00-on. Seconded by Craig. People are needed to set up, run for judges, pay the judges, have details in January. Motion carried.
Future planning:
State Jazz Festival Travel and Accommodations, Marching Band Uniforms (pants) $6-8,000. Head’s up that this expense will be coming in the future.
Budgeted Requests:
Mahoney Middle School Performance Jazz Shirts (30): Motion by Steve Mantis, 2nd by Lee Mortenson. Discussion, the students prefer T-shirts. Total $580.00 for shirt and printing front and back. All in favor.
Memorial Middle School Yamaha Tenor Saxophone (2 per grade level): Motion by John, 2nd by Randy Libby. One saxophone needed. Cindy Fletcher asked whether they are all functioning. John LaPointe asked what happens to instruments that are no longer able to be used. Jean said the school system does not let them be given away. Craig hangs onto them. Strict school policy. Motion carried.
SPHS Performance Jazz Shirts: Motion to approve by Steve Mantis, 2nd by Carol S. Motion carried.
Marching Band commemorative Tshirts: John, Randy, Discussion: Craig, Marching Band won a gold medal this year. In 2003 band members got shirts with member names on them. Sandy and Jean brought students to the final competition. Cindy Fletcher said the middle school kids loved it. They had a great time. Motion carried.
Kabota Tractor: Motion to purchase a tractor for the Marching Band for $5,500, 2nd by Steve Mantis. Craig said this is his request. Mainely Small Engines has a holdover from a previous model year. Cost is below what dealer paid for it. This tractor would be used for hauling equipment, and taking Pit equipment to the practice area The on-board generator runs power to pit equipment. In the past, the band has rented it (Jean Quinn and Christina Davis arranged for the Fall.) Randy Libby added he has found a tractor very helpful for future pit crew in the past 8 years. Most major bands have this type of equipment. Kammy Marcotte added that this a big ticket item, but it pulls large equipment. Christina Davis asked whether the tractor will fit in the trailer. Mitch Farr said yes. Last year there was a lot of backdrop stuff, but not this year. The necessary transport trailer is owned by the School Department. The tractor would be stored securely in the MB trailer, which is stored at the City Storage Garage. The members discussed donating the tractor to the instrumental music department (stipulated for a specific purpose) and arranging a maintenance agreement and warrantee with the dealer. Some members expressed concern regarding the high cost of this item, which will only be used a few times per year. Craig Skeffington said the tractor would be used from August to November, 2-3 times per week, hauling 2 trailers in tandem. A regular lawn tractor would be very cumbersome and slow. Craig Skeffington noted that if the Boosters approve this money, he would check with the school board to be sure that they would accept the tractor.
Mitch Farr said Mainely Small Engines doesn’t want to store this tractor for another year. (The dealer pays monthly costs.) Craig Skeffington would find out how much maintenance would cost, and add the service contract amount to the set budget for Marching Band. Motion carried, 2 opposed.
Motion to adjourn made by Darlene Mantis, 2nd by Steve Mantis, motion carried. The next meeting is January 9, 2007.
Respectfully submitted by Maggie McNeice, Secretary