South Portland Music Boosters

Meeting and Awards Ceremony
Minutes of March 13, 2007

 

The meeting was called to order.  Christina Davis, President, introduced the Executive Board.

 

Awards were presented to the Memorial and Mahoney Middle School Honors Band and Chorus students. Christina explained that March is “Music in our Schools Month.”  She reviewed the many musical events scheduled for the month and explained that ANY parent/guardian with a child in the music program is a Music Booster and has the right to vote and participate fully in the meeting.  A motion to dispense with the reading of the minutes was made by Melissa Lundgren, seconded by Darryl Hendricks. All in favor. 

 

President’s Report:  Christina explained the need to establish Nomination and Scholarship Committees.  She shared that she is ready to step down as President if anyone is ready to step up into that position. Other positions are open as well.  The Vice President of Special Events would like to step down, but doesn’t want to leave the post un-staffed.  Publicity Chair is open-- Carol Sobczac has requested to do something different, and has offered to help schedule Bingo.  Lee Mortenson, our Treasurer, has asked to retire, and Melissa Lundgren is interested in that position.  Secretary Maggie McNeice is still willing to stay in that position.  Christina discussed the recent School Board budget workshop, where the topic was extracurricular activities.  $94,000 has been budgeted by the City for the entire Music Department.  The Boosters contributed $135,000 last year. 650 students participate in music programs throughout the city, with only 30 to 40 parents who volunteer regularly.  Motion to accept the President’s report by Kathy Carmichael, seconded by Michelle Powell. No discussion, all in favor.

 

Special Events

Debbie Farr, Vice President of Special Events, reviewed the many recent and upcoming events.  The District 1 Festival, which Mike Fletcher chaired, had 30 bands from around the state participating. Mike Fletcher noted that this event was a complete success, and the quality of music was excellent. Five South Portland bands participated and all qualified for state competition.  The Jazz Combo was in a class by themselves.  The comments of band directors were very appreciative.  Mike thanked all who helped and the students who participated. The event made $3, 220.  The District 6th grade Honor’s Festival was a large undertaking.  The MBDA winterguard show was a smaller event for color guard, held in the Beal Gym.  Also coming in a few weeks, the All-City Jazzapalooza, for all jazz programs in the city.  A public concert will be held that night.  A lot of help is needed, and teachers help recruit volunteers.  Boosters were reminded to watch the website and please volunteer. 

 

Christina discussed the 6th Grade Honors Festival.  Students had opportunities to work with special directors, who were hand-selected to work with both Chorus and Band.  This event was very exciting and a great success.  Christina met a lot of new parents of 6th graders. A motion to accept was made by Mike Fletcher and seconded by Mitch Farr.  There was no additional discussion. Motion carried.

 

Membership:  Cindy Fletcher shared her impressions of the job of Membership chair.  She noted that in the past, the Boosters were supported primarily by High School parents, and now there are many Middle School families involved. In order to get the job done everyone needs to help.  This year, over 4100 volunteer hours were contributed as well as all the funding given. Motion to accept the report made by Darryl Hendricks and seconded by Debbie Farr, all in favor. 

 

Publicity:  Carol Sobczak has been the Publicity Chair for a brief time.  She would like to have someone step up to do this job of contacting newspapers about events, award winners, programs, etc.  Christina Davis thanked her for her help.  Motion to accept the report Cheryl Ouellette, 2nd by Jodie Dion.  All in favor.

 

Music Director’s comments: Sandy Barry, instrumental music teacher at Mahoney, shared her view that Music Booster meetings can be overwhelming to new members.  She encouraged parents to jump in and join this “amazing group of wonderful people.”  There is so much to do behind the scenes. She thanked the Boosters for help with Honors Festival last week.  Bev Hosic, High School Vocal Music teacher, thanked the Boosters for support for the trip to NYC for Chamber Singers.  She shared the itinerary for the upcoming trip. She added that High School and Middle School vocal students will sing together in an upcoming concert.  She added her appreciation for all that the Boosters do for the kids. 

 

Treasurer’s report:  Lee Mortenson explained the balance sheet, funds spent, and funds reserved for upcoming expenses such as senior and summer camp scholarships.  Lee has been treasurer since May 2001 and will step down this year.  Our net donation to the music department is over $140,000 in 2006. Motion to approve the report made by Carol Sobczak, 2nd by Cindy Fletcher.  All in favor.

 

Bingo Report:  John LaPointe introduced himself, and explained that Bingo is the major fundraiser for the Music Boosters with an average of 260 patrons per Saturday night.  A core of volunteers make things runs smoothly.  He encouraged people to come, help raise some money, and get some exercise.  We are very short of Bingo workers.  He reported that he is talking to other organizations to help us to continue to find enough workers, and we make a donations to the organization that helps staff a Saturday night.  (Robotics, Humane Society, Basketball Boosters.)   We are losing a pair of captains, as well as many other Senior Parent Volunteers, which is a huge loss.  Some of the Bingo Business needs are: cases for sealed tickets need to be replaced at $150 each,.  John will get prices and will replace them and microphones in May.  Many trash bags are needed each week as well.  He urged people to go on webpage, see Bingo, call him, come for a night and observe for a few hours.   John reminds us that If we don’t have parent volunteers to work bingo we won’t have $150,000 for the music program per year.  This shows the administration and city what we are willing to do for the music programs in South Portland.  A motion to accept report made by Kathy Carmichael, 2nd by Sue Mortenson, no discussion. All in favor.

 

Old Business:

 “New York Voices,” for Wednesday, June 6, 2007, but Craig Skeffington is not here to report on this event.  Mike Fletcher reported that we got them a hotel room.  John LaPointe suggested we table discussion until next meeting.  Allotted $8200, $5000 already spent.  The Boosters agreed to table the discussion until the May meeting. 

 

Social Event: The Music Boosters would like to do something fun for all members, perhaps a picnic at Fort Williams.  No date set at this time.  After graduation, a summer event.  A signup list will be passed around.

 

Scholarship applications need to be updated.  The criteria will not change, must be delivered by April 1 to schools so they can be returned by the end of April.  Sue Mortenson will chair the committee, needs 2-3 people to go through applications.  Parents of senior students cannot be on the committee.  Debbie Farr, Ann-Marie Taylor and Kathy Carmichael volunteered. 

 

Nominating Committee:  The Chair polls the membership thru the membership base (Cindy Fletcher), contacting them to discover anyone interested in serving a seat on the board.  Cindy suggested that an email go out with job descriptions.  John LaPointe suggested posting a notice of elections to be held.  Co chairs:  Cheryl Ouellette and Mike Bergner. 

 

Budget Requests:    Mahoney and Memorial have asked for band t-shirts for 6th graders.  The Mahoney 8th grade band is traveling to the State House to play this spring, but the transportation budget is depleted.  In the fall the middle school students went to the Marching Band competitions, and a $354 bill from transportation was just received.  Costs for Jazzapalooza will include: 6 clinicians, T-shirts, dinner, snacks and drinks, and a Sound Person. Total request suggested not exceeding $3,000 (as last year.)  Concert Band to go to Great East Festival, cost $3000 for transportation.  A request for funds for Senior Gifts has not yet been received.  Table that until May meeting.  Final Concerts are at the end of May.

 

Mahoney Band T-shirts:  amount not to exceed $550.00.  Motion to approve Mike, 2nd John, all in favor.

Memorial Band T-shirts:  amount not to exceed $550.00 Motion to approve made, 2nd and approved by all.

Mahoney Band transportation to Augusta $1000.  John LaPointe expressed surprise that the athletic department and Athletic Boosters never have to pay for transportation, but that the music department does.  Sandy Barry said this year is the first year they have been billed ($3 per mile and overtime for drivers, no estimates given in advance.)  Members wondered how to budget for this.  Kathy Germani at Mahoney has a budget for transportation that has been emptied. Sandy Barry said the music department often doesn’t know if they have bussing up to one week before an event and these are educational events.  They have been told “no, won’t you share with another school district?” before.  There is a policy that students can’t ride with teachers in their personal car.  This is a real problem that has all music teachers concerned.

 

Request for funds to cover the Music Department Transportation shortfall of $354. Motion made by Cheryl Ouellette, seconded by Mitch Farr, discussion about what happens if we don’t cover this expense – will it be debited into next year’s budget or into Kathy Germani’s working budget (for the entire school)? It is an honor to be invited by the Legislature to perform in Augusta, and she can’t get a bus.  Can the School Board help?   The budget is finished.  Music events are curricular and co-curricular.  Members expressed frustration and confusion about why sports teams don’t have to raise extra money, why should our music student have to?  We’d rather have them practice!  Members discussed the best time to talk with the School Board – in September.  All in favor.

 

Funds for Jazzapalooza: $3000 Motion to accept made by Darryl Hendricks, seconded by Mitch Farr, All in Favor.

 

Senior Gifts: TBD. Tabled until May meeting.

 

Great East Festival (Coach) Transportation: $3000.  Motion to accept made by Lee Mortenson and seconded by Debbie Farr, all in favor.

 

Choral Picnic: The Choral Picnic was held at Fort Williams last year, students stayed and played, having the best time.  Amount not to exceed $1000 for food and awards.  Motion to accept made by Lee Mortenson, seconded by Sue Mortenson, all in favor.

 

Combined chorus concert pizza dinner: staff would like to serve pizza again this year.  Vocal account is almost depleted.  Abby Hutchins has offered to help with pizza.  The total last year was $400. Requested amount not to exceed $400.  Motion to accept by John LaPointe, seconded by Sue Mortenson, all in favor.

 

Memorial jazz band lunches: Competition Jazz Band (3/24/07) lunches for 24 kids -- $5.00 each. Requested amount: $125.00. Motion to accept by Mike Fletcher, seconded by Cheryl Ouellette.  Discussion: John LaPointe mentioned that the High School students are usually given tickets for free food.  Last year the Memorial Jazz Band qualified for the competition, but couldn’t go because it was an overnight event.  Meal tickets support having kids stay and listen to the entire competition.  All in favor.

 

Laptop for new Treasurer: John LaPointe suggested a safe and laptop for the new treasurer:  not to exceed $3000 for both items. Motion to accept by Sue Mortenson, 2nd by John LaPointe.  Discussion: Bev Hosic asked whether it would it stay at the new Treasurer’s house.  Purpose:  used for keeping track of funds (Bingo and other).  All in favor.

 

Increased storage space for Bingo Files and to facilitate locating and storing items for concessions. All bingo records have been stored at the Mortensons.  Need to increase the size of the storage unit.  Shelving as well, monies already approved for that.  This is an Operating Bingo Expense, therefore it is not necessary to have a budget request.

 

Popcorn Machine:  Christina also would like $200 for a popcorn machine.  John recommended getting a commercial grade machine, Stores don’t sell big bags to be re-packaged any longer. This expense will be researched and discussed at the next meeting.

 

Motion to adjourn, Sandy Barry, seconded by Jenny Fletcher, motion passed.

 

Next Meeting is Tuesday, May 15, 2007, at Mahoney Middle School, 7 p.m.

 

Respectfully Submitted by Maggie McNeice, Secretary.