South Portland Music Boosters

Membership Meeting
September 11, 2007

Christina Davis, President, called the meeting to order and introduced the Executive Board. The members introduced themselves. Suzanne Godin, Superintendent, shared her musical background and invited members to a meeting on 9/17/07, at 7 p.m. at Memorial School Library as part of her plan reach out to the community. Topics: What is South Portland known for? What are we proud of? What challenges do we have ahead?

Minutes: Christina Davis shared that the minutes are still under review. John LaPointe made a motion to table the approval of the minutes, Mike Fletcher seconded. The membership will approve them at the next meeting. Motion carried.

President’s report: Shared her report (attached). An introductory letter to South Portland parents has been approved by the Superintendent. Ms. Davis discussed Bingo, Marching Band performances, and the 10/20 Home Show. Motion to accept the report made by Cheryl Ouellette, seconded by Scott Bakker. Motion carried.

Bingo report: John LaPointe reported that the Bingo lease will increase by $25 per week. In addition, taxes, dumpster cost, and microphones will cost $450 per group this year. In addition, patrons are spending less money, in particular in the sealed ticket area. A discount near the holidays would pack the hall. Lamson Family Entertainment is trying to get a license from the state as the Maine Booster Association and they want to run Bingo 7 days a week. If the Boosters continue to rely solely on Bingo for funds, our programs may be affected. In the past 6 months, the Boosters have donated $12,000 to other Booster group volunteers. He reiterated the need for trained, experienced, committed people. Motion to accept by Sue Mortenson, seconded by Debbie Farr. Discussion. Schedulers call to remind workers each week, although it can be hard to reach people by phone. He reminded members to give membership their up-to-date information. Bingo will be losing a captain and one or two schedulers at the end of the year. This is a good time to start learning these jobs – you will have half the year to get comfortable. Christina added that we are down to 2 parents scheduling. Motion approved.

VP Special Events: Mike and Cindy Fletcher reported that the Boosters provided lunch during Jean Quinn’s band camp at Memorial. 200 people attended the BBQ at the end of MB band-camp. The thanked volunteers and parents who provided the wonderful food. The reviewed the list of upcoming events. Mike Fletcher discussed the shed inventory (Board members have keys). The Home Show on 10/20 is the next big event. With 13 bands competing, this will be the largest show of the season. 40 volunteers have signed up so far. South Portland plays last so parents of students in the band can watch them perform. Family members can place ads and messages in the Program for $15 per ad. Jean and Sandy offered to send the ad forms home with students. Motion to accept the report made by John LaPointe, seconded by Pam Rowell. Discussion: The shed is actually storage facility on Pleasant Hill. Several food vendors were discussed. Motion carried.

Treasurer’s Report: Melissa Lundgren reported that she started as Treasurer in mid June and that Lee Mortenson is training her. The current balance sheet shows May thru August. The Boosters no longer have a MB credit card, and Mike Fletcher is looking into options. She requested that if someone needs a check, they contact her by email and phone, and give her advance notice. Motion to accept the Treasurer’s report made by Sue Mortenson, Cheryl Ouellette seconded. Motion carried.

Membership: Kathy Carmichael thanked Cindy and Mike Fletcher for all they did last year, and hopes to live up to their reputation. Membership forms and the updated brochure were circulated, and members were asked to update the brochure for distribution. She circulated the workshop signup form. Motion to accept the report made by Cindy Fletcher, seconded Scott Bakker. Discussion: Brochures will be available to teachers. Cindy Fletcher added that Cathy has been incredibly busy getting the Marching Band uniforms ready for the season. All in Favor.

Publicity: Cheryl Ouellette has just begun to contact people around the city, regarding publicity for the home show. She has created business cards to pass out at events with email address for pictures: spmusicpics@yahoo.com. She is working on posters, publicity, etc. Motion to accept the report made by Melissa Lundgren, seconded by Scott Bakker. If photos and notes are sent to Scott Bakker, he will update the website. All in favor.

Music Directors’ comments: Sandy Barry reported that she sees big year ahead, and the schools couldn’t do it without the Boosters. She mentioned the High School renovation project, its impact on the music facility, and the Middle School Restructuring Task Force, urging parents to stay informed and involved. Jean Quinn shared that the year at Memorial is off to a great start. National Anthem is memorized for the Home Show. She thanked volunteers for their help with summer camp. John Furman discussed the 5^th grade band signups and the instrument fair, on 9/22. Students will start playing on the 24^th. Craig Skeffington shared that Marching Band is the biggest it’s been in a while due to students from Memorial (64 students). Their first show is this weekend (Wicked). John Rimkunas thanked the Boosters for all they have done. He noted that students receiving 13 years of music in our school system create quite a legacy. Bev Hosic, reported a very start. Rosemary Osann reported a good start to the year.

Old Business

Grand Piano: Bev Hosic reviewed the history of the proposed purchase of the Concert Grand piano for the South Portland High School Auditorium. A total of $56,000 has been raised so far, with $50,000 of that coming from the Music Boosters. The money is in a special account at Central Office. Last week she received a phone call regarding a 9 foot used Steinway Grand for sale on eBay, but as the Auditorium monies are under the school department, Polly Ward would not allow the purchase from eBay. New, this piano would cost $97,000 or more. Bev decided to get on the City Council agenda to waive the bid process, but neglected to say in her letter that this money, raised by the citizens of South Portland, was primarily donated by the Boosters. She didn’t mean to not give them credit. The Superintendent has concerns regarding storage of a new piano, and the cement wall in the Auditorium is weight bearing and cannot be removed. The letter was pulled off the agenda, as a moratorium on construction is in effect until the referendum is voted on. Now the piano has been sold. The boosters discussed the necessity of a 9 foot piano, verses the current 6’8” piano on loan from the PSO. Christina reviewed last year’s letter from Steve Filio to Rosemary Osann regarding the 6’10” model B they were looking at for $66,000. Based on that email, the Boosters hoped to give a donation that would allow the immediate purchase of this piano. She suggested sending a request to the Superintendent to have the money back in return for a pledge. Members discussed the benefits of having this money available for other Booster items.

A motion to request the return of the $50,000 because there is no plan to purchase a piano in the foreseeable future and no purchase has occurred at this time was made by Mike Fletcher. (Reference: the email from Steve Filio.), seconded Scott Bakker. Discussion about the original intent of the donation. Motion carried. Members mentioned that they are still in favor of the purchase of the piano. Some felt that the referendum will cause delay and the money should be available for the boosters in the meantime.

Boosters Outing: The summer schedule filled up fast and fall is too busy. Christina recommended putting the money back in the general fund. John Lapointe made motion to put $1500 back in general fund, seconded by Mike Fletcher, all in favor.

New Business: The Marching Band proposes a trip to Boston to see the musical Wicked at the Boston Opera House. Total cost would be approximately $5,000 (coaches and tickets). Due to the short notice and need to purchase tickets immediately, a request is made to have the Boosters fund the entire amount up front, and then Cindy Fletcher will organize a fundraiser to recoup part of the money. (See attached Memo for details.) An additional 25 tickets are available to interested Boosters or parents, first come first serve.

Motion by Mike Fletcher: to provide $5,100 financial support for the trip. Cheryl Ouelette, seconded.

Bev Hosic mentioned that the boosters have funded choral trips to Boston each year. She would like to include the Chamber Singers in the trip. Craig is willing to ask students to contribute $20 each, but the time frame is tight. Members discussed the fairness of having the Marching Band go alone on this trip, as well as concerns over paying for the entire trip up front. Concerns about setting a precedent were expressed. Some members feel that the Marching Band gets a large portion of the Booster budget, others felt requests should be assessed on an individual basis. Motion on the floor to approve financial support of this trip. 11 in favor, 7 opposed. Motion passed.

Instrument Fair: motion to accept the amount of $200 Marc Galbraith, seconded by Cheryl Ouelette. Motion carried.

Publicity, annual budget of $2500, motion to accept made by Melissa Lundgren, seconded by John LaPointe, motion passed.

Membership: annual budget $1750, John LaPointe made a motion to accept the request, seconded by Kathy Carmichael. All in favor.

Petty Cash/music Department: Funds given to teachers each year for small items. John LaPointe made a motion to accept the request, seconded by Marc Galbraith. All in favor.

Computer accessories: A request for a pin drive, mouse and QuickBooks total of $300. Motion to accept made by Cheryl Ouellette, seconded by Scott Bakker, all in favor.

Wicked T-shirts for Marching Band: 100# at $15 each, motion to accept made by Kathy Carmichael, seconded by Marc Galbraith. All in favor.

Handbells: $4000, requested by Mrs. Osann. Motion to accept Melissa Lundgren, seconded by Lee Mortenson, Discussion: Rosemary Osann shared that Small and Brown schools have had handbells for 12 years, purchased by the PTA and school budget over the years Enrollment at both schools is very high, with 25-27 per class. 10 kids sitting out during class. Bigger bells much more expensive, and it would take a long time to add to her collection on an individual basis. Dyer and Kaler still at 17 per classroom. Skillin has 23-24 per class but John Rimkunas doesn’t see it as an issue immediately. Christina commented that when we gave $12,000 we wanted to be sure all schools had equitable opportunities. John R. feels that by making this purchase it would be equitable, Mrs. Osann needs more bells. Melissa Lundgren commented that it is nice to give the elementary schools something. All in favor.

In Tune Magazine: $360 Motion to accept made by John, seconded by Lee. Every month a new issue goes to the Library at Memorial, Mahoney and the High School. Thirty copies are used in piano and chorus classes. All in favor

Chorus gowns, tuxes, $1500 Motion to approve by Mike, seconded by Cheryl. Discussion: these are used for chorus and Wind Ensemble. Rephrase to say music gowns and tuxes, all in favor.

Home show, operations money. Cheryl made a motion to approve, seconded by Donna Longley. Marc Galbraith asked whether the Boosters will get money back. Mike hopes to recover most, if not all of the money. All in favor.

Accompanist: motion from the floor by Bev Hosic to accept request for funding for accompanist once a week for one hour, for a total cost of $1110. Christina explained that the Executive Board felt this request did not meet the requirements of the Board because it was supplementing a position in the classroom, and stipends are a difficult subject. Discussion: Should the Boosters pay for items related directly to the core curriculum? Not an instrument-- staff personnel. Bev explained this is a , contract service. Jean Crocker suggested the Boosters fund it this year and submit the request for next year. A one time gift of gratitude has developed into requests for stipends for people who used to be volunteers. Members discussed equitable treatment of different music departments. Bev Hosic urged people to work together, this is all one music department. The Boosters do not provide funding for staff members in a core curriculum position. They cannot have employees. In future, people will be notified of items that don’t pass the Executive Board.

Lee Mortenson asked whether the music department would need clavinovas this year as they have in past years. Bev Hosic said no, they were given three last year. Vote to accept the request for $1100 for an accompanist: 1 in favor, the motion was opposed.

Scott Bakker spoke to the floor, asking someone to send him Marching Band scores to post on the website. Kathy Carmichael agreed to do this.

The meeting was adjourned.

Next meeting: November 13, 2007 at 7:00 p.m. at Memorial Middle School. Respectfully submitted by Maggie McNeice, Secretary.