Date/Time: 05/08/17 7:00pm Meeting Called By: Matt Abraham, President
Type of Meeting: General Note Taker: Cheryl Deal, Secretary
Meeting Called to Order: 07:07pm By: Matt Abraham, President
Attendees
Board Members – Matt Abraham, Donnie Stephens, Cheryl Deal, Dawn Stephens, Cindy Weinfeld
Parents: Matt Deal, Kim & Ray Reese, Dave & Fiona Sokolich, Alison Posner, Dorothy Boldis, Daniel Weinfeld
Previous Meeting Minutes Approval
Discussion: Prior meeting minutes reviewed by attending board members and approved unanimously.
Motions: For approval – K. Reese, Seconded by C. Weinfeld
Director's Report J. Grossnicklaus
• Thanked everyone for coming out to Spring Concert.
• Expecting final DC Trip itinerary and some paperwork from PACE Travel within a week.
• SNN will be coming to tomorrow’s rehearsal to do a story on our trip and need for help. Director will also be doing an interview with WENG this week.
• School owned instruments will need to be turned in for District inventory on Monday, will be returned to students on loan for parade/summer by next Thursday.
• Exams will be last week of school, starting with 7th Period on Monday and on down from there.
Discussion: None
Motions: None
Action Items: None
President's Report Matt Abraham
• Thanked the Board for a great year and is excited about the upcoming trip to DC.
• Did not ever receive a response from WINK news about doing a story on our trip, but feels the Boca Beacon and Englewood Sun articles have really helped generate some much needed last-minute funds to help students.
Discussion: None
Motions: None
Action Items: None
Vice President's Report Donnie Stephens
• Feels we had a good year and all of our events, including the Car Show, went very smoothly.
Discussion: None
Motions: None
Action Items: None
Treasurer's Report Amber Craft
Treasurer was not present, but submitted her report as detailed at the Executive Board Meeting on 05/03/17.
Account Balances: Operating - $9,403.53 Internal Bookkeeper: $4,428.38 Reserves Acct: $4,216.81 Trip Acct: $4,234.77
• Treasurer reported that money from GoFundMe has not yet been transferred to Trip account and a reduction of $1,179.53 should be made to operating account balance and added to Trip Account balance. All funds from this source will deposit here daily and need to be moved accordingly.
• Letter accompanying Boca Grande Women’s Club donation of $4,000 indicates it was intended to assist with student band dues payment. This donation will need to be transferred to the Internal Bookeeper Account as per budget categories, so please be mindful to regard each balance accordingly
• There have been some additional income items not on this report and not yet posted to accounts that have been received:
v Proceeds from Stone Crabs baseball game ticket sales & 50/50 plus donations
• $1,000 donation from Stone Crabs to Trip $1,570 donation from Berry family to Trip, $200 donation to trip
Discussion: None.
Motions: To accept Treasurer’s Report Motion to Accept: C. Deal, M. Abraham.
Action Items: None.
Secretary's Report Cheryl Deal
• Since we have no more Executive Meetings this year, the minutes from the 05/03/17 meeting for this Board
• will be submitted at the first Executive Meeting of the 2017-2018 Board for official record and posted to the
• website immediately.
Discussion: None.
Motions: None.
Action Items: None.
Colorguard Liaison’s Report Dawn Stephens
• Thanked everyone for coming out to the Guard Showcase on the 25th and felt there was a very good turnout for a first-
time event. The Guard enjoyed sharing their solos and duets and would like to make this an annual event. $60 in
donations toward DC trip were a nice bonus.
Discussion: None
Motions: None
Action Items: None
Volunteer Coordinator’s Report Cindy Weinfeld
• Thanked everyone for a great year.
Discussion: None
Motions: None
Action Items: None
Fundraising Chair's Report Kathy Abraham
· Was not present at this meeting due to being out of town, but sent her thanks via the President for everyone on the Board for a great year and many thanks for all of the help she received with fundraising this year.
Discussion: None.
Motions: None
Action Items: None
Old Business
I. Unfinished Business
a. Scholarships Awarded
• President reported that 2 scholarships were being given out tonight for $400 each to Amir Diab and Hanna Guzik. Hopefully more students will apply for one next year.
b. Stonecrabs Game Night Results
• Secretary reported that approximately $300 was collected in 50/50 and donations at the game, to be added to ticket sales profits. We paid $1,122 to Stone Crabs for tickets purchase, $720 was received in payment from band families for tickets, and we should be receiving $566 back from Stonecrabs for our portion of the profits. Net profit from all should be around $500.
II. DC Trip Details Update
• The Board went through items needing addressing in regard to the trip and determined the following items/actions as solidified plans. The departing Board will honor its commitment to follow through and resolve all aspects of this trip by re-forming as a Committee under the Chairmanship of the Director, Mr. Grossnicklaus. Amber Craft will serve as “Acting Treasurer” to handle finances for this trip and will transfer over all information and records to the newly elected Treasurer on or before July 30th, 2017.
a. Upcoming Meetings
1. DC Trip Committee – 05/22/17 at 6:30pm at End Zone Restaurant
· This meeting will include all departing Board, Medical Team and Parent Chaperones
2. All Travelers Meeting - TBD Early June
· This meeting will be scheduled once the Director and Medical Team has all necessary info prepared.
b. Accounts Update/Number Traveling.
· We have 86 Travelers total, versus our initial quote for 90. There will be a price change of an additional $10-15 per person, but the Boosters will absorb this costs so price does not change for anyone.
· Bus sizes will be 55 passenger, so there will be some extra seats which should keep everything nice and comfortable.
c. Application of Lump-sum and recent donations
· Board is totaling up assistance needs and donations and should be able to transfer all funds to PACE Travel within the next couple of weeks. Any leftover funds will provide spending cash to students.
d. Planning Meeting Held With Medical Team
· Meeting was held with Medical Team to discuss needed health forms and how illness would be dealt with on trip. Necessary forms and information will be coming home and offered at a meeting soon.
e. Trip T-Shirts
· Shirts have been priced at $5.25 - $7.85 for 2XL & up. We will be doing 2 for the days we are in DC, 3rd day kids/parents will be wearing Show Shirts.
f. Sponsor Banner
· List of Sponsor names for this is being compiled now. Takes 2 weeks to get printed.
Q & A
• Daniel Weinfeld asked at what point Board was planning to stop making efforts to obtain scholarships for students and activate a final cut-off date for the trip. His concern centered on the possibility that we would not meet quoted number of students and have a last-minute price increase to impose on families.
• President stated that after April 18th, we would have final numbers on students wanting to go, no more sign ups after that and he was hoping that by May 1st we would know with certainty where we would be in terms of potentially funding those who need assistance.
• At this time, Director has spoken with PACE and if we can keep the number we have signed up now, with removal of 2nd Director’s package, they do not anticipate a need for price increase prior to last payments.
Q & A
· Parent asked what the plan is for the parade in case of rain and what provisions the band would be making for this. The Director reviewed the recent info he received from the parade organizers and stated that in case of severe weather, the parade would be canceled. He assumes that in case of light rain without lightning, the parade would continue. We will have chaperones walking in the parade carry a few ponchos for the woodwinds section.
I. Next Steps In Travel Process
a. Medical/Other Forms out to Students
· Paperwork will be distributed at Marching Rehearsals and should be due back from students in about a week and a half.
b. Student Room Sign Ups
· Will begin soon, students can sign up with friends but Mr. G. will have final say.
c. Chaperones
· Chaperones with a child on the trip will be assigned to their child’s group. Chaperones will be working in pairs, with10 students between them.
d. Bus Plans
· Buses will be co-ed until there is a reason for them not to be. If there is an issue, students can be placed on separate buses as there’s plenty of room.
e. Uniform Re-Sizes/Checks for Fit
· Scheduled to begin May 23rd at rehearsal initially, but being moved up to end of this week and next. To be completed by the 23rd instead.
f. Recommended Packing List
· Coming from Mr. G. soon, travelers will be allowed 1 suitcase, 1 small carry-on bag.
g. Luggage Inspection Plans
· On-site inspections will be done on day of departure.
h. Equipment/Instruments
· All instruments will be receiving a nice new, hard plastic tag prior to the trip.
i. Full Final Itinerary
j. Coming within the next 2 weeks, will be distributed right away.
Announcements: None.
Date of Next Meeting: DC Trip Committee Date, Time, Location: 05/22/17 6:30pm, End Zone Restaurant
Meeting Adjourned
Motion to Adjourn By: M. Abraham Seconded By: D. Stephens Time: 8:02pm