Clark Band Boosters General Meeting Minutes
Tuesday, October 12, 2004  

1.      Becky Plemons called meeting to order at 7:06 p.m.

2.      Scheduled flute ensemble performance canceled due to illness.

3.      Minutes from September 14 Band Boosters general meeting were approved. Motion by Frances Berthold, second by Frances Okolo.

4.      Reports from Directors and Board Officers

A.     Directors - Reported by Mr. Kuentz

                                                  I.      Video of the Band’s marching performance at the October 9 Harlandale Marching Contest was shown at meeting.

                                               II.      Mr. Kuentz expressed pride for the students’ hard work and progress during marching season, and for the outcome of the contest: drum majors, 1st place; color guard, 1st place; full band, 3rd place out of eight 5A bands. Said there is still work to do before UIL on Saturday.

B.     President - Becky Plemons

                                                  I.      Proposed amendment to Article VII, Section C of the By-Laws was approved. Motion made by Sharon Amann, second by Ramona Teter Lonas. Changed wording from:

Financial records shall be submitted for audit on or before June 30 of each year. The Audit Committee shall consist of the out-going President, in-coming President, out-going Treasurer and the in-coming Treasurer. A written report from the Audit Committee will be given to the Director who will take it to an independent auditor. A final written report will be submitted to the Principal of Clark High School.

to:

The President shall form an audit committee at the May booster meeting, consisting of one executive board member, one member from the general membership and an administrator of Clark High School. The out-going Treasurer shall submit all financial records to the audit committee on or before June 30. The audit committee shall document their findings in a report and submit it to the President by August 31. The President in turn will provide the Director and the Principal copies of the report and the annual tax return.

                                               II.      Clark Athletic Boosters gave presentation to Band students today following afternoon rehearsal regarding “Clark Black Out Night,” a new tradition for football game against O’Connor.

a.       Students, faculty, parents, all Clark supporters encouraged to wear all black on Friday, day of game, as well to football game Friday night.

b.      Athletic boosters donated a “Black Out” shirt to each band student, distributed today after rehearsal. Band students are to wear to Friday pep rally.

c.       Shirts also on sale for $5, Thursday and Friday during lunch periods, and at game.

d.      Everyone encouraged to express thanks to athletic boosters. Band officers will produce a thank you card from the Band.

                                             III.      Response to inquiry from September booster meeting: Travel agency coordinating Washington, D.C. trip does not offer trip insurance that provides for refund if student cancels.

a.       Information on other trip insurance providers available at www.travelinsured.com.

b.      Floor opened to discussion on whether trip insurance necessary for all band members; consensus was that it would not be necessary, and should be purchased by individually by any who wish to have it.

                                            IV.      Introduction of Brian Woods, Clark High School principal.

a.       Mr. Woods expressed thanks to the Band’s impact on students and the Clark campus, acknowledged that a quality band program requires huge efforts, and thanked the directors and parents for their ongoing efforts to the program’s success.

C.      Fundraising - Mary Lee, 1st VP

                                                  I.      Cookie Dough/Kringle Fundraiser results

a.       Total sales revenue: $12,280; profit (40% of sales) $4,912, deposited into students’ Band Bucks accounts.

b.      Top sellers:  $840, $560, $540 in sales.

c.       Thanks to all who helped sort and distribute items.

                                               II.      Next fundraiser: Pie & Coffee Sales - October 18-November 1

a.       Two separate companies and order forms for pies and coffees, but one check OK if ordering both.

b.      Delivery November 17.

c.       40% of pie sales, 50% of coffee/beverage sales go to students’ Band Bucks accounts.

d.      One free country apple pie for every 10 pies sold; one free beverage of student’s choice for every 15 beverages sold.

e.       Sales incentives for top sellers: 1st, $100 Band Bucks; 2nd, $75; 3rd, $50.

D.     NISD Concessions - Gloria Chavez, 2nd VP

                                            I.      No signups available at meeting.

                                         II.      October concessions are all booked.

                                       III.      Schedule for cross-country and basketball not available until November.

E.      Treasury - reported by Gus Belitzer, Treasurer, and Becky Plemons

                                            I.      Presented budget June through September 2004.

a.       Balances as of September 30, 2004: checking account, $31,099.11; money market account, $5,081.15.

b.      Two accounts maintained due to limited number of free deposit transactions on checking account; funds periodically transferred from money market to checking account to avoid transaction fees.

                                         II.      Band Bucks payments and trip payments schedule.

a.       $125 installment payment for Washington, D.C. trip was due October 8.

b.      Next trip payment ($125) due November 12.

c.       Next Band Bucks $75 payment ($50 for families with multiple students) due December 1.

                                       III.      Band Bucks program is doing well this year; only a few have neither paid anything nor participated in fundraisers; report cards may be held if payments not made in timely manner.

F.      Guard - reported by Becky Plemons for Judy Bray, Guard representative

                                                  I.      Winterguard is planning trip to Dallas in February 2005. Details to come later.

G.     Corporate Liaison - reported by Becky Plemons for Jim Bray, Corporate Liaison

                                                  I.      Update on shed for band trailer.

a.       Will be built in next few months.

b.      Received quote from an Oklahoma company; however, there are difficulties with getting the shed shipped to San Antonio.

c.       Looking at a local company as a possible alternative.

5.   Reports of Standing Committees

A.     Membership - Karen Leach

                                            I.      Reminded parents to inform her of any changes to contact information: address, phone numbers, email, etc.

                                         II.      Committees can contact her for updated student rosters, if needed.

B.  Spirit - Tammy Nicholson

 I.   Band hall to be decorated Saturday morning for UIL Marching Contest.

a.       Band hall will open at 7:30 a.m.

b.      Committee has been appointed to make sure all students’ lockers in both band halls are decorated.

c.       Need lots of additional help to blow up/tie/hang balloons and hang streamers.

d.      Cakes have been ordered to served when band returns from contest.

II.   Spirit items for sale tonight, including theme shirts for $15 each.

C.  Hospitality - reported by Becky Plemons for Cindy Castro, committee chair

                                            I.      Coordinated the Chick-Fil-A meals served to students and chaperones to eat in transit between Harlandale Marching Contest and Holmes game.

                                         II.      Will coordinate meals for students and chaperones traveling to Del Rio game on October 22.

                                       III.      Planning the annual Faculty-Parent Breakfast and Holiday Concert on morning of December 7.

                                      IV.      Will provide refreshments after evening Holiday Concert on December 7.

D.  Uniforms - reported by Becky Plemons for Sue Patton, committee chair

                                            I.      New uniform racks arrived; thanks to Charles Kuentz, Sr. for constructing.

                                         II.      Old racks may be purchased for $10 each.

                                       III.      Sue Patton’s son is graduating in May; will need someone to take over responsibility of uniforms next year; requires many hours and good organizational skills.

E.   Publicity/Webmaster - Jim Lee/Ramona Teter Lonas; reported by Ramona Teter Lonas and Becky Plemons

                                            I.      Plans in progress to recruit 8th grade band students for next year.

a.       Band students from Rawlinson and Hobby Middle Schools will come visit with Clark Band classes later this month.

b.      Presentations about Clark Band will be done at holiday concerts at both middle schools.

                                         II.      Photos taken by parents/students at band events always welcome for Web site; send to Jim Lee for posting.

                                       III.      Check Cougar Band Web site every day for updates.

a.       Site is frequently updated.

b.      Information not on Web site is not valid excuse for student not knowing when/where they need to be somewhere or do something for band; announcements are made in classes and at rehearsals all the time.

F.   Funday Sunday - Becky Plemons

                                            I.      Scheduled for April 17, 2005 at Leon Springs Dance Hall.

                                         II.      First committee meeting to be held after November booster meeting, currently scheduled for November 9, same night as Region Orchestra tryouts; check Web site for possible meeting date change.

G.   Directory - Jim Lee/Mary Lee; reported by Mary Lee

                                            I.      Directories arrived and were distributed to students.

                                         II.      Came in very close to budget; budgeted $700 income (after expenses) budgeted; actually made $647.

                                       III.      Extra directories available tonight for $5 each.

H.   Scrips - Elaine Hutzler

                                            I.      Next orders due November 1.

                                         II.      November and December typically biggest ordering months; suggest for holiday gift-giving to earn more Band Bucks.

6.   Upcoming Events/Updates/Reminders - Becky Plemons

A.      October 15 - Pep Rally, 8:10 a.m. (Band may march.)

B.       October 15 - Clark (home) vs. O’Connor at Farris Stadium, 7:30 p.m.

C.      October 16 - Region UIL Marching Contest at SW Stadium; Clark performs at 3:30 p.m.

D.      October 18 - Pie & Coffee fundraiser begins.

E.       October 22 - Clark vs. Del Rio at Del Rio, 7:30 p.m.

F.       October 25 - Area UIL Marching Contest at Blossom Stadium; Clark performance time TBA.

G.      October 30 - Clark vs. Marshall (home) at Farris Stadium, 2:00 p.m.

H.      November 1 - Pie & Coffee fundraiser ends; orders due.

I.         November 2 - Executive Board meeting, 7:00 p.m.

J.         November 5 - Clark (home) vs. Warren at Farris Stadium, 7:30 p.m.

K.       November 9 - Boosters general meeting in band hall, 7:00 p.m. (possible date change due to Region Orchestra tryouts)

7.   Unfinished Business

A.      Question from Ken Waterhouse about shed transportation difficulties.

 a.     Becky Plemons said price quoted by Oklahoma company does not include  delivery; size/assembly of shed a problem for standard transportation.

 b.     Will probably hire local company; price higher but includes delivery.

 c.    Additional funds may come from unused budget funds allocated to other items, activities or committees.

B.       Notice from Mr. Kuentz about upcoming end to football regular season and possibility of playoff games.

 a.    Good chance Clark may be in playoffs; means additional game(s) for band.

 b.    During playoffs, particulars about next game are announced on a week-to-week  basis with little advanced notice.

 c.    Band parents/students should be cognizant that band rehearsals and game information may be last-minute.

C.       Question from Lynn Lee about departure time for Del Rio game.

 a.    Mr. Kuentz said band would be dismissed from classes after lunch; wants to be  on the road between 2:00-2:30 to avoid rush hour traffic.

 b.    Not yet determined whether band will stay for entire game.

D.   Question from Lynn Lee about holiday breakfast/morning concert start time.

 a.       Breakfast serving begins about 7:30; band begins performing around 8:00.

8.   New Business - None

9.   Meeting adjourned at 7:58 p.m.