Clark Band Boosters General Meeting Minutes
Tuesday, September 14, 2004 

1.  Meeting called to order at 7:05 p.m.

2.  Minutes from May 11, 2004 Band Booster general meeting were approved. Motion by Pam Mays, second by Sue Patton.

3.  Five students performed portions of their Region Jazz competition – Ryan, Anthony, Josh, Mark and Derek.

4.  Report from the Band Directors – Mr. Chuck Kuentz, Mr. Marc Telles 

A.  A form that is required by UIL for all students participating in marching band was distributed by the band directors. A signed form is required for every student and will be kept on file in the principal's office.

1. There is a parent's survey on the UIL website at www.uil.utexas.edu
    

2. Some schools have exceeded, by a significant amount, the maximum of 8 hours per week of practice set by UIL. The form is designed as a check and balance for this rule.
    

3. Clark High School does not exceed the 8 hours.

B.  The marching season is getting intense. The students have learned about half the marching contest show. The show will debut at the Taft game on September 24, 2004.

1. Students may occasionally practice in inclement weather but never in conditions that might be dangerous.

C.  The Region Jazz contest will be held Saturday, September 18, 2004 at Clark High School.  No parents are needed to work this year.

D.  Tori M., Clark’s twirler, received a 1 at the UIL region competition and  is, therefore, qualified to compete at the state competition in the spring.

5.      President – Becky Plemons

A.  Becky Plemons presented the proposed budget for 2004-05 to the general membership, as required by the by-laws. 

1. The budget is very close to the prior year’s budget amounts.
    

2. The Band Bucks income is based on 150 students paying the membership dues of $225.

   1.  Band Bucks for the  first year (last year) was $275 per student. The success of that program allowed the amount to be reduced for this year.
   
   2.  Spring trip money goes through Band Bucks.
    

3. Other revenue and expense line items were reviewed.
    

4. Trailer shed revenue reflects money received on the sale of last year’s guard uniforms ($1,400) and the guard floor ($300).
    

5. The Clinicians and Instructors expense line item is the amount paid to the 10 to 12 instructors under contract with the band to provide instruction in  guard, the clinicians that work with each instrument section every Monday and marching instructors.
    

6. Parties/Food includes all the meals and snacks except band banquet.
    

7. The budget was approved unanimously with a motion by Connie Somers and a second by Elaine Hutzler.

B.  A letter was sent home with each student regarding the spring trip to Washington D.C. Deposits were due September 10. We need everyone to adhere to the payment schedule because the band boosters must make payments to the tour company. So far, about 75 students have signed up for the trip;  normally about 100 participate. The trip is educational; the band will compete in the Dixie Festival.

1. Becky Plemons will find out whether trip insurance can be purchased.

C.  A change in the Band Booster By-Laws regarding the annual audit was presented per the requirements of the existing by-laws.  Becky Plemons read the existing clause and the proposed new clause.  Mr. Woods, Clark’s principal, agrees with the proposed changes.  The change will eliminate the need for an independent outside audit and will also establish a committee to review the financials of the booster organization, with membership that does not include those band booster officers involved in the receipt and disbursement of funds.  Committee members will be chosen after the April general meeting.

        Article VII, Section C is proposed to change 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.

Proposed change………

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.

1. The audit for school year 2004-04 for the booster organization will be done in accordance with the existing by-laws.

D.  Mary Lee, First Vice President for Fundraising

1. Cookie Dough/Kringle Fundraiser began September 3 and money is due September 20^th. Delivery will be October 7^th between 12:00 pm and 6:00 pm.  Volunteers are needed to help distribute the products on that date.
    

2. The next fundraiser – pie and coffees – will begin October 18^th with money and orders due November 1^st and delivery November.
    

3. Students do not have to participate in fundraisers. If you decide not to participate, consider helping another student who is participating by buying some of the products sold.

E.  Gloria Chavez, Second Vice President for Concessions reported that concessions are off to a good start. Signups are available for the October opportunities.

1. You earn $4 per hour toward Band Bucks when you volunteer and work concessions.

F.  Gus Belitzer, Treasurer, reported that the current cash balance is $18,414.68. The Analysis of Actual Income/Expenses vs. Budget shows a negative balance in the actual column for Band Bucks/Fundraising because a payment has already been made for the spring trip to Washington D.C.

G.  Mr. Telles reported that 20 students are participating in guard.  The winter guard season begins in February and goes through early April. 

H.  Jim Bray is the Corporate Liaison.  The materials have been ordered to construct a shed for the band trailer.  The decision has not yet been made on who will complete the construction.  A company may do it or volunteers may be asked to do it.

I.  Standing Committees

1. Membership Committee  - Karen Leach

1. Please give changes in information to the Band Boosters as they occur.

2. A form will be put on the website to facilitate this.

2. Spirit Committee – Tammy Nicholson

1. Will provide something for students after four of the football games.  Will also decorate at UIL. Parents are needed to sign up to help decorate lockers for UIL marching contest. Each parent will have 10 lockers to decorate, including their own student.

2. Will also decorate for UIL concert competition and for winter guard.

3. Provided donuts and drinks after the Gucci Bowl.

4. Provided bag of snacks and drinks to students after Homecoming game.

3. Hospitality Committee  - Cindy Castro

1. Provided food for Pool Party.

2. Helped band officers with Gucci Bowl Carnival (Pizza Sale).

3. Provided pizza and drinks for students before Gucci Bowl.

4. Provided refreshments for booster meeting.

4. Telephone Committee – Bonnie Martin

1. Calls will be made by the school’s automated phone system

   only to families that indicated that they wanted to be called.

5. Uniforms Committee – Sue Patton

1. New racks coming soon. 

2. Uniforms to be dry cleaned next week.

6. Chaperones Committee - Debi Korinchock

1. Please read information on the website regarding chaperones.

2. Everyone wanting to chaperone needs to turn in a new criminal investigation form (available on the website).

3. Everyone who signed up to chaperone will be called at some point.

7. Publicity/Web Master – Jim Lee

1. If you take pictures of band events, put them on CD and give them to Jim or Mary Lee and they will post them on the website.

8. Band Banquet Committee – Tammy Nicholson

1. Date confirmed for April 8^th at the Westin Riverwalk. The banquet has been in January in the past.

2. There will be three menu choices this year which may affect the cost.

9. Spaghetti Dinner Committee – Karen Hickman

1. Will be held February 22^nd, 2005 in the Clark cafeteria.

2. Rawlinson Jazz Band has accepted our invitation to perform.

10. Funday Sunday Committee – Becky Plemons

1. Will be held April 17, 2005 at the Leon Springs Dance Hall.

2. The first meeting of the Funday Sunday committee will be in November.

11. Directory Committee – Jim Lee

1. Approximately $1,000 collected in ads.

2. Sent to the printer Monday, September 15. Takes about a week to get them back from the printer.

3. Will distribute to students and notify parents on web site when the students get the directories.

12. Pit Crew Committee - Dean Alderson

1. All pit parents are needed to help move equipment.

13. Scrip Committee – Elaine Hutzler

1. Last year, scrips netted $5,000.

2. Keep checking the website because changes regarding merchants, products and discounts change constantly.

3. Scrip cards/certificates are not sent home with students; must be picked up by parents.

4. Next order due October 1^st.

J.  Upcoming Events/Updates/Reminders

1. September 17^th, NISD Concessions, VB @ O’Connor, Showtime 5:00 p.m.
    

2. September 18^th, 8:00 am, All-Region Jazz Auditions at Clark.
    

3. September 20^th, Cookie Dough/Kringle Fundraiser ends.
    

4. September 23^rd, 7:00 p.m., Open House/Greenback Night.
    

5. September 24^th, 7:30 p.m., Clark vs. Taft (Home) @ Farris Stadium.
    

6. September 25^th, NISD Concessions, VB @ Paul Taylor, Showtime 12:00 p.m.
    

7. October 1^st, NISD Concessions, FB @ Farris, Showtime 6:00 p.m.
    

8. October 2^nd, Capital City Marching Contest in Austin.
    

9. October 2^nd, 7:30 p.m., Clark (Home) vs. Jay @ Farris Stadium.
   (Will feed students lunch and dinner on this day.)
    

10. October 5^th, 7:00 p.m., Executive Board Meeting in the Band Hall.
     

11. October 7^th, 4:00 – 6:00 pm, Cookie Dough/Kringle pick-up.
     

12. October 8^th, Installment Payment of $125 is due for Washington, DC trip.
     

13. October 8^th, NISD Concessions, VB @ Paul Taylor, Showtime 5:00 p.m.
     

14. October 8^th, NISD Concessions, FB @ Gus Stadium, Showtime 6:00 p.m.
     

15. October 9^th, Marching Contest, TBA
     

16. October 9^th, 7:30 pm, Clark vs. Holmes (Home) @ Gus Stadium. (Will feed students lunch and dinner on this day.)
     

17. October 12^th, 7:00 pm, Booster Meeting in the Band Hall

K.      Additional Funding for the Northside I.S.D. Fine Arts Programs – Debi Korinchock

1. If you know anyone on other Band Booster organizations or on the NISD Board, please help us network with these individuals and get them educated and involved.
    

2. Mr. Kuentz discussed the issue of funding for fine arts programs from the State.  Some legislators may believe that no more funding is needed because the programs are already so successful.  This is a dangerous attitude.  We need to be outspoken about funding needs to protect existing funding as well as advocating for additional funds.

L.   First Aid Station for after-school practices is set up from 4:30 to 6:30 pm on Tuesdays and Thursdays. Please sign up to help if you can.

M.   Meeting was adjourned at 8:30 p.m.