SHALER AREA BAND PARENTS ASSOCIATION GENERAL MEMBERSHIP MEETING MINUTES NOVEMBER 15, 2016

Transcription

1 SHALER AREA BAND PARENTS ASSOCIATION GENERAL MEMBERSHIP MEETING MINUTES NOVEMBER 15, 2016 WELCOME President Eric Hegerle welcomed everyone to the meeting. RECORDING SECRETARY Kelly Loebig Review and Approval of Minutes Eric asked if anyone had any changes to make to the minutes from the October board meeting. No changes or corrections were required. Motion was made by Tracey Hegerle to accept the minutes from the October 18, 2016 General Membership meeting. Pam Dudgeon seconded the motion. The motion was unanimously approved. PRESIDENT S REPORT Eric Hegerle Final trip cost has not been finalized yet. Hopefully this will be decided by mid December. Charms The Charms Office Assistant program is going to be tabled until January. We are still waiting for more definitive answers (from the company) to our questions we had during the presentation last month. The committee has not looked at the program since they are waiting for the answers before proceeding. George did say that they are not able to have three accounts set up and ran the way it is currently set up. The company did offer other suggestions so now they need to go back and see if these ideas will actually work. The cost of the program is approximately $300/year to purchase on our own. Review of Bylaws o ARTICLE II OBJECT Remove the word MARCHING from the statement SHALER AREA HIGH SCHOOL MARCHING BANDS and to have it read, SHALER AREA HIGH SCHOOL BANDS, ET AL since we already on some level support all of the bands, not just marching band. o ARTICLE IV SABPA MEMBERSHIP DUES Add number four, To participate in SABPA sponsored fundraisers, SABPA membership shall be required. The organization does the work to make the fundraisers happen. It s reasonable that to participate in them you also must be a member. o ARTICLE V ELECTIONS OF OFFICERS It was discussed to change the term for elected officials from a one year term to a two year term to avoid the possibility of a massive turnover of officers at the end of a year. After discussion it was the majority opinion to keep the term as a one year term since we are a year to year organization. It is hard to get volunteers and we don t want to scare people away with a two year commitment. Hopefully by having the Nominating Committee in place this will help to avoid such a dramatic turnover in the Executive Board. Add number eight The elected and appointed officers shall be SABPA members in good standing for the duration of their term. Seems logical that if you are serving on the board of an organization, you must be a member of said organization. o ARTICLE XVII DISPOSITION OF FUNDS RAISED THROUGH HEINZ FIELD/ARAMARK FUND RAISING Will strike this section completely. This section was added to the

2 o o bylaws and is date specific to year There is a new contract from year to year for this fund raiser. Will create a standard policy specific to Heinz Field separate from the bylaws. ARTICLE XVIII TRANSFERRING OF FUNDS BETWEEN MUSIC PROGRAMS The dates for such transfers need to be synchronized. The bylaws and the transfer forms have different dates and they all need to match. Transfer of funds happens twice a year; May 31 and October 31. ARTICLE XIX SPRING PERFORMANCE TRIP It was questioned if the Uniform Coordinator is REQUIRED (or a true necessity) to go on trip and if so, should they be exempt from paying for the trip. Only the positions required to be on trip (trip coordinator and nurses) travel for free. Keeping in mind that the more people that travel for free the higher the cost per student. The cost is approximately five dollars more per student for each adult that travels for free. Additionally, we are required to have someone ride in the truck with whoever is driving the truck that pulls the band trailer. After much discussion, the majority of the comments were in favor of having the Uniform Coordinator required on trip. BAND DIRECTOR S REPORT George Tepshich Honors Jazz auditions were held last night. Congratulations to the following students for being selected: o Jake Aufman (11) Drum set o Jake Matthews (12) Trumpet o Jon MacDonald (11) Trombone The PMEA District 1 Honors Jazz Band Festival will be held at Moon Area on December 9 & 10. Congratulations to the following students for being selected into the PMEA District I Band: o Jacob Matthews (12) Trumpet o Jon Brockway (11) Euphonium o Michael Chaney (11) Clarinet o Maryann Berdik (11) Flute o Cara Roth (11) Contra Alto Clarinet The PMEA District 1 Senior High Band Festival will be held at Mt. Lebanon High School on February 8 10, Congratulations to the following students for being selected into the AV Honors Band: Allegheny Valley Senior High Honors Band (Grades 10 12) o Michael Chaney (11) Clarinet o Hana LeBrew (11) Clarinet o Lauren Kenst (10) Alto Sax o Jacob Matthews (12) Trumpet o Jon Brockway (11) Euphonium o Jake Aufman (11) Percussion o Ethan Chirdon (10) Mallets Allegheny Valley Junior High Honors Band (Grades 7 9) o Zach Spondike (8) Baritone Saxophone o Jaclyn Price (8) Clarinet o Luke Franks (8) Trumpet o Adam Braughler (8) French Horn This festival will be held at North Allegheny High School on January 5 6, 2016.

3 PITT band day at the University of Pittsburgh is this Saturday, November 19. This year there are approximately 20 students participating. It s a full day event where the students will perform with the PITT band and stay for the football game. Kelly West is traveling with the group. The bus is scheduled to arrive at 10:30 am. Pep Band is starting up and will have their first meeting this Thursday. Mr. McDermott will be in charge of it again this year. They plan on doing the Powder Puff game as well as basketball games. The directors will travel to Myrtle Beach this weekend. They need to make sure that all the scheduled venues are able to accommodate our large group. After the trip George will be able to update the password protected trip website with where they will be going. The cost of the trip is currently at $ and should not change. Charms program As we already discussed, it is still being researched. Concert season All upcoming concerts are on the band website and listed in the November newsletter. George is meeting with Dr. Bryan O Black tomorrow morning to discuss the elementary concert that they ve been working on. The biggest struggle is bussing the students to the high school throughout the day. Both band and choir will perform. The concert would be for grades K 3. Hopefully it will take place on Wednesday, December 21 at the high school. Tympani Set George also will discuss with Dr. O Black about the possibility of the school purchasing the new tympani set so that the SABPA does not have to. Hopefully, they will at least be willing to split the cost between the school district and SABPA. Musical Musical announcement will be on Monday, November 21. Auditions will begin Saturday, December 3. AV Jazz Festival North Hills will be hosting it this year. The dates have not been released, it can be any time between January and April. TREASURER S REPORT Lisa Waldron October Finance Report Lisa provided everyone with a copy of the finance report for October. There is a lot of activity on the account, but nothing unusual. A lot of fundraising activity and there was one reallocation of funds. The purchase of all the water this year went through the concession stand as well as the band snacks. The possibility of a donation of a pallet of water fell through but they did donate a $100 gift card that bought 33 cases of 24 bottles of water. Orrin pulled double duty this year with the concession stand. Next year we will definitely have a hydration and 50/50 person. This expense (band water/snacks) should not come out of the concession stand profit but should be tracked separately. Motion was made by Jeanine Fafata to approve the Treasurer s report for October Karen Ricci seconded the motion. The motion was unanimously approved. Fundraising participation Lisa is tracking the number of people that participate in each fundraiser. The concept of trying to track the numbers of families participating in each fundraiser is that if only two families are participating in one fundraiser, it is not worth doing that fundraiser and maybe we need to find fundraisers that more families will participate.

4 Tax return for 2015 was sent out yesterday, Bill reviewed her numbers for her. Our revenue went down $100,000 in one year and that was predominantly from Giant Eagle. October 31 was the deadline for reallocation of funds. There was just one from choir and the check was being mailed to Lisa today. The minimum balance for the general fund discussion has been tabled for now because we have to see if the school district is going to help pay for the new tympani set. It was mentioned that maybe we need to look at trying to put some of the money we have in our general account towards the trip for the students. We have spent over $12,000 in nine months for instruments. We need to discuss as an organization where we want to spend the money. FUNDRAISING COORDINATOR Johnna Zacharias Johnna was not at the meeting. Pie sale went well sold 328 pies, about 50 more than last year. Pick up is this Saturday, November 19 from 9 10 am in the band hallway. Sarris Christmas candy orders are due Monday either in the fundraiser box or to Johnna. All clothing/decal orders are due to Johnna by the end of the school day on Wednesday, November 23. CORRESPONDING SECRETARY/MEMBERSHIP Jeanine Fafata Newsletter was sent out yesterday. Next one will be sent out in January. TRAVEL COORDINATOR Tracey Hegerle Pre trip to Myrtle Beach is this weekend to finalize all the venues for the trip. STUDENT RECORDS Shari Heller We have 16 families under budget for today s due date. Shari s address is in the newsletter as well as on the band website. Eric said Shari is updating student accounts twice as fast as in previous years. If anyone ever has a question about their account balance, please Shari. HOSPITALITY/PICNIC Lori Valentine Lori was not at the meeting. Pancake breakfast is scheduled for Saturday, March 18. The notaries will be there for notarizing the medical forms for trip. PUBLICITY/BANQUET Laurie Weidner Laurie was not at the meeting. Banquet The banquet is scheduled for May 21. The reservation form will be included in the January newsletter. The cost will be $20.50/person and we need at least 300 people to attend to have the full ballroom.

5 Publicity She will promote the Pancake breakfast scheduled for March 18. OLD BUSINESS Nothing to report NEW BUSINESS No December meeting. Eric is working on the Christmas dinner. Rumrunner s could not accommodate us so he s looking into Monte Cello s next. The next board meeting is scheduled for January 10. A nominating committee will be formed at the January meeting. Motion was made by Brenda Schafer to adjourn the meeting. Orrin Lebrew seconded the motion. The motion was unanimously approved.