Chopticon High School Band Boosters Executive Board Meeting August 19, 2008 Call To Order The Executive Board meeting was called to order at approximately 6:30 pm by Band Booster president Jerry Brown. The Executive Board members present were: Jerry Brown, Geoff Westbrook, Ellen Emmart, and Mary Hayden. New Business Mr. Brown began by stating that Mrs. Berger has resigned as the chairperson of the fundraising committee effective immediately. He shared the email she sent to him explaining why she has decided to do so. All were in agreement that irregardless of what has happened Mrs. Berger is an asset to our group and that we hope she will continue to be involved in some capacity. It was agreed that Mr. Brown will call and speak to her. Mr. Brown will ask Mrs. Berger to finish out the crab raffle. In the meantime, there is a fundraising committee meeting scheduled for this Thursday night. All board members who can will attend to help cover this meeting in the interim. Mr. Westbrook noted that Mary Ann Scott might be interested in taking over this position. While on this topic Mr. Brown stated that he has spoken to Mr. Burroughs and the executive board is permitted to send emails to parents without prior authorization from him. Mrs. Hayden brought up the marchathon and the invitations to dignitaries. It was agreed to follow the list of dignitaries from previous years and that rather than ask them to speak in the invitation we will see who comes and handle it from there. Mrs. Hayden will prepare the letters and send to Mr. Brown for final review. The goal is to get the letters mailed by Friday August 22nd allowing two weeks notice. There was then some discussion of events and fundraisers for the future. A long term goal the board would like to see happen, possibly next school year, is for our organization/school to host a marching band competition. In the short term Mrs. Emmart suggested that we use the one free Saturday we have left (September 13th) to hold another car wash – this time at Papa John’s in Leonardtown since the manager there is so enthusiastic. It was agreed that we will take a poll to see if there is interest in doing so. Mrs. Emmart noted that she has received the annual bill for the liability insurance policy and that it is due in September. The bill is for $350.00 and it will need to be approved for payment at the next full meeting of the boosters. There was then discussion of the Atlanta trip with regard to what equipment, etc. needs to go and how we will be hauling it. It was agreed that Mr. Westbrook will arrange to look at the car trailer being offered for use by Tracilyn Brown. It was further agreed that Mr. Westbrook and Mr. Brown will sit down and talk to Mr. Burroughs regarding the space needs for the Atlanta trip. There was additional discussion of the trip in terms of chaperones with it being agreed that Mr. Burroughs needs to hold a chaperone meeting for the Atlanta trip. There was a discussion of how the money raised this year has been accounted for in terms of going into a general fund for the boosters versus going into individual accounts. Ideas discussed included having all funds go into a general fund and having funds after individual goals are met going into a general fund. It was agreed that after this year we may want to rethink how we store the funds raised and how fundraising money is split. There was a discussion of future big events the board would like to see the band participate in. One is the inauguration parade. Another is the Macy’s Thanksgiving Day parade. Mrs. Emmart noted that the application for the Macy’s parade is due March 15th. There was then discussion of the current status of the booster organization in terms of being a registered non-profit organization. Currently the boosters are not a non-profit organization. This status was allowed to lapse under the previous board. It was agreed by all that we must fix this as soon as possible. Mrs. Emmart has researched the topic and distributed information regarding how to form a non-profit organization. After some discussion, Mr. Westbrook agreed to take on this task. He will review the information and start working on completing the 501(c)(3) forms. It was noted that we will need an employer identification number (EIN). It will be researched whether we can use the previously assigned number when the organization was a registered non-profit. For now we have been using the school’s tax exemption number. When looking through the paperwork while sitting there, it was discovered that in order to proceed with the application we will need to have a current set of bylaws. While it is necessary to proceed with adopting the proposed new bylaws anyway, this then makes that all the more urgent that we do so. It was agreed to hold a special meeting to adopt the bylaws on August 26th at 6:30 p.m. in the band room. There was then discussion of how the full booster meetings have been going and it was agreed that we need to start making up agendas for the meetings and keeping the group focused and not having numerous conversations at once. The agenda will be prepared by Mr. Brown prior to the meetings. Mr. Westbrook shared his agenda from the last meeting and Mrs. Emmart shared a sample agenda from Roberts Rules of Order with Mr. Brown. The next regular meeting is scheduled for September 3rd at 6:30 p.m. in the band room. It was agreed that at that meeting we will be clear on how the meetings will operate from that point forward. It was also agreed that we would ask Mr. Burroughs to hold the Atlanta trip meeting that has been requested in conjunction with our meeting that night. There was discussion of how to reduce the costs for the students when we travel to competitions. It was agreed that we will take a grill and do a cookout similar to what we did last year as often as possible, provided the facility permits us to do so. Mrs. Emmart mentioned that there was recently a fee charged on the checking account because it did not maintain the required minimum balance. Apparently, our checking account requires a minimum balance of $2,500. Now that she is aware of this Mrs. Emmart will bear that in mind in the future. This information was not shared with her by the previous treasurer. Adjournment The meeting was adjourned at approximately 8:00 p.m.