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Band Boosters Meeting Minutes - 1/08/2009
ROCORI
HIGH SCHOOL BAND BOOSTERS
MEETING
MINUTES OF JANUARY 8, 2009 Board Members Present:
Nora Holland, Julie
Heying, Lori Folwarski, Wayne Folwarski, Jessy Bromenschenkel, Jean
Eisenschenk, Richard Eisenschenk, Bonnie Theis, Sue Mackedanz, Kyle
Kalthoff and Melanie Thompson. Board Members Absent:
Josh Kneip, Niki Feldhege,
Gary Kloos, Danielle Jones, Molly Mitzel, Pam Beckius, Theresa Palmer,
Bryan Durkee, Hong Danner and Judy Ikeogu. Others Present:
Sheila Court, Deb Jenderseck (for Jen Jenderseck), Tony Hutar and
Ron Welter. The
meeting was called to order at 7:02 p.m. by Nora Holland, President. Secretary’s Report (Jean
Eisenschenk):
The minutes of the December 11, 2008, meeting were approved. Julie
H. made a motion to approve the December 11, 2008, minutes, and Jessy B.
seconded the motion.
Motion
carried. Principal’s Report (Joel
Baumgarten):
Mark
Johnson and Mark Jenson had no report.
All is well. Mr. Baumgarten indicated that the band and choir trips are a
big incentive, as the students want to stay in band and choir to be able
to go on the various trips. Monthly Reports: Gambling
Manager: (Sheila Court): Sheila’s December
estimates were provided to the Board as follows: Payee
Estimated
Actual Triple Crown Gaming
$
450.00 LRW
$
250.00 Sheila Court
$
438.67 260th
Storage
$
16.80 Double Deuces
$
500.00 State of MN
$
50.00 St. Joseph Meat Market
$
425.00 Misc. Expenses
$ 100.00 Ron
indicated the board will need to file a Fund Loss Report with the Gaming
Control Board.
The board will
more than likely need to cover the loss, as procedure was not followed by
the meat raffle money not being locked up.
The Gaming Control Board will want to know what initial control
measures were in place.
The
board has 60 days from the date of the incident to file a report.
We are also to file a police report.
There is a possibility that the Board may be fined because we did
not have control of our meat raffle funds. Someone
needs to talk to Jen to see what instructions are given to the bartenders. There
is a ½ hour gap between the time the meat raffle is complete and when
Jessy B. retrieves the meat and the raffle money for deposit. Ron also recommended that the raffle money be secured until
retrieved by Jessy B.
The
money must be put in a back room and not left behind the bar area. The
parents working the meat raffle can also make a deposit for Jessy if she
is not available to collect the money for deposit.
Jessy will leave a bank deposit slip in the folder with the raffle
instructions.
The parent(s)
are to complete the deposit slip, deposit the money (or take the funds
home for deposit the next day), and then let Jessy know the amount of the
deposit.
The funds must be
deposited within four (4) business days of the date of the raffle. Sheila
will talk to Jen and Jim about instructing the employees on securing the
money in the back room, and also that Jen and Jim cannot purchase tickets
ever,
since they own Double Deuces.
Employees
can purchase tickets if they are not working. A
motion was made by Lori F. to accept the Gambling Manager’s report, and
Wayne F. seconded the motion; motion carried. Accountant
Report: (Ron Welter): Ron
indicated that five pull tab games and four paddle games closed out for
December. Sheila
is in the process of obtaining the gaming license for the band breakfast
on A
motion was made by Julie H. to accept the accountant’s report and Wayne
F. seconded the motion; motion carried. Treasurer’s
Report (Jessy Bromenschenkel: Jessy B. handed out
the monthly account balance sheet as of January 8, 2009, as follows:
Beginning
Balance
$
4,549.68
Total
monthly revenue
$
1,727.54
Total
Mo. Expenditures
$
1,748.35
Ending
Balance
$
4,528.87
Money
Market Account
Balance
$
5,069.43
Trip
Money (collected)
$
30,366.75
(collected); $34,450.00 (paid)
Band
Quota Money
$
4,572.25
Choir
Quota Money
$
2,291.15
(collected); $1,609.05 (paid) Jean
E. made a motion to accept the treasurer’s report and Wayne F. seconded
the motion; motion carried. Jessy
indicated that the checking account funds are low for purposes of
distributing quota, and inquired if we could transfer funds from the
gambling account into the general checking account. Lori
F. made a motion to take $1,120 from the gambling account for purposes of
quota for students and deposit that amount into the general account, said
amount not to exceed $1,120 ($160 per month x 7 months = $1,120.) and
Wayne F. seconded the motion.
Motion
carried. Next,
there was discussion with regard to transferring $2,000 from the gambling
account to be placed into the general account to cover drumline and
winterguard expenses, not to exceed $2,000. A
motion was made by Bonnie T. to transfer $2,000 from the gambling account
to the general account for drumline and winterguard expenses, not to
exceed $2,000, and Wayne F. seconded the motion.
Motion carried. Publicity
Report (Jessy Bromenschenkel):
The Community Ed paper has the winterguard schedule listed.
It is too late to put the drumline schedule into the paper for this
year.
We will put the
drumline schedule in the Community Ed paper next year. Fall
Marching Band/Drumline Report (Tony Hutar): Drumline
is going well.
All music to
be completed by January 12, 2009.
Tony
H. to go before the school board on 1/12/09 to seek permission for the
Drumline and Winterguard to go out of state for the Dayton, Ohio,
competition.
Mr. Hutar
received approval from the principal and athletic director, but will need
school board approval. Drumline
finals are at St. Cloud State University. Mr.
Hutar indicated that the debit card purchases are going well for
winterguard. Bonnie
T. is checking with her brother who lives in the Dayton area for lodging
assistance. As
for costs for Dayton, we will need to pay for a bus driver, lodging,
tickets to get into the competition, and food. Jessy
indicated that the third payment of $175 for the Chicago trip was due on
January 7, 2009.
On the
Family Access system, there is a “Payschools” option on the Payschools
screen where parents can pay online and indicate that the money is to be
applied toward the trip.
Jessy
then receives the names of the students immediately; the money is sent to
Jessy in different intervals. Jessy
sent e-mails to the parents who still need to turn in their forms for the
background checks. The
winterguard cart for the floor needs rims and tires. Do we replace the cart, as the cart we have needs bigger
tires. Melanie
T. made a motion to purchase a new cart for the colorguard and winterguard,
and Wayne F. seconded the motion.
Motion
carried. Nora
H. and Steve H. will purchase a cart at Northern Tool and will obtain a
credit card to receive 10% off on the price of the cart. Bonnie
T. will coordinate the workers for both the drumline and winterguard
shows. Finally,
Julie and Nora will meet with the owner of Papa Murphy’s Pizza in St.
Cloud.
We will be able to
bake our own pizzas so we can sell by the slice, or sell as a whole pizza.
They will see if we can use Papa Murphy’s ovens as well. We
will sell hotdogs this year as well (Julie was able to obtain the hotdogs
for free), and we can use the school’s hotdog rotisserie. We will also sell the taco in a bag again this year, as this
is a great seller. Fundraiser
Reports: Band Breakfast:
The breakfast is March 1
at the St. Boniface Parish center.
Students
will receive 50% in quota for the pre-sale breakfast tickets; however, the
students MUST work at the breakfast.
The students will receive 80% quota for the sale of raffle tickets.
Band Discount Cards:
Julie H. indicated the band card sales are going well and students
are requesting more cards to sell. Magazine Sale:
Sara P. has requested
$208 in prizes for the magazine sales. Fruit Sale:
Jessy is waiting for information from Sherry Opitz.
We will sell fruit in February with delivery in early March. Drumline Booklet:
Jean and Rich continue to
work on solicitation of businesses for the drumline booklet.
The deadline to get the names of businesses, money, etc., to Julie
is January 15, 2009. Meat Raffle:
We are to sell the frozen meat packages first and then the fresh
packs. There
is a meat raffle on both 1/30 and 1/31.
The meat raffle on 1/31 is in conjunction with the snowmobile run
at Double Deuces. The
board reemphasized that employees of Double Deuces cannot buy meat raffle
tickets if they are working; however, if the employees are not working,
they may purchase raffle tickets.
Jen
and Jim must NEVER purchase raffle tickets, since they are owners of the
bar.
The board can lose its
license if tickets are sold to working employees or the owners. Malt Wagon:
Jessy informed the Board
that the contract for the malt wagon will be signed so we can run the malt
wagon again for the Blue Grass Festival for 2009.
No quota is earned fur this fundraiser; the money will go into the
general account.
Students
that work will receive free admission tickets to get into the festival. OLD BUSINESS: Restated
By-Laws: Ron will review the language for the Restated By-Laws. Band
webpage:
No
update from December; Hong will put minutes on the webpage. Fundraiser
Subgroup: No report. NEW BUSINESS: Liz
K. and Amber B. will put together the display case by the auditorium using
the current trophies and will blow up pictures of Brad Hamer and Mike
Danner for display; Nora indicated that she can do pictures on fabric (the
ROCORI colors) which will catch people’s attention.
The board agreed to provide Amber B. with $20 to assist her in
preparation of the display case. A motion was made by
Wayne F. to provide Amber up to $20 for Amber and Liz to put together the
display case, and Bonnie T. seconded the motion. Motion carried. Liz
K. also put together a DVD to be given to the marching band and drumline
seniors at the drumline home show, said DVD is a combination of seniors
involved in past and present fall marching bands. This DVD will also be played at the home show.
The board agreed to pay Liz K. for the DVDs. A
motion was made by Bonnie T. for the Board to give Liz K. $30 to cover her
material cost for the DVDs, assuming the cost is less than $75.
If Liz needs additional funds to cover the cost of the DVDs, she
should ask the board for more funds as needed.
Wayne F. seconded the motion; motion carried. MISCELLANEOUS: Amber
B. informed the board that 50 T-shirts were ordered from Fitzharris for a
total of $625 (11 short sleeved and 14 long sleeved). Liz K. designed the T-Shirts for the 2009 drumline season. The
next meeting of the Rocori Band Boosters is Thursday, February 19, 2009,
at 7:00 p.m. in the RHS Teacher’s Lounge.
Jean will inform Ron and Sheila of the date and location of the
meeting. A
motion was made by Julie H. to adjourn the meeting, and Jessy B. seconded
the motion.
The meeting
adjourned at 9:00 p.m. Respectfully
submitted, /s/
Jean M. Eisenschenk Jean
M. Eisenschenk Secretary
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