September 13, 2005
Music Boosters Board Meeting Minutes

Submitted by Jan K. Frost, Secretary
Next meeting scheduled for October 11, 2005 at 6:00 to be followed by mandatory parent meeting at 7:00

In Attendance:

Mike Cummins, Pia Weber, Christoph Weber, David Ivey, Linda Walker, Becky Walsh, Gay Olivier-Lilley, Kaitlyn Korogy, Kathleen Hill, Susan Strong, Valerie Zverina, Jan Frost

Financials:

Susan Strong presented two Financial Reports, one through 6/20/05 (the end of the fiscal year) and another through 9/13/05. Balance $6,955.87. Approximately 27 families have paid some of the $250 recommended assessment so far; about 18 have paid in full.

Parents are to be reminded that assessments can be paid in installments; that the fee is tax deductible and receipts are available; and that participation in fund raising can offset some or the entire obligation for those with financial difficulty. Christoph suggested that reminders be made gently but often throughout the year. Previous year's participation was approximately 75%.

Susan Strong will go to Union Bank of CA to close the Band Booster's former account with a balance of $114.92.

Drum Corps uniforms have arrived except for sashes, which are expected in two weeks.

Power Unit: Not yet purchased by Mr. Cummins due to the disappearance of the base amp at the beginning of band camp. A theft report was turned in to the police, but since the Music Boosters purchased it, the school will not replace it. Several board members have access to an amp if necessary (notably Christoph and Linda.) A new amp could be about $500.

Motion by Christoph Weber, seconded by Linda Walker to authorize Mr. Cummins to purchase both a base amp and the power unit as needed up to $1,000. Motion passed.

Ice Chest: Linda suggested that the Boosters purchase a large ice chest on wheels for use at both football games and field shows since bottled water is the most convenient beverage. Linda would also like to request that another volunteer be responsible for beverages at these events to allow her to concentrate on the food. Suggestion on purchasing ice chest was tabled until a volunteer is obtained to manage the beverages. The volunteer may have adequate ice chests to use (for example, Karin Walin allowed for the use of her personal ice chests last year.) If not, it was estimated that $75 would be required for the purchase).

Food Budget:

Lunches are provided at field shows consisting of sandwiches with meat and cheese, condiments, chips, a cookie, some fruit, and a bottle of water. Linda estimates a cost of $3.25 per lunch.

Motion by Christoph Weber, seconded by Pia Weber to authorize the Food Coordinator to spend $300 per show on lunches. Motion passed.

Field Shows:

Invitations have been received for all field shows except Temecula, which is expected soon. The ASB will pay the entrance fees of $175 per show. Mr. Cummins is contacting the North Park Lion's Club to request participation in the Holiday Parade.

Truck for use at Field Shows: David Ivey has determined that the cost for truck rental and gas will be about $70 - $90 per show. He has made payment for the first show to be reimbursed by the Treasurer, but would like to be able to pay in cash for future shows.

Homecoming and Football Games:

Performance will be pre-game in class A uniforms followed by a quick change into class B uniforms before entering stands. Since a field show is scheduled for the following day, Mr. Smith has authorized the band to be dismissed as early as the end of the first quarter. Actual dismissal time will be determined once Mr. Cummins knows what the performance time on Saturday will be. The Homecoming Dance is also scheduled on the same evening as the field show. Those attending the dance can be released early provided permission is received from parents.

Linda Walker is not available to supply food during football games. Pia to provide names to Linda of other families who have volunteered for food duty.

Fund Raising:

Washington Mutual has agreed to allow the UCHS Music Program (band, orchestra, pageantry, etc) to conduct car washes on their site after the branch has closed. First car wash to be scheduled for October 8 if confirmation is received from the bank. Linda Walker has supplies. Gay to coordinate ticket pre-sales and other details. Kathy Hill to contact local paper to advertise event.

Suggestion made that Car Wash advertising specify "Band and Orchestra" to emphasis that proceeds would support the kids. "Boosters" would not be understood by the public.

e-Scrip:

Proceeds from last year have been received (see Finance Report). Pia attended a meeting on e-scrip. A coordinator is needed to liaison between e-scrip and the Boosters. Please note that e-scrip does need to be renewed yearly, and that UCHS Music Boosters needs to be specifically identified as the beneficiary of the proceeds. Kathy to put a link to the e-scrip web site on our site and to distribute the information about it to families via e-mail.

Parents Meeting

Christoph noted good turnout. Susan recapped the state of the financials. Mr. Cummins explained how assessments were to be used, and reiterated that the fees are tax deductible. Write "need receipt" on check and Susan Strong will send one to you.

Uniforms:

Class A: Uniforms maintained by Music Boosters. Accessories required are gloves, Drill Master Shoes and black socks. Students are to wear shorts and tee shirts underneath (uniforms are often changed in the open.)

Class B: Printed tee shirt (available for $10 each-to adults as well) and black pants.

Orchestra Uniform: A black dress for the females reaching to mid-calve, and a black suit (or tux) with a white shirt and dress tie for the males.

Please note that $15K has been donated by the school for the purchase of new uniforms. This is about 25 - 40% of the needed funding. Our uniforms date back to 1982, but have been fantastically maintained.

Fund-raising Ideas:

Suggestions included a picture directory of the students and maybe even with families (privacy issues must be explored), food sales, participation in cultural arts day or other food fair. It was stressed that volunteers are needed to coordinate these events.

Additional Items of Business

The lack of a lighted field except for Homecoming was mentioned. Please contact the UCHS Boosters for more information regarding this. A liaison between the UCHS Boosters and the Music Boosters is needed if anyone could volunteer.

Lots of families volunteered for Field Shows and games. If you would like to know where help is still needed, please contact Pia Weber.

Obviously, if you're reading this you already know that the Music Department's Website is UCHSMUSIC.COM.