Minutes of the April 14, 2008 GHBPA Board Meeting

David Gellene, substituting as President for this month’s board meeting, called the meeting to order at 7:01 p.m. He called for a motion to dispense with the reading of the minutes. A motion was made and seconded to dispense with the reading of the minutes, the vote passed unanimously.

Spring Awards Banquet: David gave a status on the June 2^nd Band Awards Banquet. Carrabba’s Italian Grill has been contacted about catering the event again this year and has agreed to do so. Carrabba’s indicated they will need to increase their prices. The board discussed the best way to pass the price increase on and decided to go from $7 per individual ticket to $8 per individual ticket and $35 per family to $40 per family. David reported that Ellen spoke with Hospitality today about set up. Dot Bowling and Ellen will be selling dinner tickets at the May 15 Spring Concert. Ticket sales will continue through May 23^rd. The weekly e-mail that will go out Sunday will have further details. Darren raised concerns about three issues regarding the awards banquet: (1) length of the event, (2) cost, and (3) student appreciation of the event. A lot discussion followed about these concerns. Darren is going to come up with a proposal to shorten the award time as well as different seating options. Decisions about future awards banquet formats will need to be an agenda topic at a future board meeting.

Band Director’s Report:

Mr. Kirsh Again thanked the parents who chaperoned the Spring Band Trip. Overall it was a good trip. He also thanked the Bingo Boosters for all their monetary support for which made this trip possible.

He reported that the CNU Honors Wind Ensemble Invitational went real well. He still has not received the recordings. CD’s will be available at the May 15^th concert for purchase at a minimal price of $5.00.

Jazz Festival will be held April 22 at 1:30 p.m.

He plans to distribute the 4^th quarter calendar which will show all end of year events this week. This calendar will cover band events from now through graduation. He also plans to have a “draft” first cut at the fall calendar out soon. It represents his best guess at this point.

Three quotes have been received for purchasing new percussion equipment. The best bid is with Washington Music out of Washington DC. Cost for replacing the whole percussion line is $11,672, quints/base only would cost $7,862. The board discussed the merits of both options. After discussion, Darren made a motion that no more than $12,000 be set aside from Bingo funds to cover purchasing a whole new drum line. Peter Gaddis seconded the motion. A vote was taken, and the vote passed unanimously.

Solo & Ensemble is May 12. Tri Music Honor Society members are supposed to help out with this event. Darren also reported that he needs a parent to coordinate ordering of Tri M Music Honor Society material.

Finally, May 19 is Rising Freshman Parent Evening.

1^st Vice President: No report

2^nd Vice President:

Concessions for the May 9^th Festival was discussed. When Darren originally requested concessions, he thought it was a half-day of school. May 9^th is a full day, and he reported given that school is in session, we could not start setup any earlier than noon. In addition, Darren indicated the event will be smaller than first envisioned (about 350 attendees max). The event will be from 1:30 p.m. – 6 p.m. Yvonne Beyer reported both Concession chairs work full time and would not be able to get time off from work to cover concessions. A request for volunteers was put out in the last Sunday’s weekly e-mail and several inquiries have been received. After discussion, the board decided to start concessions at noon and limit sales to inventory on hand. Yvonne was to continue to work to find someone to lead the event as well as a handful of volunteers to run the concessions.

Stacie Beasley was absent but David Gellene reported on here behalf that there are only 4 weeks left to place Scrip orders after which time Scrips will not be available until August.

3^rd Vice President:

Peter reported that upcoming games are April 25, May 2, May 16, May 30, June 6, June 20. Peter is still working on trying to get more Game Managers. He also reported the Bingo closet behind the stage needs to be cleaned out and old reports/documents properly disposed. The requirement is for Bingo records to be kept for the active year +3. The plan is to clean out the closet over the summer.

Treasurer:

Dot Bowling reviewed the treasurer’s report.

Dot reminded the board it was time to set next year’s budget—new budgets must be set 30 days prior to the Awards Banquet. The board agreed to have a meeting on April 28 at 7 p.m.

Student Accounts:

Mike Powell reported that he still needs $140 to rent scaffolding for installing the new security system.

Mike is also looking for digital pictures from the Spring Band Trip and the CNU Wind Ensemble Invitational for the band web site.

Mike also reported we have enough funds in student accounts which leaves us in the position to award several hardships if needed for the summer band camp. There is no process or committee in place to address this. Mike Powell was tasked with developing a process and bringing it forward to the GHBPA board for review.

New Business:

Peter Gaddis would like to have a discussion at next month’s board meeting the possibility of moving the GHBPA monthly board meetings to the 2^nd month of each month. This lines up better with Bingo and would enable him to have better reporting for the board meetings.

The meeting adjourned at 8:04 p.m.

The next meeting will be May 12.

Respectfully submitted

Yvonne Beyer (substituting for Pat Marcolini)