Orchestra Booster General Membership Meeting Minutes

August 17, 2010

Members in attendance: Board officers: Lori Stillman, Melinda Engelbrektsson, Eric Engelbrektsson and Barbara Ryan as well as committee members.

Call to Order: A quorum of committee members was established and the meeting was called to order at 7:38 pm. A motion was made to approve the minutes from the May 12^th and June 5^th meetings. The motion was seconded and carried.

President’s Report:

• Thank you to Melinda and Eric for hosting the meeting this evening.
• Lori requested introductions of all participants and welcomed the new committee members. A new committee roster will be completed and distributed.

Vice President’s Report:

• Melinda stated there had been 3 committee positions open. She noted that Susan Zweig has agreed to chair Publicity. Melinda asked if we knew of anyone that is available to fill the following positions or to job share.
• Tag day – Sept 11^th – requires a little coordination and the volunteer should be a high school parent. Their responsibilities include advertising for this event, going to classes for sign up, and coordinating food for the event. Sarah will help by talking to students and signing them up. Food coordination should involve donuts and juice/coffee. Food reimbursement would occur that day.
• Patron Position.

• Melinda discussed the forms for students for the upcoming school year. Eric is working on making the forms available to be filled out on line.

• Melinda will attend Stallion Stampede collecting forms and money.

Treasurer’s Report:

· Ended the year with more money than projected. There is $3,900 in student accounts. Students receive a portion of fundraising money through the year. These funds can be used for uniforms, instrument rentals, fees, trips, etc. The balance in graduating senior’s accounts is transferred to the general fund account or to a sibling entering or currently in the orchestra.

· Any new expenses need to be turned into Eric along with a receipt. A discussion occurred on how to receive tax exempt purchases. In addition to the tax exempt letter, payment in cash or by the Orchestra debit card is the only way to receive the tax exemption.

Director’s report:

• Sarah mentioned that Judy has revamped the web site and stated it looks awesome. Please go to the website and verify your email address.

• Sarah will be holding a Bass camp for four days next week. This is for rising 8^th and 9^th graders only. Interest is low. Parents like the idea but it is tough because of summer and many activities are still planned. Currently there are three participants. This program may be postponed and reintroduced during the school year.

• 7^th grade orientation will take place on Aug. 26^th from 6:30 – 8 p.m.

• Sarah requested consideration for field trip scholarships. Other schools, such as McLean, have similar programs where the boosters subsidize the cost of the trip if the student is actively participating in fundraiser events. Members discussed whether the organization could financially support this potential need. A recommendation was made for money left in senior’s accounts to be redirected from the general fund to a new scholarship field trip fund. We will discuss this open business in future meetings.

Committee Reports:

Uniform Committee:

• Uniform fittings will take place on the 24^th from 2 – 4 pm, the 26^th from 6 – 8 pm and during Stallion Stampede on the 31^st from 5 – 7 pm in the orchestra room. We ensured there were 2 – 3 volunteer parents to help in each session.

• Approximately 6 uniforms have been donated. The uniform sales blog is up and running – Thank you Judy! If you are interested in selling an old uniform, or want to purchase one, please visit the blog.

• Judy will provide login and password to Lynn so she can manage the blog site.

Concert Support Committee: - Nothing to report for concert support.

Awards and Banquet Committee:

• The banquet was a success and it was well attended. Leftover food first went to a church youth group and then to the local fire station. All were very appreciative. We will remember the fire station for future donations.

Fundraiser Committee:

• Abby will not be able to attend the two uniform fittings. Several students will attend and help sell spirit wear.

• We discussed whether to order new spirit wear. Lori mentioned in two years the school name will be changing and we have not heard the official name of the high school. We will try and sell current supply before any new orders are placed.

• The Car wash fundraiser is on the calendar for October 2^nd. The full calendar is in the handbook Sarah sent earlier this week.

Volunteer Committee

• Jan would like to start coordination for pie and cookie dough sales, but is difficult to pledge volunteers without set dates. Sarah has been trying to coordinate with the band since they lead these fundraisers and does not yet have solid dates.

Webmaster Committee:

• Judy will update the calendar and update the Korean letter on the website. Judy has done a great job working on the new website.

• Judy mentioned the PTSO has added Paypal to their site so parents can register and pay on line. She can do the same for Orchestra if we decide to use this approach.

Old Business:

• Cello and bass repairs have been completed.

New Business:

• The two vacant committee positions were mentioned again. Please get the word out so these positions can be filled.

• Stallion Stampede- August 31^st, from 5 – 7 pm. Help will be needed. Judy and Carol will attend and help as needed. Lynn and Megan will support uniform fittings, Jan will attend for Volunteer signup.

• Tag day – Melinda has been working on an info sheet that can be turned into a flyer. Melinda asked for a flashing hot button on the web site that can take viewers to tag day sign up, or any future hot item. There were discussions as to the shifts and number of drivers needed. Lori will contact the Band President and learn who the Band Tag Day rep is so we can begin coordination efforts.

• Senior Regional auditions are Monday, October 4^th and Susan Padilla will be handling this event. These auditions are open to Northern Virginia and include Band, Percussion, and strings. It is similar to All State auditions. The Boosters will run concessions throughout the afternoon and evening. We will also need runners to take musicians from the warm-up room to the audition room.

• We need to reserve 20 audition rooms for this competition. As soon as school is out, the audition rooms need to be outfitted with recording devices, tarps to separate judge and student. It will be a hectic time.
• We will need a hospitality room for the judges who will be on site from 3 – 9 pm. Judges will not be able to leave their audition room. Meals will be provided and brought to the judges. Melinda suggested Subway as an option.
• Concessions will require parent involvement.

• Purchase of case straps and cello bows – Lori will need to coordinate with Sarah. . There is money in the budget for this. The issue is that some students don’t take instruments home because they don’t have the support strap on the case.

• Lori provided an update on Joy Yi. She and her mother are buried at Fairfax Memorial Park. Lori read a letter from Immanuel Bible Church thanking the Orchestra Boosters for the numerous contributions that were made to assist the family in this tragedy. A special thank you went to Sarah for coordinating with the church so that students could participate in the memorial service.

• Next meeting: Typically we meet in October prior to the concert. However, we discussed meeting in September to plan for the October 4^th fundraiser. Members will be notified of the meeting date and time by e-mail.

Adjournment: A motion was made, seconded and carried to adjourn the meeting. The meeting adjourned at 8:40 pm.

Respectfully submitted by Barbara Ryan, Booster Secretary.