RyleBandBoostersExecutiveBoardMeetingMinutes

Tuesday,May23,20177:00pm

Boardmembersinattendance:TracyFuchs,KevinGregory,TyraLaVerneStaciHuntRamsey,DougPenixLeeCoates

Chairpersonsinattendance:ScottHill,MattHafley,PatsyFegenbush,RyanRoyse(arrivedlate)

Boardmembersnotpresent:RobinErpenbeck,MikeWebster

TracyFuchscalledthemeetingtoorderandaskedthegrouptolookovertheminutes.KevinGregorymadeamotiontoapprovetheminutes.DougPenixseconded.

TracyFuchsaddedanagendaitem.Sheaddressedtherecentsituationwithavolunteerparentwhohasbeencriminallychargedwithinappropriatebehaviorwithaminor.Tracybroughtupthatweshouldhaveaprocedureforcompletingbackgroundchecksinwriting.JoeCraigmentionedparentswhodealwiththeguard,uniforms,competitionfood,andanyoneelsewhocomesintodirectcontactwithstudentsshouldhaveabackgroundcheck.Thenewboardneedstohaveapolicyinwritingtoaddressthis.Tracysuggestedthatinadditiontobackgroundchecks,volunteers-oratleasttheexecutiveboard-shouldtakea(free)courseinhowtorecognizethesignsofchildabuse,aswellasbestpracticestoavoidbeinginaprecariouspositionwithkids.TracyaskedPatsyFegenbushtoheadacommitteetobegintheprocessofestablishingpoliciesforbackgroundchecks,andprioritizingstudentsafety.JodiMcGinnismotionedtoremovetheaforementionedcriminallychargedvolunteerbandparentfromtheBandBoosterExecutiveBoard.KevinGregorysecondedthemotion.

JodiMcGinnisofferedthefinancialstatementofactivity.Totalrevenue$226,706.41,netrevenueis$50,131.71.Checkingaccountbalanceis$53,098.70;CharitableGamingaccountbalanceis$58,322.59;Savingsaccountbalanceis$9,154.93.

TracyFuchsofferedthefundraisingupdateinRobin’sabsence.FordDriveforyourSchoolraised$3,960.StaciHuntRamseyofferedtheraffleupdate.Madejustover$6,000inprofitafterpayoutsandincentives.JodiMcGinnisindicatedthatallrafflewinnershaveallbeenpaid.Kevinmovedthatwemovethe$6,000profitfromtheraffletothesavingsaccount(restrictedfunds).JodiMcGinnistheninitiatedadiscussiontoconsiderhiringaCPAwithnoaffiliationtoRyletoconducteitheranauditorfinancialreview.KevinGregorymovedtoreducetheamountofthesavingsaccounttowhateverwasraisedintheraffle,andthenmovetherestofthemoneytothecheckingaccount.KevinalsorecommendednotmovingtheYankeeCandleprofitsintorestrictedaccountjustyet.KevinalsomotionedthattheCharitableGamingaccountneedstobebroughtdownto-andkeptat-$25,000;anythingoverthatshouldbemovedtothegeneraloperatingaccount.Thisshouldbeastandingprocedurethatdoesnotrequireamotion/votingbytheboard,thoughthemoveshouldbereflectedinthemeetingminutes.

KevinGregorythendiscussedthe2017-2018budget.Instructionhasbeengivenitsowncategorythisyear.Winterprogramsincludeguard,drumline(thisyearwillbeintheprocessofbuildingtheprogramforfutureyears),andjazzband.KevinstressedthatexpensestobepaidbytheRyleaccountmustbefacilitatedbyapurchaseorder(PO)submittedtotheschool.Theseexpensesarenotreimbursable.Mostitemsinthebudgetaresimilarandconsistenttowhatwe’vehadinthepastyear,withtheexceptionofthestatefinalshotel.StatefinalsareinLouisvillethisyear,andJoeCraigwouldliketoplantostayovernight.Mr.TurnerapprovedafulltimeAssistantDirectorpositionforRyle,andhiringisinprogress.

MatthewHafleybroughtupthatthefootballconcessionsboothneedsventilationinordertomaintaintheintegrityoftheequipment.JoeCraigwillaskMr.Turnerifit’spossibletoaddressthis,andhaveBooneCo.potentiallyaddventilation.

JoeCraigmentionedthatthereareothercapitalneedsthebandhasthathefeelsareofgreaternecessitythanthestorage.SomeoftheseneedsincludeanEflatclarinet,Basstrombone;themarchingbandneedsmoremarchingbandinstruments(i.e.mellophones).Newchairsforthebandroomarealsoneeded-propermusicianchairsthatareonecolor,supportproperbreathingandposture,andcanbestoredonracks.Whilecabinets/lockerswillimprove

securityofthebandroom,instrumentsandproperchairswillimpacttheactualperformancesofthebandprogram.KevinGregorysuggestedweexplorewhethertheschooldistrictcan/willpurchaseinstruments,orpossiblychairs.JoeCraigwillalsobelookingintoapotentialpracticelocationforlong-termgoals.

June22willbethenextexecutivemeetingandtheassociationmeetingforthepurposesofapprovingthebudget.

TracyFuchsaskedwhopaysforrepairingschoolinstrumentswhentheyaredamaged.Discussionensuedthatweshouldbechargingrentalfees-thisisfromwheretherepaircostsaredrawn.Beechwoodhasacontract(whichwecanuseforreference)forrentinginstrumentsthathaslanguageaboutwhopaysifastudentbreaksaninstrument.

JoeCraiggavetheDirector’sUpdate-thetransitionisprogressingnicely.TheannouncementforassistanthirewillbeonMay28.Leavingoneprogramandjoininganotherisarollercoaster,butthankstoallfortheirsupport.

KevinGregorymadeamotiontoadjournthemeeting;JodiMcGinnisseconded.