SPRUCE CREEK HIGH SCHOOL MUSICAL PERFORMING ARTS ASSOCIATION

SPRUCE CREEK HIGH SCHOOL MUSICAL PERFORMING ARTS ASSOCIATION

General Meeting September 2, 2008

Call to Order: 7:00 p.m.

Susan MacKenzie, President, welcomed everyone.

Pledge to the American Flag

Susan MacKenzie requested correction to August 12, 2008 meeting minutes.

At bottom , page 2 – last line should read NEXT ~~BOARD~~ GENERAL MEETING TUESDAY, SEPTEMBER 2, 2008 – 7:P.M.

Motion to Approve – Jan Albert

Second – Lynn Kindy

Passed unanimously

Treasurer’s Report - Terri Karol reported the cash balance was $44,579.24. A separate SCRIP account was opened at SunTrust Bank – “My Cause”. Band fees need to be collected. Final football ad credits will be posted. Get band fees in so that we can run the program as it should be run. Football ads way under budget. $9,000.00 ($4,500 impact to general funds) First SCRIP order placed – more on this later. Call Terri with any questions you may have on student accounts. E-mail address is T.Karol@cfl.rr.com
Band fees need to be paid by September 15^th. After that date, obligations will be made with the front office. See Band Directors or Terri for payment arrangements.

Terri explained the need for the Amendment to the By-Laws – Amendment to Article III - Section 5 B and Section 5 D to the By-Laws. This change was suggested to alleviate the need for two signatures on checks while increasing the internal review of all monthly expenditures

Section 5

B. Vice President. The vice president shall preside over the ways and means committee. The vice president shall review the financial information provided by the treasurer each month. In case of the extended absence, disability or resignation of the president, the vice president shall assume the duties of the president. The president shall designate the vice president as his representative to act in his stead in the event of a temporary absence of the president.

D. Treasurer and Assistant Treasurer. The treasurer and assistant treasurer shall receive all monies of the association, and pay out funds only as authorized by the band directors and approved in the annual budget. The assistant treasurer, or the president, vice president or secretary in the assistant treasurer’s absence, shall sign all checks drawn on the treasury of the association. The treasurer shall keep an accurate record of receipts, expenditures and students accounts, and present the financial information to the vice president for review. shall pay out funds only as authorized by the board of directors. The treasurer or assistant treasurer shall sign, with the President and/or the vice president, all checks drawn on the treasury of the association. The offices of treasurer and assistant treasurer may be bonded in an amount determined by the board of directors. The treasurer shall also present a statement of account at every meeting of the association and at other times when requested by the board of directors and shall make a full report at the annual meeting. The statement of account may be hand written or typed and a copy shall be given to the president. The treasurer’s accounts shall be examined annually by an independent auditor licensed as a Certified Public Accountant or by an auditing committee of not less than three (3) members, who shall be satisfied that the treasurer’s report is correct, and who shall sign a statement of that fact at the end of the report. The board of directors shall appoint an ad hoc ~~auditing~~ committee at least two (2) months before the annual meeting.

The amendment to the By-laws was read by those attending and Dave Bubb questioned the removal of the following: “The offices of treasurer and assistant treasurer may be bonded in an amount determined by the board of directors”, from Section 5D.

It was discussed that the bonding language should stay in and this amendment would have to be voted on next month. The corrected and revised amendment follows:

Section 5

Football Program – Cindy Berdeguez reported that Anthony Malena was busy at home working on the football ad program Jill Matthews will sell programs at events. Jill has a list of helpers. Football program under budget by $9,000.00 this year. Discussions followed on several reasons for the decreased sales. Suggestion to better document and update information on businesses not choosing to participate in program. Several band members encountered problems in this area this year. This needs to be addressed for next year.

SCRIP - Noreen Kearn reported that the first order for SCRIP had been received. $2,530.00 in family orders and $2,255.00 in readily available cards for a total of $4,785.00. There were 11 participating members this month. Profit $393.30 Split 85/15 = General Fund $334.30 and Student accounts $59.00 Order forms will be available in the band room and on the band website. Order by the 15^th of the month for delivery at the next booster meeting. Limited supplies of select readily available cards were available for purchase after the meeting.

FSU Band Day –Susan MacKenzie stated that there were 118 signed up to travel, Saturday, September 13, 2008 - adults and students. There was still time to sign up – deadline Friday, September 5^th. Three busses going. E-mail Mr. Kidd. Funds slow coming in. $33.00 per person. Box lunch choices - Pizza or Chic Filet . Send in payment.

Staffng – Lynn Kindy has Lori Figgins as assistant this year. Still a few Volunteers in Public Schools (VIPS) clearances needed yet. Lynn had made calls to those chaperoning for Friday night. Anyone new to the school needs to complete a VIP form. No siblings permitted to ride bus if you are chaperoning. Lynn passed around clipboards for September 26^th game and October 9^th homecoming game. All chaperones wear black polo and khaki slacks or shorts. We are NOT attending Sanford away game-Friday Sep. 19^th.

Field Crew - Jerry MacKenzie explained the duties of volunteers within the field crew. Help students load and unload the trailer for each performance. Wear orange t-shirts, transportation by truck – balance of crew follows in own vehicle. Eleven currently signed up. More than enough.

Pancake Breakfast – Dorrine Dalley talked about the upcoming pancake breakfast Saturday, October 18^th at Aunt Catfish’s. Once again tickets will be assigned to all students. Will attempt to get everything donated. Profits will be split 50/50.

Directors Report - Mr. Butler took a break from the action on the field to address the group. Students are doing great job. If student does not attend Wednesday practice, he/she will not march on field at game that week. They will sit in stand and attend game but not participate in field show. Wanted to make certain that all parents were aware of this rule. Missing any rehearsal should be pre-approved. We have the best band in the county / state. Motto for band – “If you are early, you are on time – If you are on time, you are late.” Thanks parents for getting them here early. All students were asked to bring in one ream of paper. Budget cuts this year band received only $200, not $2,000. Tomorrow the syllabus and handbook pages are to be returned to class. Blank cassette tape needed by Thursday. Play tests and written tests given. The students are being held more accountable.

All –State auditions will be held at Millennium Middle School on September 20^th.

First two show numbers are done and will be performed on Friday, weather permitting. They are all doing a really nice job.

Europe 2010 – Brochures for the European Concert Tour – March 26–April 3, 2010, (Spring Break) Travel to Netherlands, Munich and Salzburg– Cost - $2,200.00 were passed out to all attending. The tour agreement was briefly reviewed and all were asked to take it home and study its contents. David McGuffin’s Exploring Europe, Inc. is the tour company in charge. We are awaiting School Board approval before any fundraising can begin. Approval is expected by the end of the month. Current seniors ’09 have been invited to travel. All should read and send the completed contract with a $150.00 deposit to the address listed in the brochure.

There being no further business, the meeting adjourned at 8:30 p.m.

Respectfully submitted,

Noreen K. Kearn

Secretary

NEXT General MEETING TUESDAY, OCTOBER 7, 2008 – 7:00 P.M.