Minutes from Kailua Intermediate School Band Booster Meeting
Feb. 1, 2010 KIS Band Room
The meeting was called to order at 7:30 p.m. Present were: Kristi Kusunoki, Laura Sueda, Cheryl & Steven Sonoda, Loreen Farr and Stacye Gallo.
The Secretary’s minutes from the meeting on Jan. 25 were reviewed and approved.
Treaurer’s Report:
Bill Tiffany was unable to attend the meeting. He will send board members an update on the account by e-mail. Cheryl informed the board that we will need to pay taxes on the funds raised from the Hot Dog/ Chili Dinner and Bake Sale held during the Winter Concert. So Bill will need to subtract that amount from our earnings before he tallies our funds for the trip to Anaheim, she said.
Upcoming Fund-raisers:
· Pizza Hut & McDonald’s--Kristi is checking into organizing events at these two restaurants. With both of these, families are encouraged to buy food at the restaurant on a specific day. The band will receive a portion of the proceeds. Customers must indicate that they are ordering food to help support the Kailua Intermediate School Band. Cheryl said that when the Kailua High School Band held their fund-raiser at McDonald’s, the students were asked to help with jobs, such as wiping down the tables—but not preparing food. Steven said a local soccer team he’s familiar with had great success with their Pizza Hut fund-raiser. About 30 families participated, and they made a lot of money. There are some restrictions: With McDonald’s orders must be placed inside—not at the drive-through window; and with Pizza Hut, orders must be picked up—not delivered.
· HI-5 Recycling Day & Rummage Sale--Sat., Feb. 6, from 8 a.m. to noon
The events will be held in the Kailua Intermediate School parking lot. Helpers are needed Thursday, Feb. 4, from 3:30 to 5 p.m. to sort, organize and price items for the yard sale. Kristi said she has asked the students to remain after rehearsal on Thursday to help with these tasks. Funds raised through this HI-5 Recycling Day and Rummage Sale will be used for the trip to Anaheim.
· 7-11 Coupon Books—Kristi reported that about 50 of the 7-11 Coupon Books are still available. Rather than lose money on them, she recommended that we try to sell the books at Saturday’s Rummage Sale to recoup the cost. All students have turned in their money from the coupon book sales. Kristi has asked Bill to prepare the final numbers by Monday, Feb. 8, so she can see how much each student has in his or her account. For students who are traveling to Anaheim, this money will be used to reduce their trip costs.
· Harold K.L. Castle Foundation Windward Youth Leadership Fund—Laura reported that we should receive feedback on our application in about three weeks.
Upcoming Activities:
· Joint Rehearsal with Kailua High Band—Sat., Feb. 13, 10 a.m. to 1 p.m.
Students will rehearse at Kailua Intermediate School in preparation for the joint concert on Feb. 16. Kristi said that our students know they should bring food for the potluck lunch. (The high school students provided lunch for everyone when they hosted a similar practice at their school on Jan. 30.)
· Windward Mall Concert—Thursday, March 11
So far, one person has volunteered to transport equipment, Kristi said. More volunteers are needed to move instruments and stands to the mall. Board members agreed to make calls and send e-mails to get help after the Feb. 16 joint concert.
New Business:
· Penalty for Trip Cancellations--Kristi said the agent from Seawind Travel recently informed her that they were going to have to pay quite a lot in airline cancellation fees because so many people dropped out of the trip to Anaheim. The agent said that it’s normal to have a few cancellations. However, with our group, a lot of people who initially signed up and paid the $25 deposit cancelled their plans before the first payment was due. Those who cancelled by that date were refunded their deposit. Now the travel agent is facing a substantial penalty from the airline. Kristi asked the board to consider how to handle this situation.
Kristi suggested that since we allotted $550 for the Disney Concert Hall tour, but that the agent subsequently found a free tour, perhaps we could use that money to reimburse the travel agency for the airline penalties.
The board requested that Kristi ask the agent exactly how much they are facing in cancellation fees. Once we know the figure, we can make an informed decision on how to proceed. The board also recommended that we:
o Increase the amount for the deposit next year, and consider making it non-refundable, to cover such cancellation penalties;
o Meet at the end of this year to discuss the Anaheim trip, record lessons learned and make recommendations for future trips; and
o Review the amounts earned through various fund-raising activities this year to provide realistic expectations of how much we can contribute toward travel costs next year.
· Tips for Trip--Kristi said the price of the trip includes tips for the bus drivers. However, there will be an additional cost of $2 to $3 per day for housekeeping. The board agreed to use $140 from the emergency fund to cover housekeeping.
Other:
Feb. 1, 2010 KIS Band Room
The meeting was called to order at 7:30 p.m. Present were: Kristi Kusunoki, Laura Sueda, Cheryl & Steven Sonoda, Loreen Farr and Stacye Gallo.
The Secretary’s minutes from the meeting on Jan. 25 were reviewed and approved.
Treaurer’s Report:
Bill Tiffany was unable to attend the meeting. He will send board members an update on the account by e-mail. Cheryl informed the board that we will need to pay taxes on the funds raised from the Hot Dog/ Chili Dinner and Bake Sale held during the Winter Concert. So Bill will need to subtract that amount from our earnings before he tallies our funds for the trip to Anaheim, she said.
Upcoming Fund-raisers:
· Pizza Hut & McDonald’s--Kristi is checking into organizing events at these two restaurants. With both of these, families are encouraged to buy food at the restaurant on a specific day. The band will receive a portion of the proceeds. Customers must indicate that they are ordering food to help support the Kailua Intermediate School Band. Cheryl said that when the Kailua High School Band held their fund-raiser at McDonald’s, the students were asked to help with jobs, such as wiping down the tables—but not preparing food. Steven said a local soccer team he’s familiar with had great success with their Pizza Hut fund-raiser. About 30 families participated, and they made a lot of money. There are some restrictions: With McDonald’s orders must be placed inside—not at the drive-through window; and with Pizza Hut, orders must be picked up—not delivered.
· HI-5 Recycling Day & Rummage Sale--Sat., Feb. 6, from 8 a.m. to noon
The events will be held in the Kailua Intermediate School parking lot. Helpers are needed Thursday, Feb. 4, from 3:30 to 5 p.m. to sort, organize and price items for the yard sale. Kristi said she has asked the students to remain after rehearsal on Thursday to help with these tasks. Funds raised through this HI-5 Recycling Day and Rummage Sale will be used for the trip to Anaheim.
· 7-11 Coupon Books—Kristi reported that about 50 of the 7-11 Coupon Books are still available. Rather than lose money on them, she recommended that we try to sell the books at Saturday’s Rummage Sale to recoup the cost. All students have turned in their money from the coupon book sales. Kristi has asked Bill to prepare the final numbers by Monday, Feb. 8, so she can see how much each student has in his or her account. For students who are traveling to Anaheim, this money will be used to reduce their trip costs.
· Harold K.L. Castle Foundation Windward Youth Leadership Fund—Laura reported that we should receive feedback on our application in about three weeks.
Upcoming Activities:
· Joint Rehearsal with Kailua High Band—Sat., Feb. 13, 10 a.m. to 1 p.m.
Students will rehearse at Kailua Intermediate School in preparation for the joint concert on Feb. 16. Kristi said that our students know they should bring food for the potluck lunch. (The high school students provided lunch for everyone when they hosted a similar practice at their school on Jan. 30.)
· Windward Mall Concert—Thursday, March 11
So far, one person has volunteered to transport equipment, Kristi said. More volunteers are needed to move instruments and stands to the mall. Board members agreed to make calls and send e-mails to get help after the Feb. 16 joint concert.
New Business:
· Penalty for Trip Cancellations--Kristi said the agent from Seawind Travel recently informed her that they were going to have to pay quite a lot in airline cancellation fees because so many people dropped out of the trip to Anaheim. The agent said that it’s normal to have a few cancellations. However, with our group, a lot of people who initially signed up and paid the $25 deposit cancelled their plans before the first payment was due. Those who cancelled by that date were refunded their deposit. Now the travel agent is facing a substantial penalty from the airline. Kristi asked the board to consider how to handle this situation.
Kristi suggested that since we allotted $550 for the Disney Concert Hall tour, but that the agent subsequently found a free tour, perhaps we could use that money to reimburse the travel agency for the airline penalties.
The board requested that Kristi ask the agent exactly how much they are facing in cancellation fees. Once we know the figure, we can make an informed decision on how to proceed. The board also recommended that we:
o Increase the amount for the deposit next year, and consider making it non-refundable, to cover such cancellation penalties;
o Meet at the end of this year to discuss the Anaheim trip, record lessons learned and make recommendations for future trips; and
o Review the amounts earned through various fund-raising activities this year to provide realistic expectations of how much we can contribute toward travel costs next year.
· Tips for Trip--Kristi said the price of the trip includes tips for the bus drivers. However, there will be an additional cost of $2 to $3 per day for housekeeping. The board agreed to use $140 from the emergency fund to cover housekeeping.
Other:
- Adding Agenda Items—If you have an item you would like to add to the agenda, please call or e-mail President Laura Sueda four days before the meeting. Her number is: 714-743-1088, and her e-mail address is [email protected]
- Next Meeting—Monday, March 1, at 7 p.m. (new time) in the band room.
The meeting was adjourned at 8:23 p.m.
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