Minutes from Kailua Intermediate School Band Booster Meeting
January 25, 2010 KIS Band Room
The meeting was called to order at 6:15 p.m. Present were: Kristi Kusunoki, Cheryl & Steven Sonoda, Bill Tiffany, Loreen Farr and Stacye Gallo. Laura Sueda sent her apologies for not attending due to a work obligation.
The Secretary’s minutes from the meeting on Jan. 11, 2010, were reviewed and approved.
Bill explained that during this special meeting, we should discuss and vote on three primary funding issues:
Bill recommended that we allot $500 for “pocket money” to cover emergencies or tips on the Anaheim trip. The board discussed and unanimously approved the allocation. Board members agreed to give Kristi $100 in cash and a check for $400, which can be cashed if needed. Bill will sign the check. Kristi and Vickey will endorse it in California if they need to cash it. Kristi will ask the travel agent whether tips are already included in the price of the trip.
Educational Outing for Anaheim Trip
Kristi said that when she submitted the itinerary to school officials for approval, she was instructed to add an educational aspect to the trip—above and beyond the practicing, rehearsing and performing already included. So she revised the schedule and proposed that the students tour an extraordinary music auditorium—the Disney Concert Hall. She said it will give the students a chance to see a performance space that features amazing acoustics. There may be an additional cost (estimated at $500) for the charter bus and entrance fees. The board agreed unanimously to cover the cost of an educational activity through the HI-5 fund-raisers to avoid having to increase the cost for each traveler.
Medieval Times Dinner during Anaheim Trip
To express thanks “for watching our kids,” the board agreed to pay for the chaperones’ dinner during the Medieval Times outing. The estimated cost is $280 ($40 x 7 chaperones). The money will come from the HI-5 Recycling fund-raisers. Bill will give the travel agent a list of the chaperones’ names.
Amount to be Divided Equally among Each Traveler (Issue #2)
Bill said that approximately $2,000 has been raised for the trip through the HI-5 Recycling fund-raisers and half of the Winter Concert fund-raising activities—chili/hot dog dinners, bake sale and silent auction. (The board agreed at the Dec. 8 meeting to allocate half of the Winter Concert profits for the trip.)
Once the amounts are subtracted for the chaperones’ dinners ($280) and the students’ educational outing on the trip (@$500), there will be approximately $1,200 remaining from the two fund-raisers. Cheryl made a motion that whatever funds are left over after paying for the chaperones’ dinners and the educational outing, those funds (estimated at $1,200) will be distributed equally among the travelers. Loreen seconded the motion. The motion was approved by a unanimous vote. If the educational outing exceeds the $500 estimate, the board agreed to cover any additional cost.
It was also noted that in addition to the funds that will be split equally among the travelers, every student going on the trip can use the profits that he or she earned from selling the Auntie’s Ono Cookies and 7-11 Coupon Books to reduce their travel expenses. Bill informed the board that in order for students to use their 7-11 profits for the trip, they must turn in the coupon book funds by Thursday, Jan. 28. Loreen agreed to send out an e-mail to reinforce the importance of the deadline.
Amount to be Allotted to Kristi for the General Fund (Item #3)
Bill reported in his e-mail to the board (dated Jan 13, 2010) that there will be approximately $14,201.72 in the booster account after anticipated 7-11 funds are collected. If the following are subtracted:
$4,700 (individual student accounts)
$1,200 (funds split among travelers)
$ 500 (emergency trip funds)
$ 500 (educational outing)
$ 280 (chaperones’ dinner)
then about $7,021.72 will be left in the booster account. The board was reminded that the band will hold more fund-raisers this school year, so the account will continue to grow. Bill estimates that the band will earn about $1,500 from the chili/hot dog dinners and bake sale at the upcoming band concert on Feb. 16. In addition, he predicts that future HI-5 recycling days will yield about $500.
At the meeting on Jan. 11, President Laura Sueda requested that the board allocate $7,000 to Kristi for the band program. Based on that request and the funds available, the board agreed tonight to allocate $7,000 to Kristi for general operating expenses for the rest of this school year and seed money for next year. The motion was made by Stacye, seconded by Bill and approved unanimously.
Gift Cards for Volunteer Musicians
Kristi recommended that the band show it’s appreciation to the 8 musicians who volunteered their time to coach and work with the band students during the extended rehearsal on Saturday, Jan. 23. The board discussed the issue and agreed to purchase a $25 I-Tunes gift card for each volunteer. The anticipated cost will be $200 ($25 x 8 musicians). Bill volunteered to get the cards for the volunteers.
Amendment to Motion Passed at Last Meeting
Cheryl recommended that the board amend a motion passed by unanimous vote at the meeting on Jan. 11. The original motion stated that “for any 8th-grader who has a balance in his or her account at the end of the school year, that money will go back to the general fund.” At tonight’s meeting, she proposed that the board amend that statement to say “any student leaving the band program” rather than “any 8th-grader,” since some 7th-graders may choose not to take band in the 8th grade. That way all funds left over will roll over to the band program’s general fund for the next school year. The amendment was approved by unanimous vote.
Other
Minutes taken and respectfully submitted by Stacye Gallo.
January 25, 2010 KIS Band Room
The meeting was called to order at 6:15 p.m. Present were: Kristi Kusunoki, Cheryl & Steven Sonoda, Bill Tiffany, Loreen Farr and Stacye Gallo. Laura Sueda sent her apologies for not attending due to a work obligation.
The Secretary’s minutes from the meeting on Jan. 11, 2010, were reviewed and approved.
Bill explained that during this special meeting, we should discuss and vote on three primary funding issues:
- The amount that will be allocated for emergencies/tips for the Anaheim trip;
- The amount that will be divided equally among each traveler;
- The amount that will be allotted to Kristi for the General Fund (band program’s operating budget)
Bill recommended that we allot $500 for “pocket money” to cover emergencies or tips on the Anaheim trip. The board discussed and unanimously approved the allocation. Board members agreed to give Kristi $100 in cash and a check for $400, which can be cashed if needed. Bill will sign the check. Kristi and Vickey will endorse it in California if they need to cash it. Kristi will ask the travel agent whether tips are already included in the price of the trip.
Educational Outing for Anaheim Trip
Kristi said that when she submitted the itinerary to school officials for approval, she was instructed to add an educational aspect to the trip—above and beyond the practicing, rehearsing and performing already included. So she revised the schedule and proposed that the students tour an extraordinary music auditorium—the Disney Concert Hall. She said it will give the students a chance to see a performance space that features amazing acoustics. There may be an additional cost (estimated at $500) for the charter bus and entrance fees. The board agreed unanimously to cover the cost of an educational activity through the HI-5 fund-raisers to avoid having to increase the cost for each traveler.
Medieval Times Dinner during Anaheim Trip
To express thanks “for watching our kids,” the board agreed to pay for the chaperones’ dinner during the Medieval Times outing. The estimated cost is $280 ($40 x 7 chaperones). The money will come from the HI-5 Recycling fund-raisers. Bill will give the travel agent a list of the chaperones’ names.
Amount to be Divided Equally among Each Traveler (Issue #2)
Bill said that approximately $2,000 has been raised for the trip through the HI-5 Recycling fund-raisers and half of the Winter Concert fund-raising activities—chili/hot dog dinners, bake sale and silent auction. (The board agreed at the Dec. 8 meeting to allocate half of the Winter Concert profits for the trip.)
Once the amounts are subtracted for the chaperones’ dinners ($280) and the students’ educational outing on the trip (@$500), there will be approximately $1,200 remaining from the two fund-raisers. Cheryl made a motion that whatever funds are left over after paying for the chaperones’ dinners and the educational outing, those funds (estimated at $1,200) will be distributed equally among the travelers. Loreen seconded the motion. The motion was approved by a unanimous vote. If the educational outing exceeds the $500 estimate, the board agreed to cover any additional cost.
It was also noted that in addition to the funds that will be split equally among the travelers, every student going on the trip can use the profits that he or she earned from selling the Auntie’s Ono Cookies and 7-11 Coupon Books to reduce their travel expenses. Bill informed the board that in order for students to use their 7-11 profits for the trip, they must turn in the coupon book funds by Thursday, Jan. 28. Loreen agreed to send out an e-mail to reinforce the importance of the deadline.
Amount to be Allotted to Kristi for the General Fund (Item #3)
Bill reported in his e-mail to the board (dated Jan 13, 2010) that there will be approximately $14,201.72 in the booster account after anticipated 7-11 funds are collected. If the following are subtracted:
$4,700 (individual student accounts)
$1,200 (funds split among travelers)
$ 500 (emergency trip funds)
$ 500 (educational outing)
$ 280 (chaperones’ dinner)
then about $7,021.72 will be left in the booster account. The board was reminded that the band will hold more fund-raisers this school year, so the account will continue to grow. Bill estimates that the band will earn about $1,500 from the chili/hot dog dinners and bake sale at the upcoming band concert on Feb. 16. In addition, he predicts that future HI-5 recycling days will yield about $500.
At the meeting on Jan. 11, President Laura Sueda requested that the board allocate $7,000 to Kristi for the band program. Based on that request and the funds available, the board agreed tonight to allocate $7,000 to Kristi for general operating expenses for the rest of this school year and seed money for next year. The motion was made by Stacye, seconded by Bill and approved unanimously.
Gift Cards for Volunteer Musicians
Kristi recommended that the band show it’s appreciation to the 8 musicians who volunteered their time to coach and work with the band students during the extended rehearsal on Saturday, Jan. 23. The board discussed the issue and agreed to purchase a $25 I-Tunes gift card for each volunteer. The anticipated cost will be $200 ($25 x 8 musicians). Bill volunteered to get the cards for the volunteers.
Amendment to Motion Passed at Last Meeting
Cheryl recommended that the board amend a motion passed by unanimous vote at the meeting on Jan. 11. The original motion stated that “for any 8th-grader who has a balance in his or her account at the end of the school year, that money will go back to the general fund.” At tonight’s meeting, she proposed that the board amend that statement to say “any student leaving the band program” rather than “any 8th-grader,” since some 7th-graders may choose not to take band in the 8th grade. That way all funds left over will roll over to the band program’s general fund for the next school year. The amendment was approved by unanimous vote.
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 Booster Meeting—Monday, Feb. 1, at 7:30 p.m. in the band room.
Minutes taken and respectfully submitted by Stacye Gallo.
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