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Board members in attendance: Allen Frank, Bill Lennox, Jacqui Fortsch, Cory Dailey, Jeanette Dennis, and Joyce James

 

Cory called the meeting to order in Tina’s absence.   She asked for approval of the minutes from last month.   A motion to approve was made by Annalisa Kelly-Covatta, second by Todd Snyder

 

Cory gave the update that Bingo was a huge success.  Right now there are no immediate needs for parent volunteers.

 

There were two cemetery lots remaining from the flower sale if anyone is interested in purchasing them.

 

Jacqui gave an update about fundraisers.  Current fundraisers are on the website like Gertrude Hawk and Wawa.   We took a break for Dec and Jan.   Upcoming fundraisers will be 

 

Pizza

Soup

Pierogies

Krispy Kreme

Pampered Chef

Mr. Sticky’s sticky buns

 

It was asked if there could be a fundraiser done that specifically favors the students’ accounts rather than the general fund.  Jacqui said that is something that can be taken into consideration going forward.  Fundraising has been low this year.

 

Jeanette presented the Treasurer’s report.  The Bingo portion of the Treasurer’s report was discussed at great length within the meeting.   All of the Bingo proceeds/expenses are accounted for except the deposit from Give Butter.  That was made later and will be reflected in December’s report.   It seems that the breakdown for Bingo was a bit confusing.  A request was made to have it displayed in a spreadsheet form and itemized more to allow for future planning (ie less basket quantity but more basket quality if raffle tickets didn’t sell).   Another point to encourage itemizing was the general terms used, such as one time fundraiser doesn’t give much information.   On a positive note, the proceeds from Bingo bought us instruments such as our new suspended cymbal as well as miscellaneous orchestra needs.   

 

A question was asked about how we are doing financially versus what was budgeted.  Jeanette mentioned she was planning a budget comparison for mid year.  The by-laws say it should be presented monthly. Jeanette will work  on setting up the Treasurer’s report in spreadsheet form going forward.  Motion to approve Treasurer’s report Annalisa Kelly-Covatta, second by Eleanor Mayer

 

The question was asked about what donation can be made by the organization to make the band and orchestra needs met.   Once a budget vs actual comparison is done, this topic will be revisited.

 

The budget discussion segued nicely into the by-laws discussion.  Sue is organizing the by-laws committee and it will be meeting in January.  The by-laws are designed to keep the LHSGBOPC moving in the right direction.  Any changes to the by-laws gets voted on in March at the general meeting.  Elections are held in April.  Please let Sue know if you would like to be part of the committee.  It’s open to anyone.

 

Allen mentioned that there is a winter concert evening rehearsal Thursday from 5-8:30 for the orchestra and choir.  Tickets to the concert are $10 general admission, $5 students and seniors and free for under 12.  Tickets can be purchased in advance which cuts down on the line out the door in the cold.  There is a basketball game on Friday so parking is likely to be limited.  Report time for Friday is 6:00 and 1:00 for Sunday.

 

LHS along with FHS is hosting the District 10 orchestra concert Feb 8-10 at Northeast Middle School.  Auditions were just held for district band and orchestra.  We’re proud to say we have 9 band members and 5 orchestra members who qualified.   Jazz auditions are due Friday.

 

There are wheels in motion to start planning a trip for next year.  No announcement yet as nothing has been finalized.

 

Caroling will be happening around Bethlehem next week.

 

Red Hot Chili Pipers tickets go on sale in January.  We have already been invited to participate in 2025.

 

Bill mentioned purchasing mouthpieces and reeds as stocking stuffers.  Don’t buy instruments on Amazon.  If the deal seems too good to be true, it probably is. 

 

Motion to adjourn Sue Testa, second Tracy Lussier

December Corrected

Board members in attendance: Allen Frank, Bill Lennox, Jacqui Fortsch, Cory Dailey, Jeanette Dennis, and Joyce James

 

Cory called the meeting to order in Tina’s absence.   She asked for approval of the minutes from last month.   A motion to approve was made by Annalisa Kelly-Covatta, second by Todd Snyder

 

Cory gave the update that Bingo was a huge success.  Right now there are no immediate needs for parent volunteers.

 

There were two cemetery lots remaining from the flower sale if anyone is interested in purchasing them.

 

Jacqui gave an update about fundraisers.  Current fundraisers are on the website like Gertrude Hawk and Wawa.   We took a break for Dec and Jan.   Upcoming fundraisers will be 

 

Pizza

Soup

Pierogies

Krispy Kreme

Pampered Chef

Mr. Sticky’s sticky buns

 

It was asked if there could be a fundraiser done that specifically favors the students’ accounts rather than the general fund.  Jacqui said that is something that can be taken into consideration going forward.  Fundraising has been low this year.

 

Jeanette presented the Treasurer’s report.  The Bingo portion of the Treasurer’s report was discussed at great length within the meeting.   All of the Bingo proceeds/expenses are accounted for except the deposit from Give Butter.  That was made later and will be reflected in December’s report.   It seems that the breakdown for Bingo was a bit confusing.  A request was made to have it displayed in a spreadsheet form and itemized more to allow for future planning (ie less basket quantity but more basket quality if raffle tickets didn’t sell).   Another point to encourage itemizing was the general terms used, such as one time fundraiser doesn’t give much information.   On a positive note, the proceeds from Bingo bought us instruments such as our new suspended cymbal as well as miscellaneous orchestra needs.   

 

A question was asked about how we are doing financially versus what was budgeted.  Jeanette mentioned she was planning a budget comparison for mid year.  The by-laws say it should be presented monthly. Jeanette will work  on setting up the Treasurer’s report in spreadsheet form going forward.  Motion to approve Treasurer’s report Annalisa Kelly-Covatta, second by Eleanor Mayer

 

The question was asked about what donation can be made by the organization to make the band and orchestra needs met.   Once a budget vs actual comparison is done, this topic will be revisited.

 

The budget discussion segued nicely into the by-laws discussion.  Sue is organizing the by-laws committee and it will be meeting in January.  The by-laws are designed to keep the LHSGBOPC moving in the right direction.  Any changes to the by-laws gets voted on in March at the general meeting.  Elections are held in April.  Please let Sue know if you would like to be part of the committee.  It’s open to anyone.

 

Allen mentioned that there is a winter concert evening rehearsal Thursday from 5-8:30 for the orchestra and choir.  Tickets to the concert are $10 general admission, $5 students and seniors and free for under 12.  Tickets can be purchased in advance which cuts down on the line out the door in the cold.  There is a basketball game on Friday so parking is likely to be limited.  Report time for Friday is 6:00 and 1:00 for Sunday.

 

LHS along with FHS is hosting the District 10 orchestra concert Feb 8-10 at Northeast Middle School.  Auditions were just held for district band and orchestra.  We’re proud to say we have 9 band members and 5 orchestra members who qualified.   Jazz auditions are due Friday.

 

There are wheels in motion to start planning a trip for next year.  No announcement yet as nothing has been finalized.

 

Caroling will be happening around Bethlehem next week.

 

Red Hot Chili Pipers tickets go on sale in January.  We have already been invited to participate in 2025.

 

Bill mentioned purchasing mouthpieces and reeds as stocking stuffers.  Don’t buy instruments on Amazon.  If the deal seems too good to be true, it probably is. 

 

Motion to adjourn Sue Testa, second Tracy Lussier

December Treasurer Report

LHSGBOPC Meeting – November 6, 2023

 

Board members in attendance – Allen Frank, Bill Lennox, Tina Martucci, Jacqui Fortsch, Cory Dailey, Jeanette Dennis, and Joyce James

 

Tina called the meeting to order. Welcome to everyone in person and on zoom.  Looking for motion to approve last month’s minutes.

 

Motion to approve – Christine D’Annibale

Second – Eleanor Mayer

 

Cory updated the group about Bingo.  Currently, we have 60 gift baskets to raffle.   We need people to make the meat for marching tacos and to make cabbage and noodles.  Bingo will be held on Nov 19.  Community service hours are available to students who volunteer that day.  We will have Bingo card dabbers for purchase.

 

General fundraiser with Kendra Scott kicked off yesterday.  They are a nationally known jewelry company.  They also sell colognes.    They personalized 3 colors of gems for the jewelry for us.   Items can be purchased in person or online and we will receive 20% as long as the code is used.

 

Salsa and Pocono Cheesecake pick up is this Saturday.   Fundraising orders for hoagies and soup as well as for winter flowers are due this Sunday.

 

Jeanette presented the Treasurer’s report.   The general fund pays for instrument needs (replacing / fixing) Currently we have $9,700+ in instrumental needs. 

 

Motion to approve – Sue Testa 

Second – Tracy Lussier

 

There’s a possibility that the BASD might purchase some instruments.  We are currently in wait and see mode on that.  More to come.   We will accept used instruments (except maybe pianos). 

 

Now that football season is over, many thanks and praise was given to:

 

Roadies

Bandstand

Bus chaperones

Sue Testa (press box)

Behind the scenes 

Parent volunteers

 

2024 band Camp kicks off August 5.

 

Upcoming performances for our various groups include:

 

Mayor’s Christmas tree decorating at City Hall, 

Veteran’s Day events at Hanover, Moravian, Sterling Hills retirement

Greater Lehigh Valley Chamber of Commerce annual event at Wind Creek

 

Come see Radium Girls by the LHS Theatre Group on Nov 16 and 18

 

In preparation for the winter concert, 7am rehearsals will be used for Jazz band and for sectionals.  Tickets for the concert are available in advance or at the door.  A bit better to buy in advance to avoid standing in line in the cold.  Dress rehearsal is Dec 14 from 5:00-8:30.  Concerts are Dec 15 @ 7pm and Dec 17 @ 2pm.

 

Band App expectations – Notifications are turned off after 10 pm.  Each year using it is a learning year.  Before asking questions, please check previous posts and bulletins.  Many times the topic has probably already been addressed.   There are currently 500 members on the app between band and orchestra.  Try to post only questions that could benefit the entire group.  We don’t want people turning off notifications and missing an important post.  If there is a question or school related issue with your child, please don’t use the band app, please send an E-mail to both directors. 

 

There will be a bulletin posted weekly with the latest schedule and other pertinent information / news.

 

Encourage your child to adhere to the school district-wide cell phone use rules.

 

Please join us at Nitschmann Middle School for the First Co concert on Nov 14 @ 7pm.  Report time is 6pm.  The concert may start a few minutes late to give Radium Girls cast members time to finish rehearsal and get to the concert.  And to avoid excess noise, please silence cell phones.  

 

Simple instrument repairs can maybe be done by Mr. Lennox.  Other repairs, take instruments to Nazareth Music Store.  Reeds and mouthpieces can make a difference in instrument performance. (and they make great stocking stuffers)

 

Motion to adjourn – Sue Testa

Second – Todd Snyder

 

LSHGBOPC General Meeting – 10/12/2023

 

Board members in attendance – Allen Frank, Bill Lennox, Tina Martucci, Jacqui Fortsch, Cory Dailey, Jeanette Dennis, and Joyce James

 

Tina welcomed everyone and called the meeting to order.   

Motion made to approve last month’s minutes was made by Annalisa Kelly-Cavotta

Second by Tracy Lussier

 

Cory updated everyone that the online clothing sale closes tomorrow.  The pipes/drums clothing orders closed a while ago.

 

3rd qtr donations have been amazing this year.  Thank you to all of the parents for donating and for volunteering.  This year for Liberty/Freedom game, we have salty snacks.  Look for a sign up genius to donate.   

 

There will be a Google doc sent for bingo volunteers.  For bingo, we have the students participating by donating items for raffle baskets.  Each section has a different theme.  Please check with your kids to see what their section’s theme is.

 

Jacqui gave the update for current fundraisers.  Maddie’s strudel pickup is Saturday from 10-10:30.  The truck is coming early so pickup may be sooner.  Will update through the band app.

 

Three fundraisers for November

Apple dumplings

Salsa

Pocono cheesecake

 

December fundraisers

Winter flowers

Hoagies

 

Fair share is due by the end of the month.  E-mail reminders will be going out soon.  There are 129 who still haven’t paid.  If there are funds in the Charms account, they can be used to pay fairshare, but you have to request a transfer which triggers an E-mail to Jacqui to complete the transfer.  Jacqui or Jeanette can check to see who has funds available.   They can also answer questions.  Partial payments are tricky to do, but it is possible.

 

Jeanette presented last month Treasurer’s report.   Motion made to accept by Annalisa Kelly-Cavotta.  Second by Shelly Hever.

 

We are purchasing a Clover system to accept credit card payments at fundraisers.  

 

Mr. Frank gave us the latest schedule rundown. 

 

Next week is a pretty slow week.  Taking advantage of that before the busy week of LHS/FHS spirit week.

 

Report time for Emmaus is 4:30.

Departure 5:-5:30

We perform first at halftime

 

We have two parades to do.  We are missing kids.  The Hellertown parade is October 22 at 2:00. We will meet at Saucon Valley. We are looking into getting one bus so students who don’t have transportation will be able to attend.

 

Liberty/Freedom week

October 24 combined rehearsal with Freedom.  

October 25 is National Honor Society

October 26 is the bonfire

         We are outside at 6

         Bonfire festivities start at 6:30 with senior recognition

         Bonfire lit around 7

 

Seniors can decorate the band room from 7-10

It has been stressed that we are decorating not vandalizing houses for the 49 seniors

 

On game day for LHS/FHS, we report at 10.  The luncheon is at 11.  Party band plays at 11:30.  Pregame step off is 12:30.  Kickoff is at 1.

 

Bethlehem Halloween parade is Sunday at 2:00.  We will meet at the parade.  The school will be open for about a half hour for anyone needing to get instruments.

 

Upcoming potential events / interest in LHSGB

Veterans Day

Cops n Kids

In February, we, along with Freedom will be co-hosting the PMEA district 10 orchestra concert.   Northeast middle school will be the venue.  We will need volunteers to help.  Students can get community service hours.

Nov 14 is the First Co. concert at Nitschmann

 

Lots of pep band opportunities have been happening.  Just this week, there were 3 ½ hours of pep band.  Great opportunity to support the many teams here at Liberty.

 

The leadership team was brought in early one morning to participate in a leadership workshop. Learned about community first, music second.

 

Mr. Lennox reminded everyone to make sure students are wearing black socks and a band t-shirt.  There are too many students showing up without black socks and with random t-shirts.  We are running low on supplies (band aids) to cover piercings.  

 

Motion to adjourn was made by Tracy Lussier.  Second by Shelly Hever.

 

LHSGB&OPC General Meeting – 9/12/23

 

Board Members in attendance : Allen Frank, Bill Lennox, Tina Martucci, Jacqui Fortsch, Cory Dailey, Jeanette Dennis, and Joyce James (zoom)

 

Reminder for those on Zoom…Questions can be thrown into the chat at any time.   Reminder to speakers…Repeat questions from zoom and band room prior to answering so that everyone can hear.

 

Tina opened the meeting welcoming everyone present and on zoom.  She asked for approval of last month’s minutes.  

 

Motion to approve: Sue Testa.   Second: Tom Snyder

 

Cory thanked the parent volunteers who have helped out so far this year and mentioned how nice it was to see new faces join in.   There are many opportunities to help out and all help is greatly appreciated.

 

Upcoming band general fund fundraisers:

 

Bingo is being moved to the 5th of November

 

11/5 – 11/11 Jewelry from Kendra Scott at the Lehigh Valley Mall.  We will receive 20% and they are specializing some colors for us.

 

Dine to donate – 

10/12 Buffalo Wild Wings Easton

11/19 Mod Pizza Airport Road

12/7 PJ Welihan’s

Jan 2024 Flying Pig – Date to be announced later

 

Jacqui discussed the Charms system informing everyone that Charms can be utilized for fundraiser announcements, fair share payments, accounting of all funds for students as well as another means of communication with parents.  Instructions for accessing Charms were put into the chat.  If anyone had a Charms account before, an E-mail link was sent to the parent E-mail address on file.  For new accounts, an E-mail was sent to the student’s BASD account.  This is only good for 24 hours.   If beyond 24 hours, E-mail Jacqui for a reset.  If families have more than one student, let Jacqui know because the students’ accounts can be linked. 

 

Questions were asked about Charms:

Balance in accounts can be used to pay fair share. After sign in on main screen, request to transfer funds and an E-mail will automatically be sent to Jacqui.

Credit cards can be used.  Charms was bought out by another company.  Currently the credit card function still works.  There is a fee involved (3.5%?).

Charms login info is on the LHSGBOPC website.

Jacqui will resend e-mails to student accounts if needed.

Mr. Frank will screenshot if needed to show step by step.

Anyone having issues, send a screenshot to Jacqui, be patient and give her a chance to research and respond.

 

Current and upcoming individual fundraisers:

 

Maddie’s Strudel – orders due 9/24

Flowers are 3 times a year

      Mums (fall)

      Poinsettias – need a coordinator for that as Cory is unable to do delivery

      Hanging baskets (spring)

 

Jeanette presented the Treasurer’s Report.  There were issues with carwash purchases.  The ordered hoses didn’t get delivered in time, so we purchased from the store directly.  There will be a credit on the Treasurer’s report in September.  We were not billed twice for the same thing.

 

Motion to approve Treasurer’s report:  Sue Testa   Second: Joe Testa

 

Mr. Frank reminded everyone that open house is tomorrow at Liberty.

 

We lost a rehearsal with the power outage today.  So we are going into Saturday’s game with one rehearsal.  We are the visiting team against BeCa.  We will not perform our standard pregame.  We may do our halftime show in the pregame slot in order to extend the courtesy to BeCa for their halftime show.  We will send communication through the band app once confirmed.  If so, step off will be 6:45.

 

Snow day information – When there is a snow day, the district gets off the standard 6-day cycle.  Mr. Frank and Mr. Lennox will keep students informed of which day of the cycle we are on.   When there is a snow day or a delayed opening, there is no 7am rehearsal.

 

All events currently scheduled for the band are on the calendar.  For the orchestra, the calendar is not yet up to date.  

 

Pep band gigs are popping up all the time.  They are often last minute and may not make it to the performance calendar online.  The first pep band is the “Pink Out” with volleyball on Wednesday at 6:30.   Students are encouraged to participate whenever possible.  Street clothes are worn and not uniforms.  It’s fun to do, shows school spirit, is a great opportunity to play more often, the more the merrier.

 

The band is growing!!  Since the beginning of the year we have had 3-4 new    members join.  We also have a need for instruments.   The BASD is seeing there are needs and is really great about helping out and maintaining a sense of camaraderie.  Having more kids than instruments is a great problem to have.  All of the middle schools have been donating their extra instruments for our use.  We have even borrowed from Freedom High School.  We are still in need of piccolos.

 

Parade time is fast approaching.  We kick it off with the Celtic Classic parade on the 23rd.  Step off will be at 11:30.   After that we will have the Hellertown and Bethlehem Halloween parades at the end of October.  We do not throw candy at the parades and while we do not have parents walking directly behind the band, they walk on the sidewalks near the band to help with any issues that arise.   A few other things to note about the parades…

 

The Hellertown parade ends on a hill.  Make sure students eat breakfast on the 23rd for the Celtic Classic parade.  Hydrate, hydrate, hydrate.  Get out and keep moving to get used to the constant movement of parade marching.  Some years the weather cooperates and it’s beautiful parade weather.  Other times, it’s still hot.   We will be notified by the city of any weather cancellations.

 

Security concerns still exist for drop offs.   The doors do not open until 6:40.  Please don’t drop off until after that point.  And please don’t drop off in the athletic or teachers’ lot.  Too many cars.  Drop off points are Grenadier Blvd or in front off the school, but not in the bus channel.

 

Mr. Frank then introduced Mr. Kenn Miller who has been taking some wonderful photos of the band kids in action, as a whole band, and close ups.  He has been posting them online for everyone to view.  Thank you Kenn.

 

Christmas City studios will be rescheduled for a time during first block for the whole band photo and certain sectionals.  In prior years individual photos have been taken, but there is not enough time this year.

 

Mr. Frank will have seniors report a little early for the game the weekend so Cory can take their photos for the posters we hang at the Liberty/Freedom game.

 

Mr. Lennox wrapped up the meeting by mentioning some extra stuff that happens at the end of the day.   There are scale rehearsals Tuesdays and Thursdays.   This is mostly necessary in order to participate in PMEA.   If your child has plans to try out for PMEA, they should have already been practicing scales.   These after school practices are to enhance that.   There will also be low brass sectionals and percussion sectionals after school.   First company is leading sectionals on the fly.

 

To stay informed, check the website, subscribe to the calendar, join the band app.

 

Motion to adjourn: Marilyn Kelly-Cavotta   Second: Tracy Luisser

 

LHSGBOPC

Board Meeting

6/1/2023

In attendance…Tina Martucci, Cory Daily, Nikki Giannaras, Jacqui Fortsch, Jeanette Dennis, Allen Frank, William Lennox

 

Tina Martucci-President

Welcome everyone! 

 

Treasurer–Jeanette Dennis

Jeanette projected the 2023-2024 Budget on the Zoom screen for the band parents to see. She stated that we moved some categories around in order for the budget to make sense. We had 180 students with a $150 Fair Share. (SEE PROJECTED BUDGET–ATTACHED). Last month’s meeting notes state all of the changes in the budget. 

 

Sue Testa asked about the actual income that came in, not including Fair Share. She wants to know why Fair Share is going up when there is a healthy amount of money in the account.

Jeanette stated that actual income will not be part of this year’s budget, but it will be included in next year’s budget (starting income). This is because the new board took over this year and inherited the books from the previous board. In addition, the Charms software, which is excellent, was implemented mid year, so we only have data from when we started using the new software system. Also, there are new budget lines that are brand new that are guiding us to raise the Fair Share in order to cover rising costs.

Mr. Frank stated that as we look forward, the board is positively looking at an increase in the band, and due to that increase, we are looking at replacing many instruments. We see the surplus, but we need to be cautious because of the purchases that we need to make. We are looking at multiple pipes and percussion instruments. We need the surplus in order to fix our instruments as well. 

Sue Testa stated that all money that is made without Fair Share needs to be shared with the parents. Jacqui Fortsch stated that we inherited this budget and we need to revamp it. We also cannot hold a lot of money in the account because of our status. 

Sue Testa understands that we adjusted things because of  expenses. Fair Share should not pay for everything. It is important to know what is coming in above Fair Share so that we do not burden the parents with a high Fair Share cost, especially with parents that have more than one child. Sue stated that she is having a hard time passing the budget because of this.

Tina asked Jeanette if she could make a spreadsheet to answer Sue’s questions. Jeanette said she could…but it would not be easy. This budget was hard to work with and it was handed to us. Sue commended the board on their hard work. She understands…she just is unclear on the surplus being what it is…yet we are raising Fair Share. She understands why we are increasing the budget, but why are we raising Fair Share when we are making money in other areas? 

Jacqui Fortsch stated that we needed to pay $3,000+ to cover the expenses of the concert. We had smaller student numbers, but concert expenses stayed the same. We tried to cover the expenses, and then we had to raise the Fair Share. Cory Dailey stated that some of the money in the budget is in student accounts. It does not belong to us to pay our bills. Sue Testa challenged the board to not raise Fair Share, but to wait until next year when we see what the projected/actual income is and make up for it that way. Cory Dailey stated that the General Fund does not make a lot of money with fundraisers. Jacqui Fortsch stated that less than 20% goes into the General Fund. Most of the money goes back to the kids in their accounts. Tina Martucci asked if we could create a budget that states what comes out of Fair Share/General Fund? Can this be done? Sue Testa stated that all you need to do is add two more line items for General Fund Income/Fair Share Income so that we can get a good estimate to see what the total amount is and what we need to make. Jacqui stated that we started using Charms mid year and do not have that data yet. We will for next year.

Jeanette will now review next year’s budget (SEE ATTACHED BUDGET).

Projected band participants for next year is 185 students with a Fair Share of $170. There will be 15 orchestra students at $85 per student. 

Projected budget $51, 945.00.

Sue Testa asked about concert expenses–lighting. Where does the projected number $5,000 come from when we spent $4,000 last year? Jeanette stated that it was for inflation and just in case we need to cover more for the concert next year.

Also, why did we spend $4,000 on instrument equipment previously and then it was raised to $5,500? Mr. Frank stated that when we look at instrument purchases versus this section here…this category covers bagpipe reeds, wrapping snare drums, sticks, etc. that with an increase in student numbers and band sections (drummers increase to 33 next year),  we need to make sure that we have parts for instruments in order for students to be successful. We need to get our program back up to the standard. Sue Testa asked if this is because of the rising number of students or because we need to get the instruments back to the standard that we used to have. Mr. Frank stated that it is a yes to both questions. The bagpipes are a huge cost…and we need to be sure that they have the items that they need. We need to purchase two new bass drums, two new cymbals…so some items are yearly items, but some of it is us getting our program back to where it should be. It may not be as frequent once we get it back up. 

Mr. Lennox stated that the prices are going up because of maintenance expenses. We want to have cleaning kits, etc. for kids. It is important for kids to clean their instruments. We need to have things available for the kids to do this. It would be nice if we had these items to give the kids instead of them buying everything on their own. Sue Testa stated that a separate line item needs to be added so that we need to know what is needed…and do we need another fundraiser in order to have these items taken care of? Maintenance of the band and instruments is key. Taking care of instruments is very important. Mr. Frank stated that what the district gives our program is not a lot, and we rely on the band parent organization for that help. This will be a multiyear process–getting the kids to the point where they have good instruments to play in all areas. 

Tina asked if Fair Share will be paying for everything next year. If there is enough money in the General Fund, why are we raising the Fair Share? Is there a surplus? Jeanette stated that the amount coming in from Fair Share is less than the budget amount. Sue Testa stated that it is important to understand what can come out of the General Fund. We need to wait until next year to raise the Fair Share. Cory Dailey stated that the amount in the General Fund is also holding the money that is to be refunded to the parents from the trip. Moving forward, we will need to make some changes. We realize that. Jeanette stated that not all students pay the Fair Share, so that is a problem. The budget is projected…but we may not get it because some students did not pay their fair share for last year and some for a few years.

Sue Testa would not motion to pass the budget because of the raised Fair Share. Cory asked if any parent would make a motion to pass the budget. No one raised a hand to pass the budget. Tina asked the total amount that will be increased if we raise the Fair Share. Sue Testa said the difference is $4,000. Jacqui stated that this is the amount that we covered for the concert and lighting. That is why it was increased. Tina stated that you can fundraise the $170 Fair Share. It is quite easy. We offer lots of opportunities. 

The concert expenses were not the only items in the budget that increased.

Becky Sullivan stated that not all students can fundraise because they need parent participation. That is sometimes hard. Becky stated that the extra $20 is an investment in her kid…and it can be lowered in the future. Because the records are not available…why hurt the kids? Let’s say that if at the end of this year the Fair Share did not need to be $170…we can lower it in the future. 

Becky Sullivan made a motion to approve the budget. Brenda LaBar seconded the motion.

Voting —9 Yes (Jacqui, Yi-Wen, Tina, Nikki, Deena, Cory, Jeanette, Mr. Frank, Becky)

    6 N0 (Diane, Christine, Christian/Nicole, Sue/Joe)

It is stated that in the future we will look at the budget and hopefully lower the Fair Share for the 2024-2025 school year. 

Adjourn–Sue Testa/Joe Testa

LHSGBOPC

Board Meeting

6/1/2023

In attendance…Tina Martucci, Cory Daily, Nikki Giannaras, Jacqui Fortsch, Jeanette Dennis, Allen Frank, William Lennox

 

Tina Martucci-President

Welcome everyone! 

 

Treasurer–Jeanette Dennis

Jeanette projected the 2023-2024 Budget on the Zoom screen for the band parents to see. She stated that we moved some categories around in order for the budget to make sense. We had 180 students with a $150 Fair Share. (SEE PROJECTED BUDGET–ATTACHED). Last month’s meeting notes state all of the changes in the budget. 

 

Sue Testa asked about the actual income that came in, not including Fair Share. She wants to know why Fair Share is going up when there is a healthy amount of money in the account.

Jeanette stated that actual income will not be part of this year’s budget, but it will be included in next year’s budget (starting income). This is because the new board took over this year and inherited the books from the previous board. In addition, the Charms software, which is excellent, was implemented mid year, so we only have data from when we started using the new software system. Also, there are new budget lines that are brand new that are guiding us to raise the Fair Share in order to cover rising costs.

Mr. Frank stated that as we look forward, the board is positively looking at an increase in the band, and due to that increase, we are looking at replacing many instruments. We see the surplus, but we need to be cautious because of the purchases that we need to make. We are looking at multiple pipes and percussion instruments. We need the surplus in order to fix our instruments as well. 

Sue Testa stated that all money that is made without Fair Share needs to be shared with the parents. Jacqui Fortsch stated that we inherited this budget and we need to revamp it. We also cannot hold a lot of money in the account because of our status. 

Sue Testa understands that we adjusted things because of  expenses. Fair Share should not pay for everything. It is important to know what is coming in above Fair Share so that we do not burden the parents with a high Fair Share cost, especially with parents that have more than one child. Sue stated that she is having a hard time passing the budget because of this.

Tina asked Jeanette if she could make a spreadsheet to answer Sue’s questions. Jeanette said she could…but it would not be easy. This budget was hard to work with and it was handed to us. Sue commended the board on their hard work. She understands…she just is unclear on the surplus being what it is…yet we are raising Fair Share. She understands why we are increasing the budget, but why are we raising Fair Share when we are making money in other areas? 

Jacqui Fortsch stated that we needed to pay $3,000+ to cover the expenses of the concert. We had smaller student numbers, but concert expenses stayed the same. We tried to cover the expenses, and then we had to raise the Fair Share. Cory Dailey stated that some of the money in the budget is in student accounts. It does not belong to us to pay our bills. Sue Testa challenged the board to not raise Fair Share, but to wait until next year when we see what the projected/actual income is and make up for it that way. Cory Dailey stated that the General Fund does not make a lot of money with fundraisers. Jacqui Fortsch stated that less than 20% goes into the General Fund. Most of the money goes back to the kids in their accounts. Tina Martucci asked if we could create a budget that states what comes out of Fair Share/General Fund? Can this be done? Sue Testa stated that all you need to do is add two more line items for General Fund Income/Fair Share Income so that we can get a good estimate to see what the total amount is and what we need to make. Jacqui stated that we started using Charms mid year and do not have that data yet. We will for next year.

Jeanette will now review next year’s budget (SEE ATTACHED BUDGET).

Projected band participants for next year is 185 students with a Fair Share of $170. There will be 15 orchestra students at $85 per student. 

Projected budget $51, 945.00.

Sue Testa asked about concert expenses–lighting. Where does the projected number $5,000 come from when we spent $4,000 last year? Jeanette stated that it was for inflation and just in case we need to cover more for the concert next year.

Also, why did we spend $4,000 on instrument equipment previously and then it was raised to $5,500? Mr. Frank stated that when we look at instrument purchases versus this section here…this category covers bagpipe reeds, wrapping snare drums, sticks, etc. that with an increase in student numbers and band sections (drummers increase to 33 next year),  we need to make sure that we have parts for instruments in order for students to be successful. We need to get our program back up to the standard. Sue Testa asked if this is because of the rising number of students or because we need to get the instruments back to the standard that we used to have. Mr. Frank stated that it is a yes to both questions. The bagpipes are a huge cost…and we need to be sure that they have the items that they need. We need to purchase two new bass drums, two new cymbals…so some items are yearly items, but some of it is us getting our program back to where it should be. It may not be as frequent once we get it back up. 

Mr. Lennox stated that the prices are going up because of maintenance expenses. We want to have cleaning kits, etc. for kids. It is important for kids to clean their instruments. We need to have things available for the kids to do this. It would be nice if we had these items to give the kids instead of them buying everything on their own. Sue Testa stated that a separate line item needs to be added so that we need to know what is needed…and do we need another fundraiser in order to have these items taken care of? Maintenance of the band and instruments is key. Taking care of instruments is very important. Mr. Frank stated that what the district gives our program is not a lot, and we rely on the band parent organization for that help. This will be a multiyear process–getting the kids to the point where they have good instruments to play in all areas. 

Tina asked if Fair Share will be paying for everything next year. If there is enough money in the General Fund, why are we raising the Fair Share? Is there a surplus? Jeanette stated that the amount coming in from Fair Share is less than the budget amount. Sue Testa stated that it is important to understand what can come out of the General Fund. We need to wait until next year to raise the Fair Share. Cory Dailey stated that the amount in the General Fund is also holding the money that is to be refunded to the parents from the trip. Moving forward, we will need to make some changes. We realize that. Jeanette stated that not all students pay the Fair Share, so that is a problem. The budget is projected…but we may not get it because some students did not pay their fair share for last year and some for a few years.

Sue Testa would not motion to pass the budget because of the raised Fair Share. Cory asked if any parent would make a motion to pass the budget. No one raised a hand to pass the budget. Tina asked the total amount that will be increased if we raise the Fair Share. Sue Testa said the difference is $4,000. Jacqui stated that this is the amount that we covered for the concert and lighting. That is why it was increased. Tina stated that you can fundraise the $170 Fair Share. It is quite easy. We offer lots of opportunities. 

The concert expenses were not the only items in the budget that increased.

Becky Sullivan stated that not all students can fundraise because they need parent participation. That is sometimes hard. Becky stated that the extra $20 is an investment in her kid…and it can be lowered in the future. Because the records are not available…why hurt the kids? Let’s say that if at the end of this year the Fair Share did not need to be $170…we can lower it in the future. 

Becky Sullivan made a motion to approve the budget. Brenda LaBar seconded the motion.

Voting —9 Yes (Jacqui, Yi-Wen, Tina, Nikki, Deena, Cory, Jeanette, Mr. Frank, Becky)

    6 N0 (Diane, Christine, Christian/Nicole, Sue/Joe)

It is stated that in the future we will look at the budget and hopefully lower the Fair Share for the 2024-2025 school year. 

Adjourn–Sue Testa/Joe Testa

LHSGBOPC

Executive Board Meeting

4/11/2023

In attendance…Tina Martucci, Cory Daily, Nikki Giannaras, Jacqui Fortsch, Jeanette Dennis, Allen Frank, Bill Lennox

 

Tina Martucci-President

*March Minutes were approved by Sue Testa and Tracey Luisser.

 

Nominations Committee

*Tonight voting will be held for the 2023 slate of officers. 

*Sue Testa asked if a person can be nominated tonight as a last minute nomination for unfilled position of president and (2) at-large members. She stated that the board needs to have say on this. It is not in the bylaws. 

*Board discussed the proposal brought about by Sue Testa. We answered that we will not accept any official add-on nominations to the ballot tonight..but people can nominate people a person for any unfilled positions. A bio for each nominated candidate needs to be submitted and we will vote at the May meeting. 

*Nominations from the floor were given from the floor and  on voting ballots, and are due by April 30th.

 

*Karen McLaughlin & Nikki Giannaras counted the online and in person nominationsvotes. The results are…

President-unfilled

VP of Volunteers–Cory Dailey (Ran unopposed)

Treasurer–Jeanette Dennis (Ran unopposed)

Secretary–Joyce James

At-Large–Stacy Gabriel (Ran unopposed)

 

*Floor Nominations for President /(3) Tina Martucci, Tracey Luisser

*Floor At-Large Nominations (2 positions open)–Becky Sullivan, Deena Aguiar, Rita Haberstumpf,Tracey Luisser, Linda O’Brien

*Sunday, April 30th is the last date for nominations. Email Karen McLaughlin if you would like to nominate someone. 

*We will vote for these peoplepositions at the May meeting.

 

Mr. Frank–Director

*Mr. Lennox is taking care of handicapped seating for the band concert. Seats will be on the floor–first and second rows. There will be handicapped parking as well. Please register online. 

*Concert is now at 7 PM. An email will be sent out with confirmation.

*Mr. Lennox is updating the LHSGB&OPC Website. Please email him with any questions. 

*Concerning the band app…please ask personal questions about your child via email and not before the entire band community on the band app. Please use the band app appropriately!

*Highland Dancers will do a preshow dance on Friday and Saturday night at 6:45 PM.

*Captain Renny is here to work with the Drum Major Candidates.

*Monday evening’s practice from 7-8:30 PM is very important because the band will be rehearsing with the Norfolk Band and Choir.

*We are composing a list of items that the kids need to know for the trip next week (comprehensive list) with times for uniform drop offs, instrument drop offs, what they need to bring on trip, etc. We will let you know what you need to know. For people traveling to see us in Norfolk, we will provide you with a list of what is going on. Next Friday, Chorus sings at 7:30 in the morning and concert band performs at 9:00 am. The public is welcome at no charge. Please bear with us as we get through all of this. 

*Next year’s performance calendar was shared with all band parents over the Easter Break. 

Try not to schedule vacations in August because band camp starts early August. 

Monday is an important practice. *Wednesday night is a mandatory band concert dress rehearsal from 6-9 PM. 

*Kids need to arrive both Friday and Saturday nights at 5:45 PM for the concert. 

*May 5th is the oOrchestra pPops cConcert. It will be held in the auxiliary gym. The set-up will be the same. The jazz band will also play that night.

*May 12th is the orchestra/choir concert. 

*June 4th–The First Co. Concert and Jazz Band Concert–starts at 3 pm.

 

*Questions:  Can parents know who their child’s chaperone is? Yes. I will send out the lists tomorrow. 

 

*Tickets can be bought anytime during the day by students and at the band concert. Ticket money checks will be deposited every few days. Please make checks payable to Liberty Band…not the band parent association. We pay all of the bills with the money that is made at the concert. The cost of the staging is expensive and costs the same no matter how many kids are in the band. We do not make a profit. We break even. Please invite your family and friends to the concert. It is fabulous! Come and support the kids! Thanks for your patience and flexibility! 

 

Cory Dailey–VP of Volunteers

We need volunteers for the band concert and donations. Volunteers need to be here at 6:00 PM. Flower pick upsorders are due tomorrow night. 

 

Jacqui Fortsch–VP of Jacqui Fortsch–VP of Student Accounts

Two fFundraisers for May..

Matey’s Pizza

Island Expressions Hoagies (They have lots of options)

Gift cards and WaWa Cards

 

Jeanette Dennis–Treasurer

*We have not gottenreceived the final bill from Gateway for the trip yet. We will pay it when it comes in. 

*Trip payments are due tomorrow. If money is not given by tomorrow, your child will most likely not be going on the trip unless we have a plan with the parent. Fair Share is due May 1st. Fundraiser money can be used for that. If you asked for fair share to be paid earlier in the year, then it was subtracted from  your account.

If you have extra money in your account because of fundraising and want that money, Jeanette needs an email by May 15th. If money is rolled over to next school year, it is nonrefundable once we start the new school year. Seniors can roll over to another student. If you do not choose for the money to go to another student,it the money will go to the general fund. If you are rolling over money to a friend or relative, that money does not have a cash value. 

 

New bBusiness

Mrs. Huie’s son never received a poster hanging on the fence during the October football game. Cheerleaders’ posters were not paid for so they held up the printing of our poster. TheyCompany  would not print our poster because the cheerleaders were not paid up. We apologized again to the Huie’s about the mistake. Cory reached out to the Christmas Citythe company regarding the poster. She will get back to the Huie’s when she hears something. She is expecting a response tomorrow. 

 

Adjourn!

Sue Testa and Karen McLaughlin 

LHSGBOPC

Executive Board Meeting

5/9/2023

In attendance…Tina Martucci, Cory Daily, Nikki Giannaras, Jacqui Fortsch, Jeanette Dennis, Allen Frank, Bill Lennox

 

Tina Martucci-President

*Welcome to the LHSGB&OPC Meeting! What a meeting so far! The concert was amazing…and the trip was just as great! The kids were well-behaved…and so talented. The end of year will be just as exciting! 

*April minutes were approved by Karen McLaughlin and Sue Testa.

 

Karen McLaughlin–Nominating Committee–

*We are voting for one president and two at-large members tonight. Nikki, Mr. Lennox, and I  will be counting the votes.

*Voting Results– 

*New At-Large Members–Linda O’Brien and Rita Haberstumpf

*President–Tina Martucci

*Congratulations!

 

Jeanette Dennis/Treasurer

*Fair Share was due May 1st. Emails will be sent this weekend as a reminder.

*There was a mistake made at the Saturday night band concert. The winner of the 50/50 raffle was to receive $71, not $116. We were able to recoup the overpayment from the winner. 

*Sue Testa asked if money at the top of the treasurer’s report was ending or beginning balance (ending balance). She also asked if trip payments are taken out of the report. Jeanette stated that trip payments are reflected in the report. The status of the budget for next year was discussed and Jeanette stated that we are in the process of scheduling a meeting in order to discuss it.

 

Jacqui Fortsch/VP of Student Accounts

*Flower pick-up is Saturday and Matey’s Pizza pickup is next week.

 

Cory Dailey/VP of Volunteers

*We need volunteers for Saturday’s flower pickup and the hoagie fundraiser as well.

*Thank you to all of the people who volunteered at the concert last week. We appreciate it!

*The car wash is June 3rd. We need volunteers.

*We also need volunteers for the picnic that will take place after the Memorial Day Parade.

 

Mr. Frank/Director

*There is alot going on at the end of the year! We could not have asked for a better band trip! Any hiccups that happened were easily fixed. Thanks to all of the chaperones!

*Our concert band has never entered a contest before. We are very proud of how well the band performed. Not everyone traveled, but all deserve the win.We are looking to get the strings to travel on trips in the future. And for the record…no trips have been planned at this point for the future!

*Orchestra will be performing this Friday. Come check it out!

*Leadership positions in the band are being voted on by the students.

*BSM elections were this morning. Pipe Major elections are Wednesday morning. Senate elections are Thursday morning. Other leadership positions are later this week. Drum Major auditions were this morning. Results should be out later in the week.

*May 23rd–Majorette auditions

*May 29th–Memorial Day Parade–This happens every 3 years. Step-off is 9 am from LHS. Uniform collection will happen immediately after the parade (except for some students). There is a possible cookout/picnic planned for after the parade. 

*Graduation–June 7th at Stabler Arena–Orchestra, pipes & drum, drum major will participate. Rehearsal will be held at Stabler Arena the day of graduation. Bus will leave from school at 7:50 AM and be to Stabler by 8:10 AM.

*Sue Testa asked what the senior orchestra students wear–cap and gown.

*Jeanette asked about students who have an exam the day of rehearsal. Mr. Frank stated that he will verify with the school. Students should be back by 10:30 AM for the 2nd exam of the day.

*Joe Testa wanted to thank Mr. Frank for everything since Mr. Frank was thanking everyone else for all they do. 

*Mr. Frank stated that this year was his busiest year in the 19 years that he has been teaching. 

*Uniform makers in England are ready to begin making our new band uniforms! 

 

Mr. Lennox/Assistant Director

*Friday-Orchestra Concert

*Orchestra/First Co. auditions are next week. It is during Keystones. Kids are not allowed in the building if they are not testing. Kids can use drum pads to audition. 

*First Co. Concert/Jazz Ensemble–June 4th–It will be a wonderful treat. Kids will wear full uniform. 

*May 29th–Parade

*May 30th–7PM–Band Room–First rehearsal for next school year.

*Graduation report time will be announced soon.

*May 21st–Alumni Band Concert–Mr. MacGill’s last concert with the Alumni Band. Pipers will be playing at 3 PM.

*Corps of Drum–Must audition by May 19th

*Orchestra wears tuxes for graduation.

*Parade Report Time–8:00-8:15AM

 

Adjourn–Sue Testa/Tracey Luisser