LHSGBOPC General Meeting Minutes, August 14, 2025

General Meeting 8-14-2025

Board members in attendance:

Directors: Allen Frank and Bill Lennox

Marilyn Kelly (President), Steph Cramer (VP Student Accounts), Art Oakes (VP Volunteers), Teresa McNish (Treasurer), and Michelle Miller (Secretary)

Board members in absent:

None

Approval of Minutes from 05-12-2025:

Marilyn called the meeting to order and asked for approval on last month’s minutes. A motion to approve was made by Annalisa Kelly-Cavotta. Second by Yi-Wen Lai . Overall approval by the full organization. (Motion passed)

Mr. Frank introduced Stu Warmington. Stu was a member of the Royal Marines and is now a key member of London Band Week. Stu did a short introduction of himself and opened the floor for a short question and answer session about himself.

Marilyn introduced each of the board members, at large members, and our community partners (George and Julie were not present).

Report from VP of Treasurer (Teresa):

July’s financials (Monthly report 7/1 -7/31):
- Starting balance:$100,264.72
- Ending balance: $101,344.63
- Income: $6,396.47
- Expenses: $5,316.56
Teresa reviewed the Treasurer’s report commenting on how July was a slow month.
Approval of Treasurer’s Report

A motion to approve was made by Karin Fair. Second by Sherri Blevins. Overall approval by the full organization. (Motion passed)

Yi-Wen Lai spoke about the audit committee. She is the chair of the audit committee and is asking for volunteers.

Report from VP of Student Accounts (Steph):

Steph explained that she is the Vice President of Student Accounts. This means that any fundraising that is done, she will be the contact person. Also, she is the contact person if there are questions directly related to any of the money that’s in your student’s account.
Cut Time:

Cut Time is the online program used to track student financial accounts.
Email Steph with your child’s name and your phone number if you need help logging in.

Program Dues:
- Program dues help support the band and orchestra for non district funded expenses.
  - Band members (includes pipers and majorettes): $150
  - Orchestra only members: $75
  - Families with multiple students in the program pay $150 for the first student, and $75 for each additional student.
- Payments are due October 1st.
- Payments can be made by check or money order payable to LHSGB&OPC.
  Please put the student’s name and what the check is for in the memo line.
  Credit Cards can be used through Cut Time, but a 3% fee is charged by Cut Time.
  If using cash, please make sure you get a receipt.
- As noted on page 4 of the Parent Handbook: Payment for all financial obligations must be made in full by the noted deadlines in order for the student/chaperone to participate in the trip/event. This can be found on our website https://lhsgbopc.org/
Fundraisers:
- All fundraisers are listed on our website: https://lhsgbopc.org/
- Ongoing fundraisers:
  - Grocery Store cards chaired by Jen Roan.
  - Gertrude Hawk chaired by Diane Cassel
- Group fundraisers
  - Dine to Donate will go towards our general fund for the London trip.
    - September 17th will be at PJ Whelihan’s\
  - Car Wash
- Individual fundraisers:
  - Fall Mums
  - Matey’s Pizza
  - Apple Dumplings
- London Payments
  - You can raise quota, or money from fundraisers. You can use this to make a payment. You aren’t paying LHSGBOPC, but we can make a payment to London Band Week on your behalf.
  - You will get a notice on the 5th of the month. You will have until the 10th to let Steph know you would like to use funds for a payment. If it does not cover your full payment, you will still owe what is left by London Band Week’s due date.
- End of year funds:
  - At the end of the year, you can get a refund but only for funds that were paid in.
  - Funds can also be rolled over to the next year, but will then become nonrefundable.
Upcoming fundraisers:

Fundraiser	Contact	Sale Runs	Pick Up
Fundraiser	Contact	Sale Runs	Date	Time	Location
Fall Mums	Julie Mixtacki	Aug. 8 – Aug. 24	Sept. 6	11-11:30am	Science Lot
Matey’s Pizza	Diane Cassel	Aug. 25 – Sept. 7	Sept. 20	10-10:30am	Science Lot
The Farm Apple Dumplings	Jacqui Fortsch	Sept. 1 – Sept. 14	Oct. 1	5-6pm	HS Cafeteria
Nothing Bundt Cakes	Mary Rose Wilson	Sept. 1 – Sept. 19	Oct. 11	11-11:30 am	Science Lot
Dine to Donate: PJ Whelihan’s – September 17th

Report from VP of Volunteers (Art):

Signup Genius is coming for
- Merchandise table
- 3rd Quarter Snack
- Spaghetti Dinner on September 21st
- Bingo in November – We will need a committee
- band-vp1@lhsgbopc.org
- Audit committee
Student volunteers will get community service hours.

Report from Directors:

Mr. Frank
- Transition into Liberty High School and this program can be overwhelming
- The best way to be in the know is to be on BandApp.Synergy will also go out each week. Before asking questions, please go back and check the weekly bulletin/Sunday post.Many times the answer to most questions can be found within the post or weekly bulletin.
- Preview Night (Friday)
  - Rehearsal until 1pm
  - Report back at 6pm
  - Students will be fed dinner
  - Students should wear:
    - Returning students should wear their blue shirts from last year.
    - New students should wear a blue or Liberty shirt
    - Athletes will be introduced with their teams and should come in uniforms/jerseys per their coach.
    - Majorettes will wear pep uniforms
  - Step off is 7pm
    - Students will play what we have
- 1st Game (Friday, August 22)
  - More information to come during the week
- This week’s schedule:
  - Monday = 8-3pm
  - Tuesday/Wednesday/Thursday = 6-8:30pm
  - Friday = Game
- The upcoming parent meeting schedule will come out this weekend. We will rotate the day of the week so all can make some meetings. There will be a zoom option for each meeting.
- School year:
  - Band practice is at 7am every day (starting the 2nd day of school) – even on the non-band days.
  - Drop off on Grenadier or in the bus channel during the school year. Do not come into the big parking lot or the activity lot.

QUESTION: Are the zoom meetings recorded? No

QUESTION: When we travel, do students go home after school on the bus first?
We will have a report time of about 4-4:30 and a departure time of about 5:15. The report time will be in the schedule. Students can stay or go home as long as they are back by the report time. When we leave the game, we will post in the BandApp when we depart the stadium and what our estimated time back to the high school will be.

BandApp Chat Feature:
- To help people to get an overwhelming amount of notifications, we are asking that instead of posting in the full chat, reach out separately or text a friend.
Mr. Lennox
- Buying and upgrading instruments:

Do not buy instruments from Amazon or Temu. Mr. Lennox can’t repair these instruments, and neither will the repair shop. Yes, they’re cheap but they don’t sell replacement parts for them. Please just email the directors and ask for recommendations.

Donations of old instruments are always welcome.

New Business:

None

A motion to close the meeting was made by Sherri Blevins. Second by Tina Piscitello. Overall approval by the full organization.