Liberty High School Band and Orchestra Parents Club

Liberty High School Band and Orchestra Parents Club

LHSGBOPC General Meeting Minutes, May 12, 2025

General Meeting 05-12-2025

 

Board members in attendance:

Directors: Allen Frank and Bill Lennox

Jacqui Forsch(President), Steph Cramer (VP Student Accounts), Tracy Luisser (VP Volunteers), Becky Sullivan (Treasurer), and Michelle Miller (Secretary)

 

Board members in absent:

None

 

Approval of Minutes from 04-16-2025: 

Jacqui called the meeting to order and asked for approval of last month’s minutes. Motion to approve was made by Tracy Luisser. Second by Michael Calagna. Overall approval by the full organization. (Motion passed).

 

Report from VP of Volunteers (Tracy):

  • Thank you to all that have volunteered throughout the year.

 

Report from VP of Student Accounts (Steph):

  • April Fundraising Report
    • Addendum
      • Summer fundraising:
        • July Lottery Calendars
        • Wawa coupons are discontinued
        • Gift cards (Jen Roan)
        • Gertrude Hawk (Diane Cassel)
      • 2 Dine to Donates:
        • May 21: Qdoba waiting on location confirmation
        • June 17: Pints and Pies – dine in only
      • Car wash
        • June 14
        • August 9
        • Proceeds will go to the whole program, not individual.

 

  • Lottery Calendar
    • The sale will run from May 12th through June 27th and the winnings will be during the month of July 2025.
    • Only adults are allowed to purchase calendars
    • You will need to purchase them at May 12th meeting (in person)
    • Adults can pre purchase a packet of 5 calendars for $50 (no partials) to sell for $10 per calendar – you can purchase more than 1 packet
      50% of packets will go to quota
    • There will be no refunds for unsold calendars
    • All buyer information sheets are due back to Annalisa no later than June 27th

 

QUESTION: Can the information sheet be emailed?
Annalisa would prefer the paper copy.

  • Need Fundraising chairs for next year:
    • Flowers: fall/winter/spring
    • Fall Bingo
    • Salsa
    • Strudels
      *NEW*
    • Amazing Citrus – planned for November
    • Peter Piper’s Pickles
    • Nothing Bundt Cakes
    • Mrs. Fields Cookie Dough
  • Program dues(2025):
    • Due by October 1
      • 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 foreach additional student.
    • If you owe any money from this year it will roll over in CutTime.
    • 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. 
    • If the amount fundraised by the student in the school year exceeds the student’s Program Dues/quota obligation for that same school year, the fundraised funds CAN be rolled over in the student’s account for use to cover the following school year’s quota expenses. Any rolled over funds become non-refundable.
    • If an overpayment occurs in the student’s quota account (i.e., the parent/guardian has fundraised MORE than the total Program Dues/quota required for that school year), the family is eligible for a refund of any direct payments made towards the student’s expenses for that school year.
    • London trip payments: 
      • Extra funds in the Student Account after Program Dues can be used to pay for the trip. 
      • The parent band organization does not cover payments if students are behind on payments. 

 

Question: If parents chair fundraisers do they get a kickback or additional % towards quota?

No. 

 

Question: Have we thought of doing a program called RaiseRight?

We are in the process of looking into it for next year.

  • Upcoming fundraisers:
Fundraiser Contact Cost Quota Orders due Pick up
July Lottery Calendars Annalisa Kelly-Cavotta $10 per calendar
Pre-purchase a pack of calendars $50		 50%

$5 per calendar

 June 27th Winnings mailed directly to winners
Dine to Donate: Qdoba – May 21st, 4pm-8pm
Dine to Donate: Pints and Pies – June 17th, 11am-8pm


Report from VP of Treasurer (Becky):

  • April’s financials (Monthly report 4/1 -4/30):
    • Starting balance:$99,057.98
    • Ending balance: $117,697.05
    • Income: $37,503.68
    • Expenses: $18,854.61

    • RHCP is still coming in.
    • The WGI event has raised $11,000.

  • Approval of Treasurer’s Report

Motion to approve was made by Annalisa Kelly-Cavotta. Second by Marilyn Kelly-Cavotta. Overall approval by the full organization. (Motion passed)

 

  • Budget
    • Fundraisers are a large amount of the money. A lot of the money goes to student accounts and the fundraiser product – very little goes toward general funds.
    • 1,800 income from the Pops concert – increases end balance to $4,210 to the positive.
    • 1st year having a positive budget.

Question: There are lines for clinicians by name with nothing listed after it.

Moving to using a general clinician line instead of the clinician’s name.

 

  • Approval of Budget
    Motion to approve was made by Michael Calagna. Second by Jen Roan. Overall approval by the full organization. (Motion passed)

 

New Business (Jacqui):

  • Thank you to all of the senior parents. We will miss you! Thank you for all of the times you have stepped up and helped out over the years.
  • We now have London Band Week Tag Along coordinators:
    Julianne Mixtaci and Sarah Lernerman

 

Report from Directors:

  • Mr. Frank
    • Happy Mother’s Day to all of the moms.
    • Thank you to all of the senior parents.
    • Thank you Becky for where we are now with our finances.
      Our goal is always to have transparency. We are now in a good position. Thank you, Becky!
    • Senior Dinner
      • Wednesday, May 14th
      • We moved the start time back to 7pm.
      • Students going to the Community Service dinner can come and join us for dessert.
    • Band:
      • 1 more band day with seniors. We will also see in the halls, at the dinner, and at Stabler.
      • Any seniors who have not turned in uniforms please bring in. The only ones that need to hold on to uniforms are those involved in graduation.
      • Seniors with school owned instruments should return asap.
    • Orchestra/Graduation
      • All orchestra members will play at graduation on June 5th.
      • Seniors will get to play.
      • Rehearsal the day of. It is Block 1 and 3 finals. Block 1 time go to Stabler and rehearse. Return in time for Block 3 final.
      • There will be buses for students that need transportation for the rehearsal. Students can take buses to and from Liberty.
      • No transportation for the evening. Get there early because traffic will make it sketchy.
      • More information to come.
    • Liberty Calendar Changes:
      • The start of winter break has been moved from the 23rd to the 19th.
      • Spring band concert was moved from mid-April to the last weekend in March.
      • Parade on October 13th (Philadelphia)
        250th Anniversary parade of the Navy and Marine Corp.
        Liberty, Freedom, Parkand, and Easton are all marching.
      • ESU North (home) game has been shifted to a Thursday.
      • Incoming freshmen meeting – will look at dates
    • London Trip 
      • Payments are due starting in June. 
      • $4,500 cap. Final price is not set.
      • Money from group fundraisers will help offset the price.
      • Biggest expense is the uniform and instrument shipping and busing from the school to JFK.
      • Tag Along will not be in the same hotel but will get to see the performances.

Question: What happens if we want to do an extended stay?

Check the option on the form. Dan, from London Band Week, will work with us.
You can edit registration options.

 

  • Mr. Lennox
    • Nothing
    • Buy instruments but not on Amazon.

 

A motion to close the meeting was made by Annalisa Kelly-Cavotta. Second by Rachelle Gordon. Overall approval by the full organization.