Liberty High School Band and Orchestra Parents Club

Liberty High School Band and Orchestra Parents Club

LHSGBOPC General Meeting Minutes, May 14, 2026

General Meeting 05-14-2026

Treasurer’s Report 2026-06-15_15-31-33-169

Treasurer’s Report 2026-06-15_15-33-06-019

Board members in attendance:

Directors: Allen Frank and Bill Lennox

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

 

Board members in absent:

None

 

Approval of Minutes from  04-08-2025: 

Marilyn called the meeting to order. She pointed out this is the last official meeting of the year and thanked the parents and board. She asked for approval on last month’s minutes. A motion to approve the minutes was made by Teresa McNish. Second by Annalisa Kelly-Cavotta. (Motion passed)

 

Bylaws update

Marilyn reviewed proposed changes to the bylaws that came from the bylaws committee.

  1. Add the highlighted text.
    ARTICLE IV – GOVERNING BODY
    Section 8. Duties of the Executive Committee Officers:
    e. Secretary – Shall keep a record of all proceedings of the LHSGB&OPC, Board of Directors, and Executive Committee, and handle the LHSGB&OPC’s correspondence. The secretary shall keep and provide minutes of the general meeting to the membership as well as take attendance at all meetings.  The Secretary shall keep and maintain required official documents (including but not limited to Articles of Incorporation, Game of Chance License, etc.) in a designated location known to all Executive Committee members.

    Section 9.   The Executive Committee shall open and maintain checking accounts, including debit/credit cards associated with those accounts, as it deems appropriate.  Three (3) members of the Executive Committee, the Treasurer, Vice President of Student Accounts, and President, shall have the authority to endorse checks and accept and disburse funds on behalf of the LHSGB&OPC. In the event that all three (3) members cannot attend an event, they may designate any other board member as a proxy to accept funds at that event. This designation must be written, either through email or signed letter. All checks shall require the endorsement of two members of the Executive Committee. 
  2. Fix highlighted grammar/word choice.
    Add the highlighted text.
    Remove highlighted text.
    ARTICLE VII – NOMINATIONS AND ELECTIONS
    Section 1. A nominating committee composed comprised of a minimum of two (2) but no more than five (5) members, shall be appointed by the Executive Committee no later than February 1 of each year.

    Section 2. The committee shall will solicit and accept nominations from the membership only for any open elected position or at-large member in advance of the March meeting and from the floor at the March meeting, with the consent of the nominee.  Additional nominations shall be permitted from the floor at the March meeting and at the time of election, provided the nominee has given consent to serve.

    Section 3. It shall be the duty of this committee to verify the eligibility and willingness of each nominee and to submit a list of one or more candidates for each office to the Board of Directors at least one (1) a week prior to the April meeting.

    Section 4. The Board of Directors shall review will approve the proposed list of nominations slate of nominations prior to the April meeting. The approved  list of nominations slate, along with any additional nominations from the floor, shall be presented to the general membership for election at the April meeting.a vote.
  1. When only one (1) candidate is nominated for an office, election may be conducted by voice vote or unanimous consent.
  2. When two (2) or more candidates are nominated for an office, voting shall be by ballot.
  3. A majority vote shall be required to elect. If no candidate receives a majority, balloting shall continue in accordance with parliamentary procedure until a majority is reached. Should a position be or become vacant at the April meeting, nominations may be made and accepted on the floor so much as the person being nominated has already agreed to accept the nomination. 
  4. Only members, as defined in ARTICLE III, may vote.  


Section 5. The newly elected officers (Executive Committee) shall assume office be prepared to take office at immediately upon the close of the current fiscal year, and shall hold a joint meeting with the outgoing elected officers as soon as practicable possible. The first meeting of the new Executive Committee is to be held in July prior to the beginning of the school year. All committee chairpersons shall are to be appointed prior to committees being opened for membership at the first general meeting of the school year.

Section 6. During the fiscal year, in the event of a vacancy in the office of Ppresident, the Vvice Ppresident of Vvolunteer Ccoordination shall serve as Ppresident and assume all the duties thereof until the next regularly scheduled election.

Section 7. During the fiscal year, in the event of a vacancy of any other elected office, the Executive Committee shall be authorized to act as a nominating committee and to propose a suitable qualified candidate for immediate election by the Board of Directors. The elected replacement shall serve until the next regularly scheduled election. 

 

Through the discussion of the General Membership the wording in Article VII Section 4 was changed from “slate” to “list of nominees”.

 

A motion to approve the bylaws updates as written above was made by Mike Calagna. Second by Kenn Miller. (Motion passed)

Report from Treasurer (Teresa):

  • April’s financials (Monthly report 4/1 – 4/30):
    • Starting balance: $100,697.37
    • Ending balance: $100,940.26
    • Income: $13,011.21
    • Expenses: $12,768.32 
  • Approval of Treasurer’s Report

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

 

  • 2026 Budget Report
    • Income: $157,272.60
    • Expenses: $157,242.60
    • Shortfall $975

Teresa reviewed the budget report.

  • This year’s program dues were paid by approximately 50%. For next year, we are hoping 75% pay program dues = $20,000.
  • Teresa reviewed the income vs. expense for each category.
  • The last category “Reserves” is how we will use money that is already in the account to help balance the budget.

QUESTION: Is program dues increasing?

No. We are budgeting for an increased amount of money coming in from those that pay program dues from 50% paying to 75% paying. We could budget using 100% and have a balanced budget but that would not be realistic.

 

QUESTION: Last year we raised $2,300 through Dine to Donate. Why did we only budget $1,700 for this year?

This was a trip year and there were special Dine to Donates (like Apollo).

 

  • Approval 2026 Budget Report

A motion to approve was made by Mike Calagna. Second by Marta Marques. Overall approval by the full organization. (Motion passed).

 

Report from VP of Student Accounts (Steph):

  • All fundraisers are listed on our website: https://lhsgbopc.org/ 
  • Final Dine to Donate is Tuesday, May 26 at Clubhouse Grille.
  • Gertrude Hawk and gift cards will continue through the summer.
  • Seniors cut off for fundraising will be 5/31. If items sold after 5/31, monies will go to general funds.
  • No more payments sent to LBW.
  • Program dues for 26/27:
    • 4 options
    • Option 1: Band (needs shoes) $150
    • Option 2: Band (no shoes) $100
    • Option 3: sibling ? 1st child pays option 1 or 2
                                       2+ child pays $75
    • Option 4: orchestra $75
  • End of Year procedures:
    • Refund Options for 2025-2026 year:
      Any fundraised money remaining in CutTime is eligible for a refund if you have paid at least that amount from your own money in the same year. Any fundraised money that exceeds what you have paid from your own money is not eligible for a refund.
      For example: You have $200 of fundraised money remaining in your child’s CutTime account. You paid $150 for program dues and $40 for shoes but have NOT paid anything else from your own money. You may receive $190 of the money as a refund. The remaining $10 will remain in your student’s account and will be used toward next year’s program dues. If you have paid money for the London trip, those payments count toward money you have paid.  
    • Refund Process for 2025-2026 year:
      If you are eligible for a refund, you will receive an email by June 1st informing you of the amount and your options. You must reply by June 10th to receive a refund. Your options are:
      1. Receive a check for the full amount in the account (you may leave money in the account to cover next year’s program dues)
      2. Roll over the amount to next year’s account – please note any money rolled over to the next year becomes ineligible for a refund. This is a great option if you want to use the money to pay for next year’s program dues.
      3. Transfer the money to another student account. This money becomes ineligible for a refund.
      4. Donate the remaining amount to the Music Program. Thank you for your generosity if you choose this option. This money becomes ineligible for a refund. Any questions should be directed to Steph Cramer at band-vp@lhsgbopc.org   

Report from VP of Volunteers (Art):

  • None

 

Report from Directors:

  • Mr. Lennox 
    • Thank you! It is incredible that we are able to make sure kids can be in band and have instruments! That is not happening everywhere.
    • June 1st everything is getting more expensive in the band world.
    • Any instruments that you have at home and want to donate we will gladly accept. 
    • Thank you for attending the concerts. It was amazing to walk into the Pops concert and see a packed house. 
  • Mr. Frank 
    • Normal End of Year
      • Uniforms:
        • All Non-London band uniforms must be in tomorrow (5/15).
        • Seniors – everything turned in
        • Returning members – tunic/trousers turned in
          ** keep belt, bear skin, and garment bag **
        • Bag Pipers: Non London ? hold for graduation
      • After Graduation
        • Non returning ? tuxes/gowns returned, Sat. June 6th (schedule to come)
      • Graduation
        • Rehearsal Block 1 final time for any participating at June 5th rehearsal busing provided for orchestra members needing a ride
        • 10am ? bus brings back students for block 3 final
        • Evening report time is 5:30 at Stabler
          No transportation provided
        • Orchestra starts at 6:30/ Graduation starts at 7pm
        • Pick up ? get to Stabler by 9pm to miss rush
        • Carpooling is a good idea
      • Memorial Dat Parade
        • 8am report at high school.
        • Step off at 9am
        • We will not be in uniform. Blue band shirts.
        • March up to the cemetery and march back afterwards.
      • After graduation week, information will be sent out about pack up and instruments. No date yet for ship out. Look for information for the 1st week in June.
      • London Rehearsals
        • 6 left with only 1 or 2 with seniors
        • Each rehearsal is crucial
        • Encourage your child to be at every rehearsal
      • Middle School/upcoming freshmen parent meeting
        • Tuesday, May 26th at 7pm
        • Information meeting for both parents and students 

New Business:

  • None

 

A motion to close the meeting was made by Teresa McNish. Second by Mike Calagna. Overall approval by the full organization.