The meeting was called to order at 7:35 p.m. by Meg Evans Gartley who reviewed the handouts (minutes from the May 2017 meeting, proposed 2017-2018 budget, and meeting agenda) and introduced the Executive Board members for the 2017-2018 year:
- President – Meg Evans Gartley
- Vice President – Rose Miravich
- Treasurer – Eduardo Azzati
- Assistant Treasurer – Shawn Bobyak
- Secretary – Bob Wascura
- Kevin Long – Band Director
- Allen Frank – Assistant Band Director
Motion: Marsha Hein moved to approve the minutes of the May 2017 meeting. It was seconded by Steve White and approved unanimously by the membership.
Kevin Long introduced and thanked clinician Stu Warmington who has been working with the drummers on precision routines and stickwork during band camp. Mr. Warmington addressed the members and expressed his enjoyment working with the students.
Mr. Long announced:
- August 24 as preview night for parents and the public
- The band will march in the Miss America Parade on September 9 with a 5:00 p.m. step-off with departure time from Bethlehem to be determined
- The first home football game is 3 weeks into the season
- The first football game is away at East Stroudsburg with a 4:45 report time
- The band documentary produced by PBS39 was nominated for two Mid-Atlantic Emmy Awards. The award ceremony will be at the Hershey Lodge in September.
Allen Frank announced the beginning of First Company rehearsals in a few weeks. They and the pipers will play on the first day of school for freshman. The pipers will play for freshman orientation. He shared the following statistic with parents to explain students’ possible exhaustion during band camp: during a 30-minute rehearsal, a musician makes approximately 10,000 decisions.
Meg announced the beginning of a weekly informational email to parents on Sunday evenings. Parents may sign up for the email on the organization’s website (lhsgbopc.org). Information is also available on Facebook and Twitter. The Student Senate (student band officers) uses a “remind” app for students which parents may also access: text @lhsgb2 to 81010.
Budget for 2017-18
Meg explained the “fair share” of $135 for each band student and $50 for each orchestra-only student provides the working capital for the parent organization. She reviewed each item of the budget explaining where the money is spent:
- Clinicians – professionals like Stu Warmington who work with students on performance skills
- Concert Expenses – clinician and housing for lighting technician
- Transportation – this year $10,000 for Miss America Parade
- Senior Dinner and Gift
- Bandroom improvements – this amount originally for a field show rehearsal ladder has been transferred to uniforms to help pay for the berets
- Uniforms – BASD pays for uniforms on a rotation basis with the other secondary schools, but in the off years there are uniform needs such as berets this year
- Parent Organization Maintenance – insurance, P.O. box, office supplies, postage
- Uniform Maintenance – fee for Mrs. Zettlemoyer
- Hospitality – food and beverages for particular events: Miss America Parade, LHS/FHS game luncheon, halftime water, etc.
Meg presented an overview of the organization website via an overhead projection highlighting the “Information” block where minutes of the membership meetings may be reviewed for approval at the following meeting.
In response to questions Meg addressed the following items:
- students will wear a plain white t-shirt this year under the uniforms
- raincoats are not a take-home item, but are issued as needed.
- quota due date will be addressed later in the meeting.
- a tag-a-long bus for the Miss America Parade may be provided if a parent would like to coordinate the endeavor as all the officers will be bus chaperones.
- clearances from the middle schools do not automatically transfer. Copies need to be submitted to Mr. Frank and are good for 5 years.
- participation in hoagie fund raiser needs clearances because of working with students
Rose Miravich explained that a student’s quota account includes direct payments and credits from fundraising. She will answer questions on quota by phone or email.
Rose announced the current fundraisers are hoagies, Matey’s Pizza and Uncle Paul’s Pierogies and introduced the fundraising chairpersons present:
- Hoagie chairman Frank Miravich explained that two people need to be present to make hoagies for each order placed ( i.e. student and parent, two parents, etc.).
- Matey’s Pizza chair person Rebecca Escott explained pepperoni pizza is no longer available and gluten-free pizza has been added.
- Gertrude Hawk chairperson Kathy Pelletiers reminded parents that candy bars cannot be sold during the school day
- Salsa chairman Jason Applegate said that a sale date has not yet been determined for the locally made salsa, but will probably occur around Thanksgiving.
Rose announced the Fall flower and mum sale delivery will be September 30 with six-inch pots yielding $2.50 for quota and the nine-inch pots yielding $3.50.
Meg acknowledged that The Runners World Half Marathon will be offering fundraising opportunities for volunteering and she would be pursuing the participation of the organization.
Eduardo Azzati presented the treasurer’s report for May and June, explaining the reports are usually for the previous month because of the timing of the bank statements. He explained that he processes income and generates reports while assistant treasurer Shawn Bobyak handles paying of bills by check which each require two signatures. For control purposes he and Shawn may not sign the same check . Eduardo asked parents to please read the parent handbook and highlighted the following:
- Personal checks made payable to “LHSGB&OPC” should be given to him or Shawn in person or mailed to P.O. Box 226, Bethlehem, PA 18016
- Credit cards may be accepted in certain circumstances through the organization’s square account
- Write the child’s name in the memo section of the check
- Checks to pay for fundraisers are held for one week to allow the seller to collect money
- Checks returned for insufficient funds will be charge $12.00
Meg explained that that the remaining quota amount at the end of a member’s senior year may be rolled over to a sibling only if the sibling will be a member the following year.
Mrs. Zettlemoyer reminded parents that the $15.00 dry cleaning fee needs to be paid before uniforms are released. She thanked all those who helped with the fittings.
Motion: John Hoysan moved to pass the budget as presented. Jason Applegate seconded the motion which was passed unanimously by the membership. Approved budget for 2017-18 school year.
Discussion ensued regarding a proposal to adopt a 2-step plan to change the parameters of the fair share payments:
- 2017-2018 fare share due date would be moved forward from March 2018 to October 1, 2017
- beginning with the 2018-2019 school year the fair share due date would be August 1 and would include the uniform dry cleaning fee
Rebecca Escott suggested moving the October 1 date in part 1 to October 10 to correspond with the October membership meeting date.
Motion: Rebecca Escott moved to adopt the 2-step plan to change the parameters of the fair share payments proposed above amended to change “October 1” to “October 10”. It was seconded by Robin Anthony and approved unanimously by the membership.
The meeting adjourned at 9:10 p.m.
Submitted by Bob Wascura