Chantilly Music Boosters Executive Meeting Minutes March 18, 2015 Meeting called to order: 6:40 PM Adjourned: 7:48 PM Attendance: Aaron Mynes, Orchestra Director Doug Maloney, Band Director Evan Ayars, Choir Director Chris Singleton, Band Director Pete Doherty, President Ed Van Keuren, Treasurer Cathy Sanata, Choir Charms Daphne Rechner, Scrip Coordinator JoEllan Frasch, Choir VP Steve Wallace, Band VP Cindy McNeal, Secretary President’s Comments: The February 11, 2015 Executive Board Meeting minutes were approved. We were contacted by the Centreville Band Boosters, they were wondering if we could share some information and provide guidance. We will try to help them but are not clear about what they are requesting. They may need to contact the FCPS Comptroller’s office. Music Director’s Reports: Choral: Spaghetti Dinner Concert was last week, all did great, Honors Elementary Choir performed on Wednesday night, Rocky Run MS performed on Thursday night, they watched Chamber and Showstoppers. Assessments will be held on Saturday March 21, all groups are going, Concert Choir will be assessed, Showstopper will receive vocal feedback, Chamber should do well. After Spring Break, will prepare for Jazz and Pizazz. Spring trip to Nashville starts on April 15, Chamber and Showstoppers are almost paid up. Orchestra: Friday of District Assessment was snowed out so the Concert Orchestra missed it. Combined Symphonic Orchestra and Philharmonic Orchestras received Superior ratings at Grade V. Chamber Orchestra received straight Superior ratings at Grade VI. All students were on time and did their best. Band: The Pyramid Concert was held one night, the second night was snowed out 3 times. Assessments will be held at Washington-Lee HS on March 20-21, Concert Band, Symphonic Band, and Symphonic Winds will be going. The Winter Guard International (WGI) competition was held this past weekend, we were 3rd in class. Drumline and Indoor Guard are going to the Atlantic Indoor Association (AIA) Championships. Chantilly Jazz is getting ready for the George Mason performance. The last weekend of March is the Jazz Festival, still need some volunteers. Daphne put up 2 posters in Contemporary Music and 1 in the Chantilly Regional Llibrary. The Chicago trip is coming up. Davina Miaw auditioned for All-State Band and earned 1st chair for flute. A Band volunteer has been found to help at graduation. Treasurer’s Report: Copies of the budget are available, scrip needs to be updated, choraling funds are not all in yet, checks need to be deposited. Debit card info was worked on, BBT paperwork was straightened out, original forms had been completed but bank could not find them. Holiday spec funds need to be distributed to Band and Choral FCPS accounts, Orchestra transfer has been completed. FCPS Comptroller reviewed Treasurer records, CHS Music Boosters is in compliance, Charms accounts are good, Vendini funds need to be transferred. Appears the debit card was hacked and used at an office supply store in Iowa, bank was contacted, card was reported stolen, card was cancelled, new card was issued. Reviewed card 1 usage procedures, Band Director will keep the card at school, people will have to request the card when needed. Secretary’s Report: No issues VP Reports: Choral: JoEllan went to the Richmond competition with the Combination Choir, they did well, most of the other groups use a traditional style, our group is more modern, several senior citizens commented about how polite our children were and enjoyed our style. Need someone to shadow JoEllan next year, found someone to shadow costume and Vendini this year. The Spring Concert will be held May 5. Orchestra: Mindy was not able to make the meeting, need to have a discussion about volunteer duties. Band: Continuity planning for next year is a concern. Steve to send out the Master list of openings, need a Chair and a shadow, should assess open Chair positions prior to the Volunteer Fair. Will need to pick a date, provide brief description of job, and identify if position will receive assistance from other volunteers. Old Business: Ongoing Fundraising meeting was snowed out several times, it needs to be rescheduled. Volunteer Fair is for all 3 groups, possible hold it in the Lecture Hall or the Cafeteria. New Business: Recommendation was made to seek an official audit or financial review. Pete to look into accounting firms, services and obtain quotes for discussion. Motion was made to move forward with the joint Athletic Booster-Music Booster fundraiser to sell pavers for school beautification, motion was seconded, vote was taken, motion carried. Another fundraising idea is pep wear. Daphne will be out of town during a scheduled scrip week distribution, her husband will be added as a person who is able to accept the package when delivered. Next Executive Board meeting: April 20 at 6:30 PM 2