October 1, 2012
Member Meeting
Monday, 7:00 pm
OHS Band Room
Orting Performing
Arts Booster Club
I. Called to
Order at 7:01 pm (Brenda L.)
II. Attendance
sheet passed, (attached)
III. Minutes
from Sept. 10, 2012 (Tanya)
Topical
reading of the minutes
Motion
to approve by Melanie E., Seconded by Leanne C.,
All
in Favor? Yes, None opposed. Minutes approved.
IV. Open Issues
A) Status of 501c3 Application (Andrea or
Brenda)
Andrea,
not present. Brenda conveyed message
from Andrea that now we are waiting
on the attorney to respond to letters.
B) Treasurer’s Report (Beckie, Todd,
Brenda)
Beckie
absent.
(Brenda)
Presently still using Key Bank. We are
waiting on WA State Secretary’s
office
to make changes to paperwork regarding the change in OPABC governing
board;
once that’s done, we can open Union Bank account.
Recent
deposit $1,200.01 from merchandise sales, Aerosmith concert
Current
Balance: $10, 257.57
Outstanding:
0
To
be deposited: $285.75 check from PTTE
for Linkin Park/Incubus concert.
Check
to Aaron for Discretionary Fund: $500
(signed
by Todd C., waiting for second signature from Andrea M.)
Check
to Eagle’s Hall for Pasta Feed: $100 (addressed in section E)
We
are over-budget for instrument repair cost from what was approved in spring
2012. New fund amount must be motioned, seconded
and approved to cover repairs. Upon discussion, this matter is completely
resolved, no action needed.
C) Tacoma Dome Concession Sales
Tues,
Oct. 9th Justin Bieber
Signed
up: Aaron R., Meagan M., Jackie B., Breanna B., Brenda L., Tanya N.
Monster
Jam and Lady Gaga coming in January
D) Christmas Craft Fair
Too
late this year to offer craft fair but we can begin to work toward 2013; get the word
out to crafters by March.
Need
Committee Chair, must be established by next meeting.
Noelle
Woite (206)355-2541 is willing to help solicit crafters. We would organize/manage
craft fair, set-up/tear-down.
Discussion:
Committee
needed to begin active correspondence/advertising
Location options: OMS
Commons, OHS PAC,
Ptarmigan Gym
Brenda L. has OSD Facility
Use Application
Melanie E. to investigate kitchen usage
possibilities.
Date: December 7th or 14th
2013
(Stephanie
B.) It’s nice to have lunch amenities to provide the vendors.
Conclusion: After pros and cons discussion, decision for
Ptarmigan Ridge Gym
for first year, Dec. 7, 2013
E) Pasta Feed 2013
Need
Committee Chair
Eagle’s
Hall location
Access
to building from noon -10 pm.
Need
$100 more security deposit for date of Feb. 9, 2013
The
expected deposit return at end of event would be $200.
Motion
by Kevin H., Seconded by Leanne C.
All
in favor? Yes. None opposed. Approved.
Todd
C. to get a check from Andrea M. to give to Beckie to secure Eagle’s Hall.
F) Merchandise Table at Football Games,
6:30 call time
Oct.
5th 1st and 2nd
half: The Hamlets
Oct.
19th 1st
half: Melinda B./Trina H.
2nd half: Tanya N./ Brenda L.
Oct.
26th 1st
half: Melinda B./ Trina H.
2nd half: Kevin H./ Brenda L.
G) Pep Feast
Oct
5th Spaghetti Feast
Gail
H., Kathryn S., Tanya N.
Oct
19th Taco Feast
Brenda
L., Melanie E., Louise H.
Oct
26th Hot Dog Feast
Three
volunteers needed
V. New Issues
A) Band Director’s Report – Aaron Ruff
Jazz
to Spokane Trip
Chaperones: Andrew L., Tanya N., Louise H.
Hopeful
ASB contribution of $500
Band
fundraising sales of candles
Sales
from Jazz Band go toward Spokane
trip
Sales
from Concert Band go toward Retreat
Any overages go toward Retreat
Retreat
2013
April
1st – 4th of Spring Break
Chaperones: Brenda L., Andrew L., Melanie E.
Trailer
for Band Equipment Transportation
Presented
as possible purchase
16
foot with ramp, fully enclosed, $2,000
Discussion: storage, insurance, towing, if gifted to district
and designated as Band Trailer, someone to go look at
the trailer with Aaron.
No
action taken regarding purchase.
Recent
Bid received for OHS Band chimes, $3,877
No
action taken on above mentioned financial matters:
Discussion
occurred about the possible lack of or need for a quorum.
(By-Laws Article VII, Section 6: Unless otherwise stated in these By-Laws, a
simple majority vote of the
members in attendance, provided that there are a minimum of two (2) officers
present, is required for each proposal placed before the membership.)
Discretionary
Fund costs, not yet taken:
(checks
signed by Todd C., waiting signature from Andrea M.)
Tri-M renewal due, cost $100
Banner,
$98
B) Choir Director’s Report – Jackie Backus
Jackie absent due to illness
Information
presented by Brenda L.
Dinner
Show has to be through ASB
France
Trip brochures available to students and parents of Choir
Discussion:
Is
Choir fully on-board?
Does
Choir want to help build organization long term or just for fundraising for
France Trip?
Brenda
to speak with Jackie to get some clarification.
If
/when Choir becomes part of OPABC (Stephanie B. suggested) itemized bookkeeping with
line items for designation of Band/Choir.
We
don’t want an Us/Them attitude but there must accountability and
responsibility.
C) Report from Stephanie Bailes
regarding
insurance coverage under PTA:
It
has been often conveyed in past meetings that OPABC has been “under the
umbrella” of the PTA for insurance coverage. Stephanie explained that this is not the case
and has not been
so for three years. There was only a one
year agreement. We
do not need the 501c3 to obtain insurance, only a tax ID number.
Insurance: liability, officer liability, bonding…
Also
advised (Stephanie B.):
Charitable
Solicitations: must be registered with
the state to be able to fund raise.
Resellers
Permit: obtain through the state to be
able to sell merchandise legally.
Suggested (Stephanie B.)
Class
to become familiar with what is required for all 501c3 organizations.
Available
soon at PTA, $45 a person.
D) General Discussion
General
dissatisfaction with progress of 501c3.
What
if we begin progress with new attorney? pros/cons
There
feels like an undermining of confidence and testimony of the booster club due
to the slow
progress of the 501c3, insurance coverage issues and the new information advised by Stephanie B. above.
E) Next meeting
Motioned
by Tanya N. for Nov. 5th, Seconded by Leanne C.
Approved: Nov 5th , 7:00 pm, OHS Band Room
F) Adjournment
Motion
to close the meeting by Kevin H., Seconded by Leanne C.
Meeting
adjourned 8:17 pm.
