ABOB August, 2024 Executive Board Meeting Minutes

Alton Band and Orchestra Builders Executive Board Meeting Minutes Date: August 26, 2024

Start: 6:00 pm @AHS 

Attendance:

Ed & Cathy Gray, Laura Plummer, Dawn Humphrey, Jodi Baum, Mark Hilgert, Louise Harr-Chapman, Jason Chapman, Blake Korte, Chuck Willard, Jill Mitchell, Abi Knoche, Sally Pierce, Laura Gibbs, Brad Donoho, Roger & Ruth Waggener

1. Open/Additions to Agenda/Introductions

2. Meeting Minutes

   1. Jill will get added to the website 

   
   

3. Treasurer’s Report

   1. Craft fair

      1. $16,847 thus far

      2. Add paypal to website for payments

         1. $2-3 dollars per transaction

         2. Cannot use Venmo due to 501c3 status

         
         

      3. Dawn will discuss with Amy about contract on Google Form

      
      

   2. Grant

      1. Issued in July from Alton Foundation used for instruments

         1. AMS band: trumpet & trombone

         2. Orchestra: bows & supplies

         
         

      2. Band has carry forward due to candy sales

      3. Guard has carry forward

      
      

   3. Motion to accept the report

      1. Laura Plummer: move to accept

      2. Louise Haar-Chapman: 2nd the motion

      3. All in Favor: passed

      
      

   4. PayPal

      1. Laura Plummer: motion to move payments online beginning now

      2. Louise Haar-Chapman: 2nd

      3. All in favor: passed

      
      

   5. Laura brought this to our attention:

      1. Amazon

         1. Teachers/District Staff

            1. Ship to school ONLY if wanting reimbursement

               1. 501c3: pre tax plus shipping

               
               
            
            
         
         
      
      
   
   

1. ABOB orders

   1. Go through music staff

   2. May send to home address for reimbursement

   
   

1. Policy 890

   1. Protects our finances

   2. District: no liability or responsibility for ABOB

   3. Audit

      1. Conducted for our protection

      2. For Dawn, invoices should have:

         1. Date

         2. What it was for

         3. Who it is for

         4. Which account being used

         5. Why the purchase

         
         
      
      
   
   

2. Motion to accept Money handling

   1. Brad set the motion

   2. Laura G. 2nd

   3. All in favor: passed

   
   

1. Teachers Reports 

   1. AHS Orchestra

      1. The Nature Institute

         1. Friday, September 20th @ 6:15pm

         2. Theme is “Frightening”

         3. Blacktop trail useful for shuttle & motorized scooters

         4. Tickets are $12, proceeds to TNI

         5. Rain: moved to AHS

         
         

      2. Both groups are moving right along at the start of the year

      
      
   
   

1. AHS Band

   1. Red/Gray Scrimmage on August 23rd

   2. Senior Night on August 30th

   3. Competition: O’Fallon on September 7th

   4. Wind Ensemble: Calvary Baptist Church in October

   5. Band Fundraiser

      1. Starting “SnapRaise” on Tuesday

      2. Students enter phone numbers or emails

      3. Month long

      4. Goal is $10,000

      
      

   6. Percussion:

      1. Festival Competition in Imperial, MO @ Seckman High School

         1. Paul Renick was judge who gave comments

         2. Great performance

         3. Class is going well 

         
         
      
      
   
   

2. AMS Band & Orchestra

   1. Orchestra

      1. 8th grade: last Covid bunch

      2. 6th & 7th grade numbers are great!

      3. Added a UA for 6th grade: instrumental technique

      4. Recruitment nights

         1. West: Thursday, August 29th

         2. East: Tuesday, August 27

         3. North: Wednesday, August 28th

         
         
      
      

   2. Band

      1. No report

      
      
   
   

1. Committee Reports

   1. Hospitality

      1. No report

      
      

   2. Ways & Means

      1. No new dine out nights set at this time

      
      

   3. Communications

      1. ABOB meeting dates

         1. Creating “event” on Facebook to gain attention

         2. Confirmed no meetings in December, June and July

         
         
      
      

   4. Technology

      1. Domain renewed last week

      2. Discussed possible new payment options

         1. Paypal, e-check through bank, virtual credit card?

         2. Roger will check options on the wordpress.com

         
         

      3. Need to find a new chairperson as Roger is a senior parent

      
      

   5. Craft Fair

      1. Email sent out to board by Amy Macias

      2. Ed Gray:

         1. Need to check on custodial:

            1. We sub contracted with Aramark

            2. They included the fair as an activity

            
            

         2. New company: HES

            1. Check in with Dave Allison

            
            

         3. Security at night:

            1. Fosterburg and Godfrey Fire Dept had shared

               1. Fosterburg: not wanting every year

               2. Godfrey: hasn’t done in past few years

               
               

            2. Research:

               1. Who could do it instead of Fire Departments?

               2. What do other fairs do over night?

               3. Are our new security cameras enough?

                  1. Ask McClintock

                  
                  
               
               
            
            
         
         
      
      

   6. Virtual Auction

      1. Jodi is new chairperson

      2. She is talking with Jeanna about sponsors/donors

      3. Need other parents to come alongside and help solicit donations

      4. Date: move to March, but not conflict with AMS Spring Fair (3/22/25)

      
      
   
   

2. Old Business

   1. Budget and officers for 2025 were done by email

   
   

3. New Business

   1. Nothing to report

   
   

4. Next Meeting

   1. September 23, 2024 @ 6:00 pm

   
   

5. Adjournment

Respectfully submitted:

Jill M. MitchellSeptember 10, 2024