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Steve Barrett
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AIMA Meeting Minutes - April 14, 2009
« Thread Started on May 15, 2009, 1:51pm »

Arundel Instrumental Music Association
Minutes for April 14, 2009

Attendance: Mitch Wightman (president), Kim Rosekrans (vice-president), Mark Greco (treasurer), Kathy Mackey (secretary), Joe & Linda Fleming (co-publicists)

1) Convene
A quorum was present (30 members). The President called the meeting to order at 7:00 pm in the band room.

2) Mr. Butts’ Report
No report. Dr. Butts was not present.

3) Publisher’s Report – Steve Barrett
- Need people to take photos during Spring Trip because Steve Barrett will not be there to do it. He will also need someone to report back to him with the scores and awards. He would like to put them up on the website.
- Great job Randy Buckley on the work you have done on the Guard website.
- Steve will try to shoot the All-County Jazz Band concert.
- Spring concert will have a side-by-side with parents this year. Need parents to sign up after Spring Trip.
- Randolph College choir concert had about 45-50 people show up to watch. The best thing was the clinic for the AHS students, which was about 2 ½ hours. Thanks to all the parents who supported this event. Chipotle donated dinner to the group. The Caliente Band that was at the Jazz Festival will receive an invite from the Randolph College Music program to come visit them next year. This was a great exchange and very successful visit for all. Again thank you everyone for all your help.

4) Treasurer’s Report
- Savings Account $16,442.91, Checking account $10,069.19 (with about $3,000 outstanding in checks)
- We have about 118 students and about 95% has paid their Participation fees and 81% took advantage of the discount.
- We lost about $2,200 at the Jazz Festival. We need at least 10 bands to make money, had 8 sign up but only 5 showed. We did not sell many of the t-shirts, which we had ordered (total count 200, not sure how many sold). Also lost money on the CD recording. The thought was that people would buy enough to pay for the cost. We need to remember that we lost money on the first couple of TOBs. We need to ask Lori for an after-action report.
- So far we are in the red for the Spring Trip about $2,100.

5) Outreach Committee Report – Denise McHarg
- We need to start on an orientation for the incoming students and their parents. We will have a meeting next week at 7 pm to plan an orientation meeting.
- Dr. Butts just decided not to do a side-by-side with the students.
- The feeder school concert was such a success that we will plan on having one every year from now on.
- Missy brought up that when the guard goes down to the Middle school, maybe she could take some of the band members to perform.

6) Guard Report – Missy McCubbin
- The guard had a good indoor season this year. Both teams came home with a 6th place (out of 10 to 12 guards in each level). She is looking forward to taking both teams on Spring Trip. This will be the first time both teams are going.

7) Spring Trip Report – Michelle Bogovich
- Everything is good to go and falling into place.
- We need to remind kids to bring a change of clothes after the performances because there will not be time to go back to the hotel.
- We will be leaving earlier because we are now making a side trip to a gold mine just outside of Atlanta.

8) New Business
- Randy Buckley will head the TOB again this year. He says we need to start organizing the TOB committees.
- Mark Greco – Baysox starts in May. People need to start signing up for days to work. The full schedule is up on the website. Maybe we need to tell people to come to a certain number of games to get enough people to work.
- Maybe we should work on a payment plan with incentives of lower fees via fund raising.
- In July we need to go over budget with the different groups to see how much money each group will need and get an idea of how many students will be in the program. This is important to do because this year money is harder for many people. We also have the problem of some kids ‘appearing’ out of nowhere (not signing up with AIMA) and they don’t know about participation fees until Spring Trip.
- Maybe we should have a parent or two in charge of each group to gather information from them and pass on info to the group.
- Maybe give out a welcome packet with a $20 coupon attached that they can return with their sign-up forms.
- Maybe if students don’t help with a certain number of games or fundraisers then they cannot get the $50 discount.
- Set up a Pay Pal account for people to pay their fees and such with. Someone thinks there may be a fee associated with this. Some one needs to check up on this and see if they might waive it for a non-profit organization.
- Maybe we should make up some kind of packet on ‘how to be a section leader’. This can help them out because they would know what their responsibilities were. This might fix some our problems.
- Dr. Butts needs someone to help him out, like an assistant. Someone would need to be available about 3 days a week, during the day. One of the parents used to do this.
- All these ideas are well and good but we need people to take one and work on it. We have a set up for many different committees that would cover these but we need the people to do it. All the committee would have to do is get started with one idea, go out and work on it then report back to the Board on their findings.
- Next year’s theme will be Gershwin. We might have props. Judges and audience love the 1930s pop music. We need a bigger band – 75 band and 20 guard. We need to push to get more band members.
- Band camp will be Aug 3 -14 and then have practices on Aug 24th and Sept 1st. For the first few weeks of school we will have Saturday practices.

9) Publisher’s Report (cont.)– Joe Fleming
- By-Laws are on the website and he brought a printed out copy for anyone to look over.

10) Nominations – Steve Mackey
- Steve is helping out here because he does not have the time to run for office.
- Section 2 Article 4 – You have the right to vote at the elections if you have attended one AIMA meeting. You can email Steve your vote if you cannot make it to the next meeting.
- There are many standing committees that are going unfulfilled that would help out Dr. Butts and the music program.
- Nominations
President – Andy Musliner
Vice-President – Jim Protin, Denise McHarg
Treasurer – Mark Greco
Secretary – Kathy Mackey
Publicist – Joe Fleming (with Randy Buckley co-chair and Cindy Wesley co-co-chair).

12) Closure
A motion was made, seconded and carried to adjourn about 8:45pm.

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