Instrumental Music Parents Club
April 16, 2013
Annette Burke, Matt Hyzer, Cathy Voyack, Nancy Matthews, Angela Johnson, Mike McDevitt, Chanell McDevitt (and many others); Chris Norris was not able to attend, but was consulted by phone.
Call to Order
The meeting was called to order at 7:40 P.M. by the co-presidents.
Minutes of the February 12, 2013 meeting were approved with no changes.
Ms. Burke reported that the Pops concert went well, that 2 students were selected to All-State Orchestra, that 1 student had been selected for the Eastern States Orchestra, and she expected 1 student would audition for the National Youth Orchestra. She noted that the Spring Orchestra concert will be held on Wednesday, May 22nd, and that the Band Spring concert will be held on Thursday, May 16th.
The band trip to Hershey Park is scheduled for the Memorial Day weekend, and 70 children are expected to attend. It was agreed that the IMPC would fund the cost of one bus for the trip (at $1,300), but determined additional funds were not necessary.
A. Johnson reported that the IMPC balance as of April 16, 2013 was $8357.20. She reported that the total revenue raised through Cafe Night was $3696 ($2451 in ticket sales; $635 in ad sales; $601 in auction sales, and $9 in extra donations), while expenses totaled $399.50 ($50 for pizza; $250 for decorations; $99.50 for supplies), resulting in a net total of $3296.50.
A. Johnson reported that the estimated expenses for the remainder of the year range from $3865 to $4520, and include the following items: senior award plaques; band and orchestra concert cakes; monetary gifts to the band and orchestra; senior scholarships; concert refreshment expenses; and, the remainder due for the bus to Hershey Park. She noted that a deposit of $400 for the bus had already been made (recorded in the February 12th Treasurer’s Report), but the remainder ($900) would not be paid until the date of the trip.
Monetary Allocations to the Band and Orchestra
There was discussion about the monetary amounts to approve for the band and orchestra. M. Hyzer indicated C. Norris would like to purchase more percussion equipment (smaller auxiliary instruments), while A. Burke stated she would like to purchase new instrument racks. The IMPC allocated $1,200 to the orchestra, and $700 to the band.
After some discussion, it was agreed to increase the scholarship award from $350 to $400. The IMPC allocated $400 each for four scholarships (totaling $1,600), 2 for the band, and 2 for the orchestra.
Senior Recognition Plaques
A. Johnson stated she would order the plaques. The total number was not known at the time of the meeting -- A. Burke stated there were 17 seniors in the orchestra, and a smaller number in the band. It was estimated that plaques would total about $400.
It was noted that the raffle did not generate the level of revenue that previous silent auctions had, and that, while the general revenue was not significantly different from prior years, it represented a decrease. There was discussion as to whether a hybrid raffle and silent auction may be a better option -- with premium baskets offered through the silent auction. There was also discussion whether the IMPC should host Cafe Night next year, or consider other fundraising opportunities, such as car washes or other sales options, but nothing definite was decided. It was agreed that if the IMPC continues with Cafe Night, planning should start sooner with respect to putting together baskets and the program/ads.
C. Voyack and Mary Ellen Heeneke agreed to organize the reception for the band concert, with Mary Ellen Heeneke volunteering to make the sheet cake. Donations of water and other baked goods would be sought through C. Norris’ email list.
N. Matthews and the McDevitts agreed to organize the reception for the orchestra concert, with the McDevitts volunteering to order and pick-up the sheet cake from B.J.’s.
It was determined there was no need for a June meeting. The schedule for the 2013/2014 school year will be set at a later date.