Instrumental Music Parents Club
June 8, 2017
MHS at 7:30 P.M.
Annette Burke, Christopher Norris, Jen Minarcik, Jeremy Minarcik, Caroline Joyce, Tamala Harley, Sarah Wegch, Kevin McGee, Kasey Slanina-Brooks, Regina Hartshorne, Sarah Kirn, Ed Kirn, Allison Marchant, Misaka Heffernen, Sue Sadler, Lucille Shenot, Mike McDevitt, Chanell McDevitt, Anne Kohart, Renee Wisniewski, Linda Rho, Angie Bernstein, Annette DeRosa, Susan Lew, Hae Shin, and others.
Call to Order/Minutes of April 4, 2017
The meeting was called to order at 7:35 P.M., and the minutes of April 4, 2017 were accepted without change.
Pizza and water will be available to the non-senior Honors Orchestra students (about 38) playing at the Senior Recognition Awards; the pizza will be ordered through the cafeteria, and reimbursed later. No servers are needed, but Gina Hartshorne will be in attendance at 5:30 to assure the process moves along smoothly, and nominal clean-up occurs.
Composition of Offices and Filling of Vacancies for SY2017-2018
Anne Kohart and Annette DeRosa, being parents of seniors, are vacating their positions on the IMPC. There were expressions of appreciation for their service.
Jen Minarcik distributed brief descriptions of the mission of the IMPC, its committees and offices for purposes of discussion. The mission and offices were summarized as follows:
Mission of the IMPC: to support the instrumental music program financially and in-kind to help with, among other things, the purchase of new instruments and music; funding trips; providing refreshments for students during practices and certain performances; hosting receptions following concerts; purchasing plaques for seniors; and, funding multiple scholarships.
Orchestra Chair: serves as liaison between the IMPC and the orchestra director to determine program needs and disseminate information; organizes and hosts post-concert receptions and the Senior Recognition Dinner for the Honors Orchestra.
Band Chair/Co-chairs (often, 2 people): serve as liaison between the IMPC and the band director to determine program needs and disseminate information; organizes and hosts the bagel breakfast and post-concert receptions, and may coordinate the Pep Band practice luncheon; organizes food donations for band members performing at football games, the Memorial Day celebration and at Graduation; organizes and hosts the Western Burlington County Honors Band dinner/fundraiser when the program is held at Moorestown.
Membership Chair: is responsible for keeping the Patron/Membership form updated; making copies available during Back to School Night and certain other events; collecting member information and donations and forwarding payments to the Treasurer; and, keeping the member information up-to-date (for publication in the concert programs).
Gift Basket Chair: is responsible for creating themes for gift baskets that are raffled during band and orchestra concerts (typically, four total through the school year), coordinating efforts to obtain donations for gift baskets, assembling the gift baskets, and providing a description of the contents of the gift baskets for the raffle.
The functions of the Secretary and Treasurer were discussed with the group in attendance.
Treasurer: the Treasurer typically collects and deposits funds in the IMPC bank account, and disburses funds generally as bills are presented. The Treasurer maintains a basic accounting system for the IMPC. Currently, the Koharts use Quicken. It was agreed that the task of obtaining the registration and gaming license should be added to the Treasurer’s job description. In addition, A. Kohart noted that it will be necessary for her replacement to go to the bank to establish a signature change prior to being able to write checks on the account.
Secretary: the Secretary prepares the minutes of the meetings. The McDevitts typically man the raffle table (including providing funds to make change for ticket purchases), and man post-concert receptions, but these tasks are not assigned functions of the Secretary’s office; people interested in the office need not take on those tasks. However, it was agreed that the Secretary should become responsible for developing and maintaining a website as well as a social media presence for the IMPC. It was noted that the current IMPC web page was developed by A. DeRosa, building off the Moorestown Theater Company’s website. A. DeRosa suggested using Weebly.
Gina Hartshorne stated she would be willing to be the Orchestra Chair but that her child in orchestra will be a senior, and she could not serve more than one year as the chair. She suggested a co-chair option, with someone who has a younger child. Angie Bernstein agreed to serve as Orchestra Co-chair.
Jen Minarcik suggested someone could shadow her and Jeremy Minarcik in their positions as Band Co-chairs, with the expectation of taking over the Co-chair position in SY2018-2019, after learning more about it. Allison Marchant and Lucille Chenot agreed to shadow the Minarciks.
Caroline Joyce agreed to take on the Treasurer position.
Christine Holmbeck will continue as Membership Chair, but Jen Minarcik urged anyone interested in shadowing the position to let her or C. Holmbeck know.
Dan Pizzi and Laura Pizzi agreed to continue as Gift Basket Chairs, but Jen Minarcik encouraged anyone interested in shadowing the position to let her or the Pizzis know.
The McDevitts will continue in the Secretary position, and will work on the website. Angie Bernstein indicated she would speak with her husband about the social media aspect.
A. Kohart reported that the senior plaques had been ordered and purchased for approximately $587. She stated that she received another parent donation of $100, and deposited it, and that cash currently stands at $8658.72. She noted that this is before the $2,500 that will be disbursed in scholarships, the pizza dinner for the orchestra, and any final costs that may be submitted over the summer.
Anticipated costs; status of Western Burlington County Honors Band for fundraising
It was noted there would be a cost associated with the raffle license renewal, of approximately $100. In addition, the bus for the senior trip for orchestra is an expenditure the IMPC is already budgeting.
C. Norris indicated he would like to purchase a humidifier for approximately $300.
A. Burke indicated it would be a good idea to purchase a harp cart, estimating a cost of about $300.
C. Norris suggested that that the amplifiers need updating (for between $800 to $1,000), but that he would prefer to talk to Mr. Seibel about those first.
Both directors indicated no pressing need for other funding from the IMPC, noting that they currently have service budgets for instrument repairs, furniture and other supplies. C. Norris indicated that they are continuing to request the purchase of a new timpani, but anticipate the school will cover that cost.
Discussion arose again regarding shirts for the band, but no decisions were made. C. Norris stated that the ordering process had the band shirts being addressed in tandem with the athletic wear, with a current goal being adoption of a more standardized look for Moorestown High School. He indicated he would not know with certainty how the band shirts would be dealt with, or the associated costs, until July. Depending on the situation, when/if notice goes out (to incoming freshmen, and possibly other band members) in August requesting money for the band shirts, notice regarding the opportunity for some defrayment of the cost could be included. In the meantime, the shirts that were collected from band members will be laundered by Forrest Cleaners (the cost to be borne by the school district), and may be redistributed in August to Pep Band members.
C. Norris stated that he did not believe that Moorestown would be able to host the Western Burlington County Honors Band (WBCHB) in SY2017-2018, because it has hosted it twice in a row and other schools are interested in hosting. Jen Minarcik said that if the IMPC cannot use the WBCHB for fundraising, the group will need to explore other fundraising options at its initial meeting in the Fall to make up for the approximate $1,000 difference.
The date of the next meeting remained to be determined. The first meeting of the school year typically occurs after Back to School Night, during which membership forms are made available and notice of the IMPC is discussed by the band and orchestra directors.
The meeting ended at about 8:35 P.M.