2)      There were three parents in attendance as well as Jonathan Phillips, the Band Director and Director of the Fine Arts Department at John Champe High School

3)      The following agenda was followed

a.       Adopting the bylaws, as were sent out to the email addressee’s.: After a brief discussion of the contents of the John Champe Bylaws, they were adopted by unanimous vote.

b.      Incorporation: Discussion was held regarding pros and cons of incorporating to include how to go about it and the paperwork involved. Primary pro was the ability to obtain a 501 3 c status and allow donations to become tax deductible. It was decided that this would be a great advantage to the band program.  Michael Hagood obtained information from the Freedom Band Boosters, which should ease our efforts. In the meantime fund raising is not tax deductible.  A vote was taken with unanimous decision to incorporate as well as file for 501 3 c status as soon as practical. Filling fee is minimal for incorporation. Expect the process to take 1 to 2 months.

c.       Executive committee of the organization

                                                               i.      There are 5 members of the executive committee, as called for in the Bylaws. President, 2 vice-presidents, Treasurer and Secretary

                                                             ii.      Nominations were taken for the position of President of the Association

1.       Michael Hagood was nominated. There were no other persons nominated

2.       Michael was elected by unanimous vote

                                                            iii.      Nominations were taken for position of Vice-presidents

1.       Discussion was held, regarding the number of vice-presidents we actually need given our current size. Decision was at this time, we only need one, but will move to two as the job becomes more complicated

2.       No one was nominated – position remains unfilled

                                                           iv.      Nominations were taken for the position of Secretary

1.       No one was nominated – position remains unfilled

                                                             v.      Nominations were taken for the position of Treasurer

1.       No one was nominated – position remains unfilled

                                                           vi.      An announcement will be put out requesting volunteers to fill key positions.

d.      Establishing accounting software: Need Quick Books Pro / Premier. Decision was made to get Non-profit version

e.      Establishing a bank account: it was suggested that whomever becomes the Treasurer, should decide which bank location / branch is most convenient.

f.        Fees:  $300,00 fee in three installments for marching band (same as Freedom). First installment is due 1 June. Fees go through the school.

g.       Fund Raising

                                                               i.      Glory Days in May: Michael Hagood to enquire with Glory Days, fill out paperwork with the school, possible dates are 22^nd, 29^th, 30^th.

                                                             ii.      Moe’s

                                                            iii.      Tag Day.

1.        Question regarding when Freedom had their tag day and area of coverage. John Champe Tag day is 29 September.

2.        Discussion of combining boosters (Band, Drama, etc) to have more kids participate in fund raising. Split finds on some equitable basis.

                                                           iv.      Students who participate in band program, sign a contract of understanding for mandatory participation in fund raisers. (current practice at Freedom)

                                                             v.      Indian River Fruit Sales

                                                           vi.      Mattress Sale

                                                          vii.      Script – perhaps in the Spring. Great lakes Scripts to buy a gift card once a month.

                                                        viii.      Stadium Seat Cushions – check into prime time fundraising

                                                           ix.      All District Band Event. Easy to run. Have concessions .  Will take place 1-2 Feb.

h.      Discussion of what we need to raise money for.

                                                               i.      Quick Books

                                                             ii.      Guard

                                                            iii.      Gator or golf cart

                                                           iv.      Paint the Trailer

                                                             v.      Tent Canopy

                                                           vi.      Coaching fee’s for the Marching Band and other Band programs. $2500.00 and up.

                                                          vii.      Concert band camp needs guest to prep for festival

                                                        viii.      Transportation costs might be incurred for events.

i.         Discussion of using sign-up genie: Approved

j.        Discussion on obtaining a Website: Approved

4)      The next meeting will be Wed May 16^th at 7 pm at the Mercer Middle School Library.