Meeting Minutes
May 14, 2011
Starbucks, Salem
Present: Corianne Rice Heinke, Robert Heinke, Jeff Bemrose, Travis Wong, Renee Schaefer
Absent: Lani Akers, Kristina Griffith
Meeting Called to Order: 2:25 PM
Next Meeting: TBD
Treasurer Report
Lani will e-mail to the Board.
Playing Opportunities
Pickup Game:
This year’s pickup game will be September 10. Garter Band camp is 9/4 thru 9/7, then there’s a leadership camp and the pickup game right after that. (See below for scholarship application details.) They are expecting 240 band members this year so we will need to get the word out soon about the pickup band, since seats will be limited. Attendance for recruited high school students is still free but any alumni band members (including parents of recruited high school students) will need to pay 2011-2012 OAB fees (see below for price structure). Any OAB members who wish to bring their high school child/children need to communicate this to the OMB so they can plan for that, as the OMB usually handles all the registration of the high school attendees. Renee will talk to our web consultant about availability to update the registration page and will send out a “save the date” e-mail in the meantime.
Homecoming:
We have three options this year but nothing has been decided yet:
10/15 (ASU), 10/29 (Washington State) or 11/9 (USC). Per Robert, we should send out notice to our members of the three possible dates so they can keep those dates open. Renee will send out e-mail notice.
We are sitting with the OMB. OMB is fine with us booking the Red Lion again this year as soon as we know the date. We will have two buses (going & coming) for shuttle.
OMB is going to want to know what percussion, sousas, baritones and mellophones we will need.
Travis would like to get copies of this year’s music. He can check with Dr. W. on this.
Jackets: we will have (the correct!) jackets this year.
HC Director: Julie Bounds again this year? She’s living in California, but Corianne will e-mail her to ask.
Colorguard: Dr. Wiltshire is ok with OAB having colorguard do a coordinated performance along the sides of the OAB at pregame. They can then sit in the stands with the OMB.
Renee will get the list from DeNel for the HC mailing.
Matt Court:
Dr. Wiltshire and Sarah came up with the idea of giving the OAB their own event at Matt Court, whether it’s a basketball or volleyball game. Basketball schedule hasn’t yet been set but when that happens we can then pick which event we will do.
Counterproposal: This year’s OAB membership gets you into Homecoming and Pickup game, plus you get invited to all the other basketball and volleyball games that become available to the OAB. Last year, the OAB played 8-10 games, but this year it should be closer to double that amount. Their paid membership would get them private invitations to the event, but the private registration will close two weeks before the start of the event. (After that time, Travis and Don Elkington will be free to fill the seats by the standard means available to them.) If they do not pay their membership in time, they may not be allowed a seat at the game. Corianne will discuss the counterproposal with Sarah and Dr. Wiltshire.
Other Opportunities
Festival of Bands:
FOB is 10/22 this year. We would like to sponsor a trophy again this year. Decision details pending Treasurer report.
Registration
Online Registration:
Renee will check with our outside contractor (Paul Waterman) on the online registration updates for this year. Unfortunately, the site needs to be up prior to knowing most of the events and/or dates. With that in mind, we will have it designed with just three columns: Pickup Game, Homecoming and “Interested in Basketball and/or Volleyball Playing Opportunities.” That last column will give us the info on who needs to be included on the e-mail campaigns, and Travis will manage registration for these other events.
Membership Charge:
Two-tiered registration based on early registration, like we had two years ago. Rate will be $35 early (by August 31) or $45 after that date.
Recruitment/Retention
eNewsletter:
We had decided to make it quarterly, but we simply have no quarterly updated information. We will stick with Facebook page updates and e-mail campaigns.
Board Apps:
We put board apps out last year at HC but got no takers. This year we need to do signage and better marketing push to get board members.
First Year Members:
First year OAB members will still be allowed to join free of charge. Corianne and Robert will ask Sarah for a current list of the OMB who aren’t returning this year.
Band Banquet:
They got 4 signups total last year. The band is majority underclassmen this year so Band Banquet recruitment may not be heavy for the next couple of years. Corianne will try to get clarification from OMB on the Banquet this year (whether we will eat w/the OMB, etc. so we can wear appropriate attire, etc.)
OMB Relations
Band Box Treats:
We are still doing treats for the OMB, plus gift cards (5 x $5 cards) at every game.
Scholarship:
If we can have the information ready when they give the registration paperwork out for band camp, OMB feels that is the best time to let them know about the scholarship. Deadline will be Homecoming. We usually do a letter of award asking them to keep it quiet and then we present the Scholarship at the Band Banquet.
Dispersal of funds: There are two ways to award the scholarship: We can cut a check to the student or we can have the money deposited into their academic account. We prefer to do the academic deposit. Corianne said that Sarah has paperwork for setting that up, and it doesn’t appear to be too complicated.
Amount: We will do quantities of $500 scholarships, depending upon available cash. Dollar amount of individual scholarship amount will not vary so that we can keep it fair to all applicants from year to year.
Requirements for scholarship (change from previous years): Must have been in OMB for one full year prior to applying. Corianne proposed, Travis seconded; all approved. Scholarship application currently says two years, but due to heavy attrition in the upper grade members, this would limit the number of eligible recipients so we are relaxing it to one year instead. The application posted online is otherwise still current, and it still lists a place for the director to sign. This gives Dr. Wiltshire input on the front end, plus we will present him with our selected list of finalists for input and/or veto power.
Renee will change the wording on the scholarship application to say “second year student or above.”
Other Business
OMB Gear:
If it goes on sale, they will offer to the OAB first before they go live with any public sales of old OMB gear.
T-Shirt and Hat Sales:
We sold 11 t-shirts and two hats last year.
We need more sizes to fill in our inventory – Travis will double check on the exact sizes. We like the green but not the yellow!! Travis has a local (Eugene) connection for silkscreening and down the road we can order newer yellow color ones but for now we just need to replenish the dark green inventory for the larger sizes.
On the (orangey) yellow shirts, Travis proposed just giving away the yellow shirts to any high schoolers who show up to the games. Unanimously approved, although this motion will go to Lani to ensure we can do this in our financials for those assets.
Music:
Travis brought in all brand new binders and completed full book of arrangements for all parts. He cleaned up all the existing music so they match bar for bar, he magnified and/or reformatted half-page arrangements to fit on single full page, etc. He combined standard arrangements with a handful of new arrangements that he and one other person wrote. Corianne recommended paying Travis for his arrangements at the same rate we will pay the other arranger. He will work out reimbursement details with Lani and the other arranger. (Cost will be between $20 and $40 per arrangement.) Jeff seconded; all approved.
Shirts:
Travis recommended basing the T-shirt price on how many games they attend. The cost would range from full price down to free, based on how many games they attend. Travis can track both the shirt refunds/purchases and the games attended. (Note: this will need to be approved in an addendum meeting via e-mail or in person, as this has financial impact.) Travis will check into price of green polo shirts with embroidered OAB logo. Our preferred course of action would be to purchase a supply of polos for this season, but Travis will get some price estimates and then we can compare that against the Treasurer Report funds.
(End of meeting)