November 21, 2016 Board of Directors Meeting

Bloomington Community Band Board Meeting Minutes
November 21, 2016

  • In attendance: Gary Wiggins, Lloyd Orr, Julie Kraft, Don Talbott, Bob Appleman, Joe Car, Phil DiLavore, Kyle Hetrick, Christy Sener Townsend, Phyllis Solzneff, Anita Elsey, Doug Davis, Don Westerhaus, Jerry Jerome.
  • Not in attendance: Bill McGreggor, Jenn Strayer
  • September Meeting Minutes: Motion to accept minutes as presented: Bob, Don Westerhaus seconds, motion passes.
  • Treasurer’s Budget Report: October was a large revenue month, and we’ll have about $4500 in November as well. There is some follow up needed for dues. Motion to accept the report as presented: Christy, seconded by Kyle. Motion passes.
  • Welcome to Julie! Thank you for agreeing to serve!
  • President’s Remarks:
    • We have gotten a lot accomplished this year, so we should be proud! 🙂
    • Our January planning meeting needs to be scheduled.
  • Procedural Audit
    • Lloyd has received back the procedural audit.
    • He would like to create a Treasury Handbook or Manual based on this audit, and then have the board examine that.
    • He has given us an additional budget variance sheet to help us understand how our budget is working.
    • One of our big issues in procedure is our handling of cash.
    • As of right now, we have no check and balance to make sure that cash is handled appropriately – Lloyd collects and is on his honor to record it and apply it properly.
    • We need to be receipting each transaction.
    • We should also have a second person helping to reconcile the books so as to have more than one set of eyes.
  • Uniforming Committee
    • We have spent some time working on the possibility of updating our uniform for next year.
    • We looked at suppliers like Lands End as well as a XPrintWear.
    • XPrintWear has clothing options, but they cannot guarantee color other than black and white, and they have several other color, quantity, and payment limiting issues.
    • In order to use them, we would have to continue to have the band managing ordering etc.
    • Lands End allows individual band members to place their own orders, pay for their own, and only order what is necessary.
    • We would set up an account with specific items authorized for purchase.
    • The band will be able to set the logo requirements etc.
    • It will require a band contact member, but it takes the individual order management off the band and places it on the company.
    • The Uniforming Committee recommends that we discontinue using XPrintWear, and that we change to a Lands End polo shirt ordered through Lands End.
    • We also recommend that the band pay for the initial order of one shirt per paid member to offset the cost of replacing the current uniform.
    • A long sleeved and short sleeved version will be available. Initial order would include logo sewing for free.
    • Periodically the company has specials that we might be able to help publicize for the band.
    • The proposal is to change the uniform shirt to a Dark Cobalt Blue with a Silver Thread logo.
    • We could also have fleeces, etc. Also, we could include a white hat with a blue logo as part of the official uniform.
    • If we have a new member or a substitute, we would need to have a couple of shirts in each size to help keep us all in uniform.
    • Don Westerhaus motions that we accept the uniforming committee’s proposal to change our uniform supplier from XPrintWear to Lands’ End, change our white shirt and black bottom to blue polo with silver embroidered logo and black bottom, and for the band to purchase the initial order of shirts for all dues-paying members in good standing, and that we will offer at the very least a white hat with blue logo for band member purchase.
    • Doug seconds the motion.
    • Motion passes.
    • In a monumental effort to include the band in this decision, we will be putting together an email and presentation to outline this proposal and help solicit feedback from the members.
  • Planning meeting and first rehearsal – The planning meeting will be January 16th at Don Westerhaus’, the first rehearsal will be January 23rd, barring any disagreement from the music director.
  • Motion to adjourn: Christy. Seconded Lloyd.
  • Meeting adjourned 10:09pm