MSU ALUMNI BAND
Alumni Band Executive Board Meeting
Minutes
November 4, 2007

REMINDER:  The next Board meeting will be Sunday, January 6, 2008

 

 

1.  The meeting was called to order at 2:05 p.m. by President Terry Person.

 

Present:  Gary Baron, Lynn Brown, Betty Elliott, Beryl Falcone, John Kostoff, Joe Levine, Bill Monroe, Jack Nelson, Greg Pell, Terry Person, Bob Rice, Bill Sachs, Gerry Spry

 

2.  Secretary’s Report – Betty Elliott

           

Minutes from the November 4th meeting were corrected in item #6am 3rd bullet, to read “will perform” (not “performed”).  Minutes were then approved as corrected.  Joe Levine will make sure they are corrected on the web site.

 

3.  Treasurer’s Report – Greg Pell

 

a.       Greg Pell reports that the health of the Alumni Band treasury is very good.  (See report at the end of these minutes.)

b.      Clarification is needed on the fall dinner revenue and expenditures.  Subject to that clarification, it was moved, seconded and approved to accept the treasurer’s report.

c.       Greg will delineate the commission donations and keep them separate from the main report from here on out.  Gary Baron has kept a data base of contributions received when members register for either the fall or spring gatherings, which can be used to obtain much of this data, as well as information from the Development Office.

d.      We should be receiving a check soon from Kirk Gartside (Custom Embroidery Plus) for our percentage of alumni band related sales.

 

4.  Vice President’s Report – Bill Sachs

 

a.       Bill reported that the treasury has saved a substantial amount of money by changing printers and reducing the quality and weight of the paper used for The Encore.  He feels we can go down one more level and still maintain a high quality newsletter.

b.      Bill reports that he, Gary and Kim have enough lead time now to produce the combo card (membership, name tag and meal choice) for next year’s fall gathering.  They feel this will reduce the need for multi hands on the project and the cards can be produced at a cost less than that for individual cards for membership and name tags. 

c.       Bill will bring back more information to the group before a final decision is made to change the process.  This will assure everyone is on the same page with past and future processes.

 

5.  President’s Report – Terry Person

 

a.       Fall Reunion controversy

·        It was reported that one or more members verbally harassed a referee in the tunnel the afternoon of the football game.  The board discussed the possibility that the alumni band would not be permitted to sit along the field if similar conduct takes place next year.

·        John Madden was warned by the University of the impact this has on the future of the Alumni group being a part of future games.

·        Joe Levine met with John Madden and reports that John feels no further action is necessary and the best time to deal with it will be the morning of next year’s fall gathering.

·        John and Terry will write a joint letter to appear in The Encore which will address the need for positive sportsmanship.

b.      John has requested that at next year’s reunion the student assistants not take part in morning registration.  Gary and Beryl feel we have enough of our own volunteers available.  Students can be used as available to set up tables and make copies.

c.       John would also like to request that the food tables be provided by the caterer next year, thereby freeing up more tables for the registration process.

d.      Terry reports that the Friday night dinner was very much enjoyed with the highlights being the various “war stories”.  Those who brought kids would like to see a few more kids’ activities next year.

e.       Greg indicated to Terry that he may be able to get the LaSalle room for next year’s dinner.  It can hold from 50 to 250.  He will start work on that as soon as the date is available.

f.        Terry feels that many of the jobs she handled relative to the reunion can be delegated to others to make it simpler for all.  i.e. make one person responsible for nothing but the morning parking passes.  This would alleviate one person (president) having to make the numerous phone calls relative to so many different segments of the reunion.  Members agreed.  Terry will assign accordingly next fall.

 

6.  Band Directors’ Reports - (no directors present)

 

a.       Terry reported that Kevin noted we failed to award the Whitwell and Bloomquist scholarship awards at the fall reunion.  We will do both at the spring reunion.

b.      Kevin sends his thanks to the Alumni group for the $1500 contribution which will be used for the dinner cruise for the wind symphony members at the Midwest Band and Orchestra clinic in Chicago.  A donation box was also passed around at the fall reunion to help with these expenses.

c.       Kevin invites everyone to attend the Mid West concert at the Chicago Hilton Towers and International Ballroom, on December 20th at 11:00.  Call the band office to get an entrance badge to avoid the high cost entry fee.

d.      John is asking for the group’s blessing and a contribution to kick off a campaign to purchase silver saxophones.  An estimated $60,000 is necessary.  Donations will go through the Development Office.  The idea is in the formation stage right now, and as such does receive this group’s blessing; with a contribution to be discussed once more details are available. 

 

 

7.  Member Relations – Beryl Falcone

 

a.       Beryl reports that Eldon declined to ride in the Homecoming parade due to declining health.  Jerry Marshall is in Sparrow Hospital following a stroke.  She asked that Betty send a card on behalf of the group.  Beryl enjoyed a nice conversation with Gene Hickson, a former drummer, now in Florida.

b.      Beryl reports that the President’s plaque is now up to date, and she is in the process of getting the presidents’ pictures on the wall.  Bill Monroe submitted his today.  She presented Gerry Spry with a “Past President” plaque.

c.       Beryl urges the group to get a post office box.  Terry has all information to proceed with this.

d.      A date needs to be set to present all current band members with their alumni pins, information about their first year of membership being free, and ways for a member to stay in touch with the group.

e.       The board needs to make decisions on what items need to go to the Archives.  Once they go there they then belong to the Archives, but copies can be obtained upon request.

f.        Envelopes (3000) need to be ordered for the next Encore.  Bill Sachs will handle this.

g.       Beryl sadly and tearfully requested she begin phasing out many of her “Members Relations” duties she has performed for so long.  The Board expressed its gratitude for Beryl’s long dedication to this organization and for the many long hours she has contributed to its cause.  We will miss her.  Beryl, Gary and Terry will meet to discuss how this process can best be handled.

 

 

8.  Old Business

 

a.       Fall Reunion  - All previously discussed in the President’s Report

b.      Homecoming Parade – Jack reported that 45 members participated.  A framed picture of the semi flatbed provided by the MacKenzie trucking company will be presented to the company, as well as submitted to The Lansing State Journal for the “thank you” column, and The Encore.  All pre-publications, prior to our application being sent to the Homecoming Committee, appear to have us now an assumed part of the parade.  The parade banner is now being stored in Jack’s basement, but John Madden has agreed to find a secure spot for it in Dem Hall.  The only requirement will be that an MSU staff person needs to let us in.  The tuba covers will be stored there as well.  Jack has also fixed the banner frame.

c.       Hockey Game – Due to the SMB being at an away football game, John Madden made an emergency request to have a pep band at the October 20th hockey game for the revealing of the Championship Banner.  Via numerous (100+) telephone calls and e-mails by both Jack and Gary, 25 members performed.  John was extremely grateful and continues to give this group his utmost support.

d.      E-mail communications – Gary reports that he has corrected problems related to return communications being sent to the entire address list.  He can now get a mass e-mail out in about 30 minutes, but requests that any requested e-mails be in final format, as he has no time for composing or editing.  The e-mailings can also now be regionalized (i.e. the last minute request for the hockey pep band).  Bill Sachs requested that Gary resend all present and appropriate past board members the password method of getting specific information on the other board members for faster communication (i.e. home/work phone numbers). Passwords would change on a regular basis.  It was moved, supported and seconded to implement this immediately.  

 

9.  New Business

 

a.       MSU Alumni Band Trip - Dale Bartlett could not attend today’s meeting but reports that the next Alumni trip will be an Italy tour in 2010.

b.      Basketball Bands – Jack reports that John Madden is extremely grateful and comfortable with the alumni bands performing without his presence and doesn’t worry at all.  This year’s games will be 12/19 and 12/29 (men’s) and 12/28 and 12/30 (women’s).  Since the dates are already known, Jack will send out an early e-mail for signup and then a reminder closer to the actual dates.  Jack also noted that an alumni article appeared in a football program, but contained outdated and incomplete information.  He will ask Gordon Spink to address this issue with the various publications.

c.       By-Laws Review – It’s time to review the By-Laws and address such issues as adding a “Holiday/Homecoming Band coordinator (Jack presently handles) position, and addressing the “Executive Secretary/Memberships” position which is now informally being called a “Member Relations” position.  Other issues are members being able to serve more than two terms if desired.  Bill Sacks and Gerry Spry will work on this, with Nancy Nelson being asked to assist.  If Nancy is unable, Bob Rice will assist.

d.      Spring Concert Planning – Concert date is April 13th at Wharton.  Planning is tabled to the next meeting.

e.       Next Encore – Kim needs 3 weeks lead time, so approximate deadline is January 8th for all articles and pictures.  Gerry Spry will act as official photographer at the basketball games and get pics to Kim for next issue.

f.        Discussion – increasing membership and participation  - This Alumni group is currently losing members faster than gaining new members.  Continued and increasing membership is necessary for us to continue supporting the current music programs.  All are asked to bring ideas, suggestions, etc. to the next meeting.  Ideas talked about today include:

·        Cards for graduates

·        Continued pin presentations and education about the group

·        Bulletin boards within the music buildings

·        Using development office to obtain spring and fall graduate mailing info

 

The meeting adjourned at 3:45 p.m.

 

Respectfully submitted,

Betty Elliott

 

 

A Reminder –

 

NEXT BOARD MEETING – Sunday, January 6, 2008 at 2:00 p.m.

 

BUDDIE’s in Okemos

 

 

 

 

Treasurer’s Report    

July 31, 2007 through November 1, 2007 (presented 11/5/07)

 

 

 

Revenues & Expenditures

 

            Total Beginning Check Balance                                                 $6,224.88

 

Revenues:

 

            8/8/07              Deposit Dues, Reg.                               $3963.00

            8/8/07              Deposit Alumni Dinner                  605.00

            8/24/07            Deposit Dues                                          2802.75

            9/12/07            Deposit Golf Outing                                2116.00

            9/12/07            Deposit Dues                                          3225.50

            9/12/07            Deposit Alumni Dinner                 357.50

            9/22/07            Deposit Dues                                          1464.50

 

                                                Total Deposits                                                  $14,534.25

 

                                                Sub-Total                                                         $20,759.13

 

 

Expenditures:

 

            Golf Outing                                                                   $1950.57

            Alumni Dinner                                                     1203.16

            Sparty                                                                                50.00

            Flag Project                                                                      500.00

            Alumni Game                                                                  5134.55

            All Other                                                                          114.56

 

                                                Total Expenditures                                            ($8,952.84)

 

                                                Total Ending Checking Balance             $11,806.29

 

 

Current Bank Balance as of 11/1/07

 

            Certificate of Deposit (as of November 1, 2007)           $5,460.13

            Checking Account                                                      $11,806.29

 

                                                Total Cash on Hand                                          $17,266.42