Meeting Minutes

TFMS Music Boosters Board Meeting

October 15, 2009, North Bend Bar & Grill

Attendance: Matt Wenman, Ray Woods, Ramona Haskin, Linda Young, Carol Reitz (Secretary)

Meeting called to order at 6:35 p.m.

Financial Report by R. Woods:

Beginning checking account balance $3,605.97

Ending September balance                    $3,623.14


Major activity: Photo booth at first Raven night-gross sales of $190



Board organizational issues:

1.        Communication

a.       Send out a draft to the board before any mass emails—with timeframe stated for when feedback is needed.

b.      Send out notices for general booster meetings one week prior to meeting, after board meeting. Also, one day in advance of meeting as a reminder

c.       Committee chairs should be briefed on who, on the board, is their main communication contact and how/when to spend money on their particular area of responsibility.

d.      Keep PTSA in the communication loop on our activities—ideally, before publicity occurs to avoid potential conflicts.

e.      Any decisions regarding expenditures, contractual issues, communication with parents, must be reviewed by the board prior to execution. Any communication regarding student activities, must come from Director of Music (M. Wenman)

f.        No PO Box needed at this time. Maybe considered in the future as needed.

g.       Board insurance.

Investigate Board insurance options, cost and present at next board meeting for decision


R. Woods


November 2

2.       Financial Controls

a.       Currently, only one signature is required on checks. Board voted to require 2 signatures on all checks. President/Treasurer are primary signers. Vice President is back-up signer.

Go into Bank of America, North Bend and sign signature cards


L. Young

R. Haskin


Oct 12

Create debit card approval form


C. Reitz


Oct 12

Create Financial Standard Operating Procedures


C. Reitz


Oct 12

Check with bank for 2-signature checks


R. Woods


Oct 12

Develop expense reimbursement approval form


C. Reitz


Oct 12

b.      Debit card will be used only when a debit request form has been filled out and proper signatures have been received.

c.       This is for unbudgeted items only. Any budgeted expenses can move forward as planned. For unbudgeted items under $100, approval can be obtained via an email vote of the board. (This will also require a change in the by-laws to allow email votes.) Any unbudgeted expenses over $100 must be approved by general membership in a general meeting. (No email vote allowed for these items.)

3.       The various accounts we have and who has access:

a.       Booster website: R. Woods, R. Haskin, V. Haskin

b.      Email account: R. Woods, C. Reitz, L. Young, R. Haskin

c.       Bank of America: main checking/savings: R. Woods, C. Reitz

4.       By-laws

Linda will draft by-law changes and send out prior to next meeting.


L. Young



Prior to November 2

Vote for by-law changes


L. Young


November 2

5.       Conflict of Interest forms

Sign conflict of interest form that Ray sent out; return to Carol who will maintain file


All board members


October 12

Other Items:

1.       PTSA Council report by Ramona Haskin:

a.       Passed out minutes—PTA issues are identical to our booster organizational issues

b.      Reflections brochure handed out—potential for future reference

c.       Handed out district policy on school supported organizations

2.       Photo booth. We’re prepared to host it at each Raven Night. Need to clarify with PTSA. Approved Ramona’s request for reimbursement for envelopes and photo printing costs ($16.99). Ray has backdrop we may use each time.

3.       Choir uniforms: Parents were notified at Curriculum night that the 7/8th grade choir will be renting uniforms for their performances.   The cost to parents will be $35. The boosters will finance the remaining portion of the total rental fee of $60/uniform. Since there is no chair for choir uniform fundraiser, the budget should reflect $0 for choir fundraising, $0 for choir uniform expense, and the $1500 carryover as designated for choir uniforms. Need a person for choir uniform tracking and maintenance.

4.       Café Night: Ramona will get this in the TFMS calendar.

5.       Fundraising: Need to brainstorm some sort of ________-a-thon for OSU fundraiser. Not necessarily music related or what SMS has done.

Email brainstorm fundraising activity—non product oriented—a one day event involving kids


All board members


Start now

Agenda for General Meeting, Monday, October 12, 2009 TFMS Band Room

6:30-7:00 Dinner—Carol (chicken salad/croissants); Linda (chips); Matt (brownies)

7:00-7:30 Business meeting:

-          Approval of last months’ minutes (3 min)– Linda Young

-          Treasurer report (3 min) – Ray Woods

-          Director’s report (5 min.) – Matt Wenman

-          Old business (10 min): Café night

                                                                            Choir uniform update

                                                                            Website

-          New Business (5 min.): fundraising

7:30-8:00    Guest speaker: Mr. Ruppert, Mount Si HS – what’s happening at the high school, and how kids should prepare now (?)



Meeting adjourned at 8:15 p.m.

For prevous meeting minutes contact the secretary.

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