2005

THE OLD DAM COMMUNITY BAND 
BOARD OF DIRECTORS MEETING MINUTES 
DECEMBER 17, 2005

The board of the Old Dam Community Band met at Dan Schultz’s house on December 17, 2005. The following board members were present: Frank Book, David Emery Wayne Fiester, Jim Fox, Tracy McConnell, John Powell, Dan Schultz and Jim Sermersheim. The following board member was absent: Carl Zimmerman. 
The meeting was called to order at 11:10 P.M., and the minutes from the November meeting were accepted as written.
 
Committee Reports

1. Music Director, Jim Fox, gave a report on the Christmas Concert. He received many positive comments about the concert. The concert was considered a success. The church wants to put more effort in advertising the concert next year to achieve a larger crowd.
2. Music Director, Jim Fox, discussed the music in the current band folders. He will look at the archives and the music currently in the folders to see if the band can play some of the pieces that have not been played very often.
3. Music Director, Jim Fox, led a discussion on the size of the Old Dam building where practices are currently being held. He expressed concern about reaching capacity of the room and thus limiting the size of the band. No action will be taken at this time, but the size of the building used for practices may become an issue in the future.
4. President, Dan Schultz, gave an update on the band shell. The committee meets on the first Wednesday of each month. The November meeting was canceled, but the band shell will be discussed at the December 21, 2005 Newburgh Town Council meeting. The Town of Newburgh seems enthusiastic about the project.
5. President, Dan Schultz, gave a report on the Christmas concert. Steve Amos made a complete recording of the concert. He was out of town and would not be able to work on the recording until this weekend. We will most likely not get a master recording until after the holidays. An acquaintance of Tim Williams took the band’s photograph at the concert. The picture turned out good, and copies were made available to the band members. A copy of that picture will be on the cd cover.
6. Vice President, Wayne Fiester, gave an update on the uniform clothing orders. The band has some clothing stock that they will allow the band members to purchase. Wayne mentioned that the clothing supplier, Queensboro, uses different manufacturers for the clothing. There are slight variations in the color and style of the shirt with each manufacturer. It was decided that the use of different manufacturers did not cause a problem at this time. Wayne has been reimbursed for all receipts that he has submitted. He has not submitted the receipt for the last shipment.
7. Treasurer, David Emery, stated that the current account balance of the band as of December 16, 2005 is $460.07. To date, a total of $1,707.50 has been paid by band members for clothing orders, and a total of $1,546.85 has been paid to the supplier. David discussed the possibility of getting a different auditor for the 2005 financial records. It was decided that Gene Van Stone should conduct the 2005 audit to get him current on the band’s financial matters. David stated that Tim Williams will trade a uniform shirt for taking the band photograph, due to the fact that the costs were very close. David expressed gratitude for allowing him to be a part of the board for five (5) years. The board members then thanked him for his participation in the board and for his service as treasurer. 
8. Treasurer, David Emery, discussed the first draft of a 2006 budget. David Emery will meet with Gene Van Stone to discuss the budget so that Gene will be familiar with the budget. David stated that he did not include costs in the budget that were for one time only, such as the trailer purchase. Approval of the budget was tabled to the next Board Meeting to allow time for review, comments and edits. 
9. Secretary, Tracy McConnell, stated that work is on-going on the Board Members’ Handbook. Tracy discussed the need to keep records of the audience size of concerts played by both bands starting in 2006.
10. President, Dan Schultz, conducted the election of Board officers. The following people were nominated and unanimously voted to be the following positions: Gene Van Stone – Treasurer, Tracy McConnell – Secretary, Wayne Fiester – Vice President and Dan Schultz – President.
11. Frank Book is continuing work on the job descriptions for review of the Board Members.
12. Jim Fox led a discussion on band practice behavior. It was agreed that the music director, Jim Fox, should mention to those such band members that disruptive type of conduct is unacceptable at a band practice. Jim will not get into a long discussion with individuals on this matter during band rehearsal.
13. Dan Schultz stated that he will print out business cards for the board members.
The meeting was adjourned at 12:05 P.M.
Submitted by Tracy McConnell, Secretary.

BOARD OF DIRECTORS MEETING MINUTES
NOVEMBER 26, 2005

The board of the Old Dam Community Band met at Dan Schultz’s house on November 26, 2005. The following board members were present: Frank Book, Wayne Fiester, Tracy McConnell, John Powell, Dan Schultz and Jim Sermersheim. The following board members were absent: David Emery, Jim Fox and Carl Zimmerman.
The meeting was called to order at 11:22 P.M., and the minutes from the October meeting were accepted as written.

Committee Reports

1. There was no report from the Music Director, Jim Fox, due to his absence at the meeting.
2. President, Dan Schultz, mentioned that there was no new information on the Christmas Concert at the Newburgh Presbyterian Church on December 11, 2005 to be held at 2:00 PM. There will be a dress rehearsal at the church on Tuesday, December 6, 2005. Dan will check into the possibility of Steve Amos taping some of that practice to have extra versions of the concert songs.
3. President, Dan Schultz, gave an update on the band shell. The committee meets on the first Wednesday of each month. The next Performance Pavilion Committee meeting will be held on Wednesday, December 7, 2005. Debra Bennett of WHT Technology was at the meeting to discuss the grant process. She is still looking into possible grants for the planning (architect) phase of the project.
4. President, Dan Schultz, has completed the duplication of important papers. Copies of the following papers were made for the Board Member’s Handbook and for the files in the band office: 501(c)(3) Letter from the Federal Internal Revenue Service, Not-For-Profit Tax Registration Certificate from the Indiana Department of Revenue, and the Old Dam Community Band Charter and By-Laws.
5. Vice President, Wayne Fiester, gave an update on the uniform clothing orders. The latest order should be delivered on Monday, November 28, 2005. Wayne has been reimbursed for all receipts that he has submitted. He has not submitted the receipt for the current shipment.
6. Treasurer, David Emery, was not present at the meeting; however, his report was read by Dan Schultz. The current account balance of the band as of November 18, 2005 is $163.07. To date, a total of $1,522.50 has been paid for clothing orders.
7. Treasurer, David Emery, provided the first draft of a working 2006 budget for Board Members to review. Approval of the budget was tabled to the next Board Meeting to allow time for review, comments and edits.
8. Secretary, Tracy McConnell, presented an outline for a Board Members Handbook. The Handbooks will be presented to Board Members at the January 2006 Board Meeting.
9. Frank Book is continuing work on the job descriptions for review of the Board Members. Various Board Members are assisting Frank in the job descriptions of the public relations manager, webmaster and historian. The Board discussed possible job descriptions for the position of public relations manager. Upon completion of the job descriptions, Frank will forward them to Tracy McConnell for inclusion in the Board Member’s Handbook.
10. Dan Schultz stated that it is the plan to get the band trailer stored on concrete or plastic and gravel to avoid its deterioration. 
The meeting was adjourned at 12:00 P.M.
Submitted by Tracy McConnell, Secretary.

THE OLD DAM COMMUNITY BAND
ANNUAL MEETING MINUTES
OCTOBER 23, 2005

The Old Dam Community Band met at the Old Lock and Dam Building on October 23, 2005 for its Annual Meeting. The following board members were present: Frank Book, David Emery, Jim Fox, Wayne Fiester, Tracy McConnell, John Powell and Dan Schultz. The following board members were absent: Jim Sermersheim and Carl Zimmerman.
The meeting was called to order at 2:08 P.M.

1. President, Dan Schultz, made some announcements about the Old Dam Community Band. He discussed the current status of the band’s finances. He stated that the Town of Newburgh has a committee that is working on getting a band shell. He introduced the Board Members. He extended a Thanks to Wayne Fiester for his work on the band’s website.
2. Vice President, Wayne Fiester, gave an update on the uniform clothing process. He has the order form on the website and prefers to get orders that way. Wayne will then send an email back with the payment amount for the clothing order.
3. Hugh Whittaker mentioned the possibility of having a band party on one of the riverboats.
4. Carmen Goetz extended a Thanks on behalf of the Owensboro Community Band for the invitation to the annual meeting, for playing with their band at practices and concerts, and for sharing the music.
5. President, Dan Schultz, discussed that there are two board member’s terms that expire at the end of this year, David Emery and John Powell. John Powell is interested in seeking the nomination for another three year term. David Emery has decided not to seek re-election. The Board has decided to nominate John Powell and Gene Van Stone. There was a call for additional nominations from the floor. Hugh Whittaker nominated Ted Gore. Ted Gore respectively declined the nomination. There were no other nominations. Frank Book moved to accept the nominations of John Powell and Gene Van Stone for the Board of Directors. The motion was seconded by Hugh Whittaker. The motion was approved through a vote of the present band members.
Band Member Attendees
The following band members were present at the Annual Meeting: Terry Bailey, Frank Book, Mary Ann Decker, David Emery, Jim Fox, Carmen Goetz, Ted Gore, Nance Fiester, Wayne Fiester, Bryan Hartig, Pat King, Tracy McConnell, Dave McGill, Janet Pirtle, Ruthe Potami, John Powell, Dan Schultz, Terri Schultz, Bryant Taylor, Gene Van Stone, Hugh Whittaker, Mary Williams and Rick Williams.
The meeting was adjourned at 2:30 P.M.
Submitted by Tracy McConnell, Secretary.

THE OLD DAM COMMUNITY BAND
BOARD OF DIRECTORS MEETING MINUTES
OCTOBER 22, 2005

The board of the Old Dam Community Band met at Dan Schultz’s house on October 22, 2005. The following board members were present: Frank Book, David Emery, Wayne Fiester, Tracy McConnell, John Powell, Dan Schultz and Jim Sermersheim. The following board members were absent: Jim Fox and Carl Zimmerman.
The meeting was called to order at 11:20 P.M., and the minutes from the September meeting were accepted as written.

Committee Reports

1. There was no report from the Music Director, Jim Fox, due to his absence at the meeting.
2. President, Dan Schultz, gave an update on the band shell. The committee meets on the first Wednesday of each month. The next Performance Pavilion Committee meeting will be held on Wednesday, November 2, 2005. At the next meeting, the grant writer for the Town of Newburgh will be at the meeting to discuss the grant process. The committee will be speaking with architects on different designs in the future.
3. President, Dan Schultz, reminded the Board Members about the annual meeting that is scheduled for Sunday, October 23, 2005 at 1:00 P.M. at the Old Lock and Dam Building. 
4. President, Dan Schultz, did not have an update on the duplication of important papers and storage. Work is on-going. He has identified the papers that he will duplicate. The locks were changed on the band building which delayed the access to the copier.
5. President, Dan Schultz, discussed the elections that will be conducted at the annual meeting. There are two board member’s terms that expire at the end of this year, David Emery and John Powell. John Powell is interested in seeking the nomination for another three year term. David Emery has decided not to seek re-election. The Board will nominate John Powell and Gene Van Stone at the annual meeting. There was a call for nominations at the band practice on Tuesday, October 18, 2005, and none were received. There will be another call for additional nominations from the floor during the annual meeting. If any nominations are received, ballots will be used for voting. Band members will vote for two Board Members.
6. President, Dan Schultz, stated that the Christmas Concert at the Newburgh Presbyterian Church on December 11, 2005 will be recorded by Steve Amos. The concert will be recorded live.
7. President, Dan Schultz, discussed the current status of the band’s finances. A majority of the annual bills are due at the same time of the year. They were recently paid which left the band with a balance close to $0.00. The spending will be temporarily placed on hold. Wayne Fiester stated that he believes there will soon be a donation for the Frog Follies concert. The donation box will be brought to the annual meeting. He will also make an announcement at the next band practice, to inform new members and to remind old band members, about the purpose of the donation box and the potential tax write-off for contributions to non-profit organizations.
8. Vice President, Wayne Fiester, gave an update on the uniform clothing process. He has the order form on the website. A few people still owe money for the first clothing order. David Emery will speak to those individuals. Wayne has enough items for another order, but will wait until the first of November to place the order.
9. Treasurer, David Emery, reported that the current account balance of the band as of October 22, 2005 is $1,262.38 which includes clothing payments received from Board Members. The Band still owes Wayne Fiester for the first clothing order.
10. Treasurer, David Emery, discussed the preparation of an Operating Budget for 2006. The budget will be used to guide the band’s activities in 2006, and it will be necessary for grant applications. David Emery will prepare a working budget for Board Members to review at the November Board Meeting.
11. Secretary, Tracy McConnell had the following items for the review of Board Members: Board of Directors List, Key Staff and Leadership Biographies and Contributor’s List. A discussion was also held about the mission statement, which is located in the By-Laws in Article III – Purpose. All agreed that the mission statement was fine as written. The mission statement can only be changed with a vote of the band membership.
12. Secretary, Tracy McConnell, discussed the grant process. She is preparing the documents that are required for various grant applications and will begin to apply for grants in 2006. Board Members will recommend projects for 2006 to be included in the budget that will be the subject of grant requests. A suggested “project” was new music for 2006 for annual concerts. The procedure for recognition of sponsors was discussed. It was agreed that a page on the website could be dedicated to a listing of our sponsors by year in no particular order. Sponsors will be asked as to whether they want to be included on the list before they are posted on the website. Tracy McConnell will research the local companies as to whether they provide grants for employee volunteer hours at non-profit organizations.
13. Secretary, Tracy McConnell, will work on preparing a Board Members Handbook which will have items such as job descriptions, By-Laws, etc.
14. Frank Book is continuing work on the job descriptions for review of the Board Members. Dan Schultz suggested that the positions of webmaster and public relations manager should be added to the job descriptions. Wayne Fiester will work on those new job descriptions. The job duties should be a broad list of tasks that each position is responsible for conducting. There was also a discussion as to what constitutes a band member and/or a voting band member. The following specific job functions might need to be added to the appropriate job descriptions: sending thank-you letters for contributions to the band and maintaining correspondences to/from the band.
15. Vice President, Wayne Fiester, announced that he was able to negotiate a 20% discount for Band Members of the Old Dam Community Band and the Owensboro Community Band for the purchase of stand lights from Woodwind Braswind. There will be a link on the website to receive this discount.

New Business

16. President, Dan Schultz, discussed rehearsal conduct. It is the responsibility of the music director to maintain order during the band practices and to correct any disruptive behavior.
17. Vice President, Wayne Fiester, discussed the need to have a back-up director(s) in cases when Jim Fox is not available. It is the responsibility of the music director to secure “substitute” directors; however, Board Members will “keep an eye out” for potential directors.
18. President, Dan Schultz, mentioned that the band might need to have a policy for minimum donations for concerts.
19. Jim Sermersheim mentioned that the band trailer needs to be stored on concrete or plastic and gravel to avoid its deterioration. 
The meeting was adjourned at 1:15 P.M.
Submitted by Tracy McConnell, Secretary.

BOARD OF DIRECTORS MEETING MINUTES
SEPTEMBER 17, 2005

The board of the Old Dam Community Band met at Willard Library on September 17, 2005. The following board members were present: Frank Book, Wayne Fiester, Jim Fox, Tracy McConnell, John Powell, Dan Schultz, Jim Sermersheim and Carl Zimmerman. The following board member was absent: David Emery.
The meeting was called to order at 12:26 P.M., and the minutes from the August meeting were accepted as written.

Committee Reports

1. The Music Director, Jim Fox, had no new details on the Christmas concert at the Newburgh Presbyterian Church on December 11, 2005. Dan Schultz mentioned that we could tape that concert for approximately $150.00 Jim Fox made a motion to record the Christmas concert. The motion was seconded and approved.

2. Vice President, Wayne Fiester, is researching the possibility of using one of Castle High School’s band rooms to do another cd recording. He is waiting on a response.

3. President, Dan Schultz, gave an update on the band shell. The first Performance Pavilion Committee meeting was held on Wednesday, September 7, 2005. It was decided at the meeting that the property across from the Old Dam building was a good location for the performance pavilion. The committee meets on the first Wednesday of each month. At the next meeting, they will discuss the preferred type of pavilion. The final recommendations from this committee will eventually be presented to the Newburgh Town Council and the Parks Department before any actions can be conducted.

4. President, Dan Schultz, discussed the Fall Band Fest that was held on September 11, 2005. It was deemed a success by all.

5. President, Dan Schultz, discussed the annual meeting that is scheduled for Sunday, October 23, 2005 at 1:00 P.M. A discussion has held on whether we should move the meeting to a different venue for this year or future years. Jim Fox will look into the possibility of using the Fellowship Hall at the Newburgh Presbyterian Church, which is a larger facility.

Elections will also be conducted at the annual meeting. There are two board member’s terms that expire at the end of this year, David Emery and John Powell. John Powell is interested in seeking the nomination for another three year term. David Emery has decided not to seek re-election. The board discussed nominating Gene Van Stone for the position of treasurer. Wayne Fiester made a motion to nominate Gene Van Stone for treasurer. The motion was seconded and approved. The Board will nominate John Powell and Gene Van Stone at the annual meeting. There will be a call for additional nominations from the floor during that meeting.

6. In an email, Treasurer, David Emery, reported that the current account balance of the band as of September 16, 2005 is $1,314.79. It was reported that there are the following outstanding bills: a bill for copies of the band shell drawing for $26.50, some music bills (reimbursement to Jim Fox) and a bill for insurance for $258.00. David mentioned that check number 1074 issued on September 22, 2004 for $68.50 to the Newburgh Arts Council has never been cashed. Frank Book made a motion that we issue a new check and personally deliver it to them. The motion was seconded and approved. Dan Schultz presented a check in the amount of $100.00 from the Evansville Art Guild for the concert that day.

7. President, Dan Schultz, did not have an update on the duplication of important papers and storage. Work is on-going.

8. President, Dan Schultz, began a discussion of the concert schedule for the rest of the year. In determining which concerts to participate in, the schedules of the Old Dam Community Band, the Little Old Dam Band and the Owensboro Community Band were evaluated. The following concerts for the Old Dam Community Band were added to the schedule: The Nut Club Fall Festival Parade on Saturday, October 8, 2005 at 5:00P.M. (parade begins at 6:30 P.M.), Nut Club Santa Land on Sunday, December 4, 2005 from 3:00 P.M. to 6:00 P.M. and the Nut Club Santa Land on Sunday, December 18, 2005 from 3:00 P.M. to 6:00 P.M. The following concert was added to the schedule for the Little Old Dam Band: Nut Club Santa Land on Saturday, December 3, 2005 from 3:00 P.M. to 6:00 P.M.

9. Vice President, Wayne Fiester, presented his work on the window decal stickers. The stickers are three inches by four inches and includes the band’s logo as depicted on the website. The decals are white, red and blue with a clear background. The stickers are weather-proof and are designed to be put on the outside of the vehicle. The decals are of the “ultimately removable” variety which are guaranteed to be removable. The delay in getting the stickers was due to a discussion of whether the decals needed to be double-strike. The majority of people purchasing these decals do not add this feature. An order of 250 stickers (the minimum order size) was placed, and it should be delivered by Tuesday. The cost of the stickers is approximately $0.75 each for a total around $185.00. The decals will be sold to the band for $1.00 each.

10. Vice President, Wayne Fiester, presented the status of the uniform shirts and hats. Wayne presented an order form that will be used to order shirts and hats. Changes to the order form were discussed. The following are the shirt options available to the band members: the classic polo with two buttons (with and without a pocket), the pima polo with three buttons (no pockets), the women’s classic polo (no pocket) and the women’s pima polo (no pocket). The classic polo shirts will be sold for $15.00 and the pima polo shirts will be sold for $25.00. There will be an option for band members to purchase one classic shirt without a pocket for $5.00 if the cost of the shirt presents a financial hardship. Wayne purchased the following shirts that will be available for band members to try on: classic polo – medium, large and extra-large and the pima polo – large, extra-large and 4 extra-large. The hats will be available for $10.00. Orders can be placed at any time with at least four shirts or six hats. There was no charge to the band for setting up the logo, and there was a minimal shipping charge for the order. The Queensboro Shirt Company has other items that can be available for purchase in the future. These items can be viewed on their website, www.queensboro.com. Wayne will need to be reimbursed by the band for the purchase of the first order of shirts and hats. Wayne will present the order form to the band on Tuesday, September 20, 2005.

11. Frank Book is continuing work on the job descriptions for review of the Board Members.

New Business

12. A motion was made by Jim Fox to reimburse Secretary, Tracy McConnell, for the on-line class “A to Z Grant Writing.” The cost of the class was $74.00. The motion was seconded and approved.

13. Music Director, Jim Fox, discussed the need to have a back-up director(s) in cases when he is not available. It was decided that it was the responsibility of the music director to secure “substitute” directors. Jim will take this under advisement and work on the issue.

14. A picture was taken of the board members that were present.

The meeting was adjourned at 1:55 P.M.

Submitted by Tracy McConnell, Secretary.

BOARD OF DIRECTORS MEETING MINUTES
AUGUST 30, 2005 

The board of the Old Dam Community Band met at the Old Dam on August 30, 2005. The following board members were present: Frank Book, David Emery, Wayne Fiester, Jim Fox, Tracy McConnell, John Powell, Dan Schultz and Carl Zimmerman. The following board member was absent: Jim Sermersheim. 
The meeting was called to order at 8:00 P.M., and the minutes from the July meeting were accepted as written. 

Committee Reports 

1. The Music Director, Jim Fox, gave an update on the Christmas concert at Newburgh Presbyterian Church on December 11, 2005. The church is working on finalizing details of that concert. They are contemplating making it a pot-luck dinner. More details to follow. 
2. President, Dan Schultz, announced a possible concert date on Sunday, October 9, 2005 around 3:00 P.M. at Wesselman’s Park. This would be for a multi-cultural event sponsored by Deaconess Hospital. He will seek feedback from the band on making that a possibility. 
3. President, Dan Schultz, gave an update on the band shell. The first committee meeting for the band shell that was scheduled for August 30, 2005 was re-scheduled to Wednesday, September 7, 2005. 
4. President, Dan Schultz, gave an update on the Fall Band Fest scheduled for September 11, 2005. As of now, the schedule will be the Bend In The River Brass Band at 4:00 P.M., the Owensboro Community Band at 5:00 P.M. and the Old Dam Community Band at 6:00 P.M. The Red Banks Reunion Band which is a civil war reunion band led by Wayne Jones may also perform at the concert. 
5. President, Dan Schultz, did not have an update on the duplication of important papers and storage. Work is on-going. 
6. Treasurer, David Emery, reported that the current account balance as of August 29, 2005 is $1,304.85. He mentioned his email that was included with the July 2005 Meeting Agenda. He will not seek re-election at the end of his term at the end of this year. He suggested Gene Van Stone as a potential candidate for treasurer next year. 
7. Vice President, Wayne Fiester, presented the status of the uniform shirts. He updated the logo (see website for depiction). He ordered a number of shirts in two (2) different styles and various different sizes. The two (2) styles of shirts differ in price by approximately $10.00. Once they are received, a decision can be made as to whether the two (2) styles are similar enough to be used simultaneously. Six (6) hats were also ordered. 
8. Vice President, Wayne Fiester, is continuing his work on the window decal stickers and recording session. No new information to report. 
9. Frank Book presented his preliminary job descriptions for review of the Board Members. He will take all suggestions under advisement and continue work on them. 

New Business 

10. Secretary, Tracy McConnell, announced that she is taking the on-line class “A to Z Grantwriting” which focuses on non-profit organizations in hopes of securing some grants for the Old Dam Community Band. She is working on gathering some of the necessary back-up documentation required for various grants. She has also begun the research process in locating “good match” funding sources. She suggested that the members think about special projects that they would like to see get funded throughout the next year. More information to come. 
The meeting was adjourned at 8:15 P.M.
Submitted by Tracy McConnell, Secretary.


BOARD MEETING MINUTES
JULY 16, 2005

The board of the Newburgh Old Dam Community Band met at Dan Schultz’s house on July 16, 2005. The following board members were present: Frank Book, Wayne Fiester, Tracy McConnell, Dan Schultz and Carl Zimmerman. The following board members were absent: David Emery, Jim Fox, John Powell and Jim Sermersheim.

Committee Reports

1. Jim Fox was absent from the meeting, and there was no music director’s report. The board did discuss the success of the Solarbron and Newburgh fireworks concerts. A $200.00 donation was received from Solarbron. Solarbron also invited the band to play next year.
2. President Dan Schultz did not have a report except to say that rehearsals are going good.
3.  David Emery’s treasurer’s report was read from an email. The current account balance as of July 14, 2005 is $689.85 with all bills paid. The liability insurance policy documents from Cincinnati Insurance Company have been received from Schultheis Insurance Agency.
4. Wayne Fiester is continuing his work on the uniform shirts for the band. He is trying to get an answer as to whether the company sells shirts larger than XL or 2XL or whether the band could supply the larger shirts and they would embroider them. The company does offer women’s shirts in the same style that the board is considering. Dan Schultz has not been able to find patches with instruments on them.
5. Wayne Fiester is continuing his work on the window decal stickers. No new information to report.

New Business

6. The board discussed the need to have official job descriptions for officers and committee heads. The following job descriptions will be considered: president, vice president, treasurer, secretary, music director, librarian, property manager, public relations and historian. Frank Book will research these job descriptions. Once the job descriptions have been adopted by the board, they will be posted on the website.
7. The board discussed the procedures for storing important documents. It was decided that the President would retain the original copies of the documents, and copies could be placed at the band office. It was discussed that those documents should go into a fire- proof storage container.
8. The board discussed whether it was time to do another cd recording. The last recording was done in October 2002 at the Newburgh Presbyterian Church. The band has several new songs that they play, and the sound of the band has improved since the original recording. Wayne Fiester will look into the possibility of using one of Castle High School’s band rooms to do the recording. Another possibility would be to use a band room at the University of Evansville.
9. The board discussed the status of obtaining a band shell on the Newburgh Dam property. Early in 2005, it was decided that the town of Newburgh did not need that property to build a new town hall, as it will go into the old library. Newburgh does have plans to renovate the old dam building which will mainly involve renovating the basement for use by Historic Newburgh, Inc. The band shell is in Newburgh’s master plan. Several different types of band shells were discussed with features such as indoor and outdoor performance areas, outdoor only performance areas, storage areas, permanent construction, temporary construction, pre-fabricated structure, etc. Wayne Fiester will email the board information on the pre-fabricated band shell that he had researched a few years ago. The board discussed the possibility of having practices at the band shell, weather permitting. Dan Schultz stated that the following items will need to be addressed in order to make the band shell a reality: permission from the town for the location, parking issues, funding for the band shell and endowment for the maintenance of the band shell. This discussion will continue at the next board meeting after Dan Schultz does some additional research with the town of Newburgh.
10. The board discussed the possibility of having a person dedicated to concert advertising. This will be explored in conjunction with the job descriptions discussed earlier.
11. The board discussed the hats worn at concerts. The hats need to be adjustable and all the same type. Wayne Fiester stated that the uniform shirt company that he is considering also embroiders baseball hats. Wayne will research this possibility.
Submitted by Tracy McConnell, Secretary.

BOARD MEETING MINUTES
June, 2005

The board of the Newburgh Old Dam Community Band met at Dan Schultz’s house on June 18, 2005. The following board members were present: Frank Book, Wayne Fiester, Jim Fox, Tracy McConnell, John Powell, Dan Schultz, Jim Sermersheim and Carl Zimmerman. The following board member was absent: David Emery.

Committee Reports

1. The director, Jim Fox, read a letter of appreciation from Mary Lou Matzen of the Newburgh Presbyterian Church for participation in the strawberry festival. We received a bill of $60.00 for the music score “Music From The Incredibles.”
2. President Dan Schultz reported that the band now has its official certificate of 5013C status. He also discussed the status of the Alcoa grant. The grant application was submitted to request funds for the parade trailer.
3. David Emery’s treasurer’s report was read from an email. The current account balance is $414.85 with all bills paid. This total does not include the contributions from practice on June 14, 2005.
4. Wayne Fiester presented information on his research for new band uniform shirts. He suggested a navy blue shirt with a three color embroidered logo. The logo colors may be adjusted so that they will show up on the navy shirt. The thought is to wear kacky or tan pants or shorts with this new shirt. The shirt company Wayne has found is The Queensboro Shirt Company, www.queensboro.com. The type of shirt presented was a pima cotton, collared short sleeve shirt. An option is available for a shirt pocket below the logo. The price of the shirt is $14.95 each, with or without the pocket. The shipping is free with a minimum order of four shirts. A suggestion was made to research a type of shirt for winter weather. Wayne will do some more research and present his selections to the band in three weeks. The shirts will be ordered by band members through the use of an order form which they will return with their money. An option will be available on the order form to select that the person would like the band to purchase their shirt if they are unable to do so. The band will purchase a stock of extra shirts for new members, etc. It was decided that more research will be conducted to look for a patch with instruments that can be added to the sleeve of the shirts, instead of having them embroidered.
5. Wayne Fiester presented his research on car window decals. Wayne has a wholesale account where he can get a static-cling alternative sticker for $0.75 each. A $1.00 donation for each sticker will be requested of band members. The stickers will be placed on the outside of the vehicle window and are guaranteed to come off. It was decided to go with clear stickers with a three color logo. The colors will be blue, red and white. Below the band logo will be the words “Join the Band” with the web site address below that. The stickers will be 3 inches by 4 inches. A motion was made and approved to purchase 250 stickers, which is the minimum amount.

New Business

6. Dan Schultz reported that the Newburgh parade was a success. He asked if any changes were necessary for the next use. A mechanism to keep the car hatch open will be fashioned. It was suggested to wear ear plugs due to the close proximity on the parade trailer. No response was received for interest in heading up the Freedom Festival parade. The band will not participate in that parade. Dan will look into possible participation in the Boonville Labor Day parade and the Westside Nut Club Festival parade.
7. Dan Schultz stated that the band has reserved the date of September 11 for the Fall Band Fest. More discussions will occur as to the details on that concert. The Jazz Fest has been cancelled this year.
8. Wayne Fiester suggested having ear plugs available at practices for people to use as necessary. Wayne will purchase a box of ear plugs.
9. The board discussed rehearsal conduct. The board’s new policy seems to be effective at the moment. It was decided that arguments and such interruptions during rehearsal are unacceptable.
Submitted by Tracy McConnell, Secretary.

Board Meeting Minutes
May 21, 2005

All board members were present - Dan Schultz, Wayne Fiester, Jim
Sermersheim, Frank Book, John Powell, Tracy McConnell, Carl Zimmerman,
Jim Fox and David Emery.
1. The director, Dr. Jim Fox, announced that two new music scores have
been received for approval. They are "Hooked on Reruns" and "Music From
The Incredibles". The music will be played at the next rehearsal and
evaluated.
2. The treasurer, David Emery, reported that all bills have been paid
leaving a balance of $545.48. (Note that Dave amended this balance
because the insurance had not been paid. A corrected balance was
circulated by email.) So far in 2005, $543.93 have been received in the
donation box at rehearsals.
3. The board president, Dan Schultz reported that work is completed on
the band trailer. It will be used in the Newburgh Summerfest parade on
June 11. It will also be used as a bandstand for the Little Old Dam
Band on June 4.
4. Eighteen musicians will ride on the trailer during the Summerfest and
other parades. Other players may march beside the trailer if they wish
to. Dan has sent an e-mail to all members of the band asking for
volunteers to participate on the trailer. Players will be chosen to
make a balanced combination of instruments. Dan will prepare "Stars and
Stripes Forever" and "You're A Grand Old Flag" for playing in a parade.
Jim Sermersheim will drive his vehicle to tow the trailer.
5. Two new board members were welcomed as Tracy McConnell and Carl
Zimmerman began their terms. Tracy volunteered to take over the duties
of secretary of the board.
6. Wayne Fiester reported that the Old Dam Community Band has been
invited to play at the Frog Follies in Evansville on August 27, 2005.
This concert will replace the Pumpkin Metric show that has been on the
schedule in recent years. The band will also present a Christmas
concert at the Newburgh Presbyterian Church on December 11, 2005.
7. Wayne also presented the final edition of the Old Dam Band Member
Handbook. The handbook tells the purpose of the band and describes the
conduct required of members to make it a successful and enjoyable
experience. The board voted to have the authority to dismiss any
players who are disruptive during rehearsals or performances.
8. The board discussed the possibility of changing uniforms for the
band. Golf type shirts with a collar and the band logo were discussed.
Wayne will conduct research to find the best place to order such shirts.
9. Dan announced that the band now has liability insurance.
10. Wayne presented a recruiting poster that will be copied for
distribution and display.
John W. Powell, Historian and Secretary pro tem

Board Meeting Minutes
April 16, 2005

The board of the Old Dam Community Band met at Dan Schultz's house on
April 16, 2005. The following members were present.: Dan Schultz, Wayne
Fiester, Jim Fox, Jim Sermersheim, Frank Book, Dave Emery and John Powell.
1. The first item was presented by the music director, Jim Fox. The
board decided that the band should rehearse "Yankee Doodle Fantasy" one
more time before deciding whether to purchase or return it.
2. Dave Emery's treasurer's report for the first quarter of 2005 stated
that the balance on hand on March 31, 2005 was $1,471.18. Receipts,
$712.53, and disbursements $1,511.54, were listed in detail and will be
filed by the treasurer. Jim Fox suggested adding a button on the web
page so supporters could use Ebay's Pay Pal to make donations to the
band. Wayne Fiester will set that up on the web page.
3. President Dan Schultz reported that the parade trailer is being
prepared for use. It will include a cover and other modifications to
make it ready by the June parade in Newburgh. Eighteen players will be
chosen to ride on the trailer. Cost of the supplies to make the needed
modification have made the total cost of the trailer exceed the original
estimate of $1,800. The board approved expenditure of up to $2,400 for
the trailer.
4. Dan Schultz reported that two jazz bands, Reitz and Mount Vernon High
Schools, have agreed to play at the spring concert on May 8. The Old Dam
concert and Dixieland bands will also perform. Other groups will be
added as they volunteer to play.
5. Wayne Fiester presented a draft of the band's policy manual. It was
approved with minor modifications. It will be printed for distribution
to members of the band and other interested parties.
6. The resignation of Jim Bolte and Tina Patton has created vacancies on
the board. After much discussion, Tracy McConnell and Carl Zimmerman
were chosen to fill those posts.
7. The need for liability insurance was discussed. The board approved a
plan to purchase a one million dollar liability insurance policy for the
band at cost of $506.
8. The board discussed the possibility of presenting a Christmas
concert. Jim Fox presented the possibility of using the Presbyterian
church in a combined concert with choir there. This proposal will be
explored and discussed at the next meeting.
Submitted by John W. Powell, Secretary

The Old Dam Community Band
Minutes for Board Meeting
19 March 2005

The board of directors of the Old Dam Community Band met for a monthly
meeting on March 19, 2005/ Present were Jim Sermersheim, Jim Fox, Wayne
Fiester, Dave Emory, Dan Schultz and John Powell.
1. It was reported that Brian Hartig has declined the invitation to be
the band’s music librarian.
2. The board reviewed results of a survey of board members to select
music to be withdrawn from the current folders. Fifty-seven tunes were
selected to make room for inclusion of new music. Tunes were chosen to
remain that have good and complete arrangements and that were deemed
appropriate for future concerts.
3. On March 16, the band had tried four tunes that had been received for
testing. Two of those will be purchased by the band. It was suggested
that the band try a new tune once each month to keep updating the library.
4. Due to the resignation of Tina Patton, John Powell was selected to
TEMORARILY serve as secretary for the board. Suggested to be nominated
to join the board were Tracy McConnell, Mark Taylor and Carl Zimmerman.
5. May 7 and 8 has been chosen for the spring concert. Invitations will
be sent to local bands to find some participants in the event.
6. September 10th and 11th are tentative dates for the Jazz/Band fest in
Newburgh.
John W. Powell