2006

THE OLD DAM COMMUNITY BAND
BOARD OF DIRECTORS MEETING MINUTES
DECEMBER 23, 2006

The Board of the Old Dam Community Band met at Dan Schultz’s house on December 23, 2006. The following Board members were present: Frank Book, Wayne Fiester,  Tracy McConnell, John Powell, Dan Schultz and Carl Zimmerman. The following Board members were absent: Jim Fox, Jim Sermersheim and Gene Van Stone.
The meeting was called to order at 11:10 A.M. The minutes from the November Board meeting was approved as written.

Officer and Committee Reports

1. President, Dan Schultz, announced that Jim Fox has officially resigned as music director of the Band. Dan said that we should take our time in finding a music director. He has spoken to several people about conducting the Band. Eventually one of the directors will eventually stand out as the music director. Until such time, there will be an eight (8) member Board.
2. President, Dan Schultz, stated that Joe Choi, who is the assistant director of the Evansville Philharmonic, is donating three (3) pieces of music to the Band. A condition of that is that he be allowed to direct these tunes at a concert. He will be able to direct some practices, but not until April. He has been told that this is a volunteer band, and that the conductors are not paid. Joe has offered the hall at the East Minster Church, where he is the music director, for a concert venue. A possibility for a concert is Tuesday, May 29, 2007.
3. President, Dan Schultz, started a conversation as to whether the Band should pay a conductor staff to get a better quality. It was decided that we will not pay conductors at this time. It was always the understanding that the music conductor has the opportunity to offer private lessons to Band members for pay. The Band can always decide to pay a guest conductor if it so chooses.
4. President, Dan Schultz, mentioned that Joe Choi wondered if the Band was interested in hosting a music camp. He knows that the University of Evansville is not interested in doing one. Dan stated that the University of Southern Indiana wants to start a music program. They currently have a small jazz band. They have a director, but he is not a professor. They need help in launching this department.
5. Vice President, Wayne Fiester, stated that he will submit the wearables invoice of approximately $600 to Gene Van Stone this weekend. He believes that there is less than $200 in wearables inventory.
6. Vice President, Wayne Fiester, suggested doing a concert series at the Newburgh Central Library on Tuesday nights. There is a possibility of doing a summer or holiday series or once a quarter. Until the Town Hall is available, we can use the library as our concert venue. It was also suggested doing a concert series at the Evansville Central Library also.
7. Secretary, Tracy McConnell, passed out the following handouts: December 2006 Development Report, minutes from the November Board meeting, a draft version of the Grant Writer job description, and two (2) handouts on budget numbers. The December Development Report lists four (4) grants received for the year and seven (7) grant requests that are pending review.

Old Business

8. President, Dan Schultz, initiated a conversation about the 2007 budget. The Board approved the budget numbers as amended. The amended numbers will be given to Gene Van Stone.
9. President, Dan Schultz, stated that the library Christmas concerts were great. It was agreed that the Band should not play a Christmas concert at the Newburgh Presbyterian Church next year. It is not a good venue for a band of our size.
10. Secretary, Tracy McConnell, led a discussion on the job description for grant writer. The job description was approved as written.

New Business

11. President, Dan Schultz, needs to put a hitch on his other car, since the one that previously had the hitch died. It will cost about $200 for the hitch. The Board approved a motion to pay for the new hitch.
12. President, Dan Schultz, initiated the election of 2007 officers. A motion was approved for the officers to remain the same for 2007.
13. President, Dan Schultz, will print business cards with the new Board Member information. A discussion was held as to whether there was too much information on the cards. Wayne Fiester will update the brochures and print more of those.
14. President, Dan Schultz, has not received the DVD from the Christmas concert yet. The DVD may need to be edited to leave only five (5) or six (6) of the best songs. Dan and Wayne Fiester will work on this.  The invoice for the taping of the concert will be $400.
15. Property Manager, Frank Book, started a discussion of seating arrangements of the Band. He mentioned that some of the clarinets are ending up behind the trumpets and not next to the first clarinets. Dan Schultz will work on a new seating arrangement that stacks the instrument groups in a typical concert band seating arrangement. The seating arrangement will be tried at the next practice. It was also mentioned that the band members bring too much stuff into the area near their seats which cuts down on the useable space. It was suggested that any items that cannot fit below the seats be placed into the kitchen.
16. Property Manager, Frank Book, mentioned that he thought we should not do two (2) hour concerts without a break. It was discussed as to whether we should limit our concerts to one (1) hour to avoid having a break or making the concerts too long. It is also a possibility that small ensembles could play during breaks to give the other band members a break.
The meeting was adjourned at 12:35 P.M.
Submitted by Tracy McConnell, Secretary.

THE OLD DAM COMMUNITY BAND
BOARD OF DIRECTORS MEETING MINUTES
NOVEMBER 18, 2006 

The Board of the Old Dam Community Band met at Dan Schultz’s house on November 18, 2006. The following Board members were present: Frank Book, Wayne Fiester, Jim Fox, Tracy McConnell, John Powell, Dan Schultz and Carl Zimmerman. Board Member Elect, Ted Gore, was also present. The following Board members were absent: Jim Sermersheim and Gene Van Stone.  
The meeting was called to order at 11:15 A.M. The minutes from the October Board meeting and Annual Meeting were approved as written.

Officer and Committee Reports

1. Vice President, Wayne Fiester, stated that he placed the wearables order and that it should be delivered on November 27, 2006. He was not able to use the Band’s credit card, because it has a $500.00 limit. The company offered free shipping for the order, and Wayne paid $35.00 to get the order expedited. 
2. Music Director, Jim Fox, stated that the Newburgh Presbyterian Church is able to move the concert time to 4 P.M. on December 10, 2006. He is not sure whether the choir will sing at the concert, because the church has not found a replacement for Jim as the choir director. The church will promote the concert and will build a stage. 
3. Music Director, Jim Fox, stated that he has a new job where he is on call twenty-four (24) hours a day, seven (7) days a week. He expressed his concern that alternative director(s) need to be found for when he is called away at concerts or practices. Possible alternatives were suggested, such as Steve O’Neal and Jon Patton for temporary substitutes. It was decided that the Board, in conjunction with Jim Fox, as the music director, will search for solutions.
4. Secretary, Tracy McConnell, passed out the following handouts: November 2006 Development Report, minutes from the October Board meeting and Annual Meeting, draft version of the Grant Writer job description, and an example of a general operating support grant proposal. The November Development Report lists four (4) grants received for the year, one (1) grant request declined and eight (8) grant requests that are pending review.
5. Secretary, Tracy McConnell, discussed the Warrick County Community Foundation grant. The grant is a restricted grant that can only be used for the items listed in the grant proposal (Fall and Christmas Concert 2007 music). A six (6) month and one (1) year report will be submitted that summarizes the money spent and the success/status of the project. We will also need to include pictures/news articles of the events and survey results. The Foundation can audit our financial records for a period of time upon project completion. The Band will need to keep the financial records separate for this grant money. She also recommended making a copy of donation checks to supplement the financial records.
6. The treasurer’s monthly report was not submitted by Gene Van Stone except to say that the Band doing good. Tracy McConnell suggested adding the Wearables to the budget (income and expenses), because it will appear on our annual financial report. The Band also spends money on inventory and shipping that is not included in the purchase price that Band members pay.
7. Historian, John Powell, will be adding a year end summary of financial donations in the history section of the website.
8. Property Manager, Frank Book, stated that he has updated the clothing inventory.

Old Business

9. Wayne Fiester and Dan Schultz have been working on getting someone to do a DVD recording of the Christmas concert at the Newburgh Presbyterian Church. The quotes came back greater than $1,000. They will work on getting someone to use a personal video camera and set it up to record the concert. 

New Business

10. It was discussed whether the Board Member Handbooks would be transferred to new members. It was decided that retiring Board Members will turn their Handbook over to the President which will in turn give them to the new Board Members after they are checked for completeness by the Secretary.
11. The review if the job description for grant writer was tabled until the December meeting. 
12. The 2007 budget will be discussed at the December Board Meeting.
The meeting was adjourned at 12:07 P.M. 
Submitted by Tracy McConnell, Secretary.

THE OLD DAM COMMUNITY BAND
ANNUAL MEETING MINUTES
OCTOBER 29, 2006

The Old Dam Community Band met for the Annual Meeting at the Old Dam Building on October 29, 2006.
The meeting was called to order at 2:10 P.M.
1. President, Dan Schultz, introduced the current Board Members. He stated that comments/suggestions for the Band can be directed to any Board Member who will then bring up the subject at the next Board meeting. In addition, if someone wanted to present an idea directly to the Board, tell Dan Schultz, and he will add them to the agenda for the next Board meeting.
2. President, Dan Schultz, and his wife Terri spent three (3) weeks vacationing across the country and Canada and playing in community bands in the evenings. After playing with a variety of bands throughout the USA and Canada, Dan stated that our Band is more advanced than some of the others. He also stated that none of the other Bands had as much information on their website as ours.
3. President, Dan Schultz, said that the financial state of the Band is good.
4. President Dan Schultz, mentioned that he is a member of the Newburgh Parks Board. There is a committee that is still working on getting funding for an Arts Pavilion.
5. President, Dan Schultz, told the Band about how the old Town Hall of Newburgh will be renovated. They will be opening the upstairs as one (1) large room for concerts, etc. Dan has already put the Band’s name down for Tuesday night rehearsals. The building is scheduled to be completed in November 2007.
6. Dan Schultz held the elections for the new Board Members. The following three (3) Board Member’s terms expire this year: Jim Sermersheim, Frank Book and Tracy McConnell. Tracy McConnell and Frank Book have decided to run again. Ted Gore has been nominated, and he has accepted the nomination. There was a call for any additional nominations from the floor. There was none. A motion was made and approved to elect the following Board Members: Tracy McConnell, Frank Book and Ted Gore.
7. Vice President, Wayne Fiester, discussed the wearables. In the near future, he will send an email to the Band members with a link to the Queensboro Shirt Company. It will include instructions for logging in under the Band’s account. Band members will then have approximately two (2) weeks to check out the website to see if they want to purchase any additional items (preferably navy blue in color) with the logo on it. Anyone who wishes to order will then send Wayne an email listing the item number and specifics.
8. Vice President, Wayne Fiester, is taking votes for everyone’s favorite dish at the dinner. The top three (3) recipes will be added to the website to join the three (3) from last year.
9. Vice President, Wayne Fiester, stated that there is a complete history of the Band since its formation on the website. This history is compiled by our Historian, John Powell.
10. Band Director, Jim Fox, mentioned how much he enjoys directing for a group that loves to play. He said our pride of the organization shows through in our playing.
11. A picture was taken of the new Board of Directors.
The meeting was adjourned at 2:25 P.M.
The following Band members were present at the meeting:
Frank Book, Dave Emery, Mary Ann Decker, Charles Dewig, Beverly Dorris, Roy Dorris, Elizabeth Emmert, Nance Fiester, Wayne Fiester, Mike Filippi, Jim Fox, Rachelle Gore, Ted Gore, Bill Haas, Tracy McConnell, Dave McGill, Steve Pitt, John Powell, Dan Schultz, Terri Schultz, Mark Taylor, Geneice Snow, Gene Van Stone, Hugh Whittaker, Mary Williams, Carl Zimmerman
Submitted by Tracy McConnell, Secretary.

THE OLD DAM COMMUNITY BAND
BOARD OF DIRECTORS MEETING MINUTES
SEPTEMBER 16, 2006

The Board of the Old Dam Com munity Band met at Willard Library on September 16, 2006. The following Board members were present: Frank Book, Wayne Fiester, Tracy McConnell, John Powell, Dan Schultz, and Carl Zimmerman. The following Board members were absent: Jim Fox, Jim Sermersheim and Gene Van Stone.
The meeting was called to order at 11:37A.M. The minutes from the August Board meeting were approved as written.

Officer and Committee Reports

1. President, Dan Schultz, has received three (3) favorable results from the survey that he sent out to the Band.
2. Vice President, Wayne Fiester, has been working on organizing a second Christmas Concert at the Ohio Township Central Library on the Tuesday night before Christmas (December 19). He has been able to reserve one (1) of the two (2) community rooms necessary for the concert. The second room is reserved for every Tuesday in December for a scrapbook meeting. Options were discussed as to whether we should change the venue or the day of the week or try to get the other group to reschedule for one (1) week. It was decided that the concert should stay on a Tuesday and in Newburgh. Wayne will try and contact the other group and see if they can work something out for that week.
3. Vice President, Wayne Fiester, discussed the possibility of making a DVD instead of a cd of the Christmas concert. He believes it would sound better, because you can tell that it is a live event. Wayne has contacted Dennis Rowe, who works at Visions Communications. David does video work for activities such as weddings. The set-up for the concert would be similar to the one for a wedding. There would be a microphone with the camera and little or no editing. He will get a price to Wayne.
4. Secretary, Tracy McConnell, passed out the following handouts: September 2006 Development Report, Contributor’s List through second quarter 2006, final version of the job description of Treasurer and minutes from the July and August Board meeting. The September Development Report lists three (3) grants received for the year, one (1) grant request declined and seven (7) grant requests that are pending review.

New Business

5. Dan Schultz will be on vacation from September 23 through October 16.
The meeting was adjourned at 11:55 A.M.
Submitted by Tracy McConnell, Secretary.

THE OLD DAM COMMUNITY BAND
BOARD OF DIRECTORS MEETING MINUTES
AUGUST 19, 2006

The Board of the Old Dam Community Band met at Dan Schultz’s house on August 19, 2006. The following Board members were present: Frank Book, Wayne Fiester, Tracy McConnell, John Powell, Dan Schultz, Jim Sermersheim and Carl Zimmerman. The following Board members were absent: Jim Fox and Gene Van Stone.
The meeting was called to order at 11:20 A.M. The minutes from the July Board meeting were approved as edited.

Officer and Committee Reports

1. President, Dan Schultz, stated that the concert on August 17 at Lakeside Manor Retirement Center was a success. It was nice to have a substitute French horn player for the concert. She was invited by Bryan Hartig and normally plays with the Bend in the River Brass Band.
2. President, Dan Schultz, mentioned that the Evansville Courier and Press had an error in the Warrick Community Announcements that it is printing. It says that the Little Old Dam Band is looking for players.  Tracy McConnell will contact the newspaper and get that corrected.
3. Vice President, Wayne Fiester, mentioned that he was interviewed by the radio station WNIN (88.3), which is the local NPR station, for their Sonic IDs segments. The interview will be edited into one (1) minute segments for the Old Dam Community Band and the Little Old Dam Band. Wayne is providing the station with our music to play in the background of those segments. Segments will be randomly played on the station through the next couple of years.
4. Vice President, Wayne Fiester, stated that he has had no uniform orders lately. 
5. Secretary, Tracy McConnell, passed out the following handouts: August 2006 Development Report, final versions of the job descriptions of music director and Board member and minutes from the July Board meeting. The August Development Report lists three (3) grants received for the year, one (1) grant request declined and six (6) grant requests that are pending review. The review timeline for the grant applications was added to the “Grant Dates” column (in parenthesis). The grant request for the Warrick Community Foundation was mailed on August 18.
6. Secretary, Tracy McConnell, also passed out an example of the program budget for music which is included in the grant requests. A portion of the total cost is requested from each potential grant source that requires a specific program to fund. Tracy stated that she is up to date on the thank you cards for all concert donations in 2006, with the exception of the surprise party at Crossroads. Ted Gore is working on getting that address.
7. The treasurer’s monthly report was submitted by Gene Van Stone. He stated that the current account balance of the Band is similar to last months. The following hand-outs were passed out: first quarter financial report, second quarter financial report, and the budget compared to 2006 costs through second quarter 2006.
8. Historian, John Powell, is adding information about band camp in the history section of the website.
9. Property Manager, Frank Book, stated that the clothing inventory is depleted in certain sizes. Wayne and Frank will look at past sales to determine what sizes need to be ordered for inventory. Most likely, it will be sizes XL and 2XL of the short sleeve shirts. Wayne will check with the band to see if anyone else wants to place an order at this time. Wayne may look into adding long sleeve shirts to the list of items that can be ordered, but those shirts would not be inventoried. It was discussed whether Wayne wanted to send periodic emails to the Band to see if they wanted to order sale items or items not listed on our website for purchase.

Old Business

10. The job description of Treasurer was accepted as edited. Tracy McConnell is working on a job description for grant writer.
11. Dan Schultz, discussed logistics of the Fall Festival Parade. The band can use a SUV to pull the parade trailer, since it does not meet the definition of a float. It was discussed whether we should pull the trailer with a pick-up truck and allow more people to sit in the back of the truck. It was decided that that was not a good idea. It was also decided that it is dangerous for Jim Fox to direct from the back of the open SUV. We will use a drum roll-off to start the songs during the parade.
12. President, Dan Schultz, discussed an idea of having an impromptu, one-unit parade through Newburgh neighborhoods. The Town of Newburgh does not have parade permit paperwork. Usually the parade organizer goes in front of a Town Council meeting to get it approved by the Council and the police department. If a date is selected, Dan can go to a Council meeting to get approval. A discussion was held about an alternative format of the parade. The trailer could go to different places around town (park, etc.) and stop and play a few songs at each place instead of continuously moving and playing.
13. President, Dan Schultz, discussed the lighting for outdoor concerts. The band members designated as the light committee were unwilling to work on a solution. A discussion was held about the logistics of temporary lighting systems. It was decided that instead of putting lights up, the Band members should be required to provide their own lighting for evening concerts. New Band members would be notified that we play evening concerts where stand lighting will be required from time to time.

New Business

14. Secretary, Tracy McConnell, wanted to discuss the 2007 budget. She requested that Board Members start to think about items for next year’s budget, such as special projects, items to purchase, etc. Tracy is already requesting grants for 2007. The budget will need to be prepared soon.
15. President, Dan Schultz, started a discussion on a Fall concert. We want to get a tradition of holding Fall concerts on the hill. Then when a concert shell is constructed, people will be familiar with attending concerts there. A discussion was held as to whether the Band should hold a stand alone concert or tie into an existing event. It was decided the best way to boost attendance would be to tie into an existing event. Playing at the Fiddler Fest on Saturday, September 23, would be a good time for the Fall concert. The Fiddler Festival usually sets up a large tent with tables which would be a good venue for a concert. We will ask the Little Old Dam Band and the small groups if they also want to participate. Dan will try and schedule the concert.
16. Discussion on the Christmas Concert was tabled until next month, due to Jim Fox’s absence at the meeting.
17. A discussion was held as to whether there should be a one (1) year trial term for new Board Members. The Board is currently set up that 1/3 of the members are up for election each year. This prevents a Board comprised totally of new members. It was decided that Board Members can resign at any time; therefore, a trial term is not necessary.
18. Vice President, Wayne Fiester, proposed that the Band do a second Christmas Concert at the Ohio Township Central Library on the Tuesday night before Christmas (December 19). The library has a room large enough to accommodate the Band. This will give us another indoor venue to play the Christmas music.
19. The date for the next Board meeting will be after the Arts in the Park Concert at Willard Library on September 16. It was suggested to order pizza for the meeting.
The meeting was adjourned at 12:30 P.M.
Submitted by Tracy McConnell, Secretary.

THE OLD DAM COMMUNITY BAND
BOARD OF DIRECTORS MEETING MINUTES
JULY 22, 2006 

The Board of the Old Dam Community Band met at Dan Schultz’s house on July 22, 2006. 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: Gene Van Stone.  
The meeting was called to order at 11:15 A.M. The minutes from April, May and June Board meetings were approved as written. 

Officer and Committee Reports 

1. President, Dan Schultz, discussed the progress on the Town Hall of Newburgh. The Town Council of Newburgh has officially moved into the new Town Hall. The renovation of the old Town Hall building will be overseen by the Parks Board. The remodeling is scheduled to be completed by November 2007.   The upstairs of the building will be an open area that can be used for arts performances, concerts, meetings, receptions, etc. The Band will also be able to hold their Tuesday night practices there.
2. Vice President, Wayne Fiester, has one outstanding bill for hats to give to Gene. Wayne asked whether our music library should be listed on the website. He has a counter on those pages of the website, and they do not get very many hits. It was decided that it is not necessary to have those lists on the website. They can be provided if requested.
3. Secretary, Tracy McConnell, passed out the following handouts: July 2006 Development Report and copies of the minutes from the April, May and June Board meetings. The July Development Report lists three (3) grants received for the year, one (1) grant request declined and five (5) grant requests that are pending review. 
4. Secretary, Tracy McConnell, requested some second quarter 2006 records from various people to assist in the grant process. John Powell will provide the history which will include the number in attendance at concerts. Gene Van Stone will provide a quarterly financial report which will include sources of income.  Dan Schultz will provide a numbered list of the music folder and a list of new music purchased throughout the year. 
5. Secretary, Tracy McConnell, discussed the policy on issuing thank you letters for concert donations. A motion was made and approved to buy note cards to use for acknowledgement of concert donations. Letters will be sent as an acknowledgement of grants that are awarded. Stamps will be purchased to use in the mailings.
6. Property Manager, Frank Book, discussed the inventory distribution process. He will get with Gene to determine a paperwork procedure to document that items are paid before they are distributed.
6. The treasurer’s monthly report was submitted by Gene Van Stone. He stated that the current account balance of the Band as of June 30, 2006 was $1,858.68. He is working on a quarterly report that will be compared to the budget.
7. Treasurer, Gene Van Stone, stated that he does not want to remain as treasurer next year. 
8. Historian, John Powell, wanted to know if the Lakeside concert was finalized yet. It has been, and it is listed on the website. John Powell wanted to know if he should list the concert donations in his history section. It was decided that they will be added to the sponsor page, if necessary.

Old Business 

9. Jim Sermersheim, discussed logistics of the Fall Festival Parade. The parade committee does not want parade floats pulled by SUVs or trucks. They would prefer tractors, etc. If Jim Fox directs, we might need to have the SUV to pull the parade trailer. 
10. Vice President, Wayne Fiester, brought up again the idea of an impromptu, one-unit parade through Newburgh neighborhoods one Saturday morning in late summer. Band groupies or Band members not on the trailer could pass out icees or similar type of items. Wayne will look at the schedule to find a possible date in September. Dan has already discussed the idea with the Town of Newburgh. The Police Department will also need to be notified.

New Business 

11. The Board discussed whether the third Saturday of the month at 11:00 is the best time for meetings. A discussion was held about moving the time once per quarter to a different time and day of the week. Dan will contact Gene and determine what time and day of the week will work for him. 
12. The Board approved the following job descriptions as amended: board member and music director. The final job description, treasurer, will be discussed at the next board meeting. A copy of the proposed treasurer job description will be given to Gene to review before the next Board meeting. 
13. Vice President, Wayne Fiester, brought up an idea of encouraging small groups to form within the Band. He is currently working on some music with a brass quintet. These small groups could possibly play a song or two at concerts to give the full band a break. 
14. Music Director, Jim Fox, discussed having “run through” rehearsals on Tuesday evenings in the summer. We would hold our regular rehearsals, possibly once a month, on top of the hill at the Band house and play straight through songs. We will need to get lights set up there. Bryan Hartig and Mike Reising are on the light committee to work on a portable and quick set-up light system to use. 
15. President, Dan Schultz, stated that the Town of Newburgh liked where we played our Fourth of July concert on top of the hill. It will now be tradition to play there. 
The meeting was adjourned at 12:35 P.M. 
Submitted by Tracy McConnell, Secretary.

THE OLD DAM COMMUNITY BAND
BOARD OF DIRECTORS MEETING MINUTES
JUNE 2006 

Due to participation in the Haubstadt Sommerfest Parade on June 17th during the time when our regular monthly Board meeting is normally held, the June 2006 Board meeting of The Old Dam Community Band was not held.
A request for agenda items was made via email on June 11 and no new business was noted.
Officers and band members present at the Haubstadt Parade:
Dan Schultz, president
Wayne Fiester, vice-president
Tracy McConnell, secretary
Jim Sermersheim, board member
Carl Zimmerman, board member
Frank Book, board member
Steve Pitt
Hugh Wittaker
Mike Reising
Pat King
Jeff Middleton
Mary Ann Decker
Nance Fiester
Ted Gore
Rachelle Gore
Dave Emery
Mark Taylor
Bryan Hartig

THE OLD DAM COMMUNITY BAND
BOARD OF DIRECTORS MEETING MINUTES
MAY 20, 2006

The Board of the Old Dam Community Band met at Dan Schultz’s house on May 20, 2006. The following Board members were present: Frank Book, Wayne Fiester, Jim Fox, Tracy McConnell, Dan Schultz, Jim Sermersheim and Carl Zimmerman. The following Board members were absent: John Powell and Gene Van Stone.
The meeting was called to order at 10:10 A.M.

Officer and Committee Reports

1. President, Dan Schultz, stated that the May 18 concert at the St. Ben’s Summer Social was good. He also announced the dates of upcoming concerts. The Haubstadt parade will be June 17 at 12:00. The Town of Newburgh will have a parade on July 4 at 4:00 which will replace the summerfest parade. The band will decline the invitation for the Freedom Festival parade since it falls during band camp.   
2. President, Dan Schultz, discussed an idea of having an impromptu, one-unit parade through Newburgh neighborhoods one Saturday morning in late summer. Band groupies or Band members not on the trailer could pass out icees or similar type of items. A permit would be necessary from the Town of Newburgh. To get the permit, it would need to be for the agenda on a town council meeting which are scheduled on the second and fourth Wednesday every month. 
3. Vice President, Wayne Fiester, stated that the Band should add more decorations to the canopy of the parade trailer to make it more festive. 
4. President, Dan Schultz, stated that Mr. Bus, which is a double-decker bus the Town of Newburgh owns, is having on-going repairs. They are working on getting it back into service, possibly sometime later this year. 
5. President, Dan Schultz, stated that missing parts to scores can be purchased from companies that archive it. The Band was able to purchase a missing part to one of its songs. 
6. The treasurer’s monthly and quarterly reports were submitted by Gene Van Stone. He stated that the current account balance of the Band as of May 17, 2006 is $820.68. Gene was not aware of any outstanding invoices. Dan Schultz had an invoice for $10.00 for the missing part, and Jim Fox had invoice(s) for new music totaling approximately $90.00. It was mentioned that the Band needs to be reminded about donations to the box. 
7. Treasurer, Gene Van Stone, stated that the credit card has been approved, and the card should arrive soon. Gene reminded the Board that all purchases be cleared with him prior to purchasing to ensure that money is available. Gene will need officer’s signatures on a Yellow Card for the bank. 
8. Vice President, Wayne Fiester, is working on some new designs for the website.  He is working on the photograph section and on adding new items/effects. Watch the website for more information. 
9. Vice President, Wayne Fiester, talked about discussions on the community band web discussion board. There has been some discussion with other bands on how to hold a successful concert series that is well attended. The Spring Band Festival will not occur this year. Ideas are being discussed on a Fall Band Festival. 
10. Music Director, Jim Fox, started a discussion on problems within certain sections of the Band in getting even distribution on parts being played The problems occur when people that do not attend many practices show up and expect to play certain parts. All parts in the sections need to be covered, if possible. The sections should be able to internally work on this problem. 
11. Music Director, Jim Fox, inquired as to whether the Band might be able to practice in the old Town Hall. Dan stated that it was a possibility, but the Town does not know what they are doing with the building yet.
12. Secretary, Tracy McConnell, passed out the following handouts: May 2006 Development Report (May and June grant proposals added) and the final versions of the job descriptions of secretary, historian and property manager. The April Development Report lists three (3) grants received for the year, one (1) grant request declined and two (2) grant requests that are pending review.

Old Business 

13. Frank Book presented a draft inventory list. This form will be used to keep track of items that are owned by or donated to the Band.
14. Jim Fox discussed the upcoming concert at the Strawberry Festival on May 27. The church is doing more advertisements this year in the forms of signs, newspaper articles and radio advertisements. They will also do that same level of advertising for the Christmas concert. A date for the Christmas concert is needed to get it on everyone’s calendars.
The meeting was adjourned at 11:10 A.M.
Submitted by Tracy McConnell, Secretary.

THE OLD DAM COMMUNITY BAND
BOARD OF DIRECTORS MEETING MINUTES
MARCH 18, 2006

The Board of the Old Dam Community Band met at Dan Schultz’s house on March 18, 2006. The following Board members were present: Frank Book, Wayne Fiester, Jim Fox, Tracy McConnell, John Powell, Dan Schultz and Carl Zimmerman. The following Board members were absent: Jim Sermersheim and Gene Van Stone.

The meeting was called to order at 11:07 P.M., and the minutes from the February meeting were accepted as written.

Officer and Committee Reports

1. Music Director, Jim Fox, discussed potential directors in his absence. If he has prior notice of his absence, he can ask Steve O’Neal from the Owensboro Community Band. In an emergency situation, we will use someone from the Band. Wayne Fiester suggested that Jim hold a conducting workshop for people to learn how to conduct.

2. Music Director, Jim Fox, started a discussion on using guest conductors (from the Band) during band practice. It was agreed that the guest conductors offer a change of pace in the practice routine. It was decided that a fifteen (15) minute time period would be adequate for a guest conductor to work on a song. To keep the practice sessions on schedule, it was suggested that the lights be flickered at the end of break as a sign of practice resuming.

3. Music Director, Jim Fox, started a discussion on the Christmas concert cd. Wayne Fiester suggested a DVD recording of our concerts in the future.

4. President, Dan Schultz, did not have a report.

5. Vice President, Wayne Fiester, will work on a sponsor page for our website. This page will be used to acknowledge corporate and foundation sponsors. Donors will be asked if they wish to appear on our sponsor page before adding them. The page will alphabetically list the sponsors with no dollar amounts. We will keep the sponsors on the page for a year.

6. Vice President, Wayne Fiester, discussed the band members page on the website. He will speak with Tim Williams and try to schedule a make-up day to get the photographs of the people who are missing on the website.
Future new band members might have the option of getting their picture done at Tim’s studio.

7. The treasurer’s report was submitted by Gene Van Stone. He stated that the current account balance of the Band as of March 18, 2006 is $1,222.72. This total includes the $750 grant from Alcoa and the $450 grant from Cinergy. The board members mentioned the following outstanding invoices: $200.00 for Steve Amos (cd recording) and $70 for Jim’s music stand.

8. Treasurer, Gene Van Stone, is still working on getting open accounts with the Band’s on-going vendors (Queensboro Shirt Company and J.W.
Pepper).

9. President, Dan Schultz started a discussion concerning open accounts with invoicing versus the use of a credit card or a debit card. A motion was approved to allow the treasurer, Gene Van Stone, to apply for a credit card for the Band. This credit card will be used to pay the Band’s bills in lieu of invoicing or reimbursement. Dan requested that all purchases be cleared with Gene prior to purchasing to ensure that money is available.

10. Secretary, Tracy McConnell, passed out the following handouts:
February 24, 2006 article that appeared in the Warrick Community Announcements section of the Evansville Courier and Press, March 2006 Development Report and the job descriptions of webmaster, librarian and band member. An article was submitted for the March 17, 2006 paper; however, it was not published. This article will be resubmitted for March 24, 2006. The March Development Report lists three (3) grants received for the year and two (2) grant requests that are pending review.

Old Business

11. Frank Book submitted job descriptions for review of the Board Members. The job descriptions of president and vice president were approved by the Board as edited. Both job descriptions will be presented to Board Members for inclusion in the Board Member’s Handbook.

The meeting was adjourned at 1:06 P.M.

Submitted by Tracy McConnell, Secretary.

THE OLD DAM COMMUNITY BAND
BOARD OF DIRECTORS MEETING MINUTES
FEBRUARY 18, 2006

The Board of the Old Dam Community Band met at Dan Schultz’s house on
February 18, 2006. The following Board members were present: Frank Book,
Wayne Fiester, Tracy McConnell, Dan Schultz, Jim Sermersheim and Carl
Zimmerman. The following Board members were absent: Jim Fox, John Powell
and Gene Van Stone.
The meeting was called to order at 11:15 P.M., and the minutes from the
January meeting were accepted as written.

Committee Reports

1. Music Director, Jim Fox, was not present at the meeting; however, he
presented an item of business for president, Dan Schultz, to discuss in
his absence. Jim Fox would like approval from the Board to purchase a
conductor’s stand which costs approximately $70 to $80. The Board
approved the purchase of a conductor’s stand and a stand light.
2. President, Dan Schultz, gave an update on the band shell. The
committee meets on the first Wednesday of each month. The February
meeting was canceled due to the chairman being ill, but an informal
teleconference was held explaining the grant process that is on-going.
No new information to report.
3. President, Dan Schultz, gave a report on the Christmas concert cd. He
has the songs in a format that is ready to be copied onto cds. It was
decided by the Board to remove the following items on the Band’s cd for
distribution: the choir and the first two (2) songs after the break. Dan
will put some fading crowd noise in at the end of each song to make the
recording sound live. The word “live” will also appear on the cd jacket.
4. President, Dan Schultz, presented the $750.00 grant approval letter
from Alcoa Warrick Operations. Secretary, Tracy McConnell, will send a
thank you letter on Band letterhead acknowledging the grant and
outlining how the grant money will be utilized.
5. President, Dan Schultz, presented the program from The Really Big
Show which had an acknowledgment of the Little Old Dam Band’s
participation in the pre-show.
6. Vice President, Wayne Fiester, gave an update on the uniform clothing
orders. Wayne has just received the most recent clothing order. Gene Van
Stone is working on getting an account set up with the supplier, so that
the Band will be billed for orders. Wayne stated that he needed help
with controlling the clothing inventory. Frank Book, with assistance
from Carl Zimmerman, will now handle the clothing inventory.
7. The treasurer’s report was submitted by Gene Van Stone. He stated
that the current account balance of the Band as of February 18, 2006 is
$863.54. He listed the following approximate outstanding invoices:
$438.00 for wearables and $175 for music. Gene requested that all
purchases be cleared with him prior to purchasing to ensure that money
is available.
8. Treasurer, Gene Van Stone, is working on getting open accounts with
the Band’s on-going vendors. If an open account is not allowed on the
clothing, Gene will investigate other means to have the Band make those
purchases. He will research whether the Band needs a debit card or a
credit card.
9. Secretary, Tracy McConnell, passed out the following handouts: a
description of the different types of grants, the articles since the
last Board meeting that appeared in the Warrick Community Announcements
section of the Evansville Courier and Press, updated Development Report,
the Band’s accomplishments and the Cultural Needs Assessment for the
Arts Council of Southwestern Indiana. In addition to what is listed on
the Development Report, she is also looking into submitting a grant to
People’s Bank of Boonville.
11. Frank Book submitted job descriptions for review of the Board
Members. The job description of Webmaster was approved by the Board with
the addition of item #11. The job description of librarian was approved
by the Board as edited. Both job descriptions will be presented to Board
Members for inclusion in the Board Member’s Handbook.

Old Business

12. The Board has determined that for a person to become a member of the
Old Dam Community Band, he/she must be able to read music.
New Business
13. A discussion has held as to whether pets should be allowed at band
functions. The Board has approved the following policy as to that
matter: “Band members and their guests are expected to conform to the
rules and regulations of the venue.”
14. The following two (2) new concerts for the Band were mentioned:
Newburgh Easter Parade on April 15 at 10A.M. and the Lion’s Club 85th
State Convention Parade in Evansville on April 29 at 10A.M.
The meeting was adjourned at 1:10 P.M.
Submitted by Tracy McConnell, Secretary.