Meeting Minutes

COBA Board Meeting, January 4, 2022

1/7/2022

Call to order: 6:33 PM
Secretary-

December Meeting Minutes were reviewed and approved

Treasurer-

Updated Financial Report
Budget amendments-
- https://drive.google.com/file/d/1bycBq4IEW97NIjoO5p7qPXjpKH8pHIL8/view?usp=sharing

Hospitality-

COBA will provide dinner for students participating in school musical on one night the week of January 31st. Coordinate with Theater Booster Club. We will need parent volunteers to set up and help serve food for approximately 150 students.

VP Fundraising -

SnapRaise-Check was received and funds were added to student’s Charms accounts or WorldStrides account as per parent request.

VP-Scholarships -

Update scholarship forms and set date for scholarship committee.

Communication-

January newsletter will include upcoming dates & events.

Old business-

COBA sponsored Educational Concert Ariosa Trio: Jan 7, 2022 for orchestra students and families. 7:00 p.m. to approximately 8:30. (flyer)
Update on Director’s wishlist (gift to orchestra): Wireless PA system will be purchased. Picture composite pending approval of all proofs by Mr. T
Corporate sponsors update/feedback: Update address to COBA PO Box, off-line discussion to finalize details

Comments, announcements, and other business

Jovany Vega & Xochilt COBA Presidents will be stepping down as board members.
Director’s Minute-supplies for musical requested by Mr. T - AA batteries, led lights and paint needed for theater pit.

Upcoming events:

Educational Concert, January 7, 2022, 7 PM

School Musical: February 3-6, 2022
Solo & ensemble: Saturday,Jan 29, 2022
Austria Parent Meeting: Feb 22, 2022

Future COBA Meetings:

February 15- General
March 1- Board
April 5- General
May 3- Board
June 7- Board

Meeting Adjournment: 7:43 PM

COBA Meeting December 7, 2021

12/29/2021

Call to order- 6:31 p.m.
Secretary- Minutes
Treasurer- Financial Report

$24,085.16 as of 12-5-21 and earned $655.75 on 12-6-21

Hospitality- Events

Christmas Party Sign-up Genius for volunteers and donations
5th Grade Concert volunteers to hand out cookies and juice pouches

VP Fundraising-

COBA has not received Snap Raise check as of 12-7-21

VP- Scholarships-

No new information at this meeting

Communication-

Sign-up Genius for upcoming events
December newsletter coming soon

Old Business-

Committee formed to review and decide on corporate sponsorship letter
250 Garment Bags were gifted to the WC orchestra and arrived on 12-7-21

New Business-

None at this time

Comments, Announcements, or Other Business-

Performance trio update by Joshi. Payment to trio set at $150.00 per musician. Waiting on a flyer from the group.
Guest clinicians from YOSA and UIW possibly coming in on 1-24-22, 1-26-22, and 2-7-22 to work with the orchestras in UIL rehearsals
Director- Mr. Norton announced that the WC orchestra would need an estimate of $2600.00 to help fund the rental of Cellos and Basses for the Austria trip.

Upcoming Events-

Performance by guest trio on 1-7-22

Adjournment- 7:42 p.m.

COBA Meeting November 9, 2021

11/16/2021

Call to order 6:35

Previous meeting Minutes -corrections and changes previous meeting were approved

Treasurer-Financial Report

Expenses and $24,210.91 balance

Hospitality-

Next event is Holiday concert (Dec 6th) with 8th graders; COBA will be providing dinner. Need volunteers to help set up and serve food.

VP Fundraising -

14 students participating in Snap Raise student fundraising

VP-Scholarships -

Overage $900 from Silent Auction fundraiser for reserve
Summer orchestra camp scholarships will be paid from “gifts to orchestra” budget

Old business-President

Bill for photo composite is still pending. Final cost depends on number of photo packages ordered.
Pending order: tuners from Hillje Music are still pending on being delivered
Austria trip expense-Instrument rentals or air fare transport

New Business
Current and Future Financial Goals for COBA-

approximately $16, 388 needed budget; $11000 gifts to orchestra; last school year - Snap Raise fundraising went to COBA to help “gift of orchestra” expenses; ideas discussed for further fundraising: sell merchandise, obtaining corporate sponsors, restaurant Spirit Nights such as -Willie’s, share “Wish list” and request donations.
Ms. Anjali Joshi steps down as COBA board member

Comments, announcements, and other business

A. Joshi- Update on guest clinician discussion to support the program prior to UIL. Clinician Fees will be paid from “gifts to orchestra”

Directors Minute

Friday 11/12, 4:30 PM: Building the tree (bring Newspaper paper)
Sunday: 1 PM: paint tree
Tuesday dress rehearsal 3:30 PM
Wednesday: 8 AM call time, 1st morning show is at 9 AM
Wednesday: 7 PM show: 6 pm call time for students
Austria trip needs: Instrument rental or pay for instrument transport, Bus to Airport: approx. $1000
December 5: 4 PM decorate stage for Holiday Concert
December 6: Call time for students: 5PM Concert starts at 7 PM

Upcoming events:

Holiday Concert : Dec 6 (need volunteers for food)
5th gr concert: Dec 14, call time: 5:15; Students eat snacks at 6:15; send Mr. T the links for orchestra program
Holiday Party ( date TBA)

Adjournment
Next COBA Meeting: December 7 General

Call to Order: 6:01 p.m.
Member Roll Call
Hospitality - Bess Soutter
Oct 30th: Halloween party, need Chaperones, Request Donations for Chili, chips. Sign up Genius will go out.
Fundraising
Fundraisers Update -
Snap-raise.com-(pending approval) fundraiser will run Mid-October to Mid-November.
VP Scholarships - Heather Elizondo
Silent Auction/Scholarship- successful evening. We will be able to provide 9 scholarships for Seniors. Thank you notes will be sent out to donors.

Treasurer- Jacqui Kellogg
Ms. Kellogg provided an updated Financial Report: 9/6/2021 - 10/4/2021
Motion to approve Proposed budget

President-Jovany Vega
Members motioned to approved items for purchase (21-22 Student Picture Collage with glass & frame, tuners, Director's copier, paper, toner, WC Orchestra decals, new Peter and The Wolf costumes)
New Business-
Some members noted payment inconsistencies with the Austria trip travel agency.
Ms. Ellis presented a plan and draft letter to seek corporate sponsors. We need administrator approval to display business banners on fence line; proposal states orchestra building windows for now.
Director’s Minute
Oct 8. Photographer
Nov 16 & Nov 17 Peter & The Wolf

COBA Meeting September 7, 2021

9/9/2021

Call to Order: 6:32 p.m.

Updates to COBA Website
Upcoming events, Calendar, Volunteer Form
Minutes from May 2021 meeting are posted on the COBA website

Treasurer- Jacqui Kellogg
Updates Financial Report: 5/3/2021- 9/6/2021

Beginning Balance: $5448.06
Income: Membership, Donations, SnapRaise, T-shirts
Expenses: Orchestra supplies, Pool Party Venue, Trophies, Scholarships
Ending Balance: $14,149

Hospitality - Bess Soutter
Pool Party - September 11, 2021

Locate paper products in the dungeon
Ice Chests needed.
View sign up: https://www.signupgenius.com/go/10C0C44ADA62EA7F4C70-orchestra

VP Fundraising - Vanessa Gil
Dinner Theater Update - September 25, 2021

Zio’s-Spaghetti dinner; Anticipate approximately 250 participants
Request 2 separate bills; Student meal included organizational fee
Meal will include gluten free and vegetarian options
Tickets sales will start next week
Pre-purchase tickets-There will be no cash sales at the door
Vanessa will send out Sign Up for parent volunteers
Bake Sale-(no cash sales allowed by the district) Will inquire about electronic payments taken for bake sale.
More information to come regarding bake sale donations

Fundraisers Update - submit form for approval:

ButterBraid Fundraiser starts: October 18, 2021 (pastries)
Fundraiser ends: November 8, 2021
Submit order: November 9, 2021
Delivery Date & Time: November 18, 2021 at Time TBD
Snap-raise.com-will inquire about using snap-raise again this school year.
School 30 day limit per fundraisers
Discussion on prioritizing individual fundraisers (ex.for trip funds) versus program fundraisers

VP Scholarships - Heather Elizondo

Silent Auction Update
Working Google Doc with business contacts will be shared
Please solicit donations; Letter will be emailed to members for the solicitation of items

COBA Membership- Xochilt Vega

Current number of members: 14 completed member forms
Follow-up needed to cross reference with PayPal on membership payments
Envelopes with QR code and envelopes to recruit members will be sent out

New Business-President’s remarks

Following Robert's Rules of Order for future officer meetings
Budget decisions will be discussed at next officer meeting
Review bylaws to ensure compliance with the district's booster club guidelines
Officer meeting TBD

Director’s Minute

Organizational fee-breakdown: approximately 60% received
Auditorium reserved for Oct 5. Photographer needed for group photos. Let Mr. T know if you know of photographers available.
Recruitment for 5th grade strings: T shirts & Posters for concert series will be distributed to feeder schools.
Churchill will host 5th grade strings-Monday’s & Wednesday’s
PayPal Donation button to be added to COBA website
Greenback night - have a table for memberships and Dinner Theater ticket sales
Mariachi will be playing at Greenback night.

Future COBA Meetings:
October 5
March 1
November 9
April 5
December 7
May 3
January 4
June 7
February 15
Also posted on COBA Website

Important Dates:
September 10: Orchestra Movie Night          October 11:School Holiday
September 11: Pool Party                  October 15: End of 1st Grading Period
September 21: Green back Night                October 16: Region Symphony Auditions
September 25: Dinner Theater & Silent Auction       October 23: Philharmonic Audition
October 5: Student Pictures                    October 30: Area Recording Dates

Meeting Adjourned: 7:55 p.m.

Meeting Minutes May 3, 2021

5/4/2021

Meeting called to order at 6:31pm
Minutes from April 2021 meeting are posted on the COBA website
Financial report: Savings $4757.19; Checking $5448.06 ( $1000.00 cleared, $222.85 to Monarch Trophy for Senior Awards, +$1025.00 cash donations directly to COBA deposited). Future expenses: engraving on UIL Trophies
COBA membership for 2020/2021: 29 members
SnapRaise fundraiser update: Very successful! A check in the amount of $11,747.60 will be sent to COBA at the Churchill HS address in 4-6 weeks. Thank you to Vanessa Gil for spearheading this fundraiser and to all who donated to our orchestra!
Priorities for the fundraiser funds: new Peter & the Wolf wolf and cat costumes, subsidize tickets for orchestra students to go to the Symphony, pay for clinicians to come to WC and give classes to our orchestra students, buy stickers & tshirts to give to 5th grade Strings students and middle school orchestra students to increase interest in joining the WC Orchestra, any travel expenses
Both the Varsity Orchestra and the Non-Varsity Orchestra earned Sweepstakes in UIL competitions. Congratulations!
Orchestra Banquet/Celebration will be this Friday, May 7th at the Orchestra building. It is entirely organized by the Orchestra officers.
Scholarship Committee will meet May 4 6:30pm in the Orchestra room. We have received 5 applications for the scholarship.
Final Concerts of the year will be May 17th for class periods 1,2,3,6 at 7pm and May 18th at 7pm for 4th class period both in the Naeglin Theater. All seating is assigned. COBA board members will provide assistance in ushering family and friends to their assigned seats. A SignUp Genius will be sent out to volunteer as an usher.
Thank you to Jovany & Xochilt Vega who have stepped up to fill the role of President of COBA for the 2021/2022 school year.
Ongoing discussion about Silent Auction as a means to fund the Scholarship vs a GoFundMe campaign or a combination of both. Heather Elizondo will work on this.
Meeting adjourned 7:46pm

Amendment to meeting minutes:
Jacqui Kellogg will serve as the COBA treasurer for the 2021/2022 school year.

COBA Meeting April 6, 2021

4/8/2021

Meeting called to order at 6:34pm.
Minutes from last meeting are posted on the website.
Financial Report: Savings- $4756.99, Checking- $5442.85 ( $1000.00 scholarship check still pending) , Charms account yearly renewal was paid ($349.00).
Heather Elizondo is setting up a Go Fund Me account to raise additional funds for the Pamela Elizondo Scholarship Fund.
We have very few students participating in our SnapRaise Fundraiser. However, we have had quite a few donations of $100.00 or more. We are more than half way to our goal of $7000.00! Mr. Thibodeaux will remind students to enter their emails to participate in the fundraiser. The fundraiser ends on 4-29-21. We should receive the money we raised (minus 20%) in about 5-6 weeks.
The tapings of the UIL Contests are due on April 15. Hopefully we will get the results in May.
The deposit for the Banquet Hall at Anne Marie's has been transferred to next year since the District will not allow in person banquets this year. We have Friday, May 20, 2022 reserved at Anne Marie's for our end of year banquet next school year.
The District is allowing end of year award ceremonies. There can be no food, drink, or parents--students only. Rozzi, Jonathan, and Emily are planning this ceremony. COBA will purchase senior trophies and outstanding orchestra student plaques.
The Pamela Sue Sweet Elizondo Scholarship applications will available from Mr. Thibodeaux and Mr. Norton. The due date for the application and essay is April 30, 2021 at 4:15pm. A reminder: for your senior to eligible for the scholarship, a parent must be a paid member of COBA.
The Scholarship Selection Committee will meet on Tuesday, May 4, 2021 via Zoom at 6:30pm. This year the members are: Mr. Thibodeaux, Mr. Norton. Carrie Fuhrmann. Anjali Joshi, Jenny Landry.
T-shirt designs for next year were briefly discussed.
The Pit rehearsals will restart on May 2, 2021. Performances will be May 19-22.
Carrie Fuhrmann will be stepping down as President of COBA as of the end of this school year. COBA has the following Board positions open for the 2021/2022 school year: President and Secretary. If you are interested in serving in either of these positions, please contact Carrie Fuhrmann or Mr. Thibodeaux.
Meeting adjourned at 7:32pm.

COBA Meeting February 2, 2021

2/8/2021

Meeting called to order at 6:37pm.
Minutes from our last meeting are posted on the website.
Financials are unchanged from last month. There is one outstanding scholarship check from the 2019/2020 school year that still has not been cashed. It was discovered that the check was sent to the wrong university (student never turned in acceptance form stating where to send check so there was confusion about where to send the check). The error has been corrected and the $1000.00 check should be cashed within the next couple of weeks. A note was made to amend the scholarship acceptance form to state that no scholarship check will be mailed out until the acceptance form has been returned by the student to COBA.
An online fundraiser will begin on March 15, 2021. More information will be given to the students as we get closer to Spring Break.
NEISD has cancelled all outside of school activities so it is doubtful that we will be able to have the Annual Orchestra Banquet. Anne Marie's will be called as to the status of our deposit from last year's banquet.
NEISD has cancelled all in-person concerts. Future concerts for this school year will be live streamed. The Pre-UIL concert will be live streamed on February 16th at 7pm. The judges for the UIL concert and sight reading contests will be coming to Churchill. This will be live streamed on March 1 & 2. Upgrading the camera used to produce the live streaming has been investigated because there were complaints about the picture quality of the Holiday Concert. However, the cost of the camera and necessary components is cost prohibitive ($5000.00).
The all school musical has been postponed until May 19-22, 2021. It has not yet been determined how the musical will be performed for an audience.
Mr. Thibodeaux would like COBA to pursue obtaining corporate sponsorships for the Orchestra like the band and athletics have. COBA will look into that possibility.
Meeting adjourned at 7:14pm.

COBA Meeting January 12, 2021

1/15/2021

Meeting was called to order at 6:31pm.
Minutes from last meeting are posted here on the website.
Financial report: $4756.41 in savings ( $3000.00 reserved for scholarships) and $5925.68 in checking. Outstanding payments: Payment for cello closet shelving and one scholarship recipient from 2019/2020.
COBA will have a fundraiser in March 2021. It will be with SNAP Fundraising. Each orchestra student will be asked to supply emails from family and friends. SNAP will send out an email asking for donations to the Churchill Orchestra. Funds raised will be used to buy/repair school instruments, update technology, cover transportation costs, pay fees associated with UIL contests.
The orchestra is currently working on music for the UIL contests and the Solo/Ensemble contests. A UIL judge will come to Churchill to judge the Solo/Ensemble contests (each student participating has been assigned a time slot) but the Orchestra UIL contests will be held off campus.
Meeting adjourned at 7:07pm. Next meeting will be on February 2, 2021 @ 6:30pm via Zoom.

COBA Meeting 11/2/2020

11/9/2020

Meeting Called to Order at 6:31pm
Minutes from last meeting are posted on the website
Financial Report: Arami Aquino has had several medical issues in her family and her personal phone was out of order this is why she was out of touch with COBA. Savings Balance: $4756.02, Checking Balance: $6118.59
Student t-shirts and masks were delivered to the orchestra room and students picked them up
Binders purchased and delivered to orchestra room
Vanessa Gil will set up an online fundraiser for COBA. It is a 28 day fundraiser and each student will supply 20 emails. Each email will ask the recipient to donate to the Orchestra. We will receive 80% of what is collected while the company will receive 20%.
Peter and the Wolf concert will be livestreamed on YouTube. The Theater Arts students will play the characters in the Peter and the Wolf production this year. The orchestra will build the tree for the set on November 15. Sign up sheets will be available for students to sign up for a work time slot. The build will begin at 1pm and the paper mache will begin at 3pm. The orchestra is in need of donations of newspaper for the paper mache! Please drop off at orchestra room. A Sign Up Genuis was sent out asking for newspaper as well.
Region Philharmonic auditions are soon--sign up information went out to the students
The Holiday Concert will be on December 7, 2020 at 7pm. It will be at the amphitheater on campus--weather permitting.
Meeting adjourned at 6:58pm

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