MINUTES OF ANNUAL COMMITTEE MEETING
July 10, 2008 @ Sanger ISD Conference Room  

1. Meeting called to order at 10:02 a.m. by Jack Biggerstaff (Chairman).

Members present:  Jack Biggerstaff, Cliff Graham (proxy for Larry Palmer), David Stevens (proxy for Dr. James Veitenheimer), Sheryl Kingcade (proxy for Dan White), Dale Brock, Bill Gravitt
Visitors present:  Lonnie Baker (Fine Arts Coordinator – Bridgeport ISD), Bryan Ferrell (Fine Arts Coordinator for Gainesville ISD)

2. ACTION ITEM:  Minutes of last regular meeting ( July 12, 2007 )

                Motion to approve minutes of July 12, 2007 meeting by Gravitt, seconded by Graham

MOTION PASSED!

3.  INFORMATION ITEM:  FINANCIAL REPORT/CONTEST ANALYSIS = 2007-2008 CONTESTS

               Listed below are items included in the report:

                                A. Copy of FINANCIAL REPORT

                                B. Awards inventory ON HAND (July 2008)

               Motion to accept contest/financial report Brock, seconded by Gravitt

MOTION PASSED!

4.  ACTION ITEM:  Recommended DATES/SITES for 2008-2009 CONTESTS

                Motion to accept recommended dates/sites as requested by directors by Stevens, seconded by  Gravitt

MOTION PASSED / RECOMMENDED DATES & SITES ACCEPTED!

5.  ACTION ITEM:              PROPOSED BUDGET 2008-2009

                 Motion to approve proposed budget {as presented} by Graham, seconded by Stevens

MOTION PASSED!

Budget for 2008-2009: $185,886.00
Estimated income (all sources): $177,650.00
Fee Schedule:  $385 per organization (all events)
$8.50 per solo and per member of each ensemble
[Refer to 6. B. for "Late Entry" Fees]

                              
6.  ACTION ITEMS:  MISCELLANEOUS

             A.      Miscellaneous Action Items

i. UIL rule violations - No violations reported

ii. Private reprimand - No recommendations given for execution of “private reprimand”

             B. “Entry Fee” for LATE ENTRY SOLOS/ENSEMBLES

                                Solo fee - $15 per solo
                                Ensemble fee - $10 per ensemble member

                                 Motion to change the “late entry fees as listed above by Gravitt, seconded by Stevens

MOTION PASSED!

              C.  Region 2 UIL Policies/Procedures/Guidelines

“Draw for Performance Order” – Existing policy making DRAW FOR ORDER available by CONFERENCE to remain in effect.  The procedure to make a determination of directors wishes concerning the option to “draw for order” will be done by electronic voting through the Region 2 UIL Music Office.  A hand vote at a region meeting will not be used to determine the desires of the directors.  The head director of the bands in the conference desiring utilization of “draw for order” will be provided (by electronic means) a ballot with a deadline for responding with their vote.  This procedure allows opportunity for all directors (one vote per school) to participate in the decision regardless of their absence or presence at a region directors meeting.  The procedure also provides verifiable written documentation of a director’s wishes with regard to their choice (vote) in the matter being considered.

 The executive secretary is authorized to make adjustments in the performance order for schools that have a conflict (football game, transportation issues, etc).  In all cases, the "draw order" if a draw is used...the DRAW ORDER  will be the performance order.

Each activity (EX. Marching – Conc/SR) will be handled separately. 

Example: IF 4A band directors vote to “draw for order” for marching, that does not require using the same draw order for conc/sr.  A separate vote for the conc/sr (by grouping – 4A varsity, 4A non-varsity, 4A sub-non varsity) events would occur.

 7. ADJOURNMENT

NO FURTHER BUSINESS / MEETING ADJOURNED BY CONSENT!

                Meeting adjourned at 11:07 AM

Respectfully presented by Larry D. Kingsley, Executive Secretary

DOCUMENT:  C:/UIL/UILMUSIC/ UIL EXEC COM/July 10, 2008 MINUTES  (MSWORD).DOC

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