Godwin Band Boosters Minutes

Executive Board Minutes 1/7/08

Call To Order

The meeting was called to order by President, Roby Monday at 6:30 PM.

Approval of Minutes

The minutes of the December 3, 2007 meeting were approved as posted on the web.

Treasurer's Report- Frances Campbell

Francis distributed a budget summary to the Board. The students' account balances are available for review and will be posted following the meeting. There are still some Colorguard members with accounts in arrears and those numbers are reflected in on the posted balances. Johnna Riley has attempted to notify these members to remind them that they must pay for the warm-up apparel purchased for them. Fruit reimbursements from the Chorus Boosters are anticipated within the next two weeks.

Questions or further budgetary details may be addressed to Francis Campbell.

Indoor Guard Show - March 8, 2008 - Roby Monday

Roby has posted a sign up sheet for volunteers to act as coordinators for the upcoming Indoor Guard Show on March 8th. Godwin's show is posted on the AIA web site. Johnna Riley said she would contact Henrico Parks for loan of the tents. Roby said Jack Halpern is again helping our with Concessions. Roby will contact Henry Smith regarding setting up the web site. Robert Driggers will check our boxes of signs to see what needs to be replaced. Roby said he would make some calls to identify some key volunteer coordinators.

Spring Trip, Myrtle Beach - April 10 - 13, 2008

Mr. Auman is working on the planning of the trip. The price of gas is driving up the cost of buses which will affect the cost of the trip for each student. Mr. Auman told Debra Bradshaw that he had most of the students' response forms in and he would share them with her. Roby said the price for the trip is not set yet. The Band will ask each child for $500 as an estimate. Renting a truck to move the equipment could cost an additional $10 per student, and it appears that bus transportation may cost approximately $100 per child. The first payment of $150 for the Spring trip was due January 7, 2008, the second $150 payment is due February 4th, and the final payment is due March 3rd. Debra Bradshaw noted that there is a balance remaining in Game Day Meals and maybe some of that balance could be re-directed for Spring Trip costs.

COMMITTEE REPORTS

Drumline - Mr. Auman

Mr. Auman reported that the drumline is working hard. They can play their show and two-thirds of the drill is done. They have 22 or 23 students in the drumline.

Winterguard - Johnna Riley

There are nine girls working on this year's Winterguard. The title of the show is Autumn Leaves and includes a song by the same name. Competitions start in February.

Chaperones - Debra Bradshaw

Debra Bradshaw is collecting Spring Trip response forms from Mr. Auman. So far there are five adults who have expressed an interest in chaperoning the trip.

Photography - Carol Butterworth

The Band picture has been taken. This photo includes the entire band and colorguard. Carol will bring the photo to the February meeting to take orders.
Carol reported that we still do not have software for the Tribute Book. She has been talking to two ladies who might step up to take the coordinating lead for the Tribute Book. Chip Bragg will help with sales and we may have another volunteer.

Band - Mr. Auman

All County Band is Thursday, Friday and Saturday, January 10-12, 2008, with the Concert beginning at 3:00 PM on Saturday.
Mr. Auman made a budgetary request on behalf of the drumline. They want to attend a Winterguard International (WGI) Regional competition. It includes a better panel of judges and it will be the first competition for our drumline so the feedback for these hard-working and dedicated students will be valuable. A medical/liability policy must be purchased to compete at this event, with a cost of $450. Mr. Auman will confirm to ensure that this fee will include any costs for the accompanying colorguard. This item will be voted on at the General Membership meeting.

Audit - Roby Monday

Roby said that the audit has been completed and sent in.

Ways & Means - Laura Hudson

Laura reported on research she has done with respect to the Boosters hosting a golf tournament as a fundraiser. The Godwin Athletic Association is dong a golf tournament this Spring, so ours would have to be next Fall (2008). She suggested the weekend of Homecoming.
Cookie Dough Sale - orders will be in on Thursday, February 7th, at 10:00 AM.
Laura advised that Debbie Dip will be unable to team with Laura anymore on fundraising.

Meeting adjourned 7:25PM

Respectfully submitted
Sallie Bartholomew
Secretary

General Membership meeting 1/7/08

Call To Order

The meeting of the General Membership of the Godwin Band Boosters was called to order by President, Roby Monday at 7:30 PM.

Approval of Minutes

The Minutes of the December 3, 2007 meeting were approved as posted on the web.

Treasurer's Report- Frances Campbell

Francis distributed a budget summary to the Board. The students account balances are available for review and will be posted following the meeting. There are still some Colorguard members with accounts in arrears and those numbers are reflected in on the posted balances. Johnna Riley has attempted to notify these members to remind them that they must pay for the warm-up apparel purchased for them. Fruit reimbursements from the Chorus Boosters are anticipated within the next two weeks.

Questions or further budgetary details may be addressed to Francis Campbell.

COMMITTEE REPORTS

Photography - Carol Butterworth

Carol mentioned that we still need coordinators for the Tribute Book and if someone wanted to help, they should contact Roby Monday or herself.

Ways and Means - Laura Hudson

Laura advised that Deborah Dip would no longer be working on this committee. The baseball-style t-shirts are in for those who had ordered them. They read "I am with the Band". Cookie Dough orders can be taken until January 25th, and they will be delivered February 7th.
Laura is working with Walmart to set up car washes for this summer.
Because the Godwin Athletic Association is hosting a golf tournament this Spring, the Band Boosters will have to select another time, possible during Homecoming in the Fall.

Spring Trip, Myrtle Beach - April 10 - 13, 2008 - Roby Monday

The first payment is due today, January 7th, in the amount of $150. If parents and students have not yet registered they can get a form from the web site. Roby advised that we need chaperones, and the cost of the trip for chaperones is reduced by $100, to $400. We are estimating the cost for students at $500 until Mr. Auman is able to finalize the prices. The second payment of $150 is due February 4th, and the balance will be due by March 3rd.

Indoor Guard Show - Colorguard and Drumline - March 8, 2008 - Roby Monday

Godwin is again hosting an indoor Guard show. It is run by the Atlantic Indoor Association (AIA) and we provide the facilities. Roby said that we need volunteers similar to the Godwin Field Show except that the operation is conducted inside. There will be approximately 50 (units) compete over the course of the day including colorguards and drumlines. The show will keep us busy for the whole day, and also require set-up the night before, and clean-up after. There are slots open for leaders to coordinate Concessions and Bake Sale, Competition Logistics, Sales, Facilities and Volunteer Coordination. Roby described some of the jobs that are covered by these titles.

Band - Mr. Auman

All District Band is Saturday February 2nd, at 3:00 PM at Hanover High School. Mr. Auman has been asked to be a clinician for another county's All District Band and requested a volunteer for Friday, February 1st, and Saturday, February 2nd. There would be approximately 20 students.
All State Band auditions are Saturday, February 23rd, which is also the date for the WGI competition in Powhatan.
District Band Festival is at Hermitage on March 13th.
Mr. Auman made a budgetary request on behalf of the drumline. They want to attend a Winterguard International (WGI) regional competition. It includes a better panel of judges and it will be the first competition for our drumline so the feedback for these hard-working and dedicated students will be valuable. A medical/liability policy must be purchased to compete at this event, with a cost of $450. Mr. Auman will confirm to ensure that this fee will include any costs for the accompanying colorguard. The membership approved this expenditure.

New Business - Johnna Riley

Johnna Riley joined the meeting having attended the Chorus meeting. Chorus Boosters was inquiring if they can set up a booth to fund raise at the Band's Indoor Guard Show in March. Chorus Boosters would share profits with the Band Boosters. Roby said space may be an issue as there are not a lot of room.

Meeting adjourned 8:00PM

Respectfully submitted,
Sallie Bartholomew
Secretary