Godwin Band Boosters Minutes
Executive Board Minutes 1/8/07
Call To Order
Roby Monday, President, called the meeting of the Executive
Board of the Godwin Band Boosters to order at 6:35PM.
Approval of Minutes
The December Minutes were approved as posted on the web.
Treasurer's Report
Francis distributed the budget summary through 12/29/2006
As of December 29, 2006
Savings account $ 5,536.38
Checking account $48,881.47
Payments not yet posted 100.00
Total available funds $54,317.85
This is a strong balance. However, there are still student
accounts in arrears of $5,463.60.
Student accounts show $18,542.30. Two more student installments
for the Spring Trip are due soon, the next one by Jan 16 and
the last one in Feb. Significant deposits payments will need
to be made very soon.
The fall Field Show and the Fruit sale were both very successful.
There are a few more expenditures to post for each.
The fall transportation costs exceeded the budget by $836.20.
However, the game day meals cost $1,692.03 less than received
from the students, thus offsetting the exceeded cost for transportation.
Expenditure Approval
The trailer had another flat tire. Bob Loving purchased a jack
and a 4 way lug wrench for less than $50.00.
Rental trailer for Spring Trip
Bob and Linda Loving priced rentals from various companies and
found that Centerville Exxon offered the best price. They also
gave us a discount. The cost of a 22ft trailer is $39.99 per day
plus .29 per mile. The cost will be approximately $600.00. We
can also get a mechanical lift gate. It was agreed to place the
deposit soon for the rental truck and the lift gate.
OFFICER AND COMMITTEE REPORTS
Ways and Means - Dan Watkins
Fruit sale are being settled with Chorus. Bad fruit was reported
and was replaced.
Otis Spunkmeyer cookies are now on sale through Jan 19th. The
product will be delivered in early Feb.
Although the brochure states online purchasing, this is discouraged
as it is very difficult to track the sale to the student.
Chik Fil A nights continue twice a month through the end of
the year. Dates are posted on the website.
Dan is selling items at the basketball games; we made $16 at
the last game.
Sign up for summer car washed at WalMart is being done now.
Benevolink continues. Remember to sign up every 3 months. The
next disbursement is in March.
Chaperones - Becky Davis
Adequate chaperones are in place for the Spring trip. Chorus is
coordinating plans; we are awaiting more information at this time.
Concessions - absent
Roby asked as to the whereabouts of the concessions book that
was used at the Fall Field Show. Plan to contact Jennifer David
to see if she knows its whereabouts. It may prove useful in planning
the concessions for the Winter Guard Show.
Equipment - Bob Loving
Purchased a 2 ¼ ton floor jack for $29 and a 4 way lug
wrench for about $15.
Winter Guard - Johnna Riley
There are 9 members in the Winter Guard: 8 high schoolers and
1 middle school student.
There are 21 students in percussion.
Practices are held on Tuesday, Thursday, and Saturdays.
The theme is "I'll Write A Song".
One variation is music by Earth Wind and Fire's I'll Write a Song
For You. Carey Mitchell is exploring other versions of the song
and will make the final choice soon.
Saturday Feb 10th is the first competition in Falls Church.
The Guard will participate in various competitions. The last
show will be 3-31 through 4-1.
Membership - Sandy Philp
The directory is completed and available. It will go home with
students tomorrow. Sandy passed out a copy to each Executive
Board member.
Four families cannot access information by e-mail. Mr. Auman
states that the kids can get the info on their computers, download
and take it home for the parents.
Two families have not paid their fees. Sandy wrote letters
to each family. One responded saying that the money is coming
in January. The other has not yet responded; this family has
no voicemail so messages cannot be left. These students are
not going on the Spring Trip.
One other family has not paid band fees and the student is
planning to go on the Spring Trip. This student has done no
fund-raising either.
We can continue to collect the money. However, Boosters does
not want to be in the position of a bill collector. After brief
discussion, it was decided that if the money is not received
by the end of the year, it will need to be written off.
Photography - Carol Butterworth
Band photos are ready. Carol distributed these to those present
this evening; the rest will go home with students tomorrow.
Carol stated that the current camera is adequate but will need
to be replaced soon.
Tribute Book - Carol Butterworth
Patty dean and Monica Merchant will handle advertisements for
the book.
Need people to help with selection of photos for each section.
Those with access to Publisher and/or Creative Suite Software
would be very helpful. Please consider helping with this large
undertaking.
Uniforms - Linda Loving
Uniform pants should have been taken home, cleaned and returned
Indoor Guard Show - Roby Monday
The show is Saturday march 3, 2007
Please consider chairing a committee. We will need everyone's
participation that day.
Roby stated that a Special Meeting was held by the Executive Board
on December 12, 2006 to develop proposals regarding the Winter
Guard. Three proposals were developed and will be read and voted
on at the General Meeting.
Mr. Auman's Report
All County Band is this weekend. Students rehearse Thursday and
Friday and perform at hermitage HS at 3PM Sat.
Godwin will host the District Band festival the 3rd week in March
on Thurs. and Fri. We will not need to provide lunches.
Adjournment
The meeting was adjourned at 7:30.
Respectfully submitted
Sallie Bartholomew
Secretary
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General Membership meeting 1/8/07
Call To Order
Roby Monday, President, opened the meeting at 7:35PM.
Approval of Minutes
The Minutes were passed as posted on the website.
Treasurer's Report - Francis Campbell
Francis distributed a copy of the budget year to date summary
as of 12-29-2006.
Student payments are due next week, Jan 16th and again Feb 12th.
Student account balances are posted in the band room.
The Fall Field Show and Fruit sales were very successful.
The transportation costs were above budget by $836; however
this was offset by a large savings of $1,692.03 in the area
of game day meals. Great job Chaperone moms!
COMMITTEE REPORTS
Chaperones - Becky Davis
No itinerary is in place yet. Becky encouraged chaperones to
start making payments. The cost is anticipated to be between
$550-$595 for chaperones and includes the Broadway show, The
Lion King.
Concessions - Chair absent
Equipment - Bob Loving
A jack and wrench have been purchased.
A rental truck will be used for the Spring Trip. A deposit for
this truck including a mechanical lift will be made soon.
Winter Guard - Johnna Riley
There are 9 members in the Winter Guard: 8 high schoolers and
1 middle school student.
There are 21 students in percussion.
Practices are held on Tuesday, Thursday, and Saturdays.
The theme is "I'll Write A Song".
One variation is music by Earth Wind and Fire's I'll Write a Song
For You. Carey Mitchell is exploring other versions of the song
and will make the final choice soon.
Saturday Feb 10th is the first competition in Falls Church.
The Guard will participate in various competitions. The last
show will be 3-31 through 4-1.
Membership - Roby Monday for Sandy Philp
The Godwin band Booster directory is now ready and will be sent
home with students tomorrow.
Tribute Book - Bev Myers/Carol Butterworth
Patty Dean and Monica Merchant will handle advertisements.
A form is available to place an ad.
Carol encouraged folks to volunteer to sort and select photos
for each section. Publisher and/or Creative Suite software would
be helpful.
Uniforms - Linda Loving
Uniform pants should have been taken home, washed and returned
by now.
Ways and Means - Dan Watkins
Otis Spunkmeyer cookie sales are in progress now through Jan
19th.
Please discourage online ordering as it is very difficult to
track back tot the student.
Students receive 40% flat profit.
This is the last fund-raiser before the Spring Trip.
T-shirts in X-Lg are available for $10.
Chik Fil A nights continue 2x/month - dates are posted on the
website
Benevolink re-sets every 3 months so you have to re-sign up.
Indoor Guard Show - Roby Monday
This is a large fund-raiser for the band. We anticipate a large
show this year as this is the only show that day. We expect
approximately 70 schools.
We will need lots of help. Planning meetings will be coming
up. Consider how you can help and watch for further information.
Mr. Auman's Report
All County Band is this weekend. 15 Godwin students will participate.
Rehearsals are Thurs and Fri and the performance is Sat at 3PM
and Hermitage HS.
The Spring Trip is coming up. The students will perform Thursday
evening. They will do some sight-seeing and attend the Broadway
show, The Lion King. There is a site on the band web page connecting
you to the Spring Trip site on the Choral website which gives
details.
Mr. Auman also encouraged folks to volunteer for the Winter
Guard show. The Winter Guard Show is busy as there is a performance
every 8 minutes. This means lots of movement of equipment and
people. Godwin has received much praise in the past about how
smoothly our shows run. Set up for the show will take place
the night before.
Proposals regarding the Winter Guard - Roby Monday
Roby stated that a special Executive board Meeting was held
December 12, 2006 to discuss the Booster's support of the Winter
Guard and to determine budgetary changes to fund the Winter
guard and drum line. Roby presented each of the following three
proposals for discussion and vote by the general membership.
Proposal 1: In order to avoid confusion between Winterguard
and Winter Drumline, it is proposed that Indoor Competition
be the inclusive name to be used for both. This will be reflected
in the budget.
There was no discussion. The proposal was passed by the general
membership.
Proposal 2: The approved budget for the 2006 - 2007 school
year, which was approved on August 31, 2006 included an estimate
of $3,000 income from student fees which was to cover the following
estimated expenses:
$500 - competition entry fees
$1000 - uniforms
$500 - misc expenses
$1000 - equipment
In order to better promote and support Indoor competition, it
is proposed that effective immediately that:
- Student fees for Indoor competition will not be charged
- a line item in the budget for Indoor instruction will be added
and shall not exceed $1000 funded by the Godwin Band boosters
- Winterguard uniforms will not be shown in the budget and are
the responsibility of the students
- Competition entry fees will be paid for by the Godwin band
Boosters from fund raising income
- Indoor competition equipment will be paid for by the Godwin
band Boosters from fund raising income and shall not exceed
$1000.
- Winterguard misc. expenses will be deleted from the budget.
The Unassigned Expenses in the budget will be reduced to cover
the above expenses.
A question was raised as to how to divide the money between
the Guard and the drumline. Roby reminded the Booster members
that the Indoor Competition is inclusive of all participating
students - Guard, drum line, and any sections that may be added
in the future, therefore money does not need to be divided between
sections.
The proposal was passed by the general membership.
Proposal 3:
The ability for the Godwin Band boosters to afford the Indoor
Team expenses is dependent on the success of our fund-raising
activities. Although the intent is for these expenses to be
covered by the Godwin band Boosters each year going forward,
the affordability needs to be weighed each year against the
success of the fundraising activities and other band needs.
Atlantic Indoor Association (AIA) requires registering an Indoor
Team in order to be able to host an Indoor Guard Show. The profit
from this show needs to be considered when making this decision
and our ability to afford the Indoor Team. Therefore, it is
proposed that the Indoor competition expenses be counted as
expenses against the Indoor Guard Show.
A concern was raised that in the event of an unsuccessful Guard
show, how would the Indoor Competition be funded and could this
mean Godwin would not have a Guard. Roby explained that the
purpose of this proposal is to make a clear connection in the
budget that the funding for the Indoor Competition is connected
to funds raised by the Winter Guard show. In the event of an
unsuccessful show, the Board can determine how to handle the
funding in that year's budget. An unsuccessful show would not
mean that there would be no Winter Guard or Show.
Proposal 3 was passed by the General Membership.
Adjournment
Roby thanked members for their attendance. He again reminded
everyone to consider participation in the Upcoming Winter Guard
Show.
The meeting was adjourned at 8:25PM
Respectfully submitted,
Sallie Bartholomew
Secretary
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