Godwin Band Boosters Minutes

Executive Board Minutes 9/12/06

Call To Order

The meeting was called to order by President, Roby Monday, at 6:35PM.

Approval of Minutes

Minutes for August 31, 2006 accepted as posted on the website

Treasurer's Report

Francis prepared and distributed a report to the board with the following
highlights:
Total available funds: $35,200.78
Financial activity since July involves expenses obligated from last year
including the Sullivan scholarships and new instruments, and income from fund raisers and new fee payments.
We have received fee payment from all but 11 students
Car washes and summer fund raisers were very successful thanks to Dan Watkins. Car washes generated $2,112.
As of this meeting 7 payments have been received for the field show.

We anticipate income from alumni membership

Roby requested that committee chairs submit requests for any expenditure greater than $50.00.

OFFICER AND COMMITTEE REPORTS

Chaperones - Becky Davis

Concessions - Cindy Basil absent

Color Guard - Johnna Riley

Johnna reports concerns expressed to her by students and parents:
1. Color Guard was not informed about photograph for football flier
Mr. Auman apologized for his inadvertent failure to inform the guard about the picture.
Carol Butterworth will re-take the photograph this Friday.

The girls express feelings of being left out and of not being appreciated for all
of their hard work and contributions to the field show.

After further discussion the Executive Board agreed that better communication between band and color guard is important and changes will be made to ensure communication.

2. The girls and parents have voiced question/confusion about ownership of the Color Guard uniforms. Mr. Auman states the school paid for these uniforms for the Guard. The $40.00 fee charged is a county fee for uniform rental. This applies to band members and color guard members.

The confusion about ownership has escalated partially because the girls store their uniforms at home. This makes it seem like they "own" the uniform. The color guard uniforms used to be stored in the same room with the band uniforms but over the past few years, the uniforms have been taken home.

After discussion, it was agreed that the uniforms should be stored in the uniform room. Uniforms can be taken home to be cleaned just as the band pants are taken home and cleaned, then returned to the uniform room. It was proposed that a color guard parent be on the uniform committee and be present at games and events.
.
Johnna will communicate both of the above to the Color Guard.

Hospitality - Chris Klein

No report. Plans are underway for Senior banquet.

Membership - Sandy Philp

Membership information is being completed.
Sandy has been calling alumni and has offered to mail them forms. Alumni are a great source of income for Boosters.
Roby read a card from Matthew Norton, an alumnus who is now in the Marines, wishing the band good luck.

Newsletter - Bev Myers

The newsletter is posted on the website.
After discussion the Executive Board agreed to dispense with the printed copy of the newsletter and to use the website for information.
It was recommended that an e-mail be sent to the entire membership when an important event or piece of information is posted. We will also need to identify those who do not have internet access.

Photography - Carol Butterworth absent

Ways & Means - Dan Watkins

Dan Watkins prepared and distributed an information sheet regarding ALL fund raisers.
Flag sales ended last week. Entertainment book sales are in progress. Students can pick up a sample book during lunch on Tues and Thurs. Chris Klein volunteered to help.
There will be a performance at WalMart on Sep 30 for which the band receives a scholarship.
Dan reminded everyone to sign up for Benevolink and renew it every three months.
Chick Fil-A nights are held on Fridays - dates are posted on the web. Dan needs help manning the booth at Chick Fil-A on these evenings.

Audit - Kathy Jones

Kathy and Roby will meet this weekend to finalize the audit.

Mr. Auman's Report

Mr. Auman reports that the students are working hard. The first performance at half time last Friday looked good and the students performed well.
Mr. Auman requested that if there are any concerns or problems to let him know. He encouraged people to contact him by phone or e-mail.

Adjournment

The meeting was adjourned at 7:30.

Respectfully submitted

Sallie Bartholomew
Secretary

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General Membership meeting 9/12/06

Call To Order

President's Report

Roby thanked everyone for attending and welcomed all new members and encouraged attendance at the Booster meetings.

He asked if the membership had received the e-mail about the meeting - many replied "No". Updates in the membership listings are still being made.
Sallie suggested that members write their e-mail addresses on the attendance sign-in sheet. This was given to Sandy Philp, membership chair, at the end of the meeting.

GBB meetings are usually held the first Monday of each month. However, Roby will be absent that day in October, so it was agreed that the next meeting will be held Tues Oct. 10th. This is a crucial meeting in preparation for the field show.

Roby reminded everyone to pay their band fees if they have not done so already.

Approval of Minutes

Minutes for August 31, 2006 accepted as posted on the website

Treasurer's Report

Francis prepared and distributed a report to the board with the following
highlights:
Total available funds: 35,200.78
Financial activity since July involves expenses obligated from last year
including the Sullivan scholarships and new instruments, and income from fund raisers and new fee payments.
We have received fee payment from all but 11 students
Car washes and summer fund raisers were very successful thanks to Dan Watkins. Car washes generated $2,112.
As of this meeting 7 payments have been received for the field show.

Francis then opened the floor to questions.
A question was raised as to the possibility of using a money market account. After discussion it was agreed that Francis will research this and report back.

COMMITTEE REPORTS

Chaperones - Becky Davis

Many opportunities to chaperone
You need to be a Godwin band Booster member to chaperone
You will receive an e-mail reminder about games/ events you have signed up for
Contact information for the chairs is on the website

Concessions - Cindy Basil

Clarified confusion regarding concessions. Food and drinks sold in the large football concessions raise money for football.
GBB sells concessions to band members and their families at a smaller concession area under the bleachers during the 3rd quarter - everything is 50 except Gatorade which is $1.00.
Receipts for band camp have been turned in to Mr. Auman.

Equipment - Bob Loving

Bob expressed thanks to those who helped refurbish the trucks this summer.
He explained the role of the equipment team.
He requested more help. He especially needs help with driving the truck. It will be important for a parent of a younger student to learn to drive the truck to ensure someone has this skill for future years. Please contact Bob if you can help.

Field Show Plans - Roby Monday

Roby announced the committee chairs and explained the committee tasks as follows:

Godwin Band Invitational 2006
Planning Groups

CONCESSIONS/BAKE SALE
Cindy LaFratta
Christian and Jennifer David
Rick Ely

Dan and Laurel have agreed to help but not as coordinators
Dan Alexander
Laurel Herman

COMPETITION LOGISTICS
( )

A. Judges (Joan Williamson)
(Mark Biddle)
C. Videotaping (reaLMusic)
D. Trophies (Chris Kline)
E. Traffic (Marty Riley)
F. People Movement
(David Stinnett - can help plan)
Assisted by Volunteer Coordinators as needed
G. Equipment Movement
(Bob Loving)

SALES
( )
A. Admission Tickets
B. Air-Grams - (Sandy Philp)
C. Advertising -
(Sallie & Mark Bartholomew )
D. Programs (Bev Myers)
E. Instrument Repairs
(Mr. Auman)
F. Reeds 'n Things (vendor)
(Becky Davis)

FACILITIES
( )

A. Signage ( )
B. Set-Up : Scott Jonte
C. Maintenance ( )
D. Clean-Up ( )
E. Parking: (John Gruber)

VOLUNTEERS
ADULTS:
( )
Jeff Jones
STUDENTS:
( )
Becky Davis 7
Debra Bradshaw
Assisted by drum majors, coordinators & section leaders

A. Announcer(s) (Don Myers, Johnna Riley)
B. Judges
C. Scoring
D. Admission Ticket Sales
E. Gate Monitors
F. Stand Monitors
G. Traffic
H. Registration/Bus Check-In
I. Volunteer Check-In
J. Guides
K. Building Monitors
L. First Aid (Carol Gruber, Susan Jonte)
M. Competition Staging Area
Monitors
N. Equipment Movement
O. Food Tickets Sales
P. Air-Gram Sales
Q. Concessions/Drinks Only
R. Band room monitors
S. Set-up
T. Maintenance
U. Clean-up
Volunteers: Tony Jordan, parking or concessions , Paige Ellwanger, concessions Eddie Clark, parking, Becky Yancey, Registration/bus check-in

MASTER COORDINATORS\
Roby Monday
Kathy Jones
Rachel Jordan
Mr. Auman

A. Invitations/Confirmation, Overall flow and execution, oversee sub-committees
Rev:9/11/06

Planning group meeting: Sep 21st 7:30.
There will be one more meeting of the planning committee in addition to the next General meeting on 10-10-2006. Individual committees may meet separately.

Color Guard - Johnna Riley

The girls have been practicing hard and looked good at Friday's performance.
Johnna addressed the following concerns:
1. The Color Guard was not informed of the photograph session for the football program. Mr. Auman apologized for this miscommunication. The picture will be re-taken this Friday.

2. Uniforms - clarification of ownership. The uniforms are owned by GBB. The black and red and the peach uniforms were all purchased by GBB. Johnna will inform the Guard parents about this. The $40.00 fee is a county fee that covers uniform rental. This fee does not cover the cost of the uniforms which is $200-250 each. For example, the school purchased 64 black and red uniforms at $200-250 each of which only 15 have been collected back.

Note that GBB pays for the fall Color Guard. The Winter Guard and Drum Line are paid for by parents.

The guard uniforms will now be stored in the uniform room. A Guard parent will be on the uniform committee and be present at games and events.

Johnna reported need for parent with alteration skills.

Parent concerns/suggestions were voiced as follows;
1. Request to consider providing compensation for Carey Mitchell for his long hours and dedicated work with the Color Guard. It was pointed out that the Winter Guard show and the fall Field Show generate about 5,000- 6,000 each. The Fall field show raises funds for both band and Color Guard. It takes all of the band and Color Guard parents to run both of these shows. After lengthy discussion it was agreed that such compensation would be nice; the money will have to come from somewhere. Mr. Auman reports that Carey does receive a "coach's fee" for both seasons. He will look into this further.
Roby stated that as an organization we will need to decide about a compensation for Carey and whether the organization will support the Winter Guard and drum line. These issues will need further consideration/discussion. Presently, Winterguard and Winter Drumline are not supported by the Boosters.

2. Fewer girls entering Color Guard. This could partly be due to lack f presentations to Middle schools. Plans are already underway with the principal of Byrd MS for a presentation at the Spring Concert.

3. Girls feel that they are not recognized for the long hours they put in for practice.

4. Another parent raised a separate issue of the county's lack of support for band, color guard cheerleading. She stated that football fee is $35 and the student gets to keep shirts, duffle bag, compared to the high cost of band and color guard. Discussion ensued regarding the gate receipts. This has been a problem for many years and is faced by other schools and booster organizations. This is a larger concern that needs attention. It was proposed that the Principal be invited to a future Booster meeting.

Hospitality - Chris Klein

Senior banquet is Nov 10th, plans are underway for this event.

Membership - Sandy Philp

Sandy continues to update the membership list.
Questions arose as to how parents are notified of both events and general "basic" information. Parents reported confusion about the Spring concert last year, band camp, when and how kids are getting fed, what clothing items need to be worn. The membership is encouraged to use the website, newcomer's packets and the freshmen liaisons.
Parents reported that the website has old or inaccurate information on it; some did not have the newcomer packet. Also that they received different answers to the same question from liaisons. The website has been updated. GBB now has a webmaster so the website will be current based on information he receives to be posted. Newcomer packets are available in the Guidance office.
The Board recognizes that communication is an issue and is making plans to improve it. New ideas are welcome. It was suggested that Mr. Auman's website be updated to include timely information about class related functions.

Ways & Means - Dan Watkins

Dan distributed the flier outlining all of the fundraisers for the next year.
The band will play at WalMart on Sep 30th for which the band receives a grant.

Uniforms - Susan Jonte, Linda Loving

The guard uniforms will now be stored in the uniform room. A Guard parent will be on the uniform committee and be present at games and events.(see "Color Guard" section for further details).
Students may buy socks for $1.50 if forgotten on game night. Also, extra T-shirts are available for $10.
Two new hats have been purchased.

Band Director's Report

Mr. Auman reports the students are working hard, their attitudes are good.
They looked good at the first game. They received a new piece of music which will be performed at the next game. He encouraged people to report any problems to him at vlauman.k12planet.va.us or 750-2657. Best time to reach him is between 8:30 - 11AM.

Adjournment

Roby Monday concluded the meeting by reading a Thank You Note from Lauren Honeycutt who graduated last spring, thanking the band boosters for their hard work and support and for the $1,000 scholarship which she is using to pursue her dream of becoming a music teacher.

The meeting was adjourned at 9:10PM

Sallie Bartholomew
Secretary

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