Godwin Band Boosters Minutes
Executive Board Minutes 9/13/05
Call To Order
President Susan Taylor called the regular meeting of the Executive Board to order at 6:36 pm. Susan thanked everyone that helped over the summer with the Boston Crusaders, Band Camp, and car washes. Everyone was reminded to wear name tags at band meetings and events.
Approval of Minutes
The minutes of the June 6, 2005 meeting and the September 1, 2005 budget meeting were approved as posted on the web.
Treasurer’s Report
John Lawrence presented the Treasurer’s Report. Cash on hand as of September 13, 2005 is $27,131.75. The most significant cash events since the last general membership meeting include:
- $3,490.14 for acoustics.
- $500 to start up concessions for band camp.
- $4,227 in student accounts for transportation.
Mr. Auman noted that some students were asking about monies carried over from last year. Students may contact John or Cindy Lawrence for these amounts.
The Treasurer’s Report will be filed for audit.
Expenditure Approvals & Audit Report
Susan Taylor thanked Roby Monday for leading our audit. Roby reported that the CPA serving on the committee commented on our “squeaky-clean” records. A few minor errors have been corrected and updated including three outstanding checks ($250 written to Cary Mitchell, $34.43 to Carol Butterworth, and $147 written to Band Hall). A motion to write off the check to Band Hall and rewrite checks to Cary Mitchell and Carol Butterworth was passed.
A motion was made and passed to reimburse Carol Butterworth $102.14 for pictures taken during band camp.
Susan announced that we are still in need of a 2nd VP and would make one last plea at tonight’s general membership meeting. It was decided that if no one steps forward by September 23, 2005, we would not be offering any fundraising for individual student accounts after the entertainment books and fruit sale. Susan noted that we also need a Tribute Book Advertising Chair, a Scholarship Chair, and someone to oversee concessions. Bev Myers stated that Sherry Galloway will be handling the advertising for the Tribute Book.
OFFICER AND COMMITTEE REPORTS
Chaperones
Becky Davis announced that she will be requesting at the general membership meeting parent volunteers to help with after school band practices. Mr. Auman will give Becky updated medical forms that he’s received.
Equipment
Bob Loving announced that 16 people have offered to help with the pit crew at games and competitions. He is looking for someone with small engine experience to help with oil and filter changes, tune-ups, etc. on our ATV.
Field Show
Roby Monday announced that that our field show information posted on the VBODA website is incomplete, so he’ll contact them with corrections. Three schools have signed up to date (Warwick, Deep Run, and Freeman). Roby noted that we are in dire need of committee leaders for the field show and will try and recruit help at the general booster meeting.
Hospitality
Martha Phillips noted that she planned to contact folks signed up to help with Hospitality by email and hold a meeting. She announced that this year’s Senior Night would be held on November 4th.
Membership
Patti Dean has emailed a membership list to the executive board and plans to send the final version soon. Out of 118 band students, 105 families are members. Patti will offer alumni and associate memberships through the web page and by placing applications in the Godwin HS faculty and staff mail boxes in the office.
Newsletter
Ann Noles announced that the next newsletter would only go to booster members. Ann has asked that information for the next newsletter be formatted and sent to her by Friday, September 23rd. The next newsletter will go out by the end of this month.
Photography
Susan Taylor presented the Photography report for Carol Butterworth. Susan passed around a digital group picture of the band and asked if we wished to offer copies to Booster families as a fundraiser. It was decided that we should ask Carol to see if the quality of the picture could be improved before deciding on a price for the photo and announcing it to the membership.
Website
Doug Roper is our web master. Roby Monday is keeping an eye on the website to ensure information on the web site is updated in a timely manner. He may be contacting committee chairs if information needs to be updated. Susan Taylor announced that we are planning to include a “Thank You” section on our website so that we may publicly thank sponsors and those assisting with the band. Also, a section that would identify ways in which the Boosters could use assistance.
Scholarships
We are still in need of a chair for this committee. Roby Monday is working with Wal-Mart to select a date to play. We are aiming for October 22nd.
Uniforms
Sandy Peck announced that the new shoes and shoe bags are in.
Adjournment
It was decided to hold Mr. Auman’s report until the General Booster Meeting. The meeting was adjourned at 7:33 pm.
Chris Klein, Secretary
back to top
General Membership meeting 9/13/05
Call To Order
President Susan Taylor called the regular meeting of the Band Boosters to order at 7:37 pm.
President’s Report
Susan welcomed everyone and thanked him or her for coming. She encouraged everyone to wear nametags and sign in on the sheet that was circulated around the room. Susan explained that we hoped to accomplish the following at this meeting:
- Review upcoming events via committee reports and Mr. Auman’s report
- Get one or two volunteers to coordinate Field Show and get area coordinators and helpers signed up
- Get volunteers to fill unfilled leadership positions
Susan thanked those who helped this summer with the Boston Crusaders, Band Camp, and carwashes.
Susan asked for interest in inviting Mr. Moore to a Booster meeting. It was decided to extend an invitation to him.
Susan announced that Jody Jones has offered to put together a band directory that will be offered to band members for a nominal fee to cover printing costs.
Susan noted that the board had approved $102.14 for photography expenses; no questions or concerns were expressed.
Treasurer’s Report
John Lawrence presented the Treasurer’s Report. Cash on hand as of September 13, 2005 is $27,131.75. The most significant events since the last general membership meeting include:
- $3,490.14 for acoustics
- $500 for concessions for band camp
- $4,227 in student accounts for transportation
John reported that most of our income resulted from fee day.
The Treasurer’s Report will be filed for audit.
OFFICER AND COMMITTEE REPORTS
Fundraising
Susan announced that we are still in need of a 2nd Vice President to oversee fundraising. Susan explained that specific fundraisers have already been determined to help families defray the cost of the spring trip. The 2nd VP attends committee meetings and works with the many people who have offered to help with fundraising. If no one steps forward by September 23rd, we will not be offering any fundraisers after the entertainment books and fruit sale.
Cindy Lawrence announced that Chick-Fil-A would be offering several nights where we receive 10% of receipts placed in a marked box. This money will be split between the band and the choral boosters.
We will again be participating in the Glory Days fundraiser. Receipts from eating at Glory Days may be placed in an envelope on the band bulletin board.
Scholarship Committee
We are still in need of a chair for the scholarship committee. Two $1,000 scholarships are awarded each spring to two seniors. We have several ideas in the works but need someone to oversee this committee.
Chaperones
Becky Davis thanked those that have signed up to help with chaperoning. Chaperones will be contacted by email or phone the Wednesday prior to games or field shows. As a part of their duties on home game nights, chaperones may also be asked to assist with concessions sales to our kids during the 3rd quarter. Becky also noted that we need at least one parent at afternoon band practices and sent around a sign-up sheet. Each family is asked to cover at least one practice.
Equipment
Bob Loving announced that 16 people have offered to help with the pit crew at games and competitions. He is looking for someone with small engine experience to help with oil and filter changes, tune-ups, etc. of the ATV.
Audit
Roby Monday reported that our audit, required by the state to be conducted by September 30th, has been completed with no major findings. A few minor errors have been taken care of.
Field Show
Roby announced that our field show, which will be held on November 12th, is the band’s largest fundraiser. Our field show grows each year. We earned $7,900 last year. In order to make this show a success, everyone is needed to volunteer. Roby discussed the positions needed to run the field show and passed out volunteer sign up sheets.
Membership
Patti Dean thanked everyone for joining the Band Boosters and announced that we offer alumni and associate memberships (for $10 and $15 respectively). We currently have 105 members out of 118 band students. Patti noted that any changes in addresses or emails should be emailed to her.
Newsletter
Ann Noles announced that the next newsletter would be emailed to Booster members by the end of this month.
Photography
Susan Taylor reported for Carol Butterworth. Susan encouraged parents to share any photos taken of the band with the photography committee. These pictures are used for the Tribute book and senior photo albums.
Booster Wear
Jeff Jones announced that sweatshirts ($25) and t-shirts ($20) could be ordered this evening.
Uniforms
Diana Carroll announced that we now have backpack style bags for shoes, gloves, and socks. There are no extra shoes this year for loaning purposes so encourage your child to write their name in their shoes. Names in t-shirts are also helpful.
Band Director’s Report
Mr. Auman explained that field shows are contests where bands are evaluated and awards given. Our band travels to four and hosts one. Mr. Auman described this year’s “States of Matter” field show and noted that the kids were doing well and had learned the whole show. He noted that the band would perform the pre-game show this Friday because of the stadium dedication. Mr. Auman reviewed upcoming band events.
Mr. Auman noted that the band will be wearing patent leather shoes this year and all students have received their new shoes. New gauntlets will be distributed to all students also.
Adjournment
The meeting was adjourned at 8:30 pm.
Chris Klein, Secretary
back to top |
