Godwin Band Boosters Minutes

Executive Board Minutes 10/1/07

Call To Order

The meeting of the Executive Board of the Godwin Band Boosters was called to order by President, Roby Monday, at 6:37 PM.

Approval of Minutes

Minutes of the September 11, 2007 meeting were approved as posted on the web.

Treasurer's Report- Frances Campbell

Budget summary distributed to the Board. Financial activity is within the budget. As of Sep 30, 2007, 6 band students have not paid entire fees and 3 have not paid at all. Sandi Philp, membership chair, will confer with Francis to ensure that membership roster matches, then follow-up with these students. At this time 4 bands have registered for the Field Show. The deadline for entries is not until mid-October. Further details may be obtained from Francis.

" Expenditure approvals
Roby purchased 2000 wristbands for use at the Field Show for $71.00 - approved

Mr. Auman requested purchase of instruments from Ziljan. GBB purchased the crutales set last winter from Ziljan. If Boosters spends a total of $3,000 within a year, we are eligible to obtain $700.00 worth of cymbals free. After discussion, it was decided to defer this decision until the November meeting which will be after the Field Show. Based on the income from the Field Show, an appropriate decision can be made.

Roby reminded committee chairs to submit requests for expenditure.

COMMITTEE REPORTS

Chaperones - Debra Bradshaw

Debra reports that things are going well. Chaperones are needed for the away games and competitions, and for Homecoming.

Equipment -Chip Bragg/Robert Driggers

Things are going well at games. More help may be needed for away games and competitions.
The tires have dry rot and the wheels on the trailer need to be replaced. Robert will obtain an estimate for replacing the wheels and tires and report at next meeting.
Chip reports that the ATV may need replacing in the next few years. There was trouble getting it started at the last game. He will obtain an estimate for replacing the engine as the body is in good shape.

Guard Parents - Johnna and Marty Riley

Uniforms were ordered and are anticipated to arrive soon. Mr. Auman will call tomorrow.

Membership - Sandy Philp

Student roster clarified with Mr. Auman. Three students initially listed are no longer in band.
Sandi has contacted the 6 students who have made partial payments. Three students have not paid any fees. One parent stated she did not see the worth of belonging to Band Boosters since her child is in concert band only and not in marching band. There is no phone number for another student; Sandi will obtain this from the Guard Chair. The third does not answer - Sandi has only been able to leave messages. These three students owe $25.00 each.
Roby reminded the Board that Boosters serves ALL band students whether they march or not. All students benefit from the efforts of this group; therefore all band parents should join.
Sandi reports that she has nearly completed gathering information for the directory and will have it ready soon. It will be sent home with the students.

Hospitality - Chris Klein absent Sallie Bartholomew reports

Senior dinner is Fri Nov 2, 2007
Committee meets tomorrow to plan dinner
Roby reminds committee to communicate expenses, needs to him

Website - Mark Bartholomew

Mark reports that he went through the entire website last week and updated it, removing all old information, adding the dates of competitions and concerts to the home page and updating pictures. He still needs a list of all the student section leaders.
Communication regarding web updates has been sparse. Plans were discussed to remedy this problem. For now, he requested that if Board members see an error, omission, or something that needs to be changed to e-mail him. This can be done directly from the website.

Mr. Auman inquired about the cost of using calendars.net. This website cannot be accessed and updated by him at school nor checked by the students. Families have difficulty accessing it at home. After discussion, it was decided that Mr. Auman will explore the cost and what sites could be used at school.

Photography - Carol Butterworth

No report. Carol gave Mark photos on CD for the website.

Uniforms - Linda Hahn/Laura Hartless - absent. Sallie Bartholomew reported

Chaos reigned in the uniform room at the last game. This was the culmination of rain at the past two games and having many students new to band. The students were missing gloves, gauntlets, and socks. Many hats were in the wrong boxes. Uniform helpers stayed to sort the hats. The uniform committee requests that section leaders review uniform protocol with their sections and remind students to store their uniform properly. Section leaders are asked to check hats and make sure they are in the right boxes before returning them to the uniform room.

One uniform needs to be cleaned - it has been sent to the dry cleaners.

Ways & Means - Laura Hudson and Debbie Dip

Band Director's Report - Mr. Auman

Field Show - Roby Monday

Planning committee met last week

- Need someone to take the lead for signs and traffic
- Next planning meeting Thursday, Oct 25h. Adult training will be done at this meeting.
- Need extension cords & battery-powered lanterns
- Bring in 12-pack of drinks during week before the show and baked a day before and day of the show. Individually wrap baked goods. This will be posted on the web.
- Trophy Sponsorship - the sign up sheet has been posted in the bad room and will be posted on the web.
Roby requested that a "Godwin Invitational" section be placed on the homepage of the web site.

Continue

Next Field show planning meeting - October 25th 7:30 in band room
Next Booster meeting - November 5th

Meeting adjourned 7:30PM

Respectfully submitted
Sallie Bartholomew
Secretary

General Membership meeting 10/1/07

Call To Order

The meeting of the General Membership of the Godwin Band Boosters was called to order by President, Roby Monday, at 7:35 PM.

Approval of Minutes

Minutes of the September 11, 2007 meeting were approved as posted on the web.

Treasurer's Report - Francis Campbell

Budget summary distributed to the General membership. Financial activity is within the budget. As of Sep 30, 2007, 6 band students have not paid entire fees and 3 have not paid at all. Sandi Philp, will follow-up with these students. At this time 4 bands have registered for the Field Show. The deadline for entries is not until mid-October. Further details may be obtained from Francis.

The audit is in progress per Cindy LaFratta

COMMITTEE REPORTS

Chaperones - Debra Bradshaw

Debra reports that things are going well. Chaperones are needed for the away games and competitions and for Homecoming.

Equipment -Chip Bragg/Robert Driggers

Things are going well at games. More help may be needed for away games and competitions.

Guard Parents - Marty Riley

Uniforms were ordered and are anticipated to arrive soon. Mr. Auman will call tomorrow.
Try-outs for Winter Guard will be held after the last football game.
A Guard meeting is scheduled for Thurs. Oct 4th at the Riley's. E-mail information about the meeting will be sent.

Hospitality - Chris Klein absent. Roby reported

Senior dinner is Fri Nov 2, 2007. This is a dinner for the seniors and their parents. Parents are recognized during half-time at the game. This is a very special occasion.
Plans are underway for this event.

Membership - Sandy Philp

Sandi has contacted the 6 students who have made partial payments and the three students who have not paid any fees. Roby reminded the Membership that Boosters serves ALL band students whether they march or not. All students benefit from the efforts of this group whether they march or not.
Sandi reports that she has nearly completed gathering information for the directory and will have it ready soon. It will be sent home with the students.

Website - Roby Monday

Roby reports that the website was recently updated by Mark Bartholomew. The person who volunteered for this task has had a job change and is now out of town frequently. Roby will contact her this week. He announced that a web editor is needed. The tasks would involve reviewing the site weekly, identifying areas needing updates, and editing information to be posted to the web.

Photography - Dave Schwartz

Dave gave Mark photos on CD for the website.
He has a website where he posts photos that can be downloaded. Discussion followed regarding the possibility of linking his site to the GBB site. This will be explored.

Uniforms - Linda Hahn/Laura Hartless - absent

No report.

Ways & Means - Debbie Dip/Laura Hudson

Sale table at games made $171.00 at the Highland Springs game and $73.00 at the Hermitage game.
The GBB polo shirts are in and may be picked up this evening.
Entertainment books - the last day is 10/3/2007. The sample book either needs to be returned or purchased to prevent debiting the student's account. Only 40 students picked up an Entertainment book. Entertainment books may be purchased tonight. After the meeting. The more books are sold, the higher the amount obtained for selling.
Flags will go on sale Nov 1-19
Fruit sale packets were distributed today. Sale begins today.

Band Concession - Cindy Basil

Provides snacks and drinks during third quarter for band students and families. Located under the stands. Made $95.00 at last game. Cindy requests help during the Nov 2nd game as they are Senior parents.

Band Director's Report - Mr. Auman

An itinerary for the Charlottesville and Deep run field shows was distributed to students today and to parents at this meeting. This will be posted on the web.
- Oct 27 VBODA and Powhatan - schedule pending
- Citrus sale packets were distributed to parents tonight for those who did not receive one. UPS orders for out-of-town sales can be made. These orders are to be turned in to Mr. Auman in a separate envelope. Shipping must be paid. If a form is needed, please pick one up from Mr. Auman.

Field Show - Roby Monday

Planning committee met last week
Roby explained the tasks involved and outlined the lead positions still needing to be filled for signs and traffic.
Next planning meeting is Thursday, Oct 25th. Adult training will be done at this meeting.
- Need extension cords & battery-powered lanterns
- Bring in 12-pack of drinks during week before the show and baked goods a day before and day of the show. Individually wrap baked goods. This will be posted on the web.
- Trophy Sponsorship - the sign up sheet has been posted in the bad room and will be posted on the web.
Roby requested that a "Godwin Invitational" section be placed on the homepage of the web site.

Next Field show planning meeting - Thursday October 25 at 7:30 in band room

Next Booster meeting - November 5th. Mr. Myers will attend the General meeting

Oct 12, 8th grade band students from Byrd, Pocahontas and Moody are invited to come and play with the band in the stands. Will need to feed them. Mr. Auman to give a head count to the Chaperone committee.

Meeting adjourned 8:25PM

Respectfully submitted,
Sallie Bartholomew
Secretary