Godwin Band Boosters Minutes

Executive Board Minutes 10/10/06

Call To Order

The meeting of the Godwin Band Boosters was called to order at 6:30 PM by President, Roby Monday.

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 Debra Bradshaw

Reports that things are going well.

Color Guard - Johnna Riley

New Guard Uniforms are in and look very nice on all the girls.
Johnna expressed thanks to all those who helped with last minute hemming.
New flags with skull and mask are in. The girls are learning the moves with these flags. Four flags were used briefly in Monday's game and will soon be used in the show.

Hospitality - Chris Klein

Senior Dinner is Nov 10th. Plans are underway for this event.

Uniforms - Susan Jonte

A Guard uniform box is now available in the uniform room.

Ways and Means - Dan Watkins

Flag sales are over and have been credited to student accounts
Entertainment Book sales end this week. Sample books must either be paid for or returned. If not returned, $15.00 will be debited from the student's account.
Citrus sales have started - information was discussed and sent home with the students
Chick Fil-A Nights continue through November and are posted on the Website. The drum off with Deep run is scheduled for 10/20. Mr. Auman expressed concern that the band director at Deep Run did not mention this event. Dan will look into this.
Otis Spunkmeyer cookies will be sold
Dan is taking orders for shirts; he needs 10 orders to get the shirts.

Web Updates - Bev Meyers

Bev Meyers edits items for posting on the web
Mark Bartholomew then posts the items. This system is working well with a 1-2 day turn around time.
There is still some concern about the slow response when accessing the calendar.
Event updates can also be found on the HCPS site.

Tribute Book - needs a chair

Membership -Sandy Philp

Please note change in e-mail address for Sandy: Sandy_philp@ca4.uscourts.gov
Contacted all 2006 and 2005 grads.
Also contacted all current students who have not yet paid. Reasons included money is tight, money in kids backpack etc. Two families are single parent households who are struggling. Questions arose as to the criteria to be used to determine eligibility for funds for such situations.
Dan Watkins noted that contributions to these student accounts through sales get deducted to pay the band fee. Students can help pay this band fee through sales.
Francis stated that these same students have made no contribution to their student account through sales.
Further discussion and a final resolution were tabled until the next meeting.

Equipment - Bob Loving

No report other than he still needs volunteers to help with this

Mr. Auman's Report

The band is working hard.
He explained that the band practiced until near game time on Monday October 9. Because of this, and the fact that the next day was a school day, they did not dress out in uniform and left at half time. (Note the Homecoming game was cancelled due to heavy rain on Firday10/6 and rescheduled to Monday 10/9.
He notes that schedule revisions are available on the HCPS link. Note that the students are blocked from accessing this site.

Field Show

Roby sent the director's packet o the Board by e-mail.
Each band is responsible for bringing its own medical forms. Each bands needs to give us their medical contact.
Further Field Show discussion will be held during the General Meeting.

Adjournment

The meeting was adjourned at 7:30.

Respectfully submitted

Sallie Bartholomew
Secretary

General Membership meeting 10/10/06

Call To Order

The meeting was called to order by President Roby Monday at 7:37PM.

Approval of Minutes

Minutes were accepted as posted on the web.

Treasurer's Report - Francis Campbell

Francis Campbell prepared and distributed the financial report and summary.
Current available funds 32,937.52
Francis stated that GBB will begin to incur large expenses for transportation.
He stated that he would be available after the meeting for any questions or concerns.

COMMITTEE REPORTS

Chaperones - Debra Bradshaw

Upcoming Field Show on Sat Oct 14th still has spaces available for volunteers.
The Field show the following Sat is at Denby, near Newport News as Varina cancelled their show.

Color Guard - Johnna Riley

Hospitality - Chris Klein

Senior Dinner is Nov 10th. Plans are underway for this event. Volunteers are needed.

Ways and Means - Dan Watkins

Entertainment Book sales end this week. Sample books must either be paid for or returned. If not returned, $15.00 will be debited from the student's account.
Citrus sales have started - information was discussed and sent home with the students
Fruit arrives Dec. 1st and must be picked up promptly.
Return order envelopes to Mr. Auman
Special forms will be available for out of town orders.

Web Updates - Bev Meyers

Send items to Bev who will edit them.
A "This Just In" section has been added to the web page.
The calendar is slow due to being on a different server.
Event updates can also be found on the HCPS site.

Membership -Sandy Philp

2006 Booster fees - nearly all students have paid.
2005 7 2006 graduates have been contacted.

Equipment - Bob Loving

Volunteers needed. Alan Jones is now available.

Uniforms - Susan Jonte

A Guard uniform box is now available in the uniform room.

Audit - Kathy Jones

Kathy, Roby and Jim Schubert met. Jim reported that there was a discrepancy in the beginning and ending balance of $300.00. Roby recommended preparing a summary letter describing what was found and a plan of action. Jim will prepare this.

Mr. Auman's Report

The band is working hard.
An extended practice will be held Thursday Oct 12th; will end at 7:00 PM.
The show is long, 9 minutes.
He explained that on Mon Oct 9th the band practiced until near game time. Because of this, and the fact that the next day was a school day, they did not dress out in uniform and left at half time. (Note the Homecoming game was cancelled due to heavy rain on Friday10/6 and rescheduled to Monday 10/9.)
He notes that schedule revisions are available on the HCPS link. Note that the students are blocked from accessing this site.

Mr. Auman addressed the concern raised at the September Gen meeting regarding county support of music and band in the schools. The band directors and boosters in Va. Beach presented a similar situation to their school board resulting in the school system finding ½ million dollars. Mr. Auman described the cost of instruments all of which were purchased through band boosters: marimbas 6,000, tubas 6,000, quints 12.000, vibraphone 3,400 totaling 27,400. The county spent $800.
Last year the Band Directors and Booster Presidents met for the first time. There is clear scientific research to support what has been thought all along - that participation in music and marching band develops the brain promoting cross hemispheric mapping, increased engraining, reasoning, thinking. In summary, the GBB needs to prepare a presentation including accurate budgetary info and citing of scientific studies to be presented to school board. It meets the last Thursday of each month.

Further discussion from other membership ensued.
Roby recommended moving this as new business at the next meeting.

Field Show

Saturday Nov 4th
20 bands are registered.
Anticipated attendance 3,500-4,000

Set up will begin at 8:00 am. Anticipate ending about 10:30-11:00PM after clean-up completed.

Tour buses will not be allowed on the lot due to wet ground; school buses are ok

Students are to bring a 12 pack of name brand sodas the week prior to the show.
Pre-packaged baked goods will be for sale.
Parents/students can sponsor a trophy for $30.

Concessions
Committee will meet next Wed along with Roby. Call Dan Alexander to let him know.
Ralph - can give estimates for quantities. He stocks the freezer, takes inventory of what's left and calculates the totals.
Foods will include candy, pizza, and Wendy's chili.
Hot cider was suggested. Also, having hot drinks available at baked goods tables.
E-mail vendors to Bev for posting in the program
Menu, prices will be determined
Anticipate needing 12-15 people per hour, work in 2 hour shifts.
Sign up with Kathy - adult volunteers

Equipment
Need 7 volunteers, has 3
Driving, parking, gate
Utility trailer, school tractor
Will set up the light tower

Traffic
Parking
10 spots - 5 students, 5 adults

Admission
After discussion, agree to charge $7.00, 5 and under free.
Volunteers needed to sell tickets.
Front booth 1 adult, 1 student starting at 1:00 PM, 4PM and after, 2 adults
Discussion held about need for back booth - 1 person

Kids will sell programs

Air gram table - Sandy Philp prepared the form.

First Aid tent 1:00PM - 10PM

People Movement - guides
2 student guides assigned. Parents needed after 6;30PM
Need 2 adults in the warm up area

A suggestion was made concerning the show schedule to split it up for the awards to prevent deterioration by the end.

The next Field Show meeting will be held Thursday Oct. 19 at 7:30 PM in the Godwin band room.

The meeting was adjourned at 9:35PM

Sallie Bartholomew
Secretary