Godwin Band Boosters Minutes
Executive Board Minutes 10/3/05
Call To Order
President Susan Taylor called the meeting of the Executive Board to order at 6:35 pm.
Approval of Minutes
The minutes of the September 13, 2005 meeting were approved as posted on the website.
Treasurer’s Report
Cindy Lawrence presented the Treasurer’s Report. Cash on hand as of October 3, 2005 is $34,305.07 with a checking account balance of $28,877.50 and savings account balance of $5,427.57. Designated funds total $5,719.50 leaving the Boosters with $28,585.57 available cash. The most significant cash events since the last general membership meeting include:
- Two old uncashed checks were reissued totaling $352.40.
- A $100 student overpayment was paid to Godwin High School for school fees.
- Color Guard warm ups were purchased. Fees covering the cost of the warm ups were collected to offset the cost.
- $600 has been collected for the Godwin Invitational Field Show.
- There are five students with unpaid fees for meals and/or transportation totaling $580.
The following expenses were approved:
$64.62 for photography expenses
$421.76 for truck & $263.37 for trailer maintenance ($685.13 total)
The Treasurer’s Report will be filed for audit.
Field Show
Roby Monday handed out packets to those planners who missed the field show planning meeting. Another planning meeting will be held on Monday, October 10. Training of all volunteers will be done during the November Booster meeting.
Roby announced that we still need a lead coordinator for sales.
As of this evening, eight bands have registered. Invitations were mailed to all Virginia high school bands, followed by postcard reminders and emails to bands that have attended our show in the past. A personalized letter went out today from Susan Taylor to 92 bands that are within about an hour’s drive. The registration deadline has been extended to October 15th.
COMMITTEE REPORTS
Hospitality
Martha Phillips announced that Senior Night will be held on November 4th; the school library has been reserved for the dinner. She will solicit more help at tonight’s meeting.
Newsletter
Ann Noles announced that the next newsletter would be distributed at the end of the month. Field Show information will be in this newsletter. The deadline for the next newsletter is October 22nd.
Ways and Means
Susan Taylor introduced Dan Watkins, our new 2nd Vice President. Dan updated the Board on fundraisers for the 2005-2006 year.
• The sale of Entertainment Books will continue through October 6th. A reminder was made that the sample book must be purchased or returned in excellent condition.
• The citrus and cheesecake sales begin this week with a revised delivery date of Friday, December 2nd.
• A package is being prepared for the flag sales, which begin on October 17th.
• The Glory Days receipt program runs from September 5th through August 6th, 2006.
• Bruster’s Ice Cream coupon books, containing 10 “buy one, get one free” coupons, are available for $10 from Dan.
• Ukrops has begun a year-round community-giving program in lieu of the Golden Gift Receipt Program. Booster members need to register on-line at www.Benevolink.com or dial 1-800-556-4483 and link UVC cards to Mills E. Godwin High School Band Boosters. The program is based on the purchase of Ukrops brand products.
• Other future fundraising events include Otis Spunkmeyer Cookie Dough sales, Chick-fil-A cash-back-for-dining, and Robin Center concession stand staffing.
Scholarship Committee
Susan Taylor announced that we are still looking for someone to chair this committee.
Photography
Carol Butterworth announced that the band picture would be in this week’s football program. Carol will have an update on the sale of the group photo at the next Booster meeting.
Equipment
Bob Loving reported that the license plates for the white trailer are up for renewal. It was decided to send in the $10 renewal fee even though the trailer hasn’t been used in recent past.
Bob noted that the ownership of the truck has been transferred from the Boosters to the County of Henrico. The county assumes liability and insurance, and the Boosters cover maintenance costs.
Color Guard
Johnna Riley presented the Color Guard report. Mr. Auman was thanked for the new flag bags. Johnna noted that shoes have come in and new uniforms have been ordered. A sample uniform has been approved and the uniforms should be received soon.
Band Director’s Report
Mr. Auman explained that the Boosters have been hosting a field show for seven years, and noted that other schools that have cancelled a show have not been successful in resurrecting it the following year.
Mr. Auman noted the Hanover field show will take place on October 15th and the Powhatan field show will take place on October 22nd. The VBODA festival will be held on October 29th; students report at 1:00 to practice, buses depart at 2:00 pm, and performance is at 5:15 pm at Massaponax HS. Students will be given itineraries for each of the field shows approximately one week before they occur. A chartered bus has been reserved for the Kecoughtan field show on November 5th.
Mr. Auman reported that the County is sending out bids for the Spring Trip to Orlando. No details are available at this time but plans are to stay on Walt Disney World property and have prepaid meals. The bands are expected to attend workshops as well as perform in the park.
Adjournment
The meeting was adjourned at 7:30 pm.
Chris Klein, Secretary
back to top
General Membership meeting 10/3/05
Call To Order
President Susan Taylor called the regular meeting of the Band Boosters to order at 7:39 pm.
Approval of Minutes
The minutes of the September 13, 2005 General Booster Meeting were approved as posted on the website.
Treasurer’s Report
Susan Taylor presented the Treasurer’s Report. Cash on hand as of October 3, 2005 is $34,305.07 with a checking account balance of $28,877.50 and savings account balance of $5,427.57. Designated funds total $5,719.50 leaving the Boosters with $28,585.57 available cash. The most significant cash events since the last general membership meeting include:
- Two old uncashed checks were reissued totaling $352.40.
- A $100 student overpayment was paid to Godwin High School for school fees.
- Color Guard warm ups were purchased. Fees covering the cost of the warm ups were collected to offset the cost.
- $600 has been collected for the Godwin Invitational field show.
The general membership approved the following expenses:
$64.62 for photography
$685.13 for truck and trailer maintenance costs
A booster member suggested that as much money as possible be transferred from the checking account to a savings account in order to earn interest. Susan Taylor stated that she would ask the Treasurer to research possibilities for an interest bearing account from which funds can easily be transferred to the checking account without penalty.
The Treasurer’s Report will be filed for audit.
Field Show
Roby Monday announced that he met with lead coordinators of the field show last Monday. He passed out packets containing planning notes, leadership teams, notes for previous years, and a CD of documents to those who missed the meeting.
Roby passed around a clipboard asking for signups for volunteers. He also noted that we still need someone to manage traffic.
Roby announced that there are currently eight bands registered to attend. The deadline for registration has been extended. Canceling the show is a possibility but unlikely.
Parents were reminded to send in 12 packs of name-brand soda and baked goods.
COMMITTEE REPORTS
Hospitality
Martha Philips announced that Senior Night would be held on November 4th. Pictures will be taken of seniors and their parents as well as honoring them on the field at half time. The dinner will be held in the library for seniors and their parents beginning at 5:15 p.m.
Ways and Means
Susan Taylor introduced Dan Watkins, our new 2nd Vice President. Dan updated the membership on fundraisers for the 2005-2006 year.
- The sale of Entertainment Books will continue through October 6th. A reminder was made that the sample book must be purchased or returned in excellent condition. Books will be on sale tonight after the meeting.
- The citrus and cheesecake sales begin this week with a revised delivery date of Friday, December 2nd.
- A package is being prepared for the flag sales, which begin on October 17th.
- The Glory Days receipt program runs from September 5th through August 6th, 2006. Just eat at Glory Days, save your detailed receipt and place in the envelope on the bulletin board in the band room.
- Bruster’s Ice Cream coupon books, containing 10 “buy one, get one free” coupons, are available for $10.
- Ukrops has begun a year-round community-giving program in lieu of the Golden Gift Receipt Program. The program is based on purchases made of Ukrops brand products. Booster members need to register on-line at www.Benevolink.com or dial 1-800-556-4483 and link UVC cards to Mills E. Godwin High School Band Boosters.
- Other future fundraising events include Otis Spunkmeyer Cookie Dough sales, Chick-fil-A cash-back-for-dining, and Robin Center Concession stand staffing.
Jeff Jones announced that booster wear would be in by Friday night.
Photography
Carol Butterworth announced that the band picture would be in this week’s football program.
Newsletter
Ann Noles announced that the next newsletter would be distributed at the end of the month. If you did not receive last month’s newsletter, please contact Ann. The deadline for submissions is October 22nd.
Color Guard
Johnna Riley thanked Mr. Auman for the new flag bags. Johnna noted that the Guard is anxiously awaiting new uniforms.
Band Director’s Report
Homecoming is Friday night. The parade will begin at the Raintree Swim and Racquet Club at 6:00 p.m. Parents are needed along the parade route. The band will march to the stadium and will perform the half-time show.
Mr. Auman reviewed the upcoming field shows:
- October 15 – Hanover High School
- October 22 – Powhatan – (Band will play at Wal-Mart before leaving for the field show)
- October 29 - VBODA – the band plays for ratings and the judges present the band with a taped comments.
- November 5 - Kecoughtan
Itineraries will be sent home with the students once information is received by Mr. Auman.
Scholarship Committee
Susan Taylor announced that we are still looking for someone to chair this committee.
Guest Speaker
Principal Mr. Terry Moore joined the meeting for a question and answer session.
Adjournment
The meeting was adjourned at 9:00 pm.
Chris Klein, Secretary
back to top |
