Godwin Band Boosters Minutes
Executive Board Minutes 11/6/06
Call To Order
The meeting of the Godwin Band Boosters Executive Board was
called to order by President Roby Monday at 6:35PM.
Approval of Minutes
Minutes were approved as posted on the web with the following
correction:
An expenditure > $50 for an unbudgeted item, needs approval
from the Board.
Treasurer's Report
Francis Campbell distributed a copy of the financial report
to the President and the Secretary. Handouts were not available
for all of the Board members due to the Field Show this past
weekend. Francis presented the following verbal report:
Net checking 21,765
Net savings 5,517
Total 27,283
We are over budget on transportation due to attending 3 field
shows instead of 2. However, the total cost for game day meals
has been very economical. Therefore, anticipate breaking even.
In addition, we are awaiting payment from 3 students.
Field Show
All proceeds have been deposited and total $15,107. Gate admissions
were $6,000, concessions $5,000, Chik Fil-A $1,970, Air grams
$317, Bake sales approx $1,000. Main Event Sportswear $273. Net
results are not in yet as there are still invoices which need
to be paid. The judge's fees were $1,800 and were offset by the
$2,000 in registration fees. The custodian fees were $500 for
2 custodians and the police fee was $250.
The net will be above what was budgeted.
OFFICER AND COMMITTEE REPORTS
Ways and Means - Dan Watkins
Entertainment books ended in the black. GBB was originally promised
40% of the sale, however, this is not what we got. Since this
is what was promised to the students, they were credited with
40% of their sales to their accounts. Dan was able to work it
out so that GBB broke even. Dan has made a list of recommendations
for dealing with e-books next year. This includes having the students
pay for their sample book up front. In addition, it will be important
to get an example formula in writing from the e-book company.
Fruit/Cheesecake sale
Ended Nov 3rd. Delivery Dec 1. Will need help to offload truck
and organize orders. This is being coordinated with Chorus.
Dan will discuss this with Chorus as we receive a 1% discount
if we turn everything in on time.
Nov 17 is the last Chik Fil-A night. Coupons for party platters
are available. GBB receives 10% of these sales.
Ukrop's Golden Gift - benevolink must be updated by the end
of the month. Dan will send a reminder out about this.
Otis Spunkmeyer goes on sale in Jan.
Special fund raisers will be held for the Winter Guard and
drum-line.
Real Music CD/DVD is available - GBB gets a discount if there
are more than 30 orders. Orders were taken at the Field Show.
A sign up sheet was passed around this evening for those interested
in the CD/DVD
Chaperones - Cindy LaFratta
Things are going well. The last game is this Friday, Nov. 10th.
Concessions - absent
Roby complimented the Concessions team for their outstanding job
at the Field show. There was a wide variety of food and plenty
of it. The prices were good. Things went very smoothly.
Equipment - Bob Loving
The red trailer had a flat tire. Robert Driggers fixed it but
new tires will be needed. Otherwise everything went well at the
field show.
Color Guard - absent. Report provided by Dan Watkins
Winter Guard show is March 3rd. This is also a very big show and
will require a lot of volunteer power.
Winter Guard and drum line auditions will be held soon.
Paris Watkins has volunteered to be the bake sale coordinator
for the Winter Guard show
Dan Watkins will be the concessions coordinator for the show.
Hospitality - Chris Klein
Senior dinner is this Friday, Nov 10th.
Invitations went out in October
A cake has been ordered with a picture of the seniors scanned
onto it.
Corsages are being made. A list of the seniors and their parents
is available - check with seniors for correct spelling and pronunciation.
Name tags will be provided.
Goodies will be needed for the Winter Concert - a sign up sheet
was circulated for this.
Membership - Sandy Philp
Everyone has been called. 4 families have no e-mail. 3 families
could not be contacted at all. These names have been given to
Mr. Auman.
3 families have not paid - one payment is coming, 2 have split
payments.
Web Updates - Bev Meyers
Compliments noted about the look of, functionality, and quick
updates on the website.
Updates will need to be made now that the Field Show is over -
things will need to be removed. Bev will get this information
to webmaster, Mark Bartholomew.
GBB will post Thank you notes to the vendors for their support
of the Field Show.
Post Invitational results for 1st, 2nd and 3rd place in each category
will also be posted along with the Sam Ash drum-line competition
results.
Tribute Book - Carol Butterworth
A photograph of the entire band is available for $6. A sign-up
sheet will be circulated at this meeting and at the next meeting.
Carol passed around copies of the photo. Photos will ready in
Jan.
Competition photos have been given to Mark B. to post on the
website.
Tribute book - the tasks need to be split up. Also need to
involve parents of younger students so they can learn the process
for upcoming years.
Bev, Carol, Joanne and Cindy LaFratta will select photos and
work on the layout.
Parents are needed for ad sales for the book. Will request this
help at the General meeting.
Mr. Auman's Report
Will be made once this evening at the General Meeting.
Field Show De-Briefing
A brainstorming session was held for improvements for next time.
Roby requested that these suggestions/comments be e-mailed to
him. He will compile them for next year's planning information.
Adjournment
The meeting was adjourned at 7:30.
Respectfully submitted
Sallie Bartholomew
Secretary
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General Membership meeting 11/6/06
Call To Order
The meeting of the Godwin Band Boosters General Membership was
called to order by President Roby Monday at 7:35PM.
Approval of Minutes
Minutes were approved as posted on the web with the following
correction:
Expenditure > $50 for an unbudgeted item needs approval from
the Board.
Treasurer's Report - Francis Campbell
Handouts were not available due to the Field Show this past
weekend. Francis presented the following verbal report:
Checking balance 21,765.19
Savings balance 5,517.92
Student accounts 5,000 which includes the first payment for
the Spring trip
The Field Show was very successful; total proceeds were approximately
$15,000; net proceeds not yet determined, however will be more
than what was budgeted.
COMMITTEE REPORTS
Chaperones - Cindy LaFratta
There is one more game this Friday. Things are going well.
Concessions - Chair absent
Roby complimented the Concessions team for their outstanding job
at the Field Show.
Equipment - Bob Loving
The red trailer had a flat tire. Robert Driggers fixed it but
new tires will be needed. Otherwise everything went well at
the Field Show.
Color Guard - Chair absent. Report provided by Dan Watkins
Winter Guard show is March 3rd. The show is held indoors. It is
part of the Atlantic Indoor Association, (AIA) which includes
NC, MD and VA. This is also a very big show and will require a
lot of volunteer power. The Winter Guard schedule runs 11 weeks
starting in January.
Winter Guard and drum-line auditions will be held soon.
The Godwin Color Guard and drum-line score high because they perform
all year.
Hospitality - Chris Klein
Senior dinner is this Friday, Nov 10th. Plans are in place for
this event.
There will be a reception at the Winter Concert. Goodies will
be needed for this - a sign up sheet was circulated.
Photography/Tribute Book - Carol Butterworth
A photograph of the entire band is available for $6. A sign-up
sheet will be circulated at this meeting and at the next meeting.
Carol passed around copies of the photo. Photos will be ready
in January. Checks are made out to Carol Butterworth.
The tribute book is underway. If you have photos you would
like to share please e-mail them to Carol.
Help is needed in Ad Sales for the Tribute book. A request was
made for help especially from under-classmen parents.
Membership - Sandy Philp
We are close to 100% paid membership.
Some success was made with the alumni contacts.
Ways and Means - Dan Watkins
Entertainment books - 40 students were credited for e-book sales
Fruit/Cheesecake sales ended Nov 3rd. This sale includes orchestra,
band, and chorus.
Delivery date is Dec 1. Help is needed to off loaded the truck
and sort the orders. Orders must be picked up on Dec. 1st. It
was suggested that people be called and reminded in addition to
posting it on the website. Dan plans to call every parent to let
them know their order was received and 1-2 days before delivery.
Chik Fil-A - last night is Nov 17. Coupons for party trays for
which Godwin receives 10% will be available.
Ukrop's benevolink must be renewed by Nov 30th.
Otis Spunkmeyer cookies will go on sale in Jan.
Game day sales are down but the hand warmers sold well.
Cheer wine and special fund raisers will be held for winter Guard
and drum-line.
Mr. Auman's Report
Tuesday Nov 28th - There will be a field trip to Varina HS
to rehearse with their band for the Christmas Parade. We will
depart at 9AM, return by 12:30 - 1PM. The band will rehearse,
eat lunch. The kids will ride the school buses. The truck will
be needed to transport large instruments. Chaperones are needed.
Dec 2nd - Ukrop's Christmas parade, theme is Frosty the Snowman
Need chaperones.
If it rains or snows, we will not go.
Parade starts at the DMV and ends at the Marriott - about 2
½ miles. Godwin/Varina are near the front of the parade.
Dec 9th - King William - District band auditions, leave 7AM.
Encourage your student to audition. Need District band in order
to audition for All County band.
Dec. 11th Winter Band Concert
Nov 29, 30, Dec 1,2 Jazz band is featured in the Drama production
of 1940's radio show.
Spring Trip - This is being coordinated by Chorus this year.
The band has not been informed of plans. Discussed need for
a liaison with Chorus. It was noted that there is a nice spread
about the Spring trip on the Choral site. GBB needs a link to
that site on our website.
The next payment for the spring trip is $150 and is due on
Mon. Nov 20, 2006.
Further discussion from other membership ensued.
Roby recommended moving this as new business at the next meeting.
Field Show
Field Show De-Briefing
A brainstorming session was held for improvements for next time.
Roby requested that these suggestions be e-mailed to him.
Leftover food will be donated to a local food bank and/or youth
emergency shelter.
Thank you letters will be sent to the vendors and they will
have complimentary ads in the Tribute Book.
Respectfully submitted,
Sallie Bartholomew
Secretary
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