Godwin Band Boosters Minutes
Executive Board Minutes 12/4/06
Call To Order
The meeting of the Executive Board of the Godwin Band Boosters
was called to order by President Roby Monday at 6:35 PM.
Approval of Minutes
Minutes for the November meeting were prepared but did not
get posted onto the website. The minutes will be posted as soon
as possible. The Board agreed to dispense with reading of the
November meeting minutes.
Treasurer's Report- Francis Campbell
Francis distributed a copy of the financial statement to the
Board members. The bank statement has not come in yet so an
update will be prepared.
At this time there are
$5,500 savings
$38,000 checking
The Field Show income was $19,500, the expenses were $8500.
We are waiting for the bill from the school for $500 for custodial
services and police. The net profit is anticipated to be approximately
$10,000. Becky Davis will contact Reeds "N Things as we
have not yet received their check.
Transportation - there was additional expense here due to an
extra bus trip that was added. We have done better than expected
on costs for game day meals. Debra Bradshaw and Becky Davis
will check to make sure that receipts for drinks were turned
in. Francis anticipates that the additional cost for transportation
will be offset by the cost savings for game day meals and that
we are ahead of what was budgeted. The question was raised as
to whether we should invoice the students and reimburse them
the money. The Board agreed to defer action on this until the
next meeting.
Fruit sales - the profits will be reflected next month. Note
the band paid the full bill for band, chorus and orchestra in
order to submit the payment on time and thus receive a 1% discount.
We are awaiting payment from orchestra and chorus.
Francis stated two concerns:
1. There are 2 students who have paid no fees
2. Spring Trip - 10 students who have not paid at all
37 students are in arrears of their payments towards the Spring
Trip
Francis and Leon have compared lists and will do so again.
Francis read the following Motion:
The current interest checking account should be continued as
the primary money management account for band boosters business
(all receipts deposits and expenditures). Furthermore, at the
Treasurer's discretion, the funds in the savings account may
be converted to either a money market account, or certificates
of deposit. The Treasurer is authorized to transfer funds, in
consultation with the Executive Board, between accounts in order
to facilitate the financial demands on the funds, balanced against
seeking a return on the fund balance.
The Board approved the Motion as read.
Audit - absent
Roby Monday reports receiving the audit as submitted by Kathy
Jones and Jim Schubert. Roby will submit the audit report and
summary to Henrico County.
The Board approved request for expenditure for a 4 way wrench
and jack for the truck.
OFFICER AND COMMITTEE REPORTS
Ways and Means - Dan Watkins
Fruit was delivered Fri Dec 1st. There were some reports of
damaged fruit; a new order has been placed to replace this fruit.
Andrew Vaas was the Top Seller - $900 worth of fruit
Godwin got a 1% discount for paying within 10 days. This money
goes into the student accounts.
Godwin received $173 from Ukrop's benevolink. Reminded to re-link
every quarter.
Brewster's gift certificates are still available
Otis Spunkmeyer cookie dough goes on sale in early Jan.
Anticipated delivery in late Jan, early Feb.
Cheerwine sales - this is a special fund raiser to sell
what is left of the Cheer wine obtained for the field show.
Proceeds to support the drum line.
Dan is missing his green cash box.
Car washes at Wal-Mart next summer - bids for the date
have to be in by January
Extra Behind the mask T-shirts are available for $10.
Ways and Means will have a table to sell "odds and ends"
on Concert night 12/11.
Chik FilA - there are no nights in Dec. Chik Fil A nights
will be held twice a month on Fridays from Jan - May.
Chaperones - Becky Davis
The quota for chaperones has been met.
Chaperones encouraged to start making payments for Spring Trip.
Cost anticipated being about $595.
Equipment - Bob Loving
The truck had a flat tire the day of the parade. Request was made
to make sure that the truck has a 4 way wrench, a jack and a safety
kit including triangle, flares. This is standard issue for County
vehicles. Bob Loving will check to make sure the safety kit is
in place. He will also obtain the wrench and the jack as approved
for purchase by the Board (see above)
Color Guard - absent. Report provided by Dan Watkins
There are 18-20 students on the drum-line; they have started to
rehearse
The last try-out for Color Guard is tomorrow. Anticipate about
10 students.
A question/concern was raised about the fees for Winter Guard
students - the Board agreed to defer this discussion to the end
of the meeting under New Business.
Hospitality - Chris Klein
The Senior Dinner went well. Expenses were $390 + $35 for photos
which is under budget.
Membership - Absent
Web Updates - Bev Meyers
Updates are needed.
Place Spring Trip at the top of the front page. Make sure link
to chorus site about Spring Trip is in place. Put payment schedule
there also.
Post information about Winter Guard.
Bev Myers will contact Mark Bartholomew about these updates
Uniforms - Linda Loving
Last performance is 12-14-06. Pants are to go home with students
to be washed. Laundering instructions are on the uniform door
and posted on the web. The jackets will be dry cleaned.
March Indoor Guard Show - Roby Monday
Need leads - sign up sheet posted
Concessions - Dan and Paris Watkins
54 schools participated last year. We anticipate more this year
as Godwin is the only school hosting a show that day.
Mr. Auman's Report
District band auditions are this Sat. Dec 9. 22 students will
audition. Buses leave at 7AM
Winter Concert is scheduled for Mon Dec 11
DVD's are here
Spring Trip plans are underway. We will leave at 5AM that Thursday.
New Business
Dan Watkins brought the following to the Board's attention
Article 2 of the GBB Constitution states that the band is defined
as music, flags, rifles and indoor guard. And that
Article 3 of the Constitution states that the objective of GBB
is to provide funds to support the band as described in article
2. and that extra fees cannot be charged for students
Roby pointed out that GBB needs to be careful not to mix up
the Indoor Guard Show with the Winter Guard and drum line. One
is a fundraiser operated by the band; Winterguard is an activity.
It was argued that the income from the Indoor Guard show is
socialized into the general funds but the expenses are not.
Roby reminded those present that there is no connection with
the Indoor Guard Show fundraiser to support the Winterguard.
The Boosters can vote to support the Winterguard but it will
need to be a proposal and voted on. The issue was brought up
last year and again in August 2006 at which time the Board voted
to defer action until now. This problem has led to tension between
Color Guard and band. This tension is heightened this year as
Ways and Means has successfully raised $5 081 for the band and
is manned by Guard parents. Roby reminded those present that
just because Guard parents help with fundraising, doesn't mean
that the funds can go specifically towards the Colorguard or
Winterguard. As Band Boosters, we have an approved budget and
any appropriation of income beyond the budget needs to be directed
by a vote of the Booster members.
It was agreed that this issue needs to be addressed in next
year's budget.
However, this year's budget was approved based on the previously
agreed upon premise that the Winter Guard is self-supporting.
If GBB does agree that money should go towards supporting the
Winter Guard, where will that money come from - scholarships,
instruments? This will need careful consideration.
After further discussion it was agreed that a committee consisting
of Roby Monday, Leon Auman, and Dan Watkins with input regarding
Color Guard expenses from Cary Mitchell will meet to prepare
a proposal for the Executive Board to vote on at the January
meeting.
Adjournment
The meeting was adjourned at 7:45PM.
Respectfully submitted
Sallie Bartholomew
Secretary
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General Membership meeting 12/4/06
Call To Order
The meeting was called to order at 7:49PM by President Roby Monday.
Approval of Minutes
The November minutes were prepared but were not posted on
the web. It was agreed to dispense with reading of the minutes.
They will be posted .
Treasurer's Report - Francis Campbell
Francis prepared and distributed a financial summary to the
membership.
The Field Show income was $19,500, the expenses were $8,500.
We are waiting for the bill from the school for $500 for custodial
services and police. The net profit is anticipated to be approximately
$10,000.
GBB paid 12,800 for citrus sales .The band paid the entire
bill in order to receive the 1% discount for payment within
10 days. We are awaiting payment from chorus and orchestra;
therefore the income will be reflected in next month's statement.
The income for band fruit sales is 9,200.
Spring Trip - there are 2 more payments in Jan and Feb. If
there are any questions please contact Francis. Student accounts
have been posted.
COMMITTEE REPORTS
Chaperones - Becky Davis
She thanked everyone for the help.
The quota for chaperones for Spring trip has been met. The waiting
list is open if you are interested in going.
Concessions - Cindy Basil
Cindy voiced a concern that third quarter concessions does not
require a full committee but is rather a volunteer position; she
anticipates that 4 people could fulfill the tasks during third
quarter. Roby requested she develop a proposal for a job description
for 3rd quarter concessions to be presented and voted on at the
next meeting.
Equipment - Bob Loving
The truck had a flat tire the day of the parade. Bob will be
responsible for procurement of a 4 way wrench and a jack. He will
also make sure that a safety kit with all necessary items is in
place.
Color Guard - Dan Watkins
Color Guard is now the Indoor Guard.
Try-Outs for guard and drum line are underway. The last audition
is held tomorrow.
Hospitality - Chris Klein
Winter Concert is Monday Dec 11. We need 9 more volunteers
to bring cookies/ baked goods. Chris circulated a sign up sheet.
Bring the items to the Commons just before the concert.
Website - Bev Myers
There was a lull in updates during November. Updates will be made
soon. Keep watching and using the website for information.
Tribute Book - Bev Myers
Need a coordinator for ads. This has taken 6-10 people in the
past and there are only 2 people working on the book this year.
If help does not come forth, there may not be a tribute book.
If anyone has or uses a publishers program, this is very helpful.
The work can be done a section at a time. Carol Butterworth has
been taking photographs. Individuals can submit photos as well.
There is a need to sort through these photos and select which
ones go into the book. It is a lot of work but the band students
often value this tribute book even more than the yearbook. A recommendation
was made to announce the tribute book needs at the Winter Concert
and to place sample books out along with a sign up sheet.
Uniforms - Linda Loving
Pants will be sent home after the last performance Dec 14th. Washing
instructions are on the uniform room door and will be sent home
as well. They are also on the website. The jackets will be dry
cleaned. The Color Guard members are to wash their uniforms at
home and return them.
Ways and Means - Dan Watkins
Dan voiced a very special thank you to all who helped unload the
55 ft. truck. There were a few problems, primarily with chorus
orders. There was some damaged fruit. A new order has been placed
to replace this fruit.
Otis Spunkmeyer cookies go on sale in early January.
Brewster's coupon books are on sale - they make great stocking
stuffers.
We received a disbursement from benevolink recently. Dan reminded
everyone to re-sign up for Ukrop's benevolink.
Cheerwine sales - there is Cheerwine left over from the Invitational
field show and we can pre-order it. Sales can support the drum
line and Winter Guard.
Ways and means will have a table at the Winter Concert on Dec
11th.
Chik Fil A nights will not be held in Dec; they will resume
in Jan and be held every two weeks through May. The dates are
listed on the website.
Indoor Guard Show - Roby Monday
Plans for Indoor Guard are underway. The sign up sheet for
leads and volunteers is posted.
Mr. Auman's Report
District band auditions are this Saturday, Dec 9th. Buses leave
Godwin at 7AM.
Godwin will host the Band Festival on March 17tth
Winter Concert is next Monday, Dec 11th.
DVD's from the Invitational Field Show are now available.
New Business
Roby reported that the question/ concern regarding support
of the Winter Guard participants was brought up at the Executive
Board meeting. Roby stated that in the past the budget has been
prepared based on Winter Guard being self-supporting. A committee
will meet to discuss the questions of 1) the need for GBB to
support the Winter Guard and 2) the possible need to modify
the current budget. The committee will prepare a report and
present it at the next meeting in January.
Questions/Comments
Chris Bragg offered to help with organizing the ad sales for
the Tribute book. Bev stated that the sales need to begin ASAP.
We can contact both repeat advertisers and try to get new advertisers.
The prices are the same; forms are available as are confirmation
sheets and letters. These can be e-mailed to Chris.
Dave Ely made us aware that he has a $25.00 gift certificate
from Sam's Club which can be used for future concession needs.
Adjournment
The meeting was adjourned at 8:35PM.
Respectfully submitted,
Sallie Bartholomew
Secretary
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