Godwin Band Boosters Minutes

Executive Board Minutes 12/3/07

Call To Order

The meeting of the Godwin Band Boosters Executive Committee was called to order by President, Roby Monday, at 6:38pm.

Approval of Minutes

Minutes of the November meeting were approved as posted on the web.

Treasurer's Report- Frances Campbell

Francis distributed a budget summary.

The student account totals include Entertainment book and citrus fruit sales.
There are 130 band and color guard students. Of these, all have paid except for one who is no longer in band and one other who is not in band boosters. A check was received this evening for transportation fee owed by one student.

Note that a temporary loss is displayed for citrus sales. This is due to the fact that in order to obtain the early payment discount, band Boosters paid the entire amount and is now awaiting reimbursement from Chorus and Orchestra Boosters.

It is too early to report the total gain from the field show but it is estimated to be comparable to past shows of similar size.

Receipts for Color Guard warm-up apparel are lagging. After discussion, the Board agreed upon the following steps to reconcile the problem:
Francis will contact the Guard parents, Marty and Johnna Riley to inquire about the status of payments. Further action will be determined based on the information received from the Riley's.
.Mr. Auman states that it was his understanding that the student was to receive the warm-up only upon payment. This policy needs to be clarified and enforced in the future.

Expenditure approval:
Marilyn Moore, a member of the Hospitality committee, submitted a request for reimbursement for supplies for the Senior Banquet. She lost her receipts but submitted an itemized list of expenses. The Board approved reimbursement for $28.98 to Marilyn for the Senior Banquet.

Questions or further budgetary details may be addressed to Francis Campbell.

COMMITTEE REPORTS

Chaperones - Debra Bradshaw

Debra e-mailed freshmen parents to obtain their feedback regarding marching season. She will compile results.

Guard Parents - Absent

Hospitality - Chris Klein

Next event is the Winter Concert 12/11/2007 at 7:30. Cookies and soda will be served. Chris will send an e-mail reminder for families to bring cookies or soda that evening.

Website - Henry Smith absent

Membership - Sandy Philp

One student is not joining band boosters. One new student has not yet paid; parent has been contacted. All other students have paid. Roby began a discussion of ideas to improve the fee collection. Suggestions were given: offer a discount if fee paid by a certain time. Send a notice home at the end of school encouraging families to pay earlier in the summer.

Photography - Carol Butterworth

All photos have been posted on the web

Tribute Book & - Carol Butterworth

Chip will sell ads
Still looking for a coordinator for the ads and a coordinator for the book. Roby will announce this at the general Meeting tonight and at the Winter Concert on 12/11.

Uniforms - absent

No report

Ways & Means - Laura Hudson

Flag sales ended 11-19-2007. 14 students participated.
Citrus sales - 3 checks bounced; the money for these has been collected.
Citrus is delivered 12/6/2007. Parents have volunteered to help. Laura will send e-mail reminders tomorrow, Wed and Thurs. to pick up fruit.
Laura plans to call Wal-Mart to schedule dates for car washes during the summer. GBB is still awaiting payment from Wal-Mart for matching funds for last year's car washes. Laura will inquire about when GBB might expect to receive this payment.

Laura presented a proposal for a Golf Tournament as a fund raiser.
It would cost 30 for each person to play golf, and 8 for lunch. The suggested cost to participate was $75.00. The ideal number of participants is 25-30 foursomes. In addition, funds can be raised by selling a sponsorship for each hole, selling Mulligans, holding a silent auction. Contact a car dealership to display a car at par 3 holes which can be won with a hole in one. About 10-20 people would be needed to work the event. Dates available are Thursdays: 4-17. 4-21 or 5-1.
After discussion it was decided to bring this up at the General Meeting for a vote.

Indoor Guard Show - Roby Monday

The final competition for AIA will not be held at Godwin; it will be held in Northern Virginia.

GBB Indoor Guard Show will be held Sat. March 8, 2008.
Roby will make phone calls to ask for leads. He will also make an announcement at the Winter Concert. We will start planning for this event in January.

GHS drum line and Color Guard will participate in competitions this winter. Transportation will be shared when possible.
Francis requested that Mr. Auman submit a check request as soon as possible for the fees. Fees typically cost $50.00 per show per group ($50 each for drum line and Color Guard) plus about $200 in other fees. The budget includes $1,000 for indoor shows and $1.000 for instruction.

Spring Trip - Mr. Auman

Estimates are not yet available because we are still awaiting approval for the trip by the school. Anticipated cost will be 450-500. After discussion, it was decided to request a deposit of 150 by 1-7-2007, 150 in Feb and the balance in March.
Francis will post student account balances at the next meeting.
We will need to rent a truck again.

Band Director's Report - Mr. Auman

12/6 Citrus Fruit arrives
12/7 Band goes to Byrd Middle School
12/8 District band Auditions at King William HS. Leave 7AM, return 4PM. 20 students will audition.

12/11 Winter Concert

Meeting adjourned 7:25PM

Respectfully submitted
Sallie Bartholomew
Secretary

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General Membership meeting 12/3/07

Call To Order

The meeting of the Godwin Band Boosters Executive Committee was called to order by President, Roby Monday, at 7:35pm.

Approval of Minutes

Minutes of the November meeting were approved as posted on the web.

Treasurer's Report- Frances Campbell

Francis distributed a budget summary.

The student account totals include Entertainment book and citrus fruit sales.
There are 130 band and color guard students. Of these, all have paid except for one who is no longer in band and one other who is not in band boosters. A check was received this evening for transportation fee owed by one student.

It is too early to report the total gain from the field show but it is estimated to be comparable to past shows of similar size.

Questions or further budgetary details may be addressed to Francis Campbell.

COMMITTEE REPORTS

Chaperones - Debra Bradshaw

Debra expressed appreciation of everyone's hard work during the marching season.

Guard Parents - Absent

Hospitality - Chris Klein

Next event is the Winter Concert 12/11/2007 at 7:30. Cookies and soda will be served. Chris will send an e-mail reminder for families to bring cookies or soda that evening.

Website - Henry Smith absent

Membership - Sandy Philp

There are 130 students in band and Color Guard. Of these all have paid fees except for one new student whose parent has been contacted, and one student who is not in band boosters. Thee are also about ½ dozen associate and alumni members.

Photography - Carol Butterworth

All photos have been posted on the web

Tribute Book & - Carol Butterworth

Chip Bragg will sell ads
Still looking for a coordinator for the ads and a coordinator for the book. Having access to Photo Suite is helpful as this is printer friendly for commercial printers. Roby will announce this at the general Meeting tonight and at the Winter Concert on 12/11.

Uniforms - absent

Band pants were sent home for washing. They must be returned - students need them Fri 12/7 for their trip to Byrd and for the concert next Tuesday 12/11. If they do not have pants, they cannot go and will receive a "0".

Ways & Means - Laura Hudson

Flag sales ended 11-19-2007. 14 students participated.
Citrus sales - 3 checks bounced; the money for these has been collected.
Citrus is delivered 12/6/2007. Parents have volunteered to help. Laura will send e-mail reminders tomorrow, Wed and Thurs. to pick up fruit.
Laura plans to call Wal-Mart to schedule dates for car washes during the summer.
Cookie Dough sales will begin in January.

Laura presented a proposal for a Golf Tournament as a fund raiser. It would cost 30 for each person to play golf, and 8 for lunch. The suggested cost to participate was $75.00. The ideal number of participants is 25-30 foursomes. In addition, funds can be raised by selling a sponsorship for each hole, selling Mulligans, holding a silent auction. Contact a car dealership to display a car at par 3 holes which can be won with a hole in one. About 10-20 people would be needed to work the event. Dates available are Thursdays: 4-17. 4-21 or 5-1.
Mr. Auman will inquire as to whether anyone else is holding a similar fund-raiser.
Although a vote was planned, due to the small number of parents present, it was agreed that Roby will send an e-mail to the membership to determine interest in holding such an event.

Indoor Guard Show - Roby Monday

The final competition for AIA will not be held at Godwin; it will be held in Northern Virginia.

GBB Indoor Guard Show will be held Sat. March 8, 2008.
Roby will make phone calls to ask for leads. He will also make an announcement at the Winter Concert. We will start planning for this event in January.

Spring Trip - Mr. Auman

Spring trip is scheduled for 4/10-4/13/2008. We will stay in the Crown Reef Hotel in Myrtle Beach. Estimates are not yet available because we are still awaiting approval for the trip by the school. Anticipated cost will be $450-500. A letter will be sent to the general membership describing the Spring Trip and request a deposit of 150 by 1-7-2007, 150 in Feb and the balance in March.
Francis will post student account balances at the next meeting.

Band Director's Report - Mr. Auman

12/6 Citrus Fruit arrives
12/7 Band goes to Byrd Middle School
12/8 District Band auditions at King William HS. Leave 7AM, return 4PM. 20 students will audition.

12/11 Winter Concert

14 students participated in Tuba Christmas at the James Center 11/30/2007

Respectfully submitted,
Sallie Bartholomew
Secretary

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