Godwin Band Boosters Minutes

Executive Board Minutes 2/5/07

Call To Order

President Roby Monday called the meeting to order at 6:35PM.

Approval of Minutes

The Minutes of the January Meeting were approved as posted on the web.

Treasurer's Report- Frances Campbell

Frances prepared and distributed a financial summary as of Jan 31, 2007.
The budget summary reflects the revised budget categories approved at the Jan 8, 2007 meeting.

Savings account balance $ 5,545.78
Checking account balance $48,465.06
Payments not yet posted $ 90.69
Total available funds $53,920.15

The Feb 2, 2007 Student accounts Balances totals $35,660.00. All payments are due by Feb 20, 2007.

Frances will post Student account balances weekly in the band room.

Mr. Auman requested money for percussion equipment needed for the New York trip and the Spring Concert including cru tales (2 octave cymbals in graduated sizes), whistle, shaker, siren etc. The cymbals cost 718 per set. The total requested funds is $1772.00
This money is already budgeted for and so approved. Mr. Auman will obtain a purchase order through the school, and then submit the bill to Frances.

Chaperone costs are $593.00

COMMITTEE REPORTS

Chaperones - Debra Bradshaw

There are enough chaperones for the trip. A mandatory chaperone meeting will be held - date TBA.

Equipment - Linda Loving for Bob Loving

The rental truck has been reserved for the Spring Trip. Either a Certificate of Insurance is needed or we need to purchase insurance. After discussion it was agreed to purchase the insurance.
The battery on the truck has been fixed. The tires on the trailer are flat - these will be fixed soon.

Indoor Guard - Johnna and Marty Riley

First show is this weekend in Sterling
Percussion will be added in 3 weeks. Michael reports that the percussion section is excellent and has exceeded his expectations.
Deep run has had ads on channel 99, the county station. Johnna will inquire about getting Godwin ads on the air. Will need a DVD to make a spot.

Hospitality - Chris Klein

The Spring Banquet will be Tues. May 29th. Heavy hors d'ouevres will be served.

Membership - Sandy Philp

There remain 2 unpaid student fees. One responded after the last letter was sent, one did not. Both are hardship cases. It was decided that the Board will "eat" these costs. The financial health is strong enough to do this but may not always be so in the future. The primary issues are meals on game days and transportation to events. Discussion was begun about how to handle such situations in the future; the problem was not resolved. This will need further consideration at a future meeting.

Website - Bev Myers absent

Information about the bill introduced to the State Legislature can be removed next week. The Bill was voted on in the House and moves to the Senate for a vote next week. Phone calls and "snail mail" make the most impact on legislators. E-mail has very little impact.

Photography - Carol Butterworth

Band photos were distributed. Carol turned in $109 for the photography fund.

Tribute Book - Carol Butterworth

Beginning to collect information, tributes, photos from parents, students for the book.
Advertisers are being sought.

Uniforms - Linda Loving

Pants need to be cleaned. They will be sent home with students on Thursday 222/7. Need to be returned for composite pictures on 2/15.
Uniforms will be taken on the Spring Trip.

Ways and Means - Dan Watkins

Feb 16th cookie dough orders arrive. They must be kept frozen. Pick up will be from 12N - 6PM
Benevolink - cut off dates are now on the calendar. Reminder to renew every quarter.
Chik Fil-A nights are twice a month through May. Dates are on the website.
Car washes - there will be 6 total including 4 already scheduled at WalMart. One of these dates is the tax free shopping day, Sat 8-4-07.

Indoor Guard Show

Sat March 3rd
51 schools registered so far; anticipate more.
Trophy sponsors need to be obtained
Help is needed to put together the programs
Further discussion will be held at the General Meeting

Mr. Auman's Report

Spring Trip Itinerary
Thursday - Arrive 3PM. Dallas BBQ at 5PM
Fridays - Performances. There will be a boxed meal delivered to band/chorus
Lion King starts at 8PM
Saturday - Awards ceremony. Sightseeing. The kids will have a cash allotment for food at the Seaport Food Court.
Sunday - Breakfast, checkout. Depending on time may see sights, museums
Fees include ticket to Lion King, NYC pass, Statue of Liberty, Rockefeller Center
Detailed plans being made by Chorus.

Feb 15th - Composite pictures will be taken. Make sure kids have shoes, socks, pants etc.

Meeting adjourned 7:25PM

Respectfully submitted
Sallie Bartholomew
Secretary

General Membership meeting 2/5/07

Call To Order

President, Roby Monday, called the meeting to order at 7:30.

He announced that there will be another meeting on Thursday Feb. 22nd at 7:30 to plan details of the Indoor Guard Show.

Approval of Minutes

The Minutes were passed as posted on the web.

Treasurer's Report - Francis Campbell

Francis distributed a financial summary. He reports that Boosters is in good shape financially. Student's accounts will be posted weekly.
We are waiting for a check from Reeds 'N Things. Anticipate receipt of this at the Indoor Guard Show.
It was announced that Boosters will spend approximately $1800.00 on percussion equipment as requested by Mr. Auman. This money is already budgeted for.

COMMITTEE REPORTS

Chaperones - Debra Bradshaw, Becky Davis

There are 15 chaperones from band for the Spring Trip. Francis will e-mail chaperones their account information. There will be a mandatory chaperone meeting prior to the trip - date TBA.

Equipment - Linda Loving for Bob Loving

The rental truck has been reserved for the Spring Trip. It will either be a
22 or 24 ft. truck.

Indoor Guard - Johnna and Marty Riley

First show is this weekend in Sterling
Percussion will be added in 3 weeks. Michael reports that the percussion section is excellent and has exceeded his expectations. A "sneak preview" night is tentatively planned - watch for upcoming information.
Deep run has had ads on channel 99, the county station. Johnna will inquire about getting Godwin ads on the air. Will need a DVD to make a spot. Roby inquired about the possibility of advertisement on TV again - will contact Mark Bartholomew

Hospitality - Chris Klein

Mark your calendars for the Spring banquet on Tues, May 29th. More details to come.

Membership - Sandy Philp

No news.

Nominating Committee - Roby Monday

Roby called for two volunteers to serve on this committee to make nominations for office positions for next year. These positions are: President, 1st Vice President, 2nd Vice President for Ways and Means, Secretary and Treasurer. Current officers cannot serve as committee members.
The committee needs to present a slate of officers at the next meeting. Nominations from the floor are taken in April. Voting takes place at the May meeting.

Photography/Tribute Book - Carol Butterworth

Senior parents please submit photos, info for the Tribute book.
Anyone can have a tribute page.
Chip Bragg has called on 45 local businesses and will follow up with 10 who expressed interest. These are in addition to the advertisers in last year's book.

Uniforms - Linda Loving

Pants will go home to be cleaned on 2/8, return them by 2/15.
Washing instructions are on the door of the uniform room and are posted on the web.

Ways and Means - Dan Watkins

Indoor Guard Show- Roby Monday

Set up will be held Fri Mar 2nd from 6:30 - 8:30. Please sign up to help if you are available. Need 10-15 adults and students
Concessions - food vendors have been contacted.
Planning meeting will be held 2/22/07 at 7:30 PM
Page Ellwanger sent around a sign-up sheet for times/tasks for the show.

Mr. Auman's Report

Spring Trip - The itinerary depends on the performance schedule. We are awaiting further details from Chorus to finalize plans.

The Band festival will be held March 15, 16 at Godwin
District band was held last week.
A question was raised regarding a conflict with a Biology Field trip scheduled to the National Zoo on the same day as the Band Festival, March 15. Payment for the zoo trip was made before the conflict was realized. Mr. Auman says that he will work with the students involved.

Photo Frames

Chip Bragg knows a contact person who frames photos. Boosters plans to offer trade of ads in the tribute book and in programs throughout the year for framing of photos.

The meeting was adjourned at 8:17PM

Respectfully submitted,
Sallie Bartholomew
Secretary