Godwin Band Boosters Minutes

Executive Board Minutes 3/3/08

Call To Order

The meeting of the executive Board of the Godwin Band Boosters was called to order by President, Roby Monday at 6:30PM.

Approval of Minutes

The minutes of the February 4, 2008 meeting were approved as posted on the web.

Treasurer's Report- Frances Campbell

Francis distributed a financial report. Student accounts are posted. Cookie sale credits have been updated. Remaining Student Account balances will be posted once the cost of the Spring Trip has been set.

Roby reminded the Board that at the end of the year, we will determine how to spend the money raised this year. We will provide two $1,000 scholarships for graduating seniors.

Further information can be obtained from Frances.

Nominating Committee - Sandi Philp

Sandi has identified the nominees for
President - Cindy LaFratta
1st Vice President - still seeking a nominee
2nd VP ways & means - Laura Hudson
Secretary - Marilyn Moore
Treasurer - still seeking a nominee

She also identified committee chairs for all of the committees (see attached list).
Roby will ask for members to consider filling these positions at the general meeting.
Nominations will be taken from the floor at the April meeting. The vote will be held at the May meeting.

COMMITTEE REPORTS

Chaperones - Debra Bradshaw

We have 12 chaperones for Spring trip. More chaperones are needed - at least 2, 4 would be better.

Guard parents - Marty Riley

The Guard won 2nd place at their first show and 3rd place at their 2nd show. The teams that took first and second place were moved up into the next division, so Godwin's chances of winning higher are awards are greater. They are a young team with many freshmen and are working hard and performing well.

Marty stated that the cost of the dresses for the Winter Guard will be $145. This is $60 for the material for each dress plus $85 to make the dress. The Guard parents are requesting that the Boosters consider paying for the material needed to make the dresses for 9 girls; this would be a total of $540. The Guard parents would pay the $85 fee to make each dress.

Concerns for paying;
No budget was prepared for the parents of the guard so this fee was a surprise.
However, the membership voted last year on proposals regarding Booster support of the Indoor Competition team (this includes the Winter guard, drum line and pit). It was voted that the uniforms would e paid for by the Guard.
Roby stated that the Boosters need to be careful about setting a precedent for future years. Also, we do not yet know the expenses for the show; often this is not known for months.
This issue could not be resolved this evening due to time constraints.
Roby requested that Marty prepare a proposal to be voted on at the next meeting.

Hospitality - Chris Klein

The Spring Banquet and Awards will be Monday June 2, 2008
This is a buffet supper followed by awards.
The hospitality committee is working on this event.
There will be refreshments at the Spring Concert.
There will be no refreshments provided at the concert tomorrow evening.

Photography and Tribute Book - Carol Butterworth

Carol circulated a sign-up sheet for the band photograph. Cost is $5.00.
She also distributed forms for parent tributes to their students for the tribute book.
Senior packets will be mailed out this week.
Work is underway for the tribute book. We still need a coordinator for the football game section, field competitions, and the Spring Trip.

Ways and Means - Laura Hudson

The Golf tournament is scheduled for 10/24/2008. The start time is 9AM. The fee includes the golf game, cart and lunch. Homecoming may be this weekend or on 10/10.

Ukrop's Golden Gifts is in progress from 2/4/2008-3/29/2008. Shoppers accumulate points and can designate an organization as the recipient of the money up to 2% of 400,000. Please encourage everyone you know to designate GBB!

Kings Dominion - 20 students work for a weekend. The proceeds go to GBB. Laura states she read over the rules and they are very complex. To participate in this, we need a group leader and a secondary person. Laura states that she will not have the time to work on this and would need help from another person. Roby encouraged the Board to consider this opportunity even though it is intensive as it has the possibility of generating as much as $1600, more than any car wash.

In process of setting up dates for car washes. Wal-Mart has become increasingly difficult to deal with. Dates cannot be set until April. Plan to set up dates at the Exxon on Ridgefield Parkway.

Indoor Show- Roby Monday

Show set up will begin at 7PM on Friday 3/7/2008. We need volunteers for set up.
The Friends and Family performance is at 8:45PM.
Encourage your student to sign up
The guard portion of the show ends at 5:45PM. The first percussion group arrives at 5:07.
The logistics of parking and movement through the facility was discussed.
Roby went through the checklist for the Guard Show Host
Need 2 tabulators
Computer will be provided
2 score sheet runners
2 digital recorder runners
Sandi Philp volunteered to pick the judge up from the airport and transport him to and from the hotel and the school.
The floor tarp will be transported by the AIA. Carey Mitchell will call and confirm this.
We need to be sure to cover all exposed metal areas at the areas where the door posts are removed.
A check will be needed on 3/9/2008 for $1500.00 made payable to the AIA.

Further discussion will be held at the General Meeting

Mr. Auman's Report will be given at the General Meeting.

The meeting was adjourned at 7:30

Respectfully submitted
Sallie Bartholomew
Secretary

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General Membership meeting 3/3/08

Call To Order

The meeting of the executive Board of the Godwin Band Boosters was called to order by President, Roby Monday at 6:30PM.

Approval of Minutes

The minutes of the February 4, 2008 meeting were approved as posted on the web.

Treasurer's Report - Francis Campbell

Francis distributed a financial report. Student accounts are posted. Cookie sale credits have been updated. Remaining Student Account balances will be posted once the cost of the Spring Trip has been set.

Roby reminded the Board that at the end of the year, we will determine how to spend the money raised this year. We will provide two $1,000 scholarships for graduating seniors.

Further information can be obtained from Frances.

Nominating Committee - Sandi Philp

Sandi has identified the nominees for
President - Cindy LaFratta
1st Vice President - still seeking a nominee
2nd VP ways & means - Laura Hudson
Secretary - Marilyn Moore
Treasurer - still seeking a nominee

She also identified committee chairs for all of the committees (see attached list).
Roby will ask for members to consider filling these positions at the general meeting.
Nominations will be taken from the floor at the April meeting. The vote will be held at the May meeting.

COMMITTEE REPORTS

Chaperones - Debra Bradshaw

We have 12 chaperones for Spring trip. More chaperones are needed - at least 2, 4 would be better. Debra will announce this at the concert tomorrow evening.

Guard parents - Marty Riley

The Guard won 2nd place at their first show and 3rd place at their 2nd show. The teams that took first and second place were moved up into the next division, so Godwin's chances of winning higher are awards are greater. They are a young team with many freshmen and are working hard and performing well

Michael Auman - Percussion

Last weekend they competed in the WGI which is equivalent to professional teams on the National Circuit. They place 7th out of 10; there were some timing and logistical issues. Overall he felt the team did well; they got to see a close-to-professional show.

Hospitality - Chris Klein

The Spring Banquet and Awards will be Monday June 2, 2008
This is a buffet supper followed by awards.
The hospitality committee is working on this event.

Photography and Tribute Book - Carol Butterworth

Carol circulated a sign-up sheet for the band photograph. Cost is $5.00.
She also distributed forms for parent tributes to their students for the tribute book.
Senior packets will be mailed out this week.
Work is underway for the tribute book. We still need a coordinator for the football game section, field competitions, and the Spring Trip. Also needed: someone to organize ad sales.
Roby called for members to consider volunteering to help with these positions. Windows Publisher 2003 or later is the only necessary equipment.

Mr. Auman's Report

Concert tomorrow at 7:30. Byrd MS band will play at 7:15, followed by the symphonic band and wind ensemble.

Auditions for All State band held last weekend. Two students made All State:
Matthew Overbey - percussion
Alice - bass clarinet

Band pants need to be at school this week. Composite pictures will be taken on Friday.

The wind ensemble and symphonic band will play at hermitage HS on 3/15/08.

Spring trip has FINALLY been approved!
The hotel is the Grand Reef Hotel. Departure is at 8AM on Thursday, arrival and check in at hotel at 3PM.
Students will have dinner then attend the grand Circ (similar to Circ De Soleil) that evening.
Fri AM there will be time for the beach, NASCAR, Broadway at the Beach, dependant on weather.
Fri PM band performs
Sat AM chorus performs; students will watch each other.
Sat afternoon - beach time etc
Sat PM dinner at Medieval Times. Awards will be presented here.
Sun AM depart for Wilmington for a tour of the battleship USS North Carolina. Then depart fro home.
The final cost is being determined.

Ways and Means - Laura Hudson

The Golf tournament is scheduled for 10/24/2008. The start time is 9AM. The fee includes the golf game, cart and lunch. Homecoming may be this weekend or on 10/10.

Ukrop's Golden Gifts is in progress from 2/4/2008-3/29/2008. Shoppers accumulate points and can designate an organization as the recipient of the money up to 2% of 400,000. Please encourage everyone you know to designate GBB!

In process of setting up dates for car washes. Wal-Mart has become increasingly difficult to deal with. Dates cannot be set until April. Plan to set up dates at the Exxon on Ridgefield Parkway.

Indoor Show- Roby Monday
Roby called for reports from the committee leads

Concessions - Rick Ely

Preparations are going well.

Judges - Vickie DeLand

Food for the judges will be available

Trophies - Roby

Reminded Booster members to consider sponsoring a trophy for $30.

Adult volunteers - Jeff Jones and Laura Hudson

Phone calls have been made. Still need help
The Host Show checklist was gone over during the Executive Board meeting.
Flowers will be sold for $1.00 per stem.
Bring and extra power cord marked with your name in case it is needed.

Show set up will begin at 7PM on Friday 3/7/2008. We need volunteers for set up.
The Friends and Family performance is at 8:45PM.
Encourage your student to sign up.
The guard portion of the show ends at 5:45PM. The first percussion group arrives at 5:07.
The logistics of parking and movement through the facility was discussed.
The floor tarp will be transported by the AIA. Carey Mitchell will call and confirm this.
We need to be sure to cover all exposed metal areas at the areas where the door posts are removed.

Roby reminded the Boosters of the benefit of the Indoor show in raising significant funds for the Boosters.
Carey Mitchell thanked the Boosters for their efforts and volunteer time, and commented on the difference that a well organized, well run show makes to those attending. People come here because the show is so well run.
Michael reminded the volunteers to stay close to the schedule. Carey stated that the timing is dictated by the timing judge on the floor, so times may vary from the written schedule. Watches need to be synchronized and walkie talkie communication between the warm-up areas will relieve confusion about timing.

The meeting was adjourned at 8:35

Respectfully submitted,
Sallie Bartholomew
Secretary

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