Godwin Band Boosters Minutes

Executive Board Minutes 4/2/07

Call To Order

The meeting of the Executive Board of the Godwin Band Boosters was called to order by President, Roby Monday at 6:35PM.

Approval of Minutes

The Minutes for March 5th meetings were prepared and approved but not posted on the web. The minutes were available this evening and will be posted on the web. Secretary, Sallie Bartholomew outlined the following action points from last month's meeting: the development of a slate of officers for nomination and the request to submit feedback regarding the Indoor Guard Show to Roby Monday. Both of these items were posted on the web. The Executive Board agreed to dispense with reading of the minutes.

Treasurer's Report- Frances Campbell

Francis prepared and distributed a financial statement and summary. Highlights include:
As of March 26, 2007
Savings account balance $ 5,554.29
Checking account balance $33,272.82
Total available funds equal $38,327.11

All students and chaperones made their final payments before departing on the Spring trip to NYC.

The summary reflects a net loss for the cookie sale because Band Boosters is anticipating a payment soon of $5,049.40 from the Chorus Boosters.

Indoor Guard Show results show total revenue of $11,038.84 and expenses of $4,100.66. The net gain will be approximately $6,500. This includes the fees for police and janitors.

The financial summary reflects all monetary activity through March 26. However, the bank statement did not arrive in time to report new account balances, therefore the balances reported here are not reconciled.

Roby brought up the point that often the bank statements do not arrive in time to reconcile the balances when preparing the financial statements presented at GBB meetings. He asked if anyone was signing off on the bank statements at the end of the month. This is important for audit purposes. Francis stated that Kathy Jones is will? do this.

Roby also requested that the fundraisers for money going into student accounts be shown as income/expenses for the student accounts. These fundraisers include citrus, flag, and cookie dough sales. This is to clearly indicate that this money is for the student accounts and to avoid it appearing as profit for GBB. Francis will make that adjustment and it will be reflected in next month's report.

Scholarships

GBB makes available two $1,000 scholarships each year. We need 4-5 reviewers and one person to tally the scores. The scholarship applications will be given out to the students this week and are to be turned in Tuesday April 17, after Spring break. Mr. Auman will give the reviewers the criteria to judge the applications by. Carol and Chris Butterworth, Cindy LaFratta and Roby Monday volunteered to review the applications. Mr. Auman will tally the scores.

Nominating Committee - Linda Loving (reporting) and Chris Klein (absent)

Roby thanked Linda and Chris for serving on this temporary committee
Linda presented the following slate;
President - still making calls for this position. Roby would like to step down. However, if no one else volunteers, he agrees to serve as President next year.
1st VP Cindy LaFratta
2ndVP ways and Means - Glen Thompson is considering but has not officially agreed yet. He is a parent of a rising freshman. Roby suggested wemay need to consider this as a two person job - one to officially be elected to the Board and another as an assisitant.
Secretary - Sallie Bartholomew
Treasurer - Francis Campbell
Nominations from the floor will be taken at the General Meeting. The vote will be held at the next meeting in May.

COMMITTEE REPORTS

Chaperones - Debra Bradshaw

Nothing to report.

Equipment - Linda Loving for Bob Loving

The rental truck was returned a day early which saved $100. In addition, the fuel costs were less than anticipated. The final cost of the rental truck was $604. Many thanks to bob and Linda Loving and all those who helped unload the truck Sun. evening after returning from the trip.

A student lost her flute. Phone calls have been made to the hotels and bus line. The Lovings report that the truck was completely clear of all equipment and the band room was locked when they left. Mr. Auman will contact the other band directors at the Festival.

Guard - Marty Riley

The Guard placed 8th in their division at the competition last weekend. They performed better on Sat than Sun. Some of the Guard members were sick and there were equipment problems.

Jessica Riley received a scholarship from the AIA. She was one of 8 out of ??? did you catch this number? participants who received this scholarship. Congratulations.

Try outs for next year's Guard will be held in May.

Hospitality - Carol Butterworth for Chris Klein

A planning meeting has been held for the Spring Banquet to be held on May 29th
A sign up sheet for cookies and drinks was passed around for the Spring Concert on May 24th.

Website - Bev Myers

Will be updated soon. There is old information to be removed. Put up new photos from recent shows.

Photography - Carol Butterworth

Plans are underway to purchase a new camera this summer
The final expense was turned in this evening. Photography costs have been under budget.

Tribute Book - Carol Butterworth

We have received more ads, we have approximately $14,000 worth now. The goal is $21,000 to offset the cost of the book. Letters to Sr parents went out today. Forms were distributed to the students on the Spring trip. Request that submissions be made by April 6th.
Dan Watkins that Mr. Ambrose be given an ad in the tribute book in trade for his donation of all of the shingles on for the new shed roof. The Board agreed to include his ad in the tribute book.

Uniforms - Linda Loving

Jackets need to be cleaned before the Spring Concert.
All pants are to be cleaned - these will be sent home. Remind students to return uniform hangers.

Membership - Sandy Philp absent

No report

Ways and Means - Dan Watkins

Discussion deferred to General Meeting

Picture Frames

Discussion referred to General Meeting

Mr. Auman's Report

District Band Festival was held and went well. Both groups earned Superior ratings.
At the festival in NY the wind ensemble received a superior rating and placed 2nd, the concert and jazz bands received excellent ratings and placed 3rd and the drum line received a superior rating.

At the AIA Championship Competition this past weekend in NC, the drumline placed 7th out of 25. This is a great accomplishment for these young students.

Next year's Field Show will be November 3rd, 2007. This date needs to go on to the website so band directors can get it on their schedule.

A student became ill with the flu and was unable to go on the Spring trip. Roby raised the question about whether or not to refund all or part of the money paid into the student's account for the trip. The following points were raised:
Need to be careful not to set a precedent for future events such as this
Mr. Auman pointed out that the money for the Spring Trip was already spent before they even left. How would refunded money be covered?
Roby pointed out that this was an unforeseen situation and that there was no question that a student with the flu could not go. This is different than just changing your mind at the last minute. The student was prepared. His parents are active in GBB.
It was agreed that decisions such as this need to be made on a case by case basis.
A motion was made and passed to table further discussion and a decision to the May meeting.

Meeting adjourned 7:35PM

Respectfully submitted
Sallie Bartholomew
Secretary

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General Membership meeting 4/2/07

Call To Order

The meeting of the General Membership of the Godwin Band Boosters was called to order by President, Roby Monday, at 7:40 PM.

Approval of Minutes

for March 5th meetings were prepared and approved but not posted on the web. Roby announced that the executive Board agreed to dispense with the reading of the minutes. The minutes were available this evening and will be posted on the web.

Treasurer's Report - Francis Campbell

Francis prepared and distributed a financial statement and summary.
Revenue is ahead of budgeted amounts.

The summary reflects a net loss for the cookie sale because Band Boosters is anticipating a payment soon of $5,049.40 from the Chorus Boosters. This check was received from Chorus boosters during the meeting.

The Spring Trip was completely paid for.

COMMITTEE REPORTS

Ways and Means - Dan Watkins

Brewster coupons are always available; they are $10 for a booklet of coupons.
Benevolink continues through March 31st. We have made $579 through Benevolink. Ukrop's will go back to doing Golden Gift receipts.
The March Chik Fil A nights were cancelled.
We are still awaiting payment from Chik Fil A. April and May nights may be cancelled if we do not receive payment soon.
Car wash dates are on the web
Band pictures were passed out - please return these or pay for them.

Hospitality - Chris Klein

A planning meeting has been held for the Spring Banquet to be held on May 29th.
It will be similar to last year - heavy hors d'oeuvres. Banquet pricing TBA.
A sign up sheet for cookies and drinks was passed around for the Spring Concert on May 24th.

Tribute Book - Carol Butterworth

We still need ads. Any parent can buy a tribute page for their student - $75 for ½ page, $100 for whole page or can contribute $25 to sponsor a page. April 6 is the deadline.

Photography - Carol Butterworth

Please contribute photos of your student. These are kept in each students file.

Scholarships

GBB makes available two $1,000 scholarships each year. The scholarship applications will be given out to the students Wed. 4-4 and are to be turned in Tuesday April 17, after Spring break. They will then be read, scored and tallied.

Nominating Committee - Linda Loving (reporting) and Chris Klein (absent)

Linda presented the following slate:
President - a call for nominations was made. Roby would like to step down. However, if no one else volunteers, he agrees to serve as President next year.
1st VP Cindy LaFratta
2ndVP Ways and Means - Glen Thompson is considering but has not officially agreed yet. He is a parent of a rising freshman.
Secretary - Sallie Bartholomew
Treasurer - Francis Campbell
A call for nominations from the floor was made. None were offered. The slate will be finalized and the vote will be held at the next meeting in May. New officers begin their term at the June meeting.

Proposed Expenses
Picture Frames - Chip Bragg

Chip obtained an estimate for framing/repairing the pictures in the band room. The estimate is $2400, less a $200 discount. There are 7 photos which need to be newly framed and others which need to be re-attached/ glass replaced. Each photo represents 3 hours of work, there are 30 photos total. The estimated time frame is 2 weeks after ordering supplies. The framer would prefer to order all materials at once even if the work is done spread out over a period of time. After discussion the Membership agreed that:
It is worthwhile to preserve the band's history through these photos
The band room will look nicer and the acoustics will improve with the photos hung between the pillows.
GBB could offer the framer the back cover of the Tribute book for an ad
It is wise to budget in 10-15% for "surprise" repairs
Add picture frames as a budgeted time each year; approximately $300
GBB members will hang the framed pictures
A motion was made to allot $2200 + overage, not to exceed $2500, plus an ad on the back of the tribute book to frame and/or repair the band photos. The motion was passed unanimously.

Instruments - Mr. Auman

Anticipate a larger band next year; we have 21 graduating seniors and 41 entering students.
Mr. Auman would like to purchase silver horns which were used by a Drum Corps and are in excellent condition. After discussion, the Membership agreed to a lot $7,000 for the purchase of the horns.

Mr. Auman's Report

District Band Festival was held and went well. Both groups earned Superior ratings.
At the festival in NY the wind ensemble received a superior rating and placed 2nd, the concert and jazz bands received excellent ratings and placed 3rd and the drum line received a superior rating.

At the AIA Championship Competition this past weekend in NC, the drum-line placed 7th out of 25. This is a great accomplishment for these young students.

Next year's Field Show will be November 3rd, 2007. This date needs to go on to the website so band directors can get it on their schedule.

New Business

Sallie Bartholomew raised a question regarding visits to the Middle Schools at their Spring Concerts to make them aware of Band Boosters and the June meeting. She offered to visit these schools. Mr. Auman will find out the dates.

The meeting was adjourned at 8:17PM

Respectfully submitted,
Sallie Bartholomew
Secretary

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