Godwin Band Boosters Minutes
Executive Board Minutes 5/5/08
Call To Order
The meeting of the Executive Board of the Godwin Band Boosters
was called to order by President, Roby Monday, at 6:38PM.
Francis Campbell, Treasurer, is absent due to his mother's
death yesterday.
COMMITTEE REPORTS
Ways and Means - Laura Hudson
Car washes have been scheduled
Ridgefield Exxon July 12, July 26, Aug 9, Aug 23
Ukrop's Golden Gift certificates have been mailed to families.
Please consider turning in your certificate to GBB. Many turned
certificates in to Laura this evening.
Preparations are underway for the Golf Tournament on Fri Oct
24, 2008. Laura plans to observe a tournament this summer. She
will then have more detailed requests for volunteer tasks.
There is still the possibility of the King's Dominion fund
raiser. Still need someone to head this. Laura has all the information
and can provide the details. Students must be 15 to participate.
A question arose as to the whether there is any problem with
such an event as a fund raiser. Roby responded that GBB comes
under the school, so the school's tax id is used. Please let
Laura know if you can help with this fund raiser.
Hospitality - Chris Klein
Spring Awards Banquet plans are going well. Chris met with
the caterer to finalize the menu. Invitations were mailed out
and responses have been trickling back in. The deadline is May
9. Phone calls will be made to those who do not respond. Some
reported not getting an invitation. Chris made a list of those
who did not receive an invitation and will send them out.
The Spring Concert is coming up on Monday May 19 at 7:30. An
email request will be sent out for sodas and baked goods. We
ran out of sodas at the last concert. Will check the stock on
hand first then make requests accordingly.
Uniforms - Susan Jonte absent
Mr. Auman states uniforms will be cleaned after the Spring
Concert.
Equipment - Chip Bragg absent
Roby states that the equipment is in good shape. He had an
offer for a used ATV for $1600. Mr. Auman states that the current
ATV is in good shape.
Web Site - Mark Bartholomew
Has been updated.
Needs photos from Spring trip and AIA.
Concert Mon May 19th -
Spring Awards Banquet - June 2nd
Scholarship - Roby Monday
Two $1,000 scholarships are given each year. Students write
an essay about The Influence Band Has Had on My Life. Chris
Klein, Cindy LaFratta and Becky Yancey volunteered to read the
essays and rate them. The essays will be turned in to Mr. Auman
for final tally. The scholarships are awarded at the Spring
Banquet.
Photography & Tribute book - Carol Butterworth
The tribute book is being finalized. Carol is waiting for
entries from a few seniors including Lauren Philp's letter to
the band. These can be e-mailed to Carol. She needs them ASAP.
A special tribute will be given to Nathan Reil who was named
outstanding soloist of the year.
The ad sales were good and we anticipate meeting the costs of
the tribute book.
Roby expressed many thanks to Carol for her tireless efforts
on the tribute book for many years.
Treasurer's Report - Roby Monday
Frances Campbell spoke with Roby earlier today and sent him
a copy of the financial report. Roby read the report to the
Board.
The cost of the Spring Trip was estimated to be $500 but the
actual cost was less - <$450. After discussion it was agreed
that if Francis has not already written refund checks, that
families be given a choice of either rolling this money into
the student's account for next year or to refund it by check.
Roby did not have an opportunity to discuss this with Francis
today but will convey the Board's request.
Roby brought up another fund-raising possibility. He was asked
about GBB helping with the Car Max Outdoor Carnival for their
employees. This is located at their headquarters on West Creek
Pkwy. Sat May 31 is the set up date and Sun Jun 1 is the event.
GBB would make $1900 for the two days.
On Sat May 31 we would need 12 people, 3 adults and 9 kids.
On Sun Jun 1 we would need 38 people, 10 adults and 28 kids.
After discussion it was decided to present this to the General
membership and determine level of interest.
Instruments
Roby then requested that Mr. Auman prepare his wish list for
instruments for the membership to vote on at the June meeting.
Mr. Auman states that he needs a 32" case for the #5 bass
drum. He also may have a buyer for the old drums.
Discussion was held about the Indoor Show instructors. $1000
was budgeted for appreciation gifts for the instructors. The
Board agreed to give $400 to Michael Auman, $400 to Carey Mitchell
and $100 to Mike Scott and $100 to Devon Dodson.
Mr. Auman's Report
Further discussion then ensued about payment for the instructors. It is
a true gift to the Godwin students to have the excellent talents
and instruction of Carey Mitchell, Guard and Michael Auman, Percussion.
They are in demand, especially after the success of the Indoor
drum-line. They have received offers from other places for much
higher rates of pay. In order to continue this program, GBB will
need to consider payment of approximately $4,000 a piece for the
instructors. Ideas were voiced including having dedicated fund-raisers,
and asking for sponsorships. Roby requested that this is new business
to be discussed at the next meeting in order to give it careful
consideration.
Next Year's Field Show
Nov.1, 2008
It will be on the VBODA website. Questions were raised about
how to get more bands for next year. Mr. Auman suggested sending
preliminary announcements about the date, putting the application
form on the website and link us to Powhatan, Bayside and Middlesex
sites. He will contact all of the bands who attended last year
by e-mail.
Next meeting is June 9th. Note that this is the second Mon
of the month due to the Awards Banquet on the 2nd. It is newcomers
night.
The meeting was adjourned at 7:30.
Respectfully submitted
Sallie Bartholomew
Secretary
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General Membership meeting 5/5/08
Call To Order
The meeting of the general Membership of the Godwin Band Boosters
was called to order by President, Roby Monday, at 7:35 PM.
Francis Campbell, Treasurer, is absent due to his mother's
death yesterday
Election of officers
Election of officers was conducted. Sandy Philp presented the
candidates
President Cindy LaFratta
1st VP Jeff Jones
2nd VP Ways & Means Laura Hudson
Secretary open
Treasurer Marilyn Moore
Marilyn Moore was originally on the ballot for Secretary; however,
she has accounting experience and so offered to fill the Treasurer's
position. Thus the Secretary position is now open. Roby called
for nominations/volunteer to run for Secretary. Patty Thompson
offered to run for Secretary.
The candidates left the room and the vote was taken. Each candidate
was unanimously voted into office. Congratulations to our new
officers and thanks to them for their service.
All chairs are filled except for Membership Committee Chair.
Patty Thompson had originally offered to chair Membership but
will now serve as Secretary. The Board will seek a chair for
Membership at a future meeting. Sandy provided a list of officers
and committee chairs - corrections were made as described above
- see attached.
Newcomers night
is at the next GBB meeting which is Mon. June 9th. Packets
will need to be made.
Treasurer's Report - Roby Monday for Francis Campbell
Frances Campbell spoke with Roby earlier today and sent him
a copy of the financial report. Roby read the report to the
General Membership.
The cost of the Spring Trip was estimated to be $500 but the
actual cost was less - <$450. Families will be given a choice
of either rolling this money into the student's account for
next year or to receive a refund. Roby reminded the membership
that only the money for Spring Trip can be refunded, any other
money raised through fund-raisers cannot be refunded for tax
reasons. Any extra money from these events is maintained in
the student account except for seniors - their extra funds are
rolled into the general funds.
COMMITTEE REPORTS
Ways and Means - Laura Hudson
Car washes have been scheduled
Ridgefield Exxon July 12, July 26, Aug 9, Aug 23
Ukrop's Golden Gift certificates have been mailed to families.
Please consider turning in your certificate to GBB. Many turned
certificates in to Laura this evening.
Preparations are underway for the Golf Tournament on Fri Oct
24, 2008. Laura plans to observe a tournament this summer. She
will then have more detailed requests for volunteer tasks.
There is still the possibility of the King's Dominion fund
raiser. We still need someone to head this. Laura has all the
information and can provide the details. Adult chaperones are
required; students must be 15 to participate. Please let Laura
know if you can help with this fund raiser.
Hospitality - Chris Klein
Spring Awards Banquet is Mon. June 2nd. Invitations were mailed
out and responses have been trickling back in. The deadline
is May 9. Phone calls will be made to those who do not respond.
Some reported not getting an invitation. Chris made a list of
those who did not receive an invitation and will send them out.
Mr. Auman realized that he had received undelivered invitations
by return mail to the school. He will give Chris these names.
The Spring Concert is coming up on Monday May 19 at 7:30. An
e-mail request will be sent out for sodas and baked goods.
Scholarship - Roby Monday
Two $1,000 scholarships are given each year to graduating
seniors. Students write an essay about The Influence Band Has
Had on My Life. Chris Klein, Cindy LaFratta and Becky Yancey
volunteered to read the essays and rate them. Mr. Auman numbers
the essays and names are removed. Grammar and spelling DO count.
The reviewers will then turn the essays back in to Mr. Auman
for final tally. The scholarships are awarded at the Spring
Banquet.
Photography & Tribute book - Carol Butterworth
The tribute book is being finalized. Carol put out a last
call for photos and tributes to students. There is still room/time
to sponsor a section for $25. AIA pictures are needed. Information
and photos can be e-mailed to Carol. She needs them ASAP.
Roby expressed many thanks to Carol for her tireless efforts
on the tribute book.
Instruments
Roby announced that GBB has requested that Mr. Auman prepare
his wish list for instruments for the membership to vote on
at the June meeting. Mr. Auman may have a buyer for the old
drums.
New Business - Possible fund-raiser
Roby brought up another fund-raising possibility. He was asked
about GBB helping with the Car Max Outdoor Carnival for their
employees. This is located at their headquarters on West Creek
Pkwy. Sat May 31, 1-4, is the set up date and Sun Jun 1, 10-6,
is the event. During the event adults would prepare and cook
food. The students would man the games areas. GBB would be there
through take down which would be done by 6:00. GBB would make
$1900 for the two days.
On Sat May 31 we would need 12 people, 3 adults and 9 kids.
On Sun Jun 1 we would need 38 people, 10 adults and 28 kids.
A sign up sheet was circulated to determine interest and availability
of volunteer power for these days.
Mr. Auman's Report
Next Year's Field Show Nov.1, 2008
Fee day Aug 5, 2008 from 4-8PM. Students will be measured for
uniforms at that time.
Band Camp Aug 11-15 8AM-1PM Battery, 5-9PM winds, pit and guard
Aug 18-22 8AM-4PM all students all day. Lunch will be provided.
Aug 25-28 4PM-8PM all students
Aug 28 is picnic and show
Next meeting is June 9th. Note that this is the second Mon
of the month due to the Awards Banquet on the 2nd. It is newcomers
night.
The meeting was adjourned at 8:15.
Respectfully submitted,
Sallie Bartholomew
Secretary
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