Godwin Band Boosters Minutes

Executive Board Minutes 5/7/07

Call To Order

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

Roby announced that we would defer discussion, election of new officers to the General Meeting.

Approval of Minutes

Approved as posted on the web.

Treasurer's Report- Frances Campbell

Francis distributed and discussed the financial statement
Please contact the treasurer for a detailed record

The following expenditures were discussed and voted on
1. New tent top $ 65.00
New tent 12 x 20 $240.00
These expenses were voted on and approved
2. Scholarship awards - Wal-Mart will not give us a scholarship grant. A new department handles grants and has told us there is no money for a grant this year or in the future. We were successful with fund-raising this year and were able to cover this. However, the Board will need to carefully consider the absence of this grant money when preparing future budgets. Nicole is our contact person at Wal-Mart. We may consider doing a fund-raiser there as they will match the amount raised.
3. A $35.00 cash award was given to the Winter Guard. This money will be designated to the Winter Guard.
4. The Board voted to cut a check for $110.00 from GBB to GHS to help cover some of the cost of the Spring Trip for Principal, Dave Myers.
5. Discussion was held regarding reimbursement of the fee or part of the fee for the Spring trip for a student who chose not to go on the trip due to having the flu. His parents are active in Band Boosters. Concern was raised due to the fact that all of this money was spent on items such as tickets, etc before the trip took place. Also care needs to be taken regarding setting precedence for reimbursing money when a student does not go on the trip. It was decided that such decisions need to make on a case by case basis. The Board voted to credit ½ of the Spring trip fee to Spencer Bragg's student account.
6. Choral Boosters is working to reconcile the payments for Spring Trip. The amount collected from students and chaperones was insufficient to cover the full costs. Band Boosters will be asked to cover the portion of the shortfall attributable to Band. This estimate is $2,309. It was discussed and agreed that before voting, the Band Boosters would like a detailed account regarding where this error was made. GBB will pay the money if needed but would like to know where the error was made so this can be avoided in the future.
7. Other expenses: coolers - funds were approved to purchase new chest coolers, not to exceed $200. The water coolers will be cleaned. Debra Bradshaw and Becky Davis will obtain the chest coolers.
8. Medical bag supplies will need to be replaced and organized. Debra Bradshaw will coordinate this.
9. Uniform supplies are needed such as socks, tape, pins etc.
10. The photos are being framed

Scholarships

GBB will give two $1,000 scholarships
Write-ups have been turned in, awaiting review by the judges.
Announcements will be made at the Awards ceremony

COMMITTEE REPORTS

Chaperones - Debra Bradshaw

Many compliments were received regarding our students on Spring Trip.

Equipment - Bob Loving

Reports a hole in the band trailer, unknown cause - will need repair. Also, the shed needs to be painted.

Guard - Marty and Johnna Riley absent

Hospitality - Carol Butterworth for Chris Klein

End of Year Banquet May 29th. Invitations have been sent. 33 out of 108 have responded so far.
A sign up sheet for refreshments for the Spring Concert on May 24th was circulated.

Website - Bev Myers absent

Tribute Book/Photography - Carol Butterworth

Tribute book went to print today
Roby has put together the end of year show. He gave a special thanks to this hard-working committee for their tremendous efforts in creating the Tribute Book.

Uniforms - Linda Loving

No report.

Ways and Means - Dan Watkins

Car Wash dates are on the web. Two will be at Wal-Mart on 7-21 and 8-4; have left messages for two car washes at Exxon on Ridgefield.
Chik Fil_A said they mailed the check but it has not yet arrived.
May 31st is last day for Ukrop's Benvolink funds. They will shift to using the Golden Gift receipts in the fall.

Mr. Auman's Report

Spring Concert is Thursday May 24th at 7:30
Awaiting the euphoniums
We have not received a bill for the percussion instruments obtained earlier this year.

Henrico County voted to adopt the proposal that marching Band is now an elective. In order to opt out, a form must be signed and returned to Mr. Auman. Also, students participating in Marching and Concert band will receive 1.5 credits. The .5 is awarded as an honor's credit. This is designed to recognize the work done by these students and to provide an incentive for them.

The following numbers of students have registered for band:
Pocahontas MS - 26 students
Byrd MS 28 students signed up for band but 31 current students did not.

Mr. Auman requested help in understanding the fact that nearly ½ of the current 8th grade students at Byrd MS did not sign up for band.

Is it due to the current instruction? Or to guidance steering students away from band - too much time, takes away from honors programs? The thought that students can't be in band and attend the specialty center? - this is not true. Need to discover source of problem to avoid this in the future. Suggestion was made to invite all current 8th grade band parents to Newcomer meeting even if they did not enroll in band..

Mr. Auman states he has already contacted parents regarding June Booster meeting. Letters have been sent. May be helpful to make reminder phone calls to rising parents.

Meeting adjourned 7:30PM

Respectfully submitted
Sallie Bartholomew
Secretary

General Membership meeting 5/7/07

Call To Order

The meeting of the Godwin Band Boosters General Membership was called to order by President, Roby Monday at 7:35PM.

Roby congratulated the GBB on a very successful year. The Field Show had 2x the number of bands and made 2x the amount of money as the previous year. The Indoor Guard Show also brought in a healthy final dollar amount.

Roby announced that Election of Officers will be held this evening.

Roby also announced that new parents of rising 9th graders need to be contacted and reminded of Newcomer night, Monday June 4 at 7:30. Newcomer packages need to be put together - Sandy Philp offered to do this. There are a few changes such as cost of jackets etc. Mr. Auman will e-mail these to Sandy.

Approval of Minutes

Approved as posted on the web.

Treasurer's Report - Francis Campbell

Francis distributed the financial report.
Please contact the Treasurer for a detailed record.

Roby reported the Board's vote on the following expenditures
New tent top. Will also need a small tent for car washes. New chest coolers will be obtained. New instruments have been ordered. Photos are being framed.

Two $1.000 scholarships will be awarded at the Banquet. GBB will need to make a decision about handling scholarships in the future as Wal-Mart now states that grant money is not available this year or in the future.

Election of Officers

The slate was presented. There is no candidate for 2nd VP. Roby discussed the important role of Ways and Means and the need for someone to step forward.

The General Membership unanimously elected the following officers:
President Roby Monday
1st VP Cindy LaFratta
2nd VP Ways & Means no candidate
Secretary Sallie Bartholomew
Treasurer Francis Campbell

Term begins June 1st, 2007

COMMITTEE REPORTS

Chaperones - Debra Bradshaw

Reported that many compliments were received about our students on the Spring Trip
Debra, Becky and Cindy will chair this committee next year.

Equipment - Bob Loving

There is a hole in the trailer which will need repair. The shed needs to be painted.

Hospitality - Chris Klein

Sign up sheet for refreshments for Spring Concert was circulated.
Invitations for the Spring Banquet were mailed; awaiting response.

Tribute Book - Carol Butterworth

Went to print today.

Uniforms - Linda Loving absent

Roby requested chair for this important committee. Measurements will need to be taken at newcomer meeting in June. Susan Jonte and Sallie Bartholomew will help with this.

Ways and Means - Dan Watkins

Benevolink ends 5/31. Golden Gifts will begin in the Fall
Chik Fil A - two more evenings this month
Car washes at Wal-Mart 7/21 and 8/4. The other two car washes will be held at Exxon on Ridgefield.

Committee chairs are needed for next year.

Mr. Auman's Report

Spring Concert Thursday May 24th at 7:30
Spring Banquet Tuesday May 29th

Band Camp 8/13 Everyone 8:00AM - 1:00PM
2nd week 8:00AM-4:00PM. Will need chaperones; lunch is provided
3rd week everyone 4PM - 8PM
Thursday is picnic and performance

Drum Majors attend camp at West Chester Aug 1-4

May 21st try out for Drum Majors
May 31st audition for drum line

The meeting was adjourned at 8:15PM

Respectfully submitted,
Sallie Bartholomew
Secretary