Godwin Band Boosters Minutes

Executive Board Minutes 6/5/06

Call To Order

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

Approval of Minutes

The minutes of the May 1, 2006 meeting were approved.

Treasurer's Report

Roby Monday distributed and summarized the treasure’s report which was prepared by John Lawrence who was absent this evening. John reviewed this report with in-coming treasurer, Francis Campbell, yesterday evening.
Roby highlighted the following:
Regular Checking balance $25,542.18
Regular Savings Balance $5,459.17

Designated funds
Total designated funds: $9,512.60. This includes two $1,000 scholarships (total $2,000), student accounts of $977.60. $6,500 have been authorized for purchase of instruments. The Board will discuss what further can be done. (See Mr. Auman’s report).

Outstanding fees/debts
There is an outstanding Winter Guard fee of $35.
The tribute book cost more money to print than has been received. One sponsor has gone out of business. We are still waiting for payment from 3 other sponsors.
WalMart has not responded to our grant request last December although we expect to hear from them soon. Roby has made several phone calls and will follow-up with the contact person there..
A student owes $115. Mr. Auman is working with this family.

Audit
June 30, 2006 is the end of the fiscal year. An audit will be conducted. Jim Schubert, chair of the audit committee, will conduct the audit. Two other are needed for the audit Kathy Jones, First Vice President, will participate; one other person will be selected.

Susan Taylor’s Gift

Plans for Tonight’s General Meeting

Calendar

Band Camp

Committee Reports

Chaperones - Chairs: Becky Davis, Cindy LaFratta, Debra Bradshaw

Color Guard - Chairs: Johnna and Marty Riley. Need two more people.
They are unsure how many new Color Guard students will be present this evening. Fliers were sent home from the Middle Schools.
The Color Guard was given monetary awards at two competitions last year. A line item is needed to ensure this money remains budgeted for the Guard. Roby requested that the committee develop a proposal to present at the next meeting.

Field Show - Chairs needed. Date is Nov 4, 2006. Invitations have been sent. (see more details in Mr. Auman’s report).

Membership - Chair: Patti Dean. She will need help

Newsletter - Chair Bev Myers. No report this evening.

Tribute Book - Roby thanked those on last year’s committee for an outstanding job.
Chairs are needed for this year.

Ways and Means- Chair Dan Watkins
Chick Fil-A nights - there will be 24 of these throughout the upcoming year. They will be held on Fridays from 5-8PM. The next one is 6-16-06. Dan reports that there is much support at Chick Fil-A from current Godwin students employed there and managers who once attended Godwin. Any students who want to be present at Chick Fil-A on these evenings are welcome. The proceeds are higher when Godwin folks are present and can reach as high as $200. The website needs to be updated to include all of these dates. Brewster coupon booklets will be for sale. Band boosters will do a joint sale of Cookie Dough and Entertainment books with Chorus. Businesses such as Lowe’s and Home Depot have inquired about the band performing in front of their stores. The cost of transportation there is approx $1000 so this is best coordinated with a field show.

Concessions - Need a chair. Cindy Basil and Karen and Hank Wood have offered to help

Equipment - Chairs: Bob Loving and David Stinnett. Robert Driggers can help but is unable to chair. In July the committee will assess the truck and make any repairs needed. The flat bed trucks need some repairs and paint. This will be taken care of this summer. The storage shed needs roof repairs. We are exploring the possibility of donation of materials and will rely on parent volunteers to help repair the shed. Dan Watkins is also getting an estimate on the same job with the intent of possibly trading advertisement as a way to negotiate a lower price. The work needs to be done this summer

Hospitality - Roby thanked last year’s committee for a wonderful Awards Banquet
Chairs: Chris Klein, Carol Butterworth, Laura Taylor

Uniforms - Chairs: Susan Jonte, Linda Loving.
Color Guard - need t-shirt sizes; this will be taken care of over the summer.
Nylon jackets - Priscilla is handling these. Cost varies from $68-78 depending on size. Wool jackets - Linda will get the information about the cost and dates for orders. The cost will be approx $160-180.
Band - a student is working on the t-shirt design. She will submit it to the Uniform committee within the next week.

The Auman Report

The Show is entitled “Behind the Mask” and will be a blend of pieces and concepts from The Phantom of the Opera, Dr. Jeckyl & Mr. Hyde, and Hallowe’en. The drum feature is African Drumming based on Hallowe’en and using African Masks as visuals. The students received music for the opening piece today and did well with it.

Invitations for the Nov 4th Field Show at Godwin were sent out. This mailing was done in conjunction with Powhatan and Middlesex High Schools as Godwin is pooling resources with them. The date is posted on the website and another mailing will be sent..

Winter Guard Drumline Show will not be he first weekend in March due to the Variety Show being held at Godwin. Date TBA.

Spring Trip date TBA, possibly the first week of April. Plans are underway for a trip to NY

The band will march in the Ukrop’s Christmas parade Dec 4, 2006

There are new students from Byrd, Pocahontas and Moody MS. There is an estimate of about 10-15 kids moving into the area.

The Monocan game has not been decided if it is away or at home and so a decision about whether or not the band plays at that game has not been made yet.

An order has been placed for musical instruments including vibraphone, xylophone, quints, and carriers. This uses the $6500 authorized to purchase instruments.
In addition, other instruments and items are needed including a tuba, CD recorder. The additional request is for $6264,
Roby requested that Mr. Auman develop a wish list and present it at the next meeting. A motion was made to table the decision about authorizing funds for these items until the next meeting.

The meeting was adjourned at 7:28PM

Sallie Bartholomew Secretary

General Membership Meeting 6/5/06

Call To Order

President Roby Monday called the General meeting of the Godwin Band Boosters to order at 7:35 PM.

Welcome

Treasurer’s Report

The “Year in Review” video was shown

Newcomer Orientation

Introduction of Committee Chairs

Equipment - Chairs: Bob Loving and David Stinnett.
Bob described the role of and tasks involved in this committee and encouraged those with muscle power to sign up.

Hospitality - Chairs: Chris Klein, Carol Butterworth, Laura Taylor.
Martha Phillips, past chair, presented information about hospitality including the upcoming picnic at the end of band camp, and the senior dinner, awards ceremony and receptions after concerts.. She welcomed new parents willing to help.

Ways and Means- Chair Dan Watkins
Dan explained that proceeds from sales benefit the band in two ways:
1. Student funds for Spring trip
2. Cover Band expenses
Fund-raising occurs year round and includes the following:
Chick Fil-A nights - there will be 24 of these throughout the upcoming year. They will be held on Fridays from 5-8PM. The next one is 6-16-06. Any students who want to be present at Chick Fil-A on these evenings are welcome. The website will be updated to include all of these dates.
Brewster coupon booklets will be for sale.
Will do a joint sale of Cookie Dough and Entertainment books with Chorus.
Ukrop’s Golden receipt. Link your customer card and GBB receives 3%.

Uniforms - Chairs: Susan Jonte, Linda Loving.
Uniform measurements for new students were done at this meeting.
Nylon jackets - Priscilla Biddle is handling these. Cost varies from $68-78 depending on size. Wool jackets - Linda will get the information about the cost and dates for orders. The cost will be approx $160-180.
Parents informed that the orders are placed once in August so sign up if interested to ensure notification of dates.

Color Guard - Chairs: Johnna and Marty Riley. Need two more people.
Announced that there will be an organizational meeting for Color Guard at the end of June or early July. The Color guard meets on Tues and Thurs in July to practice. Johnna asked that if you know anyone interested in Color Guard, additional try-outs will be held. Fliers regarding the auditions went out the Middle Schools

Newsletter - No report this evening.

Roby announced that chairs are need for the following committees:
Field Show -
Membership - Chair: Patti Dean. She will need help
Tribute Book
Concessions
He encouraged parents to read over the committee descriptions in the packet and to sign up to help.

Website
Roby encouraged band families to use the newly updated website www.godwinband.org as a source of information including leadership, committee chairs, news, minutes, fundraisers, forms and event dates.

All of the upcoming freshman on the list we were given, around 40, were called by the freshman liaison. Only about half showed up for the meeting. We don’t know the reasons for the poor turnout however compared to previous years, this is about normal. It’s noted that there was inadequate communication at Pocahontas and Byrd Middle Schools at their Spring Concerts, even though flyers were handed out.
We were either not allowed to have some time to speak at the concert or we didn’t have someone to speak to announce the meeting.
The students who did not attend will be contacted again by the freshman liaisons to inform them of fee day and band camp.

Auman’s Report

Introduction of Student Leaders

Calendar

Award Winning band and other Activities
Received Superior ratings at the Fall and Spring shows meeting the requirements for a VA Honors Band.
GHS received the VMEA Blue Ribbon award - Band, Chorus and Choir all received superior ratings Only Godwin and Deep Run received this highly esteemed award.

Mr. Auman opened the floor for questions.
He clarified Marching Band, Symphonic Band. Advanced Band, Wind Ensemble, Jazz Band and Percussion Class.
Activities during non-marching season include: All County, All District and All State Band, Band Festival, Spring Concert.. GHS will march in the Ukrop’s JCC Christmas Parade Dec 2nd with Varina.HS. Two rehearsals will be required for this.

Spring Trip - plans are underway for a trip to NY.

The Show for Marching Band is entitled “Behind the Mask” and will be a blend of pieces and concepts from The Phantom of the Opera, Dr. Jeckyl & Mr. Hyde, and Hallowe’en. The drum feature is African Drumming based on Hallowe’en and using African Masks as visuals. The students received music for the opening piece today and did well with it.

Current Band Booster members shared positive experiences for their students and themselves and encouraged newcomers to participate.

The meeting was adjourned at 8:28PM

Sallie Bartholomew, Secretary

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