Godwin Band Boosters Minutes

Executive Board Minutes 8/1/06

Call To Order

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

The primary purpose of this meeting was to discuss and prepare the budget for the 2006-2007 year. Ten (10) board members were present meeting the required number for a vote

General Announcements

Prior to presentation of the budget, Roby presented the following;
1. Band Fee Day
Wed., August 9, 2006. A school employee must be present to handle the school fees. Roby will contact Linda Hahn.
Place: Band room
Kathy Jones and Linda Loving will provide notary services.
Volunteers are needed to help run band fee day.
2. Shed roof
Materials have been donated for the roof.
Dan Watkins contacted Sanders Roofing for an estimate; awaiting reply. He anticipates possibility of trading the repair work for and ad in the tribute book
3. Band Camp Chaperones
Greatest need is for the week of Aug 21-24 8-4PM. Dan Watkins will be available Debra Bradshaw can help and is organizing volunteers.
4. Membership Chair
Patty Dean will not be able to continue in her role as Membership Chair
Roby is seeking someone to fill this Committee Chair position.
5. Delinquent account
It was noted that there was a delinquent student account for $115.00 from 2005- 2006. Francis Campbell, treasurer, states that the current budget totals reflect this deficit. After discussion, it was unanimously agreed that Boosters will not try to collect his money.
6. Spring Trip
A student paid for last year’s Spring trip, then did not go for valid reason. Mr Auman stated that the money was never spent and so had no effect on the expenses. After discussion it was unanimously agreed that this money will
remain in the student’s account. Francis will determine where this money is reflected in the budget.

Budget Review

Roby Monday prepared a proposed budget and distributed it by e-mail to the Executive Board members. This budget was presented this evening. He explained that he compared income/expenses for the previous two years to determine estimates for this year’s budget. The Executive Board reviewed each item line by line and made revisions where needed. In-depth discussion was held regarding the following items:

Awards/Letters (“G”) none purchased last year because still had some on hand Will need to add money here for this year - $400.00 estimated.

Senior Awards - showed $0 actual in last years budget because the awards were included in the Plaques and Medals line. Mr. Auman recommended leaving the budget as proposed this year - $950 for plaques and medals and $350 for Senior Awards; the Board agreed

Color Guard Equipment - Marty Riley presented an e-mail from Carey which he & Johnna received today requesting significantly more money for Color Guard (see attached). After discussion it was agreed that more information is needed. Roby asked Marty to check on last year’s expenses for Color Guard and to identify what equipment is needed.

Equipment - Increased this year to cover maintenance, repairs and higher fuel costs Bob Loving stated that the flatbeds need maintenance including paint, wheels, frames He reports that the truck has an exhaust leak which is not a safety hazard but will eventually need repair. The Board agreed to have the repairs made now.

Transportation for field shows - increased this year to cover higher fuel costs

Fund raisers
Chick FilA is a new line item. Dan Watkins anticipates an income of 2,000.
Car washes - 4 scheduled this summer, 1 cancelled due to bad weather. Dan estimates $1.200 income
Entertainment books - anticipate lower sales this year due to economy. Dan ordered 800 books based on sales from the past two years. Because the order is under 1000 books, GBB receives 40%. GBB receives $200 in incentives up front.
After discussion it was agreed that 7700 income (includes the $200 incentive)
7500 expenses (4500 books, 3000 students)
200 net gain from fund raiser incentive to Boosters

Instruments - The total expense for this years budget, $13,000 includes $6,500 approved from last year which is shown as income, and $6,500 approved for this year.

Leadership - 3 drum majors attended. The drum capt. did not attend because he has been before The students pay 220 each (50%). The total cost for leadership camp including Mr Auman’s expenses was $1820 plus $250 transportation cost.
Membership - The number of members is approximately the same. Exiting seniors need to be contacted as alumni members.

Spring Trip Chaperones - $100 per each parent

Spring trip estimated costs
Entertainment $110
Hotel $125
Meals $125
Transportation$16,000
Cost per student estimated $650 - 700

Sullivan Scholarship 2750 - 2000 from last year plus 750 from WalMart

Ukrop’s Golden receipts - new line item

Student Financial Assistance new line item. $200 is already there as donated by Susan Taylor.

Winter Guard - Mr. Auman states that Winter Guard and drum line are self-supporting and do not receive funds from GBB. Discussion was held regarding needs for Color Guard and Winter Guard. Roby requested that Marty prepare a list of needs for the Color Guard for the Fall show.

The Executive Board approved of the changes made. A variance was noted in the final totals. The Board agreed that Roby Monday and Leon Auman will review and finalize the budget for presentation to the General Membership on Aug 31, 2006.

The meeting was adjourned at 8:30

Respectfully submitted,
Sallie Bartholomew
Secretary