Godwin Band Boosters Minutes

Executive Board Minutes 9/11/07

Call To Order

The meeting of the Godwin Band Booster Executive Board was called to order by President, Roby Monday at 6:37PM.

Roby expressed many thanks to
- EVERYONE who helped with band activities over the summer
- Special thanks to:
* Everyone involved in overseeing the planning & execution of all the car washes and to all the parents who helped. The car washes were very successful.
* Chip Bragg and Robert Driggers for getting our many vehicles serviced and
properly registered
* Debra Bradshaw, Cindy LaFratta, Carol Butterworth, Vicki DeLand, Rachel Jordan and Teresa for overseeing Band Camp and all the many parents who helped
* Board members who set up for picnic
* Thanks to Chip Bragg and Robert Driggers for getting our equipment ready for another season. They fixed the truck and obtained a new battery for the ATV. The shed has been cleaned out but still needs more work. The new roof is completed. Painting efforts were begun on the shed and will be completed soon.

Announcements
Make sure to sign attendance sheet and return to Sallie
* Wear your name tag at each meeting and other band gatherings. If you do not have a name tag, let Sallie know.
* Roby welcomed Laura Hudson and Debbie Dip who are now co-2nd VPs, Ways and Means and our newest members of the executive Board!

Approval of Minutes

Roby reminded the Board that the Minutes are posted on the website
The Board voted to approve the June 4, 2007 as posted on the web.

Treasurer's Report- Frances Campbell

Francis distributed a budget summary based on the budget approved by the General Membership on Aug 30, 2007. The summary includes balances of the Savings account, Checking account, and Net available funds. Details are available upon request from Francis. Financial activity since July 1, 2007 includes the revenue from the car washes. The following were approved last year and purchased this summer:
power washer $150.00
canopy $ 170.00

The highlight of the summer was the purchase of the Crossmen Drumline set. These cost $8,900. The full cost of a new set would be $64,000. Certificate of Insurance - $375. The County pays this so it is not an expense for GBB.
Need tags for the white trailer. After discussion the Board approved $70 for a permanent tag vs. $18 each year. Francis will obtain this.
Camera - this was approved in the budget last year; anticipated cost $200-250
Band photo for 2006-2007 will be framed costing $200-300.
This was budgeted under "Misc." last year
After discussion it was agree to budget $300 to frame this year's photo under "Photography" and to include this cost in future budgets.

As of today, GBB has received payment of student fees from all but 12 students. Roby has e- mailed or phoned those who have not yet paid. Information is not available for some of them. Mr. Auman will remind these 12 students.

Roby pointed out that the budget reflects a shortfall this year due to lack of a 2ndVP, Ways and Means at the time the budget was developed and because we cannot foresee how successful the Field show will be. Roby requested that approval for expenses be obtained first. Please state specific purpose and dollar amounts for expenses. Roby reminded committee chairs to keep a record of what your committee is spending and stay within budget limits. Due to the shortfall in the budget, we need to be careful of our spending rate.

Boosters did better on the car washes than expected. There is the possibility that Wal-Mart will honor their agreement to contribute matching funds. Also, our actual membership fees should be higher than was initially estimated in the budget. Last, we are planning to host the Atlantic Indoor Association finals here, which will bring in significant extra income. Thus, Boosters should be able to avoid using savings.

COMMITTEE REPORTS

Chaperones - Debra Bradshaw-Cindy LaFratta

The first game, which was away, went well. Debra reported a terrific response from parents to chaperone events. She described duties involved in chaperoning and answered questions regarding chaperoning games and competitions. The band section is designated for band kids only. There are 9-10 chaperones for each game. Debra sends e-mail reminders prior to each game or competition. She circulated sign-up sheets.
She reminded parents that a Medical form must be on file in order for the student to travel to games, competitions and for the student to receive any medication or treatment.

Concessions - Cindy Basil absent

Equipment -Chip Bragg/Robert Driggers

Things went well at the away game last week. The students are not helping load the pit equipment. Michael Auman talked to them to today. Many people have volunteered to help this year. After discussion, it was decided that the chairs would make up a schedule and distribute it to rotate the manpower. Help is still needed for the Nov field Show.

Membership - Sandy Philp

All but 12 students have paid fees. Sandy will follow-up with them. The directory is underway with plans to have it available in Oct.

Hospitality - Chris Klein

Senior Banquet is Nov 2. Plans are underway for this event.
Arrangements have been made for senior parents walk onto the field from the Godwin side in order to see the last half time show.

Uniforms - Susan Jonte/Linda Hahn absent

Roby reminded the Board of the importance of this committee and that more volunteers are needed. Mr. Auman announced that the new shoes will go home this week. The new pants will arrive this week.

Field Show - Roby Monday

There is one band registered so far. We anticipate a good turn out based on the success and positive responses from attendees of last years show
Roby requested volunteers for Committee chairs
Planning meeting will be scheduled soon - watch for e-mails
Chris Klein agreed to do Trophy sponsor sign-up again? The sign-up sheet will need to be posted soon.
Possible vendors discussed including:
Northern VA T-shirts - Roby will contact
Just For Drums - Michael Auman will contact
Reeds N things - Vickie DeLand will contact
Real Music and Harrison Music have already been contacted

Guard Parents - Johnna and Marty Riley absent

Photography -Carol Butterworth absent

Ways & Means - Laura Hudson and Debbie Dip

Sold items on Back to School night for an income of $63
Money raised by students Entertainment Book and Fruit sales goes into the student's account to pay for the Spring Trip
Entertainment Books will be handed out on 9-12-2007, sale ends 10-3-2007 Students receive approximately 11 for each book sold.
Fruit sale - Begins on Oct 1, 2007. Pick up will be Dec 6. Volunteers are needed on this day to help.
The Band Booster Polo shirt is still available. A new baseball-style shirt is now available. It is white with red sleeves; the words "I'm with the band" are on the front and "Godwin Marching Eagles" are on the back. Forms for these shirts were available.

Web Site - Mark Bartholomew absent, Roby reported

Lori Green will be keeping an eye on the web site to make sure things are current and accurate. Her job has changed and she is out of town more frequently. Plan to observe how this communication process flows.
New photos from 2007 band camp will be posted

Audit Task Force - Cindy LaFratta

Roby announced need for chairs of the Tribute Book committee.
A Tribute book was circulated. A request will be made at the General meeting.

Roby asked if the Board is interested in inviting Mr. Myers to attend a meeting this Fall. After discussion, the Board agreed to invite him to the November meeting. Roby will extend this invitation.

Band Director's Report - Mr. Auman

Deferred to the General Meeting

Meeting adjourned 7:28PM

Respectfully submitted
Sallie Bartholomew
Secretary

General Membership meeting 9/11/07

Call To Order

The meeting of the Godwin Band Boosters General Membership was called to order by President, Roby Monday, at 7:30PM.

Roby Introduced the Executive Board. Board members and their contact information are listed on the website. Roby welcomed Laura Hudson and Debbie Dip who are now co-2nd VPs, Ways and Means, and our newest members of the executive Board!

Announcements
" Roby expressed many thanks to
- EVERYONE who helped with band activities over the summer
- Special thanks to:
Everyone involved in overseeing the planning & execution of all the car washes and to all the parents who helped. The car washes were very successful.
Chip Bragg and Robert Driggers for getting our many vehicles serviced and
properly registered
Debra Bradshaw, Cindy LaFratta, Carol Butterworth, Vicki DeLand, Rachel Jordan and Teresa for overseeing Band Camp and all the many parents who helped
Board members set up for the picnic
Thanks to Chip Bragg and Robert Driggers for getting our equipment ready for another season. They fixed the truck and obtained a new battery for the ATV. The shed has been cleaned out but still needs more work. The new roof is completed. Painting efforts were begun on the shed and will be completed soon.

The membership expressed appreciation and thanks to Roby Monday
for his dedication and service as President for a second year.

Approval of Minutes

Roby explained the band website: godwinband.org. The calendar is posted there but may take 3-4 clicks to access. Roby informed the membership that the Minutes are posted on the website. The minutes can be accessed from the website; therefore the membership usually votes to not read the minutes at the meeting. We do not meet over the summer so the last minutes are dated June 4, 2007 and have been posted. The membership voted to approve the June 4, 2007 minutes as posted on the web.

Treasurer's Report - Francis Campbell

Francis distributed a budget summary based on the budget approved by the General Membership on Aug 30, 2007. The summary includes balances of the Savings account, Checking account, and Net available funds. Details are available upon request from Francis. Financial activity since July 1, 2007 includes the revenue from the car washes. A power washer, $150.00, and canopy $170.00, were purchased this summer.

The highlight of the summer was the purchase of the Crossmen Drumline set. Mr. Auman answered questions from the membership regarding this purchase. It is a 2 year old set of drums in excellent condition. New heads were provided by the drum company at no cost. The set cost $8,900. The full cost of a new set would be $64,000. The previous set was 20 years old; we plan to sell it.

Francis and Roby provided answers to questions regarding the budget raised by the membership. Roby clarified that the role of Band Boosters is to support the band through fundraising efforts to enable the students to be the best they can possibly be. A purchase such as the Crossmen Drumline set is the essence of what Band Boosters is all about.

Booster fees cover meals before games and during band camp and transportation to competitions. Francis explained that part of GBB expenses is our registration fees to attend shows/competitions. A source of revenue for GBB is the entry fees other bands pay to attend the show that we host.

COMMITTEE REPORTS

Chaperones - Debra Bradshaw-Cindy LaFratta

The first game, which was away, went well. Debra reported a terrific response from parents to chaperone. She described duties involved in chaperoning and answered questions regarding chaperoning games and competitions. Chaperones receive dinner. The band section is designated for band kids only. There are 9-10 chaperones for each game, maximum of 15. Some of the games are already full for chaperones. Debra sends e-mail reminders prior to each game or competition. She circulated sign-up sheets for games/competitions that still need chaperones.
She reminded parents that a Medical form must be on file in order for the student to travel to games, competitions and for the student to receive any medication or treatment.

Equipment -Chip Bragg/Robert Driggers

The band is ready. They described the role of equipment dads. They help the kids haul the large instruments: tubas and pit instruments, on and off the field. Many have volunteered so a schedule will be sent out soon. Help is still needed for the Nov. field Show.

Membership - Sandy Philp

All but 12 students have paid fees. Sandy will contact them. She also contacts recent grads regarding associate membership. She is preparing a directory with plans to have it ready by Oct. Parents should have gotten some e-mails from Sandy by now. If you are not getting e-mail, please let her know.

Concessions - Cindy Basil

Provides third quarter drinks and snacks for sale to band kids and their families only - look for stand under the bleachers. Items cost $.50-$1.00; small bills, change is helpful.

Ways & Means - Laura Hudson and Debbie Dip

Money raised by students, Entertainment Book and Fruit sales, goes into the student's account to pay for the Spring Trip
Entertainment Books will be handed out on 9-12-2007, sale ends 10-3-2007. Students receive approximately $11 for each book sold. The sample book either needs to be returned or purchased at the end of the sale. Students can pick up filled orders on Mon and Wed.
Fruit sale - Begins on Oct 1, 2007. Pick up will be Dec 6. Volunteers are needed on this day to help.
The Band Booster Polo shirt is still available. A new baseball-style shirt is now available. It is white with red sleeves; the words "I'm with the band" are on the front and "Godwin Marching Eagles" are on the back. Forms for these shirts were available.

Uniforms - Susan Jonte/Linda Hahn absent

Mr. Auman announced that the new shoes will go home this week. The new pants will arrive this week.

Field Show - Roby Monday

Roby described the Field Show event. This is Godwin's 10th annual Field Show. We have a high reputation for providing a quality show, service. It is a great source of revenue for the Boosters. We anticipate a good turn out based on the success and positive responses from attendees of last years show.
Roby requested volunteers for Committee chairs. He also reminded the membership that there are many ways to volunteer on the day of the show.
Planning meeting will be scheduled soon - watch for e-mails

Photography -Carol Butterworth

Photos were taken of summer band camp and will be given to the webmaster for posting

Roby announced need for chair for the Tribute Book committee chair
- A Tribute book was circulated. The tasks of this committee described as layout, AND selling ads. Carol Butterworth offered help from Photography.

Band Director's Report - Mr. Auman

Spring trip date change: April 10-13, 2008.The destination is Myrtle Beach. Cost will be under $500.

He reports that overall the band is working hard, the kids are playing well, and have progressed quickly in the first few weeks.

Concerts are posted on the calendar

Competitions:
Oct 6 in Charlottesville. Will leave after lunch. We are aware that is an SAT testing day. Oct 13 is at Deep run. VBODA is Oct 27. departure times TBA.

The Board agreed to host the Atlantic Indoor Association Final Championships the first weekend in April. This will be a two day event. It is a great source of revenue.

Mr. Auman reminded parents that attending practice is part of the band grade.

Roby concluded the meeting by reminding the membership that all of the Booster tasks require manpower; he encouraged everyone to volunteer.

Meeting adjourned 8:30PM

Respectfully submitted,
Sallie Bartholomew
Secretary