A meeting of the GHBPA was held in the band room on Tuesday, October 3, 2006 and commenced at 1900 hrs.

A motion was made and seconded for the reading of the meeting minutes from the previous board meeting to be dispensed.

Wadina Thompson thanked Concessions, Pit Crew, Chaperones, Hospitality, and Guard Crew for a job well done on Saturday, September 30, 2006. She stated that the BINGO lisence was being held in suspension until a decision could be made regarding continuing BINGO at a new location, if one could be found. She also asked Mr. Kirsch to clarify band student policies at football games (i.e. staying in their sections, concession visits during 1^st quarter, cell phones, dress code, etc. Mr. Kirsch said that the students need to stay in their instrument sections during the 1^st, 2^nd, and 4^th quarters. No concession visits should be made until the 3^rd quarter during their break. The cell phone policy was to be the same as it is while students are in school. As far as dress, they are to be in their uniform bibbers and white shirt unless the band directors state that they are to be in their jackets and bibbers. He also stated that he will take care of discipline if students are troublesome.

Mr. Kirsch spoke next. He stated that he really appreciated the parent involvement and gave his thanks. Updates given:

• October 7 – 8 bands to perform at Kempsville Competition (5:30 – 8:30)
• October 24 – Competition at Hanover High School in Henrico County (12:30 – 5:00). We will perform at 4:15
• October 19 – Yorktown Day (parade on hold because of bus runs with school letting out early on that day.
• October 21 – we will take school busses to Charlottesville and to Todd Stadium because the cost of charter busses was prohibitive. It will cost around $1000 for the school busses to be used instead of close to $5,000 for the charter busses to be used.

He stated that uniform jackets are to be kept on during competitions. If they spill anything on the uniform, they are to have the uniform cleaned or pay to have it cleaned. The School Board gave $8500 for instrument/music purchases. The All State Band will be held in this area in April. It has been asked if the trailer can be used for towing the percussion instruments to go to Woodside High School for the practices and the CNU Ferguson Center for the performance. The Spring Trip dates are on hold pending the SOL dates for testing to be announced. We are planning on going to Cedar Point in Ohio. It was asked if the trailer insurance covers the people driving or just the trailer. Erica Chigos White stated that typically the insurance covers only the trailer. The driver is covered by their own insurance and the contents are school property and typically covered by the school’s insurance policy. He said that a directive was given by Stephanie Guy that stated that he students must be where they are supposed to be no later than 2PM when staying after school. They will be written up if they are in the halls.

Ellen Gellene, the 1^st Vice President, stated that the volunteer hours of parents need to be submitted by the committee chairs to their prospective executive board member for tracking. They will in turn be given to the Chaperone Chair, Jacquie Bannatt, for recording purposes.

Kathy Faron, Uniform mom, stated that the uniforms had been sent to the cleaners and she would like to have help on Thursday afternoon to put the jackets in numerical order and the collars snapped on the jackets so the students could put the jackets with their uniform pants and bags.

Kathy Nerger, 2^nd Vice President, spoke about the Scrip Sales. A motion to vote on three options of how the profits would be divided up amongst the band was made and seconded. The three options were whether as follows:

• Option 1 – 1% of profits would go to the individual student accounts based on what the individual students sold.
• Option 2 – 25% of the profit would be evenly distributed for the Spring Trip with the remainder going to the general band account to be used where needed
• Option 3 – All profits would go to the general band account and the funds would be used where and how they were needed.

A vote was taken on these options and the majority voted for Option 3.

Julie Smith, Fruit Sales Chairperson, stated that the order forms for the fruit sales had been handed out to the students. They were to be turned in no later than October 17, 2006.

Marsha Ruckle, Concessions Chair, stated that the concession sales at the last 2 football games were a huge success. She wanted to say thanks for all who helped with this.

Kathy Faron spoke for the Executive Secretary because Mark Faron was absent.

Pat Marcolini, data entry person, stated that the file sizes being sent for emailing purposes need to be watched. Their email server could not handle large files. She asked if they could be made into PDF files so they were not so large. It was also suggested that the mass emailing would only take place on Tuesdays. Everyone agreed with this thought.

Mike Powell, Web Master, asked if the executive Board members and committee chairs would mind if their phone numbers were put on the web site. He said that he would email everyone on the board to see if they agreed or not.

Cathy Dress, Remembrance Chair, spoke about senior recognition night on October 13. She stated that she was in the process of having everything lined up for this. Also, make-up pictures would be taken on October 9 in the band room. The students needed to sign up on the board if they wanted to have their pictures taken or retaken.

Pam Guilford, Treasurer, stated that the bill for our portion of the uniform costs had been submitted by the School Board (around $50,000) and it needed to be paid. A copy of the monthly financial report will be available for review at the next monthly board meeting.

It was asked if the board meetings could be held on the first Monday each month now that BINGO was not being held at the Hellenic Center on Monday evenings anymore. It was agreed that this would be fine.

Wadina Thompson thanked Mr. and Mrs. Adams (Kathy Faron’s parents) for cooking dinner for the band at the football games.

Ellen Gellene stated the “After Marching Season” Pool Party would be tentatively held at the YMCA on Friday, November 3, 2006.

Peter Gaddis, 3^rd Vice President, spoke about BINGO. He stated that he had approached BINGO City about a possible opening at the hall. He was told that we would be first on the waiting list. The owner of the Chestnut BINGO Hall had continued to approach Peter about working a game on Friday Midnights. He invited us to visit the hall. Ellen Gellene, Gail Teigler, and Peter Gaddis went on Sunday, October 1 to watch the Sunday 6PM game. The location of the hall is in an industrial area of Newport News. The hall is clean. The smoke ventilation system is good, but the hall is not smoke free. Another organization has also been approached about taking the Friday Midnight Game (midnight – 3AM). They play mainly Electronic BINGO. The owner stated that that no rent will be asked for until a profit is made by the band. The electronic bingo devices are rented at the hall at a cost of $20 to the player with $5 going to the computer company providing the devices and the rest to the organization for profit. This would be a brand new game which would not start until the first part of November or December. We would be committed on every Friday unless a group was found to share the Fridays. We would need approximately 12 workers but the exact amount would not be known until we see what will be needed. Right now in the BINGO account is $28,693. We made a profit of $629.22 profit at the last Hellenic Center game (only half payouts were given to the players) $20,875 was lost while playing BINGO at the Hellenic Center. If you deduct the progressive amounts the account would be at approximately $14,600. Concerns were brought up about location by Kathy Faron. A motion was made by Peter to return to Chestnut Bingo Hall with the board and general members to the Saturday Midnight game, with an emergency meeting to follow on Monday, October 9 at 7PM. The motion was seconded. It was asked if votes could be taken by proxy by noon on Monday, October 9. The votes would be sent to Ellen Gellene via email. The motion was voted upon and approved by majority verbal vote. It was suggested that everyone meet at Grafton High parking lot by 11PM on Saturday to carpool. Darren said he would inform the students of this visitation. The board was reminded that President Bush will be in Newport News on Saturday. Ellen Gellene informed the board that the hall owner predicted that the band would make $40-$45 per person playing. They would probably break even in the first few weeks of working the game but then they would make $2000 per game profit. Darren reported that Poquoson band was interested in starting BINGO, but they don’t have the financial resources. Peter Gaddis was interested in working with them as Grafton established the clientele. Pam Pugh reminded the board that it is illegal to have outside groups come in – be careful with DCG rules. Poquoson would have to come into the Grafton Organization.

The meeting was adjourned at 8:57 PM.

Submitted by Kathy Faron for Mark L. Faron, Secretary GHBPA