September Board Meeting

Secretary - Patty Battin

• Registration/Travel/Medical SpreadSheet

Lives at Google Sheets 

Link to document:  https://docs.google.com/spreadsheets/d/1hSPtpe0Hh8NPd1ps0673wfeyQ_fTdB7jbLsP52rT9wY/edit?usp=sharing

Information you can find there: Birthdates, Shirt and shoe sizes, Billing information, Emergency Contact, OTC Meds, Allergies to medications, MB Allergies/Food Restrictions, parent volunteer opportunities, Signed/Read handbook, Signed payment agreement.

(Kristen Keezel has some ideas and Come Winter Season we will look at separating the food allergies/restrictions for the percussion group and the winterguard group.) 

• 2025 -26 Marching Band Roster

Lives in Google Sheets

            Link to document

https://docs.google.com/spreadsheets/d/11M-NmQV-DTzMG_iSf8habK8P1G1-G5AxNd_LekS9zPY/edit?usp=sharing

This one will tell you who all is in the band and what section they are in. 

• In Google Drive under Shared Drives you will find many documents that are shared with the other board members. There are going to be permissions where people can go and view them. As well some where you can edit certain things and then certain things you can’t edit. You will not be able to delete these. 

VP Fundraising - Heather Buxton

• 4th of July sales - We made close to $10,000 this year. 

• SIDEWALK SALE- 2 days was too much. The next one will be potentially June 27th. Profit made $488

• Candy Bags- $2 per bar students sign out 30 bars at a time and sell all the way until march

• Bandwidth run April 25th 

• Bingo at Champions in November  Raffle off 3 baskets

• Pie Sale Starts on 10/13/2025  ends on 10/29th Delivery 11/15/2025

• Showcase- Hot Tees will do the shirts for oct 25th and Nov 1st events

Shake Shack will be sponsoring at cedar hills and hillsboro locations

• Basket - Flower sales in May

• Can Drives June, July Aug,

September 6 , Oct 18th, Nov 15th, Dec13, Jan 10, Feb 7 or 21

We need someone who will take on this and run it. 

• Jazz Auction

• Restaurant nights - 2 per month

• Walk play spin-  neighborhood play

• Christmas caroling- neighborhood play

• Calendar - Sponsors for specific days. This will be in January. Can make as much as $450. 

VP Uniform 

• Century band general shirt order is open 8/25-9/7

• All students should be uniformed now

• The show shirt design been started 

• Prototype for the costume change this year? Need ASAP

Treasurer - Jason Keezel and Tom Thaxton

• Everyone has been invoiced. There were a lot of questions. 

• Band shoes have not been invoiced yet. 

• Colorguard costumes have been ordered. 

Volunteer Coordinator - Christina McClelland 

• Volunteer Application Process**NEW CHANGES 

  • New Coordinator for the district

    • Amber OwensApplications & Eligibility503-844-1506

  • New Training for all new to HSD volunteers to work in schools:

    • 90 min. Online video training covering

      • Bloodborne Pathogens

      • Security Trio

      • Child Abuse: Identification & Intervention

      • Sexual Conduct: Staff to Student

    • How this impacts our organization:

      • All current approved HSD Volunteers can continue through this cycle as is. Upon renewal everyone needs to complete the training moving forward.

      • Band Booster Proposal: Offer 1.5 hours of volunteer time for completing this process as it allows them to participate.

    • Currently unavailable to check volunteer status online as of 8/26/25

      • HSD is changing the program used and it may take 1-2 weeks for complete transition of information.

      • I can do manual checks with the district coordinator- individuals can message me

• Volunteer Hours Collected through Google Doc 

  • Using 1 Google document throughout the year- allowing for each month or event or week, whatever works best for volunteers to use

  • Collecting data in one spreadsheet to track over time

  • Sending families email responses to help document time volunteered automatically

  • Family Totals sent to Jason Keezel once requirement of 16 hours met and shared spreadsheet document will be used (like last year)

• Sign-up Genius

  • Coordinating Sign-ups and Volunteers for all events/activties, competitions, fundraisers- except Hillsboro Hops

  • Posting through Secretary to be sent through Cut Time

  • Additional posting to Band App

  • Not planning to post Sign-ups to Team Dunlop Facebook to protect privacy of families 

    • Flyers are great to post to Facebook

    • Volunteers will be directed to check Cut Time messages and Band app for opportunities to serve (on Facebook)

  • Contact information will be shared with coordinators of Can Drives, activities/events and other fundraisers to help support activity staff

• Upcoming events/activities:

  • Props- Ongoing weekly evenings 6-8:30PM with practice times

  • Sept. 6th Can Drive 9AM-Noon- (ending early to allow for lunch before band practice)

  • Sept. 13th Friends & Family Show 6:30-8PM

    • Planning BBQ for event- Cris Travis/Lupe Luna

    • Budget $12,000 for the entire year. 

      • Families support with:sides,drinks,dessert

        • 7/8/9- chips the boxes with individual bags is best

        • 10- Water

        • 11- Healthy

        • 12- Sweets

    • Inviting Rob Collins & RC Display Vans Inc. Is he able to come to this. 

  • Sept. 19th- Football Game Evening Bus at ____

    • Chaperones for Game

    • Props/Crew for performance- loading @ _______

  • Sept. 20th Bandwidth Run 6AM start for set up

  • Sept. 27th Liberty Clinic Show- all Day (load equipment night before)

  • Oct. 4 ? Sprague?

  • Oct. 10-12 Grants Pass Overnight Competition

    • Trailer

    • Chaperones

    • Food Crew

  • Oct. 25 Century Showcase- 

    • Band Sign-up

    • Showcase/Stadium Sign-up

  • Oct. 30 Homecoming Football Game performance

  • Nov. 1- Championships

• Inventory- Work/Party- TBD

• Additional Questions/Needs:

  • New Sand bags for Big Tent (use rocks inside- less messy)

Elizabeth Martinez

HOPS