Patty Battin
Dec 2, 2025
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
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 Uniform Lisa Cavanaugh
We only have 80 of 124 Glenco uniforms in the closet in the theater room. Do the students have them? They shouldn't at this point. I'm going to check with my seamstress to see if anybody's still working on them, but that's a lot to still be out.
Our uniforms, most of them are up for washing, some have started to come back, there's two that I don't know who they belong to, the bibbers are not on my list, and the name tags have fallen off.
I have about 10 uniform bags I can't find. I have the jackets for the kids, but no bibbers and uniform bag. I don't know where they are.
I have a list of the names there, but they don't match the bags I have that don't have jackets.
I also have bags that are empty of jacket but have bibbers, and I can't match the jackets up to my list. At some point I think I'm just going to have to resize all these students.
I do have jackets. It's not that I don't, I can't figure out where those all went.
I have three different issues going on. The missing uniform bags, the jackets that don't match up to somebody's numbers, and uniform bags with bibbers, but I don't have a jacket that matches up to them.
We are working on how to get the uniforms and instruments to Orlando in April. We definitely want to put them in garment bags and suck the air out of them. We want to see how many uniforms can fit per extra large bag. A vacuum seal that will shrink the clothes down.
We could ship them there and back.
I am slowly getting the formal wear out. I need to email parents to remind them to pay.
Are we going to buy the percussion jackets? We also can't order that style anymore. Some parents want to get them because their kids are graduating soon, and they want to have the old one.
VP Fundraising - Heather Buxton
The one more time around marching band wants to secure a date for Louie Louie. And so the date that they prefer is May 22nd, but they'd be lined with May 29th as well. We will go with May 29th.
Selling Tamalies and egg rolls, we have to offer fresh cooked ones for people to take with them as well as the frozen ones if they want.
The idea is that we are a one-time restaurant and a temporary restaurant permit.
The pies did pretty good. We made overall about $2,900. The band got $614. The kids got $2,317, which is an average of $36 each.
If they were to just make as much as they did in pie sales, they would have to sell three packs because they're going to make like $10 off of each pack. Tamales has six and the egg rolls has 12.
The calendar fundraiser money grab that we will announce at the next parent meeting.
The calendar fundraiser is a great way to do a money grab. It gamifies it.
For every day they practice X amount of minutes, they get sponsored for that day that they practice. So if I sponsor them on the 1st, I give them $1.
If I sponsor them on the 25th, I give them $25. The whole calendar makes $456. Due to fees you wouldn't actually make $450, but you make at least $400.
We still need someone to focus on fireworks. Fireworks is not until end of June next year.
Marlisia has raised us a lot of money with restaurant fundraisers, because she's able to focus on it.
We need more volunteers to help with the Auction spreadsheet. I would love to find people to sit on their couch and fill in the spreadsheet. That's literally all they need to do.
For our March 7th can drive we can collect cans in South Hillsboro and hand out flyers for the bandwidth.
Winter concert, we had talked about having something to sell at every concert. Cluster concert went really well.
Treasurer - Jason Keezel & Tom Thaxton
So far this year we've made $6,200, last year we made about $6,800 and we paid out about $4200 in fees to the various instructors and what have you.
We're in a positive space from where we were last year. We've collected about $4,000 more in fair payments than we had at this point last year by way of comparison.
Century Apparel, I've got more in expenses than I have in sales. Do we have a big giant box of unused t-shirts and stuff and what have you sitting around somewhere? I don't know how that orders. I pulled from his order because he orders for the staff and everything and that's a big chunk of it.
Some of that was due to us giving a shirt to the students who are participating.
Winter invoices have been sent out.
Missing a few students we need the information.
We had a new application for financial assistance. Student has been involved with some fundraising opportunities. They have 5 points at this time. We have approved this application.
Volunteer Coordinator - Christina McClelland
We're all to date as of yesterday with the entries. So everything's been sent to Jason if it's been turned in. I'm posting the Google form, so people can continue to turn in their hours. So that's been really good having the different payment things.
We still have pop-up tents. If you hear of anyone, they're in train number one. If they're missing their pop-up tent, I've reached out to individuals.
We've got the cheesecake delivery. We're going to get two chaperones for SkyView.
Parent meeting is next week. The Burgerville fundraiser is on the same day, Tuesday Dec. 9th. and it goes until 9.30pm, by the Hillsboro Airport.
Our next can drive is Dec. 13th. I'll get the sign up to Chloe so she can get that out.
Winter concert on Tuesday Dec 16th.
All-night party Fri Dec 19th.
the biggest class needs to bring the junk food the smallest class needs to be the healthy snacks.
Pep band begins again in January.
There's a winner blues concert on February 12th.
Volunteer Application Process- Website and applications are working!
New Coordinator for the district
Amber Owens Applications & Eligibility 503-844-1506
Processing speed for new applications is faster this Fall
Volunteer Status page looks different in new system- send pic anyway
Checking through Expired- close to Expiring status within group- please keep up with renewals.
Total # cleared volunteers
Band Webpage getting updated with volunteer info- thank you Niki Carr!
Volunteer Hours Collected through Google Doc (to share for parent meeting)
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)
Mr. Dunlop
We have 22 A guard, most we've ever had since I've been here. And they look great.
Prop pushers are learning how to do something to be in the group.
I think that would be good for us to do a donation push for the group in December just for people who want to donate to the band. Sending a letter to family and friends. I think we could air tag it for a couple things like the luggage for the trip. We could air tag it to scholarship.
There usually are some people who would like to donate to the group..