Patty Battin
Jun 2, 2026
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
PRESIDENT- Christina Saribay
Fireworks/Fundraising
- Fireworks booth is the biggest fundraiser (last year $11,000; this year stock increased by 30%). Meeting 6/13 @ 7:00 PM at Rock Creek Church to review product, delivery, tent and operational plan to finalize details
- Operations plan: build wooden boards, chicken wire sides for full exposure on Cornelius Pass; Jared will assist with display build.
- Overnight coverage required (booth cannot be unattended). Band pays $100/night for overnight worker slots. Generators must run continuously to power AC/coolers.
- Cash handling: team needs a rotation for money pickup during the day; if large cash inflows occur, plan bank drops.
- Volunteer/build help requested for prop/build tasks and extra hands for setup
- Financial outlook: last year ~$11,000 revenue; vendor increase of 30% aims to make this a major contributor to bus/transport costs.
- Fundraising pipeline: can drive timing discussed for June/July/August with a goal to run another push in June to maximize funds.
- Email Ryan Pietrich to discuss Parks & Rec cooperation, transportation/stipend expectations and whether district funding can offset costs
VOLUNTEER Coordinator- Christina McClelland
CALENDAR:
?Leadership Workshop for Section Leaders, drum majors?
Tuesday, June 2 Board Meeting 7PM
Thursday, June 4 Graduation
Pizza After school (Mr. Dunlop?)____
Concert attire- Concert, Symphonic & Wind Ensemble
Band Bus at 4:30 PM
Up to 3 Chaperones- Christina McClelland, _____, ____
Saturday, June 6 Rose Festival Grand Floral/Starlight Parade
Bus Call Time 5PM at school leave at 6PM
U-Haul for Percussion/Big instruments- Elmer Javier
Time for loading ___________
8 Chaperones (wear black parade polo shirt)-
4 wagons (Lisa C, Tiffany, Kelena, Christina M.) Trade off with runners
4 runners (Scott M, Aaron S, Jessica C., Karen W)
Water- gallon jugs to pour into ice filled squeeze bottles
Do we need to purchase more bottles? ________
Lights/ Additional gear for parade
Light up Sign for parade- students carrying it ________ __________
Fairy lights per instrument- Lisa C.
Shakos/wraps- Tiffany
Tuesday, June 9 Parent Meeting 7PM
Invite incoming Freshman parents to join and learn fundraising info and camp dates for summer
Band Buddies list
Thursday, June 11 Last Day of School
Student Leadership Party at Frances Street Park
Time for event
Each class brings items to share:
8/9-
10-
11-
12-
Saturday, June 13 Bottle/Can Drive
Sign ups are out
Fundraiser point for current year- 25-26
Prize to encourage participation
Fireworks Booth ~June 22- July 4 Fireworks Booth
Bekah DePry & Jessica Codekas (leads)
Key to have 10 nights covered- ideally with trailer on site and family/team
$100/overnight security
Coverage for nights- Sign up for rest?
Treasurers, Fundraising, President for $ pick up throughout the sale? Sign up for certain days?
Generator fuel fill ups- stand leads, overnight person?
Double shift numbers requested this year by TNT & ~40% more fireworks
Students earn fundraiser points (2-3 shifts), Adults earn hours
Idea: Fortify tent with chicken wire/wood structure to roll up walls?
Team to build out (dates/times)
Existing supplies?
Budget for this?
Saturday, July 4- Hillsboro 4th of July Parade-
We are the first band- National Anthem w/Grand Marshall
Pick up uniforms date(s) time(s) ______________
Call time at Peter Boscow _____________
8 + chaperones - 4 wagons for water + Runners
Saturday, July 11- Bottle/Can Drive 9 AM- 1PM
July 6-17 (Jazz Academy)
M-F 9-Noon with concert on July 17 evening 7PM?
August Can Drive Date or skip to Sept ??
August 10-14
Percussion Camp from 10 AM- 3PM
Guard Camp 6-9PM
August 17 (Mon) Band Camp Freshman/New Marchers & Section Leaders 10-4PM
August 18-22 BAND CAMP ALL (Tues-Sat) 10:30 AM - 9PM
August 24-28 BAND CAMP ALL (Mon-Thurs) 10:30 AM- 9 PM
Tuesday, Sept. 1
School starts (Grades 1-6, 7, 9)
BOARD MEETING 7PM-
Do we want to meet during band camp week for planning season, props, band buddies, food, uniform cleanings and fittings?
Proposed dates/times?
CHS Dates 26-'27 School Year from Office:
8/31 Open House, 5:30-7:30
9/2 1st Day for 10-12th grades
9/7 No School Holiday - Labor Day
10/19-10/23 Homecoming Week
10/23 HOCO Game-
10/24 HOCO Dance
Volunteer Stats:
Total Recorded Hours 8988.42 _ (as of 6/2 at 2PM)
Family Completions to Jason Keezel 74
Due Dates:
May 1st for Seniors
June 1st for all others
Winter Groups- $125 Fees Waived with 10 hours of volunteering
Marching Groups- $200 waived with 16 hours volunteering
Partial volunteer hours will be credited at $12.50 per hour
Volunteers Approved to date 134
Questions & Future tasks?
New Families to get approved & fingerprinting for Volunteering over the summer
Update/Review Bylaws if desired-Summer?
Add a Food Position/Role?
Generalize the tools/programs used in language of document (instead of CHARMS, etc.)
Any specific volunteer needs/requests or Special Projects?
Inventory of Supplies/Clean Tent - possibly during future can drive- summer time before Fall Season
NWAPA Fall Calendar Competition Opportunities- Which ones are we doing?
9/26 – NYMA Fall Clinic Event @ Liberty HS, Hillsboro OR
10/3 – PCI @ Sprague HS, Salem OR
10/3 – KMIM @ Mariner HS, Everett WA
10/10 – Sunset Classic @ Sunset HS, Portland OR
10/10 – PNW @ Grants Pass HS, Grants Pass OR
10/10 – PNWMBC @ Union Stadium, Mead WA
10/17 – Century Showcase @ Hillsboro Stadium, Hillsboro OR
10/24 – LMAC @ Hillsboro Stadium, Hillsboro OR
10/31 – NYMA Fall Music Games @ McKenzie Stadium, Vancouver WA
11/7 – UofO Festival of Bands – NWAPA Championships @ Autzen Stadium, Eugene OR.
TREASURERS- Jason Keezel & Tom Thaxton
Budget
- Fireworks expected to be a major fundraiser to help cover bus/transport costs; target to capture additional revenue this season.
- Current budget considerations:
- Trailer: target budget $3,500–$4,000 to host Color Guard trailer (buying/allocating a trailer saves future U-Haul/gas costs). Moved and seconded.
- Scholarship / student fund: ~$4,500 in a separate student scholarship fund available for camps.
- Camps support: proposal to offset leadership/drum-major camp costs — suggested approach:
-Offer partial subsidy (example proposals discussed: $100 per student for leadership, drum-major support up to $300 per major) rather than full coverage. Moved and seconded.
- Private/small group lessons to support brass proposed: Make subsidies conditional on student commitment (parents pay a portion, e.g., $25/lesson for private lessons) to ensure "skin in the game." Plan small-group or back-to-back one-on-one lessons to reduce per-family cost. Max budget of $2000 proposed and seconded.
- Keep fundraising targets and budgets: aim to remain within $3,500–$4,000 for trailer purchase and cap camp subsidies.
Jim Dunlop
Camps, lessons and summer training
- Jazz Academy: scheduled July 6–17 (announced). Promote to families now (band app links) because summer calendars fill fast.
- Leadership camp (three-day program at West Salem): planned in mid/late July; proposal to subsidize qualified leadership students; consider up to $100 per leadership student and $300 per drum-major to offset costs depending on sign-ups.
- Brass/trumpet support: proposal to hire a brass teacher for a weekly block (e.g., 6-hour block or multi-week package) and offset cost by parent contributions (e.g., parents pay $25/lesson)
- Mr McKelvey Jazz party. June 9.
Decisions / communications
- Cancel this week’s parent meeting; communicate via band app and other channels that the official parent meeting is postponed and that a summer/early-August meeting (ice-cream social) will be scheduled instead.
- Presell yearbooks next year
- Schedule a parents meeting early August to announce the show/uniform pick-up timeline and onboarding for new-season volunteers.