October Board Meeting

Treasurer 

1. Billed for loaner jackets. Will be taken off when the jacket is returned. 

2. Fundraiser points and parent volunteer hours will be removed once the hours are met come spring. 

3. It really isn’t necessary for board members to keep track of their hours, unless you need this for your work so they can match the hours. 

4. Staff need to fill out an I-9 and they can’t get paid until this is filled out. 

5. Hops money. Some parents are waiting for their Hops money to pay their fair share. This is not helpful to our budget. We need to put something in the handbook that this isn’t good practice. 

6. Hops sign up. We think we should run this like other fundraisers and allow you to sign up for a certain amount. We need to ask Sheryl to our next board meeting to get her input. 

7. Lots of confusion between a statement (What is paid), an invoice (What is to be paid) and a sales receipt (what has been paid for merchandise). 

Fundraising

1. We secured the site for the Jazz Auction, Hidden Creek. Catering set up Gustavo and Susan Godoy. Food testing on 16th of November. 

2. The whole goal is to make more money for the band. Tickets $55 early bird special October until January. From January - March $60 and at the door $65

3. Cassie has been going over the vendor list and updating it.

4. Get the students in charge of the baskets for the auction. Christina will go to an officer meeting to get them in charge. 

5. Kids running things such as Can drive. Set up the officers with meetings weekly or so. Someone to shadow Madeline while she is still here. 

6. Flowers in spring.  

7. For Ad Sales Showcase-Have been sent out. Are on the band app and on Team Dunlop (Facebook) They are due by 9am on Friday Oct.11th. No late entries. 

8. We have secured t-shirts for the Century Showcase.

9. 50/50 raffle. Dine outs, Noodles and Co. Jimmy John and Burgerville. 

10. Pie Sales have a reminder before the last day to order as well.  (helps families to know) If we sell over $5,000.00 in pies we will get an additional $500.00 donation for the band. 

11. Want to set a date for fun run. 

Secretary

1. CutTime Email vs. Text They are working on getting both. Able to get the choice of one or the other or getting both.

2. The look of the Text. Having to choose between seasons (2023-2024 and 2024-2025) This is correct and how it is suppose to look. 

Band Utility Trailor (Silver Award Project) 

• Clara Salter is having a blanket fundraiser at the Century Showcase to raise money for the trailer. 

Food Team 

1. Food Team Budget is $6000 

2. Food Team has met 3 times now (9.24.24 latest one)- fantastic crew! Cris has created documentation to build Food binder with Lupe and Susan. 

3. For Food Handler's Cards- Idea: Volunteer Coordinator could collect data (picture of card) to add to the data spreadsheet and/or each person keeps their own. 

4. The food committee is making a wishlist of items to replace worn/missing or needed things. It will be prioritized so we know what they need first if we can make it happen. 

Props Check-in/Status - additional needs

1. Props- Finishing Skeletons and fitting to students, A-Frames Adjusting for windy conditions (adding weight and/or vinyl), Tombstone Base Repairs to dowels, Fencing completing additional panels, painting and repairing finials.

2. Make-up Team to be established for skeleton/haunted faces.

Volunteers

1. Volunteers- Thank you to everyone! 

2. Friday Homecoming Half Time Performance- Some loading on Wednesday after practice. More being loaded on Thursday And the rest of it on Friday before the game. UHaul coming on Friday. Yellow HSD Truck?- Flat Bed Trailer, good for going to Eugene.  Bringing Skeletons this time + Door w/scaffolding. Knowing that drums are used Thursday night for Bonfire and placement in Semi is near the front or perhaps these will go in the Yellow HSD truck? Sign-up went out- with note about possible time adjustments.

3. Grants Pass- volunteer needs planning: Chaperones 12-15 (utilized for uniforms, food serving, props, loading, etc) , Semi Driver, Uhaul Driver, Door/Flatbed Driver, HSD Yellow Truck, Prop Crew in addition to chaperones (need 12+ for field), Food Crew & Servers.  Sign-up coming soon!

4. Grants Pass information to announce/share at the meeting. (Mr. Dunlop is preparing the itinerary.)  We will use families who attend to help our designated chaperones to get props on/off field, serve meals and support our Century Band & Colorguard Performances and Trip! He will talk about medicine, what to pack, meals planned, staying in GPHS gym, contact numbers, chaperones, etc.  Century Performs at 2:40PM Prelims and probably sometime 8PM or later for finals (estimating being in the top 3)

Uniforms