Patty Battin
Oct 7, 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 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.
Volunteer Coordinator - Christina McClelland
Volunteer Application Process- Website and applications are working!
New Coordinator for the district
Amber OwensApplications & Eligibility503-844-1506
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 102 individuals documented w/4 pending
Band Webpage getting updated with volunteer info- thank you Nikki 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)
Total Hours to Date
772.25 hours on google form
121.25 hours manual entry
Total=893.50 hours recorded
72 responses so far
Sign-up Genius Info- (to share for parent meeting)
Coordinating Sign-ups and Volunteers for all events/activities, 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 5-8:30PM with practice times & Costumes getting completed
Costumes- Last week + over weekend + Tuesday
Food Team meeting- 5:30PM Tuesday- (Prep for GP)
Oct. 10-12 Grants Pass Overnight Competition- Sign up is looking good
# Wristbands for Volunteer Entry 25 for volunteers from current count
Trailer- Aaron Salter, U-Haul- Tony Sage, U-Haul ?Scott/Christina_?__
Chaperones: (Any others known? Riding bus or driving to stay in gym?
(LIST DELETED FOR WEBSITE - VIEW EMAIL IF NEEDED)
Food Crew- Cris & Lupe
Menu for Weekend: (Shared in Sign-up)- To post to Band App-may adjust for wet weather
Friday Dinner- BBQ Chicken Sandwiches and Potato Salad (South Middle School)- Late night snack- Quesadillas & Cup O'Noodles
Saturday Breakfast-French Toast, Eggs, Sausage (South Middle School)
Saturday Lunch- Yogurt, Granola, Fruit, PBJ sandwiches (Grants Pass High School Parking Lot/Camp at competition)
Saturday Dinner- Gluten Free Fried Rice w/Chicken and vegetables (Grants Pass High School Parking Lot/Camp at competition)
Late night snack- Quesadillas & Cup O'Noodles (South Middle School)
Sunday Breakfast- Breakfast Burritos w/egg, hashbrowns, cheese, bacon-customizable (South Middle School)
Props/Loading/Tent/Camp Team-
Great Crew!
TENTS- Might be rainy- could use extra popups to support food team & front ensemble
Additional tent weights- Christina S. PVC pipes from concrete pour
Fire Extinguisher(s) for camp per Fire Marshall guidelines
Parent Meeting- Oct. 14 @7PM
Century Showcase Meeting for Volunteers Oct. 14 to follow ~7:45/8PM Allows time for additional meeting/info. If needed- SIGN UP OUT TODAY
**FIRE EXTINGUISHER(s) purchase for Band/Food/Generator
Formal Wear Measuring/ordering- Lisa Cavanaugh- Helpers for task?
Bottle & Can Drive Oct. 18- 9AM-1 PM (store cans in white trailer)- Sign up to send after Grants Pass
Oct. 22- Wed. A Day School Assembly Performance
11:40 AM Show
Call/Dismissal Time-______
Hair/Uniform Help- _______
Prop Help- __________
Oct. 25 Century Showcase- Sign-ups going out 10/7/25
Showcase Stadium Sign up- Key Positions: Judge Host, Runners, First Aid, Parking, Gates, Warm up, Unit Check in per NWAPA
Showcase Band Support Sign-up-
Century Performs Exhibition Prelims- 2:29 PM
Exhibition Finals- 9:04 PM
BOARD QUESTION for SHOWCASE PROGRAMS- Robin Bruner is making a printed program that works for both Century Showcase & Championships with Century benefitting the proceeds (NWAPA is doing a digital format). She is spending more time creating this one than prior years- can we offer her additional payment? (Prior Expense might be $400- can we increase by $100-200 for her?)
Oct. 29-Wed. B Day School Assembly Performance (same as Oct. 22)
Oct. 30 Homecoming Football Game performance
Call Time: Assuming After school Do we want to feed the students?
Load Front Ensemble, Sound Equipment & Props after Wednesday practice?
U-Haul Driver + Box Truck (Dunlop)
Nov. 1- Championships @ Hillsboro Stadium- Sign up TBA
Century Performs Prelims 1:43 PM
Finals Estimate- 8PM?
CHOMP - Nov. 6 Help with Registration?
Pie Distribution Nov. 14 (Friday)- ETA? Volunteers for sorting and distributing
Inventory- Work/Party- TBD- possibly with November 15 Bottle/Can Drive
Additional Questions/Needs:
VP Uniform Lisa Cavanaugh
Lisa was not at the meeting. She stopped in temporarily because she was busy sewing costumes for the students.
Treasurer - Jason Keezel & Tom Thaxton
Remove the option to have overpayments on student accounts. Have the overpayments be automatically applied to any open invoices.
Two families to discuss financial aid
Last Hops check has been allocated to families
VP Fundraising - Heather Buxton
Good news, we have fundraising teams for restaurants, Marlesia.
We have a fundraising team for cans, Emily, Riddle, Sean, Wolkenhurst, and David Dobson, he's is no longer a band parent, he wants to be involved.
Coming up is BJ's, Panda, Burgerville, and Pizza Schmizza in November.
We still need fireworks, somebody to cover fireworks. 2 or 3 people
We are starting a new fundraiser, we're doing an online shop through Printify. This is going to be like a band family gear shop.
The next fundraiser starts next week, pie sales.
Charlene Bradetich, so she's taken on Pie Sales. She's also going to do the calendar fundraiser if we choose to do it, and the plant sale in the spring.
The next three can drives are OCT. 18, Nov. 15, and Dec. 6.
Shake Shack will be our fundraiser for the showcase and it will be going into the program.
Caroling in December is usually done during the week.
Tamales in December.
Bandwidth permits submit 90 days prior to event. Start meeting in November to prepare.