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Board Meeting Minutes​

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5/11/2023 | 6:00 PM to 7:00 PM

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Present:  Robin Volden, Treasurer, Fundraising and Grants Submission | Sandy Foster, Communications | Adé Benson | Ryan Monarch, Band Director | Taylor Hutchins, Orchestra Director 

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Old Business

  1. Budget – Robin reviewed.  Made $1440 from Seat Yourself reservations

 

  1. Grand Junction Trip - except for weather fiasco it went well.

Phil would like to make this trip every 2 years and have Band, Orchestra and Choir participate.The $150 per student fee for this year was good but we will need to set up more fundraising, maybe for this event specifically. Would like to possibly add a day and an activity.

 

  1. Restaurants Nights

Next year’s group can add new restaurant ideas. Revisit previous one’s like Bubba’s.

 

  1. Pops Concert

Have a volunteer be upstairs to monitor seating next year. Otherwise, the concert and seating was very successful.

 

  1. End of year Banquet -Friday May 19th

Event starts at 6 and cleanup will begin at 9 pm to be able to get out at a reasonable time. Catering by Buns & Thighs has been paid for. Caterer will provide the sterno cans (is this confirmed?) Same audio visual as last year. Ryan and Taylor will make power point slides. Are expecting appx 200 kids. We can start loading up at the school at 2 pm and setting up at Lifegate at 3 pm. Joe has the day off to help. Joe will bring plates, cups, napkins, trash bags & utensils. Last year we had 10 round tables and 25 rectangle. The church has a lot of chairs but we can bring 50. Pam & Robin can  bring buckets to dump leftover drinks into instead of putting that liquid in the trash bags. Sandy will bring balloons. Need to make sure we have the picture area like last year for photos. The kids will bring 1 dessert or 1 drink and the leftovers can go home with kids or to the band room for the last week of school. Robin will look into plastic containers for leftover distribution if necessary. CLEAN UP AT 9.

 

New Business

Welcome to new parent April. Thanks for joining us!

Camps in July

  1. Band Camp - last 2 weeks in July. Possible 9 student teachers. Appx $1200

  2. Orchestra camp - August 1-4. Taylor would like the welcome BBQ to happen at the beginning instead of the end. Possibly 3-4 professional clinicians and 6 student teachers. Appx. $1500

  3. $600 for food for both BBQ

  4. T-shirts were paid for in August so we will need that money on hand this year but can possibly pay clinicians after fundraising in fall.

  5. Still need a Treasurer.

  6. No June meeting

  7. Next meeting July 11th - can be in person or Zoom.

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April 6, 2023 6pm to 7pm

Present:  Alissa Matibag, Vice President | Robin Volden, Treasurer, Fundraising and Grants Submission | Sandy Foster, Communications | Pam Lafferty, Communications | Ade` – Parent Volunteer | Ryan Monarch, Band Director | Taylor Hutchins, Orchestra Director.

 

Old Business

  1. Budget – Robin emailed update;

    1. Need to recruit a new Treasurer for next year.

  2. Grand Junction Trip – April 20-21

    1. Paying for buses – yes, Taylor will need the $5K for buses.  Once a vendor is approved he will need to pay, so he has the debit card. After the kids pay their portion we may have money back.

  3. Restaurants Nights

    1. Chipotle Saturday 4/15 – on Parker.  Regular hours – not all day.

  4. Spring Concert –May 2nd Pops Concert

    1. In the Gym – have hired an audio company

    2. Access all May 1 & 2 to set up and prepare SeatYourself assigned seats.  Meet May 1st between 11:30 – 12 to assign seats with Taylor.  Sandy and Robin, and any others.  Seat sales to end Fri/Sat so Ryan can print the signs on Sunday.

    3. Email to be sent asking for 8 parent volunteers to usher on concert night to help seat people.  Training on April 25th at 6pm and we will walk the gym.

    4. No Silent auction or bake sale – it is decided to cancel for this concert since we don’t have enough items, and we can all focus on seating. 

    5. Posters with QR codes to donate will be made to hang in the halls.  Pam will work on these.  Ryan/Taylor will ask for donations during the concert

    6. Ryan and Taylor will have us stand in front to discuss the OHS BPA and volunteer opportunities – Joe may speak ? 

  5. End of year Banquet on Friday, May 19th at 6-9 pm, set up/break down from 3pm – 10pm.

    1. Lifegate Church for approx. 220 people

    2. Food – Buns & Thighs Taco Bar – kids bring drinks and dessert

    3. May 1st after setting up seating signs we can inventory supplies.  Decorations – table cloths – count rounds & rectangles, we should inventory last year, and add what is necessary.

    4. Notes from last year;

Joe will pick up Sterno, plates, cups, napkins, trash bags and bring serving utensils.

 

We need 38 tables from the school – seating with 10 rounds (80 people) and 25 rectangular (150) and other tables for food and awards.

 

Decorations – Alissa and Robin – Alissa will drop off the table clothes, center pieces, and decorations to Robin.  We need to be careful with taping painted walls when decorating. 

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