LA Band Trip 2018 Photo Gallery

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Hello again folks,

The Spring band concert and bake sale is coming right up on Tuesday 3/13.  Thanks in advance for volunteering to help with this.  This sale funds lots of good stuff for our band: sheet music and instrument repair and visiting clinicians, among other things (you can take a look at this year’s CHS Band budget on the band website here).

You can sign up to bring goodies on Sign Up Genius, and to help set up, work the tables during intermission and after the concert, and help clean up.  I wanted to give you all first shot at the sign ups since you kindly volunteered for this early.

If you have any questions or concerns, just let me know.  I am grateful for your help!

Brianne
(mom of CHS grad Daphne and sophomore Elliot)

FOCB Board Meeting
2/12/18

Attendees:
Jen Means, Lance Means, Cindi Carell, Aaron Pearlman, Eric Hill (notes)

UPDATES:
Treasurer Report:
Most LA money has come in—all but two students are paid in full. Overall spending is in line with budget. It may be time to start on 2018-19 budget.

Mattress Sale: $3200 proceeds on 26 mattresses. 13 walk-ins, 13 referrals. $2500 was budgeted. We do not yet know how much will be earmarked for students. Jen will figure it who has what credit.

Going forward, we should consider budgeting LA trip as separate line items on income and expenses. Will also should figure out a way to do a two-year budgeting cycle for the trip.

Navy Band:
~770 sold of 1500 available. Gym fits 1700. May not choose to take tickets. Cindy will send Jen the password to the ticket list. Advert was in eNews again today. Monica Harding will do concessions. Cindy will check in with her on status.

Advertisements have gone out on PPS Facebook page, eNews, and Nextdoor.

Automatic reminder will go out to ticket holders 48 hours before.

Crews:

• Set-up crew start at 3pm
• Ticket takers start at 5:30pm
• Teardown crew starting at 20 minutes after
• Currently 10 adult volunteers
  • Aaron will commit to setup at 3pm
  • Need an email with volunteer assignments. Jen will check with Gary.
• FOCB would like to fund pizza

Chamber Music Recital, 3/1:
Small group solo and ensemble group. Concessions? Jen will check. Would be nice to have something.

Festival Concert/Disney Meeting/Bake Sale:
March 13, Tuesday.

Band Award Concert:
No bake sale, but will do hosted refreshments. We have budget, could pre-order cookies through Franz.

State Band:
State band is on 5/12. The board proposes making goodie bags for students. We could pull these together during/after a parent Monday, May 7.

Uniforms:
Cindy has a draft tribute tag (10-15 to do). She will send it around for review.

RESOLUTIONS:

• Unanimously approve $517.60 for concert toms purchase
• Unanimously approve $200 out of contingency for gifts

ELECTIONS:
Likely candidates:
President: Eric H.
VP: Cindy
Treasurer:
Communications: Jen
Secretary: Stacy Levitt from the Sellwood Foundation?
Fund Raising: ??
Volunteer Coordinator: (could be shared with Communications if we find a treasurer)
At Large (social media): Isaac

Other possibilities, :
Susan Duck (Cindy), Chris or Susan Lattimore (Eric), Karen Lenore (Jen), Irene, Lindsey, Liz Gatti, Craig and Tammy (Aaron), Stacy Lovett (Jen), Isaac (Aaron)

ACTION ITEMS:
• Jen will figure out who has what credit for the mattress sale
• Cindy will check in with Monica on concession status for Navy Band
• Jen will check with Gary on work assignments for the Navy Band and make sure that an email reminder goes out (COMPLETE)
• Jen will work with Gary on whether not we do concessions for the Chamber Music Recital on 3/1
• Cindy will draft tribute tag around for review
• FOCB board will reach out to list above to recruit new board members.

TOPICS FOR UPCOMING MEETINGS:
Two-year budgeting cycle for the trip
In school pizza/cake lunch party for graduating band seniors

UPCOMING CALENDAR:
April 9, 6:00pm—FOCB Board Meeting
May 7, 6:30pm—Parent Meeting. Adopt a budget. Board elections. Goodie bags. Call for Starlight volunteers. Need to make sure this is in Sellwood, Hosford, and Winterhaven news letters.
June wrap up and calendaring meeting.

For more information and tickets, please visit US Navy Band’s event website.

Cleveland High School
FOCB Meeting
Minutes
January 22, 2018, 6:30 p.m.

1. Welcome & Introductions (Cindi)
 FOCB formed last year, we’ve done fundraising for uniforms and have helped
to plan the Disney Trip

2. Director’s update (Gary)
 Got new timbales with money from the board budget
 Disneyland – kids are filling out rooming forms, distributing forms tomorrow;
will be marching down Main Street on Friday in Disneyland
 Uniforms – got racks for new uniforms, working with PPS on plan for selling
old uniforms to raise money; got plume storage bags
 Starlight Parade – got accepted to march again this year, Saturday June 2 nd
 Kids working on chamber music for finals starting tomorrow; percussions
doing something a bit later; should increase participation in solo and
ensemble festival, encourages working together in small groups, noticing and
fixing problems on their own
 Future warrior concert last week went very well
 Clinicians are being scheduled to come in and work with kids
 Mattress sale fundraiser coming soon, they do financing, deliver, etc… Raises
money both for the entire band and your individual child to travel with the
band

3. Treasurer’s update (Jen)
 Budget status – our budget is on track, we have a couple of smaller
fundraisers coming up; spring is busy and expenses pick up
 Play-a- thon netted 21,500d
 Pays for clinician and travel, sheet music, equipment, some instruments
 District has said that instruments purchased by FOCB stays with Cleveland
unless the band program is discontinued
 Planning for Disney meals, matching shirts for travel days
 Disney trip payment reminders – January 30 is deadline for payments, about
half are paid in full

4. Board Roles & Volunteer Opportunities for coming year (Cindi)
 President will be open for next year

 Fundraising chair and volunteer coordinator will be key going forward; we did
not have these positions this year
 Chairs don’t need to run every fundraiser but helps pull together people who
will
 At-large members can help with a variety of roles
 Elections in May
 Still need to adopt our bylaws and complete our agreement with the PTA as
we operate as part of the PTA
 Gary has discussed advocacy work at the District
 Let us know if you are interested or if you have questions
 We could have “co” positions
 Right now, terms are a year, but if folks volunteer in subsequent years that is
allow

5. Upcoming Events & volunteer needs (Gary & Jen)
 Feb. 3 – Mattress Sale at Cleveland, tell your friends
 Feb. 17 – US Navy Band – link for free tickets is on our website; there will be
publicity; Day-of event; set-up, tear-down & ushers; kids will do much of this
work, but parents needed to provide direction;
 Winter/Spring band trips and competitions – several competitions coming up:
i. Wed, Jan 31 – PIL Jazz festival at Marshall campus, needs one
chaperone
ii. February 10 – jazz competition in Salem, need one chaperone for that.
iii. February 26 – OSU state qualifying competition all day, need 2
chaperones
iv. March 1 – Chamber music at 7:00 p.m. in auditorium
v. March 3 – solo and ensemble festivals
vi. March 15 – Spring concert but might need to be rescheduled
 April 6, 6:00 – 9:00 p.m – Hip Chicks do Wine, adults only – $15 per person;
Hip Chicks owner is the president of the Cleveland sports booster group; the
jazz vocalist has 2 students in the band; note recent board decision that
future events will be all ages in keeping with the spirit of the band program.
 March 12, 6:30 p.m. – Mandatory Disney Meeting – Parents and Students ––
make every effort to attend.

6. Next FOCB Meeting and Board Elections in April/May – date TBD

7. Other
 If you have pictures/videos of the band, let the Board or Gary know and we
may use them on the Cleveland Bands website

 Local video production company is going to be doing a local video for the
band; currently in the planning phase

Cleveland High School
FOCB Meeting
Agenda
January 22, 2018, 6:30 p.m.

1. Welcome & Introductions (Cindi)

2. Director’s update (Gary)
• Disneyland
• Uniforms
• Starlight Parade

3. Treasurer’s update (Jen)
• Budget status
• Disney trip payment reminders

4. Board Roles & Volunteer Opportunities for coming year (Cindi)

5. Upcoming Events & volunteer needs (Gary & Jen)
• Mattress Sale – Feb. 3
• US Navy Band – Feb. 17
• Winter/Spring band trips and competitions
• Hip Chicks do Wine – April 6, 6:00 – 9:00 p.m. adults only
• Mandatory Disney Meeting – Parents and Students – March 12, 6:30 p.m.

6. Next FOCB and Board Elections in April/May

FOCB Officers Meeting
Minutes
January 8, 2018, 6:00 – 7:30 p.m.

Attendees:
Cindi Carrell
Karen Lenore
Craig Lewis
Tammy Lewis
Jen Means
Aaron Pearlman
Heather Randol
Gary Riler
Isaac Szymanczyk

Director’s Update
• See attached Director’s Report

Treasurer’s Update/2017-2018 Budget Review:
• Budget has money to spend, director’s requests can be covered (instruments, upcoming travel, uniform racks, Disney t-shirts, see Directors Report) – Heather moved to approve these purchases, Cindi seconded; motion approved.
• See attached Budget Report.
• Bank balance is currently $80,460.18; approx.. $53,500 is for Disneyland trip
• Upcoming fundraisers include mattress sale, wine and jazz night, bake sales at concerts
• If there is extra money, perhaps something extra for the kids at the end of the year; there should be enough money for plaques for all of the seniors
• Other Fundraiser will be more detailed in the future, breakdown of current line: $2500 donations, $1100 car wash, $350 t-shirt/clothing sells; suggestions for individual line items next year: “event fundraisers,” “merchandising fundraisers,” etc…

Upcoming Events & volunteer needs
a) Future Warriors Concert – Jan. 18 – a presence from FOCB recommended; approx. 84 eight grade band students who will be coming to Cleveland next year; see action items for board members.
b) Mattress Sale – Feb. 3 – Gary is coordinating kids to stand on corners, coordination for publicity underway.
c) Bridging the Gap – Feb. 8- no assistance needed
d) US Navy Band – Feb. 17 – Saturday night, need volunteers for ticket distribution, publicity, concessions, in the gym; see action items
e) Wine and Jazz at Hip Chicks to Wine – April 6th; Square page is set up for tickets
f) Winter/Spring band trips and competitions – parent help needed as noted in Director’s report

Disneyland Trip
• Truck rental/driver for Disney trip – Tom has reservation for a $900 U-Haul truck, and he has a second driver.
• Final Payment reminders & exceptions policy
• Disney update at parents meeting January 22 at 6:30 p.m.: final payment reminder, meal reminder, date of pre-trip parent/student meting

Review Mission Statement and Bylaws
• On hold until after Disneyland trip, but to be completed by end of year
• In draft bylaws, consider adding additional board positions, such as volunteer coordinator, at large members, communications specialist, etc…

Other Items
• The state opens the legislature with a band every morning, Tami sent Gary an email with details
• Several people are posting on Facebook; Board recommends that Isaac take the lead on posting scheduled events but leave open the possibility of others posting items like pictures from recent events
• Discussed possible logo for FOCB that could be used for printed thank you cards, letterhead, etc… Board to revisit at a future meeting

Review Action items from October officers meeting:
• Aaron – Invite key volunteers such as Tammy and Isaac and Susan to attend executive meetings (Done)
• Jen – communicate with Brianne about logistics and recruiting participants for bake sale at Winter Concert (Done)
• Gary – find out how big the truck was they used at Madison for hauling instruments to Disneyland (Done)
• Gary to provide Jen with information about meals for Disneyland trip (Done)
• Jen to prepare info sheet re: meal options for Disneyland trip to hand out at parents meeting before Winter Concert (Done)
• Cindi to add a clause to bylaws about sharing costs (prorated) with PTA for a tax preparer
Upcoming Meetings
• January 22nd 6:30 – All parents meeting, include Disneyland update; mention Board positions and volunteer opportunities for next year; elections to be held closer to the end of the school year; have a handout with a list of roles for people to think about for next year, sense of commitment, etc..; discuss upcoming fundraisers and events & volunteering for them;
• February 12th 6:00 FOCB Board meeting – further discuss ideas for new board positions
• March 12th – 6:30 Disney Parents/Students/Chaperone meeting
• April 9th – 6:00 FOCB Board meeting – finalized mission statement bylaws, discuss logo ideas

Summary of Action Items
• Jen to contact the volunteer list for those who signed up as “pit crew” to see if we can get a truck to pick up uniform racks.
• Cindi to contact Monica about concessions at Navy Band Concert
• Cindi to research Event Brite for tickets at the Navy Band Concert
• Isaac can help with PSA text, and can connect with Oregon Military Department
• Heather to contact Veteran’s Affairs for possible help day-off; ticket takers, ushers, publicity
• Gary to contact PPS communication director re: Navy Band publicity
• Cindi will get mardi-gras beads for FOCB/parents at Future Warriors
• Jen to coordinate concessions at Future Warriors Concert
• Gary/Jen to coordinate on fliers re: mattress sales at Future Warriors concert
• Aaron to say a few words about FOCB and mattress sale at Future Warriors concert
• Isaac to draft a schedule for FB posts for scheduled events
• Gary to talk to Tom to confirm Disneyland truck arrangements are final, and will check payment/donation situation; Tom should probably put it on his card to cover insurance
• Cindi to ask Michelle about putting mattress sale on school sign
• Jen to contact volunteer list for people who signed up to chaperone for winter/spring trips Gary needs help with

Future/long-term action items for tracking
• Identify a lead on go-fund-me for play-a-thon by April, i.e., replacement for Aaron’s function
• Recommend that Gary write to PTA in the spring and request that they include band sponsorship in their budget
• Review and approve bylaws and mission statement
• Advertise for more sponsors on Band Programs
• Consider planning Tag Day for late summer 2018

Enjoy wine tasting, light appetizers and jazz music by local jazz singer Kat Cogswell and friends. Tickets are $15 in advance or $18 at the door.

Limited tickets available. Get your tickets before they are gone! Click here for tickets

Drop in anytime between 6:00-9:00pm. Hip Chicks Do Wine is donating wine tasting and 50% of all wine purchases! (21 and over please)

We are having our Second Annual Mattress Fundraiser Sale!

LA Trip Prep and Packing Information
Parent Info Packet
Permission Slip
Medical Form
Student Release Form
Spending Money Guidelines