FOCB Officers Meeting
Minutes
November 6, 2017, 6:00 – 7:30 p.m.

Attendees:
Aaron Pearlman
Cindi Carrell
Jen Means
Heather Randol
Gary Riler

Director’s Update
• See attached Director’s Report for details
• Suggest a winter decoration that does not reflect a particular religious tradition for winter concert
• Correction to Director’s report: deposits are due for busses.
• Approx. $5000 left in SBF account
• Beginning stages of a district-wide parents group to advocate for district support for music education

Treasurer’s Update/2017-2018 Budget Review:
• See attached Budget Update
• We’re approximately $2000 away from our annual fundraiser goal
• $2000 donation from the Stoor Family Endowment fund
• Restaurant fundraisers – remind families to tell their server when they pay

Upcoming Events & volunteer needs
• Metropolitan Youth Symphony performance at CHS – November 7th, Jen leading concessions
• WIBC – Nov 17 – Nov 20 – female chaperone needed
• Winter Concert – Dec 12, Brianne leading the bake sale, Jen will communicate with Brianne about logistics and recruiting participants
• Future Warriors concert – Thursday, January 18th – possible concessions opportunity
• Mattress Sale Saturday, January 20th
• Alcohol at fundraising events going forward – At the request of the Director, FOCB agreed to complete the fundraisers planned for this year, but in subsequent years keep co-op fundraisers focused on family events that students can participate in
Disneyland Trip
• Truck rental for trip – Jen has a potential lead on a trailer, may not be big enough; we have a hold on a 40 foot truck with U-Haul, Gary to find out how big the truck was they used at Madison
• Special financial request from a band family – another family cancelled their participation so we can redirect those funds to this recent request
• How to manage meals/food – give folks options for meals – Jen to prepare info sheet re: meal options to hand out at parents meeting before Winter Concert, will need provided meal info from Gary

Review Mission Statement and Bylaws
• Hold for next meeting, Cindi to add a clause about sharing costs (prorated) with PTA for a tax preparer

Other Items
• Parent feedback about lack of performances at football games, Jen explained to her some of the parameters around weather and scheduling

Review Action items from October officers meeting:
• Jen will delineate the Disneyland expenses and income more specifically on the budget (Done)
• cancel Tag Day for Saturday, October 14 (done)
• Susan, Cindi and Isaac are doing eNews articles, Facebook, and draft emails for Gary to send to parents regarding upcoming Pastini and Bottle Shop fundraisers (done)
• Email last month’s FOCB general meeting attendees that the regular October meeting is cancelled and there will be a meet up at 7:00 p.m. at the Bottle Shop (Done)
• Plan for concessions at MYS event November 7th at CHS – Jen taking the lead
• Invite key volunteers such as Tammy and Isaac and Susan to attend executive meetings – still pending, Aaron’s action item

Upcoming Meetings
• November 27 – all parents meeting cancelled
• Disneyland parents meeting possibly the night of the winter concert, December 12, 6 p.m.
• Next FOCB Officers meeting – January 8th
• Late Jan/early Feb combined Disney meeting, FOCB parents meeting, January 22nd 6:30

Summary of Action Items
• Aaron – Invite key volunteers such as Tammy and Isaac and Susan to attend executive meetings
• Jen – communicate with Brianne about logistics and recruiting participants for bake sale at Winter Concert
• Gary – find out how big the truck was they used at Madison for hauling instruments to Disneyland
• Gary to provide Jen with information about meals for Disneyland trip
• Jen to prepare info sheet re: meal options for Disneyland trip to hand out at parents meeting before Winter Concert
• Cindi to add a clause to bylaws about sharing costs (prorated) with PTA for a tax preparer

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

There will be a LA Trip Parents Meeting on December 12th at 6pm in the auditorium (right before the winter concert, which starts at 7pm) We will be having our annual Bake Sale that night too, so please bring something to contribute if you’re able. (More info about the Bake Sale here.)

Download a copy of the individual sponsorship letter for the Disneyland trip.

Here is this year’s one last opportunity to purchase band gear and support our amazing band program! ORDER DEADLINE: OCT 22 at 6 PM!

Student Sweatshirts: Follow this student sweatshirt link to order your student discounted pullover or crew neck sweatshirt. Please specify what the back of your sweatshirt should read (i.e. your instrument name). Options are: Flute, Clarinet, Oboe, Bassoon, Saxophone, Trumpet, French Horn, Trombone, Euphonium, Tuba, String Bass, Percussion (replacing Drumline), Rhythm – for jazz only rhythm section kids

In addition to the student sweatshirt order, Friends of Cleveland Bands is offering parents and siblings the opportunity to purchase either a t-shirt, a crew neck sweatshirt or a pullover sweatshirt with the “Cleveland Band” logo.
Find the Parent and Sibling Link and order by October 22 (store closes at 6 pm on Oct 22).

For an additional $6 you may choose to purchase writing imprinted on the back of a sweatshirt. Read the directions for purchasing this add-on carefully to avoid confusion about add-on writing.

For questions email Margie Suydam at suydams@gmail.com.

Friends of Cleveland Bands

September 18, 2017

6:30 – 7:30 p.m.

Attendees:

Aaron Pearlman, President
Cindi Carrell, Vice President
Jen Means, Treasurer
Heather Randol, Secretary
Gary Riler, ad hoc
Lance Means
Gail Hanks
Patrick Belew
Deborah Kafoury
Eric Hill
Jane Brackett
Maria Green
Tammy Lewis
Craig Lewis
Cathy Corlett
Elissa Szymanczyk
Margie Suydam
Irene McCullagh
David Grigsby
Jennifer Dawkins
Tom Huckabee

Introductions

• Successful play-a-thon raised over $20,000 minus a small fee that Go Fund Me collects

Disneyland Trip:

• Gary meeting with trip coordinator on Wednesday to finalize the itinerary
• Number of chaperones (1:12 ratio) will depend on how many kids ultimately sign up
• Chaperone discount will also depend on how many are signed up
• Today was the deadline to sign up, but Gary will still accepting a few last minute additions
• Gary estimates approximately 90 people signed up

Budget

• Reviewed budget handout
• This is our first year developing a budget and planning ahead with fundraising targets
• Gary has a good idea of his budget needs based on past experience
• We currently have about $20,000 in our bank account, but much of that is money for the Disneyland trip and will be used for initial payment; additional funds will be added from play-a-thon

Events & Volunteer Opportunities

• Correction – Pep band 8^th grade welcome event is September 29, volunteer coverage for pizza dinner is handled through our hospitality lead
• TAG day, October 14th – building sponsorships with local businesses, a day for kids to ask for sponsorships in their neighborhoods, needs a lead volunteer
• Sponsors get various benefits for different levels of sponsorships, details on website and on the fliers, can download fliers and hand them out any time to businesses you frequent
• Pastini, October 23 and 24 – mention you are there for Cleveland Band fundraiser
• Imperial Bottle Shop, October 25
• Note there is never a charge to attend band performances, but we do have bake sales
• Mattress sale, January 20, 2018 – kids can get credit applied to their Disneyland trip, some funds go to band program (i.e., from sales to people without a specific Cleveland connection); needs a lead volunteer to organize kids that day and help with publicity
• Jazz & Wine night at Hip Chicks do Wine, April 6, 2018; $15/person, local jazz singer and Cleveland band mom Kat Cogswell will be performing
• Gary will apply to Starlight parade, but they are accepting entries on rotation so we might not get in this year
• Encourage everyone to publicize the events via their networks, social media, etc….
• Encourage everyone to visit the band website to sign up using the volunteer form

Additional Info/Questions:

• 139 kids are in the band program this year, most of them participated in the play-a-thon
• Metropolitan Youth Symphony asked if Cleveland would like to host a jazz concert; kids get a free clinic, we may do concessions to raise money; November 7
• Last spring we discussed the idea of requiring kids who are going to Disneyland to all participate in at least 2 fundraisers; we’re approaching it as a guideline.
• Uniforms are scheduled to arrive late January or February. Gary plans to get some rolling clothes hangers; he will let us know if he needs assistance when they come in.
• Will likely need assistance to help packing uniforms for Disneyland trip. We have a truck driver (Tom Huckabee) and he would like some assistance from another volunteer.
• Gary is working on student leadership; student leaders are helping already, e.g., helped serve food and clean up at the play-a-thon
• There is a “done in a day” spot on the volunteer form for those who want to help with miscellaneous and one-time needs
• Discussed idea to have smaller ensembles play for money and raise awareness of the program; Gary does get calls for players, but kids need to have a set together, which they don’t always have in advance; some groups have played at the Cleveland auction, Shamrock run, and a few other events.  Depending on the situation, it may be most appropriate for band kids to keep some or all of their earnings.
• We have a middle school liaison to ensure our events get in the middle school newsletters.
• We have a coordinator for clothing purchases.
• Instrument donations are great and Gary always says yes. The school often needs bigger items; Gary has a wishlist, we could add it to the website; donations are tax deductible.

 Upcoming Meetings

Monday, October 16, 6:30 p.m.

Monday, November 27, 6:30 p.m.

Starting in January we’re planning on the third Monday of each month

Thank you! We surpassed this year’s goal to support the basic needs of the band program and assuring that all students can participate in all events.

Thank you to the hundreds of donors, dozens of parent volunteers, Director Gary Riler, and most-of-all, the CHS band students who worked so hard to meet our goal. Special thanks to Principal Ayesha Freeman for her enthusiastic support.

And the band played on . . .
Thank you video

Ninkasi has donated a keg and Imperial Bottle Shop on Division St. has agreed to host a fundraiser for Cleveland High School Bands! The fundraiser will be Wednesday, October 25th from 3 to 10 pm. We hope to see you there!

Imperial Bottle Shop
3090 SE Division St
Portland, OR 97202

Thanks to everyone who helped with this fun summer fundraising event. We raised $1097.00!