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

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.