Sultan High School Music Parents Association
Sultan High School Music Parents Association Meeting Minutes
Tuesday, October 2nd, 2007
These are the minutes of the SHS MUSIC PARENTS meeting on 9/04/2007. Our next meeting will be Tuesday, Nov. 6th, at 7:00 PM.
Officers Meeting called to order 4:00
Organization of topics to cover during meeting.
Meeting called to order at 7:07PM
Dates for future meetings
Treasury Report by Carolyn W.
(We have no E-ttachment at this time)
We saw some new faces at the meeting! Great and Welcome!
Big news! The SHSMPA earned $9000.00 from the Pizza & Lemonade stand at the Evergreen State Fair. That's great and a hardy thank you to all who helped out whether volunteering (especially you muddlers) or stopping by to purchase.
Tumwater has been Cancelled as well as Okanogan. There will be no mini band camps Sat. Oct 6th or 13th.
Special Big and Hearty Thank Yous go out to all our volunteers who...
Great Job! We couldn't do this without you. Take a breather and look and listen to our students, you may be surprised at just how appreciative they truly are for what we do and provide.
We seem to be selling our new hoodies faster than we can officially start selling them. They are exceedingly nice and warm and comfy. Perfect for our present weather conditions. You may purchase these at the meetings and at the games. We also have crew neck Ts and Long sleeve Ts available.
The insulated beverage server for hot liquids has arrived and looks to be exactly what we needed. The students are gonna love this!
The calendars for all the different interests within SHS are now being merged and as per normal, changes and concessions have to be made. Changes will be announced as we make them or they are made for us, however the case may be.
We spent some time looking into increasing the awareness and by default, the income, from the Albertsons and Safeway card signups. Many ideas have been passed around and further input would be appreciated at our next meeting.
Volunteer Contributions and reimbursements Some eager and handy volunteers created some beautiful displays for the staging of our Marching Band and Pit. These enthusiastic and creative people never asked for reimbursement and as the SHSMPA usually dedicates funds towards such embellishments a discussion was held as to contacting these folks and requesting receipts for materials used so that we may reimburse.
SHSMPA has some guidelines towards unauthorized spending. As we can not guarantee reimbursement of unauthorized spending, all unauthorized spending should be considered as a voluntary donation buy the proud donor until the SHSMPA can be approached for reimbursement authorization.
Barb S made motion to set aside $300 to be used in reimbursing these creators. Mike T seconded motion, vote taken and motion passed.
In short, If you purchased materials for the stage effects please gather all your receipts and bring them to the next meeting.
Feeding at the competitions and performances
Some words have been mentioned about the awkward position many volunteers find themselves in while trying to feed the band at performances and competitions.
At the planning stage we count students, inventory our larder, decide what to feed them, earmark funds for necessary purchases, prep, prepare and serve. We try, not always successfully, to include enough for chaperones, Pit Crew, clean up and food serving volunteers, and just maybe a few morsels for Jill and Jon. Most of who cannot get away to a restaurant.
The awkwardness comes from the unforeseen but welcome supporters such as parents, families and friends. We never know how many will show, who would like to dine with us and who will dine out. At an all day occasion of 12 hours or more, far from our normal resources, where we are working on breakfast, lunch, dinner and snacks, these extra people can have a deleterious effect on our quantities and varieties.
Not wishing to alienate the very people, families and friends who provide the much needed support both prior to, afterwards and during (in the grand stands yelling hooray), and, understanding their desire to participate and witness just what it means to be a student enrolled in any of our musical ensembles. We still believe we need to see to the students first, presently active volunteers at the performances who cannot leave their post and eventually Jill and Jon.
Many times, the chaperones are also in pit crew or food prep and serve, and the always inevitable last minute wardrobe emergencies, Unable to leave to find restrooms leave alone sustenance and not always getting in while the getting is good.
Thus, with the problem stated, we at the meeting tried to come up with some soloutions to this dilema, including taking a roll of possibly attending parents, families and friends and selling tickets. This would help us plan appropriately and defray the costs of feeding the greatly appreciated unexpected. Any and all input will be appreciated as we bring this up again at our next meeting. See you there.
It's a dirty job but somebody has to do it. Not all of our chaperones, food prep and servers, pit crew or bus drivers feel it is their destiny to be forever cleaning up after our students, theirs meals, as well as ours, and bus rides. We all know the feeling. We all need to remember and remind our students to reuse, recycle, and realize that clean up is a necessity and works best at the source.
The Food prep and servers dislike missing out on the performances due to prepping, cooking, serving and clean-up. We might look into volunteers in two or three groups as all three together is a full days hard work.
Lastly, Pot Lucks have many benefits and with the exception of the above stated clean up issue, only one drawback. People have been bringing food in non-disposable and sometimes very nice and/or expensive containers which are almost always emptied (except for that last little portion that some strange effect of politeness in a food laden society dictates we must leave) and left to be picked up by the clean up crew, who being thoughtful and considerate to those of us who did not pick up our own containers, place in a box, bring home, clean, and returned to the school band room where it invariably sits awaiting reclaiming by any recognizing owner or student told to be on the lookout.
Catering was mentioned and with an unlimited budget or a severe lack of anything else to do with our money we could possibly afford this option. but we would still have to count noses, sell tickets, man the door and clean up afterwards.
We are looking at all these possibilities and looking forward to more input from more members at our next meeting.
Small back pack like bags are offered by the same company that does our shirts and sweaters and will display our SHS Music "Pride of the Valley" logo. Enough interest had been shown to warrant the sale of such items if purchased. Frank motioned for the purchase of said bags and Carolyn seconded. Vote taken and motion passed.
A motion was made pertaining to the purchase of more hoodies to sell as we are nearly out and have yet to officially offer them for sale. Motion made by Carolyn and seconded by Regina. Vote taken and motion passed.
Kristen is prepping a flyer to be distributed at a date, hopefully sooner than later, outlining all the requirements necessary for getting all travelling band members their passports. The SHSMPA has deigned it proper to support the students in this endeavor by paying, out of funds earned at the pizza/lemonade stand, the initial passport required fees and if the photo session is handled by one of our local photography experts (are you reading this Russ?) in a "one session to photo all" occasion, would leave everybody with only a thirty dollar Sultan processing fee to pay to get your passport. Not a bad deal at all.
Motion was made by Regina to earmark $5000.00 towards the student passports. Barb seconded said motion. Vote taken and motion passed.
Victory BC Meeting
There will be a mandatory meeting for our next Victory BC trip on Nov 19th. Unfortunately I must forward the time and place to all of you after I receive the info.
Tryouts will be held in Nov. There are limited characters in this production but the tech crew will need much help and experience to pull off this foliage fantasy as well as the pit will need to bone up on it's doo-wop and rock. Should be fun!
Some discussion was held about fundraising, how, who, when and what with many people believing that we parents should major on fundraisers that are both profitable and timely (ala Pizza/Lemonade stand, Bronnies etc) as compared to trying to get our students to do what they can for little remuneration (ala selling wrapping paper and cookie dough to their family and neighbors. However well meaning or intentioned the lessons learned from such an endeavor, they do tend towards much time away from studies for little reward.
Many fund raising concepts and ideas are still needed. Please, anybody with any ideas on fund raising please contact Pam Nielsen our Fund Raising Chair at firstname.lastname@example.org No idea should be left unconsidered.
Also, please continue to emphasize the many benefits of our Safeway & Albertsons Cards. Pro-activity in this promotion will have great benefits for years and kids to come. That we include applications for both in the student packets at band Camp this year and we should set a table at the Athletic Events and anywhere else we can think of. As the card cost no money for anyone to have and use and very little effort for us to maintain and, noting that the consumer utilizing these cards need not be a relative or neighbor or have children in school or as a complete stranger any where in the USA there happens to be a Safeway or Alberstons and as we were probably going to buy groceries anyway. It's a pretty good deal. Now, does anybody know of a Fred Meyer program...
Please remember, we have two new chairs with helpful people in them.
Anybody interested in helping out Pam or Barb in their highly important
and new challenges please contact them at...
Meeting adjourned 8:33 PM
Thank you all so much for all your ideas, and support! We enjoy and appreciate having a wonderfully supportive group of parents and couldn't come close to doing half of what we do with out you.
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