Meeting Minutes: September 9, 2014
Up Coming E vents:
* Concert Choir Retreat – Sept. 19th 1:30 – 5:30pm @ Magnus Tree Farm
- Kathy will need 2 volunteer parents to help set up food/chaperone.
- Kim Young has volunteered to pick up sandwiches that will be ordered by Kathy at the
Sherwood Safeway
- Still need one additional parent to assist the set up.
* Driving for Dollars – Sept. 20th 10:00am – 1:00pm @ Sherwood Community
- Kathy will need 1 parent chaperone to accompany each group of students as they go door to door
to collect donations for Choir. A total of approximately 20 parents will be needed for this.
- Discussed adding tax ID number to the letter that is handed out by the students and having the
kids encourage anyone with a donation of $20 or greater to fill out the name and address portion at the bottom of the page. Thank you notes will be sent to all donors who provide name/address
information and an insert will be created listing these neighborhood sponsors that can be added to
the programs this year.
Additional Volunteers Needed:
* Kathy will send out an email to all Choir parents with reminders about the Retreat and
Driving for Dollars. The email will include a link to the booster website
(www.shsperformingartsboosters.weebly.com) as well as links to the volunteer sign ups that are
posted on SignUp Genius.com. She will also mention that joining the boosters is not a major time
commitment, all are welcome to attend meetings, and participating can be an little or as much as
you like. All are welcome and any time /talents that can be offered are appreciated.
Other News:
* The Choir program has been awarded a $1000 grant from the Sherwood Rotary. These funds will go
to the purchase of a new spotlight for the PAC. The Performing Arts Boosters have been asked to
make a 20 minute presentation at an upcoming Rotary Meeting. It was discussed that Kathy could
have the Mixolydians prepare 10 minutes of music, Lisa Adams has volunteered to assist Kathy in
the presentation for the Rotary meeting on Friday, November 7th at 6:45 am. All Boosters and
Parents are welcome and encourage to attend to show our thanks to the Rotary.
* Jim Copfer has generously donated one additional wireless microphone to the Performing Arts
program. A special show of thanks to Jim was discussed.
Website Construction
* Lisa Adams has a website up and live. The web address is:
www.shsperformingartsboosters.weebly.com
* Additions to the website were discussed including:
- Adding the email list to the list of individuals subscribed to the website for automatic updates. · Kathy will provide Lisa with this list
* The addition of an “unsubscribe” link so that individuals can opt out of website updates if
individuals choose
* There are currently links to SignUp Genius on the calendar page to coordinate volunteers needed.
- Lisa will ensure that Kathy has log information for this site so that she can track volunteers,
make updates, etc.
* The question of how to add additional photographs to the website was asked.
Email any pictures to Lisa ([email protected]) in .jpg format and they can easily be posted. * Kathy will check with the front office to determine if any of the Choir students have information on
file that would prohibit posting of their photograph online.
* We also discussed adding a Thank You to the Sherwood Rotary and to Jim to the website and adding a
link to Rotary website.
Budget Funding for the Year
* One of the first priorities for the budget this year to is purchase an additional 30 choir robes.
Kathy has sourced the robes at an approximate cost of $200 per robe. It is her hope that the funds
donated from Driving for Dollars will make up the remaining $2000 required to purchase the robes.
* The possibility and practicality of a Trip was discussed. It was determined that perhaps something
slightly more local may be best, as a more local destination would be less costly to the families and
Kathy’s schedule is fairly full.
* Lisa Adams has a contact in the choir department at OSU that she can contact to see if there are any
possibilities in Corvallis. Other ideas included other Oregon Universities and Ashland.
* Kathy would like to have 3 clinicians come in house this year for both the Bowman and Concert
Choirs. It is estimated that the cost is $100 per clinic, for a total of $300 - $400.
* An upgrade to the sound system in the PAC was also discussed. The money donated from Broadway
Bits would be earmarked for this and funding would be split between both the Choir and Drama
departments.
* Karen Groenweghe brought up the potential of auctioning off one of the reserved parking spots just
outside of the PAC. There are currently 3 parking places marked “Reserved”. Kathy will check with
the front office to see who these places are reserved for and determine if we would be able to utilize
one for Auction.
The next meeting will be held on Tuesday, October 14th, please join us!
Up Coming E vents:
* Concert Choir Retreat – Sept. 19th 1:30 – 5:30pm @ Magnus Tree Farm
- Kathy will need 2 volunteer parents to help set up food/chaperone.
- Kim Young has volunteered to pick up sandwiches that will be ordered by Kathy at the
Sherwood Safeway
- Still need one additional parent to assist the set up.
* Driving for Dollars – Sept. 20th 10:00am – 1:00pm @ Sherwood Community
- Kathy will need 1 parent chaperone to accompany each group of students as they go door to door
to collect donations for Choir. A total of approximately 20 parents will be needed for this.
- Discussed adding tax ID number to the letter that is handed out by the students and having the
kids encourage anyone with a donation of $20 or greater to fill out the name and address portion at the bottom of the page. Thank you notes will be sent to all donors who provide name/address
information and an insert will be created listing these neighborhood sponsors that can be added to
the programs this year.
Additional Volunteers Needed:
* Kathy will send out an email to all Choir parents with reminders about the Retreat and
Driving for Dollars. The email will include a link to the booster website
(www.shsperformingartsboosters.weebly.com) as well as links to the volunteer sign ups that are
posted on SignUp Genius.com. She will also mention that joining the boosters is not a major time
commitment, all are welcome to attend meetings, and participating can be an little or as much as
you like. All are welcome and any time /talents that can be offered are appreciated.
Other News:
* The Choir program has been awarded a $1000 grant from the Sherwood Rotary. These funds will go
to the purchase of a new spotlight for the PAC. The Performing Arts Boosters have been asked to
make a 20 minute presentation at an upcoming Rotary Meeting. It was discussed that Kathy could
have the Mixolydians prepare 10 minutes of music, Lisa Adams has volunteered to assist Kathy in
the presentation for the Rotary meeting on Friday, November 7th at 6:45 am. All Boosters and
Parents are welcome and encourage to attend to show our thanks to the Rotary.
* Jim Copfer has generously donated one additional wireless microphone to the Performing Arts
program. A special show of thanks to Jim was discussed.
Website Construction
* Lisa Adams has a website up and live. The web address is:
www.shsperformingartsboosters.weebly.com
* Additions to the website were discussed including:
- Adding the email list to the list of individuals subscribed to the website for automatic updates. · Kathy will provide Lisa with this list
* The addition of an “unsubscribe” link so that individuals can opt out of website updates if
individuals choose
* There are currently links to SignUp Genius on the calendar page to coordinate volunteers needed.
- Lisa will ensure that Kathy has log information for this site so that she can track volunteers,
make updates, etc.
* The question of how to add additional photographs to the website was asked.
Email any pictures to Lisa ([email protected]) in .jpg format and they can easily be posted. * Kathy will check with the front office to determine if any of the Choir students have information on
file that would prohibit posting of their photograph online.
* We also discussed adding a Thank You to the Sherwood Rotary and to Jim to the website and adding a
link to Rotary website.
Budget Funding for the Year
* One of the first priorities for the budget this year to is purchase an additional 30 choir robes.
Kathy has sourced the robes at an approximate cost of $200 per robe. It is her hope that the funds
donated from Driving for Dollars will make up the remaining $2000 required to purchase the robes.
* The possibility and practicality of a Trip was discussed. It was determined that perhaps something
slightly more local may be best, as a more local destination would be less costly to the families and
Kathy’s schedule is fairly full.
* Lisa Adams has a contact in the choir department at OSU that she can contact to see if there are any
possibilities in Corvallis. Other ideas included other Oregon Universities and Ashland.
* Kathy would like to have 3 clinicians come in house this year for both the Bowman and Concert
Choirs. It is estimated that the cost is $100 per clinic, for a total of $300 - $400.
* An upgrade to the sound system in the PAC was also discussed. The money donated from Broadway
Bits would be earmarked for this and funding would be split between both the Choir and Drama
departments.
* Karen Groenweghe brought up the potential of auctioning off one of the reserved parking spots just
outside of the PAC. There are currently 3 parking places marked “Reserved”. Kathy will check with
the front office to see who these places are reserved for and determine if we would be able to utilize
one for Auction.
The next meeting will be held on Tuesday, October 14th, please join us!