BCHS GRAD 2008 Minutes of the General Meeting
January 31, 2008
President Karen Moon called the meeting to order @ 7:10 p.m. She introduced the executive (refer to November's minutes). Brenda Noel read the minutes from November's meeting. Treasurer Sue Schultz reported that we received $1500.00 from working grad '07 and the Homecoming in June, $300.00 from the spring dance last year, $687 from the Oilmen's fundraiser in November, bottle drive -$1511.00, $200.00 from Weatherford's fundraiser plus the $442.00 that was left from last year's grad that they donated to us plus the $1000.00 for doing their clean up. We have a total of $5705.28. BUDGET - Marcy Lastiwka presented her report. Listed below is a breakdown: Church Ceremony - $200.00 Evening Ceremony Budget-Field house rental- Base rent- $1200.00 Set up & decorating on Thursday - $600.00
Backdrop - $400.00
Stage - $400.00
Sound System
-$1000.00*
Screen & Projector - $500.00 Lighting - $5.00.00 Total for Evening Ceremony - $4600.00 *can use DJ's for an extra $250.00 Dinner Budget : Meal & Beverage ($19.00** per plate) -cost covered by ticket
Cloth Linens & Napkins - $1700.00
Cutlery, China, Glasses & Coffee Butlers - $1800.00
Snacks on tables before supper - $400.00 Total for the Dinner- $3900.00
"Please Note - this is last year's price and will increase up to 6% Others: Decorations (includes flowers) $2000.00 Memory Book - $1300.00 Slide Presentation & CD - $100.00 Program Printing - $100.00 Meal Blessing and Tickets for Dignitaries - $300.00 D.J. - $650.00 Clean Up - $1000.00 Miscellaneous- stationery, etc. - $500.00 Prizes- $3000.00 Total of Others - $9000.00
TOTAL BUDGET FOR 2008 B.C.H.S. Graduation : $ 17700.00
The Centennial Centre's staff has many new rules in place. We have to use their china & real cutlery but we don't have to use their coffee or china cups. We are checking with them to see if we can use disposable tablecloths. We will probably use paper napkins. Mocktails -If we want to have more than juice, water, coffee & tea to drink, our options from the Centennial Centre are as follows: (runners restock items) a) cups, ice, pepsi fountain pop products, 1 bartender & I runner - $2.00/drink b) cups, ice, pepsi fountain pop products, 1 bartender ($20.00/hr x 8 hrs. = $160.00) -1 runner ($15.00/hr x 8 hrs. = $120.00) plus 5% GST for a total cost of $ 1932.00 c) mocktail bar with an open bar which includes cups, ice, mix products to make basic mocktails - $2.95 per person which includes 2 bartenders ($320.00 total) and 2 runners ($240.00 total) + GST - $2920.00 d) mocktail with cash bar which includes everything needed to run a standard mocktail bar including 2 bartenders and 2 runners for the entire evening - $3.00/drink e) high end mocktail cash bar, this includes everything to run a deluxe mocktail bar with blended drinks - includes 3 bartenders and 2 runners for the evening -$ 4.00/drink
A decision regarding this will be made at the next meeting.
Memory Book - During the past couple of years there was no yearbook and in its place the memory book was provided for the graduates. This year there is a yearbook being compiled so there may be no need to produce a memory book. The grads will vote on this. Tickets -Each grad will be able to purchase at least 10 tickets. More information on the exact cost and number allowed at a later date. If anyone has any ideas on how to decrease the budget, let the executive know. Phone numbers are listed in November's minutes on the school's website (click on graduation). Karen's phone number is 573-1415. If we do 5 "set-ups" for the Centennial Centre, they will waive the $1200.00 base rent. We've already done the one for the Blue Rodeo concert and the next one is for the Job Fair. That will be done on Monday, Feb. 18th (Family Day) @ 9:00 p.m. (after soccer) or Tuesday morning. As soon as we know, the phoning committee will be contacting you. If we don't have enough money, prizes will be cut from the program. It is nice to have them to give out at the end of the evening. This encourages the grads to stay and enjoy the dance longer. If there are parents willing to ask businesses for donations we could have more to draw.
Church Service- St. John's United Church
This will be held for those families who wish to attend. It is a simple service lasting about 45 minutes. Mr. Bob McRae will lead the service in the minister's absence. He has done several services in the past and is familiar with the students. We are looking for students with musical talent (we know you're out there). If you want to partake in leading hymns, playing piano or guitar or sharing a solo, please let Ashley Hofer or Roxanne Erickson know as soon as possible. The time will also be announced when the day's schedule is complete.
Diploma Ceremony Location Those in attendance at the meeting received a copy of a letter from Mrs. Ripkins explaining the reasons that the diploma ceremony is held at the school. If you wish to read it, please see an executive member for a copy. We do not know how many tickets each graduate will be allowed yet. There is a concern from the parents that, because the space is limited, they won't be able to see their child receiving his/her diploma. An idea brought up by a parent to alleviate this is to have a reserved "parents section" at the front of the gym. An "overflow" area willl be set up in the student area with a screen to use once the gym is filled up. Upcoming Fundraisers February 2 - Beaver River Fish & Game Association - serving & clean up @ 5:30 p.m. February 5 - Pancake Supper from 4:00 p.m. - 6:00 p.m. February 18th or 19th - Job Fair set up - this is one of the five to do for the Centennial CentreWe're not sure of an exact date or time yet, the phoning committee will contact you. February 22d - Hospital Gala set up - another of the five for the Centennial Centre February 6'h-All Mom's Pantry order forms must be in-if you didn't hand yours in at the meeting, give them to Kaley Noel. The order is being placed Thursday, Feb.7t' and should arrive by the 280'. March 0 - Bottle Drive - meet in the school's parking lot @ 10:00 a.m. to choose your area and meet back with the bottles. The man who owns the Elk Point bottle depot will meet us with his trailer at the school and take the bottles; we don't have to sort them and he sends a cheque for the full amount in approximately 3 weeks. March 15 - Cowboy Gala @ the Centennial Centre - serving & clean up - a sign up sheet was
passed around.
Spring - Bake Sale & Garage Sale - more on this at a later date Home Interiors - candle sales in time for Mother's Day
Grad Sweatshirt/Sweat Pants
The order forms are ready and being distributed. Sample sizes of the sweatshirts are available in Mrs. Watts' room. Payment must be made before they are ordered. Orders must be in by February 19th. If paying by cheque, make it out to Sign Solutions. Prices are as follows:
Hooded Sweatshirt (burgundy, grey or black) - $58.00 ($2.00 extra for XXL) Yoga Pants (grey or black) $25.00
Sweatpants (grey or black) $29.00 ($2.00 extra for XXL)
We are finding that there are parents who do not wish to fundraise. Although we can't insist that parents/grads help out, we would like to offer those families the option of paying $250.00 to cover their share if they feel they would like to help with the cost but don't wish to work any fundraisers. This is based on the cost of the graduation divided by the number of grads. If you do not want to be involved in the graduation and do not want to be bothered, please let your phoning person know. Meeting adjourned @ 8:15 p.m. Next Meeting - Thursday, February 28th We will hold meetings the last Thursday of the month with the exception of March because it falls during Easter break. We will decide an alternate date at February's meeting.