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OKM GRAD PARENTS

Annual General Meeting

Minutes ______

Meeting Date: April 20, 2015

Meeting Location: OKM Library

Recorded by: Lisa Tezram

ATTENDANCE

Name / Title
RuthAnn Perry / Chair
Bosha Joyce / Treasurer
Lisa Tezram / Secretary
Anne Brunton / Grad Council Liaison
Sheryl Thiessen / Variety Show
Nicolle Leatherdale / Dry Grad
Chris Harrison / Dry Grad
Heather Fowler / Garden Party
Debbie Walline / E-mail Coordinator
Dana Patterson / Vice Principal
Grad Parents

MEETING START

The meeting commenced at 7:00 pm.

Welcome and introductions were made by RuthAnn Perry and Dana Patterson.

  1. Function of the Grad Exec Committee
  • Overview given by RuthAnn Perry
  • The Grad Executive Committee does a lot of working leading up to Graduation including fundraising and organizing events to support Graduation

2. Fashion Variety Show/Silent Auction Committee Reports

  • Overview given by Sheryl Thiessen
  • These events were hugely successful
  • Was a great blend of shows by the students
  • Fundraising was great
  • Everything went very smoothly and was enjoyed by all

3. Financial Update Report

  • Overview given by Bosha Joyce
  • Fundraising through the Fashion Variety Show/Silent Auction, Poinsettia sales, Bottle Drive all have been very successful
  • Funds go to Legacy Gift, COBSS scholarships, Garden Party, Dry Grad
  • Legacy Gift is decided by the grad students – they use the funds to buy something for OKM which is their gift to the school
  • This year the grad students have decided they want to raise half the money for the legacy gift themselves and the Grad Exec has agreed to match their funds up to $3,000 for the legacy gift

4. Dinner & Dance

  • Overview given by Dana Patterson as this is a school event
  • The Dinner & Dance is on Saturday June 6, 2015 at the Grand Hotel
  • Everyone meets at the Dolphins at 5:30 p.m.
  • The Grads walk the promenade through Waterfront Park
  • Pictures can be taken along the promenade by parents/friends
  • Doors open to the Ballroom at 6:00 p.m.

Please note: there will NOT be a procession inside the ball room

  • Seating is assigned and there will be lists in alphabetical order indicating the seating by the doors to the Ballroom
  • Ticket sales started a few weeks ago – first come/first serve
  • Dinner at 6:30 p.m. / Speeches at 7:15 p.m.
  • Dance at 8:00-11:00pm
  • Parents are welcome to stay for the dance
  • (Dana then mentioned that she has agreed to do a Grad Sleepover on May 22nd and requires parent volunteers)

5. Dress Rehearsal

  • Overview given by Dana Patterson
  • Grad Dress Rehearsal on Friday, June 19th from 4:00 pm - 5:30 pm
  • At Evangel Church where the convocation will be the next day

6. Garden Party

  • All Grads are invited to attend the Garden Party on Saturday, June 20th at 11:00 am
  • Beautiful location at 5001 Frost Road – Kuipers’ Residence
  • Invitations will be sent out to the Grads
  • Food signup sheets at AGM
  • The Garden Party is a lovely pre-Grad event for all Grad students
  • Grads are to wear clothes for the convocation as they will not be changing in between
  • Grads can be dropped off at the Kuipers home as there will be limited parking
  • Buses will take Grads from the Garden Party at 12:30 p.m. and arrive at Evangel Church by 1:00 p.m.

7. Convocation - Saturday, June 20th

  • Convocation begins at 2:00 p.m. and will be approximately 3 hours
  • There is no limit on attendance at Convocation
  • The Grads keep their cap and gown – these are not returned
  • The boys are encouraged to wear long pants and shoes as this looks best under the gown
  • The girls are encouraged to wear sensible footwear as they will be walking across the stage

8. Dry Grad

  • Overview given by Chris Harrison
  • Dry Grad is on Saturday, June 20th after the Convocation and a quick dinner with family/friends
  • Drop off is at OKM parking lot at 7:30 p.m. – buses will be transporting the Grads to the Dry Grad location at 7:45 p.m.
  • The location of the Dry Grad is not given out for security and safety reasons
  • The Grads will not be allowed to bring phones or purses and should wear comfortable clothing
  • Everything is supplied at the Venue and is open to all Grad students (although a RSVP Commitment Card is required for entrance) – lots of entertainment and food
  • Invitations/Comittment Cards will be sent to parents and the Grads - Grads will have to return the Card for entry AND travel to the location by bus. If the students do not make the bus, they will not be attending Dry Grad.
  • There will be procedures in place for special needs and a telephone number to call (see invitation)
  • Volunteers are needed – signup sheet at AGM
  • 2 shifts required:
  • 7:30 p.m. to 10:30 p.m.
  • 10:00 p.m. to 2:00 p.m.
  • Clean up at the end of the event

9. Year End Thank You

  • There will be a Thank You printed in the paper at year end to thank all volunteers, parents and businesses who have supported this Grad year
  • Please e-mail RuthAnn (Grad Exec Chair) at if you have any questions or concerns.

MEETING ADJOURNED