Dry After Grad Minutes March 13

Centennial “Dry After Grad Committee” Minutes

April 11, 2013

Attendance: Coleen Bohlen (Secretary), Hilary Bicho, Cheryl Linsley (Volunteer Coordinator), Laurie Derby (Decorations), Nancy Frank (Decorations), Julie Johnson (Donations), Susan Sorensen (Donations), Audrey Woosnam (Entertainment), Rose Strain (Entertainment), Kristine Colquhoun, Nancy Doucette (Treasurer), Betty Santema (Food committee), Sue Davies (Donations), Janine Close (Vice Principal), Jennie Boulanger, Georgia Longo (Grad Representative), Lorene Chung (Chair)

Regrets: Dave Soer, Evelyn Chursinoff

1. Approval of minutes from February 28, 2013 Dry After Grad (DAG) meeting. Cheryl motioned to accept; Rose seconded; all in favour, passed.

1. Treasurer’s Report – Nancy D.

-- we have $10468.88 on hand and it is pretty much all assigned; food and prizes are not covered at this point in time; prizes comes from ticket sales; Drive One will be our carryover amount this year (similar to next year); Sue Davies motioned to approve report and Jennie seconded; all in favour, passed.

1. Decoration Committee Report – Laurie/Nancy E.

- got in touch with a fellow who is able to donate some paper; palm tree plastic wrap from last year was put away with tape on it and is really not useable; want to do mountains and carnival backgrounds; decorating team will check into different methods of holding up the landscape fabric and report back; decoration committee will be meeting with dollar store people to order stuff; Como Lake dollar store will donate $25 and 10% off all purchases

1. Donations Committee Report – Susan S.

- see report from Susan attached to end of minutes

- Nancy and Sue Davies asked group about hosting a Chapters fundraising night sometime in April; group agreed going forward; Coleen will ask about having band/choir members there to play during event (6-9 PM); Janine will ask about a Centennial banner for that event as well as posting information in Centennial venues; Sue Davies and Nancy D. will volunteer that evening and be available to inform people about the event; Centennial families that go there need to get a sticker from the table for 10% of the purchases to be credited to Centennial Dry After Grad

1. Elections for Dry After Grad Committee Positions

- Chairperson – Lorene Chung volunteered for position; elected by acclimation

- Donations Committee head (shared position); no interested people came forward tonight

1. Fundraising

- Update on Ford Drive One event- Coleen; we have confirmation from Taryn at Metro Ford that we will run our Ford Drive One even on Saturday June 1st from 10AM-2PM; Coleen will check with Taryn about drivers with an N or L; Jennie offered to advertise event in local papers again; Janine will advertise through Centennial (Centennial Today, Centennial FB site, Centennial Twitter feeds, etc)

- Plant sales for Mother’s Day; Nancy D. has set up the website and it’s working like it’s supposed to; orders in by Wed. April 24th; pay by cash or cheque payable to Centennial After grad; add 5% GST; pick up Wed May 8th 6-9 PM at Nancy’s house; Janine will send out information to school community; orders taken on-line but Nancy will leave paper order forms at front office (in After Grad box) too if people come in and want to order; Evelyn C. or Audrey can be available to help with drop off/organizing if needed (Nancy to contact)

- BC Lions fundraiser – Coleen; BC Lions are offering new fundraising opportunity to Dry Grad where students get people to sign up for BC Lions seasons tickets (various levels ranging from $256-1000 each) and Centennial Dry After Grad will receive 25% of the sales; committee agreed to proceed with this fundraiser, Coleen will organize; we will target our campaign for last two weeks in May and wrap up at Ford Drive One event; committee agreed to ask Centennial Football team to see if they were interested in sharing profits (50/50) from BC Lions fundraiser; Janine will approach school football contacts regarding this; will have table at Ford Drive One and maybe have football players in uniform to help draw people into event

- Thrifty Smile Cards; on-going; contact Coleen 604-939-7334 () to order yours

- SPC cards - Janine; committee agreed to order 200 again for September 2013; Janine will check into possibility of having online order for (similar to After Grad volunteer form/PAC donations); Coleen will forward written information to Janine for inclusion in packages sent out to students in August

- Chapters event – Nancy D/Sue Davies are hosting…see notes above in Donations section on minutes

1. Old Business

- 3rd signing officer Jennie Boulanger; Nancy D. motioned to add Jennifer Boulanger as a 3rd signing officer since she received the resignation of Daphne’s; Audrey seconded; all in favour; passed.

- Plant pots - Coleen; Thank you very much to Viva Smith and Edith Bennett for transporting these to the school for us!; we will ask for a minimum donation of $5/pot (multiple orders negotiable); Coleen to send picture files to Nancy D. so that she can have them on Plant order pick up day and take orders for them (pick up at Ford Drive One Event); we will have a table with the pots again at the Ford Drive One event this year (for pick up and sales); Coleen to make up a document that can be emailed out with Plant Sales email as well as making up posters to advertise the pots

- Circus drawing (Janine will ask Centennial community if there are any people willing to make up posters for our event; Laurie will provide paper), spinning wheel (might use it to give away raffle tickets in the main area in addition to the money wheel in the casino), Seaview carnival games (Coleen will find out what kinds of games are available to loan), mirrors (Audrey will check with Houle to see if they offer this type of thing, if anyone has any leads/information about where we might get some of these, please bring to next meeting)

1. New Business

- Betty Santema motioned to purchase 200 tickets at $8.60 via Susan Muzzin for a total of $1720 for including in the grad bags for Dry After Grad event; Jennie seconded; all in favour; passed.

-Tickets – Audrey; tickets are $25 (price to stay the same); one tear off portion only (for Early Bird/Grand Prize draws); 380-385 grads for next year; Audrey will talk to James at James Printing to make changes/ update information and place order for 300 Grad tickets and 100 Guest tickets

- Parent dance in fall to fundraise for grad dinner dance and After Grad tickets; information meeting next Tuesday April 16th 7:00PM in the library

1. Next Meeting –Thursday May 2nd 7:00PM in library

After Grad Mtg April 11/13 Update Donations Committee by Susan Sorensen

I would like to report that we have received a donation of $500.00 from The Royal Canadian Legion. I was unable to attend their meeting over spring break to personally accept the cheque. But have offered to attend their next meeting to express our thanks for the continued generosity.

We have also received $50.00 value for tools from Princess Auto. A $30.00 gift certificate to Zone Bowling and $100.00 gift cards to Real Cdn Superstore.

I am pleased to say that we have another parent volunteer associated with Cheryl Linsley; her name is Hilary Bicho and she is helping Cheryl with Coquitlam Ctr. Thank you Hilary.

Most members of our Donations Committee have started going out to businesses or mailing letters in their designated areas and some, I believe Nancy and Sue have also received contributions.

I did check the online spreadsheet document today at noon; there were no updates on it.

I understand from Nancy that she has her own document running and this may well be the case for other committee members as well. It may be that my idea of a shared document is not a viable idea.

Thank you to Janine Close (Cent VP) for sending out the mass email to parents asking for donations from either their own business or as supporters of the after grad event. Perhaps it is their child’s grad year.

Thanks to Betty whom has arranged the purchase of 200 Movie Tix at $8.60 each. I wanted to wait until tonight’s meeting to discuss how many we should purchase and whether we even had the money in the budget, but as time was of the essence, (the final purchase date was today) it was determined by straw poll emails that we should proceed. I based the number on previous years purchases and also that if we have too many tix, it was noted that they are easy to sell and recoup any over expenditure.

With my committee members I will set a schedule of dates/timelines to get together for final strategizing and wrapping and shopping to take place in the first 3 weeks of June.

I have heard from most of the team except for Ernesto and Laura Garcia, I will get in touch with them and see if they are still helping out. If not we may need someone to go to their area, which is North Rd; North of Smith Ave. to Burquitlam Plaza.

I would like to know if we want to go ahead and repeat last year’s swag bag, of a movie tix and ear buds. If so, we can let Future Shop know our plan for purchase for early June. It would seem to me that our budget is not really finalized until June 1, when all tix sales etc. are completed. I assume we will do as much of the same as last year as possible for prizes; TV/Mini laptop/ iPad etc. or are there other ideas for prizes and raffles.