Alumni Meeting April 17th 2008 Bend Senior High School Library
Attending: George Morrison (President) Katy Crockett Gwen Holliday Darlyne Haynes Miles Hutchings Joanne Lubcke Charles Blacksheep Phoebe Degree Lucy Halverson
Meeting Began: 5:05pm
The previous meeting's notes were read and approved.
It was mentioned that Nancy Oren started the Alumni Association
All present read over the By-Laws of the organization. There was concerned raised from the members that there has not be an election of officers. It was asked that the members take the by-laws home and read them over. They will be discussed at the next meeting.
The association is looking for more people who are willing to join our Board of Directors.
The BBQ is slated to be held September 12th at the high school. It is coordinated with the first home game, which is against Wilsonville. The culinary class as agreed to make a dessert. There was discussion of not having a dessert because some of the attending members felt it is not appropriate for a BBQ. The Horizon band will be playing at the BBQ. There is still discussion of asking the high school band to play as well.
There was also discussion of moving the BBQ to the homecoming game. This will be remembered next year.
The association is still trying to decide if they want to add another event to the year. Some of the ideas are a Spaghetti Feed, Wine Tasting, and a dinner sometime between Thanksgiving and Christmas. We are still attempting to gather input from the members on what event would be best.
Mark and Suzy Wurgies are still working on updating our currently membership list. Thank You to them!
It was brought up to talk to the graduating class each year and offer them the opportunity to join.
There is still conversation of starting chapters of the BSAA in other cities.
A committee was formed to work on the membership letter that is sent out every year. The members are:
It was agreed on by the members present that the dues will be sent to the PO Box. In the past we have been unable to send membership cards to everyone who joined. This year we will be ensuring all members receive a membership card.
It was discovered there is not IRS help located in Central Oregon for the 501c3 number. We are still desperately looking for someone who can help us fill out the paperwork. Gwen Holliday, our Treasurer, as offered to contact someone she knows who is a tax consultant.
Doing scholarships for graduating seniors instead of grants for the teachers was suggested. More discussion next meeting.
Action Items For Next Meeting:
- Gwen to talk to her tax consultant
-Committee report on membership letter.
Meeting Adjourned: 6:45pm
Alumni Meeting February 21st 2008 Barnes and Noble Café
Attending: George Morrison (President) Dominic Ficco (Board Member) Lillian Ficco (Board Member) Darlyne Haynes Katy Crockett Miles Hutchins Jim Crowl Christy Kellison
Meeting Began: 5:05pm
Meeting agenda handed out to all present.
Introduction of all people present and there involvement within the organization
Christy Kellison, the President of the BSH Booster Club, discussed her organization in detail. She said the booster club was able to fulfill some grants for the staff of the high school. She also discussed the 100th Birthday celebration in detail. She said the booster club is looking for donations of items to raffle. If there is any alumni that would have something that could be raffled off during the event to contact her.
George Morrison reviewed our grant process with the members present.
The BBQ is scheduled for the first home game of football season. We are still trying to contact the Culinary Class teacher, Mrs. Markland, to discuss having the culinary class cater our BBQ. We are currently still unsure of our menu. We will also be putting together a billboard of all the products we have purchased for the classroom to display during the BBQ.
The www.bshalumni.com website and the www.myspace.com/bshalumni website were discussed briefly. The "myspace" page is used by the organization to reach out to the 18-30 demographic that is currently under represented by our organization. The bshalumni.com site is still update consistently.
We are still looking for help to fill out our 501c3 paperwork. George and Gwen may be going to the IRS office to get more information. It was also brought to our attention that we will also have to register with the State. We also were made aware that we will have to provide a copy of our By-Laws with the paperwork.
Gwen Holliday has officially taken over as our treasurer. "2 signature" checks looked into by George, but the bank cannot guarantee that process without a $50/month charge. Instead George and Gwen have agreed to have an honor system and not produce any checks that do not have two signatures on them. Arrangements have been made to send duplicates of all communications between the bank and our organization to both George and Gwen. Irene Gallagher will be once again keeping an eye out for reunion information. Reunion information will be placed on website and myspace as it comes in.
This will be the third year we have a float in the Bend Christmas Parade. People who participate in the parade are asked to wear blue and gold. We are hoping to have a 2nd float for members who do not wish to walk the parade route. We are also seeing into the possibility of allowing members to drive there vehicles in the parade. The organization still has products for sale, such as Sweatshirts, hats, turtle necks and ¾ zip ups. We are looking for ideas for new products.
We have currently reached out to many businesses to procure goods and monies for the classroom. IE:
Trade n Toll Snitalsteel Pak it Pink Denny's Kitchen Collections
Some businesses want to help, but require the 501c3 number. Any business that would like to help they contact us through our PO Box, and e-mail.
Discussion was brought up about having non-alumni of Bend Senior High become members of the BSHAA. We currently do not know for sure what the By-Laws.
Mission statement possibilities handed out by Katy Crockett. The present members at the meeting were asked to look over the possibilities and give feedback to George and Katy.
The By-Laws to be looked at.
The idea was brought up by Darlyne to create chapters of the alumni association in the valley. She will be researching the idea.
Meeting Adjourned: 5:57pm
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Alumni Meeting February 7th 2008 Barnes and Noble Café
The Board Of Directors for the BSHAA are Dominic Juslen, George Morrison, and Lillion Ficco. This covers the legal need. George would like to find some more members of the Board to guide the Alumni.
Gwen is to become treasure and she will be taking over and reconciling the checkbook for the BSHAA. The account is currently housed at B.O.T.C. The bank statements for the BSHAA will be sent to the Treasure’s address instead of where they are currently being sent, the BSHAA post office box. The checks will also be converted from one signature to two signatures to protect both the members at the BSHAA as a whole. Once this conversation is complete a stipulation is to be placed on the bank account to ensure that checks are not accepted by our bank unless they have two signatures.
The 501c3 Tax Id Number paperwork was brought to the meeting. Currently if we were to have this paperwork filled out by a professional it could cost $1200. If the BSHAA were to fill it out themselves it will cost $300. We are currently attempting to local a member of the BSHAA who has experience filling out this paperwork.
The BSH Booster Club is hosting at 100th Celebration dinner at the Sunriver Lodge on April 12th. The BSHAA has been contacted by the booster club to help with the event. The BSHAA has committed to helping to reach out to our members by posting a letter written by the BSH booster club on our website and myspace page. We have also committed to sending a “formal invitation” e-mail to our members who have e-mail addresses. It was discussed to also mail out formal invitations to our members.
A delegation of BSHAA members will be attending the BSH booster club meeting on February 19ths at 7pm in the BSH Library. We will receive more information on the 100th celebration dinner and what help is needed from us.
The BSHAA is also in the brain storming stage of planning another fundraising event. An idea was brought to the table to have a premier showing to BSH Alumni of a movie that was created about the 100th Birthday of Bend High (or the city of bend?). It was also discussed to have a spaghetti feed or other “formal” function. We will be in contact with the BSH Culinary Class to see if they would like to cater any event we have.
A recruitment letter will be drafted to be sent out with our registration forms in march or April. It is also planned to be an informal invitation to a meeting of all members. The Public Relations team will be drafting this letter.
A new mission statement is to be drafted by the public relations team to reflect our goals as a organization. The first draft is to be done by the next meeting.
Our next meeting will be Thursday, February 21st at Barnes and Noble.
Action Items For Next Meeting:
-A report from the delegation attending the BSH Booster Club Meeting
-A rough draft of the recruitment letter to be drafted by the Public Relations team.
-A rought draft of the BSHAA Mission Statement
-Confirmation that the signature cards reflect our new treasurer, the bank statements are being sent to her
-Confirmation that the checks will be two signature
-Board Members to talk with the Culinary Class about catering our events
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