Minutes #4

DAG 2022 Meeting #4 Minutes
Date: Jan 10, 2022 (Monday)
Time: 6:00pm-7:00pm
Location: Zoom
In attendence: Teresa, Christine, Mona, Lynda, Joanna, Susie, Iain,
Sharon,Del, Dinesh, Jenny, Nathalie, Yvette, Cynthia, Susan

1. Welcome

2. Treasurer’s report
Budgeting for plan A and plan B was discussed. The current budget is based on an in-person party with inclusion of additional things which could be used for both plan A or B such as a grad gift for each student. Please see budget spreadsheet for details.
One suggested idea is ordering of a larger grad memento of a personalized backpack to be part of the prizes at the event or as a gift in lieu of the event.

3. Current Covid 19 BC Health Protocols
https://www2.gov.bc.ca/gov/content/covid-19/info/restrictions

Indoor organized gatherings
Indoor organized gatherings of any size are not allowed. Examples include: Sponsored or ticketed parties, celebration

Indoor events at venues
Indoor events at venues can only have 50% capacity, no matter the size. Examples of indoor events at venues include: Sponsored and ticketed events

Everyone must be fully vaccinated to attend.

Venues must scan proof of vaccination QR codes for entry
Everyone must wear a mask indoors
Dancing is not permitted. All spectators must be seated

4. Plan B for DAG 2022
Susan and Christine met with the 2021 DAG chair, Elisa Lok, to talk through how they managed to create a plan b and organize ahead for it. We know that from this we need to build what things we think we can use for Plan A and Plan B and work them into the budget.

Discussed ideas:
Can we do a paired down version of our décor in the school that the students can walk through with our Adventure Awaits theme?

What can we do outside and on school grounds?

Del said that four years ago they asked about an outdoor event on school property and the school said it was a liability. It was not approved. All activities needed to take place inside the building.

Suggestion for a flower wall with McRoberts colours – a backdrop for friend groups and photos (10×10 for example)

Each committee will take the Plan B back, discuss, and come up with ideas.

5. Sub-Committee Reports

a. Entertainment and Décor

Entertainment and Décor met and created a plan of the event layout:

Drama room would be where scheduled activities rotate for the evening: Studio 54 dance lounge, Just Dance video games, Karaoke
Front entry would be the airport lounge

Art Hallway – Paris / Street scene

End of the hallway – Whistler street theme with Xmas trees and snowflakes

Gym: food in one section and then Tokyo with large games and Hawaii section with volleyball and surfboard simulator.

We have four suppliers:
Magician: paid day of and no deposit
Poker Tables: waiting to hear back on deposit
Houle Entertainment: have a deposit with them for 2020 (rolled over twice)
Photographer: have a deposit with them for 2020 (rolled over twice)
No deposits that need to be paid out right now.
Hypnotist deposit will not be returned – ($500) from past roll overs and we do not plan to book him.

b. Food and Beverage

ain will be our food safe certified team member.
Committee has not met yet and Haydee was not at this meeting, however, she was able to
provide the following report after the meeting:
Food and beverages can be ordered close to the date, so there’s no advance payment
needed.
We need to order in advance the clear plastic cups/ containers with sizes 16oz, 32oz, 48oz –
150pcss

Iain will be our food safe certified team member.
Committee has not met yet and Haydee was not at this meeting, however, she was able to provide the following report after the meeting:

Food and beverages can be ordered close to the date, so there’s no advance payment needed.
We need to order in advance the clear plastic cups/ containers with sizes 16oz, 32oz, 48oz – 150pcs00 pcs each with lid, to where the single serve food and drinks will be served. Can be ordered in Amazon.ca at least a month before the event. We need the clear so the grads can see what’s inside right before picking it up. Amazon.ca quote is around $25 dollars for 50pcs.

We also need to rent cake and snack stands for presentation and easy access. They can be rented in Facebook market place for $75 per set, 10 stands. We need 4 sets at least. And perhaps 1 month in advance too.

For the banner/backdrop, we just need some balloons, lights, and some writings/quotes (ex, congratulations Graduates etc).

c. Security and Transportation

Security is booked – no deposit required
Transportation is booked – no deposit required

Still deciding on bins
First aid attendants booked, Mona will find out if they bring their own supplies /kit or if we need to make arrangements.

d. Fundraising / Donations / Grant

First fundraising committee meeting is tomorrow night (Tues Jan 11) lots of ideas will be exchanged and figure out how to implement them. In that meeting we’ll also discuss types of fundraisers that are possible under the current circumstances
Here is what they are looking ahead at:

  • Cookie grams for Valentines days
  • Samosas for March
  • Crispy Crème sometime between Jan and March

    It was suggested that setting small fundraising goals (such as per month ) and ask parents to help us reach our goals through the fundraising activities available as well as through direct cash gifts might be a good idea.

e. Website: https://mcrobertsdrygrad2022.wordpress.com/

The DAG website is set up including a fundraising thermometer which will be updated as we continue our fundraising initiatives. Next steps will be looking at best ways to communicate that this site is live to parents and encourage direct ask gifts.

6. New Business

The PAC meeting is this Wednesday evening at 7 pm. This is likely the meeting when the PAC will decide on the amount of funding they are willing to give the DAG sub-commitee.
Grade 12 parents are encouraged to attend as advocates for the 2022 Grad class.

  1. Next meeting: 01/31/22
  2. Adjournment
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