Minutes #9

École Secondaire Hugh McRoberts Secondary School
Dry Grad Committee – Meeting #9

Date:                    May 09, 2022 (Monday)

Time:                    7:00pm

Location:             McRoberts School library

Attendees:          Mona, Samir,  Dinesh,  Michelle,  Del, Nathalie,  Lynda,  Joanna, Susie C,  Sharon, Iain, Susie, Winnie, Agnes, Haydee, Susan

1. Welcome
2. Christine informed Susan that she could no longer act as the Co-chair but will still help as a committee member.
   • Covid-19 BC Health orders: There are no restrictions on events currently

https://www2.gov.bc.ca/gov/content/covid-19/info/restrictions

3. Treasurer’s report (see attached Budget Summary)
   • 60 students have paid DAG to date
   • Yvette requested the expense estimate from each committee
   • Fundraising committee has provided the money needed and if ticket sales are low, food and prizes will be adjusted
4. Volunteer task assignment spreadsheet update
   • Yvette has created the spreadsheet with a volunteer tab and a “wish list for borrowing” tab
   • All subcommittees are busy populating the spreadsheet with their volunteer/wish list needs
5. Grad prizes discussion
   • Susan will resend the DAG letter Teresa and Susan made to request donation for prizes
   • Allocated $3500 for prizes
   • To wait until June 10, 2022 to finalize
6. Sub-Committee Huddles: (sub-committee meetings conducted)
   • (Parents, please indicate your preferred sub-committee – in the google form/ link https://forms.gle/YKezaDdqqzvX8Mw38  in the meeting or via email)
7. Sub-Committee reports
   • Fundraising
     • Saturday May 14, Carwash event (student & parent volunteers needed 12:30 – 4:30)
   • Entertainment
     • photographer to come to the dinner for 3 hrs then DAG even
     • magician, confirmed, ordering tables, Ping-Pong – to check with Mr Clemente
     • do we need to tip the dealer, etc.  budget $7300
     • can raffle the spike ball at the end
     • volunteers needed, 2 parents on each location in case something happen
     • volunteers can come and go, or in shifts
     • timing of setup, schedule towards the evening -master schedule
     • magician moves around rooms and poker tables to conduct magic
   • Food and Beverage
     • inventory to check next Tuesday, to check the office
     • 5 centerpieces will be coming from décor
     • Budget total $1998.00; Superstore $430, Save On Food -$631
     • 5 eating table, 3 rectangle food, beverages table
     • To include food for the volunteers – 30 volunteers
   • Security and Transportation
     • Application 25-30 volunteers, 1 parent is to 7 students
     • Masterlist should include all the volunteers – all adults
     • The bus is booked to pick the kids at 4:30pm to 5pm from school and pick them up from hotel at 11pm
     • Prescription drugs, check with Kevin; EpiPens needed will be with the Grads
     • Access to Rm 130 to deliver the bin, labelled – masking tape
   • Décor
     • reusing the Whiteside Eiffel tower, Susan to find out from the school if we can use it
     • set up items, check the storage on May 13, check the lights
     • budget $2500 for décor, buying some items to be re-used
     • Dinesh will buy the specific tape to use on the floor from Home Depot
8. Other Items
   • Joanna to attend the next week’s PAC meeting, in Susan’s absence
   • rental request needs to go to School District
9. Next meeting – May 30, 2022 – 7pm
10. Adjournment – 9pm

Thank you all!