Grad Night Minutes 2020-2021

 

October 21,2019

Minutes

Parent Meeting at Highland

Hosted by Lisa F. (Parent)

 

  • Introductions

 

  • What is Grad Night

 

  • Looking for a Board, Co-Chairs, Secretary, Treasurer

 

  • Facebook groups made for different events. 

 

  • Sign up for volunteer opportunities

 

  • Vote on Positions

 

  • Positions Granted

Co-Chairpersons Gidget A. and Jennifer C.

Secretary EmmaLee B.

_________________________________________________________________________



 

Monday, Feb 4, 2020

 Minutes 

Parent Meeting at Lake Stevens High School

Hosted by Board at 7pm.


 

  •  Introductions, Jennifer C., Gidget A., EmmaLee B.

  • Background regarding the need to start our own 501c3 for LSHS Grad Night, and all future classes

  • Treasurer- Seeking a person interested in being our treasure as well as help start a Grad Night 501C to pass on to future classes. 

    • Tamara C. volunteered, has experience with Treasury and started 501C. She will be in contact with bank to start bank account and with Class of 2022 representative. 

    • New Treasurer Appointed

 

  • Finding People to take up Fundraising. Elaine, Shelly, and Gidget to do Fundraising.

  • What is Grad Night? What does the Grad Night Company Do?

  • The importance of sharing with friends and your kids friends

  • Next steps, set up bank account with Gidget A. (Co-Chair), Tamara C. (Treasurer), and Robin W. (Purple and Gold Club Treasurer) as signers on the account.

  • Committee members

    • Co-Chairs Gidget A. and Jennifer C.

    • Secretary EmmaLee B.

    • Treasurer Tamara C. 

  • Next meeting to be scheduled and posted on facebook (March 4, 2020 7pm).

  • Secretary to get PO BOX.  

______________________________________________________________


 

Wednesday, March 4, 2020

 Minutes 

Parent Meeting at Lake Stevens High School

Hosted by Board at 7pm

 

Follow-up

  • Bank account at First Financial was open in February with Gidget and Tamara listed as signers

  • PO BOX was opened by Secretary.

    •  PO BOX 1381, Lake Stevens, WA 98258. Paid $92.00, open until 2-28-2021

  • Discuss other meetings attended Class of 2020 Grad Night on 2-11-2020 and Purple and Gold Meeting 3-3-2020.

  • Discuss regarding Fundraising.

    • Shelly and Elaine volunteered for Fundraising Position. 

  • Decide prices… 

    • $150 tonight, includes swag (whatever it may be)

    • $175 lanyard and grad night ticket

    • $195 lanyard,long sleeve, grad night, 

    • $230 lanyard, long sleeve, hoodie, grad night ticket. 

              Checks need to be payable to Purple and Gold Class of 2021

 

  • Regarding auction venues

    • Team Fitness- Community Center- Lake Connor Park- Carlton Farms

______________________________________________________________________________


 

April 7, 2020

Board Meeting via ZOOM 

Attendance; Jennifer, Gidget, Elaine, EmmaLee, Tamara. 

 

  1. No Budget

    1. Can’t quite plan any financials yet

  2. Fundraising

    1. Booth at Aquafest.

      1. Turn in application for a booth, its free. Hopefully event doesn’t get cancelled.

________________________________________________________________________

JUNE 29, 2020

Treasurer UPDATE: We have an EIN for LSHS  GRAD NIGHT

 

________________________________________________________________________ 

Tuesday, August 4, 2020

Minutes

Parent Meeting at Lundeen Park 

Hosted by Board 

 

In attendance is

 EmmaLee B., Secretary

Gidget A., Co-President

Tamara C., Treasurer

Elaine S., Fundraising Co-Chair

Andrea W., Parent

Lisa F., Parent

Kevin S.J., Grad Nights President

 

  1. Grad Nights Company update

    1. Not currrently filing bankruptcy

    2. Not making plans financially but looking at options

    3. Next five years each class has $1602.45 Credit from 2020 Class.

    4. Kevin from Company discussing what current events are looking like.

    5. No money to GRAD Night until January 2021. 

    6. Estimate $150-$167 per ticket.

    7. Outdoor venues not currently happening either.

  2. Senior Class currently 611.

  3. Grad Night alternative options

    1. Drive Inn Movie

    2. Everett Movie Theater at Everett Marina

    3. Outdoor Venues

  4. Make T-Shirts for fall

    1. EmmaLee get list of students for design and order.

  5. 501C Update

  1. EIN completed

  2. Review Bylaws

  3. Reach out to 2022 to review bylaws

      `4) Review Bank Statements.

  1. Get Gidget and Tamara online access to accounts.

 

_____________________________________________________________________________

August 20, 2020

Board Meeting with LSHS Administrators 

 

  1. Most of our questions were left unanswered, “Good Questoin, we can’t answer that at this time”. 

  2. All communication should be shared with Leslie and Jason. 

    1. Ideas should be shared with school administration so as not to step on other committees. 

 

  1. Senior gear will be provided by Jostens

  2. School Starts Septemeber 2nd 

  3. 501C3 updates 

    1. Reached out to Grad Night 2022, no input

    2. Reached out to Purple and Gold for input

    3. Vote to come. 

____________________________________________________________________________

August 21, 2020

Elaine formally resigned from 2021 Grad Night Board. 

Shelly formally resigned from 2021 Grad Night Board

Gidget formally resigned from 2021 Grad Night Board. 

 

Lisa F. Stepped up to Fundraiser Chair Position. 

_________________________________________________________________________

 

Monday, September 21, 2020 

Via Zoom

 

Attendance: 

Leslie Ivelia, High School Principal

Jason P. High School Principal 

 Tamara C., Grad Night 2021 Treasurer

Lisa F., Grad Night 2021 Fundraiser 

EmmaLee B., Grad Night 2021 Secretary

Jennifer C., Grad Night 2021 President. 

 

Agenda- 

 

  1. Breakdown Occurs with parents. 

  Review Goals for Grad Night 2021- Celebrate and Be Celebrated, Safely

 Stay Unified. 

 Start in the end of mind.

  1. Expectations and Liablity of Grad Night.

  2. Distribution at the school 

    1. Last year, parking lot was closed

    2. This year, parking lot open. Likely open for distribution.

  3. Purple and Gold REVISIT to get 501c organized

_______________________________________________________________________

 

Tuesday, September 22, 2020

 

Tamara C., Grad Night 2021 Treasurer

Lisa F., Senior Parent

EmmaLee B., Grad Night 2021 Secretary

Jennifer C., Grad Night 2021 President. 

Dorie B., Grad Night 2020 Representative

Lisa , Grad Night 2020 Treasurer 

 

Agenda, 

 

2020 Recap 

Raffle Tickets, Alexander Printing, Donating all the tickets and auction booklets.

Raffle Tickets, 3 prices ($1k,500, and $3), $10 each

Ticket prices $225- No fundraising. 

 

Idea for Grad Night 2021

  • Cedar Springs, local

  • One place

 

Apparel fundraising- Mark up less than $5 for Fundraiser

 

Set up Venmo?

 

Reach out to Jason- Link to Facebook page on school website. 

______________________________________________________________

Thursday, September 24, 2020

Lundeen Park 7:30pm

Grad Night Parent Meeting 

 

Hosted by Lisa F. and EmmaLee B.


 

  1. We shared with Parents that there is a Change in Officers. We would still like to get a parent or two for Fundraising Chairs. 

  2. We are not taking payments currently for Grad Night as we are not sure what it will look like. We will continue to “plan” the event and will share more details as we are able to make solid plans. No pricing will be done until we know if we can have buses. 

  3. Ink it your way is doing our senior gear. You will be able to purchase items on the page and they will be delivered or picked up by you. (Grad Night 2021 will not be distrubuting). This will be available in October. 

  4. We will be doing an online raffle similar to the traditional homecoming raffle. Hoping to sell $650 tickets with three prices. More to come as soon as we receive the tickets. There will be a Venmo option of purchasing tickets. 

  5. We are looking for someone with a connection for YARD SIGNS. The Class of 2021 needs to feel celebrated in our community. 

  6. One Parent mentioned looking into Grant money for youth events during the pandemic. 

We also would like someone interested in helping with an online auction as well as collecting prizes for Grad Night. 

  1. Please continue to share our instagram and facebook group. We would like to 

  2. feature our seniors on our instagram page, you can direct message one pic with your students name and what they are looking forward to. 

  3. Our website is live. https://www.classcreator.com/Lake-Stevens-Washington-2021/class_index.cfm

  4. If anyone has questions please reach out to us at lshs2021@yahoo.com



 

__________________________________________________________________________

November 10th 2020

Zoom Parent Meeting

Hosted Tamara C. and  EmmaLee B.

  1. Fundraising opportunities. Apparel 

  2. Grad Night Ticket sales -HAULT. Plans still in progress. 

 

___________________________________________________________________________

 

 

Board Meeting minutes

December 7, 2020                    

Attendees

Tamara C., Lisa F., Jennifer C., EmmaLee B.

Scribe

EmmaLee B.

Agenda

Old Business

  • Update on Fundraising plans

New Business

  • Discuss Grad Night Plans

  • Vote on bylaws for Lake Stevens High School Grad Night 

Old Business

  • Fundraising still in progress, Yard Signs, Willamette Pies, Alpine Farms.  

New Business

  • Grad Night Plans Still too soon to begin planning Grad Night. Focus on fundraising and stay in touch with LSHS and Grad Night for possible plans

  • Bylaws are complete and ready to be voted on.  

    • All board members voted in favor. Will proceed to have them signed. 

 

Next Meeting

TBD

Next Meeting Agenda Items

  • Grad Night Update

  • Graduation update

  • More TBD

Adjournment

Meeting ended via Facebook video chat at 7:45pm.

 

February 23, 2021

Facebook Group Parent Meeting. 

  1. No update on Grad Night Venue 

    1. Still working with the possiblity of using the Grad Night Company

    2. Also considering alternatives

  2. Lanyards are in production

    1. Delayed due to COVID 

    2. Info to come out when we get them in hand.

  3. Auction closed and made nearly $9500 for our class!

    1. Business info to be shared on our webpage

  4. Parade will be sponsored by Grad Night. 

    1. Working with The LSPD for parade route. 

    2. Date TBD

  5. Adopt a Senior

    1. Reaching out to LSHS students/families from other classes.

    2. This will be its own FB page.

  6. Fundraising 

    1. Still have fundraising coming up. Info will be shared as plans get finalized

  7. Graduation

    1. School is still reserving Angel of the Winds arena

      1. Graduation is on Tuesday Jun 8, 2021 Time as of now 7:30-9:30PM

      2. They are looking into how many people they can accommodate safely with 6 foot distancing.

  8. Prom

    1. School has asked us to not plan alternative prom just yet. We will be meeting again the end of March for updated plans. 


 

03/03/2021

 

Grad night Committee:

  1. Update on Corporation & 501c3 Status

    1. Incorporation has been approved as of 03/03/2021 and paperwork is on its way 

  2. Update on conversation with Parks and recs.

    1. Going with Lundeen instead of The Mill andthe park on Main 

    2. Graduation is on Tuesday Jun 8, 2021 Time as of now 7:30-9:30pm

  3. Update regarding Parade prep

    1. Staging at Target

    2. Driving around the lake

    3. Possibly ending at LSHS

  4. Update on conversation with Grad night company.

    1. Grad night has a venue “ Family Fun Center” as a venue can accommodate 400 Students safely. 

    2. They are working on putting together a final quote for pricing. On different options & Services they can provide.

  5. Fundraising Auction updates. 

    1. Auction was a success

    2. Next Fundraiser is the Flocking

    3. Jen will get the Flamingoes and paint the pink ones purple. 

    4. Leslie will start the first flock.

 

Leslie and Jason:

  1. Graduation date Update

    1. Graduation is on Tuesday June 8, 2021 Time as of now 7:30-9:30PM

    2. Angel of the wing is still reserved. They are looking into how many people they can accommodate safely with 6 foot distancing.

  2. Prom/ Homecoming Update

    1. Evening formal event for senior to replace the prom/ homecoming so the seniors can have a formal/ dress up and take pictures.

  3. Community service.

    1. No updates  as of yet. The will be modified for the Community service hours.

  4. Any other updates

    1. Doing a “ Homecoming” runs at the stadium 200 Students at a time

____________________________________

Board Meeting

March 30,2021

 

  1. Grad night ticket sales cannot be set without setting a budget for gifts and documentation of what will be refunded if grad night is not to happen.

  2. Research gifts and get quotes for blankets, bags and snacks

  3. Parade is scheduled for June 5, time tbd

  4. Customized yard sign sales began



 

Board Meeting minutes

April 13, 2021                    6:30pm 

Attendees

 

Tamara C., Lisa F., Jennifer C., EmmaLee B.

Scribe

 

EmmaLee B.

Agenda

 

Old Business

  • Follow up on Car Donation

  • Update on Fundraising $

  • Discuss Grad Night Options

New Business

  • Set Ticket Prices for Grad Night

  • Discuss options for field day event

  • Vote on gift bags

Old Business

 

  • Per Lisa, Car donation is waiting on us to proceed. Will get make and model of vehicle. 

  • Fundraising still in progress, Flocking, customized yard signs, Spring Fling. 

  • Grad Night not ideal with current COVID cases and talk about splitting graduation in to two groups. Consider a day time activity after Parade on June 5. 

    • Board decided to proceed with Senior Field Day activity. 

New Business

 

  • Ticket Prices set at $75 to include a gift bag and food options. 

  • Senior Field Day look for activities, volunteers,DJ, food trucks quotes, reach out to schools about elementary and middle school apparel. 

  • Gift Bags blanket, bags through Streamline. Also looking at other items to put on bags

Next Meeting

 

Administration at LSHS and Grad Night Board April 19 at 5pm

Next Meeting Agenda Items

 

  • Grad Night Update

  • Graduation update

  • More TBD

Adjournment

Meeting ended via Facebook video chat at 7:48pm.

 

______________________________________________________________________________

UPDATE : 

The Everett Memorial Stadium outdoor in person graduation. On Monday June 7th. 6:30pm

 

 


 

Grad Night Parent Meeting- Minutes

04/27/2021

@Lundeen Park and online via zoom

 

TOPIC:

  1. Graduation updates- as it stands we are still on for Tuesday June 8, 2021. This date may change at the last minute if the school decides to not use Angel of the Winds Arena for the ceremony and instead goes with another outdoor venue. All dependent on COVID numbers and what phase we are in at the time of graduation. We will share information as soon as we receive it. 

  2. Grad night celebration update: With COVID numbers on the rise the Grad night Committee has decided to not go with the Grad night company as they did not guarantee us 100% refund if we were to go back into phase 2 and get everything canceled. Unfortunately, with everything being so up in the air are hands are pretty tied, we are still working on a plan B and a plan C all dependent on where we stand with COVID we also need to be able to flip on very short notice.  A heads up that we might be needing many parent volunteers to be able to pull this together. Please Contact us if you are willing to volunteer for after graduation Senior celebrations

  3. Spring Fling: As of right now Spring Fling is still happening on Saturday 05/08/2021 but please be aware per request from the School administration we might need to cancel if COVID numbers still keep increasing. 

  4. Parade- We had an original date but might have to move it to insure the safety of our students so they are able to attend their graduation ceremony.- We will update you as soon as we know What dates we have to work with.

  5. Spot light days: still happening on April 28 3-5 PM if your student cannot attend please contact the LSHS office and they will hold the items for your student to pick up at a better time. 

  6. Last day of school for the senior class is Friday 06/04/2021

  7. Gown and cap distribution is on 05/19/2021- You need the cap and gown to participate in the graduation ceremony.

  8. Baccalaureate is in the planning stages- no additional info yet.

  9. Community service hours- no new information yet. We are meeting with the school Administration on 04/28/2021 we will let you know if we receive any more information then. 

  10. Looking to get gift cards donated for giveaways:  You can send the Cards to P.O.Box 1381, Lake Stevens WA 98258. You are also welcome to get ahold of the grad night board and we can arrange pick up or drop off. 

  11. Are there any companies that you know will donate cash?

  12. Class of 2021 lanyards are still available. They will be selling at the LSHS Spot Light Day on 04/28/2021 form 3-5PM.

  13. Yard Signs are still available for order please click on the following link if you are interested in placing an order for one. 

  14. Honor Cords for students will be provided by the school. 

 

  1. Customized yard sign sales began



 

 

Board Meeting minutes

May 11, 2021                    6:00pm 

Attendees

 

Tamara C., Lisa F., Jennifer C., EmmaLee B.

Scribe

 

EmmaLee B.

Agenda

 

Old Business

  • Update on Fundraising $

  • Discuss Parade Route and Permit

New Business

  • Vote on gift bags

Old Business

 

  • Per Lisa, Car donation is no longer an option. 

  • Fundraising still in progress, flocking and yard signs.

  • Also a go fund me account was started in attempt to raise funds for custom yard signs for each Senior. Money was not enough to cover signs but we can order 11 generic signs.

  • New Business

 

  • Senior Field Day look for activities, volunteers,DJ, food trucks quotes.

  • Gift Bags blanket, bags through Streamline. Also looking at other items to put on bag

Meeting ended via Facebook video chat at 7:00pm.







 



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