DISTRICT 41 PTO BOARD MEETING MINUTES January 16, 2018

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1 DISTRICT 41 PTO BOARD MEETING MINUTES January 16, 2018 Present: Jen Harder Becca Wallace Emily Carrier Kelly Stoeber Amy Eckman Amanda Foy Absent/Tardy: Reva Cheatham Dawn Price Guests: Scholastic Purchase Idea Debby Walsh Executive Session called to order by Jen Harder at 6:04pm, Palombi Board Room. Quorum met with 6 voters present. Secretary's Report Becca Wallace Ø Review of previous months minutes December: Discussed two Treasurer issues and instead of updating, decided to include discussion as part of January. Ø Approval of minutes Voice Vote o December: approved Becca to resend before posting on website goes to Emily Guest Presentations: Scholastic Purchase Idea Debbie Walsh Ø Book Repair machine Martin has had the opportunity to try it out. o Machine melts the glue in binding and loosens the binding so that you can insert new pages and add new glue. Re-form the glue/binding and the book is like new! o Holly Lukasik has also researched on her own: Cover One Book Binding Machine o Martin Librarian in attendance: says it is phenomenal and makes a huge difference in maintaining the school library. o Looked at the Cover One 520 Book Repair Machine

2 If we purchase through Scholastic: would cost $ in Scholastic Dollars If we purchase through Manufacturer website: would cost $1549 in cash Discussed each school contributing/donating their Scholastic dollars to this venture But this is a problem for Palombi which does not have a very large Scholastic bank to pull from Normally, that Scholastic money is used for the Library at Palombi to purchase books. o NOTE: Mr. Wight does in fact provide money for Palombi Library to purchase books Discussed PTO possibly buying this machine for the schools to share if we decide not to purchase through Scholastic Treasurer s Report- Amanda Foy Ø Current month Issues: o Unidentified: 2 Unidentified remain from December their discussion and record in the December minutes were not clear/accurate and therefore were rediscussed at the January meeting. Thompson from December: $495.15: This is actually left over from last month and had yet to be resolved on Amanda s end. This was result of Becca (Thompson) making 2 separate book fair deposits ($125 and $495.15) instead of one large $ Amanda will assign to WLT book fair o AMENDMENT: Amanda wants a single deposit made of all 3-4 cash boxes and then individual deposits per register! Lots of discussion results in Amanda to develop a template with howto deposits so we all do the same. The Register forms will also be revamped. o Jen to share the spreadsheet she has created to avoid problems. Hooper from December: Hooper: deposit paperwork was higher than the actual deposit: Hooper says deposit was $ and bank says $

3 o Resolution: Hooper in fact counted incorrectly and recorded it incorrectly on the deposit slip. But the Book Fair financial paperwork matched the actual (correctly counted by the bank) deposit amount. o AMEND: On Register form for Amanda was INCORRECT> But in Dawn s paper notes had it correct so they did IN FACT count it correctly, but wrote the Wrong number (per a scrap of paper dawn had that had the correct amount). Per Scholastic, all money is correct. Bank counting matched the amount found on the scrap of paper. NO UNIDENTIFIED FROM JANUARY Updated detail report on Dropbox earlier today o VP Account Review Nothing to report Everyone has been on time with paperwork, thank you! Please review Profit and Loss Detail and bring comments to January meeting o Upcoming Finance Issues/Changes Amanda wants to know if anyone needs help with VP Slush or how to spend or things are working? Kelly: Has a Teacher Assistant to supply funds for summer reading bags and wants PTO to purchase. (Bags, magnets, books). o Kelly wants to use her VP slush for that between $ and Kelly or Amanda can order that directly and use VP slush. o Apparently Dr. Keim plans to contribute as well so we should have a smaller amount required from VP slush. Ø Principal's Account Balances o s going out tonight. These balances must be spent by April 1, 2018: o Thompson: $ o Hooper: $ o Martin: $ o Palombi: $ o Music Boosters: $13, o No spending occurred this month, therefore no change in Principal s account balances Ø Reconciliation Statement

4 o Previous: Dawn o Current: Jodi o Auditing: Audit came back from Jody and all looks good. No edits required by Jody. Taxes are done Last Year: on paper, it looked like we had a bad year based on the fact that we did not do Yankee, WFC, and made less on School Supplies We failed in profit, but saved elsewhere, so in the end we came out in the black still. Everything we made was invested in Savings account no red flags. o Savings account: We make interest plus a doubled bonus ($5.47 in interest, plus $5.47 in bonus next month is $10.xx plus $10.xx bonus keeps building up) that gets reinvested (in the account that we started with $25,000) Justin can help us find bonuses next year as well We are actually MAKING money at 5/3 rd Bank, in spite of the fees we are accruing. o $150 donation from Lindenfest! o Field Trips: MUST BE REQUESTED by 4/15/18 with the 45 day request window. Amanda to send reminder to Principals and copy VPs Discussion about Thompson s upcoming 3-6 grade assembly for wonder book should the donation to the speaker come out of the Field Trip money? Kelly to talk to Dr. Keim about how to proceed. 6:57pm Executive Session Ends 6:58pm Public Session, called to order Music Boosters Daniel Melendez Ø 2/8 next concert - as well as another 6 concerts after that will continue to sell chocolate bars at each concert o Side note: May Palombi concert is same date as PTO Voting meeting Ø $83 sold at last Jazz concert on 12/18 (date of last meeting) Ø Invoices are being paid Daniel middle man between Anne and Amanda

5 o Last outstanding bill is from WFC, the remainder o Want to buy a Ukelele set. Music teacher at Hooper and Palombi (Frankowski) are able to teach. Want to buy 30 Ukeleles with cases $ Ø Not planning to pursue any other fundraisers Ø Reviewed final spending date of 4/15/18 on when money needs to be spent (requested) to give time to make payments and reconcile accounts. Ø Current $6, o After all bills paid/checks cleared PTO Update Jen Harder Ø Pop Tab Collection is done: 695 pounds total. Please do not send any more pop tabs to the schools. We are not a year round drop off. Thanks to all who collected. o Hooper 111 o Martin 367 o Thompson 133 o Palombi 84 Ø 1-17 Jimanos Dining for Dollars, 4-8pm, 10%, flyer not needed Ø 1-26 Family Fun Palombi 6-8:30pm, bounces, face painting, balloon artist, bingo, DJ and dancing, and concessions for sale. Ø 1-27 Girl's Day Thompson, 9am-9pm, quiet time to work on crafts. Registration forms went home and can be found on website. Ø 2-1 Wendy's Dining for Dollars Ø 2-9 Potbelly Dining for Dollars Ø 2-10 Movie Thompson 6-8pm Ø 2-20 PTO Meeting 6-9pm School Updates Ø Palombi Jen Harder o Volunteer of the Month: None for January o Reva Cheatham is stepping down off the board and will no longer be the VP for Palombi. We are looking for volunteers to chair some PTO events at Palombi. If we cannot find someone, then some events may not happen. Please contact Jen Harder if you can help. Pop Tab Winners Ms. Trischan 22lbs & Mrs. Hall 21lbs, the students in each class won a free snack during lunchtime. o Pop Tabs: 84lbs last year was only 24lbs Miss Trishan 22 lbs

6 Miss Hall - 21 lbs Got free snack from lunch cart o Conference Meals: will be chaired/organized by Tricia Howard o Book Fair: still needs a chair o SAW: still needs a chair Ø Hooper Dawn Price o Volunteers of the Month Corrie Carp o January 8 - Board of Education recognized 6th grader, Nell, as student of the month. Congratulations Nell! o January 9 - Pop Tab Collection Hooper brought in a total of lbs. of pop tabs. The winning classroom for the most collected pop tabs Mrs. Frick s 2 nd grade classroom brought in 13lbs of pop tabs. Great Job! o January 12 - Box Tops Contest wrapped up. Total of Box Tops collected 10,224. The winning grade who brought in the most Box Tops of 2,562 2 nd grade and Ms. Williams C.C. classroom. Congratulations!! o January 16-5th/6 th Intramural Basketball will begin. o Thank you to all the volunteers who helped with the Box Tops Contest Tricia Howard, Brenda Delgado, Dawn Golden, Jenny Schaap, Alison Johnson, Jessie Chadick. You ladies did an amazing job!!! Thank you so much!! Ø Thompson Kelly Stoeber o Volunteers of the Month: Brad Scholtens for Pop Tab collections o School Spelling Bee is January 24. o 3rd-6th graders will have a speaker from Pete's Diary - a young man with Treacher Collins Syndrome later this month. o Second Grade will be taking a fieldtrip to see Peter Pan on 2/1 at CLC. o Pop tab collection was down about 90 pounds from last year, but we did manage to bring in pounds. Mere ounces separated 1st-3rd places with Ms. Lennes' 5th grade coming in with the most at pounds. o I still have received 0 requests for fieldtrip funds, though I have a couple of requests for funds from staff for other items. o Volunteer of the Month - Brad Scholtens for collecting and weighing of pop tabs.

7 Ø Martin Amy Eckman o Volunteer of the Month: Natalie Sekulich for Pop Tab collection o 1/8/18 Martin celebrated student staff and volunteer of the month. o 1/16/18 Martin will start the Book Share program. Students will earn "Book Bucks" for every booked turned in. They can then use those bucks to pick a book that is new to them to take home. You can also bring in books that you just want to get rid of. Books must be in good shape to swap. o Also, the Girl's Intramural softball starts for 5th and 6th grade. o NWEA assessments start the week of 1/16/2018 too. o 1/22/2018 Start of the Box Top snowball fight! o 2/14/2018 Sixth grade is going to Feed My Starving Children for half of the day. o I will be doing the Valentine Lollipop sale again this year at Martin. o VOM-Natalie Sekulich for Pop Tabs o Pop Tabls: lbs Miss Lee: 93.6 lbs Mrs Haley: 70.8 lbs Mrs. Kron: 40.4 lbs Public Comment PTO Members Ø Debbie Walsh: When can we expect a vote and decision on Book Repair Machine? o We hope to vote tonight and will let you know. Debbie would like to be able to purchase the machine before summer so that the machine can be used over the summer break o The 25,000 in Savings: What does our by-laws dictate about savings? Amanda: we are allowed to earn/save up to a certain percentage of what we bring in. The plan is to meet that goal and then turn that into next year s budget. Ø Ed Liberman: Has the face painter issue from last month been resolved? o Emily: yes, thank you. Public Session Ends 7:26pm Executive Session Resumes 7:46pm Dining for Dollars: Ø Calendar Review o Jimano s is tomorrow, 1/17 from 4-8 PM,

8 o February: Wendy s on the 1 st and Potbelly on the 9 th Ø Profit Update o MOD Pizza: $ o Wendy s: $ Old Business Ø Movie Night: Jen/Becca o Divider was not open but Kelly had Larry s office keys where we could find the divider keys o Kelly had met with Larry to set up on Friday, as she did in December o Problems with sound connection missing cord that was supplied by Blake Wallace. We need to meet with someone at Thompson to establish the procedure Also, do we need our own DVD/Sound system that we could keep as our own. Can Ed L perhaps do some research on what options we could consider o Laptop with sound speaker? o Kids were very well behaved super quiet respectful. o Had about 60ish kids. o Concessions: Sold out concession food and took inventory. Since we are using same food for FFN, let s order what we need for FFN and whatever is left over can be used for February movie night. Please also order the correct size (smaller/white) popcorn bags Move the leftovers from Thompson (movie night) to Palombi to use for FFN. Parent/Volunteer suggested buying Little Ceasars and selling that? NO, too messy and too much extra stress o February movie night Discussion about letting kids vote on next movie. Decided that might be hard to manage and adds more work to teachers. Decided we should pick 2/10/18 Flyer goes home this week Lego Ninjago o Cash Box good as it was

9 o Sign Up Genius Amy to send out Sunday 1/7/18 Family Fun Ø Friday January 26, 2018, Palombi gym 6-8:30pm o Volunteers arrive at 5pm Ø Concessions Becca o Chips (Doritos, Lays, pretzel, Sour cream and Onion), Candy, Ring Pops, Fruit Snacks, Skittles, M&Ms, Rice Krispie Treats o Napkins, wet wipes o Water only 165 bottles at Palombi so far: we need o Also have $100 from Farmer s for We need 1000 bottles of water o Will required more than one car. Becca to arrange time. 11:30am on 1/26 Ø Inflatables Jen o All booked. Got the slide and obstacle course. Cost $ Will be delivered at 4pm, picked up between 8:30-9pm. Ø Jeep Jen o Dr. Zimmer & Jeep will be there from 6-7:15pm Ø Bingo Dawn o Supplies in basement have been collected Ø DJ Amanda o Ready Ø Balloon/Face Painters Emily o Balloons by Amber: Bringing own table $250 for the evening o Face Painter: Natasha $150 o Discussed efficiency with each. o Please limit choices for each child maybe 5 choices each, keep simple o Please have printed examples so child can just point Ø Photo booth Kelly o Ready to go Ø Flyer Jen/Emily o Emily to share the information for each of the companies participating o blast on Monday 1/22, Remind on Wednesday 1/24 Ø Volunteers Amy o Still need volunteers, resend Ø To do Jen

10 o Found the Microphone/Speaker but the mic is missing. Mr Sheng will find it or replace it o Working with Mark to organize with tables and having a custodian to open doors/lights celebrewtion Ø Advertising/Marketing: Emily/ Jen o Nothing until we decide Ø Volunteers: Amy o Nothing until we decide Ø Venue : Amanda/Jen o Spoke with Matthew at RLCCC he would be our point of contact were able to walk through o Reception lobby, gathering lobby, conference rooms A/B, Kitchen and Bar used by caterers, entire banquet room with stage, verandah, and coat room. o Have access to all tables. o Do have pub tables we can rent. o Also, 3x8 (the tan tables) have 21 of theses we can use free of charge o 2x5 tables, NICE black tables that would also be free of charge, have 15 o These are the tables we would use for check in, grab food, ticketing, We are worried these are small for the vendors?? And what happens if they get damaged? o 2 sets of 8 pub tables, inside ones and outside ones. $5 each ($80 total) o Kitchen/Bar free to use for Caterers, and can use what they need and can use the Loading dock o Can use the Bar for food set up but really can set up anywhere if we choose. o Conference rooms have 2 sinks we can use for the rinse jugs. o ICE: freezer access is in Kitchen and they would have to retrieve it for us. WE can also purchase ice through the Caterer and they can bring it out for us. o Green room Changing room/backstage would be extra cost if we wanted o Parking: the main area of parking 150 spots 400 in overflow at Metra. Otherwise, NO other parking. Vendors would have to park in the Metra lot. o Verandah and pathways will all be shoveled there is NO extra lighting on the pathway o No tables need to come from District.

11 o Quantity of people 500 people in just the banquet hall. Once you start adding tables, hold less people. With 50 volunteers (with Vendors) we can easily invite 400 people Gathering Space: 150 people additionally. o Updated the contract with hours and VIP hours, set up can begin at 3pm. They have an event that ends at noon. We have 7 hours 3pm to 10pm. We have to be cleaned up and out by 10pm (2 hour set up, 1 hour clean up) o Chairs: can use what we need and all provided by RLCCC. o Have those ropes/stations to snake people through check in o Price: still in negotiations. Stated at $980 but we can discuss/negotiate o Police officers: Have to be there from start of event: 5-9pm. Will be additional cost to us ($50 will be $200 total) Police officers do NOT check IDs, that is our job Officers are there to keep the peace o All insurance information: needs to be turned in with Fingerprint and Background checked, for the daily local liquor license. License will be given when all applications and background checks are done. Amanda has this via her job, so she will try to complete the forms/checks o Amanda talked to State Liquor Commission office: Because we are 501c3 we don t have to have any Bassett certifications (because we do NOT pay the vendors to pour it s a volunteer thing). But he DID recommend that a few Board members complete the training certification. Need to amend our Certificate of Insurance to show that both Village and our volunteers are additionally insured for our event. Nancy: in regards to cost ($980) she is waiting to hear from us on our budget and what we would like/can pay Ø Beer Ops: Amanda o Curt gave the list of people to us (beer distributors). Dawn said she called and got no responses. o Curt gave different people Amanda called and found that those people were also NOs, or are out of our area o Cost Distributing: in our area. There is a beer fest exact same day/time in Chicago at a museum and MANY of their vendors would be in Chicago

12 o The people that CAN provide beer CANNOT provide reps. These distributors will provide a spreadsheet with information. Maybe would have 2-3 selections per brewer (12-14 brewers). o $4000 for 3 beers per brewers - which will include the VIP hour. Numbers based on 400 guests. o For each case that is NOT opened, we can return for a refund. o Bottles are cheapest way to distribute. We would be opening bottles and pouring 1 bottle = 3 people o Does it come cold? NO, o DO we need to keep it cold? How much ice do we need to keep this cold enough? Would need more coolers with ice o Who handles the refunds/returns? o If we set up at 3pm he will deliver at 3pm. o Discount he promises to stick to our budget o Antioch Wine: Is there a problem if we invite both distributors? Larry at Antioch wants us to reach out to Kloss (Amanda s guy) if it s ok if they work together? Do we need to be exclusive? o Can Antioch Fine Wines supplement what Kloss (Gurnee for Lake County) can t supply? o No one else on Curt s list will/can help. Discussion on Curt s lack of help. The guy that Curt said was the one distributor to work with can t help us. Wrong area? o IF we are exclusive we are stuck with Kloss he wants to help provide vendors. o Kloss says we can pay on delivery and will work with us if we end up with less people. Ø Knowing what we know now- how do you feel? o Ed has a beer distributor contact - who helped with a previous beer event and can o Kelly: says the Mansion one was organized in 3 weeks o Abby can get us advertising in Lake county thing for us o Continue discussion via o Amanda will discuss with Claus to see if he needs to be exclusive o Vote tomorrow night.

13 Ø celebrewtion Vote (added to minutes on 1/17/18) o Discussion continued over with regard to the hurdles, level of commitment from Curt, challenges faced and type of event PTO likes to organize o VOTE: All in favor of continuing with the celebrewtion planning and event? o Yes: 0 No: 7 o celebrewtion canceled please call your contacts and let them know that we do NOT plan to move forward with this event. Emily to send out Facebook and Website updates AFTER FFN on 1/26 New Business Ø 2018 Holiday Extravaganza Vote o Not discussed, meeting time expired Brief Preview of next meeting/things to think about Ø Palombi Board Room Ø Beer Fest? Or Something Else? Ø Continue discussion with regard to HE Executive Session Ends Time 9:02pm Respectfully Submitted, Rebecca Wallace