DISTRICT 41 PTO BOARD MEETING MINUTES October 11, 2016

Transcription

1 DISTRICT 41 PTO BOARD MEETING MINUTES October 11, 2016 Present: Jen Harder Becca Wallace Amanda Foy (left approx. 7:30pm) Christina Yanecek Reva Cheatham Jenn Jimenez Erin Pron Absent/Tardy: Abby Scalf Guests: Debby Dunne Brooks-Allan Jody Lunardi Cherrydale Chair Executive Session called to order by Jen Harder at 6:00 pm. Quorum met. Spirit Wear Debby Dunne, Brooks-Allan Ø Martin issue with spirit wear: youth XL t-shirt ordered, but Gilden (t shirt co) mislabeled their size youth S, labeled as youth XL Martin had 3 Youth XL t-shirts that needed attention. Debby offered one of three options for the effected families: o Money back plus free shirt o Money back plus one of a kind shirt in spring o Money back plus $20 discount on a different item being offered in fall Ø Spirit Wear Game Time: Use your white board to voice your vote! Get raffle tickets to win prizes while we find out the big winner! Everyone gets 2 raffle tickets for being on time, with Candy! J o Who was the biggest princess (high maintenance) of D41 Spirit Wear: CHRIS! o Who sold most t-shirts; 83 pieces: Hooper o Who sold the most fleece; 54 pieces: Thompson Ø Who sold the most Tackle twill (not including staff): Palombi Ø Who sold the most glitter: Martin

2 Ø Who was in 2 nd place for glitter: Thompson Ø Which school had cutest logo (but you can t vote for yours): Hooper Ø 2 nd for fleece: Martin, 47 pieces Ø Which school sold 31 hoodies: Hooper Ø Which was the first school to clear up money issues: Palombi Ø What was the number of orders for all 4 schools: 386 total orders Ø 3 schools that increased sales (based on # of pieces) over last year fall: o Based on enrollment, the percentage of student population that ordered: Palombi: 7% Martin: 16% Hooper: 17% Thompson: 21% o OVERALL winner: THOMPSON Erin gets a Spirit Wear Winner bag! o OVERALL SALES PER SCHOOL (by pieces): Martin: 168 Hooper: 174 Thompson: 238 Palombi: 82 o Compared to last year Martin up 7 pieces Hooper up 9 pieces Thompson up 88 pieces Palombi down 24 pieces Cherrydale Jodi Lundardi Ø Handed out envelopes to each VP to collect orders (white pages) o Doesn t need to be in alpha order Ø VPs deposit money: please make sure your deposit slip matches yellow slips Ø Most schools seem low, not many orders Ø Please get order forms to Martin by Friday 10/14 o NO LATER THAN WEDNESDAY 10/19 o Pickup 11/16 o 10 days prior; reminder for pickups: in Friday folder before 11/4 Kash for Kids Debbie Walsh

3 Ø Holiday Bucks o Flyer should go home on 10/28 o Money due 11/11 o Money deposited: 11/16 o Totals to staff: 11/16 o Selections from staff due: 11/19 o Totals to Debbie: 12/2 o Jen will prepare the list of staff members that share schools. o Debbie needs orders collected in a spreadsheet, listing name of each card and value and quantity and total ordered (Starbucks $5 cards, 10 ordered and total number of all cards) Elementary band teacher (Kenny Jones) and any other teacher that teaches in multiple buildings who receive money, need to have their totals from each building handed to Debbie so that she can compile their earnings. Ø Kash 4 Kids o Order form available 11/7, to go home that weekend. o Runs 11/11 11/30 o 12/2 is drop dead, no more orders o Please send reminder flyer by 11/18 or 11/28 (Monday after break) o 12/8: Debby needs help to sort o Orders given to VPs at meeting on 12/13 Secretary's Report Becca Wallace Ø Review of previous months minutes o One update from Chris: to correct the verbiage in the Cherrydale section that indicated she had thrown away her posters. Corrected to say that she simply left them in the box and shipped them back. o Updates from Jen: Dining for Dollars - Calendar Review: I wrote down that Abby made a second date with Jimano's in March but we had a conflict. So she was going to contact Jimanos and get it changed. Farmer's Ins, can you add: Jen will get gift cards wanted by VPs through and will let Kelly know. Public Comments: Wendy's night is always 1st Thursday (not Monday) Ø Approval of minutes Voice Vote o All approved

4 6:54 Executive Session Ends 6:54 Public Session Music Booster Update Penny Crawford Ø Budget Review o Music Booster account balance: $ o ed Jen and Amanda, with the fundraiser schedule Twisted Cow: Pat has offered to contribute 10-15% of all sales after all elementary and middle band concerts. Wendy s: Third Monday of each month Have a band director there to do informal Band Booster meetings: meet and greet Not going to do BWW, will replace with Chili s from 11/14 12/31/16 Chili s will give 15%: must bring a flyer WFC catalog sale (coordinating with VA trip fundraiser): Approximate dates: 10/24-11/11 Please contract to Amanda Poinsettias: will run up to the December Jazz/Choir concert Have also ordered 15 cases of WFC to sell at concerts Ø Calendar Review o 11/2: Palombi band concert o 12/6, 12/7, 12/8: elementary concerts 12/7: Thompson PTO Update Jen Harder Ø Oct 12 th Cherrydale orders due Ø Oct 12 th Jimano's Dining 4 Dollars, no coupon, 4-8pm Ø Oct Book Fairs at Hooper & Thompson Ø Oct Book Fair at Martin Ø Nov 3 rd - Wendy's Dining for Dollars Ø Nov 5 th Holiday Extravaganza, includes vendors/crafters, holiday shop, bake sale, lunch offered by NJHS, and music from the band students Ø Nov 8 th & 9 th The Twisted Cow Turkey Challenge, 6-9pm, first night will include staff members from the schools to work, collect feathers to add to your school's turkey

5 o NOTE: After discussion in the 2 nd Executive session, the first Twisted Cow event night was canceled due to it being Election Night. Ø Nov 11 th K4K starts Ø Nov 12 th Movie night at Thompson: The Jungle Book Ø Nov 15 th PTO Meeting School Update Ø Palombi Reva Cheatham v Volunteer of the Month: Linda Dean, for chairing Cherrydale v Book Fair: o We had a successful book fair! Our over all bookfair total was $ , roughly a 12% increase from last year ($ ). o We purchased $900 in new books for the library and awarded over $250 in books to staff and student prize winners. o Our Coin Plunder (fish tank game) raised over $69 and the Stockade raised over $45! The total "All for Books" collect was $114.26! o Lunch Stockade winners were... 7a Mr. Johnson 7b Mr. Johnson 8a Mr. McCuistion 8b Mr. Miller v Oct. 4th = 8th Grade Band-O-Rama v Nov. 1st = Band & Choir Program Ø Martin Chris Yanecek v Volunteers of the Month: o Amy Eckman for all her efforts in assisting with book fair. o Holly Barr for her time, availability, & swiftness in doing much of the copying for PTO at Martin. v Box Top Contest ends this Friday. We will have 1 Grand Prize winner & 15 raffle winners for a smaller prize. v Still working hard on book fair preparations: We have scheduled only one family night this fall. We are continuing with all of our fun activities leading up to and including the week of the fair and have added a coin battle this fall. Thank you in advance Erin, Jenn & Reva for the use of any left over decorations and the use of the fish tank. It s much appreciated J v We had our September Student of the Month morning assembly on Oct. 8th for Responsibility v Attendance Week Stats:

6 o 7 Classrooms had over 97% Attendance during Attendance week!! Dr. Klene presented each of the teachers with a fun handmade token (I believe made my Mrs. Loveless) marked with their name and percentage. v 4th Grade has created a Birthday Club. All students get a note and a small birthday token on their special day. v On Oct. 4th, students had the opportunity to have flexible seating and decide for themselves what type of learning space worked best for them. All to enhance skills in working collaboratively, communication and critical thinking. They were able to choose where in the room to work, what to sit on (bean bags, rubber balls, the floor, a chair, etc.) and work alone or with others. v 10/11- Dodgeball, Frisbee & Capture the Flag Intramural begins v 10/19- Kindergarten Field Trip to Richardson s Farm v 10/20- First Grade Field Trip to Green Meadows Farm v 10/24- Book Fair Week & Red Ribbon Week v 10/27-6th Grade Music Concert: American Pop Forever! Kids will sing songs from the 50 s, 60 s, 70 s, 80 s & 90 s. Ø Thompson Erin Pron v Volunteers of the Month: Kelly Stoeber for Chairing Cherrydale and Maria Guzman, our Book Fair Guru! v Our Buddy Bench is installed and the education is starting with our social workers meeting with K thru 3 rd grades. A huge thank you to Keith Rollene, who installed the bench this past weekend. v Kindergarten went on a field trip to Royal Oaks Farm today that was sponsored by the PTO. v 5 th and 6 th grades have had fun with Dodgeball last week and this week v Firemen visits to Kindergarten classes on Thursday and Friday this week. v October 27 th, is the 6 th Grade music concert. v Picture retakes on November 2 nd. v November 10 th is the 5 th grade music concert. Ø Hooper Jenn Jimenez v Volunteers of the Month: Heather Koeing and Dawn Price v Book Fair Oct o Family night Oct. 18th from 5-8 v Change wars is going on right now v 5th grade music concert Oct p.m. v 3rd grade music concert Nov p.m. v Parent-Teacher conferences Nov. 21 & 22

7 Public Comment PTO Members o Debbie Walsh: question about Thompson book fair and if Thompson needs volunteers Public Session Ends: 7:17 Executive Session Resumes: 7:17pm Treasurer s Report- Amanda Foy Ø Reconciliation Statement: o Previous month: Chris o Current month: Jody Lunardi, to be done by next week Ø Budget Review o Unidentified: o All checked off! Ø Current Fundraisers o Book fair for Thompson and Hooper Cash drawers ready 10/14 after 3pm One food drawer $125, quarters, singles, fives 3 register drawers o Cherrydale: School names on check front Write school names on deposit slips Ø Points of Interest o Movie license paid for and now received o Jen and Amanda have a meeting to go over new reports and new processes with Jody this week Ø Principal's Account Balances o Thompson: $ o Hooper: $ o Palombi: $ o Martin: $ Ø VP Account Review o Accounts with reports were sent. See Amanda with questions

8 Old Business: Schoolpak - Amanda Foy Ø Received our check for a little over $1700. WE had budgeted to receive only $800! Ø Total for School Pak we made this year: $ HIGHEST in 5 YEARS Ø Reports received for the packs purchased after June 10 th : have a pack number but no name of ordering family. Amanda needs to correlate the pack number to the reports that were distributed in June which contain the orderer names with pack number so that we can refund the overage that those families paid. (Reminder that packs ordered after June 10 th paid $3-5 more than original price, even though SchoolPaks never told us that would happen). Problem: How do we get these small overage checks paid to correct families? o Can we just make a form and send checks through the school? o We aren t talking about more than $200, if no one is complaining; let s just hold on to the overage. IF someone looks for their refund, we will certainly do the legwork to find out how much we owe them. This is not more than $3-5 per order. Dining for Dollars Report Jen Harder Ø Calendar Review o Oct 12 th Jimano's, no coupon, 10%, 4-8pm o Nov 3 rd Wendy's, no coupon, o Nov 9 th The Twisted Cow 6-9pm First night will be with staff helping out, ½ hour shift 4 volunteers per shift, need help from VPs to sign up staff (sent with schedule) Second night no staff Passed out feathers to cut Jen will work on Turkey and sign and get them laminated this time. ***DELETING TUESDAY 11/8 EVENT: ELECTION NIGHT AND WE DECIDED IT WOULD NOT BE WELL ATTENED Jen will contact Pat at The Twisted Cow to notify him of the changes to our event. Ø Profit Update o Wendy's RLB $321, Lindenhurst $ o BWW (Sept)- $ plus $25 certificate o Panera (Sept) - $ ($ total sales) earned 20%, also got Bagel pack for a year certificate cause over $1000 sales! Ø Need a volunteer (not necessarily a board member) to coordinate and manage Dining 4 Dollars program going forward. Please ask around or suggest volunteers.

9 Old Business (resumed) Ø Holiday Extravaganza - Jen Harder Ø Jobs Update o Vendors/Crafters: Have 38 vendors signed up o Holiday Shop: with no Abby, Jenn needs help - ERIN o Raffle: Reva, needs 3 volunteers per spot o Volunteers: push to get more. Now incent with a $25 BWW gift card! o Advertisement/Signs: Ordered 10 new yard signs Ordered all directional signage for in school Flyers, copied at office max and being hung around town Please post at your school, please Becca: copy Facebook event link and share with all the vendors Banners: to be ordered Old yard signs handed out o Decorations: Collected from basement, ready to go o Bake Sale: ready o Music Boosters: Kenny Jones and Kori Faulkner to supervise o NJHS lunch: pizza popcorn, candy water pop. Lunch offered from 11:30-2pm New Business Ø Movie Nights Chris Yanecek/Erin Pron o Sign up genius to go out 2 weeks before o Jungle Book, 11/12 Ø Erin to send out flyers, Chris to get the movie Recycling Programs Jen Harder Ø Paper: It took one whole year to make $33 for one location (Palombi) L Ø Ink Cartridges: Terra Cycle stopped recycling ink. Ø Researched new companies to make this a more successful venture: not making enough money to make it worth while Ø Will be discontinuing this service Casino Ø November o Contact Casino Company

10 o Contact Caterer o Contact Venue o Send out donation request to businesses Ø December o Save the date flyer goes out o Send out sponsorship request o Set up auction software o File for gaming license Ø January o Invitations go out o General donation flyer o Classroom donations flyer o Handmade donation flyer o Volunteer flyer Ø February o Promote, Promote, Promote Ø Advertising: Ask Andrea Tompoles to help design save the date, invites and RSVPs o Reva and Chris will help Jenn, since Abby can t Ø Ticketing/Check In o We all need to train, we all need to be able to check a guest in or out. Ø Auction program: need a new program ASAP Ø Gaming license is done Ø Invites to go out January 6, 2017 o Due back 2/16: early bird $50/tickets, with free drink and one raffle per ticket o Due3/4 (through door purchase): $60/ticket with one raffle per ticket NO free drink Ø Volunteers do not need a ticket and can still eat. But will not get a free raffle ticket and free drink ticket Communications Report Jen Harder Ø Review/Approval of newsletter draft: No draft is complete as Abby is taking a leave of absence. Ø Final copy of newsletter due Oct 23 rd : Becca (with Jen as backup) will pick up this task while Abby is away from the board. Becca will have the final draft due on time. Ø Website update with new info by first of month: Jen (with Becca as backup) will update the website as needed

11 Ø Facebook update with new info weekly: We will all handle Facebook updates as needed. Ø PTO Becca and Jen will check weekly. Ø For reference: In October, Abby Scalf, Communications Coordinator, requested a leave of absence from the PTO Board to better manage some personal family issues. The PTO Board as a whole will work together to complete Abby s tasks in her absence. Brief Preview of next meeting/things to think about Ø Artist of the month: need new person to be in charge of this. Reva or Jen to reach out to art teacher Paula at Martin to see if she would like to spearhead this issue. Family Fun Fair Ø Moved to next meeting New Ideas Ø None/Skipped Executive Session Ends 9:10pm Respectfully Submitted, Rebecca A Wallace, Secretary