DISTRICT 41 PTO BOARD MEETING MINUTES November 14, 2017

Transcription

1 DISTRICT 41 PTO BOARD MEETING MINUTES November 14, 2017 Present: Jen Harder Becca Wallace Emily Carrier Kelly Stoeber Dawn Price Amy Eckman Absent/Tardy: Amanda Foy (arrived at 6:25p) Reva Cheatham Guests: Fun Run Fundraiser: Chris Yanecek Executive Session called to order by Jen Harder at 6:06pm, Palombi Middle School. Quorum met. Bubble Fun Run Fundraiser Chris Yanecek o Unfortunately, Chris was unable to attend o Final Profit: Although not official, we think the final profit just over $12,000 o We had almost 1000 runners! o The Village was very helpful! o All in all, a huge success. Thank you to Chris, Erin and Jenn for championing this event! Secretary's Report Becca Wallace Ø Review of previous month s minutes October: removed public comment that was from September as well as a misspelling Ø Approval of minutes Voice Vote o October: approved

2 Dining For Dollars Emily Carrier Ø Calendar Review o Twisted Cow Turkey Challenge this Thursday from 6-9 PM. Pat has received our list of staff volunteering as well as feathers to pass out. A few staff changes and questions about who gets feathers (students vs. children) o Mod Pizza is on Monday, December 18 th. We should be receiving a flyer from them within next week. Event runs all day and flyer is needed. The PTO receives 20% of the sale. Ø Profit Update o Wendy s profit from November was $ o Panera profit from October was $ Old Business Ø Holiday Extravaganza whole board o Vendors/Crafters (Becca): Gift certificates yes or no? Continue as we have where certificates are only allowed if they come with a tangible item Lunch: we need a hard deadline from Mrs. Lukasik and Ms. Shelley to see if they will offer lunch. If they are not able to participate, we need to formulate a different plan. Vendors would be much happier with a lunch offering. New this year: we offered 1 raffle ticket to each vendor at check in. They all enjoyed that. o Holiday Shop (Amy/Kelly) Ran out of change. Need more $10s, and a bigger variety of other bills/coin For future: use a book fair register with NO pennies Chris (the rep) stayed the whole time and was very helpful and did troubleshooting with the new software We made a little over $250 Good number of volunteers, kids/parents were helpful New system worked very well o Raffles (Reva) Need a megaphone to announce raffle winners Need to keep enough volunteers around when winners are pulled A few unhappy parents voiced opinion over the un-won raffle tickets being given to the vendors.

3 DO NOT offer un-won raffle tickets to vendors in the future o Volunteers (Emily) Everything seemed to go well Questions about what age of children are OK to volunteer? Middle school and up can hold their own volunteer spot but children 6 th grade and lower need to share a spot with their parent. Only one volunteer failed to show up Bake sale had too many volunteers need only 1 board member plus 1 volunteer o Advertisement/Signs (Dawn) Banks, Grocery stores will no longer take flyers Starbucks will allow flyers but not competing flyers so you have to get yours out there FIRST Restaurants are usually happy to allow flyers Flyers should be double sided (for glass windows/doors) Very nice of Mrs. Lukasik to print the color flyers Thank you! Suggestion: The Pleviak sign should be disassembled to move (instead of trying to move/store it fully assembled) Signage: we should probably invest in some new signs. Next time we go to basement we should go through them and trash the bad ones. Discussion on how to update the date on signs we want to keep year to year Will need to carry on this discussion when it s time to buy new signs o Decorations (Amanda) Decorations fall down a lot. Only 3M Command strips seem to keep decorations where they were placed. ALSO there is a special brand of teacher tape available at Brainstorm works well which we hear can be purchased via Amazon We spent almost $300 on the new inflatables which was just over budget ($250) but will keep us for years Volunteers weren t excited about decorating the trees. Had less volunteers and still got done faster May need more paper decorations/garland for next year because they are getting old o Bake Sale (Amanda) Needed more bake sale items Seemed to run out very quickly because lunch was not being offered

4 Not sure how to make people want to bake and donate we advertised as much this year as we have in years past o $ full HE profit (AMANDA CAN YOU PLEASE CHECK THESE NUMBERS?) $834 in raffles $ in bake sale $163 in Holiday Shop $ in Vendors Last years profit was $ pm Executive Session Ends 7:13pm Public Session, called to order Kash 4 Kids Debbie Walsh Ø All Holiday Bucks should be collected from parents chairs should be tallying as they go Ø Teachers notices will be going out (with how much they can spend ) by the end of this week Ø Teacher orders are due to the chairperson by Monday. Chair should be working on cards for teachers with students names Ø Send spreadsheet to Debbie by December 2 nd, with order placed by the 5 th Ø Debbie to trying to have shipping fee waived (due to our previous vendor offering free shipping) Ø Kash 4 Kids Debbie takes care of all of it but could use help sorting cards when they come in Ø Kash 4 Kids due 11/29 but Debbie will take it by December 2 nd. Music Boosters Daniel Melendez (report via ) Ø As mentioned last month, we ordered 43 new Band Vests and 43 Vest Flaps. We received the vests and used them during last weeks Middle School Band and Choir Concert. The students looked very nice as all Band and Choir students had a vest. We have a bill for $2, that we need to pay. Mrs. Brown will be submitting the payment request. We ordered them via Brooks-Allan. Prior to the concert, we sent the old vests for dry cleaning. I found a place that did it for $2 per vest and ended up spending $308. Ø We decided to order 50 chocolate bar boxes, to get the discounted price of $30 per box. We were able to sell chocolate bars at 4 Elementary School General Music Concerts, at last week's Middle School Band and Choir Concert and at the Holiday Extravaganza event. We were able to sell a total of $740 worth of chocolate bars. As mentioned to Amanda via text, that money was deposited into the MB account.

5 Ø We are currently running the WF Chocolate Catalog Sale and fully expect it to be a big success. The catalogs are due back next Wednesday, November 15. Ø Amanda was able to get MB accounts their own deposits slips and checking accounts and at first suggested that Daniel make his own deposits which brought forth the conversation that Daniel hasn t been required to have double signatures or fill out forms like we do. We decided that he should have to follow the same rules as the rest of the board members and have a double signature by a Board Members Ø Calendar: o Poinsettia Sale - starting during conference week (11/20) with an expected delivery / pickup at the Palombi's Jazz Concert on December 19 o Chocolate Bar Sale - at Hooper's and at Martin's Music Concerts on November 30th o Chocolate Bar Sale - at Thompson's Band Concert on December 5 o Chocolate Bar Sale - at Hooper's Band Concert on December 6 o Chocolate Bar Sale - at Martin's Band Concert on December 7 o Chocolate Bar Sale - at Palombi's Jazz Band Concert on December 19 o Twisted Cow - after Elementary and Middle Schools Band Concerts December 5-7 and December 19 PTO Update Jen Harder Ø Books fairs were a success at the elementary schools and fun was had by all! Ø Bubble Run was a blast!! So much fun!! We raised $12,000! Thank you to Chris Yanecek, Jenn Jimenez, and Erin Pron for all their hard work. Ø Holiday Extravaganza went great! Thank you to the custodial crew for all their help! Ø Holiday Bucks for the staff just ended. Ø 11/10 - Kash for Kids fundraiser just started, due 11/24 Ø 11/15 NEW Yankee pick-up from 4:30-6pm Ø 11/16 The Twisted Cow Turkey Challenge, 6-9pm, staff members volunteering, collect feathers and bring to school to add to the turkey. Ø VPs busy getting ready to treat staff to dinner and lunch during conference meetings Ø 11/24-12/24 Five Below Fundraiser shop and bring in flyer any weekend until Christmas and PTO earns money. Ø 12/4 Pop Tabs collection starts, trying to beat 720 as a community! Ø 12/9 Movie night at Thompson School Update

6 Ø Hooper Dawn Price o Volunteers of the Month Shannon Sparks, for all her help o Oct Congratulations to the following members of the Hooper community who were recognized at the October Board of Education meeting: Staff Member of the Month: Mrs. Sue Schweier, Hooper Art teacher Student of the Month: Melissa G., 5th grader Volunteer of the Month: Melody Zika o Nov. 1 Fall Picture Retake Day. o Nov. 8 & 9 Bell Choir Groups A and B started their first sessions. o Nov. 9-4 th grade Pirate show that Mrs. Welch directed 2 concerts! o Nov. 10 Mr. Phil Rovang, retired Air Force pilot, came in to talk to the students. Ms. Heifner and her team of staff, students, and parents who taught, created, and put together our 'Honoring Our Veterans' wall. Thank you for your service! o Nov. 13 Hooper Student of the Month: 3 rd grade, Robbie S. was recognized by the Board of Education. o Nov. 20 & 21 Parent/Teacher conferences and conference meals Monday is dinner and Tuesday is lunch. o Nov is Thanksgiving Break. o *Wild West Book Fair brought in $11,184.02, All for Books Change War Showdown = $1, o Mrs. Dowden classes won 1 st place of Change War Showdown = $ & Mrs. Greig class coming in 2 nd with $ Mrs. Dowden s class received 2 mushroom stools and Mrs. Greig received 1 mushroom stool. o Thank you to my book fair chair committee Jenn Jimenez, Alison Johnson, Anne Grazier and Reva Cheatman. You did a wonderful job! o Thank you to all the volunteers of parents and students for pitching in to help! o Tricia Howard you rocked the concession stand. The nacho bar and horsefeed was a hit! Thank you! o *Gearing up for Box Top Contest beginning on Dec. 1 Jan. 12. Ø Palombi Reva Cheatham o Volunteer of the Month: Tricia Howard, for Holiday Bucks Becca Wallace, for Yankee Candle Ø

7 o Nov 16 th Above and Beyond Ceremony before school o Nov 17 th Pep Rally - 7 th grade wear Red, 8 th grade Black o P/T Conference meals struggling with donations so we changed the menu. Ron's Italian Ovens mostaccioli, meatballs, salad, breadsticks for dinner. Baked potato bar for lunch. Donation of toppings, salads and desserts from families. o Pack the Stands on: bring canned good, free entry o Nov 28 th for Boys Basketball game, wear Red o Nov 29 th for Girls Basketball game, wear Black o 2nd After School Enrichment started Oct30 th - classes include Newspaper Bloging, Gaming, Dog Smarts, French Club, and Art Club o Dec 6 th next Spirit Day wear Holiday Clothes o Dec th Volleyball Clinic. Registrations being accepted now o Dec 19 th Choir/Jazz Band Holiday Concert Ø Thompson Kelly Stoeber o Volunteers of the Month: Maria Flores-Guzman and Becca Wallace: For the abundance of time and hard work they put into making our book fair a success, my Volunteers of the Month are the Chairs of the Book Fair! o Students and staff put a lot of work into the Veteran's Day ceremony. Over 40 Veterans participated in the brunch, assembly, and visited classrooms. o The Red Cross/Hurricane Relief fundraising efforts, lead by the 5th and 6th grade Leadership Team collected over $1500! 6th Grade won the grade level Coin War, and Mrs. Allen's 5th grade won the classroom challenge. o Teachers are busy inputting report card information, which will be posted on PowerSchool on the 18th. o 6th Grade and 4th grade held their music concerts since last month's meeting. o 5th and 6th grade intermurals finished up dodgeball. Boys Basketball goes on in the beginning of November and Girls will start at the end of this month. o Kindergarten took a Fieldtrip to Royal Oaks. 4th grade enjoyed Great American Tall Tales on their fieldtrip to Christian Arts Auditorium in Zion. o Book Fair was a success! Teachers got to spend at least $25 on books for their classroom. Mrs. Lewis's class won a reading chair for their room. Thanks to LVPD for coming to Family Night as our "Wild West Sheriffs" and doing photos with the kids.

8 Ø Martin Amy Eckman o Volunteer of the Month: Debbie Walsh (Chair) and all the Book Fair volunteers. We had so many past and present helpers. It was very much appreciated!! o Trimester 1 ended 11/10 and report cards are on 11/17. o I am gearing up for Parent/Teacher Conferences and the meals with it!! o Grade 5 Music Concert on November 30th o December 5th and 6th there will be student Vision/Hearing testing. o Book Fair Grossed $11,400!! o October 20th-Dr. Klene dressed up in a tutu and tiara for all of the summer readers! They were shown a special movie and given snacks and congratulated for participating in the Summer Reading Program. o Garden Club worked on adding some color to our outside planters! o It was a crazy month but we did it! Public Comment PTO Members o None Public Session Ends 7:42pm Session Break Executive Session Resumes 7:45pm Treasurer s Report- Amanda Foy Ø Current month Issues: o Unidentified: 2 issues $400 Becca was late with paperwork for HE vendors Book fair paperwork from Thompson was confusing with the $125 deposit and $ deposit but Thompson s paperwork said there was one $ but bank had two deposits of $125 and $ Hooper: deposit paperwork was higher than the actual deposit: Hooper says deposit was $ and bank says $ Updated detail report on Dropbox earlier today Ø VP Account Review o No discussion Ø Upcoming Finance Issues/Changes

9 o Savings account has already accrued $10.94 o Missing EPI checks for Hooper and Palombi Ø Principal's Account Balances o Principals have a cash balance that will carry over to next year o Amanda will leave it in each account until next year not to be touched o s were not sent out to any principals because we have not made any money that would benefit them for the coming year o Thompson: $ AMANDA TO SEND ME NEW BALANCES o Hooper: $ o Martin: $ o Palombi: $ o Music Boosters: $5, Ø Reconciliation Statement o Previous: Jody o Current: Emily o Auditing: Waiting to hear from Jody on what are next steps for audit process Old Business Ø Yankee Becca Wallace o Total collected to date: $27, o 40% profit = $11, o Waiting on a few checks, will ship to Yankee by Friday o Delivery on 430-6pm o Delivery truck malfunction on 11/8 and delivery is rescheduled for 11/15, same time, same place New Business Ø Five Below o New Flyer handed out o Every weekend from 11/25-12/24 o Flyer out this week for Friday Folders o Might want to resend the flyer after the beginning of December Ø Pop Tab o Flyer from Natalie, to go out week of 11/27 o Place bins week of 11/27

10 o Collection starts 12/4 o VPs need to collect and weigh each classroom and record who the winner is for each school o Finding a special prize for Hooper students might be harder because there a lot of school specific food restrictions. We won t specify the prize because of all the new restrictions. Ø Movie Night o December 9 th, January 13 th and February 10 th o December 9 th : The Emoji Movie o Flyer ready, to go home Friday before movie 12/1 o Sign up genius from Chris needs to be acquired. o We need 2 board members per movie night: Dawn and Amy on December 9 th Jen and Becca January 13 th Kelly and Emily February 10 th o Time: 6-8pm, Volunteers show up around 5pm Family Fun Ø Friday January 26, 2018 Ø Palombi, Gym Ø Inflatables from Bella s Bouncies, prices are same Ø Need more volunteers for Bouncies, 3 volunteers for slide and 5 for obstacle Ø DJ Maxximus, booked from should cost $310 ($260 + $50 for the extra half hour) Ø Balloon artist needs to have a helper: Master Dan $100/hour gave us a discount Ø Amanda to call the Village to see who they use we need two new balloon artists they need to be simple Ø BINGO: keep the same $166 spend in prizes can leave as is. Need to purchase prizes and find the Megaphone Ø Face Paintings: need a second painter need to be much more simple designs this year and MUST have two painters. Reva suggests we pay for vendors. Ø Tattoos: Last year, we lacked adult supervision...the plastic overlays were all over the floor. For this year we need more adults, garbage cans, sponges. Tattoo discussion: NO TATTOOS Ø Photo Booth: Do we think she would come back? Could we try to pay her? Kelly will contact Barb to see if she and her colleague are willing and what would cost be? Ø Budget: $1500

11 Ø Discussion: Charge for concessions to help pay for extras Ø Snacks/water: ran out by 730. Had snacks and cookies and water. Used our $100 from Farmer s to help cover this but it might not be enough money. o YES: charge for concessions o Water, Cookies, Popcorn, Rice Krispie Treats, Potato Chips Ø Jeep attended, and we would welcome her again Ø Costs last year $1206 Ø Flyers need to go out January 12, 19 and event on 26 th Ø Volunteer sign up by Jan 8 th. Ø Utilize NJHS kids as volunteers also Ø JOBS: o Concessions: Becca o Inflatables: Jen o Jeep: Jen o Bingo: Reva o DJ: Amanda o Balloon artists: Emily o Face Painting: Jen to contact o Photo Booth : Kelly o Flyers: Jen/Emily o Volunteers: Amy o Floater: Dawn Ø Offer Principal experiences/freebies as raffle? NO Ø Could we put a slide show together to put on the TVs? Yes, but would get lost in the chaos. Ø DJ set up: he was loud last year how can we arrange so that he is too much? o What if we put him at the back of the gym near the band door with Photo booth opposing (to help absorb sound) and move all the inflatables and artistry up front celebrewtion Ø Job Assignments o Advertising/Marketing: Emily/ Jen o Volunteers: Amy o Food/Entertainment/Raffles: Becca 50/50, Beer for a Year, any other o Tickets/Check In: Kelly

12 o Beer Ops: Dawn/ Amanda o Sponsors: Emily/ Jen Also need to think about what Sponsorships look like will they sponsor a table, glasses, o Administration/Logistics/Venue: Reva Ø Reviewed the draft budget: o Cost of Goods: Venue: $980 Security: $150 Insurance: $ Licenses: $ Beer Company: $900 +5% ticket sales Beer Vendors: Food Vendors: $150 DJ: $500 (5-9pm) o Expenses (based on Jen s research) Tasting Glasses: $500 Wristbands: $50 Beer tickets: $175 Raffle items: Promotions: Printing: Beer Supplies: Ø VIP hour: 5-6pm (+$10) o Extra hour, plus appetizers Ø Regular entry: 6-9pm ($40-45) Communications Report Emily Carrier Ø Review/Approval of newsletter draft o Rough draft will be sent out next week for review. o Final copy of newsletter due December 3 rd o Website update with new info by first of month o Facebook update with new info weekly o I will be ing a PDF of the financial breakdown flyer because I have not received much feedback in Canva.

13 Brief Preview of next meeting/things to think about Ø 12/19/17 Board Room Ø Beer Fest Ø School Board Meeting: Reva Executive Session Ends Time 9:50pm Respectfully Submitted, Rebecca Wallace