DISTRICT 41 PTO BOARD MEETING MINUTES February 21, 2017 Present: Jen Harder Becca Wallace Christina Yanecek Reva Cheatham Jenn Jimenez Erin Pron Amanda Foy Absent/Tardy: Abby Scalf (on leave) Guests: Debby Dunne, Tammy Fiene, Amy Eckman Executive Session called to order by Jen Harder at 6:04pm. Quorum met. Guest Presentations Ø Brooks Allan - Debby Dunne o Spring is always low participation o Can we give 6 th graders the Palombi order form? NO let them buy when they come in to buy gym uniform (and open house night). But 6 th grade does get their special shirt, as does 8 th grade. Elementary schools can keep a Palombi form at each office for those who want it o DECISION: 1 color Game Day (scoop) and 1 Sparkle colors. 2 t shirt colors, 1 Tackle twill Everybody please call/go see Debby to pick colors o Backpacks: new this year. We might want to include with the school supply orders. Would have the school logo and could also be personalized only for elementary schools. The sports backpack would sell for $40 Does Debby have a laptop computer backpack? YES she probably does. Debby will get back to us with what she has.
We need to look at what Debby might have to offer and compare to anything EPI might have. o SERVICE AGREEMENT: Debby would like us to sign one. To begin in Fall 2017 and go for 2 years. Says we will work together and pick colors, logos, etc., make order forms and PDFs etc., payment processing by Brooks Allan, sizing issues, discrepancies. o Get to Debby by 3/16 to determine color choices o April 3 rd order forms come to us and distribute that week o 4/7-4/19 th (hard due 21 st ) Due to Debby by noon on Friday 4/21 Ø Rosati's Pizza Fundraiser - Tammy Fiene (begins 6:32pm) o Fundraiser: each school can participate alone or all together Run like Market Day. Tammy prints order sheets She has a graphic designer to make each school order form with logos and color and whatever Deep dish style: 12 cheese ($10), sausage/mushroom ($11) Offered at half frozen like a take and bake Takes 15 min to cook. Can go in fridge or freezer PTO makes $5 per pizza. EVERY PIZZA we sell. Rosati s would also offer a $25 gift card for each child who has perfect attendance for the whole school year. EVERY SINGLE CHILD if we do this fundraiser with them. Dining for Dollars option: 25% profit with a coupon from website for the whole day. ERIN SAYS: what about 5-8pm, with all sales we get profit NO COUPON required She says we can choose which we would prefer ALSO offer a 12 free pizza honor roll BUT we don t have that option for all schools (not every school has honor roll). ONLY for Lindenhurst store on Grass Lake Rd Ø Square 1 Art Update Amy Eckman (6:41pm) o Hooper is DONE, only missing 2 students o Thompson will be delivered to Amy tomorrow o Palombi trimester 1-2 is done will begin trimester 3 next week o Martin: is ONGOING o Artwork is due to Amy by Friday 2/24
Comment: But calendar says 3/15 Amy: Wants to have the last 2-3 weeks to work with the last minute Palombi 3 rd trimester art students o Erin needs to follow up with parents that MAY not want to participate and sent in the Non-participation form o March 15 th is drop dead for Amy. Has to be to Square 1 by 3/20 o April 3 rd : schools will get personalized order forms with stickers and need to go out that Monday. o Due back (sale ends) 4/12 hard due 4/13 o May 5 th, delivery: o PICKUP at Thompson on 5/10 430-630pm 6:58 Executive Session Ends 6:58 7:11 Break 7:11 Public Session called to Order. Music Booster Update Penny Crawford Ø Budget Review Ø Calendar Review Ø NO UPDATE: Penny was not in attendance PTO Update Jen Harder Ø Feb 25 th Scrapbooking @ Thompson Ø March 2 nd Wendy's Dining 4 Dollars Fundraiser, RLB location, 5-8pm Ø March 3 rd Yankee Candle sale starts Ø March 4 th Casino Royale Fundraiser @ The Lehmann Mansion 6-11pm o Tickets on sale now o Early Registration pricing until Fri Feb 24 th, $50 each, free drink and raffle ticket included o Late Registration pricing start Sat Feb 25 th, $60 each, raffle ticket included only Ø March 11 th Movie Night @ Thompson, maybe Ø March 15 th Yankee Candle orders due Ø March 21 st PTO meeting Ø March 22 nd Jimanos Dining 4 Dollars Fundraiser, 4-8pm, 10% of sales, no flyer School Update Ø Palombi Reva Cheatham o Volunteer of the Month: Trisha Kennedy, for Box Tops o No update
Ø Martin Chris Yanecek o Volunteers of the Month: Char Soto for her extra efforts in contacting Martin parents for donations, and collecting items from monetary to entire baskets for Casino. She also donated extra items herself. o 1/27 - Student of the month assembly was held for Knowledge. Students enjoyed lunch at set tables on the stage with a visit from Dr. Klene. o 2/13- Some of the Martin 6th Grade Leadership Students presented by power point, how the leadership program is progressing at Martin. Each student also gave a small speech on what being part of leadership meant to them. They will be producing their own newspaper soon. o 2/16- Dental Presentation to K-3 by Honey Orthodontics o 2/23-3rd Grade music concert o 3/2-5th & 6th Grade Band Concert o 3/3- Report cards will be available o 3/6- Celebrated the 100th day of school by dressing like seniors (old people!) o 3/9 - Teacher Conference Meals o 3/13- This week the Zacharias Center Presentations will be given to all grades. o It is an abuse prevention presentation. The center in Gurnee helps abused and sexually abused victims. o Our Snowball Fight (Box Top Contest) came to an end on 1/27. Our Mustangs turned in a whopping $1,027.00 in box tops & labels. That's over 10,000+ box tops and labels. o Mrs. Haley's 4th Grade class came in first with 160 snowballs, Mr. Calhoun's 6th grade class came in 2nd with 128 snowballs and Mrs. Morris' Kindergarten class came in 3rd with 76 snowballs. o 1st & 2nd Grade celebrated with a pizza party and a visit from Jeep during their valentine s party and 3rd place had popsicles and a visit from Jeep. Ø Thompson Erin Pron Ø Volunteers of the Month: o Judy Porter for taking on Yankee Candle again o Maria Guzman for getting us ready for book fair Ø 3 rd grade music concert on Thursday, Feb 23 rd at 6:45 Ø Girls Basketball Tournament at Palombi, February 28 th. Ø March 2 nd from 6:00 to 7:00, Our Reading Resource teachers are going to have a Reading Night for their students. Ø March 6 th is Thompson s Band Concert at 6:30 Ø 2 nd Grade music concert on Thursday, March 16 th at 6:45
Ø Book Fair is the week of March 20 th with Family Fun Night and Open House on Tuesday, the 21 st. We ll be closing the fair on Thursday this year and our cases will be picked up on Friday. Ø Thompson has themed days planned for the week of Dr. Suess Birthday - February 27 th through March 3 rd o Mixed Up Monday Wear mixed up clothing (backwards, inside out, etc.) o Top Hat Tuesday Wear your favorite hat o Wacky Wednesday Wear wacky socks o Theodore Thursday Dress up like a Dr. Seuss Character or another character from a book o Funny Food Friday Wear Green Ø Hooper Jenn Jimenez o Volunteer of the Month: o 2nd trimester Hooper Hero Assembly today. Thank you to PTO for paying for Sweatshop assembly! o 1st grade Music concert: Thurs., Feb. 23 6-7 pm o Report cards available on Power School on Fri., March 3. o Parent Teacher Conferences (by request) on Thursday, March 9 2:45-7:45 o No School Friday, March 10 o Hooper School presentation at Board of Ed meeting Mon., March 20 7 pm o 2nd grade music concert Thurs., March 23 6-7 pm o Spring Break March 27-31 Public Comment PTO Members Ø Jim Walsh: Is VERY disappointed in the District 41 Board directive about PTO not using the school kitchens anymore. Jim would be happy to write a letter to the Board on behalf of PTO and in support of ALL the PTO does for the District. Jim is very mad about how the Board is treating the PTO with regard to banning us from the kitchens (which PTO uses to provide meals to teachers during SAW and Conference meals), not ot mention Book Fair week dinners for parents and students. Jim says: PTO supports our district and families and Arbor serves us crap on a plate everyday. Jim wants to know from the Board, Why do you even want a PTO if you won t let them do what they do best? Do you even WANT your parents involved?!? Ø Casino Night: Jim says he is willing to go to each basket and write down the current high bid for bidders who do not have a smart phone. Ø Discussion: a few VPs have talked to parents who do not have smart phones and are worried about bidding
Public Session Ends Time 7:33pm Executive Session Resumes Time 7:33pm Secretary's Report Becca Wallace Ø Review of previous months minutes Ø Approval of minutes Voice Vote o All approved Treasurer s Report- Amanda Foy Ø Reconciliation Statement Ø Previous month: Jody Ø Current month: Reva Ø Budget Review o Unidentified o Chris: has a missing paperwork o When we closed the bank accounts, the bank $275 left in the account to cover any bills that came through the old account. That money will come back to us at the end of February. Ø Current Fundraisers o Was missing bank folder: Erin has it Ø Points of Interest o Regarding Bank situation: We were at a place where we had to reorder checks anyway, for PTO. But schools each have their own PTO School accounts, but those don t get used very often. We had just reordered the checks for each school account and have LOTS of those. A few accounts still have checks that have not cleared from the old accounts. If they need to be rewritten Amanda will need to do so from the new account. Amanda will send out updates to those principals and people. Thompson, Hooper, Band, and General account all have outstanding checks. New stamps now only say "For deposit only Lake Villa PTO" and no account number so we don't have to replace stamps anytime in the future if we switch account numbers again for any reason. o Bank: We have just a plain personal account and we need a Business account Fee: $15/month but can only have 2 accounts
We have 5: general, 4 schools and band We don t pay anything now but don t have a business account with any security Business account: Will change your IP address to prevent hacking into a mobile device. Can only access the bank site via the registered IP address It would be $180 per year Costs $132 for one account to get checks. Costs $15/2 deposit books for the old books. To cover the checks and deposits for School accounts will cost almost $150 per school. Choices are: A: Keep 5 accounts? Purchase checks for all accounts? B: Or only purchase checks for general and transfer money as needed from school accounts to general. C: OR, consolidate all accounts into TWO and then begin to pay for the business security ($15). VOTE: All in favor for OPTION C. Ø Principal's Account Balances o Thompson: $ 1359.64 This is with a check written for Kathy Molve that has not cleared and that was written back in the start of the year. Does she need a new check? I just wanted to ensure she gets paid. At this point that check won t clear if it is found. o Hooper: $4240.39 o Martin: $1409.53 o Palombi: $376.79 o VP Account Review: Please review Dropbox Dining for Dollars Report Jen Harder Ø Calendar Review 3-2 Wendy's in RLB 3-22 Jimanos 4-8pm 10% from all sales, no flyer needed 4-20 Portillo s 5-8pm 20% flyer needed, paper or phone Ø Profit Update Antioch Pizza Shop - $155 Potbelly - $317 Wendy's (Jan) - $293
Old Business Ø Movie Night Update o Erin couldn t go. It was small and went well o The first movie night was huge: 129, all the rest under 100 o Movie Night Profits to date: Deposited $720, spent $1083 Deposit from last week was $580 - $175 = We are in the red for Movie Night, when last year we managed to make money o We will need to buy more food and water if we go forward with March movie night. o March Movie Night: CANCELLED! Ø Open Board Positions 17/18 School Year o Thompson VP (2 year), Martin VP (1 year), Hooper VP (2 year), President (2 year) and Communications Coordinator (2 year) o Jen has created a VP job description and needs VPs to approve it o Take nominations in March and April o Elections in May Ø Casino o Time line for Feb/March Tickets and promote baskets o Updates Casino Company: Will decide on delivery time for Friday 3/3 Caterer/Venue: everything on target, final guest numbers due in a week Business/Sponsorship Donations: done Handmade/Themed Basket Donations: if you have anything please get it to Becca Auction Software/Tickets: Still behind on guests/tickets being sold Software is working well Volunteers: Chris is notifying volunteers Getting rid of one blackjack table because we don t have enough dealers. Drews will bring the table because we ve signed the contracts and the table will be delivered regardless Advertising
Entertainment: DJ needs a schedule and names of sponsors Decorations: flowers, balloons, hanging decorations planned o Continue to be a concern from some parents: Not interested in purchasing a ticket since they don t have a smart phone. New Business Ø Yankee Candle o Too many occurrences this year of parents not participating o We feel that another fundraiser will only anger people o Cancel if we can Ø Kitchen Use o PTO has been told that we can no longer use the school kitchens for any event. There are issues with allergen cross contamination as well as reported problems with how the kitchen is being left (dirty, broken, etc.) o Not sure if this is coming from Mark, or Arbor o Chris: after Chinese food from fall conference: Arbor complained that there was white powder all over hotbox. NOT true! o Arbor says it takes them longer to clean after we use it. But we also know that Arbor re-cleans every morning, regardless. o Pat Planik thinks Hooper doesn t use the kitchen, but they do use the refrigerator. o Is this our opportunity to break away from the food services that we provide?? Do we fight to keep use of the kitchen? o There is a meeting Wednesday 2/22 and there should be some kind of decision. o We will have to vote after a decision comes out of the meeting tomorrow. Jen will forward an email and we will discuss and vote from there. o Per Lynette: Scrapbooking can continue on Saturday as planned. Ø Leader in Me Fundraiser o Dr. Zimmer has asked if we could help promote the fundraiser she would like to create in order to raise money to bring the Leader In Me program to District 41. o Need to have Lynette come to a meeting to answer some questions. o We are unsure how it would be viewed if PTO was promoting a fundraiser that doesn t go directly back to the students.
o We don t see how we can ask parents to buy $50 pillows when they won t spend $50 on tickets for Casino Night.
Ø New Ideas o Backpacks: the old Chromebook cases will no longer be required next year. Alex Barbour has asked us to possibly offer a back pack with school supplies that will accommodate the specs of the backpack that the Board o EPI deluxe offering can include a backpack it is probably less $40 o We have to be concerned with the quality. If we pick a backpack and it rips and a Chromebook breaks, are we liable? o VOTE: Do we want to offer backpacks with school supplies? All opposed, due to liability Ø Communications Report Jen Harder/Becca Wallace o Review/Approval of newsletter draft o Final copy of newsletter due Feb 26 th o Website update with new info by first of month o Facebook update with new info weekly o PTO Email Brief Preview of next meeting/things to think about Executive Session Ends Time 9:18pm Respectfully Submitted, Rebecca Wallace, Secretary