Meeting Minutes - November 10, 2011

Woolwich Central School PTA Minutes

November 10, 2011

Minutes from meeting held October 13, 2011 approved by all in attendance.

OLD BUSINESS

Spooktacular Dance-Deb O

· Over 200 people in attendance

· Made $xxx; this money will go towards the Mariner’s Compass at the new school

· Mr. Soule received a letter and verbal communication from concerned parents regarding the hallway being out of control and unsupervised as well as bullying issues in the boys bathroom

· Next dance need to continue to emphasize parents staying to chaperone their own children

Ø Do we need to monitor bathrooms?

Ø Need for more and/or better wording in announcements for dances

Ø Address when prepping for next dance

· Set-up and decorations looked GREAT! Better than last year

Boxtops: Jennifer P

· Submission sent in for November 1^st deadline; just under 15,000 ($1,500)

Terracycle: Kristin C

· First round that was collected was purchased by a private party for 4¢ each; double what Terracycle pays. Has a check for nearly $10.

Genevieve’s: Karen M

· Due to arrive Nov 22^nd; please sign up to help on volunteer site.

Ink Recycling: Tracy S

· Display/collection box under stairs by front door of school

· Collecting for 2 weeks; received 19 toner cartridges, but one 3 can be sent in because company that we are using will not take off-brand or refurbished cartridges.

· Needs log-in information; Karen to send to Tracy

· Via some research; Staples will take ALL cartridges, including the ones that we cannot send in and will pay us $2 each.

Ø They do not pay in cash; they pay in Staples dollars.

Ø Need to set up account with them to get started.

Ø Parents can also donate directly to Staples on behalf of school.

· Contact Gretchen S to see if she can still collect cell phones for recycling.

NEW BUSINESS

Shop Til U Drop: Karen M

· Bulk of vendors usually sign up in the last 30 days before the event

Ø Last year at this time we only had 21 vendors, as of now we already have 32.

· Need workers

Ø Deb Y volunteers to manage the cookie walk again this year.

Raised approximately $400 last year

Ask Mr. Lucas if Applebee’s will donate to-go boxes again

Need to put in newsletter

Ø Set-up; Friday afternoon for gym & hallway

· Decorations: for the once a month theme, need to buy Nov/Dec/Jan

Ø Vote to approve $100 for decorations; all in favor.

· Questions from vendors regarding advertising/decorations/Santa pics

Ø Want to purchase a large amounts of lights to also be reused for future events

Ø Should we have each class decorate a snowman/tree like they did with the scarecrows in the fall?

· Possible raffle of Kindle or Nook for event because iPod was such a success at Crop-n-Shop.

· May need to rent tables from Taylor Rental; need to think about paying the extra $100 for delivery because pick-up/return was a hassle last year.

More Fundraising: Karen M; need more ideas

· Bidding for Good-similar to an Ebay auction site

Ø 2 weeks in length

Ø Need more details; would this work for us? Karen to research.

· Sale of embroidered fleece blankets? Window Clings? Magnets?

· Shirts on hold due to vendor issues

Ø Stefanie will check into Mainely Embroidery about shirts and blankets.

· Stefanie suggests that we prepare to do something BIG for the new school when it opens.

· Karen notes the NEED for new ideas and someone to lead those ideas.

Boxtops-Jennifer P

· Trolley was a huge success; Mrs. Morin’s class won due to a last minute donation by a parent who won 1000 boxtops via the BTFE website.

· Just handed out turkey collection sheets for November.

· Would like to hold a Snowball Fight collection drive over Dec/Jan.

Ø Classes get to “throw” a snowball at the class of their choice for each 10 boxtops turned in. Need to use collection sheets to make this easier.

Ø The class with the least amount of snowballs thrown at them in the end is the winner; extra outside recess and some snow toys like the snowblock makers.

Ø One student will win a sled either by most turned in individually or by raffle (one entry for each collection sheet (10 boxtops turned in). Christa S may be able to help out with prizes.

Ø All in attendance in favor of this collection drive.

· Plan to hand out Valentine themed collection sheets in February.

· Suggestion to have the race for March/April/May be Kentucky Derby themed instead of racecar themed and have the prize coordinate (need to look into this).

Bookfair: Stefanie M

· Dates: Nov. 18, 21, 22, 28, 29, 30 and Dec. 1, 2, 3.

· Class Wish Lists

· Gift Certificates

· Need helpers for Shop Til U Drop

Other: Deb O

· New Superintendent would like to attend one of our meetings.

Meeting adjourned 7:04 p.m.

Next Meeting: December 8, 2011

SHOP TIL U DROP CRAFT FAIR -->> DEC 3RD

Meeting Minutes - October 13, 2011

Woolwich Central School PTA Minutes

October 13, 2011

The meeting was called to order by Karen M at 6:07 p.m.

Karen M began a brief discussion about the ongoing procedure for meeting minutes; will post on blog for members to read rather than taking meeting time to read aloud. All in attendance agreed and approved proposal.

Attendance was recorded.

Karen M proceeded directly into old business.

OLD BUSINESS

Book Fair-ended September 24

· Not as busy as usual. Still waiting on final numbers from Treasurer.

Crop-n-Shop-Saturday September 24

· Profited approximately $XXX

· Not many shoppers, but all vendors were happy.

· Worth doing again, possibly with more promoting.

Pure Art Fundraiser-ended October 11

· Raised approx. $XXX for Laura Devin.

NEW BUSINESS

Spooktacular Dance-October 28

· Working on arranging for a DJ; possibly Cory C (last year)

· Planning fortune teller, games, selling glow bracelets 50¢ each, pumpkin raffle, 50/50 raffle

· Working on arranging for cheerleaders to help out

· Snacks: pretzels, water

· Flyer going home tomorrow

· Need to set up on volunteer site

Set up 4-6 PM

Dance 6-8 PM

Clean up 8-9 PM

· Need to tape off DJ area, not doing hay bales again this year

· Usually raise approx $XXX; should funds from dance be dedicated to a specific need?

New School Requests-as asked by Tom Soule

· Help promoting brick sales once approval for sales comes through from school board

· PTA should purchase a brick to leave our mark on the new school

· Help raise or donate money to help purchase a granite mariner’s compass marker for walkway entrance; total cost $XXXX

· Proposed that we contribute some money towards this, but certainly cannot fund all of it.

· Concerns that the money we raise is meant to support students and teachers; this doesn’t really fall under that

· PTA maintains approx $XXXX in the bank accounts right now, so we are potentially financially able to contribute

· Vote to use Spooktacular Dance profits towards purchase of mariner’s compass

In favor 7

Against 1

Motion passed

Boxtops-ongoing

· Apple Theme-now through end of October; 1533 collected so far.

· Issue with turn-ins due to hoarding for boxtops race in the spring

· Discussion about incentive to turn in now; Karen M to check with Tom Soule about a possible Trolley Ride for winning class. PTA cover cost ($1 per student) and provide snack (apple)

· First turn in date is approaching; November 1^st

Terracycle-Juice Packets

· Jennifer P needs assistance picking up packet from classrooms weekly, especially grades K-2

· Kristin C offered to help; Karen M suggested the Kristin take over all of the responsibilities since Jennifer is handling boxtops.

· Kristin agreed to take responsibility for Terracycle; Jennifer will provide her will all the information that she needs.

Ink Jet Recycling-

· Need someone to take over responsibilities

· Already okayed with Betsy to place collection box under stairwell at entryway

· Tracy S offered to manage this

Cell Phone Recycling-

· Raised $XXX last year

· Collection box in office

National Mix It Up Day-October 18

· 8^th grade Woolwich Way team is organizing for 6-8 grade; approached by Mr. Striewski about volunteers to oversee lunch and help prompting kids to talk if needed

· Jennifer P clarified that we are actually holding the event for all grade levels at lunch that day. K-2 and 3-5 will sit at tables according to birth month.

· Need volunteers for all lunch sessions, 11:15-12:45. Michelle R, Deb O, Tracy S, Karen M, Jennifer P will be available to cover one or more lunch sessions.

Funding Request-

· Pols/Vise second grade: $XXX for Chewonki Nature History Bug Mobile

· Vote

All in favor

Approved

Genevieve’s-ends tomorrow, October 14, 2011

· Totaling meeting on Monday October 17^th at 6:30, location TBA

New PTA Organization-

· Bank account name changed

· Proposed bylaws passed out; please review and plan to vote on at Monday night meeting for Genevieve’s totaling

· Short discussion about bylaw wording, decision making, and voting procedures. Will address any proposed changes on Monday night.

Volunteer Website-

· Karen M will be posting upcoming opportunities, many discussed this evening

· Karen will also post for each scheduled PTA meeting to allow her to plan ahead for the number of members who will be in attendance

Meeting adjourned 7:10 p.m.

Next Meeting: November 11, 2011

PureArt Fundraiser

Today, our PureArt Fundraiser will be coming home!!! Your child created a wonderful piece of artwork under the guidance of our Art Teacher, Mrs. Devin.

You have the opportunity to order your child's artwork made into fabulous cards, note cards, bookplates, matted artwork and other great gift items.

This local company also will give our school 60% OF THE PROFIT from this fundraiser ..... 60% of your total order will go directly to us!!! We are sure that you and your child will be delighted with this special way to send your holiday greetings, notes & postcards. We are so happy to be bringing this back again this year as it was a HUGE hit the last TWO years!! Look for it in your child's backpack this afternoon!

If ordering, please return your child’s artwork along with completed order form and payment. Please make checks payable to "WOOLWICH PTA". Return your completed order form and check to your child's classroom by Tuesday, October 11

Meeting Minutes - September 15, 2011

Woolwich Central School PTC Minutes - September 15, 2011

The attendees introduced themselves. Stefanie M reported approximately $XXXX in the PTC account. Karen M proceeded directly into new business.

NEW BUSINESS

Book Fair-now through September 24

· Giving teachers $xx free each including discount

· Gift certificates for math packets are for free book up to $6.99, no discount

· Explanation of PTC view of book fair profits: generally a loss of money, but pass on what we would make to students and teachers in the form of discounts to put as many books in their hands as possible.

· Reminder to please place cash box under XXXXXX and key in XXXXXX.

· Notice that there is P.E. class held in the gym on Mondays until 11 and on Thursday & Fridays from 1:30-2:10, best not to have book fair open during those times. Also, no need to open until 9:00am due to new schedule change.

· Note from Stefanie M: please Z-out the register for an end of day report every day, and text her at 207-751-XXXX with any books needing reorder.

Crop-n-Shop-Saturday September 24

· Set up at 7am, attendees arrive at 9am.

· Need volunteers to help set up tables on Friday September 23 at 3pm.

· Idea presented to pump up student interest and encourage parents to attend by sending out a flier and form with raffle ticket for PTA purchased item (possibly a Nintendo DS).

Genevieve’s Fundraiser-October 3-14

· Biggest fundraiser of the year, we make a 50% profit.

· Delivery expected on November 22.

· No preparation needed, but will need volunteers to assist on delivery day.

· Prizes include a day pass to Coco Key indoor water park-based on sales and one gift certificate for hotel and 8 passes to Coco Key; it is suggested that we do not award this to the top sales winner, but rather pull a random winner.

Pure Art Fundraiser-September 30-October 7

· Local company; receive 60% of sales as profit directly to art budget, usually $800-$1000.

· Laura Devin is currently doing prep with the students.

· Delivery expected November 21.

· Need to change end date to the Oct 6 or 11 due to school closure for Columbus Day weekend.

Organization of PTC-

· Since the last meeting in May, Karen M has discovered operational issues with the set-up of the PTC.

· When Stefanie and Karen took over PTC five years ago they were told that the PTC fell under the school’s non-profit umbrella; this is not actually the case.

· Karen’s research over the summer led to two options going forward:

1.) Set up individual non-profit: this option is not realistic because PTC is so small and it would require hiring a CPA and/or an attorney.

2.) Change PTC to PTA and register under the Maine PTA/National PTA: Karen spoke with Maine PTA representative about the benefits, changes, and requirements.

Ø Access to full liability insurance for only $35/year.

Ø Need to install four traditional positions of President, Vice President, Secretary, and Treasurer.

Ø Need to change name to PTA.

Ø Need to file with IRS and obtain EIN number.

Ø Pay annual dues to State PTA based on number of members at an amount of $4.75 per member.

Ø Need to pass bylaws.

Ø Need to take attendance and record minutes at every meeting.

Ø Treasurer needs to report monthly.

The attendees agree that option 2; changing to a PTA is the best option.

The attendance sheet is passed around the room and completed.

The traditional positions are elected with the following results:

President: Karen M

Vice President: Tracy S

Secretary: Jennifer P

Treasurer: Stefanie M

UPCOMING

Spooktacular Dance-October 28

· Deb O & Alaine L volunteer to organize

Budget Concerns-need more fundraising ideas

1.) Cookbook-Karen has already requested information from a company

Ø To make successful, need to get as many families involved as possible.

Ø Work on through fall/winter and make it a spring fundraiser.

Ø Obtain class rosters-adopt a classroom to boost recipe submissions.

Ø Include a Wellness section & Celebrity Section.

2.) Flower Bulbs-through Flower Power

Ø Check with Sherri Simmons because Woolwich Junior Athletics often does this fundraiser and we don’t want to duplicate.

3.) Water Bottles-need to reorder

Ø Request for translucent bottles please

Ø Karen to email out a sample

Ø This was a worthwhile fundraiser last time.

4.) Shop Til U Drop

Ø Now more directed towards craft vendors than direct sales vendors.

Once a Month Themed Lunch-October through May

· Wellness Committee approached PTC about handling this.

· PTC bought decorations (approx $20/month).

Boxtops-ongoing

· Apple Theme-now through end of October. Not a competition this time, just a way to boost beginning of school turn-ins.

· Plan to do racetrack theme again in the spring; big success this past spring with 7129 boxtops turned in over 12 weeks.

· Jennifer and Kristin co-coordinator. Katie S involved a little last year, but have not heard much from her. Stacey C volunteered to help in any way needed.

Terracycle-Juice Packets

· Collection buckets dropped off in each classroom and lunchroom

· Collected two large bags full in just two weeks at the end of last year, potentially a good fundraiser; we receive 2¢ per packet.

· Jennifer coordinating/collecting for this fundraiser.

National Mix It Up Day-October 18

· Karen M read about events being held nationally. Emailed Tom Soule, Beth Harrington.

· Need to make pledge, do decorations.

· Idea is to have students sit and eat lunch with someone new, that they don’t know, to increase tolerance.

· Jennifer proposed that the new 8^th grade Woolwich Way team take over this project as their first group activity.

Hannaford Helps Schools-September 4-December 3

· Beth Harrington signed WCS up and has passed to us to get the word out and organize.

· Karen to email Beth for more information.

· Have done this in the past, but has never been very successful.

Meeting adjourned 7:07 p.m.