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.