February 2015 Minutes

Here are minutes from our February Meeting.  Account balances and last names have been omitted in balance of publicity; as always contact the PTA for full minutes at woolwichptc@yahoo.com

Enjoy the spring-like day! It may even hit 40!

Meeting Minutes-Woolwich PTA

February 10,2015

In attendance-Lorna, Sara, Karen, Stacey, Kristen, Debbie, Mona, Alane

Treasurers Report- Sarah reported an account balance of XXXXXXXXX

Close Buy-$2224.00

Profit from STUD-$494.00

Goody Walk-$447.00

Book Fair-$617.00 + $247.00 in Scholastic Dollars

Logo Wear-Cost=$918.00 Amount paid to PTA=$996.00.  Some orders placed here and there.  Actual profit is estimated at closer to $100.00.  (this drive was introduced to promote school spirit)

NO FUNDING REQUESTS WERE RECEIVED DURING THIS PERIOD

Final report for STUD-Karen reported that the fair went very smoothly.  The vendors were happy. There were six paid vendors that could not make it. Going forward, Karen will not be available to coordinate future fairs but is happy to help the next person(s) take on this project.  She will provide her vendor lists and info.  The PTA will need to decide on this in the spring as the e-mails to past vendors goes out in August.  

Book Fair-Our next book fair is scheduled for April 10-17.  We have $75.00 in Scholastic Dollars that are about to expire.  It was proposed that this money be used to purchase books to be put in a basket for a free PTA Raffle to be held during the Family Activity Night scheduled for March 13, 2015 from 6-8.  VOTE-ALL IN FAVOR-UNANIMOUS.  We have roughly $2500 in Scholastic Dollars to be used.  After a discussion.  VOTE-All in Favor of giving each classroom $50.00 Scholastic Dollars to spend-ALL IN FAVOR-Unanimous.  Vote to give each volunteer covering a shift at the book fair $25 Scholastic Dollars-All in favor- UNANIMOUS.

Amendment Bylaws-The PTA is amending it's current Bylaws to reflect the following

Under Section 4, letter h. Audit, "Participate in an annual audit done by two members of the PTA that occurs in July or August will be changed to: that occurs by July 30.  The findings will be reported at the first PTA meeting of the following school year.  Vote - All in favor - UNANIMOUS 

Also under Section 4., ADD a letter i. assure that the 990n form if filed annually in order to maintain 501c3 status. Vote. All in favor - UNANIMOUS

Lorna will send Bylaw amendments to Maine State PTA for their records.

Also discussed was hosting a parent info night this spring.  Those present encouraged a Cyber Safety presentation - this time by any law enforcement agencies doing Community Outreach to schools.  Lorna will do some legwork.

Square Art Our spring fundraiser - is beginning. Laura Devin has the supplies, and Lorna has set us up online with a coordinator's corner.  Stacey offered to follow the timeline and help coordinate the fundraiser when time for sending home communications and ordering.  Lorna will add Stacey to the coordinator's corner on the Square Art website.

Box tops Stacey reported the next race begins now, through May.  Winning class will get the Race Car visit from a driver at Wiscasset Speedway.  Monies collected from redemption of the boxtops will be dedicated to the Jr. High.

Dance Sarah Savard suggested we host a dance for the 6-8 graders.  She will look at calendar, talk to students and Mr. Libby.

Officer Vacancy Sarah also gave notice that she is resigning the Treasurer's position at the end of this year.  Members are encouraged to consider volunteering for the position for the 2015/2016 year.  Sarah did this for the PTA for 2 years, and it is very appreciated!

Membership those present had discussion on trying to recruit, retain and encourage more membership involvement.  Many active members will be leaving over the next few years as their students become more involved in Grade specific fundraisers for 7th and 8th Grade (DC for example) and move on to High School.  We need any parents, but in particular, parents of younger students who will be at Woolwich for several years.  If membership is not boosted, and parents are not willing to take leadership roles as officers, many years of hard work, building well-liked, successful fundraisers and activities could be jeopardized.  We will bolster our outreach at School events (Kristen suggested a coffee bar at the Rewards Ceremonies each Quarter).  We will put together a 'booth' for FAN night.  Deb and Lanie who serve on the Wellness Committee have a meeting tomorrow and will let us know when FAN night is happening.

Meeting adjourned around 7:30pm