Meeting Minutes May 10, 2012

MINUTES

Woolwich PTA

Meeting May 10, 2012

Meeting called to order at 6:03 PM

OLD BUSINESS:

Staff Appreciation: received rave reviews; thank you to everyone.

Bookfair:

·       Buy One Get One Free

·       Closed Friday afternoon, May 11 due to BAM day

·       Monday afternoon, May 14, needs to be covered: Alaine volunteered til 1:30, Deb O. from 1:30 til 3.

·       When working bookfair, keep in mind that there are lots of books in boxes that can be used to restock shelves.

·       No teacher money during this bookfair

·       Books coming in Monday will not be part of BOGO; they will be pure profit to PTA and specially priced.  Bar codes will be blacked out for pricing purposes.

·       Will be open during Art Show/Concert on Tuesday May 15.

RTI/Literacy Breakfast: May 9^th at 8:30am (late start Wednesday)

·       Each child received a $5 gift cert to bookfair (approx. 80)

·       At least 60 people attended including parents (approx. 30-35 students)

Crop-n-Shop: cancelled; will reschedule for fall.

Boxtops:  Race began March 19^th and we have already collected over 5400 boxtops, compared to 5600 last year.  Mrs. Sample’s class in the lead with over 1000.

·       Need to add note to newsletter about how they expire; two families mentioned to Karen that they are saving their boxtops for next year because they have no chance of winning.

·       No boxtops received from 6^th grade; send email to them offering money for Mt Blue in exchange for all boxtops they turn in.

·       Just received check for $670.

Ink Cartridges: 

·       We have $24 in the Staples account now.  Just took in 10 more cartridges ($20).  Added another 10 ($20) to Tracy’s account; so we will have $64 by the end of the month.

·       Tracy will pick up supplies for back to school bags over the summer.

NEW BUSINESS:

Funding Requests:

·       Pols/Vise need $320 (minus any family donations) for their Birds of Prey Chewonki Visit/Exhibition

VOTE: all in favor: APPROVED

Fall Fundraiser: need to sign a contract soon.  Bulk of our fundraising for the year.

·       Close By: all Maine made products.  All items over $12, up to $100s of dollars.  School earns 30%

·       Genevieves: has been our most successful fundraiser.  School earns 50%

·       Discussion:

Ø     Can we do both?  Doesn’t usually work, sales would be down for both.

Ø     Can we ask local Bath businesses? Can we do insert in Genevieves?  May cause issues (ie: Bath PTA sweet shoppe controversy)

Ø     It seems likely that students do better with sales of common/useful/low-price items (i.e. Genevieves)

Ø     Decision to stay with Genevieves.  Look at the Close By catalog and reconsider for next year.

Book Swap: Four weeks away.

·       Announcements/flyers have been going out.

Business Cards: Vistaprint

·       Includes PTA website, blogspot, facebook, contact info, etc.

·       Handed out at RTI breakfast and Kindergarten parent night.

Gift: xxxx xxxx has volunteered in the kitchen for years and has saved the school from having to hire an extra person.  Would like to purchase a gift card for her. 

Also need to purchase a gift for xxxx xxxx as a thank you for all that she does.

VOTE: all in favor: APPROVED

T-shirts: Being made for new school to be worn on 1^st day; PTA will fund any for students that cannot afford to purchase them.

T-shirt Contest: fundraiser idea for next year, arrange for new vendor, get boxtops if Hanes brand.

Meeting adjourned 6:57 PM

Next meeting Monday June 11, 2012 at Montsweag Roadhouse for $5 burger night.

Midcoast Parents Connect Parent Social

Meeting Minutes - April 12, 2012

MINUTES

Woolwich PTA

Meeting April 12, 2012

Meeting called to order by Karen at 6:05 PM

OLD BUSINESS:

Bookfair: New dates May 3-May 16

· Buy One Get One Free not 50% off

· Christa to post on local TV stations

· Plan to meet the needs raised by Roz (discussed at last meeting) for RTI and Title One students:

Ø Will be approx. 50 students

Ø Breakfast to be held May 9^th at 8:30am (late start Wednesday)

We will create and distribute ‘coupons’ for students

The intention is that parents will attend with their child

PTA to donate juice and paper products

Crop-n-Shop: Need to move date to May 6^th to coordinate with the bookfair.

· Jen P to contact vendors and scrapbookers with changes.

· Christa S to post on local TV stations

· Karen M suggested posting a flyer at Joann Fabrics; Jen P to look in to.

Cabin Fever Reliever Dance: Raised $511.00 (approx. $50 was raised by each of the 6^th and 7^th grade baskets and will be donated to their respective fundraising accounts)

· One student broke her elbow while running during the dance. Tracy followed up with a call later that night. Karen spoke with Tom Soule about the matter and to discuss the general chaos of the dances.

· Dance issues will be discussed again next year before we schedule another one.

Ø Notices/Flyers will be distributed regarding parents chaperoning their own children, safety, etc.

Ø Tom Soule may attend next year’s dances as a means of settling the students down.

Ø We will discuss more organized activities, and bringing back a DJ to keep kids focused and not running around.

· Admission and Raffles were set up in the hallway which worked well and also served to address the bathroom issues raised at the last dance.

Boxtops: Race began March 19^th and we have already collected over 3000 boxtops.

· A submission will be made at the end of the race due to a significant number of boxtops collected expiring in June.

Ink Cartridges:

· We had a $50 credit at Staples; Tracy bought $46 in supplies for next year’s back to school bags for teachers (pencils, red pens, post-it notes).

· Another 10 cartridges were just dropped off and the $4 remaining in our account will roll over for 30 days.

Terracycle:

· A check for $64 should be arriving any day.

· Kristen C just made another submission.

NEW BUSINESS:

Funding Requests:

· Beth Harrington: request for $181 for BAM day. $100 of which is for use of rock wall at the YMCA and $81 for transportation to the Boothbay Botanical Gardens. Will benefit 50 students.

Ø Vote: All in favor: Approved

· Tom Soule: $1000 as start of funding to bring back the soccer program to WCS which was recently cut by RSU1.

Ø Full cost of program is $4,500 (includes ½ Athletic Director position, coach stipends, transportation, and field maintenance) Will benefit approx. 45 students between a boys team and a girls team.

Ø WJA/Sherri S is also expected to assist in fundraising for this program.

Ø Pay to Play has been discussed, but is not currently being considered.

Ø Tracy S spoke with the Davenport Foundation about available grants; was directed to Maine Philanthropy. Christa S to assist with grant writing.

Ø Vote: to donate $1000, with the understanding that if the remaining funds are not able to be raised and the program is not reinstated that the PTA will retract the funds: All in favor: Approved.

Bylaws: recently reviewed by Maine PTA; okayed with one exception.

· Treasurer duties must include an annual audit by two people who will report the findings at the first meeting of the year. Therefore audit must occur in July/August.

· Lisa T and Danielle N volunteer to be the auditors.

· Vote: Amendment to Bylaws: All in favor: Approved

Treasurer Report: currently have $12,330.00 in account

Genevieves Fundraiser: our biggest fundraiser of the year, we receive 50% of profits.

· Have we looked into a similar fundraiser that provides goods from Maine businesses? Has been successful in other schools. Karen to request information; to be discussed further at next meeting.

Teacher Appreciation Week: May 7-11

· Generally something different every day.

· Karen to ask Tom Soule if the teachers are in need of anything in particular and to email PTA members for donations.

· Karen will also check into the possibility of us hosting a full breakfast on late start Wednesday May 9^th.

· Finger foods, chocolate dipped pretzels on other days.

Book Swap: to be held Friday June 8^th, will set-up on Thursday the 7^th during the school day.

· Deb O to put blurb in newsletter and pass out flyers after vacation, as well as notify local daycares about the option to fill a bag for a flat rate.

Business Cards: Karen to order (possibly Vistaprint)

· Will include PTA website, blogspot, contact info, etc.

Modern Woodman: Deb O and Alaine L are involved and are hosting a volunteer event on May 5^th to clean up the grounds at the new school from 7:30-8:30am.

Fresh Air Fund: Danielle N provided information.

· This is a program that brings inner city, disadvantaged youth to the East Coast for a week or two at a time; ages 6-12 years; live with host families.

· Jane C will be doing a presentation at our next meeting to raise awareness about this project.

· We will publicize this before the next meeting to attract new attendees.

Bookfair Scheduling: in the past month the issue was raised to go back to paper scheduling; however the decision was made to continue with online scheduling.

· If someone does not have internet access and wants to volunteer they can contact Stefanie McE or Karen and they will volunteer in the available spot to reserve the space.

· Karen to check into conflicts with PE classes for the May bookfair.

Meeting adjourned 7:25 PM

Next meeting May 10, 2012.

Meeting MInutes - March 13, 2012

MINUTES

Woolwich PTA

Meeting March 13, 2012

Meeting called to order by Karen at 6:11 PM

OLD BUSINESS:

Bookfair: Needed $2000 in sales this time to keep the size bookfair that we are allowed to have because sales have been down; don’t have final numbers, but we seem to be ok this time.

· Need to begin thinking about someone to take over the bookfair because Stefanie will be gone after next year: Rachel M??.

· A few years ago we added a fourth bookfair per year; we should cut back to having only three: beginning of the year, December and May.

· There was a small complaint about the bookfair not being fair to all students; however this person was not aware of all of the books and discounts that the PTA gives out.

Ø We do want to be thinking of new/creative ways to give books to low income students before the May bookfair arrives. Possible a “Book Fairy” that gives books to students for good deeds (get names from Mrs. Lane).

Ø At the April meeting we would like to have some ideas about also meeting the needs of some of the RTI and Title One students per a request from Roz. We would like to get a book in to the hands of each of these students (approx. 80) at the May bookfair.

Possibly host a breakfast in May; invite parents to join these students and each will receive a free book.

· We do better with bookfair when parents attend. Need to coordinate an event for the May bookfair. Will be the week of May 1^st which is the same week as the Art Fair

Cabin Fever Reliever Dance: Tracy & Karen

· Flyers went out to classrooms

· New date March 30^th

Ø Karen won’t be here; Tracy to manage and Alaine to assist.

Ø Kristen will get iPod ready with music; speak to Deb O.

Ø A fair amount of items have come in from each class except for 7^th grade.

Ø All money for 7^th grade basket to go to their DC account; all money for 6^th grade basket to go to their Mt. Blue account.

Ø Decorations/Theme: Hawaiian Luau: lights & leis

Ø Price $5 per family

Ø Karen to put in newsletter and specifically address chaperone issues that came up at last dance.

Ø Games: Limbo (need broom) and 2-3 other stations. Chuck-a-Duck if we can locate ducks (talk to Sherri Simmons).

Ø Snacks: Stef to coordinate; pretzels and pink lemonade. Be sure to buy plenty of cups.

Boxtops: Race to begin March 19^th and run through the end of May. Would like to get a different local driver this year; possibly James Osmond.

Ink Cartridges: We have a $10 credit that needs to be used before it expires on 3/31/12; use it to purchase supplies for back to school bags.

NEW BUSINESS:

Crop-n-Shop: the event held in September was a success; can we hold another to coordinate with the bookfair in May? May 5^th is the spaghetti supper, so we will need to hold it on April 28^th; Jen P to organize.

Blankets & T-Shirts Fundraisers: possibly coordinate this with new school opening.

· Have kids design and hold contest to select a winner.

· Can we have ready in time to sell at May events?

· Need to get Laura Devin involved.

Meeting adjourned 7:27 PM

Next meeting April 12, 2012.

Meeting Minutes - February 9, 2012

Woolwich Central School PTA Minutes

February 9, 2012

Minutes from meeting held December 8, 2011 to be approved at next meeting.

OLD BUSINESS

Boxtops: Jennifer

· Submission sent in for March 1^st deadline; 6170 ($6,170)

· Over 6300 received during snowball fight drive

· Concerns from a very limited few teachers/parents that snowball fight was ‘negative’; what can we do to revamp for next year? Suggestion by Karen to make drive ice fishing related.

Shop Til U Drop:

· Stefanie to check account for exact total of funds raised.

Terracycle: Kristen

· Ready to submit 2070

· Only issue is with full containers and straws; Karen to email teachers about draining pouches and removing straws.

· Kristen to collect buckets, clean, and update labels over February vacation.

Ink Recycling: Tracy

· Currently have $30 on Staples account.

· We can only submit 10 per month to Staples

· Tracy to check if we can set up multiple accounts and then combine rewards from multiple accounts to make one purchase.

NEW BUSINESS

New Fundraising Ideas: Karen

· Value Cards

Ø $10 each; we make $6 of that

Ø Cards list all participating vendors and are good for one year

Ø Minimum order is only 25; we could easily handle if they don’t have a good response; no real negative for us

Ø Everyone to email Karen their top 3-5 choices for local businesses that they want listed on the card. Karen will then email the company our wish list.

· Bath Savings Friends & Neighbors Program

Ø We would receive $25 for each new account that they open that chooses us from a list of participating non-profits.

Ø VOTE: all in favor to sign up

More Fundraising: Karen

· Flower Fundraising: Karen to look into Flower Power

Ø Will need to start right away in March; discuss more at next meeting

Ø Maybe tie into Mother’s Day

· Car Decals; check with Sherri so we don’t use the same company that WJA used because the quality was poor.

· Water Bottles/T-Shirts; hold off til next year and kick off with new school

· Cabin Fever Dance: March 2^nd

Ø Tracy to organize; Karen will ask for help via email/website

Ø Will raffle class donated baskets

Ø Should we include another iPod raffle?

· Crop-n-Shop: possibly hold another May 12 or 19

· Tyson A+: Karen to research and put into newsletter.

· Lia Sophia: local rep Milissa offered us fundraising opportunities

Ø Not something we can do at this time, but keep her in mind for next Crop-n-Shop

Volunteer Site:

· Karen to update with times and dates for volunteers needed for Bookfair & Dance.

Book Swap: Michelle , Deb, Alaine

· Will begin requesting book donations via the school newsletter starting next Friday.

· This year provide information to local daycares that they can come after the bookswap ends (@ 3pm) to fill a bag for $10 or $20.

· Need to select date; 8^th graders leave for DC on June 3^rd.

· Do we want to use Scholastic dollars to purchase books for older kids since we are usually lacking donations for that age group?

Christmas Shopping for Kids:

· We will be doing this in December; Bath PTA has hosted this type of event for many years.

· We will need to put information in the newsletter; requesting items (etc)

· Questions? How do we sort through items? Storage? Will address these questions at a later date.

Meeting adjourned 6:42 p.m.

Next Meeting: March 8, 2012