November 3, 2011 Minutes

Union Sanborn/Southwick PTO Minutes Thursday, November 3, 2011 6:30PM Southwick Media Center In Attendance: Rick Honer, Julie Nieder, Cindy Cilley, Heidi Carey, Tammy Davis, Rich Hines, Kathleen Laureti, Michelle Gagnon, Julie Swain, and Judie Milner. Rick called the meeting to order at 6:33pm. Rich motioned to accept the October 6, 2011 minutes, Cindy seconded. Motion carried. Rick introduced Superintendent Tammy Davis. Superintendent Davis said a few words of appreciation for the efforts of the PTO and encourages parents to get involved. Rick asked the superintendent how the PTO could assist more. More parental involvement in the annual budgeting meetings would be helpful to educate people on what is needed to run the schools and what the parents want. Julie Nieder suggested putting an educational corner in the backpack express. Discussed community outreach for donations and cost benefit of those donations. Cindy gave the treasurer’s report. Cash in the bank is $26,912.16. The company for the fall fundraiser has not been paid yet (approx $10,000). Tentatively, November 17th is the date the pies will be delivered to the school so Cindy is considering combining distribution of both fundraisers for that night. Cindy thinks we will have about $8600 profit from the fall fundraiser and $2900 on the pie fundraiser. Judie to do thank you notes for Fall Festival donators and volunteers. Heidi wants to put a note in Bensons. We discussed the positive feedback we had received about the festival. Car logo’s - from Steele Barry - choice of 5 ¾, 5, 4 inch circle, 500= $.95, 250= $1.10, 125= $1.40, thinking about 5 inch circle with each school’s logo and the school name. Julie Swain will design the logos for decision at the next meeting. Breakfast with Dad – Union Sanborn was well attended. Most things went smoothly however it would be helpful to have the list of students by teacher then alphabetical. Also 3 copies of the list is needed – 2 for the check in table and 1 for serving. Putting the names of the students that paid that morning on the envelopes with money inside did not work and was too cumbersome for the flow of traffic. Cindy will talk to the kitchen staff about that for next year. Volunteers still needed for next week’s Southwick Breakfast with Dad. Judie will download Groupvine emails to excel for Heidi. Ms Gagnon spoke and explained that she will not be here this year for the book fair and she wanted to know if anyone would like to run the book fair. It takes place on the night of the Holiday Fair (December 1, 2011). Judy Brady has volunteered to take care of the money. Rick and Heidi will help. Mrs. Laureti said the she and Mrs. Brady will set it up. Holiday Shoppe items are starting to come in. Heidi will start putting flyers up at each school. Heidi is including wrapping this year. Tilton kids will assist. Holiday Shoppe will be December 3, 12-2pm. The company is sending more stuff than last year since we ran out. Judie spoke briefly about the Applebee’s Pancake breakfast scheduled for Saturday January 21, 2012. Everything is ready for distribution right after the holidays. Holiday Fair – scheduled for Thursday, December 1, 2011. The group decided to have a raffle. Rick will try to get things donated. Rick will ask Wal-Mart to donate Nintendo DS and will offer 25 kids ice party at Tilton School. Board will have a meeting in December to firm up February events. Date to be determined. Rich and Julie spoke about Artist in residence. They were able to reduce the length of program and are going to ask for parental help to save money so they will not need more than the original appropriation from PTO. Julie explained that they may need $500 for another artist project with clay – more details to come at the January PTO meeting. Julie Nieder motioned to adjourn, Heidi seconded meeting adjourned at 7:44pm.

10/6/11 PTO Minutes

Union Sanborn/Southwick PTO Minutes Thursday, October 6, 2011 In Attendance: Rick Honer, Julie Nieder, Cindy Cilley, Heidi Carey, Kathleen Laureti, Rich Hines, Sue Collins, Dawn Cilley, Julie Swain, and Judie Milner. Rick Honer called the meeting to order at 6:36pm. Rich motioned to accept the minutes. Julie seconded. Motion carried. Box Tops for Education - Sue Collins thinks that we will earn between $600-700 from Union. Dawn Cilley will do Southwick. Cindy gave the Treasurer’s report. Money went out for programs, snacks and T-shirt sales will be in. Fall fundraiser being tallied and sent out tomorrow. Cindy received 2 donations in lieu of purchasing fundraiser items – Julie will send out thank you notes. The pie fundraiser will go out Tuesday with children. BMX show may be on. Looking at vendor in Mass who thinks they can do it. Otherwise, she will put announcement in Pie fundraiser if it is cancelled. We may need to consider doing something different with prizes. It was a bit cumbersome and a little confusing for children and parents. Cindy is looking for volunteers for selling candy, water, etc at BMX show. Cindy will know this weekend if it is on or off. Fall Festival Franklin Fire dept will be here to cook food. Slide is coming from Benson’s - Judie is picking up and returning the slide. It must be returned dry. Discussed bringing just one bouncy house for children under 6. Discussed needing tables, 5 coming from Union, 4 coming from Southwick. Appletree will provide pumpkins (300) - Julie Swain will pick up. Julie reported that she has not heard from Market Basket so we may not have cookies for decorating. Lee Ann Phelps will run bake sale. Heidi sent email out to volunteers. Heidi will send a flyer out with children on Tuesday. Rick’s volunteers from Tilton School will be here at 11:45. Heidi is emailing Jodie about picture taking display. Cindy is doing carnival games – Mrs. Brady said we have boxes of prize items at Union. Cindy already got prizes for this year but will look through the box Mrs. Brady has for future events. Discussed the possibility of additional volunteers from Saint Bani and high school. Heidi mentioned that there is only one power outlet out there so we will need extension cords. Judie, Julie and Sue will bring extension cords. They can go across driveway but driveway can’t be blocked in any way. Judie will get Sharpie; Julie will get paper towels for pumpkin painting. Sue Collins will donate EZ-up for fall festival. Decorations – Heidi and Cindy will bring mums, Rick doing 3 scarecrows, Judie doing cornstalks. Heidi will make bake sale signs and Julie Swain will check with Jodie about other sings from two years ago. Holiday Shoppe- Heidi reported that it is done. The company is sending more product this year. We are just waiting for boxes to come. Heidi is trying to get items donated for raffles. Julie is calling companies about spirit decals. Minimum 125 pieces about $1 each. Julie will find out what they can do and bring it back next month. Attendees agreed to sell the decals for $3 each. Cindy will meet with John Dupuis regarding breakfast with Dad. Starts at 7:30 am. Asked to have 2 teachers on duty early to accept children if Dad’s ready to leave by 8. Discussed volunteers. Cindy will send out email for more volunteers. Heidi will revise the email list and send back out. Discussed still doing Valentines breakfast for teachers and Muffins with Moms in May. Discussed Applebees confirmed for 1/21/12 for pancake breakfast. Sue Collins motioned to adjourn, seconded by Heidi, motion carried. Meeting adjourned at 7:40pm.

9/20/11 PTO Minutes

Union Sanborn/Southwick School PTO Board Meeting September 20, 2011 @ the residence of Julie Nieder 6-8pm Attendance: Rick Honer, co-president; Julie Nieder, co-president; Cindy Cilley, Treasurer; Heidi Carey, Volunteer Coordinator, Judie Milner, Secretary Discussed the Fall Festival Benson’s is donating the bouncy slide; must be picked up the night before and be returned dry; contact is John Hastings 934-4351; Judie will pick up Julie and Cindy bringing their bouncy houses for the smaller children (6 and under) Rick Honer and Julie Swain will do face painting Still waiting to hear from Chris Harris if the Fire Dept will be able to provide food – Heidi thinks they will Judie to handle the hayride – tractor, trailer, hay and cornstalks Julie requested cookie donation from Market Basket and will follow up with them – 400 cookies requested Heidi calling Appletree regarding pumpkins – decided to get 300 pumpkins – Judie will get paint and brushes – Heidi will let Judie know if she needs to pick up pumpkins Rick will have 10-12 Tilton School kids for volunteers Appletree will donate decorations (mums) if they have some otherwise Heidi has some Board will start setting up on 10/15 at 9am Cindy is setting up the carnival games: possibly a dart game, duck pond, football throw, knock over the cans, and bean bag toss; using the ticket system to turn in for good prizes May not be allowed to put electrical cords across the driveway – Heidi will ask – if not, must put bouncy houses and fire dept food area near building Need 9 tables: bake sale (1), face painting (1), cookies (2), pumpkins (2), paper cutters (1), fire dept (2). Will need 3 more for eating plus chairs – put these in the middle of the circle. Judie will ask Chris Milner to get gift cards through Qbids for teacher appreciation week. Holiday Shoppe – 12/3 10-1pm; will do the Kids Cash reward from vendor; discussed having a wrapping table separate from the fair for ease of flow; we will receive more items this year Judie to send out first backpack express – include fundraiser end date reminder; fall festival; and that we are looking for bakers for the festival Judie – calling Gunstock about possible tubing event in February Judie, Cindy, and Julie discussed RSA 91a Right to Know and the amount of paper that Judie is going through – Judie to send email to board

9/1/11 PTO Minutes

Union Sanborn/Southwick PTO Minutes September 1, 2011 In attendance: Rick Honer, Julie Nieder, Cindy Cilley, Heidi Carey, Rich Hines, Julie Swain, Brandi Drinkwine, and Judie Milner. Meeting was called to order at 6:35 pm by Rick Honer. Introductions were made around the room. Attendees reviewed the minutes of the June 9, 2011 meeting. Cindy motioned to accept the June 9, 2011 minutes. Julie Nieder seconded. Motion carried. Cindy Cilley presented the Treasurer’s report for June 30, 2011. Balance is $10,628.44. Judie motioned, Rich seconded to accept the Treasurer’s report. Motion carried. Attendees discussed various school needs for the 2011/2012 school year. Each school needs $1000 for the RIF programs. This was the annual appropriation for the program. Each school needs $500 for the PBIS programs. This amount is half of the annual appropriation for this effort. Cindy will send out checks to each school next week for these programs. Cindy reported that because of the price of cotton, the spirit shirts cost has increased by $.50 per shirt. Dee Dee is in the process of ordering Union Sanborn shirts. She is waiting for sizing from Southwick to order shirts. The artist in residence program was discussed. Rich explained the Smirkus Circus program that builds teamwork, self-esteem, problem solving skills and positive attitudes among students. Rich explained that funding for these programs has been reduced in the school budget. He thinks they will need about $2000 to run the program. Many attendees expressed support of the artist in residence program and desire to assist if we can. Rich is to bring back more concrete numbers for the board to discuss. Sue Collins is coordinating box top collection at Union Sanborn. Heidi will approach Dawn Cilley about coordinating Southwick’s box top collection. Otherwise, we will need another volunteer. The snack program was discussed. Ms. Roy does her own shopping & submits slips to Cindy for reimbursement. This seems to be working great. Cindy will monitor Union Sanborn’s snack needs. Rich discussed the before/after school homework helper program. Funding for this program has been cut form the school budget however teachers are volunteering their time to keep the program going. Rich is requesting assistance with afternoon snacks for the students who attend the homework helper program. He estimates about $200 per year and will submit slips for reimbursement similar to the snack program discussed above. Cindy moved, Heidi seconded, motion carried. Fall Fundraiser will run form 9/16-9/30. Product delivery will be about 4 weeks after orders are submitted. The volunteer sign up slip was briefly discussed here. We should clarify that background checks are not required for PTO sponsored events and are for school functions. The Board will discuss further possible changes to the volunteer form briefly after this meeting. Fall fundraiser packets are supposed to arrive this week so Cindy is expecting them tomorrow, 9/2. Cindy explained that there will be a BMX show on Friday 10/21 for those children who sell >15 items in the fundraiser book. The contract is all set with the company doing the holiday cake sale. This company had the best variety of holiday food with a 35-40% profit to the PTO. There is a $50 fee to package our order by student which was agreed to be worth it. The delivery date for the holiday cake sale is 11/17. Rich said it was OK to leave fundraising brochures in the teacher’s lounge. Cindy Cilley is doing a fundraiser kick off meeting at each school on 9/16. Union will be at 9:15am and Southwick at 2:45pm. Open house at Union Sanborn is scheduled for 9/6. Southwick is scheduled for 9/8. Heidi and Cindy will man the PTO booth at Union. Rick and Julie N will man the PTO booth at Southwick. We will have a PowerPoint presentation and trifold brochure. Heidi will look for the leftover brochures from last year. Rick has name tags for PTO volunteers. The PTO received some literature from Hannaford regarding raising money for the schools. Rick will review and report at the next meeting. Attendees discussed the teacherwishlist.com program from PTO Today magazine. Teachers can sign up for things they may need and parents can view the lists, purchase items and send them to the school. Rich will discuss with teachers to see if they would be interested and report back. The fall festival was discussed. Julie had run into Jodie Gallantwho had explained previous year’s planning processes which were well underway before now. Attendees discussed whether or not to hold the fall festival this year. Attendees discussed the possibility of hosting a mid-winter “cabin fever” event like tubing at Gunstock instead. General consensus is to keep the fall festival but also keep it simple. Julie Swain explained that Sanbornton did something with game booths that were manned by high school students. It seemed to be a hit. Discussed getting a tent, janitorial from the school, jumpy house, face painting, pumpkin painting, hayrides, Fire Dept. for refreshments, fall picture, cookie decorating, bake sale, paper cutting (Tilton School Volunteers) and games (also manned by Tilton School Volunteers). PTO Board will discuss further after meeting. Attendees discussed doing both the Teacher Valentine Breakfast in February and a breakfast with Mom in May (around Mother’s Day). Rich will check with teachers to see if they would volunteer with breakfast with Mom. Rich moved to adjourn, Cindy seconded. Meeting adjourned at 8:04 pm. The PTO Board (less Rick Honer who had a previous commitment) met briefly after the full PTO meeting regarding toning down the fall festival. Heidi will make a list and send to Board. The Board reviewed and edited the Welcome Letter, Volunteer Form and Calendar of Events. Julie will send files to Judie for revision in time to pass out at the school open houses next week.

6/9/11 USS/SS PTO Minutes

Union Sanborn/Southwick PTO Minutes
June 9, 2011

In attendance: Cindy Cilley, Sarah Lapointe, Julie Nieder, Rick Honer, Rich Hines, Kelli Aldrich, Tim Neville, Jodie Gallant and Judie Milner.

Meeting called to order at 6:30pm by Rick Honer.

Attendees reviewed minutes of May 2011.

USS carnival is Thursday 6/16. Heidi and DeeDee have gotten enough volunteers. Field day is Friday 6/17.

Jodi motioned Cindy seconded to accept May 2011 minutes. Motion carried.

Treasurer report - Current balance is $10,887.52. We have made $85 on spirit tshirts. Outstanding invoices for 2010/2011 include snacks for schools, field day bills, and graduation costs – need juice & possibly table clothes.
2010/2011 Budget vs actual – discussed variance for holiday fair - it was supposed to be fundraiser event but decided to do for free – may do as a fundraiser for next year.

2011/2012 proposed budget – discussed proposal ; need spirit shirts for next year where we had them left over from last year for this yesr so line increased; increased holiday craft fair for meals and teacher supplies; adjusted all lines based on actual 2010/2011; changed graduation to $150 (from $75); PTO TODAY $200 gives us free constant contact email & discount movie cost – Jodi is getting user names out to all for PTO TODAY; total $15175 in expenditures, expect $12500 in revenues and making up any difference with 2010/2011 year end balance

Discussed needs for graduation – logistics, decorating, food, etc – repeating what we did last year because it worked well

Jodi motioned and Rich seconded to accept treasurers report. Motion carried.

Tim motioned and Rich seconded to accept 2011/2012 budget. Motion carried.

Thank you notes were done by Tim for teacher appreciation. Thanks Tim.

Cindy will join Jodi to set up the PTO piece of 5th grade graduation this year.

Fall Open House – how should PTO advertise what we do and get more volunteers; better position in entryway at Union like at Southwick; ask again for email addresses to keep parents informed; possible give away to get people interested; next year – perhaps get dedicated photographer for events; set up slide show to run so parents see what was done; Jodi is going to share her pictures with Tim so he can set up the slide show; welcome letter from presidents which includes expected events & dates; stickers, lollipops etc to get kids to come over; Julie & Rick volunteered as mini committee to see what would work.

Chair of events needs to delegate more to new volunteers – reach out to certain people based on volunteer sign up form; stress 2 hours only of volunteer time needed for each event – volunteer coordinator will be helpful to id volunteers who expressed interest in the applicable event

1st 2011/2012 PTO meeting is Thursday, September 1.

Jodie will produce the end of year PTO newsletter.

Possible PTO end of the year celebration – nice to get together outside of PTO meeting – Rick is working on this.

Car decals – possible fundraiser like tshirts – we need to decide whether or not to use school logos, PTO logo, some combo; vendor will do design; should have them to sell at open house; Sarah will organize and bring design option back to PTO to approve; need to decide how many we want after we receive quotes; can open up vote to expend by email

Name tags – help to get communication – Rick is looking into it; Jodie mentioned staples has a kit that will do them

Parent asked if we should do Capri Sun reimb (in addition to box tops) – the idea was discussed; it may bring in ants as the entire Capri Sun pouch must be saved and mailed in; postage may outweigh benefit as it might be expensive to mail for $.02/pouch reimb

There was some discussion regarding box tops for education and that some students are saving them up for the expected competition in the Spring. Kelli Aldrich suggested having a competition every other month to make it a level playing field for all students.

DeeDee McCain will chair holiday fair for next year.

Jodi Gallant will organize fall festival ; Rick will coordinate volunteers on that day; Fall festival is scheduled for 10/15.

Jodi presented 2010/2011 PTO Board with gifts of appreciation for all of their hard work this year.

Rick thanked Jodi for her efforts as president.

Tim moved to adjourn, Rick seconded. Meeting adjourned at 7:30pm.

PTO board met after meeting to discuss possible addition of frozen foods fundraiser.

Northeast Delta Dental Supports USS/SS PTO!

The USS/SS PTO was pleased to receive a grant of $200
from the Concord NH based business,
NORTHEAST DELTA DENTAL. Presenting the check to the PTO Board,
and to the USS/SS school Principals, was Julie Neider, an active PTO Member
and an honored Northeast Delta Dental Employee. Julie applied
for the grant with classroom supplies as a focus. PTO included the contribution
in the TAW teacher supply cash card gift program.
A heartfelt THANK YOU to Northeast Delta Dental
for their support and to Julie Neider for her dedication to our students.

May Prelim Minutes

Preliminary MAY 2011 PTO Meeting Minutes
Please make any suggested updates/corrections for discussions @ the June meeting. Minutes will be edited and accepted on June 9th @ the monthly meeting. Minutes below are subject to change.
9 in attendance: Jodie Gallant & Rick Honer (PTO Co-Presidents), Cindy Cilley (PTO Treasurer), Sarah Lapointe (PTO Secretary), Rich Hines, Julie Nieder, Kelli Aldrich, Tim Neville, and Heidi Carey (PTO VC)


Meeting Opened 6:36 PM
• April minutes reviewed- Tim motioned to accept and Cindy seconded
• Treasurer report from Cindy- Balance is currently $12,219.14. A more probable balance will be approximately $10,800 after some outstanding issues (T.A.W., Spirit shirt sales, FP deposits and payments) are taken care of. Tim accepted and Jodie seconded for approval. We are in good shape for summer with a healthy cushion!
• Event update-
o Volunteer Appreciation Week- personalized thank you cards and Dipsy Doodle gift cards went out with help from the school secretaries.
o Teacher Appreciation Week-Jodie spoke with Eric Proulx from Tanger Outlets and he is very interested in helping next year coordinating something for T.A.W. with the outlets. Rick believes that next year we will not need to spend anything on T.A.W. and have all donated. Week went over great despite problem with Starbucks and no water! Each teacher was given a $35 VISA gift card. Judie Milner and Tim to coordinate thank you letters to all businesses who donated.
• Fall Fundraiser Committee updates (Cindy) - Charleston Wrap has been picked as company we will be going with. PTO has a goal of $10,000 profit. Only other schools in NH using are Allenstown & Goffstown. There will be a BMX show for kids who sell over 15 items. Kickoff will be in early September (dates to be announced). Great company- 50% profit from main catalog, good selection, 800 # for Customer Service, owned by a food company, orders bundled by student, online sales. PTO will also have a frozen food sale separate from Charleston Wrap fundraiser with a delivery date before Thanksgiving. Will be promoted as courtesy fundraiser. Thank you to Cindy and the Fall Fundraiser Committee! Great information and good job!
• June Field Day- PTO to purchase popsicles. USS is on 6/18 and will need 275. Mr. Hines to email to let know date of SS and # needed.
• 5th Grade Graduation- Will be on Monday 6/20 in the morning. PTO will need to decorate and possibly have a cake donated. 4th grade parents to help if needed.
• Backpack Express Newsletters- 2 more needed to school year (May and June)- Jodie and Rick to create and Dee Dee and Sue to distribute
• Paper replenishment- PTO to purchase paper for copying (as budgeted, approved, and is a yearly expense)
• Julie Nieder voted in for PTO Co-President
• Judie Milner voted in for PTO Secretary
• Heidi Carey voted in for PTO Volunteer Coordinator (for both schools)
o All accepted
• Kelli stated that the 3rd grade had won the Box Top Competition from the Student Council. She will provide receipts and be reimbursement for up to $60 as voted on in March
• Julie presented the $200 grant donation from NE Delta Dental. THANK YOU! Funds were used towards T.A.W.
• PTO may need to help with the USS Carnival. Mr. Neville to let us know.
• Cindy’s husband was able to fix the sound system @ SS
Because of scheduling conflicts, the June PTO meeting will be on
June 9th. 6:30 @ SS Media Center.

Meeting Adjourned 7:45 PM