January Prelim Minutes

Preliminary January 2011 PTO Meeting Minutes
Please make any suggested updates/corrections for discussions @ the January meeting. Minutes will be edited and accepted on February 3rd @ the monthly meeting. Minutes below are subject to change.

11 in attendance: Cindy Cilley (PTO Treasurer), Rick Honer (PTO Co-President), Rich Hines, Heidi Carey (Vol. Coord), Kelli Aldrich, Deidre McCain, Jodie Gallant (PTO Co-President), Judie Milner, Jen O’Reilly, Julie Nieder, Sue Collins, Leigh-ann Phelps, Julia Ficici
1 excused: Sarah Lapointe (PTO Secretary)

Meeting Opened 6:35PM

November minutes reviewed- Rich accepted all in favor

Recap of December Board/Committee Chair special meeting: discussion concerned burn out of volunteers, need for recruitment (suggestions made on word of mouth and networking independently). Rick indicated that it would be ideal to have 5-6 more key PTO volunteers to really be successful. Reviewed challenged with Fall Fundraiser, need of a fall fundraiser committee versus one lead. As well Jodie asked that each chair prepare a small review of tasks to complete a project/program for record in the case of a transitional year.

Report of success on the Holiday Shoppe and Holiday Fair.

Treasurer Report - $11,800 balance, a little over budget in Holiday Fair reimbursement. Heidi motion to accept/Rich second – All in favor.

Upcoming Events
1. Applebee’s Breakfast – Sat Jan 22 – 8a.m.-10a.m. - Judie Milner Chair – reports under way, in control. Flyers went home 1/5, pre-ticket sales due on 1/14 – collection and ticket distribution will take place with Judie/Jodie on Tuesday 1/18 at schools – with students with prepaid tickets and all other students will get a reminder flyer on 1/19 to attend breakfast – can purchase tickets at door – all welcome.
o Judie is working on Marketing (flyers at local stores, possible posting on AutoServ Jumbo-Tron), confirmed posting with 94.1 WFTN, PR run in Echo scheduled for 1/13, 98.3 LNH Community Calendar. She will confirm that Applebee’s will also post event on their reader board.
o Judie needs cash box – Cindy to bring.
o Judie checking with DeeDee on t-shirts to sell. Judie will run a 50/50 at event (Jodie has tickets for her). Judie is trying to confirm local celebrities to help serve at the breakfast (principles, selectmen, SAU staff etc).
o Volunteers – looking for 10-12, at least 5-6 adults. Student council to maybe make and hold signs out front morning of breakfast. Volunteers confirmed – Judie/Chris Milner, Cindy Cilley, Julie Nieder (8-9), Jodie (tentative will confirm). – still need 1-2 more volunteers, then can have a few children at least 10 years of age. Volunteers will serve breakfast, or run checking in- taking payment and seating, sell t-shirts/raffle tickets)

2. Valentine’s Day Teacher Appreciation Breakfast Confirmed organizers – Heidi to solicit baked items from parents, Jodie will send recap planning email to volunteers to coordinate final plans to include – Sue Collins, DeeDee McCain?, Heidi Carey, Julie Nieder. Leigh-ann Phelps – likely confirmed volunteers Kerri Dexter and Julia Ficici at SS for morning of event. – Possible red carpet (paper) entry with flowers, possible raffle again, heart shaped junior mints were liked noted Kelly Aldrich.

3. Bus Driver Appreciation – Dunkin Donuts gift cards and thank you notes to be prepared and provided to Rich Hines, he will pick a good day to deliver and PTO know of a day so any open members can attend. Friday was requested by Heidi Carey for her attendance. Jodie will reach out to Rick/Cindy so we can get them purchased, written and signed.

4. Movie Matinee – Cindy Cilley Chair – discussions on if we should make it one event, one location, Friday night. Pizza sold. A lot of discussion was had and suggestions made. Cindy considering all, as the chair she will determine actual plan of action (1 or 2 events, night or matinees, food or not). Cindy will let us know plan and we can fill in volunteers to support her organization once determined. Cindy will let schools know movie options for voting one her plans are solidified.

Committee for Fall Fundraiser - Rick suggested like 3 people form a committee to run the fall fundraiser next year. Cindy Cilley signed up as the treasurer she thinks it feels appropriate to be a part of this largest fund raiser. Liegh-Ann Phelps volunteered to be on the committee. We need to find one more key lead partner. Goal of this committee will be to select the vendor of choice, manage program through to the end. The committee will need to notify PTO of supporting needs or volunteers at any point of the program.

Kindergarten Gift- PTO has paid in past, Jodie to ask Judy Brady if there is a need for funds at this time to support this effort.

School Support programs – asked Rich Hines for needs of funds to support PBIS, RIF, AIR. Rich will look into this at SS. Rich noted that SS is not having an AIR program this year, but will next year. Jodie to ask Tim for an update and status on program funds for USS as well.

Open Comments –
Heidi Carey reported for Dawn Cilley on Box Tops. Indicated that checks have been received by the schools. Discussions on pushing this great effort of raising $5-600 at each school are publicized to parents. Ask if we could write a thank you to Shaw’s for donating 500 box tops to our schools, this equals $50.

Fundraising – discussions on if there is a need for spring fundraising or do we only do that every other year. Flower Power was great and easy, raised $2500. Other ideas were made, PTO yard sale, candy bars etc. Jodie and Rick both mentioned that we need a purpose to have a fundraiser as to not over burden our parents. Jodie suggested we wait to hear from Principles on need or next year’s budget needs. This will be added to the next meeting agenda for discussion based on findings.

Suggestion on Mother/Student event was made.

Meeting called to an end at 7:44 p.m.

NOTE : After Teacher Breakfast, Movies, and Applebee’s Breakfast is over, the remaining scheduled PTO programs are Teacher Appreciation Week, Volunteer Recognition, 5th Grade Gradation are the remaining programs supported by PTO.