September 19, 2013 Minutes

Union Sanborn/Southwick School PTO
Meeting Minutes
September 19, 2013

In Attendance: Stephanie Parker, Janet Wisler, Cindy Cilley, Rich Hines, Cynthia Proulx, Jonathan Cheney, and Christie Mingolla

The meeting was called to order at 5:31 by Mrs. Parker.

Welcome
• Board members introduced: Stephanie Parker, Co-President; Cindy Cilley, Treasurer; Janet Wisler, Secretary
• Welcome new parents and staff members!

Minutes
• Mr. Hines asked that the minutes be amended to correct the section about the Kindles/Chromes; it should reflect that he asked permission to use money from PTO from several years ago that is currently in the school account, and to use those funds to transfer into the purchase of the Chrome books. The request was approved at that time. Note in minutes that this was approved by PTO.

• With the above mentioned corrections, Mr. Hines moved to accept the minutes. Cindy Cilley seconded the motion. All were in favor.

Treasurer Report
• 2013-2014 budget presented by Cindy Cilley.

• Summary of expenses and income
o Candy for Open House
o Liability Insurance, PTO Today Membership, Parent Internet Meeting ($100.00 to Maria Pearson to help sponsor this event)
o The Tanger Grant check was made out to Union Sanborn, wasn’t able to get it switched to Southwick; gave $1,000 advance to USS, will give the $1,000 to SS.
o $400.00 for PBIS, check to go to SS within coming week

• Mr. Cheney motioned to accept the Treasurer’s report. Mr. Hines seconded it. All were in favor.

Snack Coordinator for USS
• In years passed, Cindy Cilley has purchased snacks for Ms. Rainville to use at USS. They also have the fruit grant. AT SS, Mrs. Roy buys products and gives PTO the receipts. Ms. Rainville will save receipts to be reimbursed at this time, but would like someone to get cheerios, apple sauce, etc. Mrs. Proulx said she could do that if needed.

• Volunteer slips just went out, have not received any interest yet. USS parent reported she has not seen this form yet. Mrs. Proulx will check with Judy that it went home.

• Cindy Cilley is not able to take on this role for homework club. Could a parent take on this role whose child is in homework club? They will need to get receipts for reimbursement.

Fall Festival
• Did not have it included in budget. Last year’s budget was at $750.00; used $650.00. Was not included in this year’s budget because we were going to cut back and not do events that were not a monetary fundraiser, as it ends up being an expense for us. We are also struggling for volunteers to help run it.

• Kathleen Morrill said we can use her field day event materials.

• The group discussed whether there was enough time to plan this year. Mr. Hines recognized that Cindy Cilley and other people took on a lot last year. At this point in time, it’s late to be planning.

• Members asked for more info on what this event is: It is a weekend event for families with about 8 different activities for kids to do (face painting, painting pumpkins, tractor ride, fair type games, etc).

• It was questioned if the event was well attended in the past. If so, could we keep it in mind for next year and plan sooner? Yes, it was well attended, but need about 20 people to help (1-2 to oversee/set up and get volunteers for each event; publicize). The group decided to keep it on the agenda for spring to plan for next fall.

• Mr. Cheney asked if we can do Halloween or just fall activities. Mr. Hines and Mrs. Proulx agreed that the schools need to stay away Halloween. However, a PTO sponsored event can do a holiday orientated event. It was suggested that we do trick-or-treating at schools. The Pines, Tanger, and downtown businesses usually do something. The group discussed having a PTO table in front of USS during the downtown trick-or-treat event. Miss Wisler will send out a flyer to teachers to see if there is interest for this (helping to hand out candy and to be dressed up). PTO will purchase Smarties candies to hand out. We will put a sticker advertising PTO on the Smarties. Mr. Cheney and Miss Wisler will design the sticker. Mr. Cheney will check with Mike Gagne on about how many kids we could expect to attend this. We will confirm that the date of the event is Friday, October 25th (sometime around 4:30). Members will apply the stickers to the candy at our next meeting.

Volunteer Coordinator
• The VC reaches out to parents that have signed up on the volunteer form to help with events, sets up a spread sheet with parent contact info., and sends out emails to get help (usually get a good response for bakers).

• Leigh-Anne Phelps had a name from parent from USS’s Open House who was interested in helping and might be a good candidate, can reach out to her to see if she is still interested.

• Mr. Cheney is willing to step up if there is not a parent volunteer.

Other
• Fall Fundraiser pack for Yankee Candle will get distributed by September 30th; they need to be returned to school by October 11th. Leigh-Anne Phelps was checking on if the company does the kick-off. She will contact the representative to get expectation of shipment of orders.
• There is lots of enthusiasm at USS!

• At the Board meeting this summer, Leigh-Anne Phelps said she would check with Karin Wilcox on t-shirt order forms for third grade. The order form has a list of children’s names with sizes to choose from and goes to each classroom teacher in third grade.

o Mr. Hines thinks the list is generated from the office. Cindy Cilley talked with Leigh-Anne Phelps, and she is taking care of it (has number of students and new staff members this year). Cindy Cilley also has a brochure packet to be posted on our PTO website of clothing to sell to parents. She said the provider was the same as last year and each shirt would cost $7.25. The group discussed having the sale at the end of October or beginning of November because people might be thinking of present ideas. It was also discussed of benefits of having it again in spring; however it may not be as profitable. We will keep at for fall for now; depending on feedback we can consider a spring sale later. It was suggested that we display products from last year at events so families can see them. Hope to have it out this coming week. Corporate Images is the company we are going through.

• Holiday Shoppe
o Signed contact in spring to do it again this year. Can do it 11/23 (Saturday before Thanksgiving) or wait until 12/14.
o We will need to set up products from company - products are family orientated and at a low cost, children can purchase gifts for their families.
o Cindy Cilley said she would like to keep track of ages of kids and number of families this year who attend to track data.
o Typically set up Friday night, takes place Saturday
o Volunteers help kids shop so parents don’t see the gifts
o Tilton Prep. students have helped in the past
o Mrs. Proulx said the Make It/Take It event was well attended last year – can it be at the same time? This was tried in the past and it was too much going on at once. This event will be Thursday, December 5th this year.
o The group decided to have the Holiday Shoppe on December 14th. Cindy Cilley will contact Mr. Honer to see what time works to get Tilton school volunteers. Maybe 1-3pm??
o Do we need custodial staff? Yes, because of access to the building and larger furniture set up.
o It was recommended that we advertise at local day cares. Guidance staff can also reach out to families in need. Will think about this and revisit the idea.

• Box Tops
o Sue Collins is the representative at USS. The person at SS retired – thought Sue Miner was willing to help out, not sure if she is still interested. Cindy Cilley will contact her to see if she’s still willing.
o The volunteer will need to check expiration dates of box tops the kids submit, put them in bags of 50, bundle them up and mail them; PTO pays for postage.
o The group discussed having Student Council get involved with getting classes to bring in as many as they can like last year, maybe have a “box top war” – each month, the top class can be announced at the award assembly.
o If no volunteer, maybe have student council take on the role.

• Board members need to get together for check signatures.

• Cindy Cilley went to PTO Today, looked at treasurer section, had found that nonprofit PTOs can file taxes using e-postcard and it does not cost anything. She had to see if we are eligible. She called the IRS – based on PTO status we are eligible. This would free us from paying H&R Block each year. If we do this, someone will have to input financials. She questioned if the e-postcard was official so that she can print and send for state filing for when we submit our status each year. Cindy is willing to do this. If next treasurer is not willing to, can return to H&R block next year. Cindy pointed out that we need to differentiate between school, student, and teacher expenses on report. The group decided to have Cindy Cilley research this more and have information for October meeting, will vote on approval at next meeting.

• For our next meeting, bring ideas to drum up more attendance. Change of dates/times/activity at HS may have interfered with attendance at this month’s meeting. Providing food is always a good idea. We will advertise that we’ll be working on a project and looking for parent feed back and new ideas.

Next meeting is Thursday, October 3rd at 6:30 in the SS Media Center.
•Send out notice a day or two days before meeting to remind families and teachers
•Put a reminder that there is child care, and can provide homework help

The meeting was adjourned at 6:40 by Mrs. Parker and seconded by Mr. Cheney. All were in favor.