PVMS PTO Meeting October 3, 2012
PVMS PTO Meeting October 3, 2012 Attendance: Ray Bernier, Danette Dykema, Sarah Minei, Penny Patch-Bartnicki, Sandra Bosko, Amy Brosnan, Samantha Childs, Lucia Gonsowski, Arline McCullen, Marline Pellessini, Tara Pervine, Heather Quint, Tracey Turner, & Melissa Lennon 1) Introductions i) Officers were introduced (1) President – Danette Dykema (2) Vice President – Sarah Minei (3) Treasurer – Penny Patch-Bartnicki ii) Attendees introduced themselves 2) General Review of PTO Meetings i) PTO meets the first Wednesday of the month in the PVMS library from 6-7:30 p.m. ii) Order of the meeting typically (1) Review previous meeting minutes (2) Treasurer’s report (3) Principal’s Report (4) Old Business (5) New Business iii) Membership (1) To become a voting member of the PTO, a member must pay $3 annually (2) Meetings are open to all people and voting membership is not required (3) All participants are encouraged to share ideas at the PTO meetings 3) PVMS PTO’s Non-Profit Status (501c3) a) Current Status i) Over the summer, the PTO became aware that their Federal non-profit status had been dropped ii) PTO was informed that needed paperwork had not been completed for the past three years iii) The immediate impact of losing non-profit status is that all fundraising efforts would be taxed. iv) However, currently the PTO maintains corporation status with the state and insurance v) To regain non-profit status the PTO must re-apply, which includes completing extensive paperwork and paying an $850 application fee. b) Options – Mr. Bernier i) Re-apply for non-profit status and maintain organization as PTO (1) Must complete paperwork and submit $850 application fee (2) Bob in the district office has offered to help assist the PTO (He also helped the Preston Public Library re-apply for their non-profit status.) (3) Other obligations by remaining a PTO
PVMS PTO Meeting October 3, 2012 (a) Annual insurance - $480 last year (b) Annual PTO membership - $199 last year ii) Break from the PTO and become a Parent Volunteer Group (1) New group would have no decision making power (2) New group could use the school’s non-profit status and insurance, but all functions must be school sponsored with a school official present (3) All fundraisers would need some form of approval (a) Fundraisers less than $1000 profit would need the superintendent’s permission (b) Fundraisers over $1000 profit would need School Board’s permission (4) Preston Plains Middle School already functions as a Parent Volunteer Group instead of a PTO; they have had no issues continuing their mission for the school c) Plan i) Danette will talk with Bob on Friday to discuss the feasibility of maintaining nonprofit status so that the PTO can maintain its freedom and control of the organization, separate from the school ii) Danette will provide updated information as it becomes available 4) Principal’s Report a) Preston Advisory Board (PAB) i) Training for new and existing members had occurred already b) Friday, October 5th i) Half day with early dismissal at 1 p.m. c) Monday October 8th i) No school for Columbus Day d) PBIS i) Will attend an upcoming conference to learn more about being a Year 1 school ii) The program is designed to encourage appropriate behavior in school iii) Preston Plains Middle School is a Year 2 school e) PreK-2 Playground i) New playground is about one week ahead of schedule at this time ii) It should be completed in about three weeks iii) The swings will stay iv) The dying maple tree will be removed v) Hopefully there will be money in the future to replace the Gr. 3-5 playground equipment f) Reading Specialist position i) Internal application deadline closed today 5) Treasurer’s Report - Penny a) PVMS PTO Summary (9/1/2011 – 10/3/2012) i) Penny presented a written report and answered any questions
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PVMS PTO Meeting October 3, 2012 b) PVMS PTO Transactions (6/6/2012 – 10/3/2012) i) Activities since the start of the year (1) Popsicles with the Principal (2) Ice Cream Social (3) Back to School Breakfast (4) Book Fair ii) Current balance: $5,552.25 c) Field Day i) Rented two bounce houses, one of which partially worked ii) Sought a credit over the summer with the vendor as a result iii) Recently received a bill with a $75 credit iv) Bill has been paid to the vendor for $425 d) Book Fair i) Final numbers are not available yet ii) The school librarian has $100 book credit to use soon, more may become available later e) Box Tops i) PVMS collects Box Tops throughout the year ii) There is an ongoing contest for the student and classroom that submits the most Box Tops iii) The next coordinator mailing date is November 1st 6) New Business a) October Fun Night: Trunk–or-Treat (October 26th from 6-7:30 p.m.) i) Received positive feedback after last year’s event and many people have requested another ii) Held in the back parking lot iii) Volunteers decorate the back of their vehicle and pass out candy to trick-ortreaters (1) Volunteers are asked to arrive at the school by 5 p.m. with their vehicle (2) Participants will each be given one ticket to vote for the best decorated vehicle (3) A prize will be awarded iv) PTO provided the candy last year; this year a request for donations will be sent home asking for individually wrapped candy/treats v) Also offer face painting vi) Will continue offering a hay ride (1) Alternate this year between a “scary” and not scary rides (2) Will need adult volunteers to help load and unload the rides, especially the not scary rides vii) Jack-o-lantern contest (1) Pumpkins will be placed on the bleachers in the “pumpkin patch” (2) Will have celebrity judges
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PVMS PTO Meeting October 3, 2012 (3) Prizes for the top three jack-o-lanterns viii) A flyer will be sent home soon b) Campbell’s Labels i) Typically the labels were collected and handled by the school ii) The previous teacher coordinator retired iii) Labels were not submitted last year iv) Labels have been collected, though c) Fall Fundraising Ideas i) Great Lakes Scrip - Melissa (1) A gift card program in which families order gift cards to national retailers at face value and the retailers determine a percentage amount of that card the school may keep as profit (2) The program can be offered in any time frame (3) Typically there is a one week turn around from time the order is placed to the time of delivery (4) The school will need to pay shipping for each order placed ($7.75) ii) O’Neil Theater (1) The theater was in the process of being sold over the summer, so fundraising opportunities were not available iii) Got Books (1) The container is contracted through June, but could become permanent iv) Turkey Trot - Heather (1) Students seek donations and run 1 mile around the track (2) Local stores donate turkeys (3) Top three finishers bring home a turkey d) Thanksgiving Baskets i) For the past twenty-five years, the school has helped create Thanksgiving baskets for community members in need as identified by the school and local churches ii) The school sends home a letter to the school families about the outreach project iii) Each grade is assigned a food item iv) Local grocery stores are asked for donations v) Students attend an assembly with representatives from the local churches present to talk about the positive nature of this outreach project vi) Collection of food items will occur November 12-16, 2012 vii) Baskets will be assembled in the gymnasium November 19th or 20th viii) Baskets will be received November 20th or 21st 7) Next Meeting: Wednesday, November 7th
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PVMS PTO Meeting October 3, 2012 (a) Annual insurance - $480 last year (b) Annual PTO membership - $199 last year ii) Break from the PTO and become a Parent Volunteer Group (1) New group would have no decision making power (2) New group could use the school’s non-profit status and insurance, but all functions must be school sponsored with a school official present (3) All fundraisers would need some form of approval (a) Fundraisers less than $1000 profit would need the superintendent’s permission (b) Fundraisers over $1000 profit would need School Board’s permission (4) Preston Plains Middle School already functions as a Parent Volunteer Group instead of a PTO; they have had no issues continuing their mission for the school c) Plan i) Danette will talk with Bob on Friday to discuss the feasibility of maintaining nonprofit status so that the PTO can maintain its freedom and control of the organization, separate from the school ii) Danette will provide updated information as it becomes available 4) Principal’s Report a) Preston Advisory Board (PAB) i) Training for new and existing members had occurred already b) Friday, October 5th i) Half day with early dismissal at 1 p.m. c) Monday October 8th i) No school for Columbus Day d) PBIS i) Will attend an upcoming conference to learn more about being a Year 1 school ii) The program is designed to encourage appropriate behavior in school iii) Preston Plains Middle School is a Year 2 school e) PreK-2 Playground i) New playground is about one week ahead of schedule at this time ii) It should be completed in about three weeks iii) The swings will stay iv) The dying maple tree will be removed v) Hopefully there will be money in the future to replace the Gr. 3-5 playground equipment f) Reading Specialist position i) Internal application deadline closed today 5) Treasurer’s Report - Penny a) PVMS PTO Summary (9/1/2011 – 10/3/2012) i) Penny presented a written report and answered any questions
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PVMS PTO Meeting October 3, 2012 b) PVMS PTO Transactions (6/6/2012 – 10/3/2012) i) Activities since the start of the year (1) Popsicles with the Principal (2) Ice Cream Social (3) Back to School Breakfast (4) Book Fair ii) Current balance: $5,552.25 c) Field Day i) Rented two bounce houses, one of which partially worked ii) Sought a credit over the summer with the vendor as a result iii) Recently received a bill with a $75 credit iv) Bill has been paid to the vendor for $425 d) Book Fair i) Final numbers are not available yet ii) The school librarian has $100 book credit to use soon, more may become available later e) Box Tops i) PVMS collects Box Tops throughout the year ii) There is an ongoing contest for the student and classroom that submits the most Box Tops iii) The next coordinator mailing date is November 1st 6) New Business a) October Fun Night: Trunk–or-Treat (October 26th from 6-7:30 p.m.) i) Received positive feedback after last year’s event and many people have requested another ii) Held in the back parking lot iii) Volunteers decorate the back of their vehicle and pass out candy to trick-ortreaters (1) Volunteers are asked to arrive at the school by 5 p.m. with their vehicle (2) Participants will each be given one ticket to vote for the best decorated vehicle (3) A prize will be awarded iv) PTO provided the candy last year; this year a request for donations will be sent home asking for individually wrapped candy/treats v) Also offer face painting vi) Will continue offering a hay ride (1) Alternate this year between a “scary” and not scary rides (2) Will need adult volunteers to help load and unload the rides, especially the not scary rides vii) Jack-o-lantern contest (1) Pumpkins will be placed on the bleachers in the “pumpkin patch” (2) Will have celebrity judges
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PVMS PTO Meeting October 3, 2012 (3) Prizes for the top three jack-o-lanterns viii) A flyer will be sent home soon b) Campbell’s Labels i) Typically the labels were collected and handled by the school ii) The previous teacher coordinator retired iii) Labels were not submitted last year iv) Labels have been collected, though c) Fall Fundraising Ideas i) Great Lakes Scrip - Melissa (1) A gift card program in which families order gift cards to national retailers at face value and the retailers determine a percentage amount of that card the school may keep as profit (2) The program can be offered in any time frame (3) Typically there is a one week turn around from time the order is placed to the time of delivery (4) The school will need to pay shipping for each order placed ($7.75) ii) O’Neil Theater (1) The theater was in the process of being sold over the summer, so fundraising opportunities were not available iii) Got Books (1) The container is contracted through June, but could become permanent iv) Turkey Trot - Heather (1) Students seek donations and run 1 mile around the track (2) Local stores donate turkeys (3) Top three finishers bring home a turkey d) Thanksgiving Baskets i) For the past twenty-five years, the school has helped create Thanksgiving baskets for community members in need as identified by the school and local churches ii) The school sends home a letter to the school families about the outreach project iii) Each grade is assigned a food item iv) Local grocery stores are asked for donations v) Students attend an assembly with representatives from the local churches present to talk about the positive nature of this outreach project vi) Collection of food items will occur November 12-16, 2012 vii) Baskets will be assembled in the gymnasium November 19th or 20th viii) Baskets will be received November 20th or 21st 7) Next Meeting: Wednesday, November 7th
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