Minutes=

Summit Elementary PTO Minutes<= /span>

Sep= tember 6, 2005

The meeting was called to order by Treasurer Jackie Good= man at 6:30 p.m. in Room 406 at Summit Elementary. As this was the first meeting of t= he school year, Jackie suggested everyone introduce themselves.

In attendance

Sara Anderson = ; &n= bsp; = ; Tara Deppert &= nbsp; &nbs= p; Kim Letner

Courtney Arthur &nb= sp; = Timmi Lynn Dobbins&nb= sp; = Susan Schlegel

Anna Brackee &= nbsp; &nbs= p; Melissa Fulton &= nbsp; &nbs= p; Kelly Stegemoller

Susan Bretsch &= nbsp; &nbs= p; Jackie Goodman = &nb= sp; Jennifer Syrek

Mike Carroll = &nb= sp; = Dana Green &n= bsp; = ; <= /span>Janet Wadzinski

Virshawn Champion = ; &n= bsp; Vicki Hudson &= nbsp; &nbs= p; Doug Waltz

Open House

Jackie thanked everyone for the great success of the Open House, held September 1^st. The teachers were presented with their checks for $50.00 at the brief welcome meeting held before the Classroom visitations. The Summit Stars t-shirt sales had= a tremendous response! Sara And= erson ordered 100 t-shirts and has sold 99. She noted that she has about $200 worth of new orders, so a second o= rder is going in. The last day to = place an order is Friday, September 9. Discussion ensued on whether that date should be extended, but it was decided to leave the date as it stands; we can always order more shirts lat= er (possibly November) if needed. The t-shirt sales (at this point) equal $1013.90 with $609.34 going to pay the = bill at Winters.&nbs= p; Sara will be paying that bill tomorrow. The remainder will be deposited in= the PTO account.

[Amended: = PTO purchased enough supplies to feed 2,000 people. The number of people served was estimated between 750-1000.] =

Meeting Date=

Currently, the general PTO meetings are scheduled for the first Tuesday of every month. Toni LaDow, one of the Presidents, cannot make Tuesday mee= tings at all and we may need to change the day of the week. This will be discussed at the next Officers meeting and voted on. [Update: The PTO Offic= ers Meeting is scheduled for Thursday, September 22, 2005 at 6:30 p.m.] All PTO members will be notified i= f the dates change for the general meetings.

Fundraising<= /o:p>

Jackie asked for ideas of fundraising activities that we= re held at Clear Creek in past years that generated good profits. Some of the items discussed were B= asket Bingo, Baller Bands (bracelets), Paragon Sales, Carnivals and Kroger Meal Cards. Sara Anderson mentioned a discussion she had with Marjorie, the Mark= et Day Representative about the possibility of Summit and Clear Creek sharing Market Day. Sara noted that Market D= ay will do 3 or 4 separate sales, such as November’s Pie Month, where the school profits from the sales of pies only. Since Summit currently does not have a Coordi= nator for Market Day, nothing was decided at this time.

Other fundraising ideas that were discussed included the Pizza Hut Nights (which Broadview previously participated in), Box Tops (wh= ich Cindy Graham has handled in the past), Breakfast= with Santa (Clear Creek fundraiser held on a Saturday morning with breakfast in = the kitchen for the children who attended).&nb= sp; The current Clear Creek PTO President offered her help regarding any fundraisers that Clear Creek has held that we might be interested in incorporating at Summit.

[Amended: Cindy Graham pointed out that the = Box Tops for Education and Campbel= l’s Soup Labels are used to support Student Council, is handled by Cindy Graham= and is not a fundraising option for PTO.]

Mike Carroll asked about raffle laws and Sara Anderson pointed out that we would need a gaming license for something like the Bask= et Bingo. Jackie Goodman and Kim= Letner talked about the not-for-profit 501 C for Summit and Federal= Tax ID number. Mike Carroll and Jack= ie Goodman will work together to see what is needed to obtain this. Kim Letner noted that Summit would need new bylaws in place in order to obtain this certificate. [Update: Bylaws will be addressed at the ne= xt Officers meeting]

Jackie Goodman suggested that everyone with an idea for a fundraiser write up a brief summary of the idea and that when we next meet,= go over the ideas and discuss more thoroughly. Kim Letner asked about selling Baller Bands in the Summit colors of g= reen and purple. She has a vendor cont= act with no set-up fee and a substantial discount if 500 bands are ordered. Courtney Arthur felt that anything= to raise money sounded good and that Kim should go ahead and order these. Susan Bretsch= moved to vote for the Bands and Dana Green seconded the motion. Kim will order now, using her own = money, and then the PTO can decide when the best time to sell these would be (since Paragon is on-going now and Pictures are next week; parents may feel a bit strapped) and then reimburse Kim. The bands will probably sell for $3.00 each or 2 for $5.00.

Coke and Hot Dog Booth

Due to the number of leftover hot dogs, buns and chips f= rom Open House, it was felt that a Coke and Hot Dog Booth should be held as soo= n as possible in order to use up these items, as storage space is not readily available. Kim Letner will call Kroger and see if the Booth is available this weekend. Discussion ensued whether Walmart or Kroger South would be the better choice fo= r the booth. Wal-Mart will match up= to $1,000 and at Wal-Mart, you can set the prices, rather than by donation only. The difference between = these two locations and the one previously used at Lowe’s is that you must = buy the Coke products from Coke, but it was noted that Coke will generally buy = back the unopened products. Jackie Goodman commented that for the effort involved, the Coke and Hot Dog Booth = has always been a great money-maker for the PTO. [Update: Kim Letner reserved Kroger South for Saturday and Sunday, September 10 and 11 and after getting Volunteer names from Tara Deppert, call= ed volunteers to work the Hot Dog Booth over the weekend. Jennifer Syre= k made flyers to send home on Friday and emailed Summit Staff]

Volunteer Forms <= o:p>

Courtney Arthur brought forward the volunteer forms that were returned and noted what a wonderful response we received. Doug Waltz mentioned that we need = to make sure we hook everyone up who responded to volunteer into whatever acti= vity or event they marked. Susan <= span class=3DSpellE>Bretsch suggested that we should send Thank you notes= . The people who checked Open House Volunteer on the form should be notified that we simply were not able to contact them in time to help with Open House; but that we appreciate their willingness and maybe they could help with something else in the future. Jennifer Syre= k will be sure and contact these volunteers.= Tara Deppert agreed to take the Volunteer Forms and compile all the information into a spreadsheet. The next big event coming up that = we will need volunteers for will be the Santa Shop in December. It was discussed that all events s= hould have at least one Chairperson. Some of the events currently scheduled with a Chairperson in place include: Santa Shop (Dana Green and Melissa Smith) Talent Show (Heather Agan), Yearbook (Me= lissa Fulton and Sara Anderson) and Carnival (Tim Fulton).

Treasurer’s Report

Melissa Fulton distributed the Treasurer’s Report. After discussing the = bank fees PTO has had to pay in the past at Monroe County Bank, it was determined that Bank One would not charge a monthly service fee and that we also had an active PTO member, April Bush, as a contact at Bank One. Courtney agreed that we needed to = order new checks anyway with “Summit Elementary PTO” on them so it wo= uld make sense to change banks to save on the fees. Dana Green motioned to switch bank= s and Susan Bretsch seconded the motion. It was noted that two signatures w= ill be needed on checks over $100.00.

Teacher Requests

Jackie Goodman asked what teachers wanted and Doug Waltz responded that they need maps and globes.&= nbsp; Janet Wadzinski (teacher representative) distributed a Wish List from the teachers of many items they would like to = have that maybe PTO could provide. Doug Waltz noted that the Loose Equipment Account went to pay for not only chair= s, tables and desks but also items such as playground equipment. There was a separate technology ac= count that paid for computers and other technological equipment.

Mike Carroll brought up the question of a centralized ar= ea where teachers could obtain general school supplies for their classrooms. D= oug Waltz felt that the Teachers Warehouse addressed this area and that our teachers did take advantage of this service. The $50.00 checks that PTO present= ed at the Open House to each teacher would also help them with supplies. Kim Letner suggested that PTO members watch the Teachers Warehouse video that Doug has available at our next meeting. Janet Wadzinski will check with teachers= to see if there are supplies they need that aren’t met by the Teachers Warehouse. =

Book Fair

Members asked if the Library Book Fair, held during Open House, had been announced through a newsletter home or anything. The Book Fair sign was posted in t= he Library the entire week, but some parents do not come to the school during = the week and were not aware it was going on.&n= bsp; Plus, Summit= ’s Library is not open every day during the week as Verna DeLuce must split her time with another school.&n= bsp; At Clear Creek School, the Book Fairs would be held for an entire week and also open a half-hour before and after school. Usua= lly the week after Thanksgiving they would have a Book Fair and teachers were a= ble to submit a “Wish List” of books to the Librarian. Then as children and parents visit= ed the Book Fair, they could select books for their teachers as Christmas Gifts and the Librarian would cross off purchased selections. Kim Letner mentioned that there were sometimes children unable to purchase books due to financial constraints and that many times other parents would sponsor a chi= ld by sending in extra money so that every single child received a book. Janet Wadzink= si will talk with Verna DeLuce about another Book = Fair and if Verna would need or want volunteers to help with this. The money from Book Fairs goes rig= ht back into the Library. <= /o:p>

Newsletter

Discussion regarding whether we needed to produce a newsletter in order to reach parents followed. Jennifer Syre= k created the Volunteer Form as well as the Open House flyers and also develo= ped a PTO Email List, which gathered 49 names at Open House. It was thought that a printed news= letter home might be good for some parents, but that email use was so common now t= hat this might be the best avenue for information. There is a PTO website in developm= ent and as soon as we have the calendar, it will be posted on the Website listi= ng all scheduled events. The Summit website (http://www.summit.mccsc.edu/) is operational and there is a link that will connect to the PTO website. There is also a bulletin board in = the office where PTO can post information.&nbs= p; Sara Anderson, secretary at Clear Creek School, responded that she currently sends out a weekly newsletter every Friday with the next week’s lunch menu and upcoming dates and happenings. It was discussed that this didn= 217;t seem to be something the PTO secretary should be doing (especially on a wee= kly basis), but Jennifer Syrek will talk with There= sa Malone regarding whether Family Resources plans to do a monthly newsletter = and if so, that may be a good avenue to report PTO news. Jennifer will work on developing a= form to ask parents how they would prefer to be contacted ~ the best way to get information to them on a regular basis.&nb= sp;

Next Meeting

Tuesday, October 4, 2005 6:30 p.m. Room to Be Announced

Motion to adjourn meeting by Courtn= ey Arthur, with Susan Bretsch seconding. The meeting adjourned at 8:30 p.m.=

Respectfully submitted by Jennifer = Syrek, PTO Secretary