Informal Board Meeting – 11/3/2021
·Hit the ground running before the school year begins
Planning a presentation before school starts, perhaps during a teacher training session, just so they can see our faces and meet us. Nate has an idea for how to get this set up. We will meet with administration before school starts and set up a time where we can come in during a training session for about fifteen minutes with a quick PTO presentation. Lyndsie suggested having sign up genius for Harvest ready to go (ex: games, basket theme etc.) so teachers can get the theme or game sign up that they want. This will give teachers even more time to plan. We can also offer to set up their Amazon wish lists well in advance so they can start distributing the link to their parents early (ex: include raffle basket wish link in their welcome letter or supply list info at the beginning of the year).
· Webpage and store
Danielle has updated all documents on the website. Website needs to have all updated minutes and bylaws easily accessible.
·Payment methods
We had set a budget for each committee. Amarillis was concerned that not everyone has easy access to their budget. Some people have the financial stability to go buy what they need and wait for reimbursement, but others do not. One idea is to assign gift cards to each committee with the budget amount on there. If any is leftover, we make a note of what is left and can decide as a board to roll it over or use it for other committees later if it is documented. Nate suggested having one gift card with a budgeted amount on it whenever someone needs to make a purchase and does not want to wait for reimbursement. We can find one that is reloadable that can be registered and we would be able to give permission for use so not just anyone can use the gift card.
·Bylaws/positions
Everyone’s positions will be printed out for each board member to sign their position description so there is a record that every board member understands their duties.
September 2021 Meeting Minutes
Harvest Committees Chairpersons Meeting Minutes 9/15/21
TO DO:
Nate-
· advertise to the city of Henderson
· ask admin if bounce house place can pick up on Saturday
· bring little bounce house to harvest
· ask admin if Mariana and some others can go to the school to clean up the games before Harvest (and make repairs)
Dayana-
· make a template to send to people who pay the wrong amount for harvest (paid member price when not a member)
Amanda-
· secure volunteers for ticketing 5:30-8:15, as well as volunteers to sell tickets inside for raffle
· put "volunteer on the back of the reflective vests
· ask admin if we can store baked goods in a conference room in elementary for a few days before and morning of Harvest.
Lyndsie-
· purchase ribbon for baskets
· get committee together to start work on decorations
Kelli-
· start bows when Lyndsie gets the ribbon
· deliver the vests to the school for Amanda
· make map for event
· get price for a banner that says "PTO presents Harvest Fest" or "Harvest Fest brought to you by PTO"
· contact some local businesses for prize donations for our costume contest
Danielle-
· Post to each grade FB page with the list of wishlists for each teacher in that grade (lead teacher then just has to approve and it is posted)
· remind on FB that membership gives you discounted free dress as well as discounted Harvest Fest tickets and that volunteers will get 1 ticket for the basket raffle for each hour that they volunteer the day and night of harvest.
Anyone?-
contact Ta Ahine Volleyball club to ask for volunteers that night and with other parts leading up
make Digital QR code for map
Information discussed:
· 5th grade is doing cake walk. they need 30 spaces and want 30 "in que" spaces. They told Lyndsie how they want it done and she will have her committee set up and decorate.
· Basket room is in 415.
· Mariana has secured an obstacle course bounce house. Nate letting us use his little one for smaller kids. We are also using the schools bounce house. She went over all the games we have. Others in the PTO have things we can use like Giant Jenga, Giant Connect 4 and Corn Hole. We will make sure the teen hang out has some of these games as well. She wants to make some new games. We will wait until we know we will have enough volunteer sign ups to see how many of her new ideas (all awesome) we will add.
· Mariana also wants to have some people come over and help cut out pumpkins that will be at a craft station at Harvest.
· How teacher donations work for harvest: Total of the basket raffle ticket sales minus money for basket winners and the total is split between all the teachers that volunteer.
· We have NO MONEY for swag until after Harvest
· Ticket Sales update: 101 sold and 190 raffle tickets sold so far. Prices: $10 member/ $15 non member presale. $20 the day of for everyone.
· Raffle will be held at 8:00pm
· Lyndsie has the list of volunteers and knows what she wants to do. she just needs to get them together to get started. Budget is $1000 baskets and $1000 decor. She also needs to get harvest looking wired ribbon so Kelli can start making bows. Decor is harvest colors and burlap (from last Harvest).
· Middle and High School Student Council are excited about haunted hallway. location tbd still. younger kid and older kid one this year.
· Volunteers will earn 1 raffle ticket for every hour they volunteer the day and eve of Harvest.
· We will do a candy pick up in carloop the mornings of Sept 24th and Oct 8th.
· Set up for Trunks: Arrival 4:30-5pm. if they need to come later, they need to talk to us first. Truman Ortho is going to be the first car again and will bring bags for all the kids to use to get candy.
· Middle School candy donations will go to the homeroom teachers for the grade.
· At the end of Harvest, each committee needs to turn in a report with the following: where they shopped, who donated, contact people for donations, who volunteered on their committee, their budget and what they spent, and if anything came up that we need to know in the future (example the school didn't want this or that).
Harvest Committee Meeting Minutes 9/1/21
Baskets and décor need the most help. Julie and Danielle talked to everyone there to get ideas and set up meetings. They also got emails of all interested in helping.
Candy- Dayana will do the elementary side and Pauline will do secondary
Teacher prizes for baskets- $300, 200, 100
Sign ups for teacher baskets going out next week.
Swag Meeting Minutes 9/1/21
Hats- Dark gray with paw print on the front and PTO on the back
Water Bottles- Hydro flask style
Black Leggings- All sizes available
Hoodies- Black with zipper
These will be ordered after Harvest.