PTO MIN UTES Lincoln Charter-Lincolnton Date Time 09/22/2016 6:30 PM MultiPurpose Room Meeting was called to order by Sarah Smith at 6:38 PM. Attendance: Executive Board members: President - Sarah Smith VP Elementary School - Angela Futrell VP Middle - Jennifer Greene VP High School - Juan Swanson Communications- Carole Lake Fundraising - Kimberly Surace Membership - Sissy Haynes PTO Talon Walk - Kelly Calderon Secretary - Christina Karnes Treasurer - Katherine Greene HS Teacher Representative - Stephen Haugh Approval of Minutes: Approval of the minutes (9/6) was tabled, since the focus of this meeting was PTO Talin Walk updates. Treasurer's Report: Tabled until the October meeting. President s Report, Sarah Smith: Sarah offered her thanks to everyone for their help and support: we ve actually made a lot of progress in the chaos. Almost all homerooms now have room parents, Signupgenius.com has been a very helpful tool in spreading the word on what s needed and fulfilling those needs, and we are currently working on building raffle baskets fro Family Fun Night. Sarah is very positive about what is on the horizon. 1
Committee Updates: PTO TALON WALK (PTO TW) : Kelly reported that everything was going great. We have achieved about 20% of our $35,000 goal, as of Friday September 23rd. We have selected a vendor via sealed bid process to provide this year s PTO Talon Walk T-shirts. Based on quality as well as selecting a local provider, we chose the vendor that best met the PTO s financial status. Kelly has requested that a local county sergeant do a walk-through during Family Fun Night, just to demonstrate a presence. Kelly also noted that the ES Movie Night on 9/30 is not a PTO TW event. SPONSORS In response to Juan s question on how we get sponsors, Kelly explained that there is a Community Sponsor form (which can be downloaded from our website). Kelly also indicated that over 400 letters were mailed to businesses in the county thanks to the LIncoln county Chamber of Commerce for providing all the mailing labels. Sarah suggested that next year we also plan for a follow-up letter/call/email to these letters. Individuals / families are encouraged to ask their local service providers to support our fundraiser. There are a few deadlines with respect to sponsors: - Business sponsors who donate at the platinum, gold, silver or bronze level before 9/23 will be eligible to have their company represented on a large sign that hangs outside on campus during PTO Talon Walk until the end of October. The first five platinum sponsors will also be eligible to have their company name appear on the back of the PTO TW T-shirts. (This all is referred to as signage). - After 9/23, all community sponsors already on the books, plus any new ones will be eligible for a banner that hangs in the MS/HS gym year-round. - The Family n Friends Contribution Log is used to record all personal donations that students collect. Students who bring in donations will be eligible for individual prizes as will their classes. An initial incentive was reported: Every student who has turned in their Friends n Family Contribution Log by Wednesday October 5th at 9 am will be entered into a drawing to be held at the PTO Talon Walk Student Pep Rally on October 7th. Prize: Charlotte Hornets signed basketball; signed by Michael Kidd Gilchrist complete with authenticity 2
papers. All monies will be verified through MyPaymentsPlus in order to qualify for this drawing. - Students are encouraged to continue to collect personal donations up until October 14th; student and class winners will be announced the following week. - Any repeat sponsor who is renewed from a previous year that does not list a student and homeroom will not be eligible for for counting towards incentives. VOLUNTEERS Volunteers are still needed for all PTO TW venues. Signup at signupgenius.com to support Family Fun Night, the car show, Penny Wars and PTO TW. HS students are encouraged to sign up as well to help, particularly during the day at PTO TW. Seventeen have signed up to date. Student volunteers will earn service hour credits. They will be trained during a TBA lunch hour. TRAINING All volunteers must attend a training session: two are offered. The first is Thursday September 29th from 6:30 to 8 pm at LCS. The second is Saturday October 1st, 9-10:30 am. It was suggested that next year training be offered over two different weeks. If a volunteer cannot attend, please contact Kelly. PEP RALLY Attendance at the Pep rally on October 7th is limited to staff and students. Students will learn more about the events of PTO TW and Penny Wars. A motivational speaker is being invited to speak to the students on teamwork. The PTO needs a photographer at the Pep Rally. FAMILY FUN NIGHT The meal will be provided by Homesteads - spaghetti with a red or white sauce. Family (of 4) and/or individual meal tickets can be purchased: $6 per plate or $20 for a family plan. Dessert is purchased separately with a $1 ticket for each serving. Your MPP receipts are your meal tickets and must be presented to get your dinners. Meals must be ordered by 9/30. No meals will be sold at the event. Each homeroom is creating a themed basket to be raffled at Family Fun Night. You must be present to win. Bounce houses will be set up outside with tables and chairs for adults to observe. 3
Questions have been asked regarding the scheduling conflict between Family Fun Night and Homecoming. After consulting with Administration, we ask that you respond with the following: We understand your concern about the two LCS events being planned on the same evening. Unfortunately there was an oversight on the calendars and the PTO was unable to change their event once Homecoming was announced. You are welcome to direct your questions to Mr Bryant. The PTO Family Fun Night will begin at 6:30 pm and end at 8:30 pm; the PTO is not currently aware of the schedule for Homecoming. We hope that you will be able to join us or maybe pick up your pre-ordered meal on your way to the Homecoming festivities. CAR SHOW The Car Show is not a PTO or Talon Walk event. It is an event that is occurring during PTO Talon Walk week. For the future, the PTO must address how to handle requests to do a fundraiser on behalf of the PTO, but not sponsored by the PTO. We need to address contracting, administration approvals, at a minimum. STATIONS Based on the information describing the Stations at PTO TW, the administration has asked the board to provide one waiver for MS/HS students and a separate waiver for elementary school students. At issue is the Spartan Obstacle Course for MS/HS and messiness of the stations for elementary students. Carole Lake (Communications Chair) stated she was unwilling to submit such a waiver; she is uncomfortable with legal implications. Jennifer Greene (MS VP) had several observations: (1) in the future, link 6th graders with elementary activities (2) ensure enough time is allocated for cleanup before buses (3) why are we offering coffee to middle schoolers (4) obstacle course detracts from the Color Fun Run and climbing rope wall is overkill. Based on Juan s (HS VP) questions, all color solutions will be food grade safe (water, food coloring, vinegar, cornstarch, except the watered down tempera paint). Kathy (Treasurer) would like parents to have advance notice regarding the details of the day and the stations. She expressed concern over there being enough time to get a waiver. As the teacher rep, Mr Haugh reported that the HS students are excited about the climbing rope wall and the obstacle course. He suggested we get approval to use the MSHS locker rooms for cleanup and change. He asked about alternative opportunities for those not wanting to participate. Sarah and Kelly confirmed that there would be volunteer opportunities for HS students who don t want to get dirty or they would be 4
instructed to cheer on their classmates. Sarah also suggested we might enlist MS students as well. Kelly reported that the climbing rope wall was being built locally. After quite a bit of discussion, Board members agreed to the following: - Remove the wall - Move 6th graders to the inflatable obstacle course - Offer lighter weights for the Kettlebell rope pull in the Obstacle Course - Rename the course the MS/HS Eagle Obstacle Course (remove the word Spartan) - Have Kelly and Sarah confirm with Administration and Mr Bryant that these changes were sufficient to remove the need for a waiver, although all agreed that a letter describing the day and the messiness should be sent to families and staff. Kelly is looking into a backup DJ so that Devonda Friday will be able to have some relief. She concluded with a review of the incentives (see PTO website under Fundraising / PTO TW); also that there would be a guest appearance at the opening ceremony on 10/14. Kelly needs to confirm the photographer for an aerial shot of the student body in their clean T-shirts. Given final agreement, Kelly will proceed with getting Administration approval for the stations as revised. Sarah has promised the staff one week s notice about the stations. New Business Sarah spoke with all high schoolers earlier this week to discuss their PTO Talon Walk goals and incentives/prizes. A lot of positive feedback and questions were heard from them. A board member asked if the students could do a car wash and Sarah did not tell the students they could but said they could bring ideas to the board and we would help them within the constraints of whatever Administration allows. Jennifer thought she might know of a location for a car wash should the students want to organize this off campus The Seniors sent Sarah a proposal to help the senior class create their own tie-dye t-shirts for homecoming week in October. Sarah will follow up with the HS Special Events Coordinator, Kimberly Jones and have her speak with Miss Kelly. Sarah nominated Chanda Swaringen as HS Volunteers Coordinator; board passed unanimously. Sarah also reported that Angela Futrell - ES VP - will be stepping down (too much going on). Jan Savage is willing to move from ES Special Events to ES VP and then Jan will fill her vacant slot. 5
Membership: Sarah needs to reach out to Sissy to confirm whether she can fulfill the duties of her position and follow through on her commitments. NEXT MEETING: October 4th is the next General PTO meeting at 7:00 PM.. Sarah Smith adjourned the meeting at 8:26 PM. Action items: - Kelly suggested that next year we also plan for a follow-up letter/call/email) - Carole suggested we get a picture of signage from this year s PTO TW so we can use to define signage next year. - For the future, the PTO must address how to handle requests to do a fundraiser on behalf of the PTO, but not sponsored by the PTO. We need to address contracting, administration approvals, at a minimum. - Document stations and submit to staff by 9/29. Respectfully Submitted, Carole Lake 6