PTO Meeting Minutes – June 29, 2010

Richmond Consolidated School

PTO Meeting Minutes

June 29, 2010

By: Tracy Olsen Crawford

Attendants:  Jayson Tanzman, Julia Russell, Tracy Olsen Crawford, Grace Daley, Jim Biancolo, Michelle Smith

1. Treasure’s Report

Julia and Grace will set a separate to discuss the details of the treasure’s report and PTO account.

Grace is going to switch to using Quick Books as the new accounting system.

If she has any ideas on cleaning up line items from the report please do so and present to PTO for a vote.

The PTO needs to raise an estimated $17,000 a year not including the 7th and 8th grade trip.

Each grade currently has a budget for expenses; the PTO should use that money first then use the PTO budget.  The PTO fundraising done this year will be used for 2011-2012.

RCS and the Town of Richmond have accounts for grades 5-8, CAP and Art; these accounts go through the town treasurer (Amy Lane).  The PTO holds some funds for grades 5-8.  The recommendation is to consolidate funds unless there is some reason not to.  The idea is to keep all grades money with the PTO.   This issue was tabled and should be discussed at a later date.

The hope of the PTO is to not only build funds for class trips but have extra funds for faculty needs and/or gifts.

2. Principal’s Report

Nothing to report at this time.

3. BBQ

Date is set for September 7, 2010

This event is the first PTO event of the year and Jayson thought it was important to have a big presence at the event to market the PTO.  A table will be set up and we will need parent and student volunteers to give information about the PTO.  The table should be well placed within the event and have specific details about the upcoming fundraisers, sign up sheets for volunteers and a sign up for the PTO email list.

Jayson should give a short speech.

Volunteers are still needed for all aspects of the BBQ.

4. Fund Raising

The PTO is open to the idea of direct fund raising, Grace and Jim will draft a letter that will go home with all students on the first day of school and also with the Joe Corbi catalogue in September.  The letter can also be handed out at the BBQ.

Jim talked about if it would make sense for the Richmond PTO to become a 501(c)(3) so that all donations would be tax deductable, it was decided that this would not be necessary.

Also discussed as if the PTO account should be moved from a regular checking to an interest bearing account, it was decided that it should not be moved.

There can only be three co-signers on the PTO account with Berkshire Bank.  It was decided that Jayson Tanzman, Grace Daley and Tracy Olsen Crawford will be added to the account.

Tracy Olsen Crawford will handle picking up and sorting the mail in the PTO mailbox at school.

5. Craft Fair

The date of the Craft Fair has been set for Saturday November 6th.

The meeting on the Craft fair went well and there has been a lot of support and volunteers but Jayson feels it’s important to find someone who will be in charge of the entire event.

Letters to the crafters still need to go out, Tracy and Michelle will work together with Wendy to revise and send out letters out ASAP.

The name of the event is the Richmond Craft & Country Fair.

Written for the Richmond Record…

The traditional Richmond Craft Fair is entering its first phase of an exciting revitalization.    This year the fair will be called the Richmond Craft & Country Fair. The event will undergo a score of changes, however, so that in 2011 the fair will emerge as the Richmond Country Fair, so named for the future tie to additional harvest events.   This year’s fair will still host the favored traditions of the “silent auction and community crafters”, and will now offer a “kids corner”.  Children can indulge with face painting, art’s n crafts and so much more while parents get a head start on their holiday shopping.  A “Book Sale” will also be at the fair this year, adding yet another holiday, shopping opportunity right in your own neighborhood.

The fair continues to offer crafters and artists a venue to advertise and sell their “wares”.  This is a great chance for a crafter or artist to get their name out there.  The fair saw an increase in attendance last year and with the coming changes over the next 12 months, we expect even more.

6. Room Parents

Room Parents have been set for grades K-4.  Room parents are still needed in grades 5-8.

Cathy Gamberoni is still working on getting room parents, if needed we can ask for parents support at the PTO table at the BBQ.

The issue whether or not to have babysitting at the PTO meetings was brought up, and if it will be paid for by parents or the PTO this issue was tabled for a later date.

PTO meetings will be the second Tuesday of every month at 5:30pm.  The next PTO meeting will be Tuesday, September 14, 2010.