PTO Meeting Minutes – August 31, 2010
Richmond Consolidated School
PTO Meeting Minutes
August 31, 2010
By: Tracy Olsen Crawford
Attendants:
Jayson Tanzman, Grace Daley, Jim Biancolo, Tracy Olsen Crawford, Michelle Smith, Bill Travis, Kara Smith, Bianca Daigle, Wendy Laurin
Attendance and Introductions
1. BBQ
Date is set for September 7, 2010 at 5:30pm
Jayson will get in touch with Tammy on September 1st to discuss the details and ask how the PTO can help with this event. Do we need to provide any food or other items and does the PTO pay for it?
Jim will email the PTO members asking for volunteers for 5pm.
Wendy suggested getting a head count.
Bianca will do a sign for the BBQ promoting the next PTO meeting; she will also handle the sign up sheets for volunteer opportunities throughout the year.
5. Craft Fair
The date of the Craft Fair has been set for Saturday November 6th. The name of the event is the Richmond Craft & Country Fair.
The Craft Fair is the largest fundraiser of the year and should make a profit of about
7-10K for the PTO. All of the crafters will be set up in the Gym and the new “kids section” of the fair will be in the cafeteria. The Book fair will be set up on the stage in the Cafeteria and the silent auction will be in the hallway.
Bianca is handling the volunteers for the event.
Pam is on target with publicity and media, she will also be in charge of ordering tables which are donated by John Heaton who will drop off and pick them up.
Vicky is in charge of the book fair.
Jim Biancolo is waiting for the permit from the town.
Tina is doing the posters for the event (100) and will need help from volunteers in getting them put up around the surrounding towns; the advertising is integral to our success.
Tracy has sent out letters to crafts people and has about 20 tables already reserved for the fair at this point…our goal is to have 50 crafters this year. Wendy is making some calls to people who have not responded and have done the fair in the past, we will also send out more letters. If anyone knows of any good crafts people, especially local, with a price range of no more than $100 please contact Tracy. Wendy expressed another idea for the fair; get local shops and/or craft people ie: Museum Facsimile in Pittsfield to have a table which would be run by a volunteer. The PTO would get the table fee and/or a profit of sales? This should be discussed in more detail.
The Silent auction is a huge part of the event and the letters need to go out NOW in order to start getting donations. There needs to be at least 80 items with no more than 100. Grace and Michelle will check in with Shannon Smith to make sure this is happening. Grace is also going to get items herself and the PTO can ask for parents to generate items.
A Thank You brochure needs to be made thanking all the people/companies who have helped with the fair.
The PTO will talk with Tammy about her food tables and what she needs at the fair.
Kids Section of the Fair
We are still looking for volunteers to take on the roll of overseeing the kids section of the fair. Two ideas were discussed; having vendors (they will rent a space for $35 and charge their own prices for services) and/or each class running a game or activity.
Can we use existing games such as Plinko and Probability?
Grace will call her contact to check on the possibility of a bounce house.
The Foreign Language dept. may still want to do a fundraising table at the fair this year…the PTO does not have a problem with this and can have one table with some restrictions.
All Room Mother’s will need to be contacted to let them know that in lue of individual fundraisers each class can contribute by running a game or activity.
Some type of admission will need to be charged for the kids section of the fair, this will be done at the front table.
There is a $1.00 admission to the Craft Fair for adults
$2.00 admission to the kid’s activity section
($2.00 per child with a $5.00 cap per family)
Grace will need 3 banks and need to provide change for vendors if needed.
Fund Raising
The direct fund raising letter was presented to Dr. Travis and he had no objections to the idea.
The letter will go out at the BBQ as well as with the Joe Corbi catalogue.
Michelle has requested that if parents choose to do a direct donation and not use the Corbi catalogue to please return it to school.
PTO meetings will be the second Tuesday of every month at 5:30pm. The next PTO meeting will be Tuesday, September 14, 2010.