PTC Board Meeting Notes | 2/2/2017

Below are the notes from the PTC Board meeting that occurred on Thursday 2/2/2017.

Cleaning the PTC Room

The PTC room in the library will be cleaned on Monday 2/13 and Monday 2/27 immediately after school for 1 hour.

Teacher Appreciation Week

During teacher appreciation week we will also provide office staff with appreciation gifts. Amazon gift cards for Gary, Linda, and Kendra. Gifts will also be considered for the janitorial staff.

Next PTC Meeting

The next PTC meeting will be held on Thursday 2/9. Mary will provide snacks. Megan has child care planned. It is not clear if staff will be present for the meeting. Gary will talk about the upcoming Parents Night on Thursday 2/16 from 6-8 pm (for which dinner and childcare will be available).

Family Fun Night

The theme for Family Fun Night this year is "Honey, I shrunk the students". Family Fun Night planning meetings will be after every committee and PTC meeting for 30 minutes.

Setup for Family Fun Night will be on the following dates and times:

• Tuesday 5/2, 6 pm -7 pm
• Thursday 5/4, 3 pm - 6 pm
• Friday 5/5, 8 am - 5:30 pm (start of event)

Classroom flower pots for auction need to be organized. Meagan will check on the discount for clay pots from Walmart; 16 will be needed. Michelle will purchase and distribute this month, with directions for teachers. Mary will make half sheets for teachers. The pots will be due 2 weeks prior to the event (April 21).

Mary will place order for games, prizes, and store items this month. Amazon will be used for games and Oriental Trading Company for prizes and store items.

Meagan will follow-up with the DJ and Heather will input all the dates for volunteer opportunities.

Upcoming Events

Book fair will be the first week of May, leading up to the Family Fun Night event. Sodexo will need 10 days notice on the Parent's Lunch. RSVPs will need to be provided to the students by April 13.

For Teacher Appreciation Week, Heather has requested two volunteers each day to help set-up before school on HelpCounter.

Principal Update

Mr. Etchemendy is getting a project installed in the gym. Artist in Residence is getting pursued for a paint or pencil artist, an update is anticipated soon. 

Knowing that Winterfest occurs during a very busy time of year and requires a fair amount of planning, it may be a good idea to instead host a Bingo Night opportunity. Other schools have had success with this kind of event, requires less planning, and we could provide books to all the students that come. January is a good month for this type of event because it isn't so busy. Something to consider for next year.

Your Membership is Crucial - Belong to the Board!

Board Membership Expansion

The current board members would like to extend an invitation to the parents of Englewood to take part as a board member.  The team currently has 5 volunteers and Mr. Etchemendy, the Principal.

As we have progressed through the school year, a couple of volunteers were taking on a couple roles - one they signed up for because there was a vacancy and one they pursued because of need and alignment with their skill set and interest.

Current Member Transitions

Michelle took the Secretary position to ensure there was a complete board.  With the progress that she has made, her true interest and main support of the PTC is with fundraising management from local companies throughout Salem.  Michelle's doing a fantastic job establishing and nurturing relationships with local companies.  She will be transitioning to a role of Fundraising Manager to keep her focused on what she does best.

Heather assumed the role of Volunteer Coordinator because she wanted something that didn't need a lot of time during school hours.  While performing volunteer coordinator work, she realized there was a gap in electronic communication.  Knowing that she has a difficult time keeping up to date with what is going on at the school - she has decided to focus on the social media side of things to make sure that parents are receiving communication from many different outlets.  Heather will be transition to a role of Social Media Manager to keep everyone is up to date on the happenings of PTC.

Position Openings

Outlined below are the roles and responsibilities of the two current openings for Secretary and Volunteer Coordinator.  Please negotiate if you feel this may be too much for you to commit to, but are otherwise interested!  We realize that this is an all volunteer board membership and will remain flexible to keep members!  You have the support of the entire team!

Secretary

The key note taker of the group, the secretary makes sure that we keep track of the information discussed during meetings.

• Primary responsibilities:
• Keep records of discussions and attendance during PTC meetings and board member meetings
• Forward meeting minutes to the Social Media Manager
• Handle correspondence
• Update files associated with PTC in the school office
• Minimum commitment:
• Regular attendance to both board member meetings and PTC meetings
• Board member meetings - 1st Thursday of the month, 5:30 - 6:30 pm
• PTC meetings - 2nd Thursday of the month, 6 - 7 pm
• 1-2 additional hours a week

Volunteer Coordinator

The volunteer coordinator maintains the database of the volunteers in the web-based software, HelpCounter.  This application is user friendly and straight forward.  Set up and provides communication on the number of volunteers needed for an activity and what those responsibilities will be.

• Primary responsibilities:
• Update event information in HelpCounter
• Send requests for volunteers via HelpCounter
• Notify volunteers of expired background check status
• Oversee volunteers at events or provide volunteer list to event coordinator
• Minimum commitment:
• Regular attendance to both board member meetings and PTC meetings
• Board member meetings - 1st Thursday of the month, 5:30 - 6:30 pm
• PTC meetings - 2nd Thursday of the month, 6 - 7 pm
• 2-4 additional hours a week

Benefits of Board Membership

The benefits of being a board member are the same as being an active member of the PTC - but amplified!  You make more connections, you get more insight, you have more influence.

We are not affiliated with the National PTA, but their website explains the benefits of membership the best:

• Get connected - there is no better way to know what is currently going on and what will be happening at the school.
• Discover great resources - school staff often share resources and information about parenting and your student's education that is helpful.
• Tap into a network - PTC functions are opportunities to meet other parents and teachers, building relationships and discussing issues that are important to you.  You can share ideas, concerns, and experiences.
• Watch yourself grow - by volunteering with the PTC, you put your  skills and hobbies to use for a noble cause - for your children and other's in the community.  These volunteer opportunities can help close gaps in resumes or become a safe environment for you to develop skills.
• Speak up - PTC is a way for you to promote change at your child's school.
• Witness improvement - by getting involved you will be part of the solution leading to positive change.  PTC organizes fundraisers to support the students and their educational experience.  PTC supports many of the technological advancements in the classrooms.
• Be a role model - with your membership, you are demonstrating to your child the importance you place on education and being an active member of the community you live in.

3 Things Needed to Help With School Picture Retakes

Time

A volunteer is needed for 2 hours on Thursday 11/17 from 9 am to 11 am.

A Smile

 You will be assisting students with their school pictures!  You'll need to bring your own smile to encourage theirs!

Comfortable Shoes

You may be walking all around the school to get students from classrooms.  Make sure you have comfortable shoes!

A single volunteer is needed to assist. 

Responsibilities may include:

• Getting students from classrooms
• Ensuring students have the picture envelopes
• Making sure hair and clothing aren't too out of control

If you can volunteer - please sign up here!

Grandparent's Lunch | Volunteer Opportunity!

Volunteers Needed!

We have an upcoming volunteer opportunity for the Grandparent's Lunch occurring on Friday 11/18/2016.  Two volunteers are requested to work from 10 am to 2 pm.  If you can work a partial shift - please contact the volunteer coordinator, Heather Collins, at volunteeratenglewood@gmail.com.

Volunteer Duties

Volunteers are requested to assist with the following:

• Setting up tables, chairs, and decorations
• Greeting grandparents and directing them to the cafeteria
• Assist with general book fair duties
• Take down tables, chairs, and decorations

How to Sign Up to Volunteer

All volunteering is scheduled and tracked through HelpCounter.  Please use your existing account to sign up.  

1. Log into your account on HelpCounter
2. Select "Check for Upcoming Opportunities"
3. Click the "I'll do this" link for the Grandparent's Lunch

If You Don't Have an Account

Set one up!  Click the "Create New User Name" button and follow the instructions provided.

The sooner you have an account through HelpCounter and a cleared background check through the school district - the sooner you will be able to reap the rewards of volunteering and being involved in your child's school!