Meetings

Board Meeting Agenda
August 7, 2024  6:00pm
Geggie Library


Call to Order (Starr & Lindsey) - 6:07pm

Principal News & Updates (Dan/Tim)
- Getting the building ready
Smooth summer other than some ceiling leaks that have since been repaired
Waiting on Prop 3 money (Summer 2026) for HVAC updates.

Treasurer Update (Ashleigh/Karen)
- Financials 

- Nikki Clark reached out about purchasing new Kindergarten signs - Ashleigh said that Finney told her they need 3 additional signs. Karen to text Nikki to let her know we have some. Chris stated there are 25+ signs in the closet.
Currently searching for volunteers to put the signs out - planning to have them out before the Ice Cream Social. 

- Mini Grants - Open in August
Rachel Rowan (4th grade) - rug for $239.98
Dan said that we have 
Katie moved, Chris seconded
Approved with no nays or abstentions

Approval of May Agenda 5-01-24 Agenda.docx
- Karen motioned to approve, Chris seconded
Approved with no nays or abstentions.

PTO Closet
- The PTO closet has been cleaned out and organized! Lots of cups,napkins, prizes, and other useful items, please ask what we may have for your event!

Kindergarten Signs
- We are looking for volunteers to distribute kindergarten signs. We have a list of the new Tigers! The kindergarten team would like for the volunteers to work together so that the signs are delivered on the same day.

- Discussed above

Ice Cream Social on Thursday August 15th, 4:30-6 p.m. (Starr & Lindsey)
- Need to get new students and kindergartener list from Deborah

- Need help picking up ice cream Thursday at 3:30pm: Karen and Sarah volunteered for pickup. Lindsey will call Culver’s to ask and confirm about coolers.

- Looking for volunteers to help setup

- Selling spirit wear, $10 cash only all leftover stock
Flier for FB and parentsquare (Elyse)

- Cash box - Ashleigh to pickup

- Two volunteer groups (A-L 5-5:30 and M-Z 5:30-6)
4:15-5:15 PM Elyse Powell, Leah Stephens, Carrie Walk, and Sam Long, (Karen McBride can help set up)
5:15-6:15 PM: Natalie Grant, Ashley Keebler, Maggie Hinds, Emily Hagan, Chris Alexander, and Michelle Goetz

- Need list of kindergarteners and new students to check off when receive shirt

Teacher luncheon Tuesday August 13th, 11-12:30 PM (Christine & Maggie)
- Christine needs to go to Costco - need to switch over account before the 13th - planning on the 12th @ 3:00pm with Karen to take care of it.
Planning to do the salad bar.
Dan will write a letter for Karen/Lindsey to print off to make purchases on behalf of the org.

Teacher welcome-back gift (Christine & Maggie)
- Christine working on welcome-back gifts - she’s working on bags for them.

- Karen was told by Presidents Forum that PTOs aren’t supposed to purchase gift cards to give to staff at all. You can do a gift card donation drive from parents but cannot use org funds directly.
Could open a tab at a local business on a specified day, have teacher’s show their badges and we could pay the tab.
Some concern about variable costs - may use the idea for teacher appreciation week.

Spirit Wear update (Chris & Carrie)
- Spirit wear online store is up and running.
Elyse finalizing new designs with our new partner.
Original designs and 4-5 new ones to be included on varying apparel types.
Also working on new designs for stickers (approx. $300 in cost with an est. $900 in revenue).
May ask for more money in the budget depending on demand from families.
Magnets and stickers have to be purchased in demand.
Waiting to hear back on hair bows and how those are handled (print-on-demand vs. advance purchase).
Chris and Kelly will distribute. 

Welcome Packets/ Event Flyer (Starr, Lindsey, Elyse)
- Print save the Date flier - all ‘big’ events
Facebook class page links
Elyse has the event/class page link fliers for first semester dates ready
Adding participation prizes for trunk-or-treat this year
Taste of the World location is TBD - Karen to set up a meeting with the 2 other schools to discuss budgets, dates, and location confirmation. Meeting w/ committee leads and presidents a possibility though we have a large volunteer list from our school and may need to pare back.

Stock the Lounge (Christine & Maggie)
- Stocking schedule
September, December and May - PTO 
Budget will remain the same ($500/month @ 3 months)
Christine has the email ready but won’t send it out until school starts.
October - Fifth; November - Fourth; January - Third; February - Second; March - First; April - Kindergarten

Online reimbursement Google form (Ashleigh & Karen)
- If we are ready to launch the online form, we need to place QR Codes in the PTO mailbox, Lounge and an email should help teachers with the transition.
Once we go online for the form, we will no longer accept the paper copies!
Karen is ready to send out the Google form
Dan will present it to staff on Tuesday and then keep it linked in his recurring newsletter.
Elyse will make a flyer to place in the old reimbursement form folder.

Boosterthon Update (Lisa, Emily, Starr, Lindsey)
- What to Expect at a Booster Fun Run Event! - Reminder of the goal of excitement and participation of booster
General overview available with information on this year’s theme and storyline.

Welcome Call (Emily, Starr, Lindsey, Tim)
Kick-off - Monday October 7th (no school) - 
Fun Run - Tuesday October 15th (will need to move because Tuesday’s are Geggie’s CCL dates - avoid Tuesdays and October 16th due to picture retake day)

Options for rescheduling timeline:
10/03 - 10/11 and 14th Fun Run
10/09 - 10/16 and 17th Fun Run

Supposed to have another Zoom day this week with the Boosterthon team - waiting to hear back from Tim or Starr to confirm date for the planning meeting

Planning to go unsupported but keep the platform - will keep the goal at $25k.

Final, additional meeting a few weeks before the event launch to tie up loose ends.

Deadline September 11th for ordering Boosterthon merch/goodies

Last year, Elyse designed stickers, etc. - looking to go that route again.

Theme - Medieval

Gear Consultant, Caitlyn - We have a $250 bonus we can use for gear (custom shirts, tumblers, other items). Deadline to order September 11th 
Do we want to use them for gear or do gear/shirts in general?

Plan Meeting (about 1 hour) - Schedule for August, about 8 weeks before kick-off. 
Invite Mrs. Funke
Date and time? Need to schedule BEFORE first staff meeting so it can be discussed with teachers/staff 
Tentative dates available per rep: 08/13-14 but waiting to hear back from Tim and Starr. Will reach out to see about the week after school starts - 08/26 or 08/27

September - in person teacher meeting with booster rep
Dan/Tim we need the date of the next Staff Meeting.
September 17th, 8:00am - 8:45am

Last meeting (about 30 minutes) - 2 weeks prior
Do we want to start a group text with our rep Kayla? 
PTO spending graphic/flier (Elyse)

Share Events (Elyse, Karen, Christine)
- STL City in September - 7:07pm
Sold 270 tickets for the April game
Will be in the back to school flyer and can print out standalone flyers to send home in the first week.

Incentives:
50 tix for shoutout on jumbotron
100 tix for 12 people behind-the-scenes tour

Open seating

Holiday Shop (Heather)
- Company we are using, location, date?
Karen was given the info by Heather

- Dec. 10 - 12th - Santa Holiday Shop
talked about doing it in the vestibule, a small section of the library, or stage in the gym.

- Need to cancel by September 12th or we incur a $150 cancellation fee.

- Because we signed up early we get incentives
$200 bonus
$100 volunteer vouchers
These can be given out for kids that need
Can also use Caring Cats but may not need to since the gifts are all under $5

Misc. Business (Starr & Lindsey)
- First day of school volunteers (Monday, August 19th): Chris Alexander, Starr Carroll, Sam Long, Lisa Gray; Courtney A. also volunteered
Need to arrive by 8:45am

- Fall picture day volunteers (Wednesday August 28th): 2 shifts (times?)  - Maggie Hinds, Lisa Gray, Elyse Powell, Asha Cannon, Eryn Balz, Chelsea Dunlap, Stacy Weida, Cyndi Lacy, Starr Carroll
Need to ask Deborah for the times - the last few years we did 9:00-11:30 and then 11:30 on.
They’re picky about how much we can get involved - were told to provide direction.
Lindsey will email volunteers with shift times.

Upcoming
- September 13th - Special person day (coffee and cinnamon rolls) - Maggie Hinds

- September 28th - Eureka Days Parade (Sarah) - Theme: “Take me out to the ballgame”
Are we registered? Yes, per Sarah - also going to double check on sign up for scarecrow festival
Mrs. Clark and her son will be helping
Elyse can do a volunteer form to put up on Membership Toolkit for help with the float - first week of September
Existing signup form available for walking with the float.
Thinking of having the kids make their own foam fingers (possibly as a buddy activity).
"Geggie All-Stars” as our specific theme
Decorate a wagon as a hot dog stand to keep kids from returning to the float (for safety) to refill candy.

- October 1st - Scarecrow (Sarah)
Sarah and Christine heard that the City Council isn’t doing the Eureka Scarecrows anymore - apparently the city trashed theirs after last year.

- October - Principal Month @7:39pm

- Carrie wants Trunk or Treat pushed with some new ideas:
Have NJHS and NHS play music (to help with volunteer hours)
Decorating playground (happy haunted pathway)
Parents in the pickup lot, teachers on the basketball courts
Participation prizes (also discussed above) - have an account with a carnival store. Karen will text Jolene to ask about it - Lindsey has the info; has looked into it.
People vote on the best trunks, whoever wins gets to choose one of the prizes offered
May need to adjust budget (currently set at $1k)
Providing set amount of cars with candy to help offset the cost.
Carrie reached out to Dan about Principal of the Day for the Trunk-or-Treat. May be tough to commit two days to that event for admin; also may take away sheen from the Bingo prize. Will go a different direction - Katie will touch base with Carrie.
Will give teachers trinkets, stickers to teachers in lieu of candy.

Next Meeting
- Wednesday, Sept. 4th, from 6-7 p.m. in the Geggie Library

Adjourn - 7:52pm

2024_08_07_GeggiePTOAgenda.pdf