9/15/22 PTO Board Meeting

Attendance: 

• Shelly Elliott
• Nicole Tenney
• Jennifer S. McCunn
• Julie Church
• Kimberly Boutin
• Juany Solis
  

Start Time: End Time: 

• Cost: Don't know yet as the cost has changed since we didn't meet the minimum. 
• Extras ordered: Ordered
• All costs and orders were different and only placed an order for us to meet the requirements. I have talked to some and noticed that pre order shirts are low but on hand shirts are on the rise. People just don't want to wait. We will need to make a decision  next summer on how we want to go about doing them. 

• Went out
• Learned that you are only supposed to do one at a time with this company and if we are going to do two with them, we are to have two separate emails for them to use. Luckily, we still have an old email that we used for parent volunteers back in the day as gleparents@gmail.com to help us with this fundraiser. It does send us an email anytime someone places an online order. 
• After they were delivered we got the online information for cc orders. 
• This was sent to all teachers to be emailed out to parents and sent on the Remind app.
• Also had Mendez send out to the parents on blackboard since we still kept getting parents to ask for this information. 

• Due to schedule conflicts we needed to cancel and reschedule.
• It was blackboarded out to parents and emailed out to the teachers to verbally tell their students.
• What is a good day to reschedule for?  
• We may be able to schedule something for the pick up time of the items. At this point is usually when they also get their rewards, except for the large one. 
• Once we know the delivery date we can post about the pickup party.

1. Shade Cover for playground

• Quote given was $14,995.00
• Need to get a quote for a 15x15 & 20x20
• Need to look into getting other bids.
• Need to get the approved vendor list for the district so we can call.

• Still waiting to hear on the grant date for the EMCID Grant - This one closes on September 26 @ 5pm. We will need to fill it out with the shade information that we can get and also apply for the grant below. If we have to go smaller then that is what we will do. I am not sure if a 15x15 is much cheaper but they need something out there to get under. 
• The AAD Shade Structure Grant:
• https://www.aad.org/public/public-health/shade-structure-grants
• The AAD Shade Structure Program is open to 501(c)(3) non-profit organizations and public schools that provide services, programs, and curricula to children and teenagers who are 18 and younger.
• Submit a letter of recommendation with your online application from an AAD member dermatologist (They have a list on the website of dermatologists in our area).
• Demonstrate an ongoing commitment to sun safety within your organization. A sun safety/skin cancer awareness program must be in place for at least one year prior to application. (They have information that can be used on the website)
• Consider a shade structure that meets the requirements of the AAD.
• Grant winners will be required to submit materials within 45 days of award notification in order to receive the grant checks. Awards are made in March.
• Permits are sometimes required for shade builds and can take up to 30 days to obtain. The AAD does not require to have permits on file, but suggests securing permits as early as possible, if needed, in order to meet our deadline.
• Shade structure installations must be completed by November 30.
• Grant winners who are unable to supply the W9 and invoice within 45 days of award, will forfeit their grant to a runner up applicant.
• For reference, $8,000 will cover most shade sails of 10’ X10’, however many shade projects require additional resources. Therefore, please make sure you will have the additional funding necessary for your project to be installed by calendar year end.
• We will need to put a program in place this year to get the grant next year.

• The dates that are available are in April 2023 in New Caney or January 2023 in Cleveland. 
• These will run from 4:30-7:30pm with the rotation of 8-10 staff members from the school. PTO can run the first half till we can get teachers and principals there. Mrs. Parker has stated that she will work it and still have not talked to Davis to see if he will.
• Staff so far that will: Parker, Church, Juany need 5 more.
• Our staff will sell cookies for $1 and all money made from those sales are 100% ours and can be taken home that day. All sales from the time we are there we get 20%.
• They will provide the shirts (for those that work), flyers and stickers to send home to the parents to remind them to come up and see us.
• This is something that we can do twice a year.
• Have permission from Parker but per Church we need approval from Flores. 

• Approx cost per camera $100

• September 15th & Sept 29th from 4-6

• Are we going to go up and do anything?

• Willie the Wildcat
• Who can go if we are?
• The sign will be made in English and Spanish, blown up and placed at the car rider line. This will be laminated so we can re-use and write the dates on it in dry erase.

• We will also have them blackboard out to parents. Working with juany on translation.

• Sign needs to be put out in the car rider line each time there is a sonic night.
• Shelly will text Courtney to remind her so she can have staff wear the shirts we purchased for them.

• Willie will go out when it cools off.

• Getting candy and decor for the tables.
• Ordering items needed for backdrop and working with Tiffany on putting together daily in the room. 
• Budget $
• Who all will be there?
• Nicole
• Possibly Juany & Shelly (waiting on baseball schedule)
• 3 Spanish speaking volunteers
• Sarya
• Analeigha Martinez
• Possibly one more
• Since the school is giving away candy, we can no longer sell candy at our table. Other options proposed are corn in a can with available toppings such as mayo, parmesan cheese and valenta, and pork skins with hot sauce. Need to get approval from Davis and Parker.

• It is the 28th
• Are we just doing candy jars & thank you tag? Yes
• Card with all our signatures? Nicole will bring what she has to the school as a donation to PTO.

• Do we want to start offering a drink option? Parent has brought to my attention 
• Yes
• If so, what would we like to charge for it? 
• $45
• We are starting to have trouble getting the balloons at Family dollar and they are more expensive at Dollar General. Do we want to purchase a helium tank and bulk balloons? Yes, if approved
• Helium tank cost $350.00 + Deposit
• Has to get approved by Davis. 
• Bulk balloons $17.99 for 50 
• Some classes are getting more than 24 students. We will need to go to Sam's and get the 30 pack for those or purchase (3) 12 packs instead of 2. It will cut into the profit but there aren't many classes that are over 24. 

• Jennifer is volunteering all but Wednesday. 
• Have we found someone to cover it? Yes

• Do we want to go ahead and put the order in with Eunice to get shirts?
• Yes

• Will need to call and have Kasey’s name removed. 

• Cannot remove her name without opening an entire new acct. 
• Need to update the phone number because right now it is Cortneys so any confirmations are sent to her cell. 
• Shelly will update her number

• Fall Festival
• Was asked to make it a PTO event instead of Community Outreach.
• Vote: No, we were not given enough advance notice. We’re told we only needed a few things donated at the last community outreach meeting. 

• Spanish Meeting
• Shelly & Juany will attend as board members.