Minutes from Oct. 2 2012 PTO meeting

Hardy PTO Meeting Minutes Tuesday, Oct. 2, 2012 6:30 – 8:00 Upcoming Events: • Ice Cream Social – thanks to all volunteers, good turnout; did not cover cost of ice cream yet; plan on second scooping for Friday, Oct. 5; possibly get 5th graders to help scoop. • Hardy/Thompson Directory Talked last year about doing directory in-house; need to find out what means we are allowed to use to collect data; Deb absent, so she can’t answer yet; will check with her about this. • Picture Day – Tues. Oct 16th, need volunteers to work with Lis Zimmerman, anyone? • Book Fair – scheduled for Oct. 22-25 Will put signupgenius into next Post; late days Monday and Tuesday; evening event: author coming to speak about his book (W, 6 - 8); will need cash box, small amount of money for supplies for book marks that kids will make; will offer assistance to kids identified by teachers; • Election day bakesale Coordinate with Girl Scouts; Jennifer Roderick will check with Michele Tirone and Chris Foster; • Hoe Down Friday, Nov. 2, 6:30 - 8:30; will serve pizza at 6; Marci will coordinate volunteers; Jill Swilling will coordinate bakers; • UNICEF collection for Halloween Betsey asked for help with Unicef collection this year; Julie offered to help; Financial Report: • Annual appeal update Appeal letter went out last Thursday; already at $3750 (plus a few checks not yet entered); almost half of donations through PayPal; • Other fundraising Andy reminded everyone about other sources (Target, Amazon, etc.); Jenn Forbes has taken over box tops, already collected 500 to submit; will put out one more reminder before Nov. 1 submission deadline; Lisa Paolillo suggested reinstating a raffle to encourage Box Top collection; • Pete suggested (prior to the meeting) that we encourage/remind families to take advantage of any matching programs their employers might offer Date of next PTO Meeting: Since the first Tuesday of next month is election day, the date was changed by unanimous consent to Tuesday, Nov. 13

Minutes from Sept. 18, 2012 PTO meeting

PTO Meeting minutes September 18, 2012 Overview of PTO Goals & Responsibilities: • Hope to create a welcoming environment, foster strong sense of community at Hardy, provided a general overview of social events, fees charged to cover costs, not to raise funds. • Fundraising: the appeal is our major, annual fundraiser. $15-20k raised annually. Walkathon may raise about 5k, etc. Funds are raised to enhance educational experience of our children as well as cover unanticipated school costs that the district may not be able to cover. • Utilizing funds: Last year several document cameras and projector equipment were bought with extra funds. PTO works closely with teachers to understand what is needed in the classrooms. • Ms. D’Amico provided positive feedback about the Hardy PTO PTO events: • Ice cream social: Sept 27th, 5:30pm on playground. Chilly cow sells ice cream at cost, in past we charge $1 per cup to cover costs. Signupgenius.com messages to be sent out for volunteers. Ms. D’Amico strongly suggests holding event outdoors only, not fair for kids when event is indoors. Set rain date for October 1st tentatively. • Back to School Night: Sept. 20th, 6-8pm – limited pizza will be sold in cafeteria at $2 per slice: set up at 5pm, start selling at 5:15 (until 5:45) • State law can’t serve certain foods until after 2:40 • Book fair: Oct. 22nd-26th. New vendor this year. Will need volunteers. • Hoe down: proposed Fri., Nov. 9th (Fri. before long weekend), back up date Friday Nov. 2nd. Kerry, Syl and Marci coordinating event. • January: Menotomy Wine tasting night • February: winter concert and breakfast (volunteers for baked goods) • Game night usually held in February • Literacy night: proposed date of March 5th (Dr. Seuss’ birthday) • International Festival – late March tentatively • Skating party – March • April: PTO nominations • Art Night event in spring • Teacher appreciation in May • Walkathon in April/May timeframe • Annual field day and BBQ in June • Thompson send-off party Financial report by Andy Forbes: • Field trips are one of the largest expenses, 8k last year • PTO also funds assembly performers/speakers, garden expenses, 3k towards library books, 2k for 5th grade graduation activities, $200 reimbursement for teacher out of pocket expenses, hardship fund (science camp), playground supplies as necessary, etc., etty cash for Ms. D’amico,1k for art events, Elmo document cameras for classrooms, and other expenses • Picture day as fundraiser for PTO, annual appeal, walkathon, box tops, stop & shop, target, amazon, etc. • Grants Mass Cultural Council – grant funding available • Bake sale on election day OK since school is closed. Approved food list provides guidelines for what food can be served during school day (separate guidelines for lunch program). • Thompson PTO provides $4,800 toward expenses • 9k excess, looking for way to invest it. • Arlington Education Foundation grants Teacher Reimbursement policy amendment: • Betsey shared a topic that was discussed at Hardy school council meeting regarding how to reimburse teachers for smaller classroom expenditures. Teachers typically buy supplies on a regular basis and may not bother to keep and/or submit receipts when they happen to grab something needed in the classroom as they do their personal shopping, for example. Motion made to allow teachers to request reimbursement for up to $20 without receipts if they provide an affidavit hat they spent he money on classroom expenses (and a brief description of expenditures if possible). Motion passed unanimously. Submitting receipts is still encouraged for majority of expenditures. Principal’s report: • Pleased with how everything worked out last year with additional Thompson students and staff. Expects another good year this school year. • Implemented a new “Mystery table” motivational program to promote positive cafeteria behavior – new target behavior each month, this month is to be respectful to lunch staff. • Each grade will have a special community responsibility this year: 5th graders to take care of recycling, 4th graders lost and found alley, 3rd graders will be responsible to organizing cleanup of playground on Monday mornings; 2nd grade will work on keeping tidy hallways and 1st graders and kindergartners will be responsible for caring for the Hardy garden. Next PTO meeting: Tues., Oct. 2nd from 6:30-8:00pm To do items: • Marci offered to call town hall re: replacing trees lost in microburst. • Ms. D’amico to contact DPW to fix depression in playground entrance which gets muds and ice.