Sherwood Charter School Parent Advisory Committee 

Board/Committee Meeting

PAC Meeting – March 17, 2022

MINUTES

Location: Sherwood Charter School 

23264 SW Main Street, Sherwood, OR 97140

Board Members in attendance: Korrin Fyall (secretary), Tamara Potruch (chair), Roxie Anderson (Treasurer), Dan Standke (co-treasurer), Jen Crosby (co-chair), Ashley Weston (co-secretary), 

Coordinators in attendance: 0

Parents in attendance: n/a

Staff in attendance: n/a

CALL TO ORDER- 6:34pm by Tamara Potruch

Daniel Standke motions to approve the February 17, 2022 Board/Committee Meeting minutes and Jen Crosby seconds. Motion passes approving the minutes.

Read-a-Thon Update/Dollars Raised

Jen Crosby provided Read-a-Thon Update: The last update was around $2,423 per Friday but more have been coming in.  Only about 23 reading logs and we usually get about 100.  Jen heard that the middle school students did not think they were participating.  Without the library being open it makes it hard to promote.  Jen really wants this to be more of a reading event than a fundraiser.  Everyone agreed that not having the library open really made the reading portion difficult.

The funds raised are enough to support one year of the library.  Feel very relieved to know the library is covered for next school year.  Jen noted that the reading logs can still be turned in.  They can be emailed by taking a picture of the log or scanning it.

Jen is wondering since the mask mandate was lifted does that mean the space restrictions were lifted as well.  Right now the library’s space is half what we had previous to COVID to help the music room have the correct distance requirements.  Jen is not certain what it will look like next year were the library will be at the school.

Tamara suggested combining the question about the book fair at the school and how the library will look next year when talking with Ms. Raboli.

See’s Candy Update

The coordinator has six orders so far.  Roxie notest that we budgeted for $300 and so far have raised half at $155.35.  We are not pushing this too much since both the school has been heavily promoting their own fundraisers, the Auction and OnFund.

Spirit Wear Update: Inventory/Staff Sale 

Most of what is in inventory are adult sizes.  Tamara is suggesting we offer to staff for half price for the inventory.  The board agrees since this is sunk costs and we need to get the inventory gone.

Teachers Appreciation Week 

Jen Crosby provided an update: The coordinator Jamie has been very busy and Jen has only had a brief meeting.  Jen is afraid it is a bit overwhelming the amount of work to be done.  After spring break Jen plans to sit down and make a plan with Jamie.  Tamara has only heard back from Pauline from the list of additional volunteers and after spring break will try to reconnect again.

Tamara asked now that everyone has had a chance to review the revised budget should we vote to up the budget for teacher appreciation.  Jen notes this is needed with the large staff increase this year.

Per Jen: Last year $60 for each full-time teacher in gift cards and $30 for part-time and $25 for a district employee.  Last year we went over because there was a staff member we did not account for for budgeting.  

Currently the school has 13 faculty and 8 staff listed on their website.  If we reduce the amount to $50 for each then the total will be $1,050.  Jen thinks that this is not updated and that there is more like 25 faculty and staff in total.

In addition to the gift cards there is usually a theme a day for example last year was a special apple treat, lunch for the staff and balloon and flowers.  Jen thinks and the board agrees that keeping the appreciation going through the whole week is more important than the end of the week gift baskets.  Thinking is to make the gift baskets smaller but the daily items a little bigger.  Currently we have $1,080 in the budget and the suggestion is to increase by $420 to $1,500.

Tamara suggests we will come up with a few scenarios to have approved at the next public meeting on April 7th.

In Person Events: Book Fair, Science Fair and End of Year Picnic

Tamara is going to wait until after spring break to approach the staff about in person events.  She looked into a Science Fair one that OMSI would set up and run for $540.  It has 10 to 12 science tables.  We could event create a few STEAM project tables to add in addition to what OMSI sets up.  The issue is that asking for this might be a big burden for the school.  Tamara is thinking that we will need to table this for next year because approaching them for a number of in-person events will probably not be feasible for the school.  We want to focus on getting the book fair at least on campus and in person.

Korrin suggested that we try to create more community events out in the community.  For example she has seen schools offer discount nights out to Timber games.  Roxie also noted that the Boy Scouts get discounted tickets to the Blazers.  A number of ideas were mentioned from Bullwinkles, Aviation Museum and Langers.

Treasurer Report

Roxie updates 

Chase - $15,976.76 after insurance check has cleared

Paypal - $3,011.52

Bottle Drop - $84.20 plus all the bags of bottles in Roxie’s garage yet to be counted

Future Events

April 11th will be the next one in order to take advantage of the bonus.

April 9th is the School Spring Clean up Projects.  All the bark chips need to be removed by the school families.  Getting the grass prepped and reseeded. 

UPCOMING DATES

See’s Candy Fundraiser March 1-25th

PAC Meeting Thursday, April 7th, 6:30pm

School Spring Clean Up Projects Saturday, April 9th, 9:30am-12:00pm 

Bottle and Can Drive-Drop Off Monday, April 11th, 3:30-4:30pm

DNO: Spaghetti Factory (Take Out Only) April 10th-12th

Next PAC General Meeting - April 7th at 6:30pm via Zoom

Next PAC Board/Committee Meeting - April 21st at 6:30pm via Zoom

Tamara adjourned this meeting at 7:30pm.

 

Sherwood Charter School Parent Advisory Committee

PAC Meeting – March 3, 2022

MINUTES

Location: Zoom

Board Members in attendance:  Tamara Potruch (chair), Roxie Anderson (treasurer), Jen Crosby (co-chair), Ashley Weston (co-secretary), Daniel Standke (co-treasurer), Korrin Fyall (secretary)

Parents in attendance: 3

Staff in attendance: 0

CALL TO ORDER-  6:31pm by Tamara Potruch

Tamara read PAC mission and HEART skills.

Jen Crosby makes a motion to approve the minutes of the February 3, 2022 meeting, and Roxie Anderson seconds.  Motion passes approving the minutes.

Principal’s Corner

Mrs. Raboli was unable to attend.

Teacher Liaison Report

Mrs. Stuckey was unable to attend.

Treasurer’s Report

Chase Bank Account $16,346

Amazon Check from Amazon Smile Program - $62

Bottle Drive Account Balance $73

PayPal Account Balance roughly $1,000

Insurance Renewal cost $370 which is the same it has been for a few years.

Bottle Drop - They are doing another give event starting April 11th and we can earn an additional bonus on all our deposits.  Roxie is going to hold the cans she has to deposit when we can be eligible for the additional bonus.  Will hold another bottle drive at the end of March or first part of April.  Roxie is also going to get a few professional lawn signs to advertise the bottle drop.  She is planning to run a poll on Facebook to see if families like doing the bottle drop off-site during and after carline or would prefer Friday at the school parking lot.  It was noted that the end of March is spring break so we will shoot for the bottle drive on Monday, April 11th.

Paying fees - Paypal and the Pledge Star offer the option to pay the fee.  For Pledge Star it is 7% and for Paypal 2.2%.

UPDATES, NEW BUSINESS & ANNOUNCEMENTS

Read-a-Thon Update

Only on day two and we have $611 to Paypal and $25 pledge in checks for a total of $636.  The highest class as of now is kindergarten.  Seems to be going especially well even with the library not open this year and COVID.

Thank you goes out to our volunteers for dressing up and helping advertise during carline on Wednesday.

Jen is concerned that the teachers are not telling the kids about the read-a-thon and the kids appear to not know, but the carline helped to let kids and families know about the event.

Spirit Wear

The orders are now complete and are being picked up this week.  They are going to be delivered to the office on Monday, March 7th.  After this is completed we will review the inventory we have on hand.  We already know we will have a lot of adult sizes.

Tamara suggested setting a certain dollar amount to set aside for a scholarship for the 8th grade sweatshirt for those families that cannot afford.  Tamara wants to see this written into the budget and we would use surplus funds to fund the scholarship.  Jen pointed out that we have already used the surplus for 8th grade sweatshirts to go towards the 8th grade graduation.  Korrin suggested that next year we put a donation box on the order form so that families can contribute to the scholarship.  Roxie updated us that the surplus for the 8th grade sweatshirts this year was $415.  The surplus was greater than expected because orders were higher and we were able to take advantage of volume discounts.  Instead of voting now Roxie is going in the 2022-2023 budget a line item 8th Grade Sweatshirt Scholarship for $400.

See’s Candy

The online store is up and running.  We will wait until after the Read-a-Thon to start promoting.  Will just do soft promotion because of the large volume of fundraisers occurring between the PAC and SCS.

OBOB

The competitions are starting in March.  Parents said their kids have been excited and this next Friday is the first time they have been able to meet up in person.  The competition between SCS teams to determine who goes to regionals is Friday, March 11th.

Auction

The school audition is up and running.  We should be on the lookout for the SignUpGenius coming soon to our emails.  Going to be seeing more about this next week.  The auction will be a virtual silent online auction.

DNO - Dining Night Out

No DNO for March but we are looking to have them in April and May.  Looking into the Old Spaghetti Factory and Tamara is hoping possibly McDonalds.  Tamara has seen a lot of other schools have a good turn out for McDonalds.

 

Teachers Luncheons

 

Pauline is coordinating the 2nd and 3rd grades teacher luncheon which will be held in the month of April.  They are still following COVID guidelines so gift cards at this time, but with the changes we might be able to have a meal delivered in April.  Ashley noted that there are food allergies to keep in mind with the teachers.  It is best to pick restaurants that have allergy free options.  Ashley, when she coordinated, tried to pull for Sherwood local businesses.  In addition she took the funds she received and divided it by 21 to determine how much each gift card could be.  This can be hard since some luncheons have had lower contributions than others.  But we just need to remember that the staff and teachers are so grateful for anything whether big or small.  Pauline inquired about dressing up the gift cards and Ashley discussed what she did for the last luncheon.  We noted that Pauline will need to get out additional reminders for parents.  Tamara suggested the week of March 14th and a second request on March 29th right after returning from spring break.

 

Teacher Appreciation Planning

 

Tamara asked Jen to reach out to Jamie to see if she is still willing to take the lead on the teacher appreciation week.  There are a couple of support families that signed up as well that Tamara will reach out to.  Tamara inquired with Roxie about the budget for teacher appreciation week.  The budget elected was $1,180 and $1,020 is available after being adjusted for our monthly appreciation.  Jen noted that we talked about the classes participating for donations for a gift basket.  Jen was wondering if that would just be too much for families and Tamara and the other PAC members agreed.  In the past the PAC had a coordinator and some volunteers who took care of the whole appreciation.  Jen suggested upping the amount again in order to cover this cost.  Last year every full staff and part-time safety received gifts with part-time staff having a slightly reduced gift amount.  In addition there is a district employee that gets a small gift as well, last year was a $25 gift card.  Due to the higher number of staff this year it was agreed it would cost more.

 

Tamara will inquire with the school about the teachers wishlists.  We want to give something that helps the teachers and shows our appreciation.  In addition we have to be thinking about saving some of our funds for the end of the year gift to the school.

 

End of Year Gift to SCS: Other PTOs have given cash to help with bonuses for teachers, but it was noted that in most past years we did not have enough money to spread to each class in that way.  We usually pick something the whole school can benefit from like the cameras for the security system.

 

Community Activities/Event for the Spring

 

Tamara notes that we still need ideas for our community activities.

 

Jen noted that since everything is beginning to open up and the mask mandate is to be lifted, we will need to see how this changes our possibilities.  In addition, asking the school about volunteers and if the library will open this year.

 

 

UPCOMING DATES

DNO - Dining Night Out None for March

Read-a-Thon March 2nd-14th

See’s Candy Fundraiser March 14th-25th

PAC Meeting April 7th, 6:30pm

Next PAC General Meeting on April 7th at 6:30pm on Zoom.

Tamara adjourned this meeting at 7:40pm.