PAC Meeting Agenda - March 6, 2024

Sherwood Charter School Parent Advisory Committee - Committee Meeting

PAC Meeting – October 21, 2021

MINUTES

Location: Sherwood Charter School 

23264 SW Main Street, Sherwood, OR 97140

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

Committee Members in attendance: Tara (wreath fundraiser and dining out)

Parents in attendance: n/a

Staff in attendance: n/a

CALL TO ORDER- 6:32pm  

Daniel Standke motion to approve the Committee Meeting minutes from September 27, 2021 and Ashley Weston seconded.

Book Fair update

A little bit above $1,000 and it is almost double what we did online last year.  If the fair was in person it is 40% but the 25% is for online.  There has been an issue with the online book fair where books are going out of stock.  Tamara is wondering if we only get a certain number just like if we were in person. 

Tamara is following the school Mary Woodward that had an in person book fair to see what options we might have for future in person book fairs.  Tamara noted that this book fair encouraged the e-wallet and kids shopped during recess.  The other procedure was a parent only time and kid only time.

Summer Reading Program

They only had eight participants and we allocated $600 but the school did not end up using it.

Wreath Update

Due to the issues with getting the wreaths it is recommended we have Farmington Gardens deliver.  They can deliver the wreaths on Saturday, November 20th by 9am.  This will be a $60 delivery fee and the officers noted that this is considered a cost of the fundraiser and does not need to have an additional approval for the delivery fee. 

Tamara went over the notes Jen provided from her coordinating the wreaths last year.  Jen noted that during the pick up to let the parents helping know to wear gloves and to wear clothing you do not care about because sap will get on their clothing.  Also noted that it took a good solid hour to sort.  In addition, it is recommended to have the orders not fully alphabetized but to do so in groupings like “A-D”, “E-G”, etc.

Tamara updated the email to let parents know that we will accept PayPal, but that the order form still needs to be turned into the office.  PayPal sends confirmation emails to our PAC gmail account when we have received funds.  Roxie recommended making a folder in our email to drop all those confirmation emails into to make it easier to find the emails and tie to orders.  

Dining Out Update

For Mods we earned $118 and will take 4 to 6 weeks to receive the check.  This next Thursday is Panera can order online anytime during the day and in person is 4pm to 8pm.  November will be Red Robin and December Chipotle

School Board Meeting Update

Tamara attended the last school board meeting and provided the following update.

• Approved the budget to add an Aid to help Kindergarten and 1st grade.  It would only be temporary this year. 

• Added 10 new students this month.  

• Had a new tent which is being rented for $200 a month and had an additional $800 set up fee.

• The carline app is only available on Apple so the school had to purchase Apple minis for the staff that did not already have an Apple phone.

• State testing results were a throw away and it is so skewed because for example only one 5th grader did the testing.

• Ms. Raboli noted that the students are doing well in English, reading and writing but are the most behind in math due to the distance learning and loss of school time due to COVID-19.

• Tamara was surprised to learn that the school has their own teachers appreciation fund that they have been already dipping into like us to do more appreciation during the year.

Spirit Wear Update

We have a coordinator and we have been set up with our vendor from last year.  They are no longer local and now there are going to be shipping costs.  We assume the overall costs will be higher due to COVID.

Krista wanted us to reach out to get the 8th grade sweatshirts started.    

Tamara said there is no purchase minimum and was wondering if we really wanted to keep a back stock.  Roxie pointed out that was something we tried right before COVID and did not go over that well.  We traditionally only order what was needed/ordered by parents.  Fill as needed.  In previous years the order was always held to meet minimums but now we do not need to do this but larger orders will have cost reduction.

Lambi (she has a first grader) is the coordinator for this year.

Candy Buy-Back

Wilson Ortho is doing the Candy Buy Back program.  We got the posters out and the school is posting up.  Tamara has a cute monster feed box for the candy to have the kids participate more.  She asked the school if we could have one set up during carline, but the idea was not approved by the school as there is too much going on to get the kids in the classrooms on time.  Roxie had the idea to have it near the gym might be an idea since all the kids have gym during the week. She also suggested it could be combined with the Bottle Can Drive. 

Bottle Can Drives

Bottle Drop is running a holiday promotion that increases the amount we received for those bottles and cans turned in between November 15th and December 1st.  Roxie is trying to get a Bottle Can Drive right before so that she can turn in during this time frame.  Discussed if doing it on campus on Friday or a school day would be better.  If a school day has to be off-sight.  Roxie has used her house in the past.  One suggestion was on a Thursday and do it in the Park and Ride Parking Lot.  But Roxie would only have an hour window, but with her house it could be out all day.  Tara suggested having a collection also during the Wreath pick up. We all agreed that Roxie should do what is easiest for her.

Reader Board

Tamara wants to determine what we are going to approve or take to vote for the reader board.  It was discussed and the consensus was that we do not have a strong idea of where to mount the electronic reader and the reader could only last a short time.  Overall the A-frame we have is more flexible and only needs the board replaced.  This cost is under the amount that needs to go to vote.  Discussed if we should get new letters but determined the current letters are fine.  We decided to purchase the new board for our reader board at the $80 cost.  

Teacher Luncheon

Hosting it is grade 6th through 8th.  This will be their first staff meeting of the year.  Ashley will be the parent collecting and purchasing the gift cards.  Roxie and Korrin gave Ashley pointers on when they previously were the parent in charge of this event.  Tamara noted that it is on Friday, November 5th and that there are 20 staff members.  Roxie noted that she should work with Mrs. Peterka to get out the emails to teachers.  Ashley was thinking of doing just FatMilo gift cards.  Then it was discussed that we could just have the staff order their lunches knowing they each had say a $20 limit and then the parent will directly pay FatMilo.  Ashley will contact FatMilo to see what plan will work the best. .

Trash Pick Up

Daniel Standke said that he and his family picked up the trash this week and there was a lot of trash.  A lot of food under the tables and that families need to know to bring their own bags and gloves and possibly tongs.  Daniel also noted that the Sign-Up Genius did not send out a reminder so we need to check the settings to ensure it does in the future.  Daniel said the trash was mostly in the tent and island/playground area.  

The officer and committee members noted that this seems to be a lot more than what we were originally asked to do.  Korrin asked why the janitorial staff was not taking care of the outside tent section.  That it is not great to have food sitting around on the ground until Thursday, that it can attract vermin and insects.  Also her daughter has noted it smells inside.  Tamara said she would mention this to the school and get better clarification on what is expected.   We all felt this was pushing the parent volunteering further than necessary.

Treasurer Report

• Checking has 13,287 in Chase.  

• Library fund has $3,544.

• Bottle Drop account has $593.10.  Roxie plans to have a check issued and deposited soon.

• QuickBooks was approved for $12.00 a month per the budget. Roxie found out that this was a promotional rate and now we are being charged $25.00 a month.  This is going to double our cost to increase our budget by about $156 dollars.  We will need to bring this up at the next general meeting and approve staying with online Quickbooks at this higher rate.  Was some discussion about maybe doing just the stand alone version but the flexibility of the online is what sold us originally.  

• Tamara wants us to figure out how much of the $593.10 of the Bottle Drop account is from collections prior to June 30, 2021 so we can have a clear picture of how much this fundraiser earns us during the 2021-2022 year.

• Discussed when the new Chair can get on the checking account and Roxie is going to contact Chase to determine if the annual report update is visible so we can add Tamara to the account.

UPCOMING DATES

Campus Clean-Up Thursdays, 4:00pm

Scholastic Book Fair (online only) October 10th to 23rd 

Wreath Fundraiser October 7th to November 4th

Pumpkin Carving Contest October 25th to 31st

Dining Night Out - Panera Bread October 28

Wilson Orthodontics Candy Buy-Back Due November 13, 2021

Next PAC General Meeting on (date and time) - November 4th at 6:30pm via Zoom

Next PAC Committee Meeting on (date and time) November 18th at 6:30pm via Zoom

Tamara adjourned this meeting at 7:34pm.