PAC Meeting Agenda - March 6, 2024

Sherwood Charter School Parent Advisory Committee - Committee Meeting

PAC Meeting – November 18, 2021

MINUTES

Location: Sherwood Charter School 

23264 SW Main Street, Sherwood, OR 97140

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

Committee Members in attendance: Emily Godwin (OBOB coordinator)

Parents in attendance: n/a

Staff in attendance: n/a

CALL TO ORDER- 6:32pm  

Board introduced themselves. Emily Godwin also present.

Daniel Standke motion to approve the Committee Meeting minutes from October 21, 2021 and Jen Crosby seconded. Motion passed.

Jen Crosby motioned to approve the amended May 6, 2020 minutes. Daniel Stanke seconded. Motion passed. 

Treasurer’s Report

Roxie Anderson delivered the Treasurer’s Report:

Chase: 19,785.74

Cash: 30.00

Paypal: 490.54

BottleDrop: 44.10

Update on Quickbooks: We purchased a 12-month subscription to Quickbooks Online Plus (which was later upgraded by Intuit to Advanced) for $75 from TechSoup, which facilitates software purchases at a discount for non-profits. Unfortunately, they failed to mention a technicality of requiring an Online Advanced account for the current/old company and creating a new company which the new subscription will be applied to. The cost of the Online Advanced 1-month subscription was $90, in order to get the $75 subscription. This will not save us money this year, but the future yearly cost of Quickbooks Online should only be $75 per year, saving us money in the long-term.

Oregon Battle of the Books (OBOB) Update

Emily gave an introduction about OBOB. Thursday, Dec. 2 is the deadline for registration. Parent Volunteers are needed. Through the rest of the year, there will be get to know you meetings and reading, and during the next year, more structured “practices.” Books still need to be purchased. Emily and Jen will connect for logistical planning for that. Joy Raboli is our sponsor. At the SCS Board meeting, Karen gave her full support. There were several questions: kids can request teammates, we were too late to register to get grants for books. We do have some books, but most will need to be purchased; Ms. Raboli may know more about ordering books in bulk. The library will provide one set of books per category, which will need to be traded around to other team mates. Some people may be able to get books from the public library, or possibly from classroom libraries. Families can also buy their own copies of the books themselves if they want. Some of the books may be available as e-books from Kindle Unlimited for families that have that subscription (which costs $10 per month).

Spirit Wear Update

Tamara presented the update because Lambie was not able to attend tonight.   We made some decisions to help move things forward.  Reviewing the old form for spirit wear to compare cost.

Youth Polo was $14 now $19

Youth Sweatshirt was $15 now $17

Youth Hooded Pullover was $21 now $22

Youth Hooded Sweatshirt Zip up has stayed $26

Adult Polo was $16 now $17

Adult Lady Polo was $16 now $19

Adult Sweatshirt was $16 to now $15

Hooded Pullover $24 to $22

Hooded Full-Zip Sweatshirt has stayed $30

We decided to go with the higher prices if youth was higher than adult.   The prices decided are as follows:

Youth Polo  $19

Youth Sweatshirt  $17

Youth Hooded Pullover $22

Youth Hooded Sweatshirt Zip $26

Adult Polo was $19

Adult Lady Polo was $19

Adult Sweatshirt was $15

Hooded Pullover $22

Hooded Full-Zip Sweatshirt $30

We will sell any overstock at a discount price in the spring.

Spiritwear will be in backpacks right when they get back, January 6th and going to give 2 weeks and give roughly a 2 week turnaround.  So hopefully get them by February.

Eight grade sweatshirts - update

Eight grade sweatshirts current pricing per vendor is $27.50 without custom name with $39.68 for the custom name. Last year the price was higher at $33 and $37.

We decided to keep it the same as last year which is $37 which includes the custom name and without it is only $33.  Any funds raised goes to the 8th grade graduation.  We need to still get the color the 8th graders want and their signatures for the back.  We already have with the vendor the logo for the front.

Puzzle Community Event

Tamara updated us on the Puzzle Community Event.  She noted that puzzles are very expensive individually so our best course of action is to purchase bundles.  There are bundles that include a 100, 300 and 500 puzzle pack and we can get a 12 set box that brings the cost down to about $2.50 per puzzle.  Could not find small puzzles for kindergarten and 1st grade but since this is supposed to be a family activity the 100 should be doable.

We will put coupons in backpacks on January 6th for kids to have their names and grade written on and returned if they want to participate.  Tamara was wondering about how much participation and per Jen and Korrin it is about 20%, but Roxie pointed out with this being an event at home more might participate.  We can get enough to cover 200 kids and still be within our $300 budget so we feel that event can be done.  

Since the puzzles come in sets we will have to print out pictures and put puzzles in baggies or small pizza size boxes for distribution to the kids.

For everyone who participates they will be entered into a raffle for a set of gifts that we are thinking will be local gift cards like Handles or perhaps an Amazon gift card.

Korrin mentioned we should include a bag of microwave popcorn with the puzzles to make this more of an “at home” community event.  Tamara will see if this can be done once we know how many puzzles will be needed.

Staff Meeting Lunch

The next luncheon is on January 7th and is hosted by the 4th-5th grade families.  We need to do this right after coming back from Thanksgiving break.  Since this is right after we come back from Holiday break in December we need to have funds collected beforehand.  Discussed that Ashley did such a nice job last time and wonders if we should have held some funds.  Korrin pointed out that we organize this but it really is a gift from the parents of those grades so all funds collected should be used towards that luncheon.  Roxie agreed and noted that we will clarify to the staff that these will be different levels each time as they are funded and put together by the parents and not a PAC related activity.

Wilson Ortho Candy Update

Weighed in at 63 lbs and we will get $163 and will come in January.

Wreath Update

Tamara updated us that the pick up is on November 20th and all wreaths have been sold.  No excess to sell.

Sidewalk Sign Update

The sidewalk sign is up and running.  The next time we need to do this we will have to start from scratch.  So it will be $300 to replace the whole system in the future.  Need to keep this in mind for the budget at the end of the year.  Tamara noted that we mostly have yellow letters and that if we get new letters it is $58.67 per Amazon.  We will vote on this next general meeting in January.

Dining Out

Panera Bread sent a thank you with a coupon for a two for one and we will pass it on to the coordinator.  This was not expected and we determined it would be best as a thank you to the coordinator.  Tamara is not certain when we should expect a check from Panera Bread.

Library 

Jen wanted to discuss how to get the library active again at the school.  She wants to purchase a library cart so the kids can have access.  Currently the library has been pushed back because Music needed more room to meet COVID requirements. Then the school needed a place to put excess furniture that had to be removed.  The library is inaccessible for the kids.  In addition the library coordinator is considered by the school as a volunteer and not allowed in the school during school hours.  Jen and the other officers agreed that a limited selection from the cart is better than nothing.  She is trying to determine the best method.  She suggested just in the hallway outside the library but it was pointed out that it probably would interfere with COVID restrictions because of the close quarters.  

Various ideas were discussed; find a central place to have the cart available or perhaps go to the teachers room with the cart and make it available for a day either once per week or every other week or once a month.  Whatever would work best.

Jen also said figuring out how to track which books get checked out is the other issue to maintain a record for book fines.  

Tamara pointed out the importance of getting this up and running before February when we have the Read a Thon.  

Jen said that per the office for the next book fair she might be allowed to do a book reading from the library.  She would post it on social media to at least have a presence before then.  

Tamara suggested that Jen put together a plan and propose it to Mrs. Raboli.  Jen will cc. Tamara on email.  Also it was noted that with the OBOB and Mrs. Raboli being the school sponsor we will need to get those library books out to the kids.

It was noted that the library fund is $3,424.20 at this time and the Read a Thon raises around $2,500.

Thursday Email

Tamara discussed the Thursday email from the School and that the glass is very half full for the One Fund and she is concerned about fundraising fatigue with our Read a Thon coming in February.

She noted per the School Board Meetings that the school is trying to promote more.  That they are working on a marketing campaign.  They need more Google reviews to help bring the school a better presence on the internet.  The school is hiring a person to get more marketing on the internet to get the school's name out there.  Lots of interest for kinder and first grade but not for other areas.

UPCOMING DATES

Campus Clean-Up Thursdays, 4:00pm

MudPuddles Shop for Schools November 15th - 20th

Wreath Pick/Up / Bottle Can Drive November 20th, 10am-12pm

Dining Night Out - Chipotle December 15th

PAC General Meeting *No meeting in December

PAC General Meeting January 6th

PAC Board/Committee Meeting January 20th

Tamara adjourned this meeting at 7:52pm.