Sherwood Charter School Parent Advisory Committee
Board/Committee Meeting
PAC Meeting – January 20, 2022
MINUTES
Location: Sherwood Charter School
23264 SW Main Street, Sherwood, OR 97140
Board Members in attendance: Korrin Fyall (secretary), Tamara Potruch (chair), Roxi 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- 6:31pm by Tamara Potruch
Welcome and Introductions of the board members and coordinators in attendance.
Tamara asked for volunteer to read reads PAC mission and HEART
Korrin Fyall motions to approve the November 18, 2021 Board/Committee Meeting minutes and Roxie Anderson seconds. Motion passes approving the minutes.
NEW BUSINESS & ANNOUNCEMENTS
Puzzle Event Update
We had 78 students sign up for the Puzzle Event. The budget currently is $326.88 and Tamara wants to add $45.98 to the budget for popcorn with puzzle and Thank You and instructions on how to enter the raffle. Tamara also asked if we could add more raffle prizes since we did not hold the fall event. We had budgeted for three events each for $300 for an annual total of $900. We will vote at the next general meeting, February 3rd, to allow us to move money between events (fall, winter, spring) as long as it is under the annual budget amount without additional voting.
Book Fair Update & Changes
Scholastic will not be allowing online book fairs because of staffing issues to be able to fulfill
orders. The representative also stated that Scholastic has had great success with in person book fairs with very little contact tracing having to occur.
Jen discussed with Tamara and the Scholastic representative different ways to hold the book fair. The following are some of the ideas.
Windowless shopping in the large front windows of the church and have the kids fill out a wishlist for the items they want to purchase.
The books would have to all be purchased using Scholastic E-Wallet because we can only process after school hours.
Possibly having carts go room to room was a suggestion of the representative but per Jen this is probably not very feasible for our school.
Ashley inquired why the school could not just have students go through the fair class by class and use the wish list/order form method with an e-wallet. Per Jen the school has told us that due to social distancing rules the space is not large enough.
Korrin did a quick internet search on how other schools were doing this and a car line/ drive thru method was very popular. Jen pointed out this would require good weather and lots of volunteers and we generally have a hard time getting enough volunteers.
Tamara brought up the book fair issue with the School Board at their meeting on Wednesday, January 19th. The school board was surprised that Scholastic has done this but no other real reaction, but from her attendance of the meeting it is very clear that having an in person book fair or a book fair at all is the least of their concerns at the moment. The staff is very stretched noting that Angelia and Cheryl have been spending 60% of their time dealing with COVID related items like quarantine and informing families and keeping on top of contract tracing. This is taking away crucial time from their primary job.
The concession of the PAC Board Members and Committee Members was to push out the date of the book fair. We really feel that we would get a hard no from the school if we ask for the current dates.
Korrin stated that even though a book fair is not happening we could note in our Read-a-Thon that because we are unable to have a book fair we will not be getting the discounted books and additional Scholastic dollars the library relies on; therefore, the fundraiser will be helping to fill this funding gap for the library.
Jen noted we have a book fair scheduled in May, but this is usually the buy one get one we earn from our other two book fairs. Tamara notes that not getting the buy one get one is not the big issue and that families will understand. Jen remembered that the representative told her since we earned one for 2019 that we were not able to hold that they would honor this in the future. She will inquire if we can use it for our spring fair.
Ashley asked if we could use the sanctuary for the spring book fair to allow for social distancing. Jen thought the church might agree to this.
Jen is going to keep brainstorming ideas that we can consider for a later book fair and will email them to board and committee members.
Later in the meeting it was decided we will try for one more book fair in April since May will have both the schools auction fundraiser and teacher appreciation week which will be asking a lot of parents. We currently do not have any fundraisers/events for April.
Teacher & Staff Luncheon
Tamara noted that the last luncheon was the first time that she had dealt with a parent running it that was not one of the board or committee members. The funds raised were a lot lower at $75 which made it hard to use take-out options. Tamara suggested to the parent to do a snack/grab and go set up but the parent did a full meal that was dropped off for the teachers to set up.
Tamara also noted that the parent kept asking the office and working with the office instead of the PAC on the luncheon. She is going to send the board and committee members the email she sent to the parent with the luncheon instructions to see if the communication can be better so this issue does not happen again. We do not want this to be an additional burden for the school.
Jen was working in the library at the last luncheon and observed that Mrs. Buchanan seemed flustered and she was trying to set up for the luncheon. She kept coming back and forth to the fridge for items forgotten. Jen noted that the last luncheon was really hard on the staff. It would be better to have something that could be dropped off.
Tamara states that we need to make it clear that it should be a prepackaged and/or catered meals for the luncheons.
Tamara noted that we do not have rules on our PAC Facebook page. Joy called her and asked for us to remove a post.
The post was posted by an SCS parent who was reaching out to ask for support helping an SCS family having a hard time and Joy saw the post and felt it was too much negative information about the family that might harm the student. There was also a picture. Tamara took down the post and called the parent and said she can repost without the photo and using basic information but the parent felt no one would help if they did not have all the details.
Tamara was asking for suggestions on what our rules should be. One main thought is that parents can post about their own children with names but not other parents.
Roxie was wondering if we could post extracurricular activities that we would not know about going to such a small school. Jen gave the example of the Sherwood Center for the Arts music program and Korrin mentioned recreational sports information.
Tamara will work on something and asks for others to help with the drafting of the rules.
Sidewalk Sign Letters
The sign is up and going again. Tamara notes that we have only two of one letter and many of the letters are yellow. Tamara is going to look into the best letters and hopes to find a place where she is not ordering blindingly.
Printing Fees
Tamara noted that the reimbursements for printing fees she has been receiving this year are fairly high. She tries to do it with coupons but it is hard to ask other parents to take that kind of time to shop for the best printing price. For our budget next year Tamara wants us to try and find some solutions to keep this cost down. One idea she had was to give the schools office a box of paper that we could then use the schools printers/copiers. They have too much going on this year for this to be an option at this time.
Auction - Sherwood Charter School UPDATE
They were looking at having it in May the week after Mother’s Day. This is not money coming to the PAC but going to the school directly. The goal for the funds is to allow the school to pay teachers the same wages as other teachers in the district because they currently have reduced wages due to our 80% state funding. Tamara asked the school if we could get a goal amount to work towards, but has not yet heard back.
Treasurer Report
$16,034 in checking
Roxie got to meet with Dan and got to go over a few things this week.
Roxie asked Korrin what reports she should run monthly. Korrin said Bank Reconciliation, Bank Statement, Profit & Loss Statement, Balance Sheet, Paypal Account Total and Bottle Drop Account Total. Roxie mentioned printing a lot and Korrin stated we can use PDFs and keep it in our google drive with the exception of the bank statement. Roxie was wondering if we could just black out the account number and use the bank statements. Korrin is going to look into this and see what is the best to keep this information secure. Korrin also stated that Roxie and Dan should keep a thumb drive with these PDF copies as back ups.
P.O. Box Renewal Fee per Tamara was up about $50 from last year. She is going to reconfirm the amount with UPS before we make a decision because our budget is only for what we spent last year.
Open for Question / Other New Business
No additional items were discussed.
UPCOMING DATES
Campus Clean-Up Thursdays, 4:00pm
Winter Puzzle Event Current - February 4th
Dining Nights Out (DNO) - Handles’s Ice Cream Thursday, February 10th
Read-a-Thon February 27th through March 2nd
Teacher Staff Luncheon Friday, March 4th
Book Fair March 7th-11th
See’s Candy March TBD
Next PAC General Meeting on (date and time) - February 3rd at 6:30pm via Zoom
Next PAC Board/Committee Meeting on (date and time) - February 17th at 6:30pm via Zoom
Tamara adjourned this meeting at 7:46pm.
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