Woodgrove High School PTSO
Date: July 12, 2011
Place: Purcellville Library, Robey Meeting Room
Meeting called to order by: Ian Kobler, President
Approval of Minutes
No minutes were presented.
President: Ian Kobler
Ian received a letter of resignation from Lisa Hale for the 2011-12 Secretary position, thus creating two vacant positions – Secretary and Treasurer. Ian confirmed that the General Board has to appoint any vacant positions, not the Executive Board as previously discussed. A motion was made to fill the vacant Treasurer position with Lisa Hale; the motion passed. Another motion was made to fill the vacant Secretary position with Adrienne Lyne; the motion passed.
The audit of the 2010-11 books has not been completed yet. After review of the bylaws, it was discovered that the books could be audited by an auditor or a three member audit committee. They have three parents who agreed to do the audit, now just waiting for the results. This is critical as the bylaws state that this is supposed to be done within three weeks of the end of school. Also, new year starts 7/1, however, we cannot open this year’s (2011-12) books until the audit is complete. Which also means that the Executive Board members cannot pay their dues until this is complete. Once the audit is complete, then the signature cards can be updated as well.
Ian proposed that we publish a summer edition of the Woodgrove Weekly. This will hopefully get more people involved and get the PTSO’s name out there further this year. There was a discussion about how to encourage students to sign-up for the Woodgrove Weekly. We determined that as long as the students are thirteen or older, they can sign-up without parental consent. The content and layout of the newsletter needs to be reviewed and probably streamlined so that more students, and parents, will use it.
Ian has started corresponding with Kaplan about plans for this year. Anthony will be taking the lead on this and work on getting the schedule. Kaplan would like to host a class at the school this year. Some concerns last year were around the custodial fees. However, Rick said if the class is held on a day when the school is already open, then additional custodian fees could be avoided.
Ian is still working with the Ruritans on parking cars in October. Last year, the fundraising effort was split between Valley and Woodgrove, this year the Ruritans wants to only partner with Woodgrove since they are in Waterford, and their kids attend Woodgrove. Discussion was held on how to solicit for more student and parent volunteers. Rick suggested contacting the National Honor Society to help solicit for volunteers.
Tia Brierton was going to continue to work with Joy Cobb (Mountainview ES) on the nature trail and outdoor classrooms, however, she has reconsidered, so now we need to solicit for a volunteer to work on this. Ideas are still needed for contribution efforts and fundraising. Dane received a grant for some of his work, but waiting on the sign-off from the Town Hall to get started.
Ian mentioned that he will research other fundraising opportunities from companies like JP Morgan, and insurance companies (some tend to donate money if the school hosts after-parties to keep kids off the road).
2nd VP: Anthony Benthall
No additional report. Anthony will continue working with Kaplan for the 2011-2012 school year.
Treasurer: Lisa Hale
Secretary: Adrienne Lyne
Hospitality: Stephanie Caines
Volunteers are needed for the teacher “Welcome Back” breakfast on 8/17 as well as for student orientation on 8/25. We would like to provide lunch again for the students on orientation day, either pizza or hot dogs. Need volunteers to help setup and serve the students.
Also need volunteers to put together the Welcome packets that are given out on the 1st day of school. Target date is 8/22 for packets to be done, but this depends on when the county sends all the information needed to include in the packets.
Ian reported that Jennifer Blossom would be willing to chair the Membership Committee again if there are no other volunteers. There is an urgent need to fill this position as the membership activities need to start now. Chris Vann is willing to help in the interim.
Woodgrove Weekly will continue to be the primary source of communication. The committee should plan on attending big events and have a table setup with a laptop so people can sign-up on the spot. This should start on student orientation so both students and parents can sign-up.
Fundraising: Jen Kobler
Jan reported that the discount cards were a success and she has had some momentum from people wanting to renew for this year, therefore, we will continue this program.
Ian reported the fundraising amounts reported by Karen Barattino for the school rewards programs through Target, Bloom, Safeway and Giant. Originally Karen made a recommendation to not continue the program with Target and Safeway, but after Karen received the final dollar amount from Target, she believes we should continue with Target. Karen mentioned to Ian that she may be too busy to continue to lead the school rewards program, so we may need to look for a replacement. Karen also is checking to confirm that all the checks have been received from the participating stores.
Volunteer: Chris Vann
No report. (Chris did note that last year was very successful in that whenever volunteers were needed for anything, people showed up!)
Barbara Petzen is working on transferring all e-mail address from previous board members for the Gmail PTO account.
A suggestion was made to update the PTSO page on the Woodgrove website to highlight what was done last year and what the plans are for this year. Also changes to the Woodgrove Weekly were suggested to encourage more readers and student participation.
A discussion was held about placing a Connect call to all parents to remind them to sign-up for the Woodgrove Weekly and direct them to the PTSO webpage to encourage early sign-up. However, due to the books not being completed for the 2010-11 school year, we cannot accept payment of dues yet. We would also like to move the link for the PTSO up to the Woodgrove home page, however, we need to wait until the PTSO webpage has been updated first.
Principal’s Report: Rick Gauriloff
Meeting adjourned at: 8:12 pm
Minutes compiled by: Adrienne Lyne, Secretary