SES PTO October Meeting Minutes
Quick recap
The PTO meeting covered various organizational updates and upcoming events, including discussions about meeting schedules, financial matters, and fundraising initiatives. The group addressed several operational topics such as classroom needs, teacher support programs, and communication channels, while also reviewing plans for events like Fall Fest, Turkey Trot, and various seasonal activities. The conversation ended with administrative matters regarding the PTO's structure and communication protocols, emphasizing the importance of clear communication through official channels.
Next steps
All parents to drop off indoor recess kit donations to the school.
PTO to send out "know before you go" information to Fall Fest volunteers on Thursday.
Parents to volunteer for Fall Fest activities between 4-5pm and 5-6pm slots.
4th Grade Committee to meet via Zoom on October 22nd at 7pm.
Katie Cirilli to send out Book Fair e-wallet link and Sign Up Genius link after Fall Fest.
Parents to create their child's e-wallet for the Book Fair as soon as they receive the link.
ASP instructors to reach out to parents about dismissal plans.
Parents to respond promptly to ASP instructors about dismissal plans.
Katie Cirilli to continue collecting teachers' favorite things and Amazon wishlists.
PTO to find a way to compile and share teachers' Amazon wishlists in accessible locations.
Summary
School PTO Meeting Overview
The meeting began with technical setup and introductions, where Jake expressed concerns about school facilities and requested more introductions among participants. SES confirmed this was a full school PTO meeting involving parents and teachers, including Ivy Horgan as the vice principal. The agenda was discussed, though the specific details were unclear to Jake, who requested clarification about the scope of the meeting.
PTO Meeting Schedule Updates
The PTO meeting discussed future meeting dates, with November 18th confirmed as a Tuesday meeting and plans for a daytime December meeting. Lori confirmed that night meetings are now flexible due to having a night custodian, and the PTO will send out the complete schedule of dates. Sarah Wilson, the PTO clerk, reminded attendees about syncing the Parent Square calendar on phones, and Lori agreed to add PTO meetings to the school calendar. Jake raised concerns about calendar access for divorced parents in remote locations, and the school agreed to address this issue.
PTO Updates: Events and Merchandise
The PTO discussed several topics including room parents, a car wash event, and merchandise planning. Katie Cirilli, VP of the Upper School, provided updates on Halloween parties and indoor recess needs. The group agreed to explore options for merchandise, with Jake offering to help and suggesting a mix of print-on-demand and inventory options. They also discussed collecting items for indoor recess kits, with a focus on board games, LEGO sets, and coloring books. The PTO encouraged parents to contribute gently used items or purchase new ones to support these initiatives.
PTO Fall Events Planning Meeting
The PTO discussed two upcoming events: Fall Fest and Turkey Trot. For Fall Fest on Saturday the 18th, they have 25-30 cars confirmed and are still seeking 4-5 more volunteers for 3-6pm shifts, with an FAQ going out to attendees on Friday and donation instructions for candy, pretzels, popcorn, and Cheez-Its. The Turkey Trot fundraising event on November 15th will feature a student race at Upper Jackson track with a turkey costume chase, an adult race, and potential DJ, with t-shirt design submissions due October 31st.
PTO Events and Programs Update
The PTO discussed upcoming events including the Winter Fair (December 9-12), Sip and Shop (December 2), and the Book Fair (November 3-14). The 4th grade committee was formed with Heather leading, and a Zoom meeting was scheduled for October 22nd at 7pm to discuss fundraising and field trip planning. ASP programs began October 20th, with specific pickup procedures and late penalties in place, while the book fair will require parents to create e-wallets for payments and sign up for volunteer slots through a Sign Up Genius link.
Financial Planning and Fundraising Updates
The meeting discussed financial updates, including the current cash position of $34,000 and an ASP account with $60,000, which will be mostly paid out to instructors. Judy explained the fundraising target of $84,000, with expected expenses of $65,000, aiming for a net of $20,000, and highlighted the need for a buffer to cover unexpected requests from the school. The group also discussed a request for LegiLiner rolling stamps, costing $671, and noted that teachers who requested them might not receive PTO reimbursement. Katie is collecting teacher preferences, including Amazon wishlists, to better support the school.
PTO Initiatives and Teacher Support
The PTO discussed several topics, including the distribution of classroom wish lists and QR codes, which they plan to share through ParentSquare and at conferences. They approved funding for refillable handwriting practice sheets, which teachers requested for their students. The group also considered implementing monthly teacher spotlights to help parents get to know specialty teachers better, and discussed the school's house system incentive program.
PTO Communication and Structure Update
The PTO meeting discussed the current structure of the organization, including the number of teachers and students per house, which is set at 7 teachers and 120-125 students per house. Jess, co-president with Catherine, expressed appreciation for the hard work of all members and emphasized the importance of communication through Parent Square and other official channels. The meeting also addressed the need to clarify that the "Swamp's Not Parents" Facebook page is not run by the PTO, and encouraged parents to email or call the PTO directly with questions. The conversation ended with a reminder about the various communication channels available, including Instagram and Facebook pages, and a note about the PTO's email monitoring schedule.
Chat From the Meeting:
{f 7}{b}Yesterday, 6:17 PM{/b} - meeting started{/f}
Messages sent during the meeting will be visible to all meeting participants
{f 7}{b}Yesterday, 6:18 PM{/b} - meeting ended: 1 m{/f}
{f 7}{b}Yesterday, 6:27 PM{/b} - meeting started{/f}
Messages sent during the meeting will be visible to all meeting participants
Anna Shvarts Yesterday, 6:33 PM
Hi! I am also waiting for the host.
The message was contradicting. 6:30 or 7 pm
ihorgan Yesterday, 6:53 PM
Thank you for joining the meeting! Please mute to prevent background noise.
If you have questions feel free to chat them here and we do our best to answer
SES Yesterday, 7:02 PM
https://docs.google.com/document/d/1JJNSavCh0chUQyiRfJpxs2tZHYIUkrw3/edit?usp=sharing&ouid=111732261887692521931&rtpof=true&sd=true
Agenda here
www.swamscottelementaryschoolpto.org
ihorgan Yesterday, 7:07 PM
Swampscottelementaryschoolpto.org
Jaclyn Wilson Yesterday, 7:11 PM
I can help with with putting together a sale of items.
ihorgan Yesterday, 7:12 PM
That would be great!
Jaclyn Wilson Yesterday, 7:18 PM
Has the NJHS been reached out to for helpers?
ihorgan Yesterday, 7:18 PM
Yes they have been
ihorgan Yesterday, 7:18 PM
We could use more Candy donations !
Christina Kotsakis Yesterday, 7:18 PM
I signed up for snacks, but I can purchase candy
lsanborn Yesterday, 7:19 PM
Candy donations green door
lsanborn Yesterday, 7:19 PM
Thank you to everyone who has donated or plans to
Scott and Mary-Stuart Yesterday, 7:24 PM
Turkey Trot sounds awesome and fun!
ihorgan Yesterday, 7:36 PM
LegiLiner
https://www.legiliner.com/?srsltid=AfmBOoqTI88ysVn7u82UKK3F5y5JHpsv5Ca9dZk2eBDj1YJ38rOSm9cR
Anna Shvarts Yesterday, 7:45 PM
Would text be appropriate?
Anna Shvarts Yesterday, 7:45 PM
I feel like I am missing on all the important things because I miss the email/parent square message 🫣
Thank you all for everything you do! 🙌🏼🙏🏼
Jaclyn Wilson Yesterday, 7:47 PM
Are we recorded the zoom? Would sharing it out be beneficial?
SES Yesterday, 7:48 PM
We didn’t but great note for the future!!
{f 7}{b}Yesterday, 7:48 PM{/b} - meeting ended: 1 h 20 m{/f}
