SES PTO November Meeting Minutes
Public PTO Meeting Minutes
Date: November 18, 2025
Time: 6:30 pm
Quick recap
The PTO meeting covered updates on upcoming events and merchandise, including the Sip and Shop event and ASP session scheduling. The group discussed logistics for managing donations and inventory, considering a drive-by donation system and coordinating with Big Blue Bargains for pickup. The conversation ended with plans for the holiday fair, including donation needs, volunteer sign-ups, and discussions about various fundraising activities and their financial outcomes.
Summary
Event Updates and Merchandise Planning
The meeting covered updates on upcoming events and merchandise. Sarah confirmed the meeting dates for January, February, and March, and discussed the order of merchandise, including Croc charms and scrunchies, for the Sip and Shop event. They addressed space concerns for the 4th grade raffle at the event and decided to use a box with a strap for storage.
Donation Management and Logistics Plan
Sarah and her colleagues discussed logistics for managing donations and inventory, including coordinating with Big Blue Bargains for donation pickup and sorting. They considered implementing a drive-by donation system where people could leave items outside for collection, limiting donations to two bags per family to prevent excessive junk donations. The group planned to schedule a Saturday morning drop-off event and discussed having an emergency inventory order ready by December 1st if needed, with Allison having items already saved in her cart for potential purchase.
PTO and Sip and Shop Updates
The meeting began with introductions and technical setup, followed by the announcement of upcoming PTO meeting dates for January 12th, February 10th, and March 9th. The group discussed the Sip and Shop event scheduled for December 2nd, and a small batch of merchandise was ordered, including Croc charms and scrunchies, with plans for a larger merchandise offering in the spring.
School Initiatives and Fundraising Updates
Sarah provided updates on several school initiatives. She discussed the collection of indoor recess kits to support students when outdoor play is not possible due to cold weather. Jess also shared plans for a wooden sign to be installed at the school, which would serve as a gift and enhancement to the school's appearance. The PTO is considering this project for around $2,000, and Sarah will reach out to Lori and others for input. Additionally, Jess mentioned the success of the 4th-grade fundraising efforts, including events like the Turkey Trot and raffle, and requested volunteers to help sell raffle tickets at the Powderpuff game. She also provided details about the upcoming Winter Fair, scheduled for December 9-12, and requested donations of gently used items for students to purchase as gifts for family members.
Holiday Fair Fundraising Discussion
Jess discussed the upcoming holiday fair, including donation needs, volunteer sign-ups, and activities for children. She emphasized the importance of using sensitive language when helping children shop for gifts. The group also discussed the Sip and Shop event and the wine raffle fundraiser. Matt expressed concerns about the wine raffle's timing and effectiveness, suggesting it may be too overwhelming for parents. The group considered alternative fundraising ideas, such as summer events or community raffles. They ultimately decided to table the wine raffle for the year to focus on existing commitments.
Financial Planning and Fundraising Updates
The meeting discussed the financial status and future plans of the organization. Sarah and others agreed to table a 4th-grade fundraiser for a year and explored ideas for supporting scholarships. The treasury report showed they are on budget with $93,000 in the bank, though some funds are spoken for. The book fair was praised for its smooth execution, with Katie receiving credit for her leadership. The turkey trot fundraiser raised over $17,000, with 277 kids participating and 22 parents volunteering. The group also discussed potential future events and the need to be conservative with spending while awaiting the results of the upcoming fun run fundraiser.
Fundraising Events and Strategy Review
The group discussed fundraising activities, particularly the Fun Run and Turkey Trot events, with concerns raised about the physical demands placed on young children. Kate Curtis proposed taking over the Fun Run to expand beyond running activities, while Katherine and Jess shared that they had entered a new contract with a lower fee structure and reduced classroom presence. The group noted positive results from a recent Halloween fundraising email that raised $1,000, which was used to provide Market Basket gift cards for families in need of SNAP benefits.
Holiday Fair Donation Drive
Alison discussed the holiday fair preparations, including the need for volunteers to help sort and organize donations at Clark. She mentioned that a classroom is available for staging and sorting items, and donations can be dropped off at Big Blue Bargains. Rachel T. confirmed that the room would be available for donations starting December 1st, as the book fair has ended. Sarah encouraged everyone to spread the word about volunteering and donating, and mentioned that parents can bring items with their children to school on Fridays.
