Parents’ Association Meting
April 27, 2010
1. Approval of Minutes:
President Helen Probst Mills called the meeting to order at 8:17 with 17 members in attendance. Gena Smith moved that the minutes from the March 30th meeting be approved and Mary B. Later seconded. The minutes were unanimously approved.
2. President’s Report: Helen Probst Mills
Helen thanked all those involved for their hard work on the Tag Sale. It was a very successful event. Helen reported that she and Lindsay had met with Tove Doolittle concerning her upcoming election in the Vice President position and was thrilled with all of the great ideas that Tove had for the PA.
3. Nominating Committee: Roberta King
Roberta King presented the slate of officers for the 2010-2011 school year. They are: President – Lindsay Blackwood, Vice President – Tove Doolittle, Immediate Past President – Helen Probst Mills, Treasurer – Gena Smith, Secretary – Susan Pashley. She moved that they be elected. Karen Samaras seconded and the officers were unanimously elected. Roberta mentioned that the nominating committee is still looking for people to join committees.
4. Treasurer’s Report: Gena Smith
See Attached. Gena expressed her amazement and appreciation at the generosity of the donations that were made to the Tag Sale. She thanked all of the people who worked and wanted to let everyone know how much fun it was. Several members commented on the number of people who attended and that several people mentioned that they look forward to the sale each year making the sale a service to our community. There were not as many large items to be sold as in years past so most of the monies made were on small items. Things were priced reasonably and about 90 percent of what we collected was sold. It appears that we are on budget for this year and Gena requested that if you have expenses to turn in that you do so as soon as possible so she can get them recorded. It will help in planning for next years’ budget.
5. Sponsor a New Family: Mary B. Later
No report. Helen requested that the committee meet with the administration to work out the details of the Ambassador Families. Mary B. responded that she and Tish Edrington were getting together after the PA meeting to go over details for the next year.
6. Sally Foster Gift Wrap: Karen Walker
No report
7. All School Fall Picnic: Elizabeth Sugg
The date if the picnic is Tuesday, August 31st. All of the athletic teams will be at home playing Cape Fear Academy.
8. Tag Sale: Lindsay Blackwood and Helen Probst Mills
Helen thanked Lindsay for all of her work in organizing the sale. She thanked Cornelia for the signs and banners that were put up to advertise the sale. Gena was thanked for all of her hard work and her part in getting the cash boxes ready and taking on the responsibility of opening and closing the school. Helen thanked Lynn Melton for solving the problem of a permit at the last minute and Kathy Taylor for organizing the ad in the newspaper. Special thanks were given to maintenance staff and all the others who worked so hard; Karen Sumaras, Cathy Scarpa, Holly Davis, Pamela Guest, Dell Crumpton, Roberta King, Lisa Kruse, Tish Edrington, Dana Barns, Sandi Anderson, Tove Doolittle and Henrietta Lennew. Lindsay mentioned several things that PA members who worked the sale thought might improve next years’ sale. The first was to change the time of the sale from 8 am to 12 noon. Items would be changed to half price at 10 am and fill a bag would start at 11 am. Someone suggested that workers wear nametags or Spirit Wear or maybe even aprons to make helpers more visible to shoppers. Lindsay said that perhaps we needed to think about changing our presale policy to staff because some were shopping while pricing was still going on. This resulted in some confusion. Lynn suggested that it might be better to have the presale after school so that those staff members who could not get off during the lunchtime presale would be able to attend. We need to have signs created to tell people the time of the sale. Pricing is going to be in 25-cent increments so no change will be needed. Next year we will not accept large computer monitors and we need a guarantee that electronics are in working order. No underwear or stained clothing will be accepted next year. Deborah Henry donated the rolling racks that we have used for several years to the school. More cashiers, and small boxes will be needed next year.
9. Teacher/Staff Appreciation: Deborah Henry and Betsy Saye
Deborah passed around a sample of the notebook that was given to the staff at the spring luncheon. Deborah donated these gifts. She thanked Outback for the food that they donated and especially Bev Miles for being there to help serve. The PA purchased a gift certificate for Bev to Bonefish to make sure she knows how much we appreciate her. Lynn was thanked for the tablecloths and Laurie Rich for the use of the silverware. The PA’s only expenses were plates, napkins, fruit, drinks, bread, dipping oil, chocolate sauce and the rulers, pencils and erasers that were the table decorations. Flowers from Betsy’s garden were used as decorations as well. Deborah wanted to thank Chip Best from Outback for everything and requested that O’Neal parents go online and thank Outback so the corporate office sees how great our local restaurant is. To do this you need to log onto Outback.com. At the bottom of the page click on guest survey and select the second option on the page “no survey invitation but would like to contact Outback with feedback”. On the next screen select that you would like to comment on a specific Outback restaurant in the US and from there select the Outback in Southern Pines and add a thank you. Helen commended Deborah and Betsy for their hard work this year and for being so very far under budget.
10. Hospitality: Cathy Scarpa
No report. A question was raised as to where to take the expenses for the snacks that Cathy purchased for the Tag Sale. It was decided that they would come from the hospitality budget.
11. Parent Education: Lindsay Blackwood
The Middle School Sports Information session will be on May 6 in the Activities Center at 3:30 for parents of rising 7th, 8th and 9th grade parents. Helen requested that the grade parents of these grades please put in a plug with their parents for this event.
12. Spirit Wear: Andrea Burns and Elizabeth Landry (read by Cornelia Morris)
A sample of the shorts that are being sold are being sold was shown to the PA. A small quantity will be ordered to test out the waters and see what the response will be. They are priced at $15 and will come in youth small, medium and large and adult small, medium and large. Some people mentioned that they would love to have a sports chair available. Tove volunteered that she would source the chair out.
13. Ancillary Fundraising: Tish Edrington
No report. Tish will make a one last call for box tops in the Friday newsletters. She will ask Kathy Taylor to send a request in the next information email.
14. Newsletter: Elizabeth Sugg
The next newsletter will focus on the athletic department and the revamping that it is undergoing. The newsletter will come out in mid May. Sponsor a new family will be included. An article on the Medieval Feast will also be included.
15. Lower School Liaison: Lisa Kruse
There will be a 4th grade parent student softball game and cookout on May 6th. The Lower School Musical time has changed to 7:00.
16. Middle School Liaison: Louise Lucas
The 6th grade went to the Durham Bulls game on the 26th. The 5th grade will go to the Symphony on the 5th of May. On the 11th the 6th grade will go to Raleigh to visit the Legislature, History, and Science Museum. There will be an Olympic themed house competition and a Middle School snack day on the 21st of May. The all school Field Day will be on the 19th and the Middle School Awards Day is planned on May 28th at 9. Mr. Tompkins asked that parents read and reread the exam schedule to make sure that they have it down. The Middle School will have a dance on the 14th for 6th, 7th and 8th graders.
17. Upper School Liaison: Holly Davis (Given by Karen Samaras)
National Honor Society induction was held. The Prefects for next year have been selected. Maura Thornton was selected as Head Prefect. The Prom went well with 100% of the seniors participating in the dinner before hand. The Junior Class raised enough funds to pay for the entire Senior Class to attend. Blanche Hancock is meeting with juniors concerning collage applications and sophomores concerning their schedules. The seniors will be recognized at the baseball game on April 27th and the Varsity Challenge between faculty and the baseball team will be on the 30th. Senior AP exams will begin the 1st week in May.
18. Administration Liaison: Lynn Melton
Lynn expressed thanks for the wonderful Teacher/Staff Luncheon and the Tag Sale. The Country Bookshop will have a book sale on April 30th, May 1st, 2nd and 4th. Twenty percent of the proceeds will go to the library. They will have the summer reading lists available.
19. Additional PA Business: Voting on Amendments to the PA Bylaws and Adopting the Appendix A to the PA Bylaws
See Attached. The PA is moving its focus toward a more service-oriented organization. This change requires that changes be made in the PA Bylaws. The Bylaw changes were presented at the March meeting. Appendix A is a document that will be approved each year when the new officers are elected. It will reflect any changes that need to be made in committees and the responsibilities and scope of those committees. Helen reviewed the details of Appendix A. Helen asked that there be a motion to approve the changes in the Bylaws and Appendix A. Tove made the motion and Lisa Kruse seconded. The motion was approved with not objection.
There being no further business the meeting was adjourned at 9:17.