January

JANUARY MEETING MINUTES

MOUNT SCOTT ELEMENTARY PTO

LOCATION: MOUNT SCOTT ELEMENTARY LIBRARY

DATE: January 11, 2024

TIME: 6:30 pm

ATTENDANCE: 

IN-PERSON: Tracey Kebede-Berhanu, Jesus Cruz, Karen Ricoy, Rachel Wullbrandt, Casey Killinger, Jeremy Black, Tasha Cruz and Jeff Green

VIRTUAL: Melissa Pfaff and Rob Michaud

Meeting called to order by Jesus Cruz at 6:35 pm.

Approval of Minutes:

November 2023 meeting minutes were reviewed and approved.

Old Business:

1. November Conferences – Olive Garden Dinner:

   1. Presented by Tracey Kebede-Berhanu 

   2. Tracey Kebede-Berhanu wanted to get teacher feedback on the dinner. Melissa Pfaff stated that the food was delicious and that there was plenty of food. The teachers were even able to have it the next day. Rob Michaud also noted that he tickled pink about the dinner but agreed with Melissa Pfaff that there was maybe too much food. Tracey Kebede-Berhanu stated that they will keep that in mind for next year

2. Recess equipment: 

   1. Presented by Tracey Kebede-Berhanu

   2. Tracey Kebede-Berhanu wanted to notify the group that the request from Adrienne Corso for PTO to fund the purchase of extra recess equipment (tetherball and spike ball) has been fulfilled and completed 

3. Teacher Liaison Role:

   1. Both teacher liaison roles have been filled by Amy Pederson (Kindergarten) and Melissa Pfaff (1st grade)

Board Position Reports:

1. President – Tracey Kebede-Berhanu: Nothing to report

2. VP – Jesus Cruz: Nothing to report

3. Treasurer – Casey Killinger: 

   1. Casey Killinger reported that Big Splash is coming up. PTO is sitting pretty healthy so far. Eagle Run was a really big success. Teachers are starting to cash in on their stipends. We have OMSI night coming up. Big Splash is already paid for. Tracey Kebede-Berhanu asked the teachers present if they would like to know how much money they have left of their stipend. Melissa Pfaff stated that she does not think that PTO time should be spent on this topic but would like to receive written communication at a later time. Casey Killinger stated that the goal is to have the communication out to the teachers by the end of the month

4. Secretary – Sarah Baker: Nothing to report

5. Volunteer Coordinator – Lex Black: Nothing to report

6. PR – Karen Ricoy and Bianca Vuittonet: 

   1. Karen Ricoy stated that there is nothing much to report just posting stuff. Casey Killinger stated that PR is doing a great job and the posts are so catchy. Casey Killinger asked if PTO is getting any new followers or if anyone else is joining? Tasha Cruz stated that Bianca Vuittonet did an awesome job on the newsletter. Tasha Cruz also mentioned that the events are what people come to. Casey Killinger asked what if we add hashtags to all the events which will force people to follow us. This will also allow us to repost pictures and use in our yearbook. Tracey Kebede-Berhanu asked Melissa Pfaff if she liked the idea of adding this request to the glow party. Melissa Pfaff stated that she did like the idea but requested help with making the sign. Tracey Kebede-Berhanu stated that the sign should be placed by the photo booth. Karen Ricoy stated the we could have a generic sign with #MOUNTSCOTT2024 that could be used at all of the events that year. Tracey Kebede-Berhanu gave praise to Bianca Vuittonet on the newsletter. Jeremy Black stated that you can also add the hashtags to Facebook as well

7. IT – Jeremy Black:

   1. Jeremy Black reported that everything is humming along just fine. Jeremy Black stated that he and Karen Ricoy are taking over the webpage stuff. Karen Ricoy is working more with Donnie on the look and design of the webpage. Jeremy is on stand-by for any technical assistance. Karen Ricoy presented the new design to the group. The group stated the home page looks really nice

8. Teacher Liaisons – Melissa Pfaff and Amy Pederson: Nothing to report

Committee Reports:

1. Glow Dance Party

   1. Date: January 19, 2024 6 – 8 pm

   2. Chair: Melissa Pfaff

   3. Melissa Pfaff stated that she has a really great committee: Margot Peek, Sarah Baker, Khristina Powell, Emily Keller and Lindsey Kerski. All members were at the party last year and brought some good ideas for this year’s party. The committee plans to light up the outside of the school to make it feel very special. The committee members will be called the “glow squad” and wear some designated vests so that people will know who is in charge. Melissa Pfaff expressed that she is excited for the DJ that was highly recommended by Scouters and Cannady Elementary. Set-up will be similar to last year except for the face paint station. Sarah Baker will make four face paint options that kids can pick from. Hopefully, the face paint will not be all about the cheeks but more dot themed with glow in the dark paint. We will do tattoos this year that was recommended by Lex Black. There are 10 NHS students that will volunteer. Melissa Pfaff also stated a staff member’s daughter will also volunteer. Melissa Pfaff stated that the committee needs help with set-up and clean-up. Jesus Cruz stated that he will be available to help shortly after school gets out. He also asked about the vision of the lighting outside. Melissa Pfaff stated that the committee found an outside plug and the team will be doing some projection lights and lights that are staked in the bark dust. This will make it a little bit more inviting on the outside. Melissa Pfaff asked the group if anyone would be able to help. Several individuals from the meeting volunteered to help. Tracey Kebede-Berhanu stated that older kids are excited to help. A question was asked about face painting because last year was very chaotic and congested because there was not a clear line. Melissa Pfaff stated that the face painting station is going to be in a different location. There will only be few face paint options for the students to choose from dots or lines. There will be a designated line with the flags from field day. The NHS students will be the ones painting faces. There was a question about extension cords. Melissa Pfaff stated that the committee members in charge of the area will bring their own cords

2. OMSI Night:

   1. Date: January 30, 2024 6 – 8 pm

   2. Chair: Tracey Kebede-Berhanu

   3. Tracey Kebede-Berhanu stated the event is on and is paid for. The PR team is creating a flyer and will post with the information. Tracey Kebede-Berhanu asked if Melissa Pfaff or Jeff Green could relay to the teachers and staff that everyone is welcome and to please bring their families. She mentioned that this might be a good event for teachers to meet their quota for their stipend. Jesus Cruz asked if there are designated parking lots. Tracey Kebede-Berhanu will ask and add this information to the flyer

3. Community Sale:

   1. Date: February 10, 2024 9 am – 4 pm

   2. Chair: Rachel Wullbrandt

   3. Rachel Wullbrandt asked if a flyer for the community sale could be put on the doors for the glow party and OMSI night. Tasha Cruz stated that if the flyer is put on a sandwich board outside of OMSI that it would be a great way to advertise. Jeremy Black asked if the flyer could be put on the tv screen at the front entrance. Rachel Wullbrandt will reach out to Kelsey Bennett for assistance with adding the community sale information to the tv screen. Rachel Wullbrandt reported that there are 25 vendors. There is space in the gym for 50 vendors. A lot of the vendors are crafters or people with businesses. There are not a lot of rummage type vendors. Rachel Wullbrandt thinks that the rummage vendors will probably sign up later towards the deadline of February 2nd. A coffee cart is coming and a food truck with burgers. There is a lady that is making kettle corn popcorn. Rachel Wullbrandt told the kettle corn vendor that she can be on the blacktop or at the front entrance. The coffee cart vendor asked if we had a 50-amp outlet. Jesus Cruz stated that he doubted if the school has one. Jesus Cruz recommended that coffee cart vendor bring their own power source. Rachel Wullbrandt asked Jeff Green if adults and children could share the bathrooms located at the end of the hall by the blacktop. Jeff Green stated that there is no rule for bathrooms to be separated and that it is his preference that adults use the adult only bathroom but, in this situation, it makes sense that only one bathroom location is available. Tracey Kebede-Berhanu asked about the timeframe for this event. Rachel Wullbrandt indicated that vendors are able to set-up on Friday night, 2/09, from 5-8 pm. The actual sale is Saturday, 2/10, from 9-4 pm. Rachel Wullbrandt asked Jeff Green how the committee members are able to get into the building on Saturday morning. Jeff Green stated that he will be there at 7:30 am to let the committee in. A meeting member asked about the size of the spaces. Rachel Wullbrandt stated that the spaces are 6 ft x 6 ft. They are $45 with the use of a PTO provided table and $40 if you bring your own table. Casey Killinger asked if this information has been advertised on the Happy Valley Mom Facebook. Rachel Wullbrandt stated that she has posted it on the Facebook page. She also stated that she has been passing out flyers up and down Sunnyside (Safeway, Fred Meyer, Elka Bees, New Seasons, McCool’s Pub). Jeremy Black recommended that we advertise on the LED billboard on I-205 right outside Clackamas. Rachel Wullbrandt stated that the Happy Valley paper put out an ad for free. The committee has ordered yard signs. Tracey Kebede-Berhanu asked that the committee keep track of the amount spent so that PTO can use it for next year’s line item. It was recommended that PTO have its own booth to sell spirit wear at the sale. Rachel Wullbrandt stated that she has talked to another food cart vendor that sales burritos, burgers and fries. The only issue is that they would charge PTO $150 for the day because we are not as big of an event. Tasha Cruz stated that we already have Shantel Yamada’s food cart so we do not want to get another cart. Rachel Wullbrandt also received an email from Nothing Bundt Cake. They do fundraisers. The owner stated that there are two ways to fundraise. Buy gift certificates to sell or buy bundtlets for $4/piece and sell them for $6/piece. Tracey Kebede-Berhanu stated that this would be a great opportunity for student leadership. Tasha Cruz asked if Garreth Hood and Rachel Wullbrandt could connect off line to check about spirit wear

4. Big Splash

   1. Date: February 23, 2024 5:30 – 8:30 pm

   2. Chair: Casey Killinger

   3. Casey Killinger stated that Karen Pyatt is going to convert the classroom lists into an excel spreadsheet to help streamline the numbering/identification because Casey Killinger did it all by hand last year. Casey Killinger asked if we still want to put the numbers on the bracelets. Tracey Kebede-Berhanu stated that numbering the wrist bands is not necessary but to make sure that the flyer states that this is not a drop-off event. Doors will not open until 5:25 pm

5. Dining for a Cause

   1. Chair: Tasha Cruz

   2. Tasha Cruz stated that the committee did not set-up a dining event for January. Technically, February dining event is scheduled to be Shantel Yamada’s food truck for the community sale. Tasha Cruz thinks that Adrienne Corso will be able to schedule Panera for February as well. Tasha Cruz stated that the November MOD dine out event raised about $300

6. Square One Art

   1. Chair: Casey Killinger

   2. Casey Killinger stated that she is working on it. All the supplies are here but she is trying to figure out the art. Casey Killinger asked if anyone had Nicole Donelly’s phone number as she did this event in past. Square One Art gives a bunch of art options but Casey Killinger doesn’t know if teachers are able to incorporate them into their lessons. The group recommended that Casey Killinger connects with Amy Pederson. Karen Ricoy asked what month this event is planned. Casey Killinger is planning on doing this project in March

7. Read-A-Thon:

   1. Date: March 11-15, 2024

   2. Chairs: Lex Black and Sara Schroder

   3. Event topic was skipped as chairs Lex Black and Sara Schroder were not present 

8. OBOB:

   1. Date: May 17, 2024

   2. Chairs: Tasha Cruz and Jennifer Goodrich

   3. Tasha Cruz stated that this topic can be skipped. She will get into contact with Jenn Goodrich. Tracey Kebede-Berhanu requested that Tasha Cruz talk with chairs Lex Black and Sarah Schroeder because PTO is probably going to combine this event with the Read-A-Thon event. Karen Ricoy reported that she sent an email to Jenn Goodrich and Jenn Goodrich stated that the Rotary Club donated some money to purchase more books

9. Garden Club:

   1. Chair: Rob Michaud

   2. Rob Michaud stated that he and Karen Ricoy have drawn up a pretty sweet plan and parsed out how much lumber is needed. Rob Michaud has also talked with Melissa Pfaff about using his Mr. Plywood connections

10. Yearbook:

    1. Chair: Rachel Wullbrandt

    2. Rachel Wullbrandt reported that the cover contest will occur right before spring break. There were a ton of entries last year. The team discussed about advertising more on social media and peach jar. The team met on Tuesday and it is coming along. Karen Ricoy stated that the team created a folder on the google drive to allow teachers to upload their own pictures

11. Teacher/Staff Appreciation Week:

    1. Date: May 6-10, 2024

    2. Chair: Lex Black

    3. Event topic was skipped as chair Lex Black was not present

12. Carnival:

    1. Date: May 31, 2024

    2. Chair: Lex Black

    3. Event topic was skipped as chair Lex Black was not present

13. Field Day:

    1. Date: June 7, 2024

    2. Chair: 

    3. Jesus Cruz stated that there is not a chair designated for this event. If anyone is interested, please email Tracey Kebede-Berhanu. Tracey Kebede-Berhanu stated that if no one takes on this event, she will do it

New Business:

1. PTO is still looking for elect positions for the following: treasurer, secretary, volunteer coordinator and IT

Principal’s Report:

1. Jeff Green expressed to the group that it is really nice to have teachers at the PTO meeting and it is really appreciated. The school has a new staff member, Melissa Arnold, who works in the cafeteria. Jeff Green requested any cute or fun ideas for student leadership to please send them his way. Last year, Jeff Green report that student leadership helped him create a video about the parking and morning drop off. Jeff Green voiced that it’s nice to have the kids help with these topics because it makes it fun as compared to if he does it, it tends to come across as lecturing. Jeff Green stated that at the morning drop off, it is taking way too long. He sees cars that are on the property on time but by the time the kids get into the school, they are tardy. Jeff Green would like to have the kids get out of their vehicle as soon as the parent has pulled into the parking lot instead of waiting until the vehicle is right in front of the entrance. Tracey Kebede-Berhanu stated that this week the drop off has been a lot better since staff members have been providing parents with more directions. Tracey Kebede-Berhanu also stated that she has always liked the idea of “door dads” or volunteers to help kids get out of the cars. Jeff Green agreed and loves this idea. Casey Killinger said that the east parking lot is a mess with the busses trying to leave and it almost causes a grid lock. Jeff Green stated that he is not allowed to direct traffic due to it being a risk management issue. Tracey Kebede-Berhanu stated this topic will need to be discussed at a separate meeting. Jeff Green reported that the school had a person from the district who is a security expert come out for the lock down drill several weeks ago. He stated that the expert was very impressed with the campus. The district has some ideas on how to prevent a parent coming into the school during a lock down. Student leadership will be speaking on the 18th in their liaisons classes to announce the glow party and the upcoming spirit days (neon/glow, tropical, 80s, color and backwards day) 

Closing Remarks:

1. Kelly Spanish announced to the group if everyone was aware of the early release time tomorrow. Tasha Cruz asked Jeff Green to publish lunch times to students and families. Jeff Green stated that federal guidelines state that lunch is required to be served. Thank you to the parents and staff for attending. Thank you to Jeremy Black for his IT assistance.