October

OCTOBER MEETING MINUTES

MOUNT SCOTT ELEMENTARY PTO

LOCATION: MOUNT SCOTT ELEMENTARY LIBRARY

DATE: October 12, 2023

TIME: 6:30 PM

ATTENDANCE:

IN-PERSON: Jeremy Black, Lex Black, Jesus Cruz, Tasha Cruz, Tracey Kebede-Berhanu, Sarah Baker, Rachel Wullbrandt, Karen Ricoy, Jeff Green and Hilary Rogers 

VIRTUAL: Casey Killinger, Bianca Vuittonet and Kelly Spanish

Meeting called to order by Jesus Cruz at 6:34 pm.

Approval of Minutes:

September 2023 minutes were reviewed, motion to approve made by Lex Black. Hilary Rogers seconded. September 2023 minutes were approved.

Old Business:

1. Community Event - Open House:

   1. Presented by Lex Black

   2. Next year try to coordinate on a date that there are no other open houses or major community events

      1. Tracey Kebede-Berhanu volunteered to complete the post mortem and to include this information

   3. Lex Black stated that next year it would be beneficial to have the popsicles available to students and families for the whole event

      1. Several members stated that their MSE alumni enjoyed handing out popsicles

      2. Lex Black would like to reach out to Key Club for assistance for next year’s event

      3. Tracey Kebede-Berhanu bought 500 popsicles and about 450 popsicles were consumed

         1. Tracey Kebede-Berhanu stated to over buy by 10% of the student population

   4. Tasha Cruz mentioned that in the prior years, PTO had a t-shirt size sign-up in all the classrooms. Parents could then write in their kid’s size. The Eagle Run Committee would need to make sure that the run is scheduled far enough out

      1. Tracey Kebede-Berhanu stated that next year, PTO would like to switch the Eagle Run to the spring and have a Fall Festival instead of the Carnival. PTO struggles to get big donations/sponsors because everyone is tapped out by October. This will be discussed at PTOs spring planning retreat

   5. Jeff Green stated that he did not hear any teacher feedback. He stated that the scavenger hunt from 22-23 school year was fun but too chaotic so it was better to keep it simple

2. Community Event - Bingo Night:

   1. Presented by Lex Black

   2. Lex Black stated that she felt that bingo night went really well

   3. Tasha Cruz stated that Key Club was super helpful

      1. Lex Black stated that Key Club would like us to partner with them on their Winter Blitz. She stated that it is similar to the winter coat drive. Basically, it consists of getting donations of household items and toiletries in which Key Club gives to families in need in our community

         1. Lex Black would like for our school to collect items and then Lex Black would deliver the items to the high school. This event goes through November

   4. Lex Black stated that the sound system was great. The girls that helped out were amazing. Hilary Rogers stated that Mrs. Pfaff was great and she killed it

   5. Jeff Green stated that the kids playing in the gym and on the blacktop were having a blast

      1. Tasha Cruz suggested to add this as a positive to the post mortem that there were other options for the kids instead of playing bingo (more space and more areas)

   6. Karen Ricoy asked if all of the basketballs were found. Jeff Green stated that there are extra basketballs so no need to worry

3. Daffodil Project:

   1. Presented by Karen Ricoy

   2. Karen Ricoy stated that all the daffodils have been planted and we had good weather

   3. Karen Ricoy felt that it was a positive experience for the kids and that the kids were sparked by having the opportunity to get out of the classroom. She saw that kids from every grade were enlivened by the project. Some parents attended while their child was planting so there was some parental involvement. Rachel Wullbrandt assisted in the closing of the project. Rachel Wullbrandt and Karen Ricoy planted the remaining daffodils along the walkway near the crosswalk. Hopefully, it will spark involvement. Rachel Wullbrandt stated that the group took good pictures. The project was very well organized

   4. Jeff Green mentioned it at his meeting and the group felt that it was well received. He stated that he can pass along Karen’s contact information

   5. Jesus Cruz asked Karen Ricoy about the sign that he needs to create. Jesus Cruz requested the dimensions be sent to him

Board Position Reports:

1. President and Vice-President:

   1. Presented by Tracey Kebede-Berhanu

   2. Tracey Kebede-Berhanu reminded the group about voting and bylaws. In order to be a voting member of the PTO, all members are required to annual dues of $5

   3. Closing the loop on some outstanding requests from last meeting, the recess equipment requested by the IAs has been taken care of by Kelsey Bennett and Jeff Green. The IAs do not have any further requests for the PTO but if they do in the spring, they will reach out

   4. Tracey Kebede-Berhanu brought some concerns to Jeff Green that there are not enough color of the world crayons and markers available in the classroom. Tracey’s daughter had to go up to the teacher to ask for crayons that matched her skin-tone and she felt that it was not okay. Jeff Green was on it at that moment and talked about it in the staff meeting. Tracey Kebede-Berhanu talked to some teachers one on one about how it is handled in their classroom. If we want our students to feel like they belong in our school community, then our school community needs to provide for them. Bianca Vuittonet also mentioned that her daughter talked about using the color of the world crayons at school

   5. Tracey Kebede-Berhanu attended a district wide PTO meeting and MSE has been invited to collaborate with two other PTOs to have an OMSI night

      1. January 30, 2024 6-8 pm

      2. Share the cost with two other schools:

         1. $3,700 total divided by three ($1,233.33 per school) which includes a special feature or exhibit to the package

         2. Tracey Kebede-Berhanu motioned is to add a community event of Jan. 30th at 6-8 pm and to spend $1,233.33

         3. Lex Black made a motion to approve the addition of another community event and to spend $1,233.33. Hilary Rogers seconded the motion. The motion was approved

   6. Tracey Kebede-Berhanu stated that every year, the PTO provides for the teachers during parent teacher conferences. Through the Eagle Run Committee, Olive Garden has agreed to partially donate the food. Olive Garden will provide soup, salad and breadsticks. Tracey Kebede-Berhanu requested that PTO supplement with a few pasta dishes as well. She approximates that about 50% of the dinner is provided

2. Treasurer:

   1. Presented by Casey Killinger

   2. Casey Killinger stated that the Eagle Run t-shirts costed a little bit more that what was anticipated

   3. Karen Ricoy submitted an On-Point request for funds. She requested $3,000 which will cover the scholastic magazines 

   4. Casey Killinger reported that there have been no teacher stipends at this point. Karen Ricoy stated that she has heard from teachers that they do not know what the stipend is or how to access it. She asked Casey Killinger if she was creating any flyer to help explain or help them. Casey Killinger sent Kelsey Bennett the link. Casey Killinger stated that it is posted on the teacher’s google classroom. Tasha Cruz stated that it is a perfect teacher liaison task to help inform the teachers

   5. The only re-imbursement requests have been from eagle run and bingo night

   6. Karen Ricoy requested access to the credit card to order thank you cards. Tasha Cruz suggested that we do not purchase any new thank you cards at this time but to use up the current stock which are located in the front office with Kelsey Bennett

3. Secretary:

   1. Presented by Sarah Baker

   2. Sarah Baker had nothing to report. Lex Black indicated that the secretary elect position still needs to be filled

4. Volunteer Coordinator:

   1. Presented by Lex Black

   2. Lex Black reported that the PTO has 57 new volunteers since the beginning of the school year

   3. There are 7 new volunteers for eagle fun run. Lex Black indicated that she needs to post the teacher schedule for the fun run. Tasha Cruz indicated that if weather changes the schedule, then PTO needs to indicate to volunteers that if they sign up for a specific time slot then they need to fulfill that slot

   4. Lex Black is trying hard to get volunteers for the committees for the rest of the year

5. Public Relations:

   1. Presented by Karen Ricoy

   2. Karen Ricoy asked the group where is it most helpful to store flyers/visuals. At this current time, the PR team are storing all flyers and visuals on Canva. Hilary Rogers indicated that it is beneficial to store flyers and visuals on the drive. Tasha Cruz suggested that there is a communications folder and a flyers folder within that. Could it be possible to put all visuals within this folder on the drive? Karen Ricoy stated that it is doable. Karen Ricoy asked about a system or plan for a way to space out announcements, communications and flyers. Hilary Rogers stated that it is a catch 22 because sometimes the communication is too short notice before an event which did not allow Hilary to rearrange her schedule to attend. Hilary Rogers stated that it is a fine line of not overwhelming but giving families enough time to rearrange schedules. Karen Ricoy stated that social media posts should be close to the time of the event, digitally (Peach Jar or Parent Square) could be a week out, and paper could be the Thursday before the event. Tasha Cruz indicated that this system should be the standard format

6. IT:

   1. Presented by Jeremy Black

   2. Jeremy Black stated that he attempted to get the google voice line activated 

   3. Jeremy provided Donnie all the log-in information for Host Monster. Donnie indicated to Jeremy Black and Host Monster is requiring a two-step verification. Jeremy Black will get into contact with Donnie on Friday, 10/13 to discuss in more detail. The DNS pointers are not correct at this current time. Tasha Cruz stated that reaching out to Sara Schroeder because she did all the website set-up in the past. Jeremy Black hopes to have the website up by the end of the year

7. Teacher Liaison:

   1. Nothing to report

Committee Reports:

1. Eagle Run:

   1. Presented by Tracey Kebede-Berhanu/Tasha Cruz

   2. Tracey Kebede-Berhanu reported that the event is full speed ahead, she stated that the current amount raised is $5,642. The biggest ask from this committee is if anyone knows any businesses or restaurants, they are seeking sponsors and donorship. Tracey Kebede-Berhanu presented a donor document (see attached) 

   3. The goal is $16,000 and if it is reached there will be a fun Friday Morning Meeting with Mr. Green

   4. Next check point is $12,000 and if reached the whole school will receive a fun water bottle sticker

   5. There is already a spring assembly planned

   6. Tasha Cruz stated that next week, there will be a sandwich board out and have Scotty the Eagle outside to get the energy up for the event

   7. Tasha Cruz also stated that anybody can paint the thermometer 

   8. Bianca Vuittonet is going to post every day on social media with the updated amount raised

   9. Tracey Kebede-Berhanu asked the board to hold-off on signing up for slots on the sign-up genius so that it allows new volunteers to have a spot. On the day of the event, the board can fill in and have all hands-on deck

2. Dining For A Cause:

   1. Presented by Tasha Cruz

   2. Café Yumm, 10/17 5-8 pm

      1. A portion of all sales during the 5-8 pm time slot will be donated to the school

      2. Flyers went out on 10/11

   3. Mod Pizza, 11/16

   4. Tasha Cruz reported that the first dine out committee meeting will be held on 10/19

3. Rummage Sale:

   1. Discuss at the next board meeting because a chair and committee has not been established. Tracey Kebede-Berhanu stated that the date scheduled is 11/09. This event date will need to be post-poned 

4. Yearbook:

   1. Presented by Rachel Wullbrandt

   2. Rachell Wullbrandt stated that there isn’t anything new to present. The 10% off deadline expires on the 31st

5. Glow Party:

   1. Presented by Melissa Pfaff

   2. Date: January 19, 2024

   3. Nothing to report

6. Big Splash:

   1. Presented by Casey Killinger

   2. Date: February 23, 2024

   3. Casey Killinger stated that the space has been reserved, the event has been paid for and the flyers have been updated to reflect the current date. Casey Killinger stated that it was really fun to have the teachers check the kids and families in and out so she will send out teacher requests closer to the event. Lex Black stated that Key Club will help out this event as well

7. Teacher/Staff Appreciation Week:

   1. Presented by Lex Black

   2. Date: May 6-10, 2024

   3. Lex Black stated that she would like to chair this event. She will organize a committee for this event and has a great idea for teacher appreciation. Sarah Baker stated that she will assist will yogurt bar again this year

8. Carnival:

   1. Presented by Lex Black

   2. Date: May 31, 2024

   3. Lex Black stated that she has several items booked for this year

9. Field Day:

   1. Chair is still needed for this event

   2. Date: June 7, 2024

New Business:

1. Jesus Cruz reported that the PTO is still seeking roles for the following: treasurer elect, secretary elect, volunteer coordinator elect, IT elect and the second teacher liaison

2. Mr. Jeff Green Principal’s Report:

   1. Jeff Green wanted to express a whole lot of gratitude for the daffodil project, bingo night and he digs our PTO

   2. Jeff Green stated the school is gearing up for conferences and report cards. There will be four report cards year as compared to previous year which had three report cards. Trying to collect more data on more robust SEL (social emotional learning). SEL data is really specific. For example, advocating for self, how a student communicates with others, students’ awareness and awareness of others. A new assessment tool, Fast Bridge which is similar to Star and Dibels. Fast Bridge saves the students data from kindergarten to 12th grade which will allow teachers and staff to evaluate progress. 

   3. Jeff Green stated that he is feeling more of a connection this year with the staff and PTO. Kelly Ryan brought up the conversation of getting a garden started. He stated that this will be a community garden that can be accessed throughout the year. He has some ideas and ready to get this project started

   4. Jeff Green reported that student leadership is starting soon. Gives a lot of kids an opportunity. Student leadership is for the 3-5th grade

   5. Jeff Green stated that being a principal is his side job but his main job is pie eating. He loves going to community events and seeing kids and families from our school out at Happy Valley events. Jeff Green attended a Happy Valley City meeting this afternoon with the principals, director of parks, director library, police chief and city planner. The main topic at this meeting was the Happy Valley Community Center. He stated that everyone is excited about and everyone talks about the pool

   6. Jeff Green stated that he would like to be a better liaison for events and offerings happening in our city. He mentioned last year, the high school offered a reading buddy program. He presented a “If I was a Mayor” Contest, Care Buddy program, an update on the library build-out, ORCA books and BCCCA books (see attached documents)

      1. Jeff Green stated that all students can apply for these programs

Closing Remarks:

1. Tasha Cruz appreciated Dr. Shay’s message about addressing violence in the middle east. She liked the message and the links on how to talk to children about war. The post contained a lot of parent education resources. Jeff Green stated that he would pass on the positive feedback

2. October 2023 PTO Meeting adjourned

3. Thank you to the parents and staff for attending. Thank you to Jeremy Black for the IT assistance. Thank you to Tracey Kebede-Berhanu for the pumpkin bread. Thank you to Karen Ricoy for the candy