CHESTERBROOK ACADEMY NORTH RALEIGH PTO Board Minutes September 15, 2016

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1 CHESTERBROOK ACADEMY NORTH RALEIGH PTO Board Minutes September 15, 2016 The September 15, 2016, Parent Teacher Organization meeting was called to order by PTO President, Larissa Prociuk. The following PTO Board members were present: - Mike Williams - Principal - Larissa Prociuk - President - Cathy Syphers - Vice President - Yasmin Morton-Moses - Secretary - Beth Conner - Treasurer - Cherolyn Briscoe - Liaison - Pamela Alcerreca - Teacher Representative FALL FESTIVAL FOOD The Fall Festival will take place on Friday, October, 21, 2016, at Chesterbrook Academy. Larissa Prociuk, PTO President, informed the Board members that she made contact with two (2) possible food truck vendors since the last meeting. The First vendor, CockADoodleMoo, focuses on fresh, all natural and local ingredients, such as NC pasteurized pork and all beef hot dogs. If chosen as the vendor for the Fall Festival, CockADoodleMoo would have a kid s menu and an adult menu. This particular food truck would be self-sufficient, meaning it would not need to use the school s electricity. The contract price for CockADoodleMoo would be $1,250, and meals would be sold in the $8-$15 price range. After learning of the contract price and the food prices, the Board thought that this particular food truck was too pricey. The Board suggested revisiting the possibility of this vendor for Chesterbrook s art show. 1

2 The second food truck option presented was a hot dog vendor. This particular food truck would need to use the school s electricity, but the prices were more reasonable for the event. The owner of this food truck stated he would provide one hot dog, one bag of chips, and one drink for $5. He would also provide all of the condiments. While this option seemed much more reasonable, the Board members suggested that President Prociuk go back to this vendor and ask if he would consider donating a portion of his proceeds back to the school. If not, the Board is inclined to use Papa John s again this year since they donated $2 of each pre-ordered pizza sale and $3 from each on-campus pizza sale back to Chesterbrook Academy last year. In addition to discussing which food trucks the Board would like to use, the Board also discussed the location of the food truck(s) on campus. Some member suggested placing the food trucks in front of the smaller playground. Historically, however, the food vendors have been located in front of the picnic area. By placing the vendors near the picnic area, it provides the guests an area to sit and dine. While a food truck would provide the main meal for the festival, there will be additional food available. The Board plans on using the school s popcorn machine to provide popcorn to the guests. Information regarding a cotton candy vendor was also shared with the Board. Thecotton candy vendor has the ability to make five (5) flavors, however, the Board thought that providing the traditional pink and blue flavors/colors would be suitable for this event. Each teacher will be given one (1) ticket for food. EVENTS At the last PTO Board meeting, President Prociuk mentioned the possibility of having a magician at the festival. After speaking with contact person, she learned that the magician she knew may not be available. He would, however, give us the name of a backup should he not be able to be present at the event. The price for the magician would be $150. This year, the Haunted Trail will be two (2) tickets. This is the only event that will be two (2) tickets. All other events will require only one (1) ticket. Principal Williams is scheduled to meet with the Haunted Trail designers on September 16, BOOTHS Again, all booths will require one (1) ticket. There will be no food or drinks given away at the classroom booths. Each class will be reimbursed up to $25 for booth decorations. 2

3 Instead of being rewarded for the most tickets collected at their booths, teachers/classrooms will be rewarded for the Best Looking Booth. First place will receive a $25 gift card, second place will receive a $15 gift card, and third place will receive a $10 gift card. These gift cards are to be used to purchase classroom supplies. Each booth will need battery-powered lighting and a tailgating tent. Each class is urged to have at least one parent provide a tent and lighting. PTO RESPONSIBILITIES This year, the PTO will be responsible for the following: 1. Providing candy for each booth, 2. Decorating the PTO booths, 3. Magician, 4. Cake walk, 5. Food vendor, 6. Haunted trail, 7. Ticket booth, and 8. Ordering glow bracelets and necklaces. ADVERTISING Principal Williams will order a banner to be placed at the entrance of the school advertising the Fall Festival. Each Chesterbrook family is encouraged to bring family and friends to the festival as it is open to the public. TICKET SALES Tickets are $1 per ticket, and ticket sales should begin two weeks before the event. There will be an opportunity to preorder tickets at a discounted rate (buy 20 tickets, get 5 free). ADDITIONAL PREPARATIONS The Board will go through the outside shed and see how much lighting is in the shed no later than one (1) week prior to the festival. At that time, the Board will be conducting a trial run of the festival. 3

4 BUDDY BENCH Larissa Prociuk followed up with the Buddy Bench vendor after the last PTO meeting. Per her discussions with vendor, the benches could potentially be made out of recycled bottles, and each bench will cost $400. Any additional letter on the bench other than Buddy Bench, will cost $4 per letter. The goal is to purchase two (2) benches, one for each playground. Since there is a four (4) week turnaround time on the benches, the hope is to order them in the very near future so that they can potentially be installed prior to the Fall Festival. President Prociuk stated that the Buddy Bench vendor is pretty firm with his rate, but she will check to see if he is willing to give the school any sort of discount if we feature his work in Wake Living magazine once the benches are installed. TEACHER REPRESENTATIVE REPORT Sra. Alcerreca has updated the teacher notebook in the office with a list of their favorite things. All new teachers are now in the notebook. She also spoke with returning teachers regarding pumpkin decorating, and the overall feeling was that carving and decorating the pumpkins during the school day was too time consuming. Sra. Alcerreca suggested the PTO paint a pumpkin and have the students name the pumpkin. This would still make the students feel involved in the process while not taking up too much class time, especially in the younger classrooms. Like years past, this pumpkin can be raffled off at the festival. ADDITIONAL ITEMS TEACH ME STORE This year s Board is excited to announce that the school now has an account setup at the Teach Me Store located at 3520 Spring Forest Rd. When you shop at the Teach Me Store, please mention CBA. At the end of the school year, Chesterbrook Academy North Raleigh will receive 10% of the CBA total sales. GARAGE SALE This year, the Board would like to the school host a garage sale. It provides CBA families an opportunity to get rid of some of their unwanted items while making money. It also enables the school to earn money by charging sellers a fee to setup a space on campus. This event was last done 2-3 years ago. 4

5 DROPBOX There is now a dropbox account for all important Chesterbrook events. The login information is as follows: NEXT MEETING First name: Chesterbrook Last name: Academy Password: Chesterbrook1 cbanraleigh@gmail.com The next PTO meeting will take place at 8:30 am on Thursday, October 4, Respectfully submitted by, Yasmin Morton-Moses, Esq., Secretary 5