Parent Advisory Council Meeting
Tuesday, January 12, 2010 - 6:30-8:30pm
South Hadley Family Center in South Hadley, MA
Present: Kelly Woods, Dolores Giroux, Heather Lyons, Nicole Gilbert Cote, Dana Orsman, Amanda Litz, and Corky K.
AGENDA
1. Presidents’ Welcome
a. Secretary Position is open – if anyone is interested please see Kelly to discuss! Thank you to Dana for your support and your plans to continue to be involved!
b. Corky shared a workshop flyer – Ringing In the New Year with New Parenting Strategies, Kelly will email to the community, Heather will hang in Center.
c. Thank you to Dolores, Corky, and Nicole for such a lovely snack!
d. Congratulations to Amanda and her pending arrival! Kristin will be coordinating frozen dinners – Kelly will send an email to PAC.
2. November Minutes and December Minutes approved.
3. Treasurer’s Report – Heather
a. Summary below.
b. Fundraising total = $2223.02: that is 34% to goal of $6500.
c. Grant budget summary to date:
i. Based on this months spreadsheet from Carolyn, of the $4900 in the grant, there is $360.82 remaining. The subtotal of spent funds is $4539.18. This includes rent to be paid from Jan-May and reimbursement of salary up to w/e 12/4/09. The remaining amount should be enough to cover phone/internet bills through the end of the fiscal year. Any monies left over, won't be much, can be reimbursed towards salary.
ii. There are 6 weeks worth of salary that we are waiting to receive reimbursement. Total of $1261.
d. Other: Heather bought the gift cards for Kristin on Tuesday. That expense will show on next months treasurer report.
4. Old Business:
a. Maternity Planning Update - Kelly, Kristin and Nicole:
i. Volunteer Schedule & Training POD:
1. Nicole and Dana will host Mondays, Rose and Lindsay with support from Cathy and Jen will host Tuesdays, Dolores will continue to host Wednesdays, and Heather and Kelly will host Thursdays. Kelly will finalize the checklists and arrange for everyone (as a group or individually) to review and prep.
ii. Nicole has drafted an email to invite families to celebrate, to volunteer, and to raffle. Kelly will send this week.
iii. The celebration will be held on the 26th – Heather, Nicole, and Kelly will bake refreshments. Apple juice and paper goods are all set from the Halloween Party.
iv. Nicole will be posting a “guess the” raffle opportunity.
b. Space Agreement Update – Kelly
i. Joan has signed and Kelly brought to church for signatures – once they have done so they will send us down a copy so we can mail it to HEC.
ii. Heather will followup re payment of rent plans.
c. Preschool Binder Project Update - Heather, Dana and Amy
i. Meeting to happen soon! Update at next meeting.
d. Coat Drive Update - Dana
i. Last day is January 14th.
ii. Dana will count so we can report in our next newsletter.
iii. Thank you to Dana for coordinating and delivering!
e. Fund Raising Committee Update - Kelly and Nicole
i. Kelly will be coordinating an annual gift ask to families with support from Heather in February.
ii. They will also organize an ask to service organizations. They will run the list past Dolores for feedback – thanks for the Beaver tip!
iii. Nicole is pulling together materials for the Grandparent and Friend valentine solicit in early February. Thank you Nicole!!!
iv. Nicole will be coordinating the silent auction solicits for the Ziti Supper with support from Dana, Amy, and Amanda.
v. Once the annual funds are underway there will be a solicit to banks for sponsorship of the spring concert.
f. Concert of the Young Child Committee Update - Dolores, Heather and Jen:
i. THANK YOU TO DOLORES FOR YOUR SUPERHERO EFFORTS!!!
ii. Wednesday, April 14, 2010 @10:00am, St Pat's Church Hall.
iii. Our performer is Roger Tincknell = $250 for 45 minutes.
iv. Roger will send the contract to Family Center c/o Kelly for signature.
v. Dolores will ask him if he’d like to sell cds. (Free one for us to play during the week?) Also if he would pause during his performance to thank the sponsors and make a solicit so we can pass the bucket.
vi. Promotions: he has offered to make a flyer, we’ll post in town and send to Carolyn to send to the providers… Dolores will arrange.
vii. Dana will plan to send a thank you note in April to St. Pats for space.
viii. Thank you to Dolores for her fab work!
ix. Kelly and Heather will solicit sponsor later this winter….
g. Ziti Supper Committee Update - Kelly, Jen, and Nicole:
i. Friday, March 19th… serve: 4:30-6:30pm
ii. Cake walk: 4:30-5:30pm
iii. Entertainment: Jay Mankita to perform at 5:45pm for 45 minutes… he will stand on stage. $150. Dolores is finalizing the details with him… THANK YOU!
iv. Raffle: drawn 6:45pm.
v. Solicit: Nicole is coordinating the silent auction solicit. Dana, Amanda, Amy, and Dolores will help as needed… Tricia has also offered to assist.
vi. Jeanne is ready!
vii. Kelly will touchbase with Jen and Jeanne re flyer and quilts.
viii. Dolores will speak with her friend about a possible quilt.
h. Reposting of Flyers – Kelly
i. Thank you for your assistance! An email was sent out to the master list as well.
5. New Business:
a. Kelly will make a spring calendar highlight sheet to post online, etc.
b. February Fieldtrip to Post Office – Dolores will make arrangements and tell Kelly the details so we can include in the next newsletter.
c. Caregiver Night Out: Wednesday, February 24th at 7:30-? - Yarde House: Kelly will make a flyer & post a sign up sheet.
d. Local sex offenders – Dolores:
i. Discussion about whether to post the local sex offenders – decision was made because we are not caregivers (as an organization) that we will leave this for families to do on their own and we will be happy to share how families might do so when asked.
6. Next PAC meeting: Last Wednesday of the month: Wednesday, February 24 6:30-7:30pm.
Next Meeting Topics:
Nut-free Language Proposal (Kelly has it and just needs to get her file to include next time!) – Dana
Buttery Brook Concert Committee Update - meeting to be rescheduled - Cathy
Family Center Bags/Tshirt ideas?
Caregiver Cleanup Night