March PiE meeting minutes

March 21, 2018 Meeting

7:15-8:00 pm

Meeting Minutes

Attendance: Jim Goldsmith, John Pontius, Suzan Locke, Tanya Jones,  Mary Hong, Aubrey Gardner, Suzie McCoy, Anita Howard, Doug Stewart

1.    Welcome and Introductions

2.    Family Dance

·         Raised $4,300, best event ever!  Thank you everyone, especially sponsors!

·         Feedback-suggestions for next year

o   Raffle baskets-more outdoor themed baskets aimed toward Men such as: BBQ items, outdoor theme for camping, hunting, etc. Food baskets containing pies, cakes, fruit bars, breads, etc.

o    separating baskets into grade not class. Some baskets were so large they could have been separated into 2 baskets.

·         Select next year’s theme-Student contest/Student vote- suggestion box

·         Separating revenue having a lock box

·         Need more loose change specifically, $150 in ones

·         Corporations such as Costco and Shaw’s will donate but will need 30 days prior notice

·         Increase Ice cream containers-Vanilla ice cream ran out early.

3.    Screenagers- (John)

·         March 26th, Door open at 6:45 screening at 7:00pm to 8:30pm in the flex space. Discussion following the video.

·         Refreshments served by PiE

·         Lots of interest from parents, many parents are bringing students

·         Screenings for grades 5-8 throughout the week.

4.    Apparel Fundraiser (Tanya)

·         Lots of interest from students who previously bought sweatshirts.

·         Online store: trucker hat, short sleeve, sport tech, sweatshirt

o Contest to design or creative graphic

o Someone to design front (color green or grey, logo)

o Orders will likely be sent to the school for pick up.

·         Fundraiser should roll out in late August, early September.

5.    Lake Monster Fundraising Update

·         Jamie Cudney is leading, thank you Jamie!

·         Tentative sales dates May 6-24

·         Event date:  Wednesday, 6/19 7:05 game v. HV Renegades

·         K/ 1st grade “Take me out to the Ballgame”, school band (may) play national anthem

·         May do 50/50 raffle, Jamie to confirm

·         Want to help?  contact Jamie

6.    Staff Appreciation-

·         Possible dates: 5/7 or 5/14, 4:00 gathering at HCS then food at  Hinesburg Public House to follow

·         Activity Ideas: Massages, Breakfast coffee, chalk art or note for teacher (if weather is nice) on the sidewalk and walk way up to the school, Cards to teachers.

7.    Open Mic

·         Grant follow up-

o Jim reports there have not been many requests for money for grants.

o There may be a delay from the book keeper

o Jim will send an email to administration

·         Graduation-

o Questions: Does PiE contribute to 8^th grade graduation?

o No, there will be a Slide show, 7/8 grade Dance that follows, 7^th grade parents provide decorations and refreshments.

·         8^th grade Montreal trip-

o Every year the question arises: ‘should PiE contribute?’

PiE has not donated funds in the past.

·         Reflections from administration on district consolidation

o comprehensive 10-year plan is being designed with administration and Tim Peete the head of facilities

o equity funds will contribute to:

§  Maker Space

§   score board in the gym

§  gym floor will be repainted and relined

·         Administration will check into timeline of repaving of parking lot.

·         Pilot vacation meal bags-

o  School counselor and social workers gather a list to target 10 families and generate a letter to families inquiring level of interest next week. Once this list is generated, meal bags will be discretely put into student’s cubby’s/lockers Every Friday until end of the year.

Upcoming Activities

·         Tuesday, 3/26/19 Screenagers Community viewing at HCS 6:45-8

·         Thursday, 4/18/19 PiE meeting: Staff Appreciation

February Meeting Minutes

February PiE Meeting Minutes

2/21/19 7-8

Location: Conference Room

Attendance: Aimee Frost, Suzan Locke, Jim Pontius, Jamie Cudney, Mary Hong, Anita Howard, Heather Roberts, Julie Zach

·         PiE directory update-

o   Deadline is tomorrow, 2/22

o   Information is now pulled from the server

o   Photo copying and assemble volunteers are identified

·         ScreenAgers Showing 3/26

o   Arrival 6:45, Showing 7-8, Discussion 8-9

·         Family Dance 3/8

o   Planning Fundraising goal of $4,000 (desserts, baskets and ticket sales)

§  Hinesburg Nursery School and Annette’s Preschool will bring activities in the flex space (crafts, activities, etc.)

§  Boy Scouts are donating a popcorn machine

o   Details

§  Set up: Gym is available 3:30-5:30 and the Cafeteria/Flex space 5-6

§  Food is mostly covered-fruit and veggie trays need to put together-access to the kitchen at 4:30-Anita adds that corporate offices are willing to donate but require 30-60 days for a request letter

§  Tickets are sold online there is a link on the HCS PiE page

§  Night of (2) iPad and square are needed to pay for admittance

§  More sponsors than in the past-Timberland Dental, River Cove Animal Hospital, Bushel and a Peck and Village Car Company

§  Signup genius for day of-Aimee will send the link to Suzan and John to send out to teachers. An email connect 5 can be sent out Monday 3/4 dance details, sign up genius link, and ticket sales

§  Gym bathroom doors will be locked, tape will be put on the door to deter kids to access the playground

§  8^th graders will be asked to lead Small kid activities, selling desserts, managing the photo booth, etc.

§  Chaperones: Minimizing kids running around. Asking DJ to bring energy down.

§  Basket deadline has been extended-Aimee will post basket themes by grade on facebook.

·         ETC.

o   PiE now has a VT sales Tax Exemption Certificate 501 (c )(3) certificate to be used for PiE purchases. Aimee has a copy of the certificate on the PiE

o   Lake Monster fundraisers date is TBD

o   A HCS parent is working on potential Fundraiser for “spirit wear”

o   Staff Appreciation

o   Garden-

§  Seed and sample will be happening again.

§  Connection has been made with Deb Bissonette on high priority vegetables to be planted. A planning meeting will be made in March.

§  Work is still being done on how to tie the garden to a harvest event.

o   2 teachers will be retiring PiE tradition is to buy a book to be donated to the library in each retiree’s name.

·         Upcoming Activities

o   Monday, 2/25- Friday, 3/1-February Recess & Vacation Meals Bags

o   Friday, 3/8: PiE Family Dance “At the Movies”

o   Thursday, 3/21: March PiE Meeting

o   Tuesday, 3/26: ScreenAgers community viewing at HCS

January PiE Meeting Minutes

January Meeting 2019

HCS Flex Space

7:00-8:00

Attendance: Aimee Frost, Julie Zack, John Pontius, Suzan Locke, Jim Goldsmith, Mary Hong, Jamie Cudney, Lanell Clarke, Anita Howard, Kristine Francis, Aubrey Gardner, Kelly O’Malley, Amanda Wheeler

• Garden (Amanda)-

1.       History of parent led garden was shared. In 2017 the folks who started the garden stepped down and Amanda came in 2018. It was evident that there were components that lay dormant in the short time from departure of parents who started the garden and when Amanda stepped up. There is a commitment of teachers, parent volunteers and students for the garden. In the past, 6th grade have planted potatoes, 2nd graders have planted tulips, greens have been delivered to the food shelf and kitchen staff have utilized food in school lunches. There is a need for the garden and also a need for a planning process for short and long term goals.

2.       The garden committee is up to 3 parent volunteers.
3.       Rain barrel with a mural painted by a HCS student has been cleaned out and is ready to be used.
4.       6 New beds have been installed (old beds have been dismantled and disposed of).
5.       Raised bed dirt was delivered-
6.       Planning process (Julie Zac):

a.       Planning to plan
b.       Internal and external review
c.       Develop plan outline/framework
d.       Share the draft plan

 7.       Next steps-Julie, Suzan and John will sit down and set up guidelines

•  “Screenagers” (John)

1.       3 screenings are planned in late March for:
a)       HCS Teachers
b)      Community members
c)       HCS Grades 5-8

•  Review of calendar and help needed (Aimee)

1.       Staff appreciation planning in March/April-Appreciation to be scheduled in May
2.       Lake Monster fundraiser- Hinesburg Community Night. Plan in April-fundraiser in May (promotion is key)
3.       Bulletin Board-vehicle for PiE communication (someone who is creative and has flexibility in their day).
4.       Family Dance -Friday March 8, 2019. Planning and help needed.
a)      k-5 mostly attend
b)      This year’s theme is, “At the Movies”
c)       Suggestions and help needed for sponsor letters (to cover DJ, photo booth)-Personal connections are always helpful.
d)      Food- pizza donated from Good Times and Papa Nicks, cheese and crackers, veggie platters, popcorn machine, sell root beer floats.
e)      Sign up genius to sell tickets, sweets, etc.
f)        Decorations-Student council can help. Ideas include: balloons, red carpet, walk of stars.
g)      Basket Raffle-Teachers will send out information in their newsletters.
h)      Activities-Student council have helped in the past-last year the Wiggle Room provided activities, crafts, etc.
i)         Promotion-Poster distribution, FPF, etc.
j)         Ticket sales for week of the dance-pre-sales have been effective in the past.
k)       Amiee will create a budget for decorations.

• Other:

1.       Succession planning for Treasurer-Jim Goldsmith will be stepping down as treasurer in 2020.

• Upcoming Activities:

o   Thursday 2/21/19: February PiE meeting

o   Monday, 2/25/19 - Friday, 3/1 February Recess & Vacation Mal Bags

o   Friday, 3/8/19: PiE Family Dance: “At the Movies”

o   Thursday, 3/21/19: March PiE meeting

o   Tuesday, 3/26/19: Screenagers Community viewing at HCS

November PiE Meeting Minutes

November PiE Meeting

11/15/18 7-8

Location: Flex Space

Attendance: Aimee Frost, Jim Goldsmith, Elizabeth Garvey, Melissa Levy, Tanya Jones, Heather
Roberts, Suzan Locke, Jim Pontius, Jamie Cudney, Aubrey Gardner, Mary Hong, Julie Zach

Grants Review

• The process included Tanya and Melissa collected the grant applications, John and Suzan checked details and Tanya and Melissa color coded grants to identify accepted, denied, and funded but by a different funding stream.
• Applications were 3 x greater than last year. John and Suzan shared that they highlighted the grant process with staff more at the beginning of the school year.
• Grant guidelines
• Considerations Grant committee looks at how many students it impacts. 

1. The grants that are not being funded through PiE allocations are looking at other avenues to be funded. 
2. How are field trip budgets allocated and how do grant money play in? Suzan and John review field trips to determine purpose of field trip transportation often comes out of administration budget. Money can be allocated through PiE field trip money and team money.

• Decisions Voting- 

1. Proposed grant unanimously accepted. 
2. $200 is left from this years grant allocations. It will be kept for in the grants account. A letter will be crafted by John and Suzan to inform people who are and are not receiving grants. 

• ETC. Field trip permission slips should include, ”funding provided by PiE” Is ropes course an alternative for field trips? Ropes course is for students that are not in foreign language. Kids who stay back from the foreign language filed trip. Photos and any video footage should be encouraged to send to Melissa or Tanya

1. Resources for staff- should be created: grant database to identify other grants options (7th generation, National Life, VT Mutual, Exxon, etc.)
2. Tips to teachers for applying for grants

E-Newsletter topics:

• Grant outcome
• Update of fundraisers follow up (visual thermometer-pie chart) of how much money we would like to raise for the 2018-2019 school year.
• Reminder-amazon smile
• Tech corner
• Creating expectations for holiday giving (article for spirit of the holidays)
• Getting to know you column—Questions to include: What do you do on a snow day? What are you reading? favorite movie? What can parents do to generalize skills acquired in school into the home, What was your favorite class/grade in school?
• Save the date for the dance: Theme is ??

Upcoming Meetings

• The December meeting is not confirmed
• January meeting topic is the garden

October PiE meeting minutes

Pie October Meeting

HCS Flex Space

7-8:30 pm

Meeting Minutes

In attendance: Aimee Frost, Suzan Locke, John Pontius, Jim Goldsmith, Jenny Wilkinson, Jamie Cudney, Mary Hong, Anita Howard, Aubrey Gardner, Julie Zack, Doug Stewart, Kim Gordon

Notes from our Principals:

·         PR for meetings

o   Aimee will put the sign out on Pie meeting week to remind parents.

o   Add Pie meeting announcements in the Viking

·         Pie grants:

o   Suzan and John are involved to preview grants before they go to the committee to set aside those that can be addressed through school funds.

o   Melissa will send Suzan and John the details of what information is needed on the grant application. Applicants will be expected to contribute a detailed written explanation on the application in lieu of coming to the Pie meeting.

Family Support Discussion- Opportunity to generate balance of filling a unique need but not duplicating what is out there. Does not have to be a monetary donation but community supports.

1.    Food insecurity-Meal balance due. Available for families who are eligible but not applying for free and reduced lunch.

a.    Getting the word out to those who may qualify for free and reduced lunch.

b.    Support is available to assist parents fill out forms for free and reduced breakfast/lunch.

                                         i.    Hinesburg does not qualifies for grants because of number of free and reduced lunch.

c.    District is addressing food issues would need to coordinate.

d.    Backpack program- Hunger Free VT is the contact –

Steps to take:

                                         i.    Focus is for families in need over the weekend.

                                        ii.    Parents would coordinate (pack bags, distribute to teachers) and a staff would distribute to students in need.

                                       iii.    Suzan and John will meet with teachers, school social workers, school counselors, and Deb to support identifying families in need.

                                       iv.    Mary will put a request for parent volunteers in the Pie e-news letter to recruit volunteers to organize bags, food collection to spearhead this as a trial.

                                        v.    Aimee to alert Rachel Kring with this plan.

                                       vi.    Fairfax elementary school has rolled out a similar program-(research is needed to identify point person and inquire how this program works).

e.    Feedback from Rachel Kring-there is a gap during summer, they have volunteers

f.     Summer lunch program-could Hinesburg be a location (Research is needed to identify contact person)

g.    Next steps- John and Suzan will describe to staff the number of free and reduced lunches and come to the next meeting with numbers.

2.    Next need-Nurse Shelly requests hats, boots, and mittens as the weather gets colder.

a.    Challenges include ranges of sizes and space to store items.

b.    Suggestions to meet need:

                                         i.    Leftovers from Friends of Families clothing swap.

                                        ii.    Jim will pursue roundup at Lantman’s.

3.    Equitable support for siblings who don’t qualify for funding of activities. Anita can contact sources for food.

Other ways Pie currently supports families in need:

1.    Pie partners with the Hinesburg resource center and contributes funding for vacation meal bags.

2.    STAR fund used for scholarships, sports, music instruments and other student interests that they would not participate because of financial constraints.

a.    Coaches, teachers, request funds to co- principals for various items.

b.    Gift cards to stores are purchased for families around the holidays.

Community Event Discussion-

In lieu of the harvest dinner which was a community event, Pie would like to do a

Best Attributes of Harvest Dinner included:

·         Drew in families for older students.

·         Community partnered with the school earlier in the fall, the seasonal food was delicious.

·         Unified arts- students made food from scratch and center pieces, helped in kitchen and served.

·         Exposed younger HCS kids to club activities (CVU Jr. Iron Chef)

·         Not marketed as a fundraiser which made it more low key.

Ideas:

·         Move Jr. iron Chef for the fall and hold a Community Dinner in the fall-Students coordinate pot-luck.

·         Poll email list by voting on activity in November e-newsletter.

·         Students to participate in and most likely to help.

Fall

o   Trunk or treat with a dance following

o   Election day bake sale 11/6

o   Fun run in the spring or fall

o   Student organized pot luck

o   Waffle breakfast is no longer occurring - Jr. Iron Chef make breakfast

o   Rock paper scissor

Winter Jan-Feb

o   Coffee house music night (CVU Jr. Iron chef could provide food) students provide music

o   Talent show

o   Spring April

o   Empty bowls-community artists donate bowls, community members buy bowls and fill it with Chili.  Maybe as a kickoff to “backpack” project.

o   Coffee house music night (CVU Jr. Iron chef could provide food) students provide music

Any

o   Italian night-dinner theme night

o   Waffle breakfast is no longer occurring - Jr. Iron Chef make breakfast

o   Trivia Night (location at NRG)-pay for a table- pot luck and drinks- winning table gets a prize

o   Movie night in the gym (family or babysit)

o   Rock paper scissors event

Next steps:

Voting-deadline, open list on idea, would be willing to help

Upcoming Activities

·         Friday 10/19 Pie Staff Grant Application

·         10/26 First Box

·         November Pie meeting flex space 11/15, 7:00-8:30. Contact Mary Hong (maryhong09@gmail.com) to reserve a space if child care is needed.