SUNSET PTSO

October Meeting Minutes

11/2/2016: 6:30pm Sunset Library

Attendance: President Sarah Tycast, Vice President Susie Morgan, Secretary Heather Goodrich, Treasurer Becky Wilson, Principle Lisa Hawking, Emily Goodwin, Sam Burton, Sydney Wilson.

Meeting called to order by President Sarah Tycast at 6:30pm.

 

Welcome, Introductions and September Meeting Minutes Approval

The group was welcomed followed by brief introductions. The October meeting minutes were approved after a motion from Becky Wilson and second from Sam Burton.

 

Financial Report- look at Becky’s notes

Treasurer Becky Wilson handed out the Sunset PTSO 16/17 annual budget for review. Items discussed included:

  • Barn Blast
    • Great turnout- roughly 500 people
    • Haven’t gotten all the expenses turned in yet (DJ, etc.)
    • Next year, more one dollar bills will be available in each cash box
  • Fall Fundraiser
    • Exceeded our goal of $4000
  • Missoula
    • Goal was to break even, but we made $100 in popcorn sales
    • Should think about adding bottled water to sales
    • This was the first year the PTSO put this on- usually the school does it.
    • A huge thank you to Andrea Boyd-Helm for all her hard work in helping the PTSO (Susie and Becky) put this on.
    • Thank you to Susie Morgan and Becky Wilson for coordinating the event.
  • Teacher’s Supplies
    • The PTSO gives all Sunset teachers $200 a year for supplies.
    • So far, three teachers have submitted for reimbursement.
  • AmazonSmile
    • Becky wants to push this with Christmas coming. It’s a great time to get contributions. More information will be going out to families about this.
  • Scrip
    • Sunset Primary is not currently offering Scrip as a fundraiser, but it was brought up that Rosemont Ridge does it and gets quite a bit of money back from it.
    • Scrip is where people buy gift cards (from the PTSO) for places they already shop at (Safeway, Amazon, etc.). Sunset PTSO would get a percentage of sales.
    • PTSO needs to educate about this. People would send in a form with how many gift cards they wanted. Becky offered to put the orders in if we decide to do this.
    • We need to have at least at least 100 vendors.
    • The PTSO decided to try it this year for the holiday.

 

Fall Fundraiser- Fill the Jars

Thank you to all the families that contributed to our Fall Fundraiser. Not only did we meet the goal of $4000, we exceeded it by $400. $4000 will go to Sunset Primary for books and the extra $400 will into the general fund to go for other expenses throughout the year. These expenses can include scholarships for field trips and other requests. The PTSO wants to say yes to what we can, so it’s great to earn extra money past the goal. Other items discussed included:

  • Half the money came in through PayPal (just over $2,000)
  • Got feedback that families liked having the opportunity to contribute during conferences. Often times, change was sent to school with the kids, but more checks were contributed during conferences.
  • We don’t keep track of what comes in from each class, but all grade levels were represented well with donations.

 

Spring Fundraiser- Fun Run

Reminder from Sarah on behalf of Darcy that the Fun Run is early this year. Kickoff is February 10th with the actual event on March 3rd. At the December meeting, Darcy will start coordinating the timing for sending home letters for sponsors and helping with logistics of donations and feet charms. The Fun Run will be held in the gym this year because with the construction, there is no track outside to run on. That is another reason that it didn’t matter to move the date up to early March. All students will get a Fun Run T-shirt from the PTSO.

 

Barn Blast

Thank you to Sarah Liddell and all the helpers that made this event possible. This event was very well attended. The PTSO will continue to try to not schedule events on the same nights as other schools to keep attendance at these events high. Discussion of this event included:

  • Carnival games that had usually taken place in the cafeteria were replaced with other types of games in the gym (cake walk, mummy wrap, etc.). Feedback was very positive with this move.
  • Crafts were a huge hit. The tables were packed and feedback was very positive.
  • Sarah is going to get together with Chair Sarah Liddell to make a list of how to set it up so that future chairs of the event are successful. This event takes a lot of time and effort to set up.
  • CampFire kids helped set up the Spooky Walk. This was very helpful and we will ask that they help next year.

 

Box Tops

Amber Duncan turned in the box tops submitted and the PTSO got a check for $181. There was discussion about how the collection box for Box Tops was moved from outside the library to the cafeteria. Options were discussed on other ways to remind people to save them (posters, different collection containers, etc.) With the new school, the PTSO will look at options. It was also discussed that Box Tops can be turned in inside a plastic bag rather than on the sheet provided. The sheet is just a good reminder to turn them in.

 

Book Fair

Thank you to Ms. Perkins and all the volunteers who helped with the Book Fair this year. Donuts for Dads was very well attended and feedback was very positive. Sunset will get a percentage of money back from Scholastic on books purchased. Having the Book Fair open during Barn Blast was great.

 

Upcoming Event: Family Breakfast

The next PTSO event is the Family Breakfast on January 27th. We are still looking for a chair or co-chairs to run the event. The PTSO has the caterer, we just need the chair to organize volunteers, send home flyers and organize the event. Teachers usually serve the breakfast and there are supervised activities for the kids when the parents have to leave for work.

 

Upcoming Event: Family Fitness Night

Family Fitness Night will take place on February 3rd. Sarah Tycast will chair the event again (for the third year in a row), unless someone else wants to co-chair with her. She needs help organizing the event and getting donations. She reaches out to fitness and nutrition organizations and businesses to host a station at the event. All stations will be scheduled by Winter Break. This is one of the only events that does not need any parent help during the event. We want all the parents to participate with their children. Ms. Ellis is the emcee for the event and is very involved.

 

Other Updates- Principle Hawking

Lisa Hawking gave updates on:

New Progress Report

  • The West Linn-Wilsonville School District has revised the progress reports that communicate students’ growth and progress throughout the year. These are the highlights of the revision:
    • Teachers from all over the District have been working two years on the revision
    • Take scope of what we do in school and honor complexity of that and common core standards. Comprehensible; helps parents know what they want to know
    • Parent information meeting next week on November 9th and 10th
      • Give a preview; answer questions
    • Teachers have to decide how to assess each learning target. In December, students shouldn’t expect meet or exceed- might not have been taught.
    • Consistent across the District
    • Previous progress report was revised in late 90’s- not representative of Common Core.
    • Letters will go home to parents.

Celebrations at Sunset

Classroom celebrations for holidays were discussed. Lisa wanted to give parents the opportunity to think and discuss what we want to do with classroom celebrations. Learning celebrations rather than candy and game celebrations were discussed. Through conversations with parents and teachers, it sounds like they appreciate connecting with the classroom and other parents during learning celebrations. The goal is to downplay the more traditional parties with sugar and less meaningful activities. Learning parties are connected to a purpose and show parents what they are doing.

Missoula

There was discussion about Missoula and if we want to continue to work with this specific group. Discussion included:

    • Something this year was different than in years past. The quality wasn’t as high. We might want to look at other options for our school. With Missoula, we don’t have any control over what the play is. Feedback this year was that the story was hard to follow.
    • Positives included that the kids have a lot of fun; kids come so far in just one week’s time; all grade levels have the opportunity; kids starting early getting on stage before they are scared to do it.
    • Negatives included when kids who try out don’t get to participate due to too many people; confusing for first time parents on the time commitment; it’s a lot of work for Andrea Boyd-Helm and the school; late nights for the students and parents.
    • Ideas were presented on doing something else like looking at other companies; doing something to expand what theater can be; having all 5th graders do something.
    • Sarah asked if there was an opportunity to give feedback to Missoula. Lisa has the contacts and will send to Sarah to provide feedback.

 

Meeting adjourned at 7:42pm

Respectfully submitted by Heather Goodrich

Don’t forget to attend the next PTSO meeting on Wednesday, 11/2 at 6:30pm in the Sunset Library. As a parent of a Sunset child, you are automatically a member of the PTSO and we’d love to see you there!

Help make the  2016 Barn Blast a BLAST!    

Join the party Friday October 28th and volunteer for any of the following duties and time slots by clicking here: 

Click Here to Volunteer for the Barn Blast

Thank you in advance for your help!!

It is time to FILL THE JARS for Sunset! Our fall fundraiser is in full swing, please help us reach our goal and donate….cash, checks and coins are all welcome, donate and watch the jars fill up in the office! We are looking to raise $4,000! 100% of the funds raised will go towards more fiction and non-fiction books in our classroom libraries for all Sunset students to use.

Please help us reach our goal, send in a check, cash and/or coins. You can also donate easily online by clicking on the top right corner of this site:  https://sunsetptso.org . Just click DONATE! Thank you for supporting Sunset…GO EAGLES!!!

Sunset PTSO Meeting Minutes

September 6, 2016

Attendance: President Sarah Tycast, Vice President Susie Morgan, Secretary Emily Gilbo, Secretary Heather Goodrich, Treasurer Becky Wilson, Principle Lisa Hawking, Instructional Coordinator Willow McCormick, Sarah Duffin, Jenny Frank, Bryan Goodwin, Catherine Gregory, Laurie Hurley, Ngoc Lewis, Darcy Peak, Katie Rasouli, Sherko Rasouli, Mai Sorenson, Kelly Schweiger-Lambert and Guest Presenter Marnie from Eco-School Network.

Meeting called to order by President Sarah Tycast at 9:10am.

 

WELCOME AND INTRODUCTIONS

The group was welcomed followed by brief introductions. Willow McCormick was introduced as Sunset’s new Instructional Coordinator. She taught at Willamette Primary for ten years prior to this position. Some of her roles will include supporting Lisa Hawking, supporting families, coordinating gifted education and assessment, enrichment classes, ESL and many other ways to support learning.

 

2016-2017 CALENDAR REVIEW

PTSO Meeting Times/Dates

  • Asked for feedback on what works for meetings- day of week and day or night. Last year, meetings were alternated between morning and night, but there wasn’t any parent participation during the morning meetings. PTSO is for everyone and the goal is to get as much parent participation as possible.
  • It was decided to have most meetings be on Wednesday nights, with a couple offered during the day. The PTSO calendar will be updated within the next week to reflect the upcoming meetings.

Curriculum Night was wrong on the PTSO calendar that was sent with back-to-school packets. It is on 9/22, not 9/21.

 

SEPTEMBER/OCTOBER EVENTS

For many of the events, the PTSO is looking for volunteers to either chair the event or help put it on. To volunteer for events, you can either email Amber Duncan, the PTSO Volunteer Coordinator at volunteer@sunsetptso.org or sign up for Help Counter. Help Counter is the name of the software used to keep track of emails and volunteer opportunities.

If you are already registered as a volunteer or have let the volunteer coordinator know that you would like to receive emails, you already have a profile. You will create your own username and password to be able to sign in anytime. You can sign in here: www.helpcounterweb.com/ci/volunteer

If you are not yet signed up as a volunteer, you can create a profile by signing up here: www.helpcounterweb.com/welcome/?en=117962114

 

Back to School Picnic

  • September 9th: 5:30-7:30pm at Sunset Park instead of the school field due to construction.
  • Pre-Pay Forms were sent home so families don’t have to wait in line to pay. Hotdog or hamburger, watermelons, chips, cookie and lemonade included for $5.

 

Missoula Children’s Theatre

  • October 17th-21st
  • Sleeping Beauty is the production this year.
  • Susie Morgan and Becky Wilson have volunteered to chair this event.
  • The entire event is completed Monday through Saturday, one week. Auditions are held on Monday, rehearsals every day with the production on Saturday. All grades can audition.
  • Need parent help to cover rehearsals, ticket sales and concessions. It’s a great way to get the 5th graders involved.
  • Need two families to host the adults from Montana: the producer and the stage actor.

 

Read to Us/Book Fair Week

  • October 24th-28th
  • Moved Read to Us week to coincide with the Book Fair to get kids excited about reading.
  • Parents, community leaders and people who work locally are invited to read to the classrooms and talk about how reading is important in their careers or lives.
  • Emily Gilbo, Jenny Frank and Mai Sorenson have volunteered to chair this event, but they will be looking for parents to help.

 

Barn Blast

  • October 28th
  • This is the first of the school’s fun community events. Kids can wear their Halloween costumes (no masks or scary costumes). Last year there were games, pizza, a DJ with a dance party and a spooky walk in the garden.
  • Sarah Liddell has volunteered to co-chair but the PTSO still needs someone to help co-chair. Contact Amber Duncan if you are interested.

 

 

CENTER FOR EARTH LEADERSHIP: ECO-SCHOOL NETWORK PRESENTATION

Eco-School Networks are composed of parents leading projects at elementary schools with a goal to introduce sustainable practices and raise eco-awareness with the children. A meeting was held last May and parents from Sunset, Cedar Oak, Bolton and Trillium attended. Although there was interest, we didn’t have anyone step up at that time to represent Sunset. This presentation was to try again to find someone or a group of parents from Sunset to help develop initiatives for our school. It was discussed that this was good timing and initiatives could be planned with the opening of the new school.

Examples of initiatives in other schools include buying durable trays for lunch rather than Styrofoam or having a Halloween costume swap.

A sign-up was passed around the meeting for an invite to an October 6th meeting and dessert at a parent of a Bolton student’s house.  

For more information, go to http://ecoschoolnetwork.org/

 

2016/2017 FUNDRAISING OVERVIEW

Darcy Peak is the PTSO Fundraising Coordinator for 2016-2017 and provided a brief overview of our two fundraisers this year. At Sunset Primary, we don’t sell anything to raise funds for the school, we have two donation campaigns:

Fall Fundraiser: Fill the Jars

  • Parents will get information at Curriculum Night on 9/22
  • This is a check writing campaign for the parents with paper bags being sent home to get our kids involved with filling them up with change.
  • The PTSO works with the school to determine what the money will go towards. In the past, Chromebooks, Ipads and non-fiction books have been purchased with the fundraising funds.
  • If anyone would like to help with this event, please contact Amber Duncan- the PTSO Volunteer Coordinator.

 

Spring Fundraiser: Fun Run

  • This year, the Fun Run kickoff was moved to February to coincide with fitness month. The actual Fun Run will take place on 3/3. The PTSO will look into ways the preschoolers can get involved with the actual event.
  • This is another donation campaign with a highlight on trying to get corporate sponsorships.
  • All children will get a free T-shirt to wear during the event.

 

 

FINANCIAL REPORT

Treasurer Becky Wilson handed out the Sunset PTSO 16/17 annual budget for review. Everything is similar to last year’s budget. Still waiting for some corporate sponsor money to come in from last fiscal year.

It was discussed how lucky Sunset PTSO is to have Becky as Treasurer for the third year. She won’t have a student at Sunset next year, so there is a need to find a parent to take over next year. The position doesn’t take up too much time and is straight forward. If anyone is interested, contact Becky, Sarah or anyone on the PTSO board.

 

CONSTRUCTION UPDATE

Lots of progress is happening next door at the new Sunset Primary construction site. To keep up with the progress, go to the bond website: http://www.bond.wlwv.k12.or.us/Page/8054  The school will have this website projecting off the kiosk in the main hallway.

With the construction, the options for recess have changed. Children can play Gaga Ball, go to the library, have active play, go to the gym or play Roxaboxen.

 

Meeting was adjourned at 10am. Next meeting will be October 5th @ 6:30pm in the Sunset Library. 

June 8, 2016

Attendance:  Darcy Peak, Becky Wilson, Susie Morgan, Sarah Tycast, Lisa Hawking, Heather Goodrich, James Compton, Amber Duncan

Meeting called to order by President Darcy Peak.

Financial report by Becky Wilson.  May is reconciled, not much from June outstanding.  Reviewed budget for this year, overall within budget pending receipts coming in at the end of the school year.  Reviewed line items for 2016-2017 budget.  Motion was made to pass the budget with minor changes agreed upon by those present.  Budget was approved.

 

Updates:

FUN RUN – huge success – raised almost $18,000.  Writing a check for $16K for 60 Chromebooks- this means we are only 3 classes away from one-to-one for technology!  

 

Pizza Bingo – same attendance, sold a few less pizzas.  Budget adjusted accordingly for next year.

 

Draft 2016-2017 Calendar – several notable shifts:

  • Back-to-School Picnic – at Sunset Park instead of school field (will be under construction)
  • Fall Fill the Jars Campaign to move up to end of September.  Will kick off at Curriculum Night 9/22 and send home info the next day.
  • October: Conclusion fall fundraiser.  
  • Missoula Children’s Theater – will go through PTSO and need a parent coordinator to find a family to host and to make sure there is a parent is here for rehearsals.  Becky and Susie will co-chair!!  Many thanks to them.
  • Read to Us Week to coincide with the Book Fair and Literacy Month/Reading Challenge (goal-oriented rather than volume, in line with goal-setting conferences).
  • February: Family Fitness Night (was April this year)
  • Fun Run earlier in the year – Kickoff Feb 10 and event March 3 – will be inside (field under construction)

 

PTSO Meeting Scheduling – has been 1st Thursdays, alternating morning and evenings but looking to see what works for people.  Mr. Minor will help us send out a survey to the list-serv to get parent input as to scheduling.

 

Past events not currently done – Dine Out Night- at Bolton, this was successful on a night when couple with a  music concert evening. Will try and coordinate this for upcoming school year once Mr. Compton has the concernt schedule.  School Supply Drive – done in past but negative feedback.

Recycling program – June 18 upcoming meeting.

 

We are going to register for Amazon Smile!!  Will send out info when we are officially up.

 

PARENT NEEDS:  Garden Help – transitioning to using this as a playspace.  The Allen Family has been helping but are moving out of state.  Work on creating a group of families with 1-2 leads to work this summer, start with killing weeds/beds and changing to play spaces.

 

Ideas for new Sunset Swag – move inventory leftover but next year come up with something new for new school year.

 

Audit – will be this summer, Darcy to schedule.

 

By-laws – currently there is term limit of 2 years then rotate off or to a different position.  The current situation is that we have 2 Board members who are at their term limit but we do NOT have volunteers willing to come on and take over their positions as Treasurer and Volunteer Coordinator.  Both Becky Wilson and Amber Duncan willing to stay on for a 3rd year.  Language change made and approved.

 

Proposed Board

President – Sarah Tycast

VP – Susie Morgan (year #2)

Co- Secretary – Heather Goodrich and Emily Gilbo

Treasurer – Becky Wilson (year #3)

Volunteer Coordinator – Amber Duncan (year #3)

 

Motion made to approve each board member.  All were passed unanimously.

Meeting was adjourned.

Hi all-

Due to the City Council meeting tomorrow 6/3 at 4pm regarding the new Sunset Primary School appeal issue, the Board has decided to move our last PTSO meeting of the 2015-2016 school year to next Wednesday June 8 at 6:30 pm in the school library.
Please attend if you can, even if it’s your first time!  We will wrap up business for this year, have some discussion on next year’s events, and take nominations for next year’s open board positions!!

If you are interested in any positions please let us know!  Email Darcy, president@sunsetptso.org or Sarah, secretary@sunsetptso.org.

See you Weds evening!