George Jay PAC Executive Meeting
24 August 2019
In attendance: Angela Cooper-Carmichael (President), Kim Drapeau (Vice President), Andrea Walker Collins (Treasurer), Roberta Hamme by phone (Secretary), Alicia Power (HWAC rep), Maritia Gully (Member-At-Large)
Regrets: Lilli Bauer Patey (Member-At-Large)
Abbreviations: PAC = Parent Advisory Council, HWAC = Health and Wellness Committee
Budget: Much of the meeting focused on finalizing PAC budget items for the coming year. Andrea proposed an initial budget on 19 August based on amounts spent the previous year. Individual line items were discussed at this meeting. Amounts marked accepted in these minutes will be brought forward at the September meeting for discussion and approval by the full PAC.
Update on Welcome Back BBQ: Angela chairing Welcome Back BBQ subcommittee. She has been very successful in securing donations. She sent letters at end of last school year to ensure all requests received in time. So far: Cobbs Bread - 200 hotdog buns, Save-On-Foods - 1000 hotdogs and 10% off of anything else we need to purchase, Thrifty Foods - All condiments, napkins and more buns, Wellburn’s - Juice boxes and bottled water (not enough for everyone). A huge thank you to these great community sponsors! Kim is working on setting up a PAC table that will have a way to sign-up for PAC e-mails, a take home form to provide more info, grocery fund raising cards, raffle and entertainment book sales, etc… Still needed: 1) Get update from Mel on involvement of Optimist Club. 2) Talk to Fat Daddy about halal dogs. Determine how many halal dogs needed. Best to overestimate since halal dogs can be substituted for regular hot dogs but not vice versa. 3) Organize volunteers.
Discussion of new Teacher’s grant: Plan is to create a transparent and easy way for teachers and others to apply for PAC funding. Roberta and Alicia are working to develop a form, with input from rest of PAC. Each teacher will be guaranteed $250 from the program for extra-curricular activities for their class. This year, an extra $2000 total (possibly more) will be available for requests above this value or aimed at more than one class. Funds that come from gaming sources need to go to extra-curricular support, so we will need to take care that most applications focus on this. Suggestion to add terms and conditions to the top of the application form. PAC would also aid teachers and others in applying for other grants to support their projects. Discussion of whether a maximum value should be suggested. $500? Previously, teachers provided receipts and filled out a form to list the different amounts on. Teachers all spent their money in the last month, which suggested that many teachers were not aware of the available funds at first. Action item: a PAC executive member to attend teacher meeting to present info on funds and process to all teachers.
Subcommittees: Suggestion made by Andrea that PAC create subcommittees for each large event to spread the work. Lead or chair of subcommittee would report updates at PAC meetings.
Building PAC membership list: We need direct permission from parents to send PAC e-mails to them. Could we put a request for their e-mail for this purpose on the Welcome Back BBQ forms? A form should be included in the September bundle that goes to all parents. Sign-up sheets should be available at all PAC events.
Criminal record checks: PAC executive members should see office at start of school year to complete criminal record checks.
Helping future year PACs: Strong suggestion that each executive member keep clear and detailed notes on items / events that they help organize to provide a blueprint to pass onto the next executive.
Roberta Hamme & Andrea Walker Collins