Minutes: October 25th, 2012

Meeting called by: Leah Elzinga, Chair
Present: Brandi Robinson, Amy Duvall (Treasurer), Leah Elzinga (President), Eva Scrimshaw (Vice President), Marjorie Kirsop, Wayne Rufiange, Rebecca Standley, Shawn Standley, Dani Melnyk (Secretary)
Agenda:
1. Opening
- Meeting called to order at 6:33pm

2. Approval of October 12th PFA Meeting Minutes
* Motion to approve by Shawn Standley
* 2nd by Dani Melnyk

3. Additions or amendments to the agenda.
a. Adopt agenda
* Motion to adopt Eva Scrimshaw
* 2nd Brandi Robinson
4. Reports
a. Amy Duvall, Treasurer
* Bank needs updated list of position holders’ names and titles in meeting minutes signed by Dani
* Karen and Melissa to be removed from signing authority
* To add Dani, Leah and Amy to the account the bank needs signed meeting minutes stating new position holders and ID from the same.
* An appointment will be made by Amy and communicate to Dani and Leah via email/facebook.
* No further questions for Amy

b. Marjorie Kirsop, Hot Lunch and Milk Program
* milk program to be set up for once per week
* Beatrice gave best price
* School to charge $1/milk or yogurt drink which gives the school 50% profit
* We will order in 2 month intervals
* Start of program to take place in January 2013
* A fridge is needed in order to begin the milk program, $2495 + $124.75 tax = $2619.75 Total cost
* $295 reimbursement from A&W from last year’s hot lunch program to be applied towards the cost of fridge
* Leah motions to approve funds requested for Fridge
* Put to vote: all in favour
* Motion to approve purchase of Fridge for school milk program approved
* Marj will contact Amy with details regarding purchase of fridge

c. Rebecca Standley, Event Planning Association
* Next meeting of Event Planning Association on Nov 1 to cover Christmas parade
* Leah requested that EPA keep PFA informed
* Eva offered to help plan if needed
* Cost of parade supplies yet to be determined
* Shawn suggested a $50 “slush fund” then if more funds are need they can apply for more if needed
* Amy asked if we had an terms of reference for expected costs
* Eva motioned initial provision of $125 be provided until the next EPC meeting
* Leah 2nd the motion
* No further questions for EPC

d. Brandi Robinson, Playground Sub-Committee
* $50k from grants are available but we need 50% of funds in place before application
* We can claim time spent in efforts towards fundraising as funds
* Eva has other grant option info to give to Brandi
* Need letters of support in order to apply for grants
* Could implement a parent info and feedback forum
* Leah suggests we fundraise as though there will not be any funds provided from grants and to approach the playground as a community project and not just for MPES
* Estimate cost of playground to be $100k based on list of other playgrounds recently built
* Eva suggested we could replace the equipment in stages rather than all at once, this would allow for smaller grants and more easily obtained fundraising goals
* Dani asked why we are replacing the playground and what the timeline is for expected replacement
* Play equipment is breaking down posing potential hazard to the kids and needs to be replaced within the next couple of years
* The current playground provider is in receivership so there are no longer any replacement parts available
* No further questions for Brandi

5. New Business
a. Printing and distribution of fundraising materials
* we must let the school office know 1 day in advance of our printing needs
* toner is the main cost, we have no need to use colour ink to reduce expenses
* when sending info out we must consider printing costs associated
* consider combining info into one letter or ask for space on the school newsletter
* Dani suggested an email option for parents rather than sending paper
* Response to suggestion is that it seems as though it would create more work to keep track of email vs paper families, newsletters will remain in use
* School office printing costs are $.12/side
* Leah will contact Hunter’s for costs, if their quote is less than $.10/side we will use their services. Leah will call
* Plan to do all printing on Fridays to allow time for teachers to distribute the following week
b. Milk Program refrigerator
- covered in Marj’s report see item 4 paragraph b
c. Town Light Up Float
- covered in Rebecca’s report see item 4 paragraph c
d. Remaining fundraisers for 2012
* we need to account for an extra week when receiving cheques to allow the funds to clear
* 1 deadline for all Christmas fundraisers to streamline incoming paperwork
* all forms to be out to families on Oct 29, due date Nov 21
* Leah motions to table poinsettia delivery, Shawn 2nd
* Purdy’s chocolates needs 8-10 days for delivery
* Leah suggested we consider using funds from account to bump up the order total if we are close to a bump up threshold that gives the school a higher percentage of proceeds
* Mabel’s Labels – there is a link on MPES website allowing for year round ordering
* Fundscrip – gift card fundraising program is very beneficial to the school and families ordering
* Bake sale and silent auction at Christmas concert to be organized by PFA
* Contact Melissa Girard for info from last year’s auction
* We should start looking for donations for auction now
* Oil kings “Hockey Hooky” event approximately $20/child = $3000 total
* PFA must subsidize cost or this event cannot happen
* Leah motions to table Oil Kings decision to next meeting after amount of funds raised from Christmas season is known, Dani 2nd
e. Fundraisers for 2013
- Leah motions to table 2013 fundraising discussion and playground wish list to next meeting, Dani 2nd
f. Budget breakdown for 2012-2013 by percentage
* Leah motions to break budget down into 5/event or need for all funds raised from this date forward as follows:
o Playground 50%
o Resources and Equipment 25%
o Student only activities & Subsidies 10%
o Community events (Town and School community) 10%
o Contingency Fund 5%
- Rebecca 2nd, motion carried

g. Playground wish list
* Tabled – reference Item 5 paragraph e
Next meeting November 22 @ 5:30pm
6. Meeting Adjourned at 8:03pm