November 2024 Meeting Minutes

Hoosic Valley Parent Teacher Organization

Regular Meeting Minutes:  November 14, 2024

Location:  Hoosic Valley Elementary School Library

Attendance:

President: Liz Ruepp

Vice President:  Melissa Kalbfliesh

Secretary:  Shannon Hansen

Members (in-person):

Deb Van Valkenburg

Stacey Kyea

Lisa Meehan

Lindsey Donovan

Meghan Luskin

Kayla Gregoire

Kimberly Macica

Jessica Hoag

Erika Bates

Katie Sweet

Danielle Paro

Called to Order: 6:34 PM

Review of Minutes:  

Please read the November meeting minutes to determine if changes need to be made.  Provide recommended changes during January meeting.

Unfinished (old) Business:

Color Run – It was a success.  Thank you to all the volunteers and the team who helped. The total profit to the PTO was $24,934, which is the largest amount raised to date by a fundraiser.  Liz is planning to hold the final meeting with the company and put the offer out for people to listen in.  Constructive feedback provided during the meeting to be carried into future years include: improve kick off times for the kids, created confusion and some kids missed their time due to acceleration of the schedule.  Positive feedback was the school videos provided good hype for the school year.

Teacher Conference Dinner – The teacher dinner went well and the to go boxes were a success.  There were enough leftovers people were able to take home.

Picture Day – Picture day went well but they only sent 1 photographer this year which caused a back up in the hallway.   Normally they send two photographers.  The company needed to be contacted to address the smile certificates which were not handed out.

Trunk or Treat – Held on Friday October 25th.  Went well with no issues.  Due to the early request and the money donations there was not shortage of candy this year.  We do need to determine how to present the option to donate money next year; people felt it was a requirement.

Yearbook – Currently working on the logistics to get access to the teachers, similar to what has been done in the past.

Writing Olympics – Tiffany Hurley is the chair for this event and will be getting help from Kimberley Macica.  The book will be finalized for March 26.  Initial flyer was submitted to the kids.  Looking into the concern the printer company used went out of business, someone at the meeting suggested a different company which they felt could pick up the printing business.  Looking to get final submittals in before January 30 to get final readings done by March.  Is it an option to reach out to the teachers to present in class – option being considered.

Book Fair – It was very busy and successful night.  More cases arrived then anticipated which made it for a tight space in the library.  The spring and fall dates have been assigned by scholastic.  Thank you for purchasing teacher’s wish lists, they were all filled.

Bus Driver/Custodian Breakfast – It was not a good idea to lump this together with the teacher conference dinner so it will be rescheduled for a future date.

Ornament Night – The planning is going well and Angela at the studio flyer has been really helpful.  A timeline has been created and people have until the 22nd to sign up.  The message has been sent out on parent square and facebook.  Liz plans to send out a list for volunteers.

Festival of Wreaths – Flyer going out late this week or early next week.  December 11th is the school concert (elementary involved) and they plan to sell tickets live.  This is the set up night.

New Business:

STEAM Night – We will hold a brainstorming meeting in the next two months.  Looking to hold two different nights in the month of February.

Guptills Night – Stacey was able to get a hold of Nancy.  March 21st from 6:30 to 9pm is the date.  It will be open to both high school and elementary students.  Need to determine the strategy to sell tickets, maybe $5 per person.

Funding Requests:  

Memory Project $15 per student – Erin McCauliffe – This was presented by the art teacher in the High School.  Pictures of students from India come to the school and the art students get to create a portrait and send it back to the children.  She thinks she has about 10-20 students interested in the project.  Motion to agree by Kim with the 2nd from Deb.  All in favor.

Small cups – Eileen LaCourse – The school provided cups during COVID and now there are no water fountains in the new sinks.  A couple questions raised during the discussion include further clarification whether this was a one time buy or multiple years?  School supply request for the future – more discussion surrounded this point and how much is already on the list.  Plan to raise some of these questions with the school.  

3rd Grade stylus Pens $26 – Kimberly Macica – The request was made for 3rd graders to practice with stylus pens for the upcoming testing.  The school only has so many pens so they need to borrow from the office and give back.  Discussed an option to add to the supply list for future years.  It was challenged to provide to all the grades who need to test with the pens.  There are a total of 266 kids.  Motion presented to buy for all students  by Stacey, 2nd by Deb.  All in favor.

Chair Back Storage Pockets $84 – Kimberly Macica – The class got new tables which do not support all the students supplies including their head phones.  Looking for the option to get storage which could be used on the back of the chairs.  Motion to accept by Stacey and 2nd.  All in favor.

Future Discussions:  Potential new business topic for the future could include:

Common funding request document.

Vendor Event – people have been asking

Community Garden

Meeting Adjourned: 7:55 PM

Next Meeting Scheduled for Thursday January 9 at 6:30PM in the Hoosic Valley Elementary School Library

Reminder – any questions regarding the minutes can be directed to Liz or Shannon.  Their PTO emails can be found on the website under contact us.