October PTA Leadership Meeting Minutes
Date: Oct. 23, 2025
Attendees: Kammy Meyers, Kristen Kuhnle, Andrea Lewis, Blair Ware, Lucia Thorness
1. PLEDGE STAR FUNDRAISER REVIEW
Fundraising Results:
Total raised: Just over $8,000
This represents an increase from last year's $5,000-$6,000
70 participants total
Platform Feedback & Concerns:
Parents found the signup process frustrating (two-step process: sign up, then create donor account)
Some families requested direct donation options instead of using another platform
Motion to consider simplifying for next fall fundraiser, all agreed.
Future Fundraiser Discussion:
Considering switching to direct donation through website (via Donor Box)
Need to research and compare processing fees between platforms (Pledgestar vs. Donor Box) - Lucia will compare and let us know.
Discussion of potentially using Venmo QR codes
Note: Non-profit Venmo accounts must be attached to existing account (cannot be standalone)
Decided to table Venmo option for this year due to complexity of switching.
Currently connected to former PTA President
Previous direct donation methods involved paper forms that were difficult to manage
Decision: Will research Donor Box fees and potentially switch to simpler direct donation system for future fundraisers
2. BUDDY CLASS READATHON EVENT
Event Summary:
Successfully held last Wednesday before break
All classes participated with their buddy classes
Activities included reading together, some classes went outside
PTA provided snacks (low-lift event)
Impact:
Met culture and climate goals
Systematized buddy class partnerships school-wide
Students very engaged and excited
Easy to execute
Future Plans:
Consider repeating in spring
Possibly tie into Fun Run or similar event
3. MOVIE NIGHT RECAP
Event Details:
Smooth event with good behavior
Donations at door generated revenue
Concessions also raised funds
Two schools didn't communicate "no outside food" rule, causing minor issues at entrance
Financial:
The total cost was $1,330
Received about $610 in donations at the door
The total cost for each school was $80
Action for next year: Kammy will send expectations to principals for next year to prevent miscommunication about outside food policy
4. BATTLE OF THE BOOKS
Program Overview:
Starting in October
Ms. Petrinii is running the program
District-level competition
Teams of three students (grades 3-5)
Details:
3rd graders read 9 books
4th & 5th graders read 12 books
Expectation is for students to read all the books
Cannot switch teams once committed
PTA helped the school library purchase 10 copies of each book for checkout
Audio players available for accessibility
Practice Schedule:
Lunchtime practices may be limited due to librarian's schedule (6 teaching days, 6 non-teaching days)
Possibly every other week rather than weekly
5. BOOK FAIR PLANNING
Dates & Hours Discussion:
Original Proposal:
Monday-Friday of conference week
Morning drop-off hours (8:10-8:30am)
After school hours
Conference night hours
Revised Proposal:
Consider reducing to fewer days to decrease volunteer burden
Focus on conference nights (Monday late night, Wednesday late night)
Maintain school day browsing opportunities
Location:
Original plan: Library (causes conflict with librarian's teaching schedule)
Alternatives discussed:
Bottom level of library only (leaving top for teaching)
Breakout space near second grade
Hallway areas during open hours (close off when fair is closed)
Decision: Will use the bottom level of library.
Setup:
Setup Day: Friday before book fair week (changed from Sunday due to scheduling)
Approximately 100 boxes of books to process
Will inventory at home before setup day
Volunteers:
Need volunteers for:
Setup (Friday)
Fair hours
Teacher appreciation meal service
Will create Sign Up Genius
Volunteers without fingerprinting can help during non-school hours or with staff supervision
Marketing Materials:
Timeline: Design completed by Tuesday/Wednesday of next week (Oct 28/29)
Send to be printed by Thursday, Oct 30
Materials returned and sent home in folders week of Nov 4th or sooner
Will include:
Book fair hours
Volunteer opportunities
Teacher appreciation meal information
Venmo QR code for donations
Financial:
Fact & Fiction provides books, school gets 30% of proceeds (up from 20% last year)
Last year the event raised the PTA $2,000 and Fact and Fiction got $12,000
Scholastic Books option available but less financially advantageous and books not as high quality
Swag Sales:
Will have PTA merchandise table if sufficient volunteers
Must use separate Square reader (different from book fair transaction system)
Accept Venmo, cash, and cards
Opportunity to reduce inventory
Teacher Appreciation Meal:
Soup Farm will cater (offers teacher discount)
PTA to provide supplemental snacks/drinks
Setup at 2:30-3 p.m. to accommodate all staff
Will need final headcount
Possibly solicit parent donations of cookies, trail mix, granola bars, etc?
Print signs that designate dinner vs. snacks?
6. BINGO FOR BOOKS (NEW EVENT)
Event Details:
Date: Wednesday of conference week
Time: one hour in evening (Time TBA)
Location: Cafeteria
Purpose:
Community engagement event during conferences
Aligns with existing school calendar (teachers already present until 7pm)
Staffing:
Principal and instructional team to run event
Possibly student leadership helpers (5th graders)
Music and PE specialists cannot staff (union/equity considerations)
Seeking parent volunteers through Sign Up Genius
Prizes:
Winners receive certificate to choose book from book fair
Budget: approximately $100-150 for books (estimated 10 winners × $10/book)
Motion made and approved: PTA will fund books for Bingo winners
Refreshments:
PTA will provide popcorn
Options: Pre-popped bags from Costco OR bulk popcorn from Cornucopia
Materials Needed (school to provide)
Bingo cards
Bingo supplies (caller machine, markers)
Microphone
Certificates for winners
Marketing:
Include in Peek of the Week
Add to conference communications
Volunteer link needed by Thursday, one week out (so Kammy can include it in communications)
Optional for families, not requirement
7. FUTURE BOOK FAIR CONSIDERATIONS
Alternative Explored:
Partner with Fact & Fiction bookstore for fundraiser event
Designated shopping day where percentage of proceeds return to school
Broader customer base beyond school community
Concerns Raised:
Would limit access for students who attend book fair at school
Online sales were significantly lower than in-person during hybrid year
Community members purchase items from teacher wish lists
Student excitement factor of in-person fair
Quality and selection of books
Decision: Will continue with traditional book fair model for now
8. FUNDRAISING & DONATION PLATFORMS
Good Food Store Script Account:
Currently enrolled
Recent quarterly earnings: $415
Will promote in communications
Mabel's Labels:
Offers script/fundraising program
Will investigate and potentially promote
Addresses lost & found issues while raising funds
9. NOVEMBER GENERAL PTA MEETING PLANNING
Proposed Agenda Items:
Parent Volunteer Committees
Garden Committee recruitment
Teacher Appreciation Committee recruitment
Teacher Appreciation Discussion:
Seeking parent volunteers to lead efforts
Will present themes/ideas at meeting
Immediate sign-up opportunities (or, shall we use sign-up genius?)
Follow-up email for remaining needs
Community Building:
Goal to increase attendance and inclusivity
First meeting had good caregiver turnout; want to maintain momentum
Potential Educational Session:
Childhood psychologist presentation
Topic: Navigating uncertain times/difficult conversations with children
Addressing school safety concerns, current events, political discussions
Age-appropriate responses to maintain hope and psychological safety
Note: School partnering with CAPE (Center for Advancement of Positive Education) for wellness/resilience programs
Cultural Events:
May event possibility with Native American collaboration
Potential drum circle or cultural education event tied to PTA meeting