SAC Board Minutes August 22, 2003


In attendance: Jennifer Sammons, Susan Copeland, Talana Vogel, Lee Meyers, and Bruce Schadrack.

A new parent meeting will be held in the Campus School media room on August 26. The format will include an overview of the program by Susan Copeland, an overview of SAC and a question and answer session. A board representative will need to be present to provide the SAC overview.

The SAC membership drive will begin on August 26 and will continue for a month. Packets will be distributed to all 345 students on 8/26, and an additional quantity of packets will be available for distribution at the 8/26 new parent meeting as well as the 9/4 SAC meeting. Each teacher will be given an envelope to collect the forms and checks for their classroom. The office will then collect all envelopes from the teachers. A Blue Jeans Day will be awarded to every class that reaches 100% participation. Mary Honey will make arrangements to have posters for each class and a poster for the school total to display membership percentages. Mary plans to ask the Campus School art teacher, Mrs. Fuller, for assistance with the posters.

It’s too early to tell how well the Volunteer Drive is going but there has been an excellent response to date. A reminder about volunteer opportunities will go out in the membership packets. We won’t know until 9/5 how well the drive is progressing. At that point, we will seek additional help from room parents, if necessary, and we will discuss any remaining volunteer openings at the 9/12 SAC board meeting.

The first open SAC meeting will be held on Thursday, September 4. Parents will meet in the classrooms with their child’s teacher from 6:00 to 6:45 and then the SAC meeting will be held in the playroom from 6:45 to approximately 7:30. Jennifer will introduce SAC officers and provide an update on SAC plans for the year. Susan will introduce the teachers. Lee Meyers will present minutes, Bruce Schadrack will present the treasurer’s report, and then Jennifer will close the meeting. Volunteer sign up sheets will be available in each classroom.

A decision was made to hold three sock hops during the year: one for the 130 1st and 2nd graders, one for the 100 3rd and 4th graders and one for the 110-115 5th and 6th graders. The dates for these events will be set after the September 4 SAC meeting because a chair for this event has not been secured.

The golf tournament was tentatively set for Friday, April 16 to allow enough lead-time to plan the event. Jennifer will reserve the date with Galloway Golf Course. The tournament will be held rain or shine, so no rain date was set. Diane Coleman has offered to help with team sales, and Melissa Pierce has volunteered to help with PR and fundraising.

It was confirmed that no Holiday Fair will be held this year. Instead, a winter fundraiser will be held. We are currently looking at a cookie dough and cheesecake sale to be held after the teachers’ fundraiser. The dates for the teachers’ fundraiser are 9/8 through 10/13. Kim Schadrack will call last year’s Holiday Fair chairs Jennifer Fichtner and Amy Mulroy to confirm their willingness to chair this event. If they agree, Kim will ask them to recommend a date for the fundraiser between 10/13 and Christmas.

In lieu of a Committee Chair meeting, Jennifer will distribute instructions to all committee chairs for their projects and ask them to attend the SAC board meeting prior to their event. Two exceptions will be the Fall Fest and Spring Fling chairs who will need to attend two SAC board meetings prior to their event dates.

Fall Fest, which will be held on October 30, will be designed to be an old fashioned Harvest Festival with children in costumes. It will include events such as pumpkin painting and apple bobbing. Talana Vogel or Susan Copeland will call Jim Hellums and ask about the possibility of putting a grill on the playground for hot dogs and hamburgers.

Susan Baldwin is spearheading the Chess Club, and she ordered chess sets and a demo board to get started. SAC will fund this up front and will be paid back after Chess Club dues are collected.

Bruce presented a proposed budget. The group agreed to increase the projected teacher professional development amount from the $1,000 Bruce estimated to $1,500. The board agreed on revenue projections for three new events:
 
Golf Tournament
Winter Fundraiser
Sock Hops		  $10,000
 $10,000
 $    500

The board also discussed the need to develop a new policy on expenditures and reimbursements that will include receipt requirements and dual signatures on all SAC checks written.


Some additional committee chairs have been named since the July 21 board meeting. A current listing is as follows:

COMMITTEE CHAIR ROSTERS
COMMITTEE CHAIR PERSON(S) COMMENT
Fall Fest Deanna Showli  
Room Parent Coordinator Laurie Kay  
Book Fairs Tammy Vanderhook  
Winter Fundraiser Open This will take the place of Holiday Fair.  Kim will ask Jennifer Fichtner and Amy Mulroy to chair.
Golf Tournament Open  
Spring Fling Michael Johnson  
Skate Night Kenneth Walker Three skate nights will be held with the first one on November 6.  That date was not on the SAC schedule that went out. 
Courtyard Pete Savage  
Destination Imagination Daniel Fraga  
Candy Cart Jennifer Sammons and Kim Schadrack There will be a candy cart available for the children on Fridays at 2:30.
Book Cart Open This will be scaled back and will just have essentials such as paper and pencils.
Directory Steven Brewer  
Teacher Appreciation Carolyn Cook  
Sock Hops Open  
Science Fair Cheryl and Bill Simco  
Tiger Tracks Milton Craft  
Yearbook Marta Tetseli  

Plans for Tiger Tracks were discussed. All materials should be to Milton Craft by the 13th of each month to meet our publication goal of the 20th. The first issue will include a listing of the SAC board members, committee chairs and teachers. There will also be a calendar as well as a message from Susan.

The next meeting will be held on Friday, September 12 at 1:30 p.m. in the Director’s Conference Room. SAC board meeting dates for the remainder of the year are as follows:
October 10, 2003
November 14, 2003
December 12, 2003
January 9, 2004
February 13, 2004
March 12, 2004
April 9, 2004
May 14, 2004