MINUTES General Lake School Council Fundraising Sub-committee October 9, 2013

General Lake School Council Meeting

Fundraising Sub-committee

Wednesday October 9, 2013

6:00 pm – 7:00 pm
General Lake School Library

Attendees:
Present: Jennifer Wiertel, Andrea Robb, Rowana Brown, Lindsay Allan, Deb Legault
Regrets: Stacey Fullard, Adelle Bemister

1. Welcome and Introduction
   • Motion to accept Andrea Robb as Fundraising Chair by Lindsay, seconded by Rowana
   • Agenda was motioned to be approved by Lindsay, seconded by Jenn
2. Fundraising options for 2013/2014 School Year
   • Gift and Craft show to be held November 16 from 10am-4pm. Bookfair to be open as well, 11am-3pm. Sign ups for vendors to be held at night (4-6pm?) one night, all other times to be arranged with Mrs Legault via email. It was decided that Council would offer the grade 7/8s a table at no cost, as was done in previous years. Set up to be done on the PA Day (Friday), vendors to come in the afternoon to set up. Minimum of 20 paid vendors by November 1 to go ahead with the show. An entrance fee of $1.00 per adult was set, as well as having a ballot box for door prizes (to be donated by vendors (in their contract if they will be donating so council can plan ahead) and local businesses). Gift wrap for door prizes located in the loft, if there is not enough it was approved that a council member may buy more. It was decided that food and water would be offered to vendors at a cost of $1.50/slice of pizza and $0.50/bottle of water, to be pre-ordered, on their contracts. A note to be made that signs are needed to clearly mark the route from the parking lot to the front doors of the school. ACTION2013/10/09 #1: Jenn will write up the contract, vendor call-out and solicit outside donations. She will also contact previous vendors to give them advance notice of signups. ACTION2013/10/09 #2: Rowana will design the invitation posters to be distributed to the school and community. ACTION2013/10/09 #3: Mrs. Legault to contact Connie regarding having a custodian there for the day (fee of $100). ACTION2013/10/09 #4: Jenn to look into finding a Santa to be at the Show from 12-2, parents to bring their own camera for pictures. If needed, some funds are approved to buy candy canes for Santa to give out. Up to $150 was also approved to give to Santa as an honorarium. ACTION2013/10/09 #5: Lindsay will update the contact information on all council members and send out an updated list to everyone.
   • Spring Fundraiser (see Appendix 1). Jenn brought an extensive list of fundraising ideas. Some of the ideas that were especially well received by those in attendance were a Mom-to-Mom sale, Poinsettias from Huron Ridge or possible local nursery (possibly to be sold in conjunction with the Gift and Craft Show), Springhill Nursery spring planters and annuals, Regal's Greetings (online webstore, ships directly to customers – no sorting/delivering!). Mrs Legault had looked into the possibility of having our own “entertainment books” made at the earlier suggestion of Lindsay, but needed more details to find out whether this was a viability with the board regulations. Lindsay suggested having a Walk-A-Thon with various levels of prizes from pencils to Valour (or General Lake) Tshirts.
   • It was decided to start a Canadian Tire money collection. Ideas suggested were an ink cartridge/old cell phone recycling collection, Clothing labels (some brands suggested were Mabel's Labels, Oliver's Labels and Stuck On You), a gift card program (there are many sites out there that give a percentage of all gift card sales back to the organization, there is one on Jenn's idea list). ACTION2013/10/09 #6: Lindsay to take care of Canadian Tire money donations, counting occasionally and she will also make a newsletter submission about the collection. ACTION2013/10/09 #7: Jenn to look into the logistics of the recycling program. ACTION2013/10/09 #8: Lindsay to submit to the newsletter a reminder to parents about the Moncion's grocery receipts
3. Public Comments and Questions
   • An end of the year celebration was discussed. The possibility of having an outdoor movie night was suggested. We would use the school's popcorn machine and a fee would be charged to businesses for advertisements during the previews. ACTION2013/10/09 #9: Rowana to look into what schools in Kingston did for their closings.

• Playground equipment for the new school was brought up, questions about whether our school needs to come up with “our 1/3” of the cost of the equipment still. If so, we may need 2 spring fundraisers. ACTION2013/10/09 #10: Mrs. Legault to look into having a meeting with the other schools' councils as well as Mr. Baird to discuss the needs at Valour. She will also look at her notes to see what Mr Baird had said about fundraising (sponsorship) and the new playground. Mrs Legault will also look into whether the council's bank account must show a 0 balance at the end of the year with the school closing.
Meeting adjourned at 7:20 by Lindsay, seconded by Jenn

Action Register:

ACTION REFERENCE #	ACTION ON:	DESCRIPTION	STATUS
ACTION 2013/10/09 #1	Jenn	write up the contract, vendor call-out and solicit outside donations. Also contact previous vendors to give them advance notice of signups
ACTION 2013/10/09 #2	Rowana	design the invitation posters to be distributed to the school and community
ACTION 2013/10/09 #3	Mrs. Legault	contact Connie regarding having a custodian there for the day (fee of $100).
ACTION 2013/10/09 #4	Jenn	look into finding a Santa to be at the Show from 12-2
ACTION 2013/10/09 #5	Lindsay	update the contact information on all council members and send out an updated list to everyone
ACTION 2013/10/09 #6	Lindsay	take care of Canadian Tire money donations, counting occasionally. Also make a newsletter submission
ACTION 2013/10/09 #7	Jenn	look into the logistics of the recycling program
ACTION 2013/10/09 #8	Lindsay	submit to the newsletter a reminder to parents about the Moncion's grocery receipts
ACTION 2013/10/09 #9	Rowana	look into what schools in Kingston did for their closings
ACTION 2013/10/09 #10	Mrs. Legault	look into having a meeting with the other schools' councils as well as Mr. Baird to discuss the needs at Valour. Also look at her notes to see what Mr Baird had said about fundraising (sponsorship) and the new playground. Also look into whether the council's bank account must show a 0 balance at the end of the year with the school closing.

Appendix:

1. Jenn's report