Parent Council Minutes are posted with the most recent at the top.

Parent Council Meeting Minutes for April 8, 2009

In attendance: Heather Cyrus, Amy Bradsher, Mike Ware, David Kennedy, Heathir Brown, Ted Brown, Owen Ott

Discussion Topics:
    * Parent Surveys
    * Babysitting Class
    * Garage Sale
 
Parent Surveys
The office must try to get every family to fill out a mandatory survey from 4J.  They requested the Parent Council to find volunteers between April 13 and April 17, between 8:10 and 8:40.  They asked for 15 slots, or 3 per day.  Thanks to a handful of people taking multiple slots, we were able to get 2 people on most days.
 
Babysitting Class
Enough people have RSVP'd, and we can now request a class from the Red Cross.  Now we need a place, a time, and keys to the office.  Amy volunteered to track down this information, and find someone who could open and close the school for the class.
 
Garage Sale
    * It was made clear that the office will not assist us with storing items for the garage sale
    * The Bradshers have a moving truck.  They could park it at the school and store dropped off items during the week.
    * Suggestion: Donations get you an "early pass" to access the garage sale before the general public
    * Advertising needs to get started 2 weeks before the sale
    * The Register Guard ad must be submitted 1 week ahead of time
    * We would like to have an art table set aside for kids during the sale
    * We could put mother's day stuff aside, so children could easily find a gift for their mom
    * These "special selections" could go into a separate room
    * We need student volunteers, but only one person is responding to e-mails
    * Where is it going to be?  Right now, our date conflicts with the All School meeting, and they shouldn't be in the same room (cafeteria)
    * Things should start earlier anyway, around 8
    * We can set up by the parking lot, under the awnings.  This provides shade, shelter from rain, visibility from the street, and easy parking.
    * Unload and sort starting at 7 AM
    * Advertise 9 to 4, allow early birds to pick through items
    * Early morning volunteers (at the time of the meeting): the Bradshers, Ted, and Mike.  Ted promises to bring coffee.
    * Amy will take care of the cash box
    * Amy will handle the ad for the Village Voice
    * Pickups will be in the morning and afternoon
    * We should sell beverages and snacks
    * Is Cafe Mam available for a coffee bar?
    * Amy will put sign-up sheets outside every classroom.  2 hour shifts.
    * Owen volunteered to design the flyer for the sale
    * We hope flyers can be ready by April 20 for distribution
    * A list of stuff not accepted isn't really necessary, since the list is so short: old computer monitors, underwear, matresses, bed frames, etc.
    * Follow-up garage sale meeting scheduled for April 22 at 6:30
    * Mike volunteered to locate cash box and keys the Friday before the sale
    * People with large items can contact Dave for pickup and dropoff

Parent Council Meeting Minutes for March 11, 2009

Ted Brown, Kindergarten Parent and Parent Council Secretary

In attendance: Martha Collins, Diane Steeck, Amy Bradsher, Heather Cyrus, Angela Lower, Bev Parish, Line Mørkbak, Heathir Brown, Ted Brown

Discussion Topics:

• Village School Family Survey Results
• Heart of the Village Results
• Garage Sale
• After School Academies
• Getting Feedback from Village School Families
• Green school grant distribution 

Village School Family Survey Results

Martha went over the results of a survey filled out by families at the Village School that was written and collated by Amy Bradsher.  The survey and full results are available in the office to anyone who wants to take a look.  Because the office wants to be on-hand to answer any questions that come up, the results will not be posted online in the near future.

Overall, the results paint a good picture: the majority of parents are happy with the Village School in almost every category.  Congratulations to the hardworking teachers and staff that make that happen!

One specific question asked if the family was interested in taking part in the Parent Council: 24% said "yes", 39% said "sometimes", 25% said "no".  The remainder did not answer the question.  The disparity between the number of "yes" answers and the total number of unique individuals who've joined us could be a good point of discussion leading into the next year.  Do we need to make it easier for those folks to get involved?  It's one possibility, but there are undoubtedly more.

Heart of the Village Results

The Heart of the Village Festival was a success, and raised $1,800 in profits, a huge increase over the previous year.  Unfortunately, due to a prolonged illness with one of the committe members, the goals for advertising fell short.  However, it did prompt an examination of how to handle such things properly, which we hope to integrate into our Garage Sale plans this year.  One idea is to hang a banner downtown.  Barring the cost of the banner itself, which Martha may be able to get a good deal on from a Village School parent, the city will charge $235 to hang and remove the banner.

Garage Sale - May 9th!

The Parent Council made a fundamental error when assigning a date to the garage sale: we didn't check with Catia in the office!  And unfortunately, the original date did present a conflict. We agreed on a series of dates to check on, and later in the week, Heather Cyrus verifed with Catia that our first pick, May 9th, is available!  Martha will check with the Board of Directors to see if the All School Meeting could occur on the same date.  The idea is that two school events on one day will draw more people than two on separate days.

Heather is making plans and communicating with teachers and other parents between now and the next council meeting. 

After School Academies

Interest for After School Academies remains high, a sentiment echoed by the Village School Family Survey.  We've decided to run a "pilot program" and gauge interest in two particular sessions: one for art, and one for Spanish.  The results will naturally drive or end progress towards making those happen.  This leads us to the next topic...

Getting Feedback from Village School Families

How can the Parent Council adequately communicate with Village School families?  We want to be able to get feedback, but we won't make people need a computer.  We also want to make sure the Village Voice is still the main source for Village School news.

An example for this is the After School Academies: we not only want to draw attention to possible classes, but must gauge interest via feedback, so that potential teachers don't waste their effort.

The current suggestion is a package of options as follows:

• Place a Parent Council feedback box by the office.  Items left here are discussed at the Parent Council.
• Make an e-mail address for the Parent Council as a whole, so we can all be reached easily.
• Put notes in family mailboxes and e-mail the school when necessary; just discuss with the office before doing so.
• Use this mechanism for soliciting feedback via surveys in paper form, as well as online (SurveyMonkey.comwas suggested for this purpose).

Ted Brown will be discussing this with the office in the next couple of days, and we will then test this "communication package" with surveys about After School Academies for Art (headed by Teresa Mueller) and Spanish.

Green School Grant Distribution

In February, Mr. Matthew Bigongiari and the 5th grade class succeeded in having the school certified as an Oregon Green School.  First of all, this is awesome news!  Second of all, with that awesome news came a check for $500 to be used for a "green" or sustainable project for the school.  Please contact Mr. Bigongiari, the office, or your classroom teacher if you have a good idea for such a project.  It just might happen!

Parent Council Meeting Minutes – December 3, 2008

Those in attendance: Mike Ware, Heather Cyrus, Amy Bradsher, Bev Parish, Diane Steeck, June Anderson, Heathir Brown, Ted Brown, Jan Thrift, Pamela Boyatt

Items Covered

1) The PC meeting went extremely well. A lot of items were discussed and decisions made. People volunteered to look into a number of items and report back at the January PC Meeting.

2) Decided to move Heather’s Green Schools presentation to the January meeting.

a) Presentation is approx. 30 minutes

b) Need to promote it in the Village Voice

c) Heather will also be presenting to the Board

3) Discussed the need for a more "permanent" PC Meeting sign.

a) The group felt it would be better to have a permanent sign announcing the PC meeting.

b) The sign may draw more people to the meeting by being made with bright colors and be hung up the day before the PC meeting.

c) A laminated, inexpensive sign was suggested.

d) Ted to check into this.

4) Is the PC meeting at a convenient time for parents?

a) Starting at 6:30 and running to 8:00 seems late to some.

b) Starting at 5:30 is difficult for parents who work outside of the home.

c) Suggested posting a survey on line to get feedback from parents.

d) Maybe email all the families.

e) It was noted that what will occur if the answer comes back "Yes, the current time does not work for most parents".

i) Find another time?

5) Issue of how parental involvement in the school (volunteer time, being on committees, helping in the classrooms, etc) is presented at the initial New Parent Orientation.

a) If it is not being done at this time it was suggested that parental involvement in the school be "pushed" very hard at the orientation. (Also, continue to push for parental involvement at other school functions – Mike’s suggestion while typing up notes)

b) Stress that parental involvement is essential for the Village School to continue to function.

6) While discussing various topics it was suggested that the PC needs more concrete goals.

a) For example:

i) Fundraising – What would we be fund raising for? How would the money be used?

ii) Greening the school – This is a very broad topic. Can it be broken down into smaller pieces?

7) Clarify the PC mission

a) Noted that parents may not understand what the function/goal of the PC is.

8) The next Parent Council meeting will be held January 14.

a) Heather Cyrus provide presentation Green Schools

9) Fundraising for the PC

a) HeArt of the Village

i) Each classroom will be putting together a basket to either be raffled off or sold at a silent auction at the event.

ii) Suggestion made to have both a raffle and a silent auction.

iii) The proceeds will first go to the Festivals Committee and the remainder will go to the PC

b) Set up a craft fair

i) Invite venders from Saturday market. Include food vendors

ii) VS would get a percentage of what is spent

iii) Rent space for tables/booths?

iv) Suggestion made that the time between that the Holiday Market closes and when the Saturday Market restarts may be a good time for this event.

c) Village School Garage Sale

i) Heather to put together what is needed

ii) Maybe have food/craft booths. See item b above

iii) Will discuss at the January PC meeting.

10) Fundraising is another big topic that is difficult for people to get their hands around.

a) Suggested putting together a list of steps in putting together a fundraising event.

i) How to "rent" a space at the Village

ii) How to advertise

iii) What can/cannot be done

iv) Where do funds go

b) Pamela has done something similar for some of the festivals

c) Mike to ask Carma Douglas to spell out what is needed for the Territorial Seed sale.

i) Diane asked about assisting with seed sale.

(1) Mike to send Diane Carma’s email address.

11) Ted to start a website where information on fundraising and various other items can be located.

12) After School Academy

a) Other schools have these types of programs

i) Edison/Caesar Chavez

(1) Jana to contact Caesar Chavez to see how they run/start these classes

b) Decided to research a few of the suggested classes and report back at the January PC meeting

c) Questions to ask possible class providers

i) Willingness to teach our children

ii) What ages of students could participate in your class?

iii) Cost of the class?

iv) Time when the class could be taught

v) Number of students that could be in each class?

d) The following classes were to be researched

i) Circus Arts – Mike to contact Justin (8th grade teacher)

ii) Break Dance – Jana

iii) Martial Arts – Heather

iv) Babysitting Training – Heathir – checking with the Red Cross

v) Art Class – Bev to check with his partner

vi) Children’s yoga – Amy

e) The goal is to start some of the classes in February of ’09.

13) Ted volunteered to be secretary for the PC. Heather will step in if Ted cannot attend the meeting.

14) Amy volunteered to be treasure for the PC.

a) Report

15) June volunteered to get the child care provider list from Catia and arrange child care for the meetings.

I feel this was a very productive meeting. A lot of great discussions occurred and wonderful ideas exchanged. I hope that PC can carry this momentum into the new year.

January PC Meeting

1) Heather’s Green Schools presentation

2) Discuss VS Garage Sale

3) After School Academy