April 2018 PTO Meeting Minutes

PTO Meeting Minutes

April 10, 2018, 6:30-8pm

Woodbrook Library


In attendance: Kim McQuown, Zarina Burdge, Beth Daane, Sara Henry, Elizabeth Killian, Ellen Powell, Jen Smith, Amy Barbour, Dana Griffin, Kate Scales, Jorie DeBoer, Lisa Molinaro, Michael Thornton


  1. Treasurer’s Report – Ellen Powell (on behalf of Maureen Boisvert)

Reviewed deposits from Bingo Night and Feed the Bear.  Only withdrawal in March was to support Parent Council screening of Screenagers.  Box Tops payment is pending.

The Board approved a request from the school to pay for a water slide bounce house for Field Day this year.  The cost is $583.77.  In addition, we have budgeted $100 for shaved ice supplies for this event.  Overall, we had previously budgeted $600 for this event so we voted to increase that amount to $683.77.

The Treasurer’s report was approved.


  1. Fundraising Report – Beth Daane

Al Carbon is not able to sponsor another restaurant night this spring.  We do not have any restaurant nights scheduled for April.

It is unclear whether we have any restaurant nights planned for May.  Kirt’s and Sweet Frogs were both mentioned previously as possibilities. More information on this to follow.

Beth shared with us a letter soliciting donations for the silent auction.  We discussed sending this request to families directly perhaps modifying it to focus on possible service options: e.g., hosting a dinner or providing a dessert or flower arrangement a month, etc.

We also discussed the possibility of creating an online auction component to allow a preview of at least some items, participation for those unable to attend the Fun Fair and/or a way to continue offering items that arrive after the Fair’s deadline or go unsold at the Fair itself.  Elizabeth Killian shared her experience with www.32auctions.com for Fairview’s online auction.  Amy Barbour agreed to tackle this endeavor.


  1. Communication Report – Jen Smith

Jen solicited items to be included in the next newsletter: e.g., Fun Fair – Mother’s day weekend, Baskets, Tickets; PTO board elections at next PTO meeting, Teacher Appreciation Week.

She also plugged the Loaves & Fishes volunteering opportunity in which we bag food donations for 45 families.  We are looking for 3 people each Tuesday from 10-11am.  Folks can sign up for one week or several. The sign up link (http://woodbrook.cvilleloavesandfishes.volunteerhub.com/) is posted on our website, Facebook and a flyer is being sent home next week.  We also discussed options for reusable bags.  UVA has donated 100 but need to add on “Property of Woodbrook” or some other reminder to return each week to school.  It will be challenging since bags should be returned on Monday for repackaging on Tuesday.


Jen also provided an update re: welcoming activities for new students.  We had 2 families join us for Bingo Night.  The school also sent home an introductory letter during Spring Break that included a blurb re: our PTO and encouraging them to reach out with questions and to join our email blast.  Our next welcoming event is Family Maker Night on 4.19.  It is a school event but with more activities this year so the school is looking for additional parent support.  Specifically, they are seeking 5-6 volunteers to cover rooms with Teachers (e.g., maker room, art room, break out edu room, building room, etc.), 1-2 greeters, and 1-2 minglers.  A sign up sheet soliciting help was circulated.  We are asking Woodbrook Families to wear their Woodbrook T-shirts (they can win a prize if they do) and bring a snack to share.  After Family Maker Night, we will also invite families to the May PTO Meeting (5.8), Fun Fair (5.12) and to 6.1 (8:15am) school-wide morning meeting.  We anticipate giving new students t-shirts and kindness coins and having our student ambassadors introduce them to the rest of the school at this gathering.

  1. Upcoming Events – Ellen Powell

Makers Night – 4.19 6:30-8pm.  See discussion under welcoming activities above

Talent Show – 4.25 6:30-8pm.  School event with PTO support via Heather Santiago

Teacher Appreciation Week – Week of 5.7.  Kerri Kirkeide spear heading with support from Stephanie Heath and Jackie Harris

Fun Fair – 5.12 4-7pm.  Committee has started work on this.  Raffle basket request out.  Collecting silent auction items now.  Ticket ordering form coming out soon.  Pursuing concession options.  Welcome any others who would like to help with coordination.

Multi-cultural night – 5.24 5-7pm.  School event with PTO support via Jen Smith.  Need to let Brandon Readus know that we have budgeted $550 for this event.  Color copies for passports through office would be 7 cents/copy.


  1. Nominating Committee – Ellen Powell

Kerri Kirkeide has agreed to help recruit potential Board members.  We are looking for others to help find interested members.  Current members have been asked to indicate whether they plan to continue and either way to submit a job description to help with current or future recruitment.  Kate Scales and Elizabeth Killian agreed to continue in their at-large roles.  Kim McQuown is open to continuing as our Parent Council Representative.  Maureen Boisvert is willing to continue as treasurer.  Stephanie Heath is in for secretary.  We are looking for 1-2 people to serve as VP of ways and means, 1-2 persons to serve as VP of communications and 1-2 persons to serve as President.  We discussed making sure we invite redistricted families to the May PTO meeting and soliciting interest in volunteering for a board position.  Jorie DeBoer was going to reach out to Greer and Jen Smith was going to reach out to Agnor Hurt.  We will also plan to have a handout/flyer at Maker Night publicizing the May PTO meeting.


  1. Parent Council Report – Kim McQuown

Screenagers will be shown to the public on Thursday, May 3rd at either Monticello or Sutherland.  Exact time, TBD.  It is available for screening in schools as well.  Lisa shared that Central Office recently decided that the movie would NOT be shown during the school day.  On Monday, April 16th the school system would be starting a Community Speaker Series.  The first speaker will be addressing some of the same issues raised in Screenagers from a perspective that is more consistent with the school systems’ position.


The last parent council meeting will be on May 16th at CaTech.  It is typically a dinner and the PTO Presidents from the schools are invited to attend.


  1. Principals’ report and tour of new spaces

We were able to see the new instructional space at the end of the current 3rd grade wing.  It is anticipated that it will hold three 2 teacher teams of 2-3 students next year.  The design provides flexibility in learning spaces (watering holes, caves and camp fires) as well as the opportunity for specialists to push in rather than pull out students.  It is anticipated that the school will offer at least one single grade classroom at each grade level along with an assortment of K-1, 1-2, and 2-3 multi-age classrooms and one 4-5 multi-age.  The school is hard at work interviewing and hiring teachers for next year.  Current projections are for 17 new teachers.  We were also able to visit the new music room and gymnasium.  Parents interested in touring the new spaces should contact the office so one can be arranged.


Next Meeting: Tuesday, May 8th at 6:30pm in the Library.  We will be voting on new officers at this meeting.