Discussion Item

Information

To Do

Person Responsible

Secretary’s Report

• Shelly shared the newly printed PTO stationary; these are housed in the PTO storage closet

Landscape Report

• Shelly (for Rebecca Tucker) gave an update on landscaping project in the works.  Rebecca is working with metal artist to commission 2-3 large iron planters to be placed outside of the gym entrance. Flowering plants will be added upon installation.  $500 in budget will be needed; artist is working on special pricing for project.

• Install planters by end of school year if possible

• Rebecca

Cougar Tracks Newsletter

• Discussion about online newsletter success and challenges.  Not enough entries to publish for 3rd quarter.  Will try again for 4th quarter. 
• Possibility of coordinating school newsletter with PTO newsletter as many items are on the school website anyway…reduced need to go extra step to get to PTO version…look into for next year
• Next deadline is 5/27

• Turn in 4th quarter newsletter articles to Marjorie Frost by 5/27

• All board members who would like to enter article

Marquee

• Tracy reported that trees overhanging marquee in front of school prohibit reading of sign
• Tracy also reported that the wooden base and the plastic on sign is rotten and falling apart.  Repairs will need to be addressed in next year’s budget. 

• Put in work order for tree trimming

• Mrs. Sullivan

Treasurer’s Report

• Spring Stay-at-Home fundraiser has brought in $445 so far.  The fundraiser has just begun.  Another Connect-Ed message will be sent out as a reminder.
• Current balance is better than discussed at last meeting.  Ending balance from 2009-2010 school year was not included at last meeting.  Our current balance is $4332.39.
• Projected end of year balance after all budget expenses are paid should be approximately $3500.  This will be a nice carryover to start off the school year in the fall.
• Discussion about who may submit receipts for reimbursement.  Decision made to only receive receipts from committee chairs.  If other receipts are turned in, the treasurer will discuss expense with appropriate committee chair to ensure budget amounts are being followed. 

• Ask Jan Thomas to send out a Connect-Ed reminder about fundraiser.

• Tracy

Principal’s Report

• Mrs. Sullivan reported on single gender class option at AMS next year.  This pilot program was approved by the Board of Education and will be offered at all three grade levels next year on an opt-in basis if enough interest is shown.  Rising sixth graders seem to be most interested in this program, possibly enough for two teams instead of one. 
• Mrs. Sullivan also reported that the PE teachers will host a dance for each grade level this spring.  The sixth grade dance is scheduled after school on May 28th and will be a nice lead-in to the PTO Family Night event that evening. 

Hospitality

• Generous response from parents for Teacher Appreciation Week. 
• Need for a school directory has become apparent in hospitality efforts by grade level reps to make contact with parents from many different elementary schools.   A school directory is in the plan for next year. Discussion held about privacy issues.  The option of having directory published for PTO use only was discussed. 
• In fall, an effort will be made to communicate to families that every family is a member of the PTO (with no dues).  This is currently not widely understood.    

• Create directory form over the summer for “1st day packet”.  Form will have parent contact information (ideally an email address) and a directory “opt-in” or “opt-out” box to check.

• Mrs. Sullivan and Tracy

Family Night

• Friday, May 28 from 5:30-7:30
• PTO will provide hot dogs, veggie dogs, paper products and drinks
• Each grade level will be asked to bring a side dish or dessert. 
• Families encouraged to bring picnic blankets, lawn chairs, balls of all types, and other outdoor toys.  Event will be held in back of school utilizing football field.  In case of rain, the cafeteria will be used.   
  

PTO Board Staffing

• Efforts is being made to recruit new board members from a variety of schools
• An updated description of volunteer positions / duties needs to be created.

• Obtain names of all elementary school PTO members who have rising 6th graders coming to AMS in the fall.
• Refer any names of potential PTO volunteers for next year to Tracy or Tangie
• Update volunteer position descriptions

• Shelly

• All board members

• Shelly

Student Health Center

• Ellen Riegg announced Nutrition Activities and Fitness Activities sponsored by the Student Health Center on June 3, 4, and 7th. 
• Nutrition Activities will be held during lunch focusing on the 5 food groups.  Alternative scheduling by grade level will allow for Fitness Activities to be held at the end of the day for each grade. 
• Parent assistance will be needed to help with supplies and to volunteer at the Fitness Activity events.   
• Pre-EOG Energizer Activities will be shared with teachers to use on testing days. 

• Send out request to all board members for limbo equipment and sacks for sack races to be loaned to the Health Center for Fitness Activities for June 3, 4, and 7.  Volunteers for these events will also be requested.

• Shelly

Meeting adjourned at 7:35.    
                                
Respectfully submitted,
Shelly Blackburn

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Discussion Item

Information

To Do

Person Responsible

Stay-At-Home Fundraiser

• Tracy reported that parent volunteer Robin Wells will spearhead the spring mailing of the Stay-At-Home Fundraiser.
• Debbie Cooper also expressed interest in working on this project.
• Goal is to mail to AMS families by 4/1.

• Contact Robin Wells and Debbie Cooper to begin  fundraiser efforts
• Prepare mock-up of fundraiser flyer
• Have flyer prepared on Publisher

• Tracy

• Tracy

• Mrs. Sullivan

SPMT

• Lenore Medlock (via Tracy) relayed a request from teacher Brew Davis asking for PTO support in helping AMS to become a “Green School”.  Mr. Davis is leading this effort. 
• PTO will continue to support “Green” efforts, including those already in place such as moving our PTO Newsletter to an online version, emailing meeting minutes instead of printing and mailing, etc. 
• Question was raised about the use of Styrofoam in cafeteria.  Mrs. Sullivan said that there is no room in cafeteria for dishwasher at this time.  Paper alternative discussed – possible budget concern if too expensive.

• Look into cost of switching to paper products instead of plastic in cafeteria.

• Mrs. Sullivan

PTO Stationary

• Shelly shared sample of possible PTO stationary mock-up from AHS Graphics department.  Cost would be $130 for 1000 or $100 for 500 including envelopes printed with school address.
• Suggestion from Mrs. Sullivan to check with AMS secretary Carol Riddle whose father has printing business for price comparison.
• In addition to foldable stock card, Tracy suggested pricing a ream of full

      8 ½ x 11 letterhead as well.  Include
      website address.

• Contact Carol Riddle for printer information; obtain price comparison; report to group and place order

• Shelly

Principal’s Report

• Same-sex core curriculum classes may be piloted next school year on an opt-in basis.  One team or more per grade level would offer this option.
• AA time, Move More, Lunch and Specialists would still be mixed-sex groups; only academic blocks would be singe sex classes.
• Parents interested in this option for their child should email Mrs. Sullivan.

Hospitality

• Tangie reported (in conjunction with Susie Jameson) on Hospitality issues as follows:
• The Asheville Area Middle School Spelling Bee will be hosted at AMS on March 16.  Teacher Jo Gibbs is coordinating this effort for AMS.  PTO will provide light refreshments.  Volunteers are needed to help with registration and refreshments beginning at 8:45. 
• Teacher and Staff Appreciation Week will be May 3 – May 7.  Mrs. Horton commented that the staff particularly enjoys the breakfast that has been offered in the past.  Various treats are being planned including a continental breakfast.  Volunteers are needed to prepare and serve breakfast as well as help with other activities throughout week.
• Family Night (formerly Diversity Night) will be held in late May.  The dates of May 27th and May 28th were discussed.  A Block Party/Carnival type event is being planned.  PTO will provide hamburgers and hot dogs.  Families will be asked to bring a side dish, dessert, drinks, etc. Activities such as Bingo for Books, face painting, and a large movie screen are being considered.  A request for teachers to offer incentives for attendance was requested.

• 8th Grade Celebration and PTO’s contribution was discussed.  Last year broke from tradition with PTO contributing funds for cake and hardcover document sleeves for student certificates.  Prior to last year, an 8th grade picnic had been held at Aston Park.

• Post-meeting conversation with Susie…she will contact a few volunteers for the Spelling Bee event and does not need an “all call” for volunteers.  She’ll need lots of help for Teacher Appreciation, though!

• Send out email to request volunteers to help with Teacher/Staff Appreciation Week activities.

• Discuss plan for 8th grade Celebration with 8th grade teachers and inform PTO of the role they need to play this year.

• Susie

• Shelly

• Mrs. Sullivan

Treasurer’s Report

• Jane distributed copies of budget for board review
• PTO currently has $4011 in the bank. 
• $3000 additional dollars are needed to support budgeted items if all monies are spent as planned.  Spring Stay-at-Home Fundraiser will contribute to this amount.
• Brainstorming ideas included grade level and teacher Raffle Baskets and Cake Walk at Family Night.
• Mrs. Horton mentioned a fundraising idea seen at computer conference.  A machine that creates bumper stickers, awards, and other items would cost $2000.  Cost of materials to create items like bumper stickers is minimal.  One idea would be for PTO and school to share cost.  Items, such as bumper stickers, could be made and sold to raise funds year after year. 

Rising 6th Grade Parent Night

• May 6 will be the night for rising 6th grade parents to visit AMS. 
• PTO will sell Cougarwear
• Suggested PTO flyer to distribute
• Suggested sign-up for parents interested in volunteering in some way next school year to pass on to next year’s Executive Board.

• Sell Cougarwear at event

• Tracy

Next PTO Board Meeting

• The next scheduled meeting will be held on April 11 at 6:00.

Meeting adjourned at 7:15.    
                                
Respectfully submitted,
Shelly Blackburn

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Discussion Item

Information

To Do

Person Responsible

Pot Luck Dinner

Treasurer’s Report

• Jane distributed copies of budget for board review
• Jane reported that the Stay-at-Home Fundraiser was a success; brought in more donations than anticipated
• 2nd round of Stay-at-Home Fundraiser letters to go out in Spring; not intended to ask for a second donation, but to encourage those who did not make a donation in the fall to do so in the spring
• Cougar Wear’s new sales items have paid for themselves; old stock is still on books

Cougar Supporters Banner

• Tracy reported that the banner from last year was found and hung in the gym
• The banner for this year is in the office and will be hung in the auditorium lobby

• Coordinate hanging banner in auditorium lobby

• Tracy

School Directory

• Idea of a school directory revisited; there has not been one at AMS in at least four years
• Discussion of need for privacy; including opt-in/opt-out specifications
• Potential funding in budget for next year 

Grade Level Monetary Support

• Decision made to put in line items for monetary support for each grade level beginning immediately 
• In future years, $300 per grade level will be available at the beginning of the year for teacher planning purposes.
• This year money will be given for the following requests:
• $400 to 6th/7th grades for Poetry Slam; money will be used for artist fees and prizes for Slam winners
• $200 to 7th grade for Lunar New Year Celebration for art supplies, a Tai Chi instructor and student scholarship $ for Chinese dinner
• $350 is already budgeted for 8th grade Celebration
• Support money has already been given to 6th grade for Rainforest Night transportation.

• Write checks to school designating grade level accounts

• Jane

Principal’s Report

• Mrs. Sullivan reported that school system officials have met with architects to begin feasibility studies for a new middle school.
• One plan entails keeping existing auditorium and gym and building new buildings toward the back of the property before demolishing the front buildings.
• Mrs. Sullivan also reported that the after- school tutoring program for reading and math is in full swing with licensed teachers and teacher assistants.  Tutoring groups contain 3-4 students who are recommended by teachers.  Partnership with 21st Century Learning provides transportation and snacks for students while AMS pays for tutor salaries.
• PAWS program continues to be successful in encouraging positive behavior.  64% improvement in referrals from last year.  Goal was 5 positive referrals for every 1 negative referral.  Positive referrals have continued to increase and are now in the teens and twenties for every one negative referral.

ACSF Listening to Our Teens Project

• Laura Collins shared overview of project.
• Beginning next school year, there will be full programming in place for engaging after school programs geared toward middle school student interests.
• Request made for PTO board members to contact City Council members asking members to prioritize middle school students by awarding an Outside Agency Grant to support the Listening to Our Teens Project.  Please see attached sample letter and talking points as well as contact information for City Council members.

• Engage in City Council letter writing campaign (see attachment) by mid -February

• All Board Members

Cougar Tracks Newsletter

• Marjorie Frost sent out request earlier in the week.  Would like to have articles by 1/15.
• Request for Presidents’ letter and Principal’s letter.
• Anyone may submit newsletter articles throughout the year advertising upcoming events, sharing good news, etc. by sending articles to mfrost@marjoriefrostdesign.com  
• This quarter’s online newsletter will be posted on January 22.  Hard copies will be available to teachers to distribute as needed to students who do not have internet access at home.
• A Connect-Ed message will be sent out to let families know that the current issue is available online.  

• Presidents’ letter for Cougar Tracks newsletter

• Principal’s letter for Cougar Tracks newsletter

• Arrange for Connect-Ed to announce current newsletter issue

• Tangie/ Tracy

• Mrs. Sullivan

• Shelly

ACSF Spring Fundraiser

• Shelly reported that the Asheville City School Foundation will hold a spring fundraiser.  Complete information will be coming soon.  Teams will travel from school to school throughout the district to perform school improvement tasks.  Challenges between schools will hopefully encourage participation (i.e. grade level teams, parent/student teams, clubs, PTO boards, administrators, etc. can challenge other groups to form a team).  A fee will be charged for each team to enter the event, thus creating a fundraising opportunity for the Foundation. 
• Shelly noted that many AMS teachers have been deserving recipients of many Foundation grants and scholarships.

Hospitality

• Susie led discussion about next hospitality event.
• Munchies will be provided for teachers as a Valentine’s treat for the ½ day Staff Development on February 17. 

• Coordinate Feb. 17 munchies for teachers

• Susie

Diversity Night

• Tangie and Susie will coordinate effort this year.
• Diversity Event will be held in March – specific date information to follow.
• Discussion about Black History Month and the use of display boards to recognize significant African Americans in the areas of art, literature, etc.  These would either be placed the school lobby or the media center.

• Coordinate Diversity events and activities

• Tangie and Susie

PTO Board Meeting Time Change

• Board decided that a separate Executive Board Meeting is not necessary.  There will no longer be a 5:30 Executive Board meeting preceding the regular board meeting each month.
• The next scheduled meeting will be held on March 9th at 6:00.

• Change school calendar to reflect 6:00 start time for future PTO meetings

• Shelly

Meeting adjourned at 7:30.

Respectfully submitted,
Shelly Blackburn

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Discussion Item

Information

To Do

Person Responsible

Secretary’s Report

• Shelly distributed the following (all of these items are attached):
• PTO Volunteer Roster
• list of meeting dates for year
• Cougar Tracks newsletter deadlines for year
• Question about PTO’s official non-profit status

• Determine whether or not PTO has non-profit status / tax ID number

• Tracy

Cougar Tracks Newsletter

• Articles for Cougar Tracks needed soon.  Request for Presidents’ letter and Principal’s letter.
• Anyone may submit newsletter articles throughout year advertising upcoming events, sharing good news, etc.
• Newsletter will be online this year at PTO website.  Hard copies will be available to teachers to distribute as needed to students who do not have internet access at home.

• Presidents’ letter for Cougar Tracks newsletter

• Principal’s letter for Cougar Tracks newsletter

• Email newsletter deadline list to all teachers

• Tangie/ Tracy

• Mrs. Sullivan

• Marjorie

Treasurer’s Report
(given by Tracy Moore for Jane Hatley)

• Copies of current and last year’s budget distributed; current budget approved
• Discussion of “drama” fundraiser money designation
• Stay-At-Home Fundraiser has raised approximately $2300 so far. 
• Banner to display PTO Supporters ($100 level of giving and above) will be purchased and hung in the atrium area of auditorium lobby
• Current donations by grade level:
• 6th grade - $685
• 7th grade - $970
• 8th grade - $335
• Thank-you’s from teachers have been abundant following $35 gift check from PTO.
• Teacher Mini-Grants are replaced by gift checks to all teachers.  Teachers are encouraged to utilize the Asheville City School Foundation Mini-Grant program.
• PTO Projects / Presidents’ Fund – new line item.  To be used for school needs that arise (school family in crisis, etc.)  

• Look for opportunities to use “drama” funds for drama related activities throughout the year

• Connect-Ed announcement to wrap up fundraiser; include grade level totals to date to encourage “healthy competition” between grade levels

• Order banner and display in auditorium lobby

• Mrs. Sullivan

• Tangie / Tracy

• Jane

Landscape Committee

• Rebecca discussed plans for beautification projects focused on gym side of school where many families travel to drop-off and pick-up students.
• Suggestions to use NJHS students who might need service hours.
• Other suggestions to include a wide array of students from various school groups, such as AVID, Beautification Club.  Encouragement of grade level teams as well as parent involvement will help to make this a “school community” project. 
• Tree overhanging marquee needs to be trimmed.
• Mrs. Andes strongly suggested not pruning river birch tree in front of school; tree was badly pruned last year.

• Schedule tree trimming maintenance for area around marquee

• Mrs. Sullivan

Principal’s Report

• Mrs. Sullivan reported on discussion with Kate Pett from Asheville City School Foundation.  Kate is currently negotiating with Wells Fargo (Wachovia) to coordinate company adoption of AMS.  Wells Fargo would provide volunteer hours from 200+ employees in the area.  Suggested areas of service included:
• math tutors
• testing proctors
• service on landscape and hospitality committees
• Discussion of testing data showing continued achievement gap between Caucasian and minority students.  Solutions, including parent involvement, are being sought at this time.   
• School has focused on a positive learning atmosphere since the beginning of the school year.  Significantly fewer negative referrals have been seen compared to last year.  Positive referrals and positive phone calls have proven effective in encouraging cooperative student behavior. 
• $300,000 technology grant received.  Possibly tie in with PTO sponsorship of new sound and lighting system in auditorium.  Suggestion of using designated “drama money” from fundraiser to help in this area. 
• Request for PTO members to encourage parents with concerns to either contact Mrs. Sullivan directly or their child’s teacher.  Help communicate “open door atmosphere” and willingness of staff to hear concerns as they arise.   

• Mrs. Sullivan requested board members assistance in coming up with ideas for parent involvement in helping to close the achievement gap. 

• all members

Hospitality

• Susie provided synopsis of past hospitality activities. 
• Decision made to continue “standing projects” such as winter breakfast/lunch for teachers and Teacher Appreciation activities.
• Hospitality will continue to help with special school events like Teacher Health Fair, grade level Paideia nights and Diversity Night. 
• Discussion about inviting parents to Thanksgiving lunch with students.  Suggestion made to provide free lunch to parents whose children already receive free/reduced lunch. 

6th Grade 411

• Shelly will coordinate this event for next fall.
• Opportunity to meet with 6th grade parents to discuss “how things work” at AMS…lunch, drop-off, pick-up, how to get a message to your student during the day, how to volunteer, etc.
• Possibility of a small version of this in October.

Suggestion to have an upper grades parent representative present from each feeder elementary school.

Diversity Night

• Tracy and Tangie met with staff members Melissa Hedt and Paul Battenfeld to discuss needs for Diversity Night.
• Will be on same night as 7th grade Hungry Planet activities-November 10.
• Set up in cafeteria
• PTO will help provide food.
• Focus of food is to acknowledge cultures while keeping samples of foods small.  Hunger is the main emphasis of event with the meal being basic and simple (beans and rice).
• Offer transportation with PTO support.  Possible means include church vans and “Wednesday Route” activity bus service.  (Consider offering transportation at 6th grade Rainforest night as well.)
• Budget includes $350 for event.  Some transportation money can come from this account. 
• Include 7th grade PTO parent team in planning.
• Discussion to include diversity element in activities throughout school year (displays in media center, etc.)  

Cougar PAWS Positive Referrals

• PTO will support with Cougarwear prizes as well as gift cards
• Discussion about students’ perception of fair distribution of PAWS awards.  Teachers present maintain random recognition of a variety of students.
• Goal is 5 positive referrals for every 1 negative referral.  Goal has been exceeded so far this year. 
• Negative referrals in general have been much lower that normal for the start of school.  

Student Health Center

• Ellen Riegg announced Teacher Health Fair on November 6.
• Limited funds this year.
• Hospitality will assist with food

• Communicate food needs with Hospitality committee

• Ellen

Meeting adjourned at 7:10.

Respectfully submitted,
Shelly Blackburn

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