Friends of SW Charter Meeting Minutes ~ January 2017


Friends of Southwest Charter School

Monthly Meeting Minutes

January 10, 2017

Note: Due to Valentine’s Day, we have rescheduled our February meeting for Tuesday, February 7, 2017.

Note: Due to this evening’s snowy weather, we held an abbreviated meeting. We tabled several less urgent agenda items. They are: Field Day, Staff Holiday Party, Spring Dance, Summer Family Camping, and Budget. These will be discussed at our next meeting on Tuesday, February 7, 2017.

Agenda Items

SWCS Fundraiser (Hanne) 30 mins

The SWCS fundraiser is scheduled for Sunday, March 19, 2017. A “save the date” email went out to the community today. The event will start in the late afternoon at either 4 or 5 pm.

The fundraiser will be at Verde Cocina’s Sylvan Highlands location. Due to this beyond generous donation by the Garnica family, we won’t have to pay for venue rental, food and drink. Using another venue would cost at least $4000 and therefore take away from the fundraiser’s profits.

We discussed ways to thank the Garnica family for their amazing donation.

Hanne will attend the next school board meeting to encourage their support and attendance at the fundraiser.

Our fundraising goal is $40,000.

Jeff Bisonnette is working on sponsorships and has met with Sarah Mutal to get background from her extensive experience.

Hanne has been recruiting other volunteers to fill auction jobs. Instead of using SignUpGenius, she has asked people directly.

  • Jeff Bissonnettte – sponsorships and live auction/auctioneer (but not procurement)
  • Chris Beckley – artwork
  • Toshya Kauffman – procurement. She may need 4 volunteers to assist.
  • Nicki Stewart – sign up parties
  • Liz Ward – raffle of handmade/community-sourced items; writing communications
  • Fara Heath – communication distribution; working with administration to get word out

Food will most likely be passed appetizers. The venue can’t seat 200 people at tables for dinner, but we can have seating in rows for the live auction.

A Shutterfly post went out to classrooms seeking volunteers to coordinate class art projects. Sarah Mutal has volunteered to coordinate an art project for 3rd grade. Hanne wants 5 quality art projects; there doesn’t need to be one from every class. In lieu of an art project, 7th & 8th graders could provide services like walking kids to parents’ cars, working as mother’s helpers, or coordinating a car wash slot party.

JoLea mentioned how the 7th & 8th grade parents are already being tapped for several other volunteer projects including helping with art and reading groups. Art teacher Nate is looking for parent volunteers to teach art units. Maybe an auction art project, like printed cards, could come out of the work the kids do in these units. The kids are also needing to raise money for their spring trip to Smith Rocks.

Last year’s raffle made $1500 last year. Hanne noted that there are certain community-sourced items that people always love including Emma Allen’s dinners, Chiara & Christina eggs, and Liz’s sewn items. Hanne envisions doing some fun things to promote the raffle, like having Chiara on stage with her chickens.

Hanne would like the live auction to be more engaging for people who don’t usually bid by including items under $100 and seeing your friends being silly up on stage.

For entertainment, Hanne is considering having the SWCS parent band perform and have parents with DJ experience take a ½ hour each. Jessica Bell’s piano playing was also suggested.

The fundraiser theme is “community”. Hanne wants the entertainment be from the SWCS community. It’s fun to see your friends up on stage.

Sarah Mutal said to keep in mind that anyone who donates a service or skill to the fundraiser can be compensated with free tickets or an ad in the program.

Communications – Hanne and Liz will develop an editorial schedule. Liz will write communications and Fara is going to work with office to get word out to the community. We’re going to have a blurb in each weekly newsletter. Hanne shared some fabulous artwork that Chris has already put together.

Sarah stresses consulting with the auction company to get ideas on flow, wording, raffle ideas etc. They have a wealth of experience to share.

Classroom Vacuum Cleaners (Emilie) 5 mins

The school is in desperate need of functioning vacuums. We don’t feel this is a Friends issue and needs to be handled by Amanda.

Important Dates

January 16 MLK Day ~ No School

January 18 Dine Out Day at Bambuza Vietnam Bistro

January 19 SWCS Board Meeting 7 pm

January 24 SWCS Open House Grades K-5 6:30 pm

January 25 SWCS Open House Grades 6-8 6:30 pm

January 31 Friends AM Coffee

February 20 Presidents’ Day ~ No School for Students

March 19 SWCS Fundraiser (aka Auction)

Google Docs version: January 2017 Minutes

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