SMYRNA SCHOOL COUNCIL & FOUNDATION
Meeting Agenda
5:30 PM
Tuesday, September 23, 2014
Vision/Mission of School Council
To improve communication, academic achievement, support teachers and administrators, and to serve as Board of Directors for the Smyrna Elementary Foundation.
Vision/Mission of Foundation
To raise funds and provide resources beyond PTA and CCSD for the benefit of all students.
Board Members Present – Brett Ward, Sean Murphy, Dawn Britt, Ken Lunsford, Kim Olson, Justin Rader, Sarvia Gaxiola, Melissa Rone
Board Members Absent – None
1. Call To Order Ken Lunsford
2. Review/Approval of Minutes Ken Lunsford
· Minutes from the April 2014 meeting were reviewed and approved
3. Treasurer Report Sean Murphy
· We have a new liaison with the Cobb Foundation; a member of the School Council will attend a meeting with her in the near future
· We have a deposit that will take our balance to about $10,000
· We have enough money to build a majority of the garden. We do not yet have enough funds to cover the cost of pouring the concrete.
· Sean will be meeting with a representative of Home Depot soon – they have committed to a gift card donation.
· Sean is also in contact with Adventure Outdoors to attempt a negotiation for naming rights of the garden.
4. Unfinished Business
· Thank You Notes for Contributors – Sean will forward names of future contributors ($50 or more) to Brett; Brett will send thank you notes to them on behalf of the council.
5. New Business
Determine Next Steps for Learning Garden
· We probably need an additional $5,000-$6,000 to get the garden mostly finished, with the exception of smaller pieces like archway, mulch bins, etc.
· IBM will be sending us a group of volunteers on Oct 24 (unskilled volunteers); Sean would like to schedule a staff/parent/student work day to assemble the pieces of the garden on Oct 25th. He would like to have a small group of skilled volunteers do all of the prep work (cutting wood, etc) before Oct 24th. He would like to schedule 2 work days with about 10 people who are comfortable with saws, levels, and carpentry. We can do a call out and send a request home to parents for both skilled and unskilled volunteers. Dawn and Justin will talk with their churches about volunteering, as well.
· We will add 2 new parent members to the council with elections in August, for a total of 10 School Council/Foundation Board members.
Determine timeline for fundraiser/campaign
· Sarvia is requesting that we order nametags for our school council members, so that as we go to businesses we will appear more professional and official.
· We need to create a packet of information that we can share with businesses as we solicit funds (What? Why? How?)
· Road Rally – January 31st - 1:00-5:00. It will start and end at Smyrna Elementary.
· We watched a promotional video of a Road Rally.
· This will be a great way to reach out to our Smyrna business community; we can request prizes and donations from local businesses in return for some foot traffic and advertising.
· Usually each person participating would pay an entry fee; teams can ride in one car together, but each person would pay separately.
· Brett will send out an email to the staff and PTA asking for volunteers to help plan the Road Rally (4 committees) and the dance.
· We will send out an Evite for the event to have a rough idea of attendance.
· PR package (general) for Foundation will be created by Brett and Melissa now; Letter to parents about Road Rally will be created by Brett and Melissa after we have details; Sean and Sarvia will create a letter for businesses about the Road Rally.
· Brett and Melissa will create sign-up sheets to have available during conference week for Road Rally and dance volunteers.
· Brett will call Sherri Brante and Darryl York to ask about liability issues with a Road Rally.
· We will do our March fundraising campaign again to complete the garden.
· Date for dance – Friday, March 27th
Determine specific fundraisers
· Finish garden
· Inflatable screen
· Sound equipment
· Shade screen for primary playground
6. Adjournment at 7:25.
Meeting Dates/Times for 2014-2015
· Tuesday, December 9, 2014
· Tuesday, February 10, 2015
· Tuesday, April 14, 2015