Ecole Corinthia Park School Parents Association

Ecole Corinthia Park School Parents Association

Parent Association Meeting

Date: January 11, 2017

Time: 7:23

École Corinthia Park School Parents’ Association Meeting Minutes

Parent Association Meeting

1.Call to order

•Meeting called to order by SS at 7:23pm

2.Approval previous minutes

Motion: / Motion to approve previous minutes with following changes
-LKto submit financials forthe Special Event committeeand to
-JW to add Gas an attendee to the previous meeting
With following changes taken into consideration minutes were approved by AF
Second: / Motion seconded byCB
Motion passed by all attendees

3.Christmas tree raffle

Report:

Ecole Corinthia Park Parents' Association Raffle Draw Discrepancy Report

December 21, 2017

2000 raffle tickets were printed for the raffle (license 480857).

Books contained sets of 25 tickets.

Ticket sales occurred on school premises during various events

December 2 – morning – sales at annual Pancake Breakfast

December 8 – afternoon and evening – sales at Div 2 Christmas concerts

December 15 – afternoon and evening – sales at Div 1 Christmas concerts

December 20 – afternoon – sales at Kinder Christmas concert

All ticket sales were by ECPS PA volunteers at a designated table in the school foyer.

Tickets were sold for $1 each with purchaser completing name, address and phone number on ticket stub and retaining the tear off portion. Volunteers then detached completed books of ticket stubs and placed them into a raffle box with a lid and hole in the top.

December 20 – after completion of sales, all stubs sold that day and stubs present in raffle box were brought into the gymnasium for the draw.

First, second and third prizes were drawn as per AGLC rules and announced to the crowd. Winners were documented on the reverse of the ticket stub.

Immediately after draw was complete, volunteers discovered that tickets from December 2, December 8 and December 15 were in a separate box in a secure filing cabinet within the school. The missing raffle stubs were combined with the raffle box in a large plastic bag, winners tickets were stapled to the inside of the bag and the entire bag stapled shut and stored in a filing cabinet at the school.

AGLC Raffle Licensing was contacted by phone, then email on December 20. Follow up email and phone conversations occurred on December 21, 2017

All raffle related activities stopped. Winners were not present at the December 20 draw and have not been notified or awarded prizes.

At the end of day December 20

●Funds from raffle ticket sales = $1078

●Remaining unsold raffle tickets = 915 tickets

●Raffle ticket stubs spoiled = 7

Addendum - December 21, 2017

➔additional information - tickets from December 2, December 8 and December 15 AFTERNOON sales only were put into a separate box

➔Based on ticket money provided to the treasurer for sales on December 2, 8 and 15, I would estimate that 750 tickets did not make it into the raffle draw on December 20

Notes:

•December 21stthe president of student council,SS, was informed that some of the tickets were missed for the Christmas raffle.

▪President solely made the executive decision to have the gaming association investigate the issue.

▪Gambling association presented the option of buying the prizes and drawing a second time.

•1078 was the value of tickets sold

•810 + 200$ was the value of the prizes

•Tickets from raffles need to be kept for 2 years for audit purposes

Motion: / Motion to pick-up prizes for second draw by SS
Second: / Motion seconded by FB
Motion passed by all attendees

•Fiona Bowens suggested buying lockable drum for tickets to avoid similar situations in the future

▪Drum is valued between 80$-100$

▪HB suggested using a raffle ticket control sheet at the next raffle

Motion: / Motion to buy a lockable ticket drum for under 200 brought forward by SS
Second: / Motion seconded by FB
Motion passed by all attendees

Action: S Mc will look into the drum and will bring it forward and the next meeting

4.Treasurer’s Report

•Still waiting on a member from last year’s executive to sign-off at the bank so checks can be signed by the new council

•TD electronic card has been completed

•HB invited everyone to so to a Alberta Gaming information session with her on February 28th, 2018.

•Cheque to be signed for the ukulele purchase right away

•HB suggested moving field trips from the general account to the casino account.

Motion: / Motion to move field trip costs from the general account to the casino account by HB
Second: / Motion seconded by SS
Motion passed by all attendees

5.Old Business

•Fridge

▪Currently looking into the voltage of the fridge and the voltage the school kitchen can support to see If it is possible

▪Cabinets have been removed to make room for the fridge

•Classroom furniture

▪Action: LKwill look into school needs for classroom furniture and associated costs.

▪More to follow at next meeting

•Update sound system in gym

▪Currently the gym does not need a new sound system

•Swimming lessons

▪Options to pay swimming lessons for another grade or to fund 2 school “fun days” a year (ex: skate & swim)

▪Action: LKwill look into the cost associated with a fun day

•Policies and procedures / terms of reference update

▪Current documents will be brought to the meeting for review

▪Action: AF said she would talk to TKabout a terms of reference for classroom rep

•Bake sale

Report:

▪Previous bake sale day pros:

•Event was December 12 and had a Christmas theme.

•The ladies and I dressed up Christmassy – looked pretty festive.

•Volunteers were amazing.

•Things went okay (see below) – still trying to get timing down.

•Secretaries had the students flowing cohesively.

▪Previous bake sale day cons:

•Having to individually package items provided - takes away from set up for the actual sale and other duties expected for the event.

•Running out of baggies, gloves, napkins, etc. - there were lots left from previous sale, not sure where they went? Will be getting some before next sale and submitting receipt.

•Kind of a pro/con (depends who you ask ;)) - lots of left overs!

▪Total amount raised:

•$228.75

▪Upcoming:

•Next sale is January 16, 2018 – looking for 2 volunteers.

•Special Events

▪Next event is in May

▪Classroom rep

•Need to talk to C VR that J can update classroom lists

•Each class coordinator will get a volunteer list

•Inventory

Report:

Inventory Committee Report

January 11, 2018

Coordinator: J BQ and CB

Requests buying:

• Tea towels
• 2 sets of tongs
• Cutting board for banana bread (to prevent cross contamination)
• 18 new condiment containers from the dollar tree

Contact info:

Requests all coordinators contact via email with lists of items they use that need to be on the inventory list.

Notes:

Motion: / Motion by SS to give inventory committee 100$ to buy inventory for all committees
Inventory needed to be purchased includes
-Tea towels
-Two sets of tongues
Second: / Motion seconded by JW
Motion passed by all attendees

Action: All coordinators to contact J BQ @ for anything that needs to be purchased

6.New Business

▪Bylaws

•Signed and will be brought to corporate registries by JW

7.Bingo

•Always a struggle to fill bingos with volunteers

▪Suggestion to buy food for volounteers

•Food would cost between 30$-40$ per month

▪Suggestion to have incentives

•Gift cards

•Gifts

▪Action: HB to check with AGLC about gift card

▪Suggestion to push the socializing of the bingo

•Socializing pictures could be posted on the parent fb page that is not associated with the school

•Action: S MC to look into an adult picture authorization form

•Next meeting will be changed to March 8 because of the bingo March 1

Motion: / Motion to change the next parent council and school council meeting to March 8th due to the bingo on March 3by SS
Second: / Motion seconded by JW
Motion passed by all attendees
Motion: / Motion to have two 50$ gift card draws every 3 months as an incentive for participating in bingos motioned by SS
Second: / Motion seconded by G
Motion passed by all attendees

•Location of agendas and minutes

▪Suggestion to upload minutes and agendas to the school website with watermarks till they are finalized two weeks prior to the meeting.

Motion: / Motion to upload meeting minutes and agendas to the school website by SS
Second: / Motion seconded by JW
Motion passed by all attendees

S Mc and SB will post on the website

•Hot dog day

Report

Notes:

•Action: SSto look into license for cutting banana bread

•Action: SS to remove melons form the title on the order website and say berries instead

•Hot Lunch

•Popcorn Day

Report

DECEMBER POPCORN DAY:

• Completed Alberta Food Safety Basics Course
• Completed Popcorn Day Coordinators Guidelines
• Kristen Walker took over popcorn duties- Did a fantastic job!
• 408 bags sold
• Only the big machine was used, had no problem keeping up
• $202.45 profit
• 6 volunteers (5 Grand Parents... woot woot)

JANUARY POPCORN DAY TO DO:

• Inventory
• Order Ranch Seasoning (Leduc Cinemas is considering this for me) Bulk Barn does not carry Ranch
• Make February Memo
• Touch base with volunteers to see who is available
• Start price shopping for items needed for February sale (Kernels, Oil, Salt, Bags)

•Classroom Rep Coordinator

▪N/A

•Special events

▪See above

•Casino

▪N/A

•Fundraising

▪N/A

•Raffle update

▪See above

•Principals report

•N/A

8.Meeting adjourned at

9.Next meeting: March8, 2018