ILMS Parent Group Meeting Notes
Wednesday August 29, 2008, 9:00 am

Introductions and Welcome

We had the largest turnout of parents ever! We had such a great turnout that we actually had to relocate from the Laughing Elephant Bakery to the Lunch Bunch room at school. An alternative location that will allow for a larger group needs to be explored.

Parent Group Intro

Meghan Jones announced who has volunteered to serve as the Secretary (Jessica Maro), Treasurer (Barbara Edwards) and Liaison (Shari Sands). Many thanks!

ILMS Volunteer List

The volunteer list was circulated and more people signed up. Meghan Jones has the most recent copy of it. We still need volunteers in some areas but we have had a great response from parents.

Room Moms/Dads

Meghan Jones introduced the Room Moms/Dads who have signed up so far. They are listed on the Volunteer List.

Mission statement

The ILMS Parent Group is a positive, supportive organization whose members include all parents and caregivers of ILMS students. We are dedicated to supporting both the school and the parent community in our common goal of providing an outstanding education for ILMS students while fostering social relationships among the ILMS families.

Committee Details and Reports

Fall Festival
Date: October 11
Coordinator: Sharon Jones

The Fall Festival is normally held each October for ILMS families. This is the major fall fundraising activity sponsored by the Parents Group. Funds are gained through admission as well as different sales and activities.
A Book Fair will be held in conjunction with the festival.
This is the primary fundraiser for the year.
Cookout, cake walk, and in past yrs we have had raffles and a silent auction.
This committee meets weekly at Laughing Elephant Bakery.
Contact Sharon Jones (sharon.k.jones@suntrust.com) if you would like to help.

Book Fair
Coordinator: Monica Rank

We have two book fairs again this year: one in the fall and one in the Spring
Fall Theme: Book Fair Safari
Fall Dates: the week of Oct 6-11, hours TBA
We will have a mobile library of new books available to purchase in the Lunch Bunch/ Multi-purpose building (Building 2). The Book Fair lasts one week. There will be a diverse selection of books, from bestsellers to picture books, and from favorite series to hot picks for teens. A significant portion of the proceeds is given back to the school in the form of credits for books and classroom materials.
This project needs a co-chair.
We maintain book wish lists for teachers so that parents can purchase gifts for their child’s classroom.
Scholastic delivers our shipment of books on Oct 3 so volunteers will be needed on that day to set up ready to open on Monday.
Need artistic people to help with decorations. Hoping for a refrigerator box and decorate it like a safari bus.
One-for-books is an important part of the Fair
Every dollar gets a book for a child in three organizations to help children - the money we collect we spend at the book fair and Scholastic matches it. For example, if we get $500 in donations this means that 500 books will be donated in one-for-books and $500 is given to ILMS to spend at the book fair.
Need lots of volunteers to run the book fair. Children can help if you have to bring them along. Edie Hewlett, Shannon Henschke, Amy Horn, Alejandra and Jackie Munhall will help.
Volunteers contact Monica Rank (monica.rank1@gmail.com)

Spring Fling/Family Field Day/Basket Raffle

Volunteers needed.

Winter Party
Committee Chairs: Stephanie Blanton and Tiffany Veal

This is usually a parent and school celebration held off site. In recent years this has taken the form of a Winter Party with pot-luck, entertainment, and gifts presented to charity.
Windermere is booked on Dec. 7.
Amy Horn reported that another option that has been discussed is not to have a winter party. She notes that it is a lot of money and a lot of work. Perhaps a service project could replace it.
The committee will check on alternate date – perhaps after Christmas instead of in December. We have two volunteers to head up the planning.
This is not a fundraiser, just a social event.

Teacher Appreciation Week
Committee Chair: Dawn McCloskey

Teacher Appreciation Week will be March 23rd week It ends in a half-day on Mar 27th so that the teachers could be free to gather for a special luncheon. Last year the committee collected monies and had luncheon at Foster House. Also with the funds last year we were able to purchase a video camera and accessories for the school to video events. They also gave each teacher $140 to spend however they wished for materials for their classroom. Children also give private donations and children brought flowers on one day. Previous year we purchased washer and dryer for staff. Room Moms typically are the committee for this.

End of Year Party
Committee Chair: Open

Need coordinator.

Yearbook Committee
Committee Chair: Open

Need coordinator.

Additional Volunteers List

Sign up if you do not want to sign up for a specific committee but you want to donate time for something special or if you want to be called when we need extra help.

Fundraisers

Why we raise funds:
Our ultimate goal is to enhance our children's education by raising money for classroom resources and learning environment improvements. Ivy League purchases many resources for each classroom, but there are always those extra things that would make the learning environment even greater. That is where parent fundraising comes in. Our teachers keep their own "wish lists" with items that would be valuable additions to their classrooms. Through the following events, parent volunteers hope to raise the money needed to purchase these materials as a way of contributing to the best learning environment possible for ILMS.

Ideas for fundraising goals

Cleaning Service for school- 1 or 2 times per year
The teachers have indicated to Becky that they would appreciate such a service. Monica Rank suggested that more frequent cleaning might be useful. Diane Basco will ask the staff about what they would want to bid out based on what the teachers want a cleaning service to do.. Bidders will meet Diane. Sheri Sands will help with this.
Peace Garden
Becky Carty introduced this project in her meeting with Kathy Sexton. The idea is a project that develops an outdoor garden with the focus of serenity and peace and possibly an outdoor classroom. Becky has asked Dana Davis and Amy Horn to head up the project.
Primary Playground Equipment and Playground Fall Zone upgrade
The teachers have requested improvements to the Primary playground. Meghan Jones suggested some ideas including mushroom stepping stones and changing the mulch to rubber. Becky Carty has requested that no swings be added.
All ideas must be submitted to Joe and Diane so that liability issues are addressed and additions are approved (or not). Playground equipment should be commercial-grade.
Field Trip Fund
An idea to raise funds for field trip bus expenses (1 bus = $250/day), entrance fees, and gas for parent drivers. Diane indicated that the cost for field trips (admission fees and transportation fees) are already passed on to the parents in fees charged for each trip. Monica Rank said that gas for individual drivers is normally an expense that parents assume and fundraising efforts for that are not necessary. Therefore, this item is no longer on the list.
Blankets for Picnics/Field Trips
Kathy Sexton suggested that the Parent Group purchase several portable waterproof machine washable blankest that fold into a carry bag (like you might use at the beach) so that when the children have to eat on the grass there is a sufficient supply on hand. Children often have the opportunity to eat lunch on the grass (field trips, picnics on the playground) and it might be a good idea to have portable blankets that can be kept on hand.

Raincoats/ponchos
Kathy Sexton suggested that in the case of emergencies, having a sufficient supply of rain ponchos on hand in all buildings would be helpful in the event of evacuation.
One Call Now
The parent group funded the first year for this service to help make it easier for the school to communicate with all parents in the case of emergency. Future years of funding will either be through the parent group or integrated into tuition. The cost for the service for this year is $15 per year per family.

Current Fundraisers

Box Tops
Coordinator: Amy Horn
Earn cash for our school every time you shop for groceries by clipping General Mills Box Tops coupons from hundreds of your favorite products found at your local grocery store. You can bring in your boxtops to ILMS during any carpool. ILMS receives $.10 for each Box Top collected. For more information about what products qualify, visit the Box Tops web site. . Box Tops are collected twice a year. The first call for Box Tops will be in October, then again in the spring.
Square One Art
Coordinator: Jackie Munhall
Square 1 Art supplies paper which is sent home with your child from school. Students and siblings are encouraged to participate by creating art on the supplied paper. Once the artwork is submitted back to Square 1 Art, they will send back a sample of the artwork for each child on a magnet with an order form of other exciting products (including: note cards, mugs, t-shirts, tote bags, etc.). You can then order whatever you like in the quantities you prefer. It is a great way to treasure the artwork your child prepares. This is a popular fundraiser because it is more about preserving your child’s work than making money for the school. For more information about Square 1 Art, visit the Square 1 Art web site (http://www.square1art.com/)
Last year we earned about $200 from this project. It was asked if this can be done before Christmas. Last year the class books were published in the Fall so Square One Art was moved to Spring. Monica suggested that Sherry (parent liason) ask Becky if we can change the book production to Scholastic who does a book publishing in March rather than the company we use.

Upromise
Chunk Your Change
Periodic fundraiser where children collect change during carpool.

Scholastic Monthly Catalog
We will not have monthly catalogs this year. Rather we will have two Book Fairs – one in the fall and one in the spring.

For Small Hands Catalog
Earn cash for our school by purchasing items from the “For Small Hands” catalog from now until December 31, 2005. ILMS receives a percentage of the sale for any order over $25. Make sure your order includes the ILMS Account Number (located on your catalog’s order form). To order online, see the For Small Hands website. To get a catalog, contact Donna in the ILMS office.
Student Treasures Book Publishing
Each year each classroom produces a book where the children create the pages and story for the book. They make great gifts. Monica suggested that Sherry check with Becky to consider switching to Scholastic, who offers a similar project.

Life Touch Student Pictures
School photos are taken in both the Spring and Fall. Watch the ILMS Calendar page on the web site for specific dates.
Direct Monetary Donations
At some schools parents give a check to be in Parent Group. Also, some parents who cannot attend a fundraiser might like the opportunity to make a monetary donation so sending an email requesting that would be a good idea.
Direct Wish List Donations
School makes Wish Lists for all classrooms available online but they are currently not up-to-date. When teachers and Donna updates the Wish Lists, Kathy Sexton will make sure reminders are sent to parents. Kirsi’s class collected money last year and as a class they purchased materials from the wish list. In this case, the teacher still gets personal gifts from the students but a group gift allowed them to purchase something more expensive than one person might purchase alone.
Idea for fundraising from other schools:
Themed gift baskets (we have used these at the Fall Festival in the past and they were very successful).
Silent auction online is a good idea.

Retail Partners

Publix
Earn cash for our school every time you shop for groceries at Publix. Just present the Publix card (available at the ILMS office) when you check out and a percentage of the sale will go directly to ILMS. To get your ILMS/Publix card, contact Donna in the ILMS office.
Ingles
Earn cash for our school every time you shop for groceries at Ingles. Just present your Ingles Advantage™ Card, when you check out and a percentage of the sale will go directly to ILMS. Ingles card applications can be obtained at your local Ingles or from Donna in the ILMS office. Once you have your card, go to the Ingles web site to link your card to ILMS.
Land’s End
Earn cash for our school every time you shop for clothes at Land’s End in the optional uniform purchase program. See the announcements on the ILMS home page for details.

Giving Back to the Community

Giving – Susan Gatehouse

Diane met with Becky to talk about ways to implement giving programs involving the children. Ideas are being explored and Room Moms/Dads will be asked to help lead this effort with the help of other parent volunteers who want to get involved.
Winter Drive
Jackie Munhall will coordinate the Winter Drive
Last year classroom gave personal items for families in crisis. Gift cards and other ideas are going to help. Diane met with Becky to talk about how this can be instituted – how can our children be involved in a giving concept. Becky has asked that Room Mom’s be involved in this. Items should be given rather than a gift card. Elderly love to see the kids.
Can Drive
Amy Horn will coordinate the Can Drive
Children bring cans for local food pantries in to school and then children deliver those to locations in need. Amy is hoping that this can be a monthly drive. She will monitor success to see if this is feasible.

One Call Now Service
Coordinator: Kathy Sexton

Using funds leftover from last year the ILMS Parent Group funded an emergency notification system that allows Becky to make one call that is then automatically distributed to all ILMS families. This is used in the case of emergencies or to send reminders about important events.
The First call has gone out.
Becky is working with the company to get information about how parents can update their own information in the system via the web. Parents can also update their information by contacting Donna in the Office.
From an emergency perspective, in addition to the call system, the school still needs some form of physical communication if an emergency happens while carpool is open. Kathy Sexton and Torri Westmoreland are exploring ideas for some sign that will display that carpool is closed if the school has to evacuate during carpool times.

Spread the Word about ILMS

ILMS Postcard
A letter from Becky was read by Cecilia Sanchez-Trueba asking parents to share the ILMS Postcard at their places of business. This is a way for parents to make referrals.

In a followup email Becky wrote:
“Referrals from parents have always been our best and most effective marketing method. Each family you refer to us is worth $500 in tuition credit to you. You will receive the credit the first month your referral pays their tuition. There is no limit to the number of referrals you can make.

To make this easier for you, we have beautiful ILMS postcards in the office that you may give to your friends, coworkers, or post in any business you are able. Please let us know if you would like to have some postcards sent home.

Thanks for your support of ILMS !”

Media
Anyone who is connected with media outlets (newspapers, radio, etc.) to do article on schools, let us know. Torri Westmoreland suggested that it is important to remember that an article should be tied to something newsworthy happening at the school (giving back to the community projects, special events, etc.).
Other suggestions given for spreading the word about ILMS:
Bumper stickers.
Business cards that parents can share with others.

Future Meetings

Parent Meetings will be held on the last Wed (we are in school) of each month. A new location will be announced. The Laughing Elephant Bakery cannot accommodate a large group.

Next Meeting: Wed. Sept 24th

Ivy League Montessori School
"...where every child is honored."

© 2008 Ivy League Montessori School
1791 Kelly Mill Road, Cumming GA 30040
Phone: (770) 781-5586
Email: ilmsnet@comcast.net
Fax: (770) 205-7180

ILMS Parent Group Meeting Notes Wednesday August 29, 2008, 9:00 am