PIE December 5, 2011

PIE December 5, 2011

In attendance: Steve Hyde, Joyce Wright, Heather Way, Kim Gordon, Kate Dodge, Kitty Frazier, Renee Durochia, Doug Stewart, Kate Suskin Peterson, Ali Douglas

Due to a conflict in scheduling, many regular attendees and PIE officers were at the HCS school budget meeting. Since the group was smaller in size, a more casual conversation was facilitated. Based on tonight’s meeting, the following notes are offered:

Treasurer’s report

• Jennifer McCuin and Sharon Hanlon have come off the Money Market account for the PIE group.
• Kate Dodge and Heather Way are in the final phases of getting current signers on the PIE checking account
• PIE/PTO representatives listed as signers on the Money Market account are Heather Way, Kate Dodge, and Cynthia Ballas. Cynthia is no longer on PIE (was from PTO) and will be removed from the account.
• Heather reminded folks that forms MUST be used to get reimbursed for money spent on behalf of PIE. Once Fundraising committee has draft for request forms approved, all forms will be posted on the website for anyone in the HCS community to access.
• Anyone can have an item raised for discussion at ANY PIE meeting…just e-mail Ali to get it in. Kate will advertise this in the Viking.

2. Playground update:

· A good volunteer showing was noted this past Saturday morning to help with installing Phase 2 of the HCS playground.

· Photos and article to be written up/published in and upcoming edition of the Citizen. Photos are also up on the HCS Blog.

· Kids won’t be able to play on structure until Wednesday (to let the cement cure)

· Bob Goodreau agreed to fund and install new mulch around the playground. Initially this was slated as a spring project; however, due to available funds and fair weather this will be happening sooner than later.

· For the spring, it is hoped that Phase 3 (the final phase) can be achieved. The hope is to replace the last set of swings and perhaps acquire one more freestanding structure.

· Once the playground is completed, we hope to have an official ribbon cutting ceremony and officially thank the many sponsors and volunteers who made this project successful.

· Kate will contact the Wainer family to give them an update on the playground. The playground/park will keep their name even though the structures they helped to fund will no longer be in place.

· $1173 dollars left in the playground fund to date.

3) Fundraising Update:

• Drafts of the documents on how to request funds, guidelines for what projects are eligible for PIE funding, and the form to request fund were shared with the group. A final draft will be established at next week’s CORE PIE meeting.
• Some details about the previous PTO’s funding systems were shared. Notable items discussed included:
• Each classroom was given an annual sum to sponsor scholarships to cover class trips, busing, and entry fees.
• Additional funds that were requested were capped (one per teacher) and annual field trip funding was given under a “use it or lose it” approach.
• A discussion was had about how/if PIE fundraising dollars will help fund specific PIE generated initiatives. This is something that will be further discussed at the CORE meeting (next Monday).
• Discussed a potential loophole of allowing parents/other HCS staff to “buddy up” with a teacher to request PIE funding for projects that would benefit many children.
• This committee has an ongoing list of fundraising ideas and is coordinating with administration to limit the number of fund raising projects initiated throughout the school year.

4) Non-Profit Status Update:

• Currently, PIE is financially NOT it’s own entity. Funds are held by/through the school and CSSU.
• Bob Mason suggested that PIE become financially independent from the school, and seek a Non-Profit status with our own tax exempt ID number (5013C)
• Kate Dodge is meeting with a PIE member at the Shelburne Community School, as they just went through the process…and will be sharing their experience and information with us.
• Once PIE has completed this lengthy process, the Treasurer will be asked to complete quarterly reports (simple forms that state income and expenses) in addition to her regular PIE responsibilities.

5) Communication:

• A lively conversation was had around the use of technology and how information is exchanged/updated. Ideas that came from this discussion included:
• Is it possible to make a one-page update/informational page that gets distributed on the non-Viking weeks. The intentions being that parents could establish a template and collect pertinent information, then pass it along to Deb Lyman for proofreading and distribution.
• The current calendar on the HCS website is blank and HCS staff all use a Google Calendar to keep track of grade level and school wide events. Is it possible to replace the on-line calendar with a Google calendar that includes whole school and grade level events?
• The group remembered previous sharing about e-mail updates utilized at another school in CESU to alert parents to changes in the calendar. Is this something that is possible for us at HCS?
• Kate Dodge has offered to talk to Jeff about potential opportunities and ways of streamlining where to look on-line for current information about HCS events.

6) CORE PIE meeting:

• As PIE is defining it’s protocols and evolving as an organization, it has been agreed upon that business and sharing will be done in two separate venues.
• Regular PIE meetings (first Monday of the month at 6 pm) will be called “PIE forums” and utilized to open the floor to anyone’s concerns, distribute information, and foster collaboration within the HCS community.
• Once a month there will be a separate PIE CORE meeting consisting of PIE officers, grade level reps (as much as possible), committee chairs, and 1-2 PIE members at large. These meetings will further define PIE’s organization, vet and vote on funding requests, and support the more detailed workings necessary to make PIE successful.
• These meetings are open to anyone; however, only the PIE delegates listed above are expected to attend.
• In sharing this change in format tonight, the group suggested that if administration were only available for one meeting, that this would be the meeting to encourage them to attend.

7) Grade Level updates:

• Steve Hyde reported on behalf of the middle school staff:
• The science fair (and teaching of the scientific method, establishing projects/experiments, and research) is beginning. Science fair is typically in the end of January, so stay tuned for details!
• 6^th grade continues to participate in TA’s (teaching advisory groups) and meet 2-3 times weekly with a sponsoring teacher/staff member.
• These are small groups of 8-10 students who meet regularly to work on group building, community building/support, and to facilitate grade and school-related issues.
• The tea-riffic staff appreciation tokens created by the Staff Appreciation committee were indeed appreciated and gratitude was shared with the PIE group.
• Kim Gordon reported for K-2. All grades are learning about pilgrims and Native Americans. Antidotes of cranberry chutney were exchanged.
• Joyce Wright reported out for 3-5
• Common planning time is now fully occupied with “Kid Talk”.
• Kid talk is the teacher’s first line of support in helping students who seem to be struggling in the classroom. Teachers schedule specific students they have concerns about and “present” what the concerns are and what they’ve tried. All teachers present then collaborate and brain storm ideas of additional supports that can be put in place.
• If the suggestions provided require additional support, then a student’s case is brought to an Educational Support Team meeting, which includes a more formal and extensive team meeting.
• While teachers are utilizing the Kid Talk time well, they have lost their common planning time designated for curriculum development and collaboration on common grade-level assessments.
• In 5^th grade, Newton’s laws are being taught/explored in science and students are learning about US government in social studies (a mock trial to happen soon!)

Action Items;

*Kate Dodge to talk to Jeff about user-friendly and accurate calendar to supplement the “off” weeks of the Viking

*CORE meeting next Monday (12/12/) in the flex space 6-7:30. All are welcomed; however, officers and committee facilitators only are expected to be there.