Parent Guild Meeting
MCDS Lower School Lobby Wednesday, January 11, 2012 8:00 a.m.
Attendees
Officers: Salli Ball, President; Barb Hallick, President-Elect; Lynn Kaminski, Treasurer; Nadine Fakhran, Co-Volunteer Coordinator
MCDS Administration: Luke Felker, Caitlin Stade, Barb Spurlin
At large: Various members from the MCDS parent community were in attendance.
1. CALL TO ORDER AND INTRODUCTIONS
Parent Guild (PG) President Salli Ball called the meeting to order and welcomed everyone present. Copies of the meeting agenda and the January 3, 2011 Treasurer’s Report were distributed to the attendees.
2. SCHOLASTIC BOOK FAIR
Gwen Bosben coordinated the winter book fair, which was well attended. Parent Guild and the Library each received $610 in proceeds from the event. There will be another book fair at the end of April with a “luau” theme.
3. INTERNATIONAL FESTIVAL – FRIDAY, JANUARY 27 (3:30-6PM)
The planning of the International festival is underway and is coordinated by Gwen Bosben. Currently, there are 15 countries represented by families from our MCDS community. Information and sign-up sheets will be sent home via back packs on Jan. 13th. The cost is $5 for pre-orders and $8 at the door. Children that are pre-registered will receive a personalized “passport” for them to document their “travels”. There will be entertainment by the UW Russian Folk Orchestra and a bagpiper, along with various craft tables including origami. Food will be “American” style with subs, chips and water.
Volunteers are still needed to help make this event a success (activity tables, check-in, clean up, etc.). Please contact Gwen Bosben if you can help.
4. FINE ARTS WEEK – JANUARY 30 – FEBRUARY 3
The Art Department is in need of volunteers to help get ready for Gallery Night (Feb. 3rd), with no prior art experience required. Artwork needs to be mounted and prepped for display (very flexible as to when this work can be done), along with work hung up the week of Jan. 30th. Please contact Salli Ball if you are able to help out.
5. MCDS ANNUAL AUCTION AND CELEBRATION – SATURDAY, MARCH 24TH
Work is already underway for this event, with a goal to raise $50,000. Approximately 400 donations letters were mailed to various area businesses, and donations have started to come in. Additional information about this event will be distributed via email, back packs and regular mail.
New this year will be grade-level art projects that will be auctioned off. 8th graders (along with adult supervision) will provide babysitting services the night of the action, with proceeds going towards their D.C. class trip. There will also be the 50/50 raffle again this year.
Please contact Caitlin Stade, Michelle Mulder, or email auction@madisoncountryday.org if you would like to get involved.
6. USED UNIFORM SALE – MARCH 15-16 (PARENT/TEACHER CONFERENCES)
The next used uniform sale will coincide with the parent/teacher conferences on March 15th and 16th. During January and February, please bring in your gently used items and place in the container in the Lower School lobby. Then be sure to check out items for purchase during the conference.
7. 2012-2013 PARENT GUILD EXEC POSITIONS
There are currently four open positions for the 2012-2013 school year as noted below. Most of this work can be completed outside of “school hours” and can be (and currently is) completed by those people that work outside of the home. Additional information is included at the end of these minutes. Please contact Salli Ball, or any of this year’s officers for additional information about these positions, and consider offering your talents to these important Parent Guild positions.
• President-Elect: A two-year commitment; moves into the President position for the 2013/2014 school year.
• Treasurer: A two-year commitment • Secretary: A one-year commitment • Volunteer Coordinator Co-Chair: A two-year commitment; will work with Nadine
Fakhran during the 2012/2013 school year.
8. REVIEW TREASURER’S REPORT AND BUDGET
Lynn Kaminski provided an updated report and provided details on revenues and expenses since our last meeting. One of the items Parent Guild sponsors is a Faculty holiday party, which was held on Jan. 7th. Luke Felker expressed appreciation on behalf of the faculty for providing funds for this event.
MEETING ADJOURNED NEXT MEETING – WEDNESDAY, MARCH 14 – 8:00A.M.
1. PRESIDENT(SalliBall)
PARENT GUILD EXECUTIVE COMMITTEE DUTIES
• Shall serve a one-year term following a one-year term as President-Elect or another Executive Committee position.
• Presides at all meetings and prepares agendas for the meeting. • Oversees all Guild events through close communication with committee chairs and obtains reports
for all events for the Guild’s permanent file, ensuring that all events are continually updated. • Reviews all broad community communications related to Parent Guild events and presents to the
office of the Head of School. • Acts as liaison between Guild members and school administration.
2. PRESIDENT-ELECT(BarbHallick)
• Shall serve a one-year term before assuming the role of President in the following year. • Attends all Guild meetings and makes presentations as required. • The President-Elect is the president in training and shall work closely with the President and will
share the duties of President as determined by the current President. • Serve as liaison between the Guild and the faculty.
3. SECRETARY(AnaAquino-Perez)
• Shall serve a one-year term. • Records the minutes at each Guild meeting and provides the school administrative assistant with a
copy of such minutes to post on the web site.
4. TREASURER(LynnKaminski)
• Shall serve a two-year term, but shall not serve two consecutive terms as Treasurer. • Reconciles the checking account monthly (including the summer months), files the bank
statements in order, and keeps records of all transactions breaking them down into categories. • Prepares a monthly report of all transactions to be shared with the Executive Committee. • Prepares a budget report before each Parent Guild meeting to be shared with Guild members. • Responds to requests for reimbursement and prepares checks in a timely manner. • Ensures that bank account signature cards are maintained yearly.
5. VOLUNTEERCOORDINATORS(JudyMoyes-FriesandNadineFakhran)
• Shall serve a two-year term. • Creates/revises the volunteer form each year to reflect the needs of the Parent Guild and the
school. • Compiles a database of such volunteers and contacts them as needs arise or passes the names
along to the correct person to be contacted for each event. • Ensures that volunteer groups continue their duties throughout the year.
TERMS OF SERVICE
The Executive Committee members shall assume their offices at the end of the school year. An officer may be re-nominated for the same or another office, not to exceed four consecutive terms, except in the case of the Treasurer who cannot serve more than one consecutive term. Any vacancy will be filled by the Nominating Committee.