July 16, 2008

Executive Committee Meeting Minutes ­ MSSM PA

In Attendance: Steve Symonds, Theresa Torrent-Ellis, Stacy Benjamin and Laurie Cornwall
Information: The major concern is getting materials ready for the move-in packet to be distributed to all incoming and returning students (around 135?). Materials to be included:
Steve will be getting the parent contact list and Hub assignments from Dale Dintaman
Stacy will revise fundraising solicitation postcard and send it to Steve for printing.
                Any costs have been approved to be paid by the PA
Laurie will revise bylaws for review by all parents before a vote to accept at the Sept meeting
Theresa will update our job descriptions and write up descriptions of events to go along with the events calendar. She'll also print up return labels for solicitation.

Activities: The 3 major student activities that are sponsored by the PA are the Almost Winter Festival (Oct 10-12), the Almost Spring Festival (March 6-8), and Prom (May 2nd). The PA decided to host a fun weekend in both semesters, and re-named the Mystery Weekend to be the Almost Spring Festival to better reflect the range of activities planned that may or may not have a "mystery" theme.
Almost Winter Festival, centering around fall themes, pumpkin/gourd art gallery (strange categories, prizes), pumpkin target smashing. Steve will contact the band "Stunt Machine" to see if they are available for both weekends on the Saturday night. Theresa agreed to spearhead this effort with the assistance of Laurie and Stacy.
Almost Spring Festival (formerly Mystery Weekend). Stacy will get survey results from last year's weekend from Karen Aagesen (sp?), to better plan events that appeal to the students. Possibly, Stacy will head up the weekend's activities (with help from the rest of us)
Prom ­ needs someone to take charge, students do most of the planning and work.

News: Walt is still trying to get freshmen admitted to MSSM. Housing would be an issue, possibly reserve Trafton housing for seniors demonstrating good behavior. Replacement textbooks are an issue, the thought is to look for grants at federal or foundation level to prevent the students from having to buy their own books.

Other:
At the September general meeting, Steve will emphasize that the PA needs help with these events with the focus more on the planning and supplying. Attendance is up to the parent/student wishes, but is not necessary.
Steve is attempting to get Walt to agree that parents that volunteer their time at these events eat free in the dining hall.
Stacy hasn't heard from Rebecca if flowers were received.
Kathleen Carter submitted her resignation as Publicity Chair on June 30th. The Executive Committee accepted her resignation as requested.

Next meeting: Aug 13th 11:30 at Hammond Lumber in Belgrade