May 7, 2008

MSSM PA informal officers meeting ­ Augusta
In Attendance: Steve Symonds, Theresa Torrent-Ellis, Kathleen Carter , Stacy Benjamin and Laurie and Brian Cornwall. (Brian would be representing the 150 parents that didn't attend)

Past Issues:
Much discussion about concerns raised as a result of the last meeting. Bylaws were not followed, minutes were not read, Walt talked too long, and some parents were not recognized. All agreed that (while not intentional), many mistakes were made. Motion was made and approved to admit to the mistakes, but to move forward and that the election would stand. Kathleen will create a job description for her position as publicity/communications person and will submit to the group for approval.
Discussion about who is responsible for posting website or Daily Announcement items. Motion was made and approved to have any submissions approved by all officers before submission by Steve or his designate.

Current Issues:
Stacy proposed that the MSSM PA get its own financial identity by applying for 501(c)(3) status with the IRS. This is for charitable groups promoting education, and would enable the PA to solicit donations directly and not have them go through the MSSM foundation. It would also enable these donations to remain tax deductible. Stacey will initiate the process and get back to us if she needs any help.
Stacy will send out flowers from the PA to Rebecca Holcombe to thank her for her extensive help on site for all the various events. Steve will look into a more formal recognition for her for the fall PA meeting .
Hub parent's have been recently contacted by Steve, and we are hoping to have the hub parents identified in time for Fall distribution. Issues raised included what exactly the hub responsibilities are, and it was decided to concentrate their efforts specifically at the bus stop as a point of contact and emergency contact. Steve will develop a Hub guideline (submit to us first to look over, before it goes out?)
Kathleen will send us her letterhead for "official" MSSM PA business.
The MSSM website needs to be changed to have the link to the MSSM PA go to our website: MSSMvoice.org, and we can keep that updated (who is doing this?)
Theresa will contact Karen Aagesen to ask if she is still interested in being Activities Coordinator (as an interim position until the next elections). If so, she'll be invited to our next lunch meeting.

Future Issues:
Letter writing campaign. Instead of soliciting last minute for donations to various events, it was proposed that the PA solicit parents by mail in the fall asking for a one-time general donation to cover the various events. Suggestion was made that we include a pledge-type card stating the specific activities we were fundraising for, and allowing the parent to choose where their money would specifically go.
Harvest Festival (Fall event to break up the long period before the first extended)
Theater (however many plays that MSSM puts on next year)
Mystery Weekend (Winter event to break up the long period between J-term and Feb break)
Prom
Staff Appreciation
General Donation (to be used as needed)
I would suggest that we get a firm date for the Harvest Festival and Mystery weekend before we send these out as it would be another way to publicize the dates (and solicit volunteers??). The MSSM foundation would continue to support the basic activities of prom, etc, and the parent group would be using these funds to provide the "extras" that make the event memorable.

Next Lunch meeting (11:30 at Panera again?) to be on June 4th or 11th. Check your schedules and let Steve know what works (both work for me). Items to be discussed are review and revision of the current Bylaws, setting the agenda for the fall PA meeting and the possibility of magnetic signs for the busses on their extended runs as free publicity for MSSM.