PTO Meeting Notes  1/14/10

Art Auction
•    Food
o    Planning 125 people?
o    Goodwood/Costco = $11.76 per person for 100 people
- Would like to add a dessert besides mini cream puffs
o    Life’s Kitchen = $11.37 per person
o    We agreed to pursue the Goodwood/Costco option because it offers more substantial food (i.e. protein)
o    Discussed a chocolate fountain – too much work to keep the chocolate at the right consistency? Will fruit be fresh and available?  Cost prohibitive.
o    Brownie bites from Costco (16 per layer x 3 layers) may be a good option
-  Cheesecake? Carrot cake?
-  Will continue to research desserts!

•    Beer/wine
o    Shellie is looking into this
o    License = $25
o    Need to have a server for alcohol per the license
o    Need to I.D. everyone – we’ll be signing a document that says we are checking this
o    Showing due diligence is very important
o    We talked about adding something to the tickets that says to bring I.D. to have alcohol
o    Discussed “drink tickets” – rejected as too cumbersome and would require another person to give them out at the door
o    Maria’s and Melody’s husbands will serve alcohol

•    Ticket Sales
o    To begin next week (1-25-10)
o    Price includes all beverages
o    If you purchase tickets by 2-10-10 you get 2 free raffle tickets
o    Teachers WILL NOT pay for their tickets
o    We will donate 10 tickets to Mary and Karen for families that cannot afford to come otherwise; they will distribute at their discretion

•    Raffle
o    Prices for tickets? $1.00 each/ 6 for $5.00 (?)
o    Buckets for each prize – people can put tickets into the bucket for the prize they want to win
o    Prizes to be on display (with buckets) the whole week before the Art Auction
o    People won’t have to be present to win Raffle prizes; they DO have to be present for Door Prizes
o    Don’t announce Raffle winners – do drawings at 8:00 and put names of winners out for all to see (will save time)

•    Volunteers
o    Parent sign-up sheets will be out in mid-February

•    Art Pieces
o    Trisha’s friend willing to donate her time to mat artwork
-  Teachers will individually decide if they’d like help with this
o    Art will be complete by February 16th
o    During Raffle ticket sales the week before, art can be previewed by parents
o    Note cards will be available to sell at and after the event

•    Donations
o    We reviewed the donations we’ve already received
o    Melody has the master list of businesses we are asking; check with her before going to a business to make sure nobody has already asked them for a donation

•    Lots of discussion about the procedure for paying for/picking up items – we’ll make more decisions on this process next time


NEXT MEETING FEBRUARY 11th!