Carnival Meeting Minutes 11/13/2018

** In attendance:  Brooke, Kayla, Tiffany, Jennifer, Megan, Lyndsay

** Decoration committee needs money for some more items.  Lyndsay is happy to front the money and have PTO reimburse.  Getting $150 would be ideal, but will survive on less if needed.  Kayla will talk to Michelle about our budget and get back with Lyndsay.

** Lyndsay made and brought a map of carnival layout that we can use and hand out.  We want to make a big copy to post for all to see, as well as individual copies for those who want one.

** Revolution Dance will not be at carnival this year.  Teacher Dance Party will replace Revolution Dance at 6:00 pm.

** Julie Reichert will run the minute-to-win-it games, as well as round up teachers for the dance party.

** Discussed signs needed for sales, PTO spirit table, opportunity drawings, and other locations around the field.

** Lyndsay has an easel to bring for use with Ball Bullseye.

** We will no longer be offering the Duck Pond game.  Instead it will the Lucky Key game.  The grade level that was going to run Duck Pond will run this instead.

** Lyndsay will use caution tape from the closet for roped-off areas.

** We did get temporary tattoos for carnival.  Worked on cutting them up and having them ready to go.

** Brooke will check with Lindsey Johnson to make sure cake walk is covered all evening.

** Kayla had 6 students sign up for the 4-6 pm time slot, and another 6 students sign up for the 6-8 time slot.

** Student council will be assisting volunteers throughout the evening as well.

** Jeff got trash cans arranged for the evening of carnival.

** Brooke will send an itemized list of carnival items to Tiffany, who will type it up and send it out.

** Brooke will let teachers know they need to move their cars at the end of school.

** Brooke will follow up with Jared Fougner about extra lighting

** Tiffany will remind vendors they can set up between 2:45-4:30, but all vehicles must be moved to parking area by 4:30 pm.  

** Michelle will remind food vendors they can get on property up until 4:30, after which time the gate will be closed.

** Discussed ways to store signs through the years.

** Brooke will send home flyers re:donations.

** Marlena Davis wants to have a booth at carnival to give out info on her new game.  

** Kayla will send out more reminders about carnival via email and social media.

** Brooke is sending announcements re:carnival to ZBC

** Discussed where to put light towers.

** Mrs. Stowers has a generator we can use.

Kayla Moncur
Carnival Meeting Minutes 11/5/2018

In attendance:  Kelli, Brooke, Kayla, Michelle, Samantha, Lyndsay, Megan, Suzette, Jennifer, and Jared

** A 6th grader volunteered to tie balloons for the first hour of carnival.  We will make a space for her to do so.

** This week on Thursday and Friday at parent pick-up the PTO will sell wristbands and drawing tickets.  Thursday will be Megan and possibly Suzette, will send email asking for more help.  Kayla will help it get set up.  On Friday so far will have Kayla and Jennifer.

** Everyone went outside and walked around to discuss layout.  Lyndsay will make a map to send out.

** At parent pick-up next week on 11/13, 11/14, and 11/15 the PTO will be out selling opportunity drawing tickets.  Jared can help Wednesday afternoon, Suzette is available to help morning and afternoon on all three days, others are checking schedules.  

** Brooke will send an email to teachers to see if they can help sell opportunity tickets at parent pick-up as well.

** Kayla will send an email out to all teachers with all carnival details so they are prepared.  

** Kayla will post things on social media, and send multiple emails between now and carnival, to parents.

** Tiffany will send out another flyer about carnival and bringing in donations next week.  Discussed including more prizes on the flyer to get people excited.

** Brooke will have Mr. Oliver do an all-call.

** Kayla will email Marianne Washburn for SRP contact info on garbage cans, then get that info to Jeff.

** More volunteers needed from 4:00 pm on.  Jennifer will email members-at-large to enlist help.  Kayla will contact junior high schools and Mesa Academy for volunteers, as well as student teachers (the few we have this semester).

** Jared has a lead on getting more light towers.

** Kayla and Lyndsay will discuss money for decor.

** Brooke will order the velcro game.

** Tiffany needs to let Lyndsay know how many vendors we will have at carnival and what vendors, so she can put on the map.

** Kayla will measure the 4-square and let Lyndsay know.

** Everyone needs to bring in all donations gathered for the raffle/opportunity drawings and give to Jennifer at next meeting.

** As always, more help needed for donations, etc.!

NEXT MEETING:  Tuesday, November 13 at 1:00 pm.

Kayla Moncur
Carnival Meeting Minutes 10/29/2018

In attendance:  

Brooke Cook

Jennifer Higbee

Meridith Tietz

Amber Smith

Lyndsay Zappone

Megan Lindley

Michelle Skaarup

Tiffany Reeves

Samantha Milhoan

** Brooke requested again any and all help in the collection of donations, items, etc.

          - Lyndsay and Amber will make posters asking for help on this

          - Michelle mentioned that we should ask Edible Arrangements, as they have kids that attend here

          - Tiffany made three tabs on the google docs sheet showing donations from businesses etc.

** Small food vendors

          - Discussed cotton candy booth

          - Discussed buying and selling caramel apples -- Lyndsay will email candy apples company to see if they could come out, or we could get from Costco and sell

** Vendor Booths

          - Tiffany has 9 vendors already, more interested

          - We will make room for as many as we can

** Silent Auction vs. Opportunity Drawing

          - We want to get back a lot of money for all of the great donations from businesses already received; however, it is too late to do the silent auction (and some of those prizes were already advertised as available through opportunity drawings).  We want to therefore do a BIG push on people getting opportunity drawing tickets.

          - After PTO pre-sale push at parent pickup on 11/8 and 11/9, the week of carnival we will have a PTO push on selling opportunity drawing tickets at parent pickup

** Map layout for carnival

          - At our next meeting on 11/5, we will meet at the conference room at 1:00, then head out to the back to get everyone on the same page as to where everything will be set up and laid out

          - PTO will have two booths set up, one at the entrance to sell tickets, and one in a different location, both selling water bottles

          - When we make maps to hand out at carnival, we want to include a key on it saying at what times the teacher sightings will occur and where

** Teacher Involvement

          - Julie Reichert has emailed teachers asking them to claim booths to run.  She will also email them to see who wants to be a part of minute-to-win-it games, line dancing, etc.

** Setup items needed

          - Michelle has extension cords she will bring if we need them

          - Michelle's husband has a new drill he will be donating to the school

          - More lights needed - Brooke will ask teachers to inquire on newsfeeds any parents with lights to let us use -- Lyndsay will look online at buying options

          - ADDENDUM - after meeting, Lyndsay let us know Mountain Bridge would allow us to use one of their lighting stands for free

** Volunteers

          - We want to have as many games as possible, volunteers are key

          - Brooke will check with Kayla on how volunteer signups are going

Kayla Moncur
Carnival Meeting Minutes 10/15/2018

** Lindsey Johnson will chair the Dessert Walk instead of Janette Weidman, who will be attending a wedding that evening

** Upcoming meetings:  10/22, 10/29, 11/5, and 11/13, all at 1:00 pm

** Poster contest starting Wednesday, discussed what should be included in the flyer

** Once number of volunteers determined, we will ask high school volunteers to work in 2-hour blocks:  3-5 pm, 5-7 pm, 7-9 pm, and 9-11 pm 

** We will have tickets only for drawings to lessen confusion.  We need to have emails and posters listing some of the amazing things you can win.

** Discussed having posters out at parent pick-up advertising carnival

** We will have a PTO booth out at parent pick-up on 11/8 and 11/9 for pre-sales.  Pre-sales through teachers will be accepted through 11/7.

** Pricing for wristbands was decided as ages 5 and up = $ 12 pre-sale and $15 at the door; ages 3-4 = $ 5 pre-sale and $7 at the door; and ages 2 and under are free.

** Nylene Wood will be doing the cotton candy

** Vendors of small food items give 20% of sales to Zaharis

Kayla Moncur
Carnival Meeting Minutes 10/22/2018

** Things to be collected

          - We really need people to solicit donations from local businesses

          - Donations, baked desserts, and soda bottles can be brought in the week before carnival

** Advertising

          - Rebecca Squires will make posters to put out at parent pick-up

          - Lindsay is making a list of other posters needed -- will print out items for posters, then make and laminate -- will need to get approval from Nancy so teacher supply not depleted

** Lighting

          - Amber and Lindsay have been checking on lights from last year -- about halfway through and seem good so far.  

          - We want to get more lighting this year.  Discussed options and placement.

          - Discussed moving estimation jars and/or MacDonald Orthodontics to back of vendor area to help with lighting and to draw more people in to vendor booths

          - Tiffany needs to tell vendors they do NOT need canopies

          - We will putting together a map so people know where to find things easier as well

** Decorations

          - Discussed some of the items still good, or not good, from last year

          - Amber and Lindsay need to come up with a list of things needed by the meeting on October 29

          - Amber and Lindsay will re-do directional sign

          - Discussed bringing in hay bales.  Amber will coordinate getting the hay, she has a friend in Lehi who can get some, and Megan Lindley has a way to procure some as well.  Both Megan and her husband will assist Amber in picking up and bringing the hay to carnival.  Meridith recommended it be a variety of hay that the school tortoises can eat, and it was agreed upon to do so.

** VIP Parking

          - Will work the same way as in the past

          - Parents can purchase tickets to be included in a drawing with pre-sales.  The VIP pass will be given out in time for them to have special access day of carnival.

** Volunteers

          - Anyone volunteering for a 2-hr block will receive a free wristband

          - Those working a later shift but needing the wristband earlier will still need to arrive and check in with Kayla to receive it.

          - Kayla will talk to Jeff about clean-up and where he is at on that.

          - Brooke will talk to Julie Reichert about teacher staffing games, as well as the count of student teachers available to staff games, and have this information received and ready by meeting on October 29.

** Games 

          - Games we will be offering this year:  Estimation Jars, Dessert Walk, Fishing Game, Plinko, Hole in One, Lucky Key, Lollipop Tree, Two Liter Toss, Duck Pond, Dino Dig, Velcro Game, Pipe Ball Toss, Gumball Bean Bag Toss, and Tattoos

          - Kelli let us know that in years past that some years did not offer enough volunteers to staff as many games.  It was decided to move forward with the current number of games and to encourage and spread the word about needed volunteers.  If we find ourselves lacking, some games may be cut at a future meeting.

          - Lindsay found a blank cornhole game.  Michelle will talk to her husband about painting it.

          - Michelle will check on drills needed for games.

Kayla Moncur
Meeting Minutes 10/22/2018

** Treasury Report

          - Made $800 so far from school spirit shirt sales (about half from selling the vintage shirts)

          - Made $ 189 from Panda Express restaurant night

          - Made about $469 from Frys' for the quarter

          - Made about $250 from Splashback

** Review

          - School pictures -- volunteers came (almost more than needed), everything ran very smoothly and efficiently

          - Parent/Teacher conference dinner -- came together right at the end.  Some miscommunication at first, but it ended up going very well.

          - Restaurant Night -- Earned less from Panda than we did last year, need to keep getting word out about these.  Stickers on students is a good way to remind parents to go.  Tiffany will look into getting those.

          - AZEd 101 Presentation - not very well attended.  Kayla did stream it online.

** Fundraiser

          - Mr. Oliver will do an all-call sent out tonight

          - Decided to extend it until November 4

          - Amber is making some posters.  Kayla will add prizes to some of the posters.

          - We feel it has been slow going as the kids were not as involved.  We want to get them excited and working on it too.

          - Teachers will be putting word out on their newsfeeds this week and next.

          - Kayla will put something fun together for ZBC and email it in

** Carnival

          - Reviewed where we are at and emphasized the need for help gathering donations

          - That night we will have volunteers wearing glow in the dark headbands

** Holiday Event

          - Kelli gave an overview of the various ways this was done in past years.

          - It was decided to have a holiday shop run similarly to the book fair.  PTO will man the shop, and teachers can bring students in during the week to look around.  Students will have the opportunity to purchase gifts for family members during this time, as well as before and after school.

          - We would really need to advertise it so kids remembered to bring in money

          - Looking to have this the week of December 10-14

          - Kayla will look into companies and what they sell.  We want to have a nice variety of options and prices so as not to exclude anyone, but don't want to just sell junk either.

** Box Tops 

          - Volunteers working through what has come in

          - Many Box Tops are expiring soon, need to get them turned in by this Friday

          - Kayla will add a social post about Box Tops

** Celebration of Life

          - There will be a Celebration of Life this Saturday 10/27 to honor the passing of a girl attending Zaharis.

          - PTO will provide balloons and helium - Kayla will check on the helium and will buy the needed pink and purple balloons

          - Amber and Megan will be here to volunteer and coordinate that day

Kayla Moncur
Meeting Minutes 9/24/2018

** Welcome

          - all in attendance stated their desire to become members-at-large

** Treasury Report

          - Michelle needed to leave early for Girl Scouts, but will give a full treasury accounting at our next meeting

** Game Night Recap

          - The evening went well, and for being a Homecoming game weekend, had pretty good attendance

          - There were 86 raffle tickets collected, so at least that many children there

          - Next year we will try for a Thursday night to see if even better attended

          - Next year we also want to try and more evenly space the teachers, older grade teacher matched with a younger grade teacher etc --- some rooms were very full and others had a lot less

** AZED101

          - This is a meeting to learn where education funds are going and how they get collected and disbursed

          - PTO hands needed to set up and take down chairs

          - Should only last about an hour

** Restaurant Nights

          - 10/17 Panda Express

          - 11/14 MOD Pizza

** Conference Week Teacher Dinner

          - Afton Welker has offered to have food truck cover this - Kayla will follow up

          - Will be Thursday night 10/18

** Fundraiser

          - There will be two options for fundraising given to parents this year.  One option is fundraising through Boon Supply, which offers a variety of products.  Parents will also have the option to do an "Unfundraiser", and contribute directly to the school.  Both forms will be sent out together on October 1.

          - Tiffany and Kayla will talk to Mr. Oliver about doing something for those who do fundraiser --- many kids enjoy working on it to try and earn a prize of doing something with their principal

** Picture Day volunteers

          - All volunteer positions needed have been filled

** Box Tops

          - We will have contests and prizes again this year for those classes collecting the most.  We will do this in two phases, before Christmas and then at the end of the year.  Discussed cookie party and otter pop party for those collecting the most.  Also discussed the possibility of a little something for the teacher of the class who collected the most.

          - For this first semester, we will finish collecting box tops through 12/12, then announce the winner on 12/14

          - Samantha still willing to coordinate, but does need more volunteer helpers to collect, count, and assemble from different grades.  Five volunteers offered assistance.

** Website

          - Parents can go to our website and it has a signup sheet for helping with various things.  We are especially looking for Carnival helpers at this time!

          - Many things can be ordered via the website.  Discussed adding a fee to those using a credit card on the site, as we do receive a large amount of charges from offering this service.

** Ways to bring in money

           - Anyone who links their Fry's card to Zaharis has a portion coming right to us.  Looks like people may need to re-link their cards this year though.

           - Amazon Smile

Next meeting:  October 22 at 2:30 pm

Kayla Moncur