March 2017 Meeting minutes

March 2017 PTC Meeting

03/07/17 6:30 pm

Attendees: Tony Hauschildt, Karen Zwolenski, Jenni Reimers, Gina Hendrickson, Heather Nelson, Kim Hjelm

February Minutes: Gina motioned to approve, Jenni seconded. Motion passed

Principal Update

  • Completed I Love To Read Month with a wonderful all school meeting wrap up
  • Bully assembly with the Vikings went great!
  • EStem night was a success with lots of positive feedback
  • Author David LaRochelle is visiting WestWood tomorrow
  • Mrs. Zwolenski briefly addressed the growing enrollment t our school. We had 575 students at WestWood last year we are currently at 634. We are running out of space. Our teachers are rising to the occasion and making it work, but the issue must be addressed. The facilities task force and facilities design team are working hard on options. Mrs. Zwolenski will be putting a message on schoology to encourage parents to give feedback on survey that is available to the public. We need support to make the very needed progress!

Treasurer Report

Family Fun Night results:

  •  $5,808.20 in proceeds
  •  $1,751.45 expenses
  •  $4,056.75 net income
  • PTC cash balance is currently $18,105.95

Substitute Funding and Field Trip Money

  • What is the process?
  • How is the money allotted?
  • These questions will be addressed by the board.
  • The answers to these questions should be presented to the teachers at the start of the school year so they are all on the same page

Next School Year

  •  Gina G is stepping down as Vice President.
  • Several coordinator positions also need to be filled for next school year.
  • How can we get more volunteers next year?
    • Send home PTC information sheet at the start of the year
    •  Include a list of open positions with an opportunity to sign up
    • Have a table with PTC info at Kindergarten testing dates, Back to School night, Ice Cream Social, etc…
    •  Determine a way to get our classroom liaisons more involved

A+ Marketing

  •  They will retain a 15% fee on all online donations. They do not retain fee on the other donations. Averages about to about 6% fee on all donations.
  • They can assist with a Readthon or Fun Run – whichever we prefer
  • They guide the fundraiser but are not directly involved in the process. PTC will still run the fundraiser. • Redtail Ridge had great success with the help of A+ Marketing this year
  • We will use them for our Fall Fundraiser next school year.

Music Fest Update

  • Tony recapped how this fundraiser will work
  • We have concert tickets and raffle tickets on hand to sell
    • We need to get the tickets out to be sold
    • Tony is asking Jim (our rotary rep) how to handle to money we collect
  • Kids may NOT sell raffle ticktets
  • URL!!!!! WestWood has it’s own URL for online ordering. Everytime someone buys a ticket using that URL, we earn 50% of the proceeds! SPREAD THE WORD!!!

Meeting Adjourned

Gina motioned to adjourn meeting. Heather seconded. Meeting adjourned.

Next Meeting: April 4th, 2017 6:30

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February 2017 PTC meeting minutes

WestWood PTC Minutes

February 6th, 2017

Attendees: Tony Hauschildt, Karen Zwolenski, Gina Hendrickson, Gina Gertner, Michelle Cuka, Jenni Reimers, Lori Bui, Heather Nelson

January Minutes: Gina H motioned to approve the January minutes. Gina G seconded. Motion passed.

Principal Update:

  • Looking forward to Friday night – Family Fun Night
  • Re-imagine Minnesota (World Cafe) event is at TOMS this Thursday night. Please encourage parents to be there.
  • 5th grade had a field to Feed My Starving Children today. It went very well and many compliments were received regarding our fabulous fifth grade students!
  •  Read-a-thon month has kicked off. First meeting was great! The month long celebration will culminate with an author visit on March 8th.

Family Fun Night:

  • Only 5 of 117 volunteer slots remain open at this time.
  • Gina G will send an email inviting staff to join us as volunteers or just to be a part of the fun.
  •  As of 2/6/17, we have sold 418 tickets, 94 wristbands, 120 meal vouchers!

Treasurer Update:

• We have received two company matching donations totaling $245 tied to the Fall Readathon.

  • Family Fun Night expenses will be reported after the event.
  • $2200 went to the recent Kindness Retreat.
  •  $450 went to the Zoo Mobile.
  • $15,664 is our current available balance.


  • There is $2500 in the PTC budget for publications/subscriptions. Teachers are going to have a conversation regarding:
  1.  The cost of the publications they currently get each year
  2. Do they wish to continue with the same subscriptions
  3. Are there other publications they would prefer

Jim with the Prior Lake Rotary Presented:

  • History and current mission of Rotary
  •  Lakefront Music Fest
  •  History of Music Fest
  • Opportunity for our school to make money as a non-profit with the rotary

Revenue Opportunities with Music Fest

Ticket Sales

  • Tickets cost $30 for Friday and Saturday if purchased ahead. Tickets cost $30 over night if purchased closer to the event.
  • WestWood PTC keeps 50% of our ticket revenue


  • This years raffle includes a truck, $5000 and $1000.
  • Raffle tickets are $10 each
  • WestWood PTC keeps 50% of our raffle ticket revenue


  • If we get a sponsorship, WestWood PTC keeps 50% of the first time cash contribution.
  • Year 2 50%, Year 3 40%, Year 4 30%, Years 5+ 20%

Volunteer hours

  • WestWood PTC earns $20/hour for each hour of volunteer work
  • MusicFest Kickoff party is March 7th – Musical guests will be announced that night • Our next step Do we want to particpate? What kind of goals do we want to set?


  • Tony met with a representative from this marketing organization.
  • They offer a three tier option for support in fundraisers (3 different levels of support.)
  • WestWood PTC would pay them a certain amount depending upon how involved they are (which tier we choose.)
  • They typically retain 33 – 45% of the event revenue.
  • This company likes to use a Fun Run format. Students receive pledges according to how many laps they complete.
  • This company suggested having the event in the Spring, but Tony will ask if they could do a Fall event.
  • We can look into similar (local) agencies that have been used by other local schools (i.e, Apex.)

Noodles & Company:

  • Tony is currently looking into a partnership with the new local Noodles & Company

Spirit Wear:

  • Overall this event didn’t go well this year
  • Will look into a new vendor for next year

Meeting Adjourned:

• Gina G motioned to adjourn meeting. Gina H seconded. Meeting adjourned.

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