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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