Meeting minutes 12/1/17

Friday, December 1, 2017 at 11:20 am
Called to Order 11:22 In attendance: Mckenzie Richardson, Stephanie Cohen, Lisa Justice, Wendi Carnell, Susan Kugelmann, Pamela Schaafsma, Kendra Duran, Jessica Holtey, Monnie Bigger, Stephanie Quintana, Lorena Brown, Pam Christison, Rutyana Avila, GeorgeAnnDrennan, Carrie Wiggins, Brianna Rich
Please have families sign up for emails – CoyoteWillowFTO@gmail.org
Budget We have our official 501(3)c non-profit number so we can begin accepting donations that are tax deductible!!! Yay! We are in the process of signing up for other programs that will help benefit our school so keep your ears open for more details soon.
We found a place that wants to sell us trees for landscaping at our school for 75% off. They will only sell them to us now so Ruty has agreed to store the trees and take care of them until such a time as we can figure out where we are planting that will have a water source, etc.  Pam S moved that we purchase the trees and Mckenzie R seconded the motion.  Motion passed so trees will be purchase
Fundraisers Box Tops – first submission for fall has been completed. With the box tops clips that were submitted and the App, we should be receiving $391.50.  Check should arrive sometime in January.  Please keep turning in those box tops!  Our class competition will end at the end of the school year.  Next submission is in March. 
Smith’s Rewards Program: Application has been filed and we are awaiting a response. Should be hearing back by next week!
AmazonSmile – We are official with Amazon Smile. Please see the “rules” below.  If you are an Amazon shopper, you will need to go to smile.amazon.com, sign in to your amazon account as you normally would, then designate Coyote Willow Family School Family Teacher Organization as your preferred place of donation for your purchases.  You will also need to shop from this same link for our school to receive a small percentage of your purchase.  It really is easy and everything looks the same.  If you use the Amazon App, you can put things in your cart and then go the above website and check out.  Amazon website looks exactly the same J
APSCents– We will give more information about this fundraiser as it is available. Parents can choose to sign up their credit or debit card.  Purchases would be rounded up to the next dollar and the change will come to the school.  This program is run by the APS Foundation, the school will get 90% and the foundation gets 10%
Rules that we must follow in advertising for AmazonSmile are set by both Amazon and the State of New Mexico. 
Any email correspondence cannot advertise AmazonSmile exclusively to our families. We can include it in an email as long as there is additional content like meeting dates or upcoming events.
We can only use their trademarked logos as provided by Amazon. Currently they provide a link, website banner and links for Twitter and Facebook.  Since the Facebook account is a community site and not run by the FTO we should only refer families to the FTO website.
We cannot promote AmazonSmile on printed newsletters, flyers or direct mail. On those items please refer families to our website CoyoteWillowFTO.org for “ways to help CWFS FTO”.
For a purchase to qualify the parent must go to AmazonSmile and register their account by choosing Coyote Willow Family School Family Teacher Organization.  Qualifying purchases include the following types all made on the AmazonSmile site.
An order for a product from the shopping cart
Purchase a product using the 1-click feature
Streams or downloads a product
There are some purchases that will not be eligible for donations to our FTO
Recurring Subscribe-and-Save purchases and subscription renewals
Products purchased after termination of the participation agreement between AmazonSmile and CWFS FTO
Any product or order that is cancelled or returned.
How we receive our donations.  AmazonSmile will deposit funds into our account at the credit union on a quarterly basis.  Once the quarter is over they can take up to 45 days to account for any products that have been returned.  AmazonSmile also reserves the right to delay paying us until we have a donation amount of $5.00 or more.
Tummy Ticklers: We are still having this event. It is the last day before the winter break.  It will be held at 12:30 outside the roll-up doors. 
Friday, December 15, 2017 with Ms. Monica, Ms. Abby and Ms. Heather – Jessica will be the board member in charge.
Picture Day Feedback: We have heard that many parents are happy with their pictures!
Re-takes on Thursday, December 7, 2017: Time TBA
T-shirts Order has been received – we will talk in the Spring about how to handle future orders
Art& Poetry Date changed to Thursday, December 14, 2017
Each student needs to bring 2 dozen cookies to the MPR the morning of the event. Please, NO tree nuts or peanuts in cookies for the safety of everyone.  Bring in disposable packaging as well J
Stay in contact with your teachers. Most of the set-up should be done by Wednesday
Ask parents to stay and help and put in lots of time Thursday and Friday. Both are short days and there will be many tasks to be completed before Winter Break starts.
Parents/Friends/relatives may pay for their items the night of auction or the next day. We will have receipt books to issue a receipt for items that are paid for and it will list the items that they have paid for.  Pick up of the item(s) may not occur until after 11 am on Friday, December 15, 2017. 
Volunteer sheets will be going up on the front bulletin board
Schedule:
Day of Week
Date
Activity
Volunteers Needed
Tuesday
12/05/2017
Begin Canned Food Drive
All families
Friday
12/08/2017
Put up outside lights in courtyard
4-6 people Bring ladders!
Monday
12/11/2017
Volunteers complete helping in classrooms
A&P coordinators
Tuesday
12/12/2017
Help in classroom – Begin setting up
Check with teachers!
Tuesday
12/12/2017
Complete decorating & table set in MPR
4-6 people at dropoff
Tuesday
12/12/2017
Purchase milk and cider
Wednesday
12/13/2017
Help in classrooms setting up
Check with your teachers
Wednesday
12/13/2017
Help Rhonda with front arch
Unknown TBA
Thursday
12/14/2017
Cookie Sorting and final set up with Luminarias
As many as can help! Begins at drop off
Thursday
12/14/2017
After event: Collect silent auction sheets
Thursday
12/14/2017
Begin accepting Payments
FTO members and A&P coordinators.
Thursday
12/14/2017
After event: food clean-up, turn off lights, etc
As many as can help! At least 1 parent per class
Friday
12/15/2017
FTO board members will be in MPR to accept payments, complete clean up, take down lights, and help to get classrooms ready for January
We need as much help as we can get!  And your teachers also need help. 
Friday
12/15/2017
Tummy Ticklers at 12:20
Ms. Monica, Ms Abby, and Ms Heather’s class: each family bring 1 dozen individually wrapped treats to sell J
Event Volunteers Needed:
12/14/2017
Activity
# Needed
A&P Event Help
Time Frame
Cookie Sorting
20
Drink Table
2 every 30 minutes
Final Outside Decorating
6
Cookie Table
3 every 30 minutes
Packet Pick up at 7:00 pm
4 to 6
Clean up
4 to 6
Trash Clean up
2
Friday, December 15, 2017: All parents should be available to help, clean-up classrooms, clean-up courtyard, the MPR and prepare for Winter Break.