September 30, 2008 - Meeting Minutes

Minutes of the Friends of NMS General Information Session Sept 30, 2008

Attendees. Mary Rowe, Mary Leo Dick, Vicky Patterson, Alan Atkins, Brent Springer, Sean Davis, Kim Hepditch, Andrew Rowe, Barb Brittany, Susan & John MacKenzie, Susan Knorr, Mitch Claybourn, Laura Allen, and Theresa Pyke.

7:05 Chair thanked everyone for coming. Agendas were distributed. Mary asked if anyone had new business items they wanted added to Agenda. Mitch asked that Elections be added.

Mary Rowe gave a brief history of the Friends of NMS, the task based model chosen, and introduced the Co Chairs, and the school administration in the room. She spoke of compliance to Policy 701 (Protection of Pupils) Policy 18-258 (Confidentiality) and situations where a Criminal record check would be required for volunteers.

Vicky spoke about our communication policy for volunteers and parents. Volunteers forms were sent home and returned with completed volunteers areas of interest, and contact information. We prefer and use email to contact volunteers (100+ last year) as it is the most efficient way of communication, but we do make phone calls to volunteers who do not have email addresses. We post most of our items on the blog. It is the most effective method for us to reach the largest proportion of parents (voicemails only reaches Aliant parents). All voice mails receive prior approval from Mr. Atkins before sending, and we try to piggy back our voice mails along with other items that Mr. Springer is already doing. We make an effort not to over use voice mail as we know they can easily become an annoyance if too long or too frequent.

There is a new Friends of NMS link on the blog (Jeff Whipple was thanked for setting that up. Mr. Springer and Kim Hepditch were thanked for their ongoing update of the site as Jeff Whipple is now divided between the schools.).

Year to date Activities

Vicky spoke about the January-August process of drafting our constitution. Contributors were myself, Mary Rowe, Carol Reimer, Alan Atkins & Dr. Saint. Mitch Claybourn was also involved in the final drafting. Friends of NMS don’t have a treasurer or secretary as we don't hold or control any funds, and the co chairs share secretarial duties on a rotational basis. Spoke briefly about some items in our Guidelines Brochure. Both of these documents are currently posted on Friends of NMS blog.

Mary Leo addressed the updated , reformatted volunteer forms and announced we have 84 volunteers signed up so far this year . The more detail parents supply the better, as we don't want to call and email if people have no interest in helping with certain tasks.

Mary spoke about Septembers’ need of the month – lots of items donated for the breakfast program as well as monetary donations.

Mary Leo talked about our booth at meet the teacher night and gave kudos to Mary for her 3 talks she did in front of the Grade 6, 7 & 8 parents.

Vicky gave a brief summary of the French bookfair. Had 18 volunteers, sold close to $8000 which resulting in profits of over $4000 (which are all taking in books). French teachers have already chosen and received their books. English teachers will each chose their books at the English book fair. This was ~$2480 for the French teachers (~$140/classroom) Remainder of profit will be added to English Book fair for English teachers.



Fall Activities
Mary talked about October Need of the Month. We are partnering with the spirit committee to help them reach their goal of filling a small office with non perishable food items which will then be donated to the Fredericton food bank. People can send in or drop off items to the office.

Vicky again spoke of the English book fair. It will be held Oct 21-24. Hourly schedule to be announced later, and we will coordinate evening times with the Grade 8 Ottawa Excursion meeting. (We want volunteers to have good value for their time). Books are at gr 4-11 Reading levels.

Mary talked about the years’ first upcoming healthy eating initiative; a corn boil ( Last year they picked 1200 cobs of corn). Remainder was donated to the Community Kitchen and a $200 cheque was donated the Food Bank. Volunteers will be at the school this Thursday to husk, cook and serve. Anyone interested in helping can contact one of us.

Mary Leo spoke about the Magazine Campaign Kick off - a few volunteers sorted and stuffed envelopes to help the office get them all out in time. Mr. Davis will ask for me help later on if the office needs it.

She also talked about a Pumpkin Carving Contest- Something new this year that will be fun for the kids, Kids will carve pumpkins and bring them to the school, students will vote using pennies, pumpkins will be displayed . Prizes will be free tickers to a school dance. We are planning this to be a fun event for the kids rather than a fundraiser, but all money (we don't know what the response may be... we may raise get $2 to $10) raised will go toward Christmas families.

Firefighters challenge coming up again. We had lots of men help with this one last year. They need setting up help on the night before and supervision help on the day of. Details TBA ASAP. Once we receive a date, we will be contacting volunteers.

Mary Leo asked for suggestions for Nov. & Dec. needs of the month. (Last year we did the SPCA , warm coats for kids). ? Christmas need for gently used toys. We welcome new ideas.

Talked about doing a Staff Appreciation Pick Me Up table again, which will be set up during parent teacher interview times for the staff to snack on. This was a great way to boost moral and show our appreciation for the teachers. It also allows the opportunity for people who can't come during the school hours to still be involved.

Dance Supervision- school will be looking for dance volunteers to work this years 4 dances. Volunteers will be solicited shortly after dance dates are announced.

Fall Fair Bake Sale; A new task this year in which we may be teaming up with the spirit committee again, and will be seeking our all interested bakers. Note- anyone that does send in baking is requested to list all ingredients used in their recipe (for the safety of persons with allergies /sensitivities ). We can attach recipes on it, it would be a great way to share recipes.

New Business- Elections
Mr. Atkins read from the election section of our constitution. Nomination forms will be sent home to parents, emailed to our volunteers and be posted on the school blog in December. The election will be in January. We will request the school to send details via sent via voice mail as well. Mr. Atkins stated that the election is being held in January, vs. June or September, to encourage Grade 6 parents to put their names forward after having a chance to become familiar with the school. We stated that we would welcome new people and help transition the new executive.

Next Meeting Date- TBA. Motion to Adjourn. 7:44