Parents Club Meeting Minutes from September 29, 2013

Bit delayed posting these with all the activity from Families Weekend....
NEXT MEETING - SUNDAY NOV 17th 630pm WELLES DINING HALL 

Open to all - we will be discussing Holiday Activities, Lessons and Carols and Preparation of End Of Celebration Packs 

Date:                                   Sunday, September 29^th, 2013

Location:                            Welles Dining Hall

Parents Club Officers/Board/Parents Club Members Present:

Deborah Flaherty, Amy Marshall, Wendi Hall, Paul Jefferies, Jill Mazurek, Lisa Haberli, Lori Kelly, Eric Kirkhofer, Deb Olson, Carla Schoenenberger, Jerry Steele

A.     Call to Order:  At 7:00 pm Deborah Flaherty called the meeting to order, made introductions of parents and read the Parents Club Mission Statement. Meeting Minutes from the September 8^th, 2013 Meeting were approved and are on ParentsWeb. A thank you given to Humberto Alessandrini for translating the minutes to Spanish. Spanish translation also appears on ParentsWeb.  

B.     Families Weekend Updates:   (schedule appears on RenWeb)

·        Golf Outing:  Deborah Flaherty and Jerry Steele-Event Chairs

o   Currently have 40 golfers registered. Nine holes sponsored. Have budgeted $300 for food.

·        PC Trivia Quiz: Helen Armer and Vicki Dwyer

o   Trivia Quiz will be available at the Parents Club table and in folders given out by Academic Department. Trivia relates to SJNMA campus and history. Completed forms will be collected on Sunday. A raffle ticket will be given out for completed forms and small prizes awarded at PC Brunch on Sunday. All voted in favor of doing the trivia quiz.

·        Fleece Blankets:   Currently taking pre-orders for SJNMA fleece blankets. Order forms can be found on ParentsWeb. Sample received and approved. Currently have 25 blankets ordered. Can be picked up at Parents Club table.

·        Sunday PC Luncheon/Meeting:  Coordinated by Deborah Flaherty with Sodexo. Light lunch /snacks provided during the meeting. President Albert will be speaking at this meeting followed by a brief PC agenda.

·        PC Table for Registration/Football Game Sales Sign Up: Please sign up to help at the PC Registration Table during Families Weekend. The Parents Club table will be located in the Academic Building from 12:30 – 4:30 pm on Friday and 8:30 – 11:00 am on Saturday. The PC table will also be set up at the Lancers’ football game on Saturday from 1:30 – 4:00 pm. Parents Club will be selling fleece blankets, Chaplain Jeffries book, and SJNMA Parents Club drawstring bags. Will also be collecting registrations forms from families who have not yet registered, passing out purple PC ribbons, trivia quizzes, and orders for end of semester celebration packs. Those interested in volunteering, please email parentsclub@sjnma.org

·        Ambassador Program:  Training will be provided by Deborah Flaherty on Friday for those interested in this program. Will receive training on answering questions for parents and families regarding Academy events and general questions. Wendi Hall will be working on a way to easily identify an ambassador (i.e. button or sash).

·        Parents Club BLOG page: Please visit https://sjnmaparentsclub.blogspot.com  currently we are at 50 families who have signed up to receive the blogs via email. Please contact Deborah Flaherty via parentsclub@sjnma.org with blog ideas.

·        Parents Club email contact: All emails from Parents Club must go directly to parent/family email addresses. We no longer do email blasts through the Academic Office. If you are interested in receiving emails for Parents Club events and meetings please email confirmation to parentsclub@sjnma.org.

·        Christmas Ornament Opportunity:             Lisa Haberli-Event Chair

o   Lisa shared photos of possible ornament designs with the 4 Pillars of SJNMA. Discussion on past sales and proceeds. Past documented sales have been low and profits even less so. A motion was made to not sell Christmas ornaments this year by Deb Olson and seconded by Wendi Hall. All voted in favor not to sell ornaments this year.

C.     New Business:

·        October 25^th Activity-Pumpkin Carving/Display: Discussion on possible pumpkin carving and movie night for the Corp. Jill Mazurek reviewed the activities occurring for Halloween including Haunted House visits the weekend prior and Fright Fest scheduled for October 26^th. Decision was made to have PC host a movie night, bobbing for apples with RFO’s, and Halloween treats on October 25^th.

·        Wounded Soldier Christmas Cards-Possibly planned for early December when cadets decorate Corp Christmas tree in DeKoven Hall. Christmas cards would be written and sent to the Wounded Soldiers at Walter Reed Hospital program from the cadets.  A motion was made to complete the cards by Eric Kirkhofer and seconded by Deb Olson. All voted in favor.

·        Contributions/Possible PC Donations to the School:  Jill Mazurek

o   Jill gave a brief report on the status of the pool tables, ping pong tables, and furniture at Mouso Hall. The pool tables have been recently recovered along with the purchase of new pool sticks. The ping pong tables are in need of replacement. Jill requested the consideration of PC to replace the ping pong tables. Proposal of commercial grade tables at $600/table with a 6 year warranty. Jerry Steele made a motion to purchase two tables for a total of $1200. The motion was seconded by Wendi Hall. All voted in favor to purchase two new ping pong tables for Mouso Hall. Jill will also put together a list of furniture needs for future consideration/discussion.

·        Parents Club Status Modification Proposal:  For the past 10 plus years Parents Club has been classified as the 501c(3) organization which requires paperwork to be completed such as tax returns, donation/charitable contribution letters, annual registration with the State of Wisconsin and liability insurance. A proposal has been that the Parents Club should no longer be registered separately from the Academy and become a volunteer organization within the umbrella of the SJNMA. A vote on this proposal would be done at the PC Luncheon/Meeting during Families Weekend. Jerry Steele made a motion to proceed with a vote on October 13^th and the motion was seconded by Amy Marshall. All voted in favor.

·        The meeting was adjourned at 8:50 pm in a motion made by Lisa Haberli and seconded by Wendi Hall.

Minutes are draft and will be presented for formal acceptance at the next meeting Sunday, November 17^th at 7:00 pm in Welles Dining Room.