Minutes 10-05-2009

Monday, October 5, 2009
7-8 pm in the Smith School Library

Attendees: Co-President Diana Hammer, Co-President Joshua Schultz, Treasurer Roger Hoogerheide, Secretary Marika Adamek, Central Principal Merry Fahrman, Smith Principal Pam Wright, Broadwater Principal Sue Johnson, 4/5 Broadwater Teacher Jodi Delaney, Leslie Kemp, Lisa Mecklenberg Jackson, Perri May, Denise Barber, Jennifer Scheinz, Pam Bucy, Elizabeth Williams, April Kullbacki, Liz Stine, Tracie Kenyon, Susan Anderson.

Co-President, Joshua Schultz, began the meeting at 7:05 pm.

Welcome/Introductions

  • Joshua opened the meeting with introductions of HPMP Officers and meeting participants.
  • Secretary Marika Adamek circulated the sign-in sheet.

Treasurer Report

  • Treasurer Roger Hoogerheide gave the treasurer’s report. The current HPMP balance is $16,812. This reflects proceeds from these recent fund-raising activities:
  • $196 from Carnival Classic (September 2009)

Secretary Report

  • Marika asked for corrections/additions for minutes from 09/14/09. The minutes were approved. Three follow up letters have been sent to families who indicated a donation on the volunteer form. Information from parent volunteer forms has been entered into an Excel spreadsheet.

Announcements

  • Joshua announced that the website is updated and able to accept donations and LobsterFest orders. Joshua asked attendees to send ideas for website to him. One idea offered was a “Featured Class” of the month. We have 9 – one each month with story and pics. Another favorable idea was to add a link to articles that have been published, i.e. IR highlight on Jody Delaney’s classroom. Facebook has been created for the group. Google calendars can be synced.
  • Co-President Diana Hammer announced that the board met with the Principals in early September. We have committed to creating a training policy by December. A policy that would guide in payment of teacher training, expenses and expectations of HPMP. It was brought up at this time that the policy could be posted on the website for member participation. Another need expressed was for our group to help promote and educate Kindergarten families about the program at Parent/Teacher conferences and through newsletters. The board and principals will meet again in January.
  • Marika announced that Past Co-President Amy Lambrecht has collected all affected materials of a voluntary recall of lead base materials from the classrooms. All materials have been replaced with the exception of 3 items for Ms. Matthies and 2 items to Broadwater. These items are backordered and will be sent when available. Amy will follow up with Nienhaus.

Ice Cream Social

  • Liz Stine reported that approximately 270 people attended. She has created a separate report with ideas and notes for next year’s lead to follow. i.e. We had thank you notes available for the children to sign that night. Plenty of ice cream was left over. Easier to ask for small donations at several places. Thank you, Liz!

Carnival classic

  • Marika thanked all who participated with time and talents. Andy Onushco for construction of the lobster bean bag toss; Susan Anderson for use of tent; Diana Hammer for candy donation; Diana thanked Marika for painting of lobster; parents who helped run the booth were: Pam Wright, Elvira Roncalli, Sarah Lawlor, Deborah Smith, James Scheinz, Lisa Mecklenberg Jackson, Stacy Culp, Carl & MaryLinn & Cal Crouse, Jill Downing, Lisa Wolf, Desta Pertarb, Colleen Roylance, Marika Adamek, Diana Hammer, Roger Hoogerheide and Joshua Schultz. Only a few names were collected for email notification of LobsterFest. Postcards were handed out. Licorice and suckers were the candy this year. We have 3 mylar re-useable lobster balloons. Next year continue to build off of the success of game and lobster theme. We collected $196.00 less $40 in expenses.

Original Works

  • Denise Barber gave an overview of the fundraiser. Parent Councils were offered participation, but not in time for this year. Many were interested, but not enough time to organize. Next year contact councils at end of year or early Sept. Denise will be contacting coordinators this week. Teachers have begun artwork.

State Charitable Giving Campaign

  • Diana reported that it is ongoing and noted on our newsletter. We are #5193.

LobsterFest

  • Saturday, November 7, 2009. This is HPMP’s largest and most successful fund-raising event of the year. Live Maine lobsters are ordered and flown in for distribution. Community members have the option of preparing the lobsters at home, dining at participating restaurants or donating a monetary donation instead.
  • Poster production and distribution – Diana reported that she has updated the poster. She has printed off 20 for members to take with them tonight. The board would like to save money on poster expense and spend it elsewhere i.e. newspaper ads because our exit polls from last year’s distribution showed us that 75% heard about LobsterFest in the IR. Diana can email posters to attendees for printing and distribution.
  • Order Forms – Diana has updated order form. Joshua will print and Marika will give to schools for student distribution. Joshua is creating an email list of last year’s contacts, names collected at Carnival Classic, and new members to notify of this year’s event with order form attached. Denise suggested direct mail. Diana will follow up with David Treadway at Action Print re: their services. Diana and Joshua will locate spreadsheet from last year for this purpose.
  • Advertising/Media – Marika reported that the IR will run a feature on Wed., Oct. 21st. Peggy O’Neill asked for recipe ideas and will ask restaurant chefs. Members suggested grilling. It was suggested that I review the article if possible. Press Release has been sent to the IR’s Daily Planner and Your Time Community Calendar. Marika will contact Queen City News re: calendar and ad. Radio PSA will be recorded for distribution on several Helena stations. Marika will follow up with Public radio stations. Live radio interviews have been scheduled and past interviewees will be asked to attend again this year. KBLL has been contacted re: PSA. Broadwater parent, Kathy Vokral has helped with this in the past and am awaiting more info. KTVH’s Community Calendar is another venue awaiting more info. Schools have been asked to ad to reader boards. Attendees were asked to ad info. to their business reader board or offer contacts. HCTV membership was offered as another venue for advertising and student projects throughout the year. Jody Delaney has used HCTV for this purpose in the past. It was suggested that members give info. to their church bulletin as well.
  • Restaurant Coordinator – Denise Barber and Tracie Kenyon reported Benny’s, The Montana club and The Mediterranean Grill are confirmed. Lucca’s has not confirmed. A list is given to each restaurant, however to avoid other diners ordering lobster we need to have another safe guard in place. “No ticket, no tail” poker chip suggested.
  • Order forms/data entry – The following Reps will collect forms from their school and give to Treasurer Roger Hoogerheide for data input. Broadwater: Tracie Kenyon, Central: Lisa Mecklenberg Jackson, Smith: Leslie Kemp.
  • Lobster Vendor – Joshua reported that Atwood’s lobster prices are $6.60 per pound which equates to about $8.65 per lobster. They can fly them into billings only because of NWA/Delta merger and the size of planes coming into the smaller markets which do not offer freight. Eddie Kenyon will be asked to pick up lobsters. Joe DeFillipis and Joshua volunteered as well. Next year look into a Montana rancher as supplier of beef.
  • Lobster Distribution – Tracie Kenyon will lead. Anne Hedges can mentor.
  • Poster Distribution – Attendees took posters. A master list was created for poster distribution points.

Follow up:

  • Joshua continues to update the website
  • Denise will be contacting classroom reps re: Original Works
  • Diana will email attendees poster
  • Diana and Joshua will follow up with direct mail
  • Marika following up on media leads.
  • Joshua to print order forms. Marika to give to schools for student distribution
  • Lobster pick up volunteers will be confirmed by Tracie Kenyon.
  • Marika will contact Rick/Jana Radke re: use of trailer for pick up.

Everyone was thanked for attending and the meeting adjourned at 8:10 pm.

The next meeting will be Monday, October 26, 2009 in the Smith School library.