Poplin Elementary School

							                         Poplin Elementary School
                           Planning Meeting—April 3, 2009
                                      Minutes

What follows is a summary of information from the April 3, 2009, meeting for the
Planning Committee for Poplin Elementary.

Items for Discussion and Brainstorming
            Student agendas—School Rules information
       Notes—The committee went through the draft version of school information and
       policies/rules and made revisions to the draft. The committee approved the revised
       version for changes and will review the final copy at the April 21, 2009, meeting.

            Parent Organization
                o Initialization with 501c3 status—notes—Sardis Elementary School
                       Parent Organization donated $ 500.00 to the Poplin Elementary School
                       Parent Organization for portion of the start up monies…The committee
                       discussed the process that it will take to obtain a non-profit status. The
                       committee also discussed the options for the parent organization to be
                       either a PTA or a PTO and the differences. More on both of these items
                       will be discussed at the April 21 meeting.
                   o By-laws—notes—The committee agreed to research these further and
                       get a draft for the April 21 meeting
                   o Organization for 2009-2010—notes—process to identify organization
                       officers was discussed and a general plan discussed—more will be
                       completed after the 501c3 and closer to the school year start.
            Pre-Start/Summer Events for School Community
       Notes—interested in a community event that is prior to the school year…Stallings event
       with wrist bands…donated items…$10.00 a piece…community advertisement—this
       event raised approx. $6000. for that school at the start of school…church donated the
       space because the school campus was not available…, the committee liked the idea of
       this type of event for creating a school community…magnet and t-shirts two months
       before the start of school…PO sign-ups/registration.
            Picture Option information
       Notes—Group reviewed two school photography proposals and the aspects of each. The
       group chose Herff Jones…Metro Portraits….and discussed the yearbook production as
       well although no decision was made on the yearbook at this time.

            Fundraisers—events and purposes
       Notes—Carnival ideas…raffle proceeds…send out a letter for future Poplin folks to invest
       in the start of school letting them know the organization is trying to raise money…kick off
       parent organization…World’s Finest Chocolate is a great fundraiser…many ideas to
       discuss as the meetings continue.
     Matching Grants Information
Notes—The group discussed facilitating a book order through a matching grants
opportunity. The group supported this idea.
     Visitor Stickers—information
Notes—Bright neon green visitor…low cost mailing label…cost is an issue…reusable
items…those can be colored any way for various purposes—volunteers, etc. ….look at all
the ways that are useable for different functions. Different lanyards that stand out…for
substitutes, volunteers, parent organization officers
     Other Items
Notes—Market Day is not available at this time…the group likes this idea, but did
acknowledge that the company was not taking orders in North Carolina through school
fundraisers presently.
School Store—school supply packs that are available with school items that are
appropriate for grade level…presale and wait in child’s
classroom…fundraiser…customize the orders to meet the supplies that are
needed….Could be everything that is needed—supplies, t-shirt, agenda, spirit wear
ideas… will find out the company and discuss further at the next meeting.
Lake Park Fall Festival…will get more information on that—reserving the spot…face-
painting….table with spirit wear…
School choir and Sardis Sound…Odyssey of the Mind…Girls on the Run…these are all
areas of interest within the school student population and the committee did discuss
continuing various activities based on the student interest.

     Future Meeting Planning
Notes—The next meeting is planned for April 21, 2009, at Sardis Elementary School’s
media center from 3:00 pm to 4:00 pm.