Upcoming Agenda and Prior Meeting Minutes

This document contains the upcoming meeting agenda (posted at least 24 hours prior to a scheduled meeting) and all Happy Valley School PTO Meeting Minutes for each public meeting during the 2025-2026 AY.  For questions, please email:  parentteam@happyvalleyschool.org.

Check back regularly for upcoming meeting agendas and minutes for previous meetings for the 2025-2026 academic year (AY).

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Meeting Agenda / Minutes

Attendees

• Board members (President: Tosha Ruggles, Treasurer: Kendra Callaghan, Secretary: Autumn Reed, Members-at-Large: Danielle Delahunt and Brenna Cowdell)
• Absent board members (Vice President: Jessica Reeves, Member-at-Large: Brenna Cowdell)

• Additional Attendees: Mrs. McDonald, Mrs. Camilli, Mrs. Melroy, Mr. Simon, Mrs. Hunt, Mrs. Nutt, Mr. Riley, Kate Mouradian,

Called to Order at 7:18am

• Motioned to approve the 8/11/26 minutes: Kendra Callaghan, Seconded: Emily Zimmerman

Treasurer’s Report

• Account Summary & Proposed Budget:

• Beginning balance: $31,540.76    Today’s balance: $33,886.52
• Income from Kroger rewards, 25/26 book fair funds were deposited, 25/26 dance ticket money was transferred from CheddarUp
• Expense in August was teacher back-to-school charcuterie and some printing supplies
• Projected net: +$1,570 ($39,355 income vs. $37,785 expenses)
• Year-end balance: $37,827 (projected if we stay on budget)
• Teacher Support: $10,200 (includes $5,000 in rollover APEX classroom incentive funds, teacher appreciation meals and gifts, and new teacher grants).
• Capital Projects: $6,500 ($5,000 for student-facing improvements plus $1,500 for school back-office needs).

• Motion to approve budget: Emily Zimmerman, Seconded: Autumn Reed

Agenda Items

• Literati Campfire Magic Book Fair (September 14th-18th):

• Volunteer registration coming soon
• More information to be sent out to families soon about the in person book fair
• Potentially launching the new HVS logo at family night during book fair.

• STEM Night (10/23/26):

• More information to be sent out to families.
• Teachers inquired about curriculum to go along with what will be at STEM Night.
• Reviewed that there will be a small cost for attendance and that costumes will be allowed.

• Misc.

• Kate Mouradian offered to create a PTO board to display in daycare for upcoming events.
• Kroger rewards program; we will send out an email about how parents can enroll in this. It does not cost them anything extra and does not take away from their gas points.
• Reviewed that in November we will be organizing a “blessing bag” service project and more information will be coming out about this.
• The morning PTO meeting got positive feedback.

Adjourned at 7:45am

Meeting Agenda / Minutes

Attendees:

• Board members (President: Tosha Ruggles, Treasurer: Kendra Callaghan, Secretary: Autumn Reed, Member-at-Large: Danielle Delahunt)
• Absent board members (Vice President: Jessica Reeves, Member-at-Large: Brenna Cowdell)

• Others in attendance: Principle Mrs. McDonald, Mrs. Camille, Emily Zimmerman, Fabienne Melito, Bindu Bitla, Cynthia Moura, Ashley Spence, Danelle Harness, Maxis_NamrathaB, Hardik Desai

Called to Order: 5:03pm

Motioned to approve the 6/10/26 minutes: Emily Zimmerman

Seconded: Kendra Callaghan

Approval of minutes passed unanimously.

Treasurer’s Report

• Account Summary:

Beginning balance from last school year $15, 595.19 (July 1, 2025)

Ending balance from last school year $36,257.29 (June 30, 2026)

Net change +$20,662.10 (balance more than doubled)

Total revenue $58,105.32 (all funds received)

Total expenses $37,443.22 (all funds spent)

*Revenue minus expenses= $20,662.10 surplus, matching the growth in the bank balance.

25-26 budget vs. actual “How the year compared to the plan”:

Revenue budgeted for $18,305, actual $58,105.32 ($39,800.32 favorable)

Expenses budgeted for $20,025, actual $37,443.22 ($17,418.22 over budget)

Net result budgeted for $1,720, actual $20,662.10 ($22,382 favorable)

*Revenue came in above plan, which funded higher-than-budgeted spending & left a healthy surplus.

The PTO finished with a $20,662.10 operating surplus, despite budgeting for a $1,720 loss.

Ending balance grew from $15,595.19 to $36,257.29 which is an increase of $20,662.10

Fundraising well exceeded the approved budget and funded expanded school, staff, and capital.

$14, 034.74 went to school events

$12,236.17 went to capital projects

$9,709.04 went to teacher/staff support

*The PTO enters 2026-2027 in its strongest cash position in recent years.

Kicking off 2026-2027:

Beginning balance $36,257.29 (July 1, 2026

Today’s bank balance $33,447.72 (August 11, 2026)

Considerations for next budget:

APEX incentive program for teacher classroom funds could continue (~$4,000 unclaimed)  

Expecting the book fair and APEX fundraisers to both generate less revenue this school year.

Shifting a larger share of the budget towards student-facing items and event experiences, while continuing to support our teachers.

Agenda Items

What We’ve Done:

• Summer Update

Teacher//student support:

Purchased Gaga ball pit

Purchased balls for 21 playground ball bags

Teacher APEX Grant continues

Teacher/staff welcome back lunch

Planning:

Finalized the 2026-2027 PTO calendar

Created flyers

Administrative items (emails, sign up lists, etc.)

Book fair trainings/meetings

Administrative support:

Logo design (new HVS Eagle)

GoDaddy website package

Where We’re Headed (August/September)

• Vision/Hearing Screening Update

• Jessica Reeves is taking lead on this project
• QR code for volunteer sign up will be coming out

• Peter Piper Pizza Restaurant Night-

August 25th, save the date will be coming out at the end of this week.

• Curriculum Night

• August 18th k-3rd grade 5pm-6:55pm, August 19th 4th-8th grade 5pm-7:15pm
• Used Uniform Sale Yes/No?
• Emily and Mrs. McDonald think it would be helpful for families.
• Emily offered to help on site if needed.

• Literati Campfire Magic Book Fair

• September 14th-18th, (3pm-7pm? need to pin down event hours for each day).
• Teacher wishlists will be going out
• The digital book fair store will be open prior to the fair.
• Dog man will not be AT the fair, but can order through the digital book fair.
• Would like feedback on if families liked Literati better than Scholastic or not.

Good Of the Order

Flyers will be coming out  

Emily mentioned Jessica did a great job at the teachers back to school charcuterie table.

Reviewed early bird meetings that we are trying out this school year. (September)

Parent team email is monitored for parents to reach out with any PTO related questions:

parentteam@happyvalleyschool.org   

Adjourned: 5:34pm

Meeting Agenda / Minutes

Attendees Board Members (Tosha Ruggles, President; Vacant - Vice President; Kendra Callaghan, Treasurer; Autumn Reed, Member-at-Large; Julie Tarbutton, Secretary)

Additional Attendees - See sign-in sheet

Called to Order - 5:03pm

Roll Call (reminder to sign-in)

Reading and approval of meeting minutes

Motion: Autumn Reed

Second: Emily Zimmerman

Treasurer’s Report - $47,031.95 (teacher appreciation and snow cones for water day upcoming)

Updates

• HUGE thank you to Autumn and Kendra for taking the lead on Teacher Appreciation Week

• Lessons learned for next year - “everything was a big hit!”/move earlier

• APEX Funds

• Update from HVS - playground equipment, parking lot, gaga ball, volleyball, mural, etc

• Review

• MS Dance Notes - it was great, want to add 6th grade next year (maybe dance in February!?)

• Meetings for next year

• Proposing combined in-person and online to ensure teacher/parent inclusion - possibly 7:15am quarterly meetings in-person and the rest online

Elections

• Elections - President: Tosha Ruggles, Vice President: Jessica Reeves, Treasurer: Kendra Callaghan, Secretary: Autumn Reed, Members-at-Large: Danielle Delahunt and Brenna Cowdell

Calendar for Next Year

• August - Peter Piper Pizza
• September - Book Fair w/Literati (instead of Scholastic)
• October - AZ Science Center - October 23
• December - Off-Site (Ice Skate or Winter Wonderland)
• January - APEX
• February - Restaurant Night
• March - Field Day
• April - Dance & Teacher Appreciation

Good of the Order - New state law about highly processed foods not being allowed to be distributed

Adjourned - 6:08pm

__________________________________________________________________________________

Meeting Agenda / Minutes

Attendees Board Members (Tosha Ruggles, President; Vacant - Vice President; Kendra Callaghan, Treasurer; Autumn Reed, Member-at-Large; Julie Tarbutton, Secretary)

Additional Attendees - See sign-in sheet

Called to Order - 5:04pm

Roll Call (reminder to sign-in)

Reading and approval of meeting minutes - Motion:  Kendra Second: Autumn Reed

Treasurer’s Report         

        Balance - $54,660.89

        Ice Cream Truck - Paid $1939.00 for Field Day Ice Cream

2 Dad’s Bounce House - Paid $1975 for Obstacle Courses

Purchased Bench for Patio

MS Celebration biggest April budget item

$1845 has gone out to classrooms thus far

Updates

• Ambassador Shirts Delivered!
• The Spirit store is almost ready.
• School supply orders are open/public.

Elections

• Prepare for elections (May 4)

Calendar for Next Year

• AZ Science Center for next October

• Vote on date - October 23

MS Celebration

• 28 tickets sold
• No volunteers (had one but they backed out today)
• This week:

• Order supplies
• Order pizza - plan for 10 (soda and pizza)
• Purchase sodas/drinks

Storage Shed (Autumn)

Teacher Appreciation Week Update (Autumn and Kendra)

Apex Funds

• Strategy for using funds

• HVS Eagle Mascot and Brand
• Bring in Mr. & Mrs. Gaddie with a proposal

• Goal to have school requests NLT May 15 so we can do something

Last Day of School Shirt Sale - (Autumn)

Adjourned - 6:08pm

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Attendees Board Members (Tosha Ruggles, President; Vacant - Vice President; Kendra Callaghan, Treasurer; Autumn Reed, Member-at-Large)

Additional Attendees - Jeannine McDonald

March 23, 2026

5:00 pm - 6:00 pm

HVS Cafeteria

Voice Notes -

5:05 PM and calling meeting to order we signed everybody in the zoom meeting we signed you in so you should be all set as far as on the roster.

First if I can get a motion to approve the minutes from February 17th meeting

Called to Order

Roll Call (reminder to sign-in) -

Reading and approval of meeting minutes - Motion: Autumn Reed  Second: Kendra

Treasurer’s Report         

        Balance - $55,528.42

Ice Cream Truck - Paid $1939.00 for Field Day Ice Cream

2 Dad’s Bounce House - Paid $1975 for Obstacle Courses

        Purchased Bench for Patio

Updates

Letter went to Ambassadors for sizes

        Monday 3/23 or Tuesday 3/24 -

Apex Fun Run - Email sent to families before 3/27

Calendar for Next Year - Link Here

MS Celebration

• Email to families today 3/23
• Hard copy invitations by end of week 3/27
• Live ticket purchase
• Live volunteer link (will go to HVS community next monday)

Water Day

• We are all set for water day.

Uniforms

• Ambassador managing the table - storage challenge and Ambassadors

• Project - go out to shed and remove bottoms.
• Calling school front offices and seeing where branded items are.

Discussion of used uniforms: discussion of next steps for uniform projec and whether we will continue used uniform sales.

Meeting Agenda / Minutes

Attendees Board Members (Tosha Ruggles, President; Vacant - Vice President; Kendra Callaghan, Treasurer; Julie Tarbutton, Secretary; Autumn Reed, Member-at-Large)

Additional Attendees - Emily Zimmerman, Jeannine McDonald, Sonia Saenz-Camili

February 17, 2026

5:00 pm - 6:00 pm

Zoom

 https://zoom.us/j/96353065965?pwd=Ego6ywUtBvCZ5EgAfL1wEBCFiwcmZZ.1
 
Meeting ID: 963 5306 5965
Passcode: 4yXFRD

Called to Order @ 5:03

Roll Call (reminder to sign-in) -

Reading and approval of meeting minutes - Motion: Kendra Callaghan  Second: Emily Zimmerman

Treasurer’s Report         

        Balance - $13,970.35         

Deposits for dance items

Deposits for field day bounce houses

Deposit for water day water slides

Discussion Items

February

Apex Fun Run

• Final report plan

        Chipotle Flyers - 2/24/25

March

• Field Day Update
• PTO Event and info for nominations?? This is really to build community and participation when volunteers are needed.  

April 24th, 2026

• Dance
• Note: Hard copy 3 weeks out.

• Can someone volunteer to coordinate the dinner for teachers?

• Food for 12-15 on that day -

• Anyone interested in being the “lead” on the balloon arch?

• April 23 -
• Daycare blow up the balloons - we need to order and facilitate the blowing up the night before.  

• Julie - Lead on photo booth set-up (Mrs. Camilli has arch)

• Printer (volunteer)

• Tosha - contracts, food, decoration orders, invitation design and distribution
• Kendra - decorations

• Tosha to email dj and add 2-3 lights near the DJ station

May 12, 2026

• Water Day (Kendra lead)

• Slide contract done
• Snow cone contract done

May 4 - 8

• Teacher Appreciation Day - Mr. Gaddie lunch day

• Mexican Food
• flyer and get approval

Bench orders -

Facilitate input from teachers for capital expense.

        Links:

Spring 2026 - By the Month

Budget/Planning

Adjourned @ 6:07 pm

____________________________________________________________________________________

Meeting Agenda / Minutes

Attendees Board Members (Tosha Ruggles, President; Vacant - Vice President; Kendra Callaghan, Treasurer; Julie Tarbutton, Secretary; Autumn Reed, Member-at-Large)

Additional Attendees - See sign-in attached

Tosha Ruggles is inviting you to a scheduled Zoom meeting.

Topic: HVS PTO Meeting - January 1

Time: Jan 12, 2026 05:00 PM Arizona

Join Zoom Meeting

https://zoom.us/j/98487799628?pwd=QVDE2n3bEqbVbG8EWFxn7BHAsmOPpB.1

Meeting ID: 984 8779 9628

Passcode: mwC2Qn

Topic: PTO January 2

Time: Jan 12, 2026 05:30 PM Arizona

Join Zoom Meeting

https://zoom.us/j/93776777106?pwd=uTTADaPeCucrnGaFYi6t629jbfacrp.1

Meeting ID: 937 7677 7106

Passcode: 98tb6Z

Called to Order @ 5:02pm

Roll Call (reminder to sign-in) - Tosha Ruggles, President, Kendra Callaghan, Treasurer, Julie Tarbutton, Secretary, Autumn Reed, Member-at-Large, Emily Zimmerman, Lisa Walter, Sonia Saenz-Camilli, Jeanine McDonald, Emily Vero

Reading and approval of meeting minutes - Motion: Autumn Reed, Second: Emily Zimmerman, December Approved

Treasurer’s Report         

        Balance $17,701.60

        Reconciliation from 2025 and preparing 1099

Discussion Items w/ Votes

        Brick Project - Bench order pending connection with Nancy

Newsletter -

• Admin has enough school-new to send out with or without PTO.
• Parent as long as information goes out

Future update coming

February Teacher Appreciation

                Feedback: Travelin Tom’s Coffee (470 for 75 Servings and 1.5 Hours)

March

                Field Day: Friday March 13, 2026

                Preapproved Budget $2500: 1800 for requested materials.  

April

Date - April 24th, 2026 - 6:00-8:00

        Discuss with daycare and day care office.

        Pizza/Dinner option for teachers

        Vote: Budget - $3000 - $3500

Soda “bar” - $835.00

DJ - $500.00

Tickets/Invitation - $300

Food/Snacks - $750- Decorations -  $500

Decorations - $300

Teacher Appreciation

        Discuss & Vote: Celebrate Teacher Appreciation Earlier than the Official Week

        Smaller week given monthly teacher appreciation week.

Update

Food Drive: 1000 Pound Club

Tour (I’ve asked for # of people allowed and will get back to admin and board) They would like the tour to happen this month from 8 am - 2 pm Tuesday - Friday (but can support other dates/times)

        TR - more details.

January Park Event:

                No exchange of money allowed at the park - trucks cancelled

Flyer print & distribute this week (thank you Autumn)

        RSVP Link -

        February

                Fundraiser: Feb 2-13

                        Teachers will get 10% back from their grade

                        PTO will assist with organizing the distribution of flyers

                        Volunteer link - 10-12 volunteers per race time

                Update: Chipotle Feb 24th

Links:

Spring 2026 - By the Month

Budget/Planning

Adjourned @ 5:53pm

__________________________________________________________________________________

Meeting Agenda / Minutes

Attendees Board Members (Tosha Ruggles, President; Vacant - Vice President; Kendra Callaghan, Treasurer; Julie Tarbutton, Secretary; Autumn Reed, Member-at-Large)

Additional Attendees - See sign-in attached

Called to Order @ 5:05pm

Roll Call (reminder to sign-in)

Reading and approval of meeting minutes Motion: Kendra, Second: Autumn, approved

Treasurer’s Report

        $16,676.18

Updates

        Brick Project

Review Events

        Snowmen Hiding

        AZ Ice Peoria

        Can Food Drive

Upcoming

        Teacher Lunch on 12/9

        Student Reward on 12/12

HVS at the Park

        Updates?

Looking forward

        Restaurant Night - February 24th - Chipotle

        January 15th - Jersey Mike’s Welcome Back for Teachers - Would someone be willing to take this one?

        Middle School Event

Next PTO Meeting

Monday Evening - Discuss Board Meetings Vs. Planning Communication Separate

Adjourned @ 6:13pm

________________________________________________________________________________

Meeting Agenda / Minutes

Attendees Board Members (Tosha Ruggles, President; Rachel Hunter, Vice President; Kendra Callaghan, Treasurer; Julie Tarbutton, Secretary; Autumn Reed, Member-at-Large)

Additional Attendees - See sign-in attached

Called to Order @ 5pm

Roll Call (reminder to sign-in)

Reading and approval of meeting minutes

Treasurer’s Report

        Spirit Shirt - $590

Updates

        Brick Project - PTO will buy two benches.

Completed Tasks

        First Day School Supplies - Reserved with School Delivery

        Literati Book Fair - We’re Booked (September 14 - September 18, 2026)

        Day at the Park - We’re Booked (9-1 January 24, 2026)

        December Event - We’re Booked AZ Ice Peoria on December 6, 2025 7 - 8:30 pm

Help Needed

        Teacher Lunch on 12/9

                NEED: Sodas w/ Coolers and Ice set-up by 10 am

                Desserts and Decorating - Tosha

                Pizza and Salad - Alicia

                Flyer/Email/Invite - Tosha

Christmas Snowmen/Penguin Project

        NEED: Can someone go to Wendy’s and ask for a donation of “Frosty” coupons?

        NEED: Date to hide snowmen

        NEED: Set-up Date?

Spring Restaurant Night (place and follow-through)

HVS at the Park

        Food Trucks: Are they allowed?

        Flyer

Looking forward

        Restaurant Night - November 18 at Sonic Drive-In

        Christmas Event - AZ Ice Peoria December 6, 2025 7 - 8:30 PM

Next PTO Meeting

December ???

Adjourned @ 6:02pm

_________________________________________________________________________________

Meeting Agenda / Minutes

Attendees Board Members (Tosha Ruggles, President; Rachel Hunter, Vice President; Kendra Callaghan, Treasurer; Julie Tarbutton, Secretary; Autumn Reed, Member-at-Large)

Additional Attendees - See sign-in attached

Called to Order @ 5:03pm

Roll Call (reminder to sign-in)

Reading and approval of meeting minutes - Motion: Emily Zimmerman, 2nd: Autumn Reed, approved

Treasurer’s Report - $15,648.39

Ongoing Projects

        Brick Project - Estimated Ship Date 11/12/2025

Greggory Design - No cost for design - he’d love to support design of a few items

Used Uniforms Update - Afternoon in November to organize shirts. Bottoms to be donated.

Completed Tasks

        First Day School Supplies - Reserved with School Delivery

        Literati Book Fair - We’re Booked (September 14 - September 18, 2026)

        Day at the Park - We’re Booked (9-1 January 24, 2026)

        December Event - We’re Booked AZ Ice Peoria on December 6, 2025 7 - 8:30 pm

- Action Item - No Cocoa

        Canned Food Drive - Updated box arrival to 10/30. Flyer Updated. Flyers will go home 11/3-4.

Action Items

        Halloween Bingo

                120 RSVP’d as of 10/20 at 11:30 am

December Skating Event

Teacher Appreciation - Combined Late November Early December?

        First week of December  

Looking forward

        Restaurant Night - November 18 at Sonic Drive-In

        Christmas Event - AZ Ice Peoria December 6, 2025 7 - 8:30 PM

        October Teacher Appreciation

Next PTO Meeting

November 17, 2025

Adjourned @ 6:02pm

___________________________________________________________________________________

Meeting Agenda / Minutes

Attendees Board Members (Tosha Ruggles, President; Rachel Hunter, Vice President; Kendra Callaghan, Treasurer; Julie Tarbutton, Secretary; Autumn Reed, Member-at-Large)        

Additional Attendees - See sign-in attached

Call to Order 5:05pm

Roll Call (reminder to sign-in)

Reading and approval of meeting minutes: Motion-Autumn Reed, Second-Emily Zimmerman

Treasurer’s Report

        Current bank balance reported

        Updates

                Brick Money Payment

                First Day School Supplies

                Peter Piper

                Scholastic Income

Other Business

Brick/Patio Project Update - Bricks paid for today, should be finished by November

        Spirit Shirts - Interest in reopening the site (12 minimum) - Tosha getting info for a new vendor

        School Supplies - Home Shipping or Just School - Just school is preferred, but earlier

        Literati Book Fair - yes, we would like to try this for 2026/27

        Used Uniform Sale in Fall/Winter - Half Day sale maybe from 12-2

Review of Past Events

        Peter Piper Pizza

        Book Fair

        September Cookie Trolley - LOVED it! Mrs. McDonald got great reviews.

Upcoming Events

        Halloween Bingo - October 30, google form to register, small toy drive(?) for prizes

        Canned Food Drive - with St. Vincent de Paul

        Restaurant Night - November 18 at Sonic Drive-In

        Christmas Event & Raffle - December 5, 2025 - craft night?, kids buy a present for parents?

Next PTO Meeting

Monday, October 20 - PTO Meeting (5pm - 6pm)

Adjourned at 6:00pm

PTO Meeting Minutes

Attendees

        Board Members

• Tosha Ruggles, President
• Vice President, Vacant
• Kendra Callaghan, Treasurer
• Secretary, Vacant
• Autumn Reed, Member-at-Large

        Additional Attendees - See sign-in attached

Call to Order

Meeting called to order at 5:03pm

Roll Call (reminder to sign-in)

Treasurer’s Report

Current bank balance reported, Annual Budget approved with a motion from Autumn Reed, second from Emily Zimmerman

PTO Business

• Thank You’s
• Board Positions interest:

• Rachel Hunter (VP), approved with a motion from Autumn Reed, second Kendra Callaghan
• Julie Tarbutton (Secretary), approved with a motion from Autumn Reed, second Kendra Callaghan

• Signing of By-Laws - additional board members will be receiving an email for signing soon

Upcoming Events

• Spirit Shirts - last day to order 8/18
• Review short list of events (will be published)
• Peter Piper Pizza

• Flyers home
• Banners hanging

• Book Fair Support - September 2-5

• 8/29 set-up at noon after the half day
• Flyers
• Campus Signs
• Social Media Posts (Week Prior and During)

• Teacher Appreciation Changes: September Appreciation Ideas?

• Nacho Bar? With drinks, salsa, nachos, cheese

• October event on Thursday, October 30: 4/4:30-6:30/7ish? Trunk or Treat event with teachers decorating doors/hallways, passing out candy, food trucks, scavenger hunt?, cakewalk?, little store?
• November Food Drive: Nov 7-14

• St. Vincent De Paul will drop off and pick up boxes

• November Sonic Night
• December 5

• Bingo Night
• Grade-level basket donations for prizes (Sign-up Genius)

Other Business

• Brick/Patio Project - Mrs. McDonald update (54 orders)

• Looking at about $12k for new fence around the garden, bricks, and benches (2 benches for $2200)
• Work on the garden will start in November

• Instagram is our main social media - FB disestablished

Announcements/Upcoming Meetings

• September 29, 2025

Adjournment

Meeting adjourned at 5:55pm

PTO Meeting Minutes

Date: July 22, 2025
Call to Order: 12:05 PM
Adjournment: 1:02 PM

Attendees

Board Members:

Tosha Ruggles, President
Vice President – Vacant
Kendra Callaghan, Treasurer
Secretary – Vacant
Autumn Reed, Member-at-Large

Additional Attendees: See attached sign-in sheet

Agenda

Roll Call - Reminder to all attendees to sign in.

Approval of Minutes
Motion to approve previous meeting minutes by Autumn
Seconded by Kendra
Minutes approved as read

Treasurer’s Report
Current Bank Balance: $15,595.19

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PTO Business

Board Positions
Leslie Anderson resigned on July 21, 2025.
The Vice President position is now open.
The Secretary position is also still vacant.

Bylaws
All current board members were reminded to sign and return the bylaws.

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PTO Meetings & Newsletters

Monthly Newsletter Dates:
First Monday of each month:  8/4, 9/1, 10/6, 11/3, 12/1

Monthly PTO Meeting Dates:
8/18, 9/29, 10/20, 11/17, 12/8
Most meetings will be on Mondays at 5:00 PM – time is flexible and may be adjusted as needed.

Review of Tentative Event Plan

Event Overview:

July
Events completed
August
Restaurant Night is scheduled
August 14: Teacher Breakfast - Tosha to source bagels and fruit
September
Book Fair is set
Vision/Hearing screenings need sign-up
September Appreciation Event – TBD
October
Fall Event – will be discussed at a future meeting
November
Sonic Restaurant Night is reserved
Canned Food Drive confirmed with St. Vincent
December
Family Bingo Night
January
Tentative Family Night – location TBD
February
Apex Fun Run is booked
March
Book Buddies
Field Day
April
Time to plan Middle School Event
May
Water Day
Teacher Appreciation Week
“What Fits in a Shoebox” theme – PTO will supplement teacher gift

Spirit Shirt Ideas

Explore engagement strategies:
Class competitions
Treats or incentives
Other creative ideas welcome

Upcoming Event Planning

Orientation – planning in progress
        August Teacher & Staff Appreciation – Welcome Back celebration in the works

Parent Partners – Program Update

Discussion on timing of letter distribution:
Options: Student folders or during classroom Orientation
Additional engagement opportunity: School assemblies

Other Business

Brick/Patio Project
        Will PTO consider contributing to costs? – Under discussion

Social Media & Communications

Facebook:
        HVS Main Page will be the official communication platform
        Goal: No more than 2 posts/month
        A great tool for sharing newsletters and events
        Parent-run pages will be closed - Susan will post on behalf of PTO

Instagram:
        Will remain active
        PTO will manage posts and engagement

May Meeting Minutes

Attendees

        Board Members

• Jennifer Siguenza, President and Acting Secretary
• Leslie Anderson, Vice President (joined telephonically)
• Amanda Rice, Treasurer
• Secretary, Vacant
• Alicia Shaw, Member-at-Large (absent)
• Autumn Reed, Member-at-Large

        Additional Attendees - See sign-in attached

Call to Order

Meeting called to order at 5:12pm

Roll Call (reminder to sign-in)

Reading and approval of April 8, 2025 meeting

Emily Zimmerman motioned to approve the 4/8/25 minutes, Autumn Reed seconded, approval of minutes passed unanimously.

Treasurer’s Report

Amanda reported that the current balance in the account is $14,491.88.  While this includes many of the recent expenses for Field Day, Water Day, and Teacher Appreciation, there were still some reimbursements for Teacher Appreciation Week that were expected and we anticipate a full refund from AZ Paradise Bouncers for the water slides being cancelled for Water Day due to weather. 

Review Past Events

• Field Day 4/17
• “Somebunny from each class is getting ice cream!” 4/21
• Middle School Dance/Celebration 4/25
• Crazy Hair/Hat Day 5/2
• Teacher Appreciation Week 5/5-5/9
• Water Day 5/13

High-level discussion on the events listed above, noting that they were all successful. Discussed series of events that led to Water Day slides being cancelled (cancellation made by the vendor for safety reasons due to expected high winds).

Upcoming Events and Volunteer Opportunities

• No events scheduled, but can discuss planning activities that generally occur over the summer (used uniform sales, booking of restaurant nights/fundraiser, etc)

Other Business

• Future of Happy Valley School PTO, Inc. - Possible dissolution

• Plan for funds, including recurring items
• Plan for or transfer of responsibility for future events that are already in process (brick orders, school supply kit sales, book fair, spirit shirt sales, etc.)
• Final filings and dissolution paperwork

Discussed that no one had come forward during the election process with interest to take on the President or Treasurer roles and that Jennifer and Amanda would not be returning to their board positions.  Without someone to take on these duties we would be forced to formally close down the organization.  We had already begun discussions with Mrs. McDonald and school administration on ideas to distribute funds in a way that supported the organization’s mission, should that become necessary.

During this discussion, one of our members, Tosha Ruggles, stated that she would be willing to take on the role of President and Acting Secretary if she had the support of other board members that were returning and if someone would be willing to step up into the Treasurer role since those positions must be in place for purposes of the AZ Corporate Commission filing and bank account requirements.  Another member, Kendra Callaghan, offered to fill the Treasurer role.  The other board members present, Leslie Anderson and Autumn Reed, agreed to stay in their current positions.  Jenn offered to reach out to Alicia after the meeting to confirm if she also wished to stay in her current position if the organization were to continue.

*Note: Alicia decided not to remain on the board for the upcoming school year.

Given no board positions were finalized during the formal election process, our bylaws give the President the authority to appoint a new board.  As such, Jenn declared the following individuals would be appointed to the board for the 25-26 school year:

President and Acting Secretary - Tosha Ruggles

Vice President - Leslie Anderson

Treasurer - Kendra Callaghan

Member-at-Large - Autumn Reed

Announcements/Upcoming Meetings

No more meetings are scheduled for this year.  The current board will work to transition duties to the income board over the summer, including transition of the Happy Valley School PTO Inc. bank account with Chase Bank from previous signers (Jennifer Siguenza and Amanda Rice) to new signers, Tosha Ruggles and Kendra Callaghan. The meeting schedule for next year will be determined by the new board.

Adjournment

Meeting adjourned at 6:13pm

April Meeting Minutes

Attendees

        Board Members

• Jennifer Siguenza, President and Acting Secretary
• Leslie Anderson, Vice President
• Amanda Rice, Treasurer
• Secretary, Vacant
• Alicia Shaw, Member-at-Large
• Autumn Reed, Member-at-Large

        Additional Attendees - See sign-in attached

Call to Order

Meeting called to order at 5:05pm

Roll Call (reminder to sign-in)

Reading and approval of March 11, 2025 meeting

Autumn Reed motioned to approve the 3/11/25 meeting minutes, Amanda Rice seconded, approval of minutes passed unanimously.

Treasurer’s Report

Current balance in the bank account is $23,742.07.  Amanda noted that this includes a couple of recent, small deposits from Kroger Rewards and the Blackbaud Giving Fund, which we believe to be an employer charitable contribution match.

Review Past Events

• K-6 Dance from last Friday, 4/4

Overall we received positive feedback from the dance, although there were some comments about people preferring the split schedule dance from last year (K-3, then 4-6).  Noted that the purchased coconut cups with an open drink was a bit problematic since drinks were getting spilled and people didn’t realize the cups were reusable so many threw them away. Also discussed flooding incident that happened in the boy’s bathroom and Mrs. McDonald shared that it appeared to be due to a broken valve.  They placed fans in the hallway over the weekend and there doesn’t appear to be any lasting damage.

Upcoming Events and Volunteer Opportunities

• School Supply Kit sales for next year are open

Amanda will count flyers provided and place in teacher’s boxes this week.  Noted that we recently changed the selection from having it sent to the purchasers home to go to the school like last time.  1st Day School Supplies said they would reach out to those that already purchased and issue them a credit for approximately $11 for the difference in shipping.

• Field Day on Thursday, 4/17

Obstacle course and ice cream vendor were successfully moved to this new date.  Everything else has been purchased for or lent to Mrs. Albertson (Alicia Flin donated pizza boxes and Leslie Anderson coordinated the use of ~300 golf balls for one of the games).  She also requested some blow up pools to use for tug of war and we will provide those before Field Day. 

• “Somebunny from each class is getting ice cream!”

Explained a fun activity where we hide small acrylic bunnies around the school like we did last year with frogs for Leap Day and let the kids find and keep them.  Teachers will get a packet on Field Day with one white bunny for every student and a single colored bunny.  Bunny activity will happen on Monday, 4/21.  We will get ice cream certificates or gift cards for the student in each class that finds the colored bunny.

• Middle School Celebration on 4/25

Reviewed what was left to do.  Jenn to distribute individually addressed invitations this week , make paper apples with students names on them for the tree decoration, fill party favor apples, and put together a raffle prize basket.  Alicia to take care of food and drinks. Autumn/Jenn will do the balloon arch the morning of. Amanda to buy a fog machine.  Discussed volunteers - Shannon Hunter and Jen Smeets along with MS teachers for chaperones (Smith, Jain, McKendry, Lusson, and Albertson).  Autumn, Kendra, Alicia, and Jenn will be there to set up.

• Crazy Hair/Hat Day tentatively scheduled for Friday, May 2nd (half day)

Will promote, but will not require $1 donation this time as the funds are not needed and collecting cash is a hassle.

• Teacher Appreciation Week, May 5-9 (update from Kendra Callaghan)

Discussed Kendra’s plan.  Determined we will just have a suggestion flyer for parents rather than teacher book wishlists given storage issues and the fact that each book has to be reviewed/approved. Kendra was seeking volunteers for each day to pick up/deliver items and will confirm in our group text at a later time.

• Water Day on Tuesday, May 13

SY 25-26 PTO Officer Elections

No one emailed expressing interest for being on the board.  Jenn and Amanda announced that they will not be returning as officers next year.  A couple other members expressed they would be interested in contributing, but can’t commit to the President/Treasurer/Secretary roles.  We will need to meet again to discuss the future of the organization.

Other Business

• Annual report with AZ Corporate Commission due 7/2/2025

Announcements/Upcoming Meetings

• Final PTO meeting of the year tentatively scheduled for Tuesday, May 13th (may be rescheduled as this is the same day as Water Day)

Jenn to text group to solicit input for other days that may work.

Adjournment

Meeting adjourned at 6:12pm

March Meeting Minutes

Attendees

        Board Members

• Jennifer Siguenza, President and Acting Secretary
• Leslie Anderson, Vice President
• Amanda Rice, Treasurer
• Secretary, Vacant
• Alicia Shaw, Member-at-Large
• Autumn Reed, Member-at-Large

        Additional Attendees - See sign-in attached

Call to Order

Meeting called to order at 5:02pm

Roll Call (reminder to sign-in)

Upcoming Events and Volunteer Opportunities

• Presentation by 7th and 8th Grade Student Ambassadors regarding upcoming dances on 4/4/25 and 4/25/25

• Three 7th grade ambassadors (Nora N., Olivia C., and Naomi P.) presented their collective ideas to the group regarding each event.  With the help of Mrs. Smith, these students surveyed their classmates, organized the various ideas, and came up with a cohesive plan for each event (see attachment 7d for outline provided by students).  The group discussed each component and came up with a plan for division of responsibility. Students to work on creating decorations with the help of Ms. Palmer’s art class and PTO will take care of additional vendors, purchases, and supplies.

• Field Day Rescheduled to 4/17/25

• Obstacle course and ice cream vendor has been rescheduled.

• Teacher Appreciation Week update (Kendra Callaghan)

• Discussed Kendra’s proposed theme and general ideas for food.  Mrs. McDonald confirmed that Mr. Gaddie would likely provide lunch for one of the days.

• Water Day scheduled for Tuesday, 5/13/25

• Inflatables and snow cone vendors have been booked.

Review and approval of February 11, 2025 meeting

• Motion to approve made by Alicia Shaw, second by Emily Zimmerman.  Passed unanimously.

Treasurer’s Report (skipped for purposes of time)

Review Past Events

• Calendar FUNraiser class parties
• Breakfast Buddies
• Harkins Movie Event
• All class parties went well.  Minor discussion related to free events like Breakfast Buddies and the Harkins Movie event that we had several people who registered that didn’t show up.  We believe it has to do with the event being free so some may register even if they aren’t sure they will be able to make it just to save their spot.

Other Business

• Resignation of Secretary
• Elections for PTO Board positions for the 2025-2026 school year

• Elections are to happen in April and those interested in taking on a board position can contact us via email to have their name added to the list of candidates.  Will include an announcement in the next newsletter with a list of the positions as well as have Susan send out an individual email blast.

• Calendar year 2024 tax return and vendor 1099s

Announcements/Upcoming Meetings

• Next meeting scheduled for April 8, 2025

Adjournment

• Meeting adjourned at 6:16pm

February Meeting Minutes

Attendees

        Board Members

• Jennifer Siguenza, President
• Leslie Anderson, Vice President
• Amanda Rice, Treasurer
• Amy Hughes, Secretary
• Alicia Shaw, Member-at-Large (not in attendance)
• Autumn Reed, Member-at-Large

        Additional Attendees - See sign-in attached

Call to Order

Meeting called to order by Jennifer Siguenza at 5:02pm.

Roll Call (reminder to sign-in)

Review and approval of January 14, 2025 meeting minutes

Motion made by Autumn Reed, second made by Emily Zimmerman.  Approved unanimously.

Treasurer’s Report

Current balance in the account is $27,779.66.  This includes $19,546.16 from the Calendar FUNraiser (amount raised less processing and platform fees).  We have spent $1,747.66 on spirit shirts, $353.61 on the Harkins movie bundles, and approximately $64 on keychains.  This bank balance also includes the Great Skate proceeds and we have already paid for Field Day items (ribbons, trophies, supplies for Ms. Albertson), inflatables deposits for Field Day and Water Day, and the DJ for both dance events.

Review Past Events

• Great Skate Family Skate Night

Positive feedback from attendees, $423 raised. Noted that the $5 extra for pizza to be included was a nice added feature for event attendees.

• Calendar FUN-raiser - discuss plan for additional proceeds

Group discussed the incredible results of this fundraiser with just over $20k raised.  Noted that we ordered 190 total spirit shirts and that they would arrive in a couple weeks.  We are in the process of delivering other prizes to students (Harkins movie bundles, free dress coupons, students choosing items from the teacher trolley) and coordinating class parties.  As for extra proceeds, group will look to “elevate” each of the upcoming events we have to give back to the school/students even more.

Upcoming Events and Volunteer Opportunities

• El Pollo Loco Restaurant Night - 2/11/2025 (Tonight) from 2-9pm
• Teacher Trolley - Alicia stocked the cart, will be run by Autumn and Leslie

Will deliver free dress coupon and allow calendar FUN-raiser top earners to choose their items this month.

• Breakfast Buddies - Wednesday, February 19th and Thursday, February 20th, 7:15-7:55 am each day in the cafeteria

Discussed menu items and confirmed details of who is picking up what.  Also discussed who was scheduled to volunteer each day.

• Family Movie Night - Friday, March 7th 6-8:30pm

As a way to elevate this event, we discussed doing this on-site at a Harkins Theater and PTO covering the cost of renting out a full theater (259 seats).  Will follow up with Mrs. McDonald to get her thoughts before we move forward.  If we did it at the theater, it would like be on Sunday, March 9th in the after, based on preliminary information from Harkins.

• Field Day - Friday, March 14th

All game supplies have been purchased and given to Mrs. Albertson.  Kendra Callaghan to follow up next week with her ice cream contact.

• K-6 Dance - Friday, April 4th from 5:30-7:30pm
• Middle School Celebration - Friday, April 25th from 6-8pm

Discussed both dance events and the need to start planning the theme/details.  Suggested that student ambassadors could serve as the dance committee and plan the dance, then work with PTO to bring it to life.  Will follow up with Mrs. McDonald to get her thoughts before we move forward.

• Teacher Appreciation Week is coming up.  Kendra Callaghan offered to start putting a plan together for that week.  Amanda sent Kendra the schedule for the prior year as an example.

Other Business

• Volunteer Turnout Update

Seeing some additional support lately, which is encouraging.  Possibly due to Amy Hughes’ attendance at assemblies.

• School supply kit changes need to be finalized by March 1st

Jenn will work with Susan in the office and representative of 1st Day School Supplies to make the necessary updates.

Announcements/Upcoming Meetings

• Next Meeting is March 11, 2025 - We will need to start discussing elections for next year.

Adjournment

Meeting adjourned at 6:00pm

January Meeting Minutes

Attendees

        Board Members (all officers present)

• Jennifer Siguenza, President
• Leslie Anderson, Vice President
• Amanda Rice, Treasurer
• Amy Hughes, Secretary
• Alicia Shaw, Member-at-Large
• Autumn Reed, Member-at-Large

        Additional Attendees - See sign-in attached

Call to Order

The meeting was called to order by Jennifer Siguenza at 5:03 pm.

Roll Call (reminder to sign-in)

Mrs. McDonald joined our meeting telephonically, so she did not sign in.

Review and approval of November 12, 2024 and December 10, 2024 meeting

All members were reminded that the minutes are available on the school’s website under PTO > Meeting Minutes. The group voted and unanimously approved the minutes from November 12, 2024 and December 10, 2024.

Treasurer’s Report

• The current balance in the PTO bank account is $12,690.34.

Recent Deposits and pending deposits:  

• $350 Raising Canes
• $477 Kroger

Review Past Events

• None since last meeting since Parents Night Out was cancelled

Upcoming Events and Volunteer Opportunities

• Great Skate Family Skate Night - Wednesday 1/15 from 5:30-8:30pm

• HVS will earn $2.00 for every admission.

• Annual spring fundraiser - timeline/logistics, communication strategy, mid-point update, prizes, etc.

• “No Sell” Calendar Fundraiser

• 1/21/25-1/31/25
• PTO to advertise fundraiser on social media accounts.
• Teachers will distribute flyers through student folders.

• Mid-Point check-in:

• Students who have collected donations by 1/24/25 will earn a HVS keychain.

• Tier 1 - Students who collect donations from any 10 days win a limited edition spirit t-shirt.

• Tie-dye t-shirts will be similar to spirit shirts for tier 1 prize.
• Request for shirt sizes will be included on the calendar print outs.
• Vetting Screen Print companies to provide t-shirts.

• Tier 2 - Students who collect donations for all days win a limited edition spirit shirt and a movie night bundle from Harkins.
• Top Earner prize winners will get to choose items from the Teacher Trolley.

• February Teacher Trolley - Wednesday 2/12/25, coverage needed

• Two parent volunteers confirmed - Leslie and Autumn.

• Breakfast Buddies - February 19th and 20th from 7:15am-8:00am

• Leslie will reach out to Safeway and possibly Einstein’s Bagels for food donations.
• It is an RSVP event, parents can choose which day they want to attend.
• Parent volunteers are needed and are encouraged to sign up via PTO Volunteer Sign-Up page.

• Field Day and Water Day - early planning for bounce house rentals, prizes, and supplies (pizza boxes and golf balls)

• Field Day to be held on March 14, 2025.

• PTO will

• Invite Fire Truck to attend.
• Get awards, ribbons.
• Book inflatable obstacle course.
• Vet ice cream truck vendors (Kendra Callaghan checking to see if she has a connection for an option that may be less expensive).

• Water Day to be held on May 13, 2025.

• PTO will

• Book water slides.
• Contact SnoVets, the vendor for 2023 and 2024 Water Day events.

• Parent volunteers for field day will be coordinated by Mrs. Albertson (PE teacher).

• Dance and Middle School Celebration - early planning for DJ

• Parent volunteers are needed for chaperoning and set up and are encouraged to sign up via PTO Volunteer Sign-Up page.
• PTO to book DJ.

• Teacher Appreciation Week - early planning for theme and general ideas

• PTO to decide on a theme and create a daily event flyer.
• Food will be provided each day.

• Ideas include coffee cart, continental breakfast, tacos.

Other Business

• Annual compliance requirements - vendor 1099s, tax filing (Form 990), and AZ Corp Commission annual report

• Jennifer Siguenza presented this information to PTO Board members in attendance.

• Transition of newsletter

• Amy Hughes volunteered to manage newsletter starting January 28, 2025

Announcements/Upcoming Meetings

• Next meeting is 2/11/25

Adjournment

Meeting adjourned at 6:22pm

December Meeting Minutes

Attendees

        Board Members

• Jennifer Siguenza, President
• Leslie Anderson, Vice President (joined via phone)
• Amanda Rice, Treasurer (not in attendance)
•  Amy Hughes, Secretary (not in attendance)
• Alicia Shaw, Member-at-Large (not in attendance)

        Additional Attendees - See sign-in attached

Sign-in sheet records available upon request.

Call to Order

Meeting was called to order at 5:03pm

Roll Call (reminder to sign-in)

Reading and approval of 11/12/24 meeting

Given that we did not have a quorum of voting board members, we could not vote to approve the minutes from the previous meeting.  This will be postponed until the next meeting where we will vote on the 11/24/24 minutes and the minutes of this meeting.

Treasurer’s Report

In Amanda’s absence, Jenn presented the current balance of the bank account based on information Amanda previously shared with her.  The current balance is $11,595.04. This includes the $405 refund we were expecting from Scholastic and the $400 from our Sonic restaurant night.  We are still waiting on our check from 3D Promotions from spirit shirt sales ($650) and whatever funds are expected from Raising Cane’s.  Leslie offered to follow up with Raising Cane’s to find out when/how we can expect our proceeds from that fundraiser.

Review Past Events

• Cancellation of Parents Night Out Event
• Raising Cane’s Restaurant Night 12/5/24

Upcoming Events and Volunteer Opportunities

• Teacher Trolley Tomorrow 12/11/24 - Flyer/coloring page; is anyone available to help Alicia?

Discussed the teacher trolley coloring page.  We received a handful of sheets back.  Although we didn’t get any additional funds or sign ups this go around, we are going to try this again.  Kendra needs to update the QR code on the next one that will go out to first grade.  Kendra and Jenn will attach the current ones to the trolley tonight.  Jenn and Mrs. McDonald will help with the trolley tomorrow.

• Teacher Trolley 1/8/25 - This one is a bit out of cycle due to the way the days fell; Simona Striblea is scheduled to help
• Great Skate Family Skate Night - 1/15/25 5:30-8:30pm; PTO earns $2 per admission; Staff get in free with school ID

Discussed that this is the second Wednesday after we get back from break.  A flyer will need to go out the first week we are back in order to give people enough notice.  

• Tangentially related to giving people notice of events and getting information out, we discussed that we have discovered the email blasts may be getting stuck in people’s spam folders and it looks different since it now comes from “PTO” rather than Susan.  Another parent also reported that the last newsletter on the school’s website is from September.  Jenn will talk to Susan about these items tomorrow.  Hopefully correcting these items will help us get better traction from our email and newsletter communications.
• Annual “big” fundraiser - 1/20/25-1/31/25; No Sell Calendar, Goal is $7,500

Jenn gave a brief overview of what the no sell calendar fundraiser would be and expressed concern with pulling this off with the limited help that we’ve had this year because we will have to develop a program with instructions, prize tiers, etc.  Mrs. McDonald agreed and we discussed the pros/cons of the following options:

1. No Sell Calendar - Move forward with it as planned.  Can look at platform options that may help us manage it easier.  Jenn mentioned looking at the national PTO/PTA Facebook groups for ideas.
2. Doing Coin Wars again
3. Just asking for direct donations to support the specific events we have coming up in the spring

Jenn to send a message out to the PTO group text to get everyone to “vote” on which option they would prefer.  We need to make a decision one way or another in the next week or so.

Other Business

Announcements/Upcoming Meetings

• Next meeting is 1/14/25 (the week after the next Teacher Trolley due to the way the days fell)

Adjournment

Meeting adjourned at 5:26pm

November Meeting Minutes

Attendees (all officers present)

        Board Members

• Jennifer Siguenza, President
• Leslie Anderson, Vice President
• Amanda Rice, Treasurer
• Secretary, Amy Hughes
• Alicia Shaw, Member-at-Large
• Autumn Reed, Member-at-Large

        Additional Attendees - See sign-in attached

Call to Order

The meeting was called to order by Jennifer Siguenza at 5:02 pm.

Roll Call (reminder to sign-in)

Mrs. McDonald joined our meeting telephonically, so she did not sign in.

Reading and approval of October 8, 2024 meeting

All members were reminded that the minutes are available on the school’s website under PTO > Meeting Minutes. The group voted and unanimously approved the minutes from October 8, 2024.

Treasurer’s Report

• The current balance in the PTO bank account is $10,448.00.

Deposits:  

• $2,127 for Book Fair
• We are currently in the process of awaiting a credit amounting to $405, as well as the return of our initial deposit of $405 after the new Scholastic checkout process charged our card in error.

Review Past and Ongoing Events

Candy Drive/Book Fair/Trunk or Treat  

• The candy drive was a  success. We collected over 1,000 pounds of candy, reflecting a

small increase compared to our efforts in 2023.        

Trunk or Treat

• The attendance at the event was commendable, with many participants

showing up to support and engage in the activities. However, there was a noticeable lack of parent volunteers, as fewer than expected stepped forward to assist during the event.

• In 2025, the timing of the event will be adjusted to be conducted from 6:00 PM to 8:00 PM.

World Kindness Day Food Drive (currently going)

• In 2025, we will use new flyers and signage to promote the event.
• We are considering purchasing an A-frame stand to place outside for increased visibility to parents during drop-off and pick-up.

Upcoming Events and Volunteer Opportunities

November Teacher Trolley w/Donuts

• Donuts and cheese snacks to be added to the selection.

Sonic Restaurant Night 11/13 5-8pm (stickers need to be passed out day of)

Raising Cane’s Restaurant Night 12/5/24 4-9pm (need marketing materials from them)

• Stickers will be delivered by 12/2/24.

Parent’s Night Out 12/13/24

• Scheduled to take place from 5:00 PM to 8:30 PM.
• The participation fee is $20 per child.
• Updated flyers will be distributed.
• This event is exclusively for students of Happy Valley School.
• Registration will open on 12/2/24, and is scheduled to close by 12/6/24.
• This event is exclusively for students of Happy Valley School in Grades K-6.
• Students will be divided into two grade groups: Kindergarten to 2nd grade and 3rd to 6th grade.
• Seventh and eighth-grade student ambassadors will assist with K-4th grade students, while teacher volunteers will support 5th to 6th grade students.
• The volunteer-to-student ratio will need to be 1:10, but we also need to make sure we have adequate volunteers with fingerprint clearance cards if they will be in a separate space with students.
• Students will participate in activities in the cafeteria.
• We need three additional teacher volunteers and ten additional parent volunteers.
• We only have one volunteer signed up now.  We will include it in the newsletter and have Susan blast out a separate announcement asking for volunteers.  If we don’t get enough, we will cancel the event.
• Amy will draft the flyer and Jenn will build the CheddarUp account collection to be prepared in case the event is a go.

Great Skate Family Night - Wed 1/15/25 5:30-8:30pm -  

The discussion will be rescheduled for the December PTO meeting.

Annual Fundraiser in January

The discussion will be rescheduled for the December PTO meeting.

Other Business

• We are seeking assistance with managing our Instagram account.
• We are considering increasing student competition events to boost fundraising efforts.

Announcements/Upcoming Meetings

The next PTO meeting will be held on December 10th at 5:00 PM in the cafeteria.

Adjournment

Meeting adjourned at 6:10pm

October Meeting Minutes

Attendees

        Board Members (all officers present)

• Jennifer Siguenza, President
• Leslie Anderson, Vice President
• Amanda Rice, Treasurer
• Secretary, Amy Hughes
• Alicia Shaw, Member-at-Large
• Autumn Reed, Member-at-Large

        Additional Attendees - See sign-in attached

Call to Order

The meeting was called to order by Jennifer Siguenza at 5:03 pm.

Roll Call (reminder to sign-in)

Mrs. McDonald joined our meeting telephonically, so she did not sign in.

Reading and approval of September 10, 2024 meeting

All members were reminded that the minutes are available on the school’s website under PTO > Meeting Minutes. The group voted and unanimously approved the minutes from September 10, 2024.

Appointment of Secretary

        Amy Hughes volunteered to serve as Secretary. No other volunteers came forward, and there were no objections from the group.

Treasurer’s Report

There is currently $9,624 in the PTO bank account.  

Deposits:  

$1,266 - Peter Piper Restaurant Night, August 11, 2024  

$448 - Quarterly Kroger Earnings  

$364 - Handel’s Homemade Ice Cream Restaurant Night, September 17, 2024  

$459 - Spirit Shirt Sales

Approval of Proposed Budget for SY 2024-2025

Jennifer summarized the key points from the previous meeting's proposed budget. Leslie made a motion to approve it, and Alicia seconded the motion. There were no objections and the budget was approved.

Review Past Events

Handel’s Restaurant Night

The group reviewed the outcomes of Handel’s Restaurant Night and the First Teacher Trolley. Handel’s had a strong turnout, generating $364 in profits. Everyone expressed enthusiasm for continuing this initiative and agreed to host the fundraiser with Handel’s again in 2025.

First Teacher Trolley

Donations for the First Teacher Trolley have fallen short of expectations compared to previous years. To improve our efforts, we will focus on engaging parents more and exploring additional outreach methods, along with regular advertising in the PTO Newsletter.

To encourage contributions, donation jars will be placed at upcoming events, allowing cash donations that will directly fund items for the Teacher Trolley. Kendra Callaghahn has generously offered to design a promotional flyer featuring a Zelle QR code for parents who prefer to donate online. These flyers will be distributed in November and placed in students' folders, ensuring that parents have the opportunity to review them and contribute to the next Teacher Trolley event.

Additionally, Amanda will include an advertisement in the next PTO Newsletter featuring the QR code for easier access to donation information. A call-to-action link will also be placed at the end of the newsletter to track how many parents are reading and responding.

Upcoming Events and Volunteer Opportunities

Candy Drive (class competition) - Oct 7 through Oct 18

Mrs. McDonald has noticed that there have been fewer bags of donated candy this year compared to previous years. On October 9, 2024, she plans to walk around the campus to assess the quantity of candy donations received. She will determine if more advertising is needed, while Jennifer and Autumn will weigh the candy collected.

Book Fair - Oct 21 through Oct 25

We are excited to announce that six bookcases are on their way, and they will be beautifully decorated with plastic tablecloths and/or butcher paper. We appreciate the enthusiasm of our seventh and eighth grade student volunteers, who will be taking the lead in decorating the hallways.

Trunk or Treat - Fri, Oct 25 6-8:30pm

We are currently facing a shortage of parent volunteers for Trunk or Treat. If we do not secure enough volunteers within the next ten days, we will have to cancel the event to avoid incurring extra vendor costs and potential losses.

World Kindness Day Food Drive - Nov 4-15 (World Kindness Day 11/13)

The group made the decision to support Saint Mary’s Food Bank for the 2024 food drive. To enhance visibility, Autumn will design informative flyers, which will be strategically posted on the exterior gates to encourage participation in the drive.  

Other Business

April Restaurant Night Options (Lunatics and Wingstop are not options, Kawaii all day 15%, Chipotle 25%, do we want to consider others?)

The April Restaurant Night will take place all day at Kawaii Sushi on April 17, 2024.

Participation and upcoming events

As noted above, We are currently facing a shortage of parent volunteers for upcoming events. To encourage parent participation, the group discussed several strategies, including distributing flyers to parents during pickup times and before Friday school assemblies. Amy Hughes will create a flyer to highlight the need for volunteers, the benefits of helping, and how these events enrich the school's culture and enhance the student experience.

Minutes published online

Accessible from the school’s website under PTO > Meeting Minutes

Announcements/Upcoming Meetings

        Next PTO Meeting November 12, 2024 @ 5pm)

Adjournment

Meeting concluded at 6:31pm

September Meeting Minutes

Attendees

        Board Members (all officers present)

• Jennifer Siguenza, President
• Leslie Anderson, Vice President
• Amanda Rice, Treasurer
• Secretary, Vacant
• Alicia Shaw, Member-at-Large
• Autumn Reed, Member-at-Large

        Additional Attendees - See sign-in attached

Call to Order

Meeting called to order by Jennifer Siguenza at 5:03pm.

Roll Call (reminder to sign-in)

Note that Mrs. McDonald joined our meeting telephonically so she did not sign in.

Reading and approval of April 16, 2024 meeting

Reminded all members that minutes are available on the school’s website under PTO>Meeting Minutes.  Jennifer announced that we vote to approve the minutes from the previous meeting at the start of each meeting and that new members could abstain from voting if they had not reviewed the minutes and didn’t feel comfortable voting.  Amy Hughes, Kendra Callaghan, and Ali Qualey chose to abstain as the were not involved in PTO last year.  The remainder of the group voted and unanimously approved the April 16, 2024 minutes.

Treasurer’s Report

There is currently $7,236.32 in the PTO bank account.  Jennifer noted that the only significant activity that has occurred this year was the deposit for used uniform sales.

Happy Valley School PTO Overview

        Mission and Vision

        Current Officers and Vacancy

        Distribution/Discussion of Proposed Budget

Jennifer reviewed the mission of the PTO organization, including to create a sense of community on our campus, help bring families together to get to know each other at our events, celebrate/appreciate the hard work done by our teachers and staff, and enrich the environment for our students beyond what they get academically.  Briefly discussed the officer positions and mentioned that our secretary position is currently vacant and encouraged anyone that is interested to contact us via the PTO email address. Distributed copies of the proposed budget for this upcoming year and explained that we hope to vote on this at the next meeting.

Review Past Events

        Orientation/Curriculum Night and Used Uniform Sales

        Hearing and Vision Screenings

        Spirit Shirt Sales

        Peter Piper Restaurant Night

Reviewed each of the events above, noting that we had good volunteer participation for hearing and vision screenings, good turn out for Peter Piper Night, and that we made just over $700 for used uniform sales. We are still waiting to hear about the proceeds from Peter Piper and spirit shirt sales from 3D Promotions.  

Upcoming Events and Volunteer Opportunities

Where are Volunteer Sign-ups Located?

The volunteer sign up link will be included in each of the newsletters that go out approximately every two weeks.  This year it is one link for all volunteer opportunities so we can reduce the amount of links we have to keep track of. https://ptovolunteers2425.cheddarup.com

Teacher Trolley - Second Wednesday of the Month starting Sept 11

First one is tomorrow.  Made the change to Wednesdays this year to align with our meetings so that we can stock the cart while on camps for the meeting.

Handel’s Homemade Ice Cream Restaurant Night - Sept 17 3-9pm

Candy Drive (class competition) - Oct 7 through Oct 18

Discussed that this will be a class competition again and that our staff really get into this too.

Book Fair - Oct 21 through Oct 25

        Trunk or Treat - Fri, Oct 25 6-8:30pm

This is a big week/event for us since we have book fair all week and it overlaps with Trunk-or-Treat on Friday.  Volunteer opportunities are located on the centralized volunteer link.  Our theme will be Candyland.  Asked that anyone interested in helping with decorations and setup the Friday before book fair starts (10/18) provide their phone number to Autumn and she will start a planning text group.

Other Business

Tentative spring events

Discussed that some of our spring events are tentative at this point, including Great Skate Family Skate Night (tentative for January 15th), the K-6 dance (may be replaced with something like a Multicultural Fair, and the restaurant night for April.  The group brainstormed options for the restaurant night, including Mochilero Kitchen, Chipotle, In-N-Out, Culver’s, Portillo’s, a bowling event, Slim Chickens, and Dutch Bros.

Also discussed options for our big annual fundraiser which is slotted for January.  Everyone had so much fun with Coin Wars last year, but we are considering changing to a different format to mix things up.  The other option we are considering is a “No Sell Calendar” fundraiser.  This would allow us to reward individual students for their efforts and make it a class competition as well (something that a few teachers said would be fun last year after Coin Wars was a competition by grade).  We have more time to discuss and decide on the details, but wanted to bring this up so we can all start thinking through the logistics of this now.

Minutes published online

Accessible from the school’s website under PTO > Meeting Minutes

Announcements/Upcoming Meetings

        Next PTO Meeting Oct 8 @ 5pm)

Adjournment

Meeting concluded at 5:53pm