Westgate Parent Association Meeting

Tuesday, October 9, 2018


Present: Heidi G. (Chair), Andrew K., Rachel F., James F. (Staff Rep), Mardina A., Marnie H., Jason G., Gord S., Shaun B., Shirley W., Norinne D.-D.


1.0 Welcome

·       Welcome and introductions around the table.

2.0 Approval of the Minutes

·       Marnie moved that the September 19, 2018 minutes be accepted; Seconded – Norinne. Approved and carried.

3.0 Approval of the Agenda

·       Norinne moved that the October 9, 2018 agenda be accepted; Seconded – Marnie. Approved and carried.

4.0 Reports

4.1  Chair/Vice Chair Report (Heidi G./Jodi L.)

·       No report

4.2  Treasurer Report (Andrew K.)

·       Online sales – $2700 as of Oct 9

·       Biggest sellers – twin pack, cottage cheese, breakfast sausages

·       Sobeys gift cards – they changed the fundraising profits: if you raise $20000 you used to get 8%; now it is 6%. For Westgate we would lose roughly $500.

·       Will offer Co-op gift cards this year as well. Only valid at 3 grocery stores in city. If $2500 is raised, we get 10%.

·       Fundscript – potential but more complex – not easy to set up for the timing of the Sobeys fundraiser. Something to look into next year.

4.3  Staff Representative report – James F.

·       Lots of events in September – opening program, new parent dinner, cyclothon. School was busy.

·       Thursday, Oct 11 – Capital Campaign Fall Supper

5.0 Ongoing Business

5.1 Review of Opening Program Reception – Norinne D.-D.

·       Norinne will continue running the reception until son finishes Grade 12

·       3-4 people to help at the event is ideal.

·       Donate baking – Norinne will pick up in the morning at school and bring to Bethel later in the day.

·       20 dozen were donated. Once this amount is reached important to send out email letting people know: “thank you we have enough”.

·       Purchased napkins for this year & next year.

·       Coffee done by Bethel – and they take care of clean-up.

·       Someone from Westgate should be at the table serving coffee – regular vs decaf.

·       Greeters at the door to the church directing parents to the reception hall.

·       Gluten free cookies will be purchased from a bakery as opposed to a parent donation. Next year – only 1 dozen will be needed.

·       Will ask Bethel next year if tables need to be put away after reception since they were set up again later in the evening for a banquet.

5.2 Grade Events

·       Grade 12 – October 25. Invite has been sent out. Trivia night at hotel banquet hall; potluck snacks. Will send another reminder.

·       Grade 9 in November – Details are being worked out.

5.3 Perogy and Sausage Fundraiser

·       Order forms have gone out; Andrew and James worked on the website.

·       Extra products have been added.

·       Confirmed with companies for delivery on Nov 13.

·       Put ingredient list on the website. Will also add a blurb/information about the fundraiser – due date; pick up date.

6.0 Upcoming and New Business

6.1 Wish List Forms

·       Will go out October 12; Back November 9; will review and approve at November meeting.

6.2 Sobey’s Fundraiser

·       Timeline – Nov 16-29. Have it ready to hand out with the perogy orders.

·       Pick up December 8.

·       Sobeys – 6% over $20K; 5% for $5000-19999; under $5000 is 2%.

·       Will check with Co-op regarding turn-around time – $2500 – 10%

·       Save-On Foods? $4000 to get 6%

·       Vanessa F. will lead this fundraiser along with Andrew.

·       Get any notes/documentation from Shannon.

·       Sort/organize & deposit – takes a full day for the organizers.

·       Should we consider a different gift card option? Something to consider next year.

6.3 Westgate App

·       Is this something we should consider in more detail?

·       WMES App – School App – Parents can choose to input their information into the app, i.e. looking for a plumber people can check the app.

·       Website is not as secure as an app.

·       Bridges both school and PA.

·       Apps limited by devices.

·       Would have to restructure the website to coordinate with the app; website is hard to navigate via your phone.

·       Will discuss again in January.

7.0   Adjournment

·       Meeting adjourned at 8:00pm.

·       Next meeting: Wednesday, November 14th, 2018 – 7pm @ Westgate.