8th Grade Celebration

The last week of school is full of activities for the 8th grade class:

Wednesday June 22

Field Trip to Canobie Lake Park

8th Grade Celebration Dance, Sons of Italy, 6:30 PM

Thursday June 23

8th Grade Field Trip to Cederdale

Friday June 24

Move Up Day to the High School

Cook Out & Yearbook Signing

Minutes of Kick Off Meeting

LOGISTICS		OVERVIEW
Date:	Tuesday, 2/8/2011	Subject:	8th Grade Dance
Time:	8:00 pm	Purpose:	Gather and discuss end of year dance.
Location:	Joyce Library	Next Meeting	TBD

ATTENDEES
Michelle Lissner
Linda Bartlett
Mary Gayle Sweeney
Susan O’Melia
Penny Cordero
Mary Beth Dixon*
Laurie Bergstrom
Tom Qualey
Sue Stocker *
Gretchen Long *
Lisa Tyminski *

* Unable to attend

AGENDA
Item	Statement/Owner/Time	Agenda/Minutes	Comments
1.	Penny	Review Last Year’s Parent Comments and Notes

ACTION ITEM LOG
Date Added	Action Item	Assignee	Action	Due Date	Date Closed
2/11/11	Send out notes	Laurie	Send out notes to all	2/11/11	2/6/11
2/11/11	Dance Date	Mr. Qualey	Determine dance date	TBD
2/11/11	Gift	Michelle	Work with Bay State for shirts	TBD
2/11/11	DJ	Mr. Qualey	Ask Dan to DJ	TBD
2/11/11	Secure place	Mr. Qualey	Request date from Sons of Italy	TBD
2/11/11	Donations	Laurie	Set up group & list of vendors	TBD
2/11/11	Next Meeting	Laurie	Setup next meeting	TBD

MINUTES:

The meeting followed the regular PTO meeting and was the 1^st meeting of the committee.

General Information:

Date: June - Usually the night before the last day of school. Date TBD.

Where: Sons of Italy, Woburn. Soda and water provided and person at bar.

Time: 6:30 – 9:30 pm.

Cost: Funded by PTO, Budget $1,200

DJ: Dan McGuire, usually $400 plus $50 for tip

Chaperones: 6^th and 7^th grade parents, usually not 8^th grade parents.

Officer: Dare officer Mills attends as volunteer, not officially on duty.

Food: Pizza, soda, slush, cake, bottled water, etc.

Theme: Informal fun end-of-the year dance; girls dress up; guys may or may dress up. No jeans or cutoffs.

Decorations: Balloons, tablecloths, usually green and blue.

Students: Open to 8^th graders only. 166 students, most attend.

Raffle: Donated items.

Setup: 8^th grade parents; 3-4 hours.

Breakdown: Chaperones or 8^th grade parents; < 1 hr.

Budget: Approx. $1,200, mostly for DJ and class shirts (gift)

Things We Need:

Gift: End of year gift usually T Shirt “Class of 2015” from Bay State

Ice TBD, Pick up and deliver during setup.

Pizza Request local pizza places to donate 5 each; parents pick up and deliver

DJ Request DJ early

Balloons TBD, check the PTO room for balloon weights.

Tablecloths PTO room

Napkins PTO room

Slush TBD, prefer watermelon and lemon, need cups and extra spoons and straws.

Cake TBD

Water TBD, Small bottles

Raffle Items Gift cards, stuff from local businesses

Things To Remember:

Permission slips to attend are mandatory; given out that day by Mr. Qualey at school BBQ.
Ask Vickie for the check for the DJ, gifts, or other expenses early.
ICE, ice, and more ice
Extra paper plates, cups, spoons and straws
Request Chaperones early

Notes from 2010 Committee

8^th Grade Celebration Committee

Last Meeting: Wednesday, April 7

Next Meeting: Tuesday, May 11th - 6:30 PM, Joyce Library

Summary of discussion:

We are looking for donations for the 8^th grade celebration.

The following people have volunteered to contact these businesses:

Pizza: (5 pizzas from each place; they will need to be picked up the night of the dance, June 22^nd, and dropped off at the Sons of Italy sometime around 6:30)

·         Sal’s/Karen

·         Louie’s/Mary Herbert

·         Brothers/Pam

·         Papa Gino’s/Marianne Lindquist

·         Brothers in Woburn Square/Karen O.

Other suggestions for pizza places for donations:

·         Pizza Days

·         Polcari’s

·         Pizza Market

Suggestions for places to request donations for the raffle (gift cards in increments of $5/$10):

·         Movie tickets

·         Blockbuster

·         ITunes

·         Dunkin’ Donuts

·         99’s

·         FYE Music Store

Batteries Plus on Cambridge Road (carries products similar to Radio Shack)

8^th Grade Celebration Committee

Last Meeting: Tuesday, March 9th

Next Meeting: Wednesday, April 7th - 6:30 PM, Joyce Library

Summary of discussion:

The PTO funds will be used for the DJ, tips and a gift for the students

Once we have a date from Mr. Qualey, we can book a DJ

A T-shirt will be the traditional gift, someone is looking into the cost, but it seems like it will be about $5 per shirt

Donations – we are going to seek donations from local businesses. We’re looking for as many small increment (as in about $5 or so) gifts as possible, attempting to give each student (170) a raffle item, so gift cards will work also. A sample letter has been posted on the DONATION IDEA page and can be altered to suit your needs

We need to get ideas for businesses to contact (see IDEA page)

We need to track donations we have collected (see IDEA page)

We will need at least 9 pizza places to donate 5 pizzas each

We will need to work to get 6th/7th grade parents to volunteer the night of the celebration (hand out pizza, etc.)

Kick off meeting: Tuesday, February 5^th at 6:30 PM

Next Meeting: Tuesday, March 9^th, 6:00 PM, Joyce Library

Here is a brief summary

·        Summary of 8th Grade Activities

8th Grade Celebration Dance held one evening from 6:30 to 9:30 PM the last full day of school.

Typically held at the Sons of Italy on Lexington Street it is not a prom, but a dance. Mr. Qualey will book the hall. The date will be confirmed in April.

8^th Grade parents will receive a letter outlining rules for student participation in all 8^th grade activities.

Permission slips are sent home and will need to be filled out for all 8^th graders who will be participating

Eight Grade Parents are responsible for planning this celebration

PTO Budget allocates $1000 towards the 8th Grade Celebration Dance Activities

·         Things that need to be thought about/planned:

o   Book a DJ – has been DJ Dan for the last several celebrations

o   A gift for the kids – last year it was orange t-shirts

o   Donations for food

o   Donations raffle prizes – ideas:

§ Movie tickets

§ Fye Electronics

§ The 99

§ Dunkin Donuts

o   Food – last year Pizza

o   Set-up and clean up volunteers – ask 6^th and 7^th grade parents

o   Approximately 170 students

·         Recommend that a Committee Chair is selected – this person would keep track of what the groups are working on, track the budget and report back to PTO

·         Recommend that sub-groups are created to handle the following

o   Party Planning

o   Student Gift

o   Food/Food Donations

o   Raffle Donations

Other 8th Grade Activities organized by 8th Grade Teachers

Field Trips (Water Country, Cedardale - various from year to year)

Partial funding from PTO; through 8th grade fundraisers, student fees

Next Steps

Create 8th Grade Parent Mailing List (from sign up sheet)

Distribute Mailing List

Next 8th Grade Parent Meeting, elect a Coordinator Chair, and sub groups for party planning, student gift, Food, Raffle Donations

Notes/Comments from prior years - for use as guidance (2008-2009)

What we decided the last 2 years is that since the celebration is held in the hall we didn't need to be extreme in decorating. Back when it was in the Cafe they would have a theme and go all out to transform the room. We chose not to do that, to help save costs; that will be something your group will need to decide together.

We also found the kids didn't eat that much as a lot of them will end up going to the 99's afterwards. So when you see the items from our past 2 years vs. previous you will see what we were thinking.



You also might want to look into a new DJ... if I am not mistaken the DJ from the past is no longer doing it (not positive on that); will check fee, but we also tipped $50.

PTO amount allocated: $1000; Water donated by Roche Bros and Whole Foods

Mr. Qualey will pick the date to fit the celebration week schedule and will arrange for the hall.

20-25 Pizzas: Requested 5 pizzas from different vendors; all were donated; parents picked them up and delivered to the hall.



2008: had wrap sandwiches that were donated; that didn’t go over well but we wanted to have an alternative for non-pizza lovers and lactose intolerant.



We had fruit and a cake (which wasn't really touched) last year that were donated; in past years we had snacks on tables (gold fish, pretzels, etc.). After a food fight in 2008, I think Mr. Q would rather not have the snacks.



Balloon Arch and Balloons for centerpieces were discounted $120 (if I remember right) and donated in 2009 by Balloons of Woburn (next to Nannabettes).

Paper Goods bought and paid for with PTO money

Basic Green and Blue Theme both years; used the potted trees in storage at the hall and decorated them with white lights. Used the Balloon Arch as backdrop for “photo ops”

I sent out a letter requesting cash donations to business around town (especially ones who I knew had students in the school). We used the money to purchase gift cards to use for the drawings. One year there were WAY too many and the kids said it took away from the dance time as the DJ was the one to make the announcements.

Slush was donated last year from a family; bring your own scoops.

We gave out inexpensive frames (dollar tree) one year. Last year committee members bought boxes of Hershey bars and I made JMS labels in Green or Blue as favors.

Student gift last year - Orange TShirts that said WHMS class of 2013. They were given out early so they could be work on field trips.

Funds Spent

      DJ - $450

      T-shirts - $527

       Misc - $50

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