Meeting convened in the school at 6:35 pm

In attendance: Katherine Osborne, Vanessa Burns-Trivett, Sally Cuncliffe, Heather Buffett, Bonnie Batten, Angela Comeau, Kim Gamble, Janet Vosman, Liz Armstrong, Nancy Blumenthal, Brian MacDonald, Paul Melanson.

The purpose of this meeting which is being held prior to the next regular PTA meeting is primarily as an update and organizational meeting for the Valentine’s dance that is to be held Feb. 15th.

1/2. Welcome and update from Katherine

- Security. Constable Carvery will cover the security from 8:00 - 12:30. As he is our community liaison officer no payment will be required.

- Liquor license. The Class 3 liquor license that is required has been applied for. The cost is $53.40. Katherine will find out if the requirement for a “qualified bartender” means a licensed bartender or merely someone experienced.

- Tickets. Katherine showed a sample of the tickets. 300 tickets (red and white) with consecutive numbering are being printed for a cost of approx $114. They will be available tomorrow (Jan. 31). Ticket price is $15.00 per ticket with a “couples” discount of  2/$25.00

- Ticket sellers. Heather Buffett and Katherine Osborne have allowed their phone numbers to be listed as contacts for tickets. There have already been enquiries about getting tickets.

- Community flyer. The advertising flyers have already gone home with students along with an order form. Advertising is to be placed in local store and businesses. Additional advertising has been or will be placed on the web - Sally Cuncliffe will arrange Facebook and the info has already been posted on St. Stephen’s site and Kaboom.

- Entertainment. Sonic Sound DJ has been arranged for a total of $280.00 including all equipment and set up/take down.

- HRSB requirements . Katherine mentioned that in the letter from HRSB, in addition to the security and liquor license, we need to be able to provide “rides” since we are serving liquor. That requirement will be met by having phone numbers/business cards of local cabs posted by the pay phone which is accessible in the lobby. 

3. Budget

- Angela Comeau gave a brief breakdown of the estimates for the various budgeted items. Some items (eg. decorations) will run higher than originally estimated while others (eg. security) will come in at a considerable saving to balance it out. The projected profit based on the sale of 300 tickets will run in the range of $3200.00.

- Angela was asked about cash floats for the night of the dance. After some discussion it was agreed that we will need two floats of $250.00. 

4. Bar

- Katherine will accompany Liz, Bonnie and Paul to purchase the beer and wine on Thurs. Feb. 14. Amounts and prices will be determined.

- They will also find out if an opened full bottle of wine can be purchased for a table. 

5. Decorations.

- Kim Gamble is arranging the decorations. She brought a sample of a center piece that she had made for the tables (30 4x4 tables- some to be placed together for larger groups).

- Kim will get a tank of helium for balloons. Pink feather trees and a pink tinsel tree have been purchased so there is no need for the xmas trees as originally planned.

- Excel is doing an excellent job on decorations and we have confetti for the tables.

- She has some vinyl tablecloths. More will be needed - red or white

- Strings of white lights are also needed 

6. Raffle/Door prizes

- Sally, Nancy and Bonnie will take care of getting prizes. We already have some donated from businesses and a number of parents have indicated that they will do a basket or donate an item that they have. If anyone has an item to donate, please contact one of the above.

- some prizes will be used for door prizes, some for a raffle and some smaller items may be used throughout the evening for spot dances etc. That will be decided when we see what we have. As nothing will have a value of $500, we can get the necessary lottery license without listing the items.

- we will also hold a 50/50. Tickets will be sold on the floor. Brian MacDonald, who is experienced as a seller, has volunteered to help with selling the 50/50.

7. Food

- there will be “salty snacks” on the tables and heart themed chocolates passed around on the floor during the dance.

- Angela (Price Club member) will be getting the table snacks and Katherine will get the chocolates at Bulk Barn.

8. Work schedule

- no coat check

- volunteer shifts will be 30 minute periods on the hour and half hour.

- Door- 2 people on the door. Shifts begin at 7:30 and end at 11:00

- Bar- 2 people on the bar. Last call will be 11:30. Shifts will be 30 minutes with the exception of Brian and Paul who will take 10:00 - 11:30.

- Katherine is preparing a schedule which will be distributed Those present at the meeting filled in a major portion of the slots and completed schedules will be posted at the door and the bar to avoid confusion.

9. Items needed

- strings of white lights.

- vinyl tablecloths, red or white .

(Check with Kim Gamble for both)

10. Old PTA Business and next meeting.

- the candy grams will be ready for the 4^th or 5^th

In attendance - Kim Gamble, Sharon Durant, Katherine Osborne, Heather Buffett, Sally Cuncliffe, Bonnie Batten, Liz Armstrong and Nancy Blumenthal

 Items discussed were chiefly concerning the Valentine's Dance.

 Venue

The preference at this time is to use the school on February 15. This is subject to change based on requirement and cost of security. Kathy Henning and Katherine Osborne to check on these issues.

Other potential venues are the church hall of either St. Margaret's of Scotland/St. Mark's

 Security

Food

Event Tickets

Coat Check

Music

7-9pm

9pm-12(1am?)

Decor

Permits and Licenses

Gym Capacity

- info from Kathy

Setup

 - We will have to request to have gym for Friday - Feb 15, if not, we can have things ready in the PTA room for Thursday Night and begin setup at 3:30pm on Friday 

Supplies required

Other Items Discussed

Sally inquired about posting School Playground photos to Facebook site,Heather and Bonnie are looking into this. Primary source of info has been website to this point 

Grant/Donation info was discussed as it has been undertaken at this point...

MacDonald's grant sent by Bonnie Dec 7/07

Saturn preliminary visit  by Bonnie Nov '07

Nancy Blumenthal sent letters to Larex, Polycorp and Provident (local developers)

Halifax Airport has received preliminary letter from Bonnie and has offered items for raffle/auction

Home Depot was approached by Bonnie/Sally C. in November - we have opted not to pursue this as it requires a great deal of prep and dedication from volunteers 

Nancy will be approaching Herald regarding Bright Spot by Joel Jacob with Community news to promote our project. 

The meeting convened at 9:10 in the Library

Present: Kathy Henning, Heather Buffet, Liz Armstrong, Paul Cowan Vanessa Burns-Trivett, Nancy Blumenthal

Vanessa Burns-Trivett brought to the committee members some information that she had received at a conference in Toronto dealing with fundraising. She showed us a model that involves having small groups of potential sponsors come into the school for information sessions, designed as a “Point of Entry Event”(POE). The purpose is to generate interest and have the word passed along. It is suggested that these POEs be followed up with phone calls, a letter, etc. and possibly and even with pledge cards.

Committee members have since received by email print information that shows the details of how this type of fundraising is structured.

Discussion followed as to whether an open forum could be scheduled to be held in the gym for potential corporate sponsors, teaching alumni, the school community etc. This would include an information presentation and charts of the proposed design and present level of funding. Kathy Henning provided information about the availability of the gym and library in the evenings. (gym for Thursdays, library any evening). The committee then looked at how groups would be divided, how to decide on which corporate sponsors should be targeted and the timing for these “events”.

Dates will need to be set for the information sessions. Three groups were seen as the most logical division.

It was suggested that the presentation be very brief (Paul Cowan presenting) and that stations be set up around the room with student leader volunteers to show the design pictures and answer questions.

The possibility of seeking media PR was discussed. It was decided that if we can generate a positive coverage of the current process and status - a good news story- it should be pursued. The focus would be the whole community working and coming together to create a playground. A letter will be sent to a columnist who writes for the local paper.

Four playground equipment providers were reviewed.

For the Upper Elementary playground, grades 3-6

    All were in favour of the freestanding track ride

    Available through Play power p 110

    Also available through Play land

    All were in favour of the NEXUS style playground pieces

    Available through Play power

- Due to location of proposed site, some vegetation removal/transferal will be required. Every effort will be made to move trees to alternate location on the property. Parents may be able to donate labour in this effort in order to reduce costs.

For the Lower Elementary playground, primary - 2

    All were in favour of something very similar to the ‘St. Bernard Academy’ 

    Available through Play power p 43 –it is labeled as handicap friendly

    With changes including clatter bridge rather than arched bridge,

     Possibly a rope ladder to replace slippery plastic rock wall

     No curly climbers as children tend to get stuck within

     Addition of double or triple slide

     Also available through Play power p 49, p 105 

   - All were in favour of Heather’s suggestion to create a ‘play village’ using thematic panels around the perimeter of the yard. It was suggested this may be a project well-suited to the volunteer talents of the tradesmen in training at NSCC. The value of any such labour should be included as part of the raised monies.

ADDITIONAL CONSIDERATIONS

- All were in favour of adding panels around the oil tank for beautification and interest.  Suggestions included having them painted by artist or as mural activity for the Art  teacher as part of the curriculum with the older students.

- Resurfacing the asphalt was discussed. Kathy Henning suggested that Ron Curran mentioned the possibility of $2000- $3000 may be available to help with this. At the very least, we hope to fill cracks and holes and reseal to give a uniform look to the area.

- Accessibility was discussed - McDonald’s criteria need to be clarified.

Principal Henning also stated that supervision can and will be altered somewhat so as to permit usage of equipment at the chosen sites. Sites were limited to less than ideal areas due to many considerations and clearance requirements.
 
The meeting was adjourned at 11:30am.

Minutes of November 5, 2007 - Planning and Design Committee

A discussion followed about security aspects, especially for the P-2 area if it were to be located in the alcove which is somewhat secluded and not highly visible. Motion sensor lighting and/or a security camera were mentioned. These would have to be checked into for price and conformity to HRSB policy.

Mr. Curran was asked what aspects might become an HRSB issue. He stated that layout and design would be only be limited to having a designated fire/emergency lane. He was not sure of the minimum allowance required. He also said that lighting powered by HRSB might become an issue because of cost and of being in compliance with their possible change of policy re: continuous lighting.

Jane Hawes mentioned that in choosing appropriate equipment, a certain amount of “cradling” or clearance would be necessary.

At that point in the meeting, it was decided that we should move out to the actual lot to get a better idea of what we had to work with.

Mr. Curran left and the committee members continued to discuss design and layout possibilities.

A number of possibilities were discussed. One was moving the oil tank which would be a cost issue. The oil tank should at least have an outside enclosure to camouflage it. The recyclable and garbage collection bins should be moved and positioned less prominently and possibly enclosed. HRSB policy requires that they be a minimum 35 feet from the building.

The path for snow removal vehicles and operation has to be considered. That led to a discussion of possible relocation or shifting of both the P-2 and the 3-6 equipment/play areas. A number of suggestions were given but no decisions were made.

The main concerns are the size of the area that the committee is working with, the clearance or cradling that will be necessary and the minimum clearance required for the vehicle/emergency lane. It was suggested that the existing area be expanded by extending several feet beyond the current asphalt onto the grass area that is on the outside boundary but not part of the actual soccer field. This will be looked into.

It was agreed that the committee needs to have a scale model of the lot, actual measurements and cradling requirements of the proposed equipment and definite answers from HRSB and HRM about the size and placement of the vehicle lane before it can proceed. There will be another meeting at an as yet unscheduled date when this is available and a member of HRSB can be available to give definitive answers to the questions raised.

Blair Blakeney took the floor and went over what his part in the project would be and what needs to be done in order to get the project off the ground.  The province has a set formula of donating and the average it gives for Playgrounds is $30,000. Councilor Pat Murphy has promised $20,000. Carol Davis-Jamieson explained her formula with is that her group will donate 1/3 of the total project total, which includes placing a value on labour and donations (including the NSCC students).  The Playground needs to come up with the rest through donations and fundraising. 

There was some discussion on using Kaboom, for insurance purposes Kaboom will cover insurance if they do the main work and volunteers will do the rest, and the volunteers are limited to what they can do with Kaboom. We can also go to Stadacona for volunteers. We could get the NSCC students to build benches, weld items, or other projects based on what they students are studying.

A Realistic budget for a playground project is between $90,000 and $125,000. 

The material that will be under the play structures will make a difference in the cost, the rubber matting is $13 a square foot, pea gravel is much more cost effective,

The project will be tendered out, but there are only a few companies in the region that do playground installation.

The application deadline is the first Monday in February 2008. We are in the budget presentation envelope, they try to get all schools approved in the budget The plan is to have the playground completed by the end of Summer 2008, but that depends on the number of playgrounds to be done and the weather.  We should look at a continuous play system, which has various activities and ways to get on and off. 

Carol Davis-Jamison handed over an application package and recreation facilities guidelines. She talked about making this a community playground and getting the neighbours around the school involved. Community must be allowed to access the equipment at all times, including neighbouring daycares, but there is usually an understanding that during lunch and recess times that they let the school kids play. Our competition for budget approval are all playgrounds, pools, and recreation facilities in the HRM.

A key selling point for our playground would be that we do not have a playground and that 2008 is the 60 anniversary of the school.

We will need the following support documentation:  Copy of Deed, (the city can provide) the school/community needs, Benefit of a playground, project planning, long term sustainability, fundraising commitments, committed or pending funding, Donation of labour and material, with a suggested hourly rate (which will include both skilled and unskilled labour) copy of the design (site plan), Budget, specific costs. 

Tom Jangaard with HRM Capital Projects

He was asked if we can get a cost analysis, but Blair was it is better to start from scratch. 

Our structure needs to be CPTED (Crime prevention through environmental design) we need visibility lighting. Which may determine where we put the playground, the alcoves in both the P-2 and 3-4 are no visible from the street, We can go to a supplier and get a design.  But we need to get this in early and our decisions need to be done soon.  We have several books with examples of equipment.

Blair also mentioned that the school board maintenance must approve the design.

At this point most of the government/city people left and the rest of us continued the meeting.

Brenda Ferguson-Davis had conducted a survey of what the kids would like to see in a playground. There answers included a rock wall, skipping area, basketball area, skate park, slide, swings (it has already been decided that we will not have swings, due to the amount of space they take up and only a few skates and too many children) and some green space.  Ms. Weir would like a greening committee.

The meeting adjourned at 4:50pm