Vwpacmanual download to edit! by Amy Bronee

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It is natural that as the VWPAC membership evolves the focus of its efforts shift. This manual is a collection of information on events and activities that the VWPAC organizes plus a reference of what has been done in the past. PAC members are asked to continually update this manual to ensure the VWPAC does the best work it can, with the least amount of redundancy possible. Thank you for your time and commitment to our students.

TABLE OF CONTENTS I.

Communications..................................................................................................................................2 VWPAC contact list (2015/2016)..............................................................................................................2 II. VWPAC Guiding Policies.......................................................................................................................2 III. General Timeline of PAC-Run Events*..................................................................................................3 IV. Executive duties...................................................................................................................................3 President.................................................................................................................................................3 Vice-President.........................................................................................................................................4 Treasurer.................................................................................................................................................4 Treasurer Duties for Gaming Account:.....................................................................................................4 Secretary..................................................................................................................................................4 Communications Director........................................................................................................................4 VCPAC Representative.............................................................................................................................5 V. DESCRIPTION OF FUNDRAISING INITIATIVES.......................................................................................5 Current Fundraisers – 2014/15 onwards.................................................................................................5 1. Christmas Sale..............................................................................................................................5 2. Wild and Wacky Walkathon.........................................................................................................7 3. Scholastic Book Fair.....................................................................................................................8 4. Thrifty Foods Smile Card Program – deposits into GENERAL account under “Sobey’s”...............9 5. Family Movie Nights..................................................................................................................11 6. Parent Education Nights.............................................................................................................12 7. Staff Appreciation Lunch............................................................................................................13 8. “Welcome Back to School” September BBQ (replaced the June Fun Fair).................................14 VI. Historical Fundraising Activities (pre-2015 and kept for reference)...................................................16 9. CCRP Magazine Subscriptions –not done since 2012.................................................................16 10. Spring Garage Sale – not done since 2012?...............................................................................17 11. Mabel’s Labels...........................................................................................................................18 12. Scrap Metal Drive – done once in 2013.....................................................................................18 13. Return-It Container Recycling (Encorp) –proceeds go to fund rain garden maintenance..........20 14. Staples School Supplies – used to be Monk’s but as of 2014/15, VWPAC moved to Staples......21 15. Thrifty Foods 1.2 km Fun Run....................................................................................................23 VII. Associations.......................................................................................................................................24

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Communications

Website: PAC e-mail: Facebook: Google Drive:

www.vicwestpac.com vicwestpac@gmail.com (Chair has password) Vic West Elementary PAC houses this manual, Treasurer reports, Gaming licenses, etc

VWPAC contact list (2015/2016) Chair:

 Aaren Madden

Vice Chair:  Vacant Secretary:  Coral Forbes Treasurers:  Carolyn Morris  Maria Montgomery Communications Director:  Amy Bronee Members at Large:  Ahna Holland

II.

aaren.madden@gmail.com

mcforbes@telus.net rcronraynor@gmail.com mariavictoria_23@yahoo.ca

amybronee@gmail.com Ahna.holland@gmail.com

VWPAC Guiding Policies

On a regular basis, the VWPAC agrees that they would like to recognize a certain individual for their “time, treasure or talent”. In keeping with Vic West Elementary PAC’s principles: * RESPECT for each other and the environment * ACCOUNTABILITY - through open sharing of information * COMMUNITY connectedness * SUSTAINABILITY in our projects the VWPAC seeks to be consistently transparent, recognizing that the fundraising done is to support activities for students (as compared to gifts for adults) by striking a balance between gratitude to the individual for their “time, treasure or talent” and honesty about where the fundraising dollars are spent. VWPAC Executive determined that the following amounts may be taken from the GENERAL account: • • •

Gifts for Teachers/School Administration: $0 - $10 per gift Gifts/Honoraria for volunteers: $0 - $25 per gift Gifts for PAC members: $0 - $10 per gift

Nothing precludes PAC members from each contributing some of their own money to increase the amount.

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III.

General Timeline of PAC-Run Events*

*Bold denote current activities; the others kept for reference in case a future PAC wants to revisit the idea again!

Event Welcome Back BBQ Thrifty’s Smile Cards Bottle Recycling Thrifty’s Fun Run CCRP Magazine Fundraiser Scholastic Book Fair (1/2) Family Movie Night (1/2) Parent Education Night (1/2) Holiday Gift Sale Mabel’s Labels Scrap Metal Drive Staples School Supplies order Family Movie Night (2/2) Parent Education Night (2/2) Wild & Wacky Walkathon Spring Garage Sale Scholastic Book Fair (2/2) Staff Appreciation Lunch June Fun Fair

IV.

Approximate Start 2nd-ish week of September September to June September to June Early October October October October-ish (a Thursday before a Pro-D) November-ish mid-November (sale usually first week in December) ongoing ongoing January March-ish (a Thursday before a Pro-D) March-ish May (after Easter) May April beginning of June (confirm at April’s PAC meeting) End of June

Executive duties

President       

    

speak on behalf of the Parent Advisory Committee (PAC) consult with PAC members liase with Principal and Vice Principal re. issues that concerns parents advocate for parents preside at membership and executive meetings ensure that an agenda is prepared and shared on FB and posted at school for viewing before each general meeting maintain the VWPAC email account (vicwestpac@gmail.com) - respond to inquiries in a timely manner appoint committees where authorized by the membership or executive ensure that the PAC is represented in school and district activities ensure that PAC activities are focused on purposes set out in the constitution signing officer submit an annual report (“A Year in the Life of the Vic West PAC”)

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Vice-President     

support the president assume the duties of the president in the president’s absence or upon request assist the president in the performance of his or her duties accept extra duties as required signing officer

Treasurer          

signing officer ensure all funds of the council are properly accounted for disburse funds as authorized by the membership or executive ensure that proper financial records/books of account are maintained report on all receipts and disbursements at general and executive meetings make financial records/books of account public (post monthly bank statement – with account numbers blanked out – to the PAC website under “Money”) have the financial records/books of account ready for inspection or audit annually draft an annual budget ensure that another signing officer has access to the bank account submit an annual financial statement at the annual general meeting

Treasurer Duties for Gaming Account   

GSAR number for VW School is: 103606 (use this for all gaming licenses, etc) apply for gaming grant in May of each year (very important!) VWPAC reporting period follows the school term – September 1 to August 31. Therefore, submit gaming report after that!

Secretary       

ensure that members are notified of meetings record and file minutes of all meetings keep an accurate copy of the constitution and bylaws, and make copies available to members upon request prepare and maintain other documentation as requested issue and receive correspondence on behalf of the council ensure safekeeping of all records of the council may be a signing officer submit an annual report

Communications Director 

 

maintain Vic West PAC website: www.vicwestpac.com maintain Vic West PAC Facebook page: Vic West Elementary PAC provide 1- page monthly newsletter to administration for school’s monthly newsletter

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VCPAC Representative        

attend all DPAC meetings and represent, speak, and vote on behalf of the PAC maintain current registration of the PAC report regularly to the membership and executive on all matters relating to the DPAC seek and give input to the DPAC on behalf of the PAC receive, circulate, and post DPAC newsletters, brochures, and announcements receive and act on all other communications from the DPAC liaise with other parents and DPAC representatives

DESCRIPTION OF FUNDRAISING INITIATIVES

Current Fundraisers – 2014/15 onwards

1. Christmas Sale

What: Our “Holiday Gift Sale” with affordable items for purchase. Who: For students to buy Christmas presents for their families. Each class attends, with their teacher, during school hours. Parents may come after final bell to continue shopping. When: Typically held the first or second week in December. Check with administration to book the date to avoid date conflicts. Where: Held in the Gym. Needs to be co-ordinated with Admin as the gym is required the day / evening before sale day for set up, and for the entire day of the sale. How: SUPPLIES: (food, tables, school supplies etc)    

school tables are required (stored in storage room off of gym) PAC cash box with lots of change Plastic and paper bags, (cloth bags?), newspaper or tissue for wrapping fragile items, tape, etc) coffee for volunteers?

VOLUNTEERS:    

Volunteers needed to help with the collection of donations Volunteers on the day of the sale. Usually no shortage of volunteers as helping out is fun!! Shelley is a huge help in sending out flyers and reminders. Last year a church contacted Shelley and brought items left over from their Christmas Bazaar, which was a huge help. Would be wonderful to team up with them again.

CONTACTS: Heidi ________________ and Shelley Baird PROMOTION/ADVERTISING:   

Start collecting donations right after Halloween. Start with a reminder in the October Newsletter to ask parents to begin collecting items; poster to go out in November’s newsletter. As the date gets nearer, Shelley will email out reminders to keep the donations coming if required.

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STORAGE OF DONATIONS: Collection box at main entrance of school. One volunteer can handle collection and storage of items as they come in. In the past items have been stored on the school stage, or in an available unused room (better). Needs to be co-ordinated with Admin staff. ORGANIZATION OF CLASSES ATTENDING THE SALE: Admin and staff create the timetable for the classes to attend the sale. Typically classes are paired up (younger classes with older classes; each class gets approx. ½ hour each, but it depends on the number of classes). SHOPPING: During the day, students are limited to 4 items each. This allows for enough items to remain for the classes who come at the end of the day. In the past EVERYTHING is priced at $1.00, with the exception of small action figures etc., which go for 25 cents. Prices could be higher, but as well as a fundraiser, the main focus of this event is to ensure every child can purchase something for their family members. AFTER: At school end, the sale is open to everyone to come and shop again, and parents and guardians are also welcome. LEFT OVER ITEMS: In 2012/13/14/15, the George Jay PAC came and took our leftover items for their Christmas Sale, which took place the week after ours. It would be good to keep this relationship going; it helps another school, and it makes our clean up easier as our left-over items would otherwise have to be taken to Value Village. MONEY RAISED: 2015 grossed $1065.00 Additional Notes: ***At the Christmas/Holiday concert, a separate event from the garage sale, the PAC has, in the past, collected donations for the Mustard Seed, of both non-perishable food items and money. Example of Reminder- sent out in newsletter: The Vic West Annual Holiday Sale will be held on _________________________. All items are reasonably priced at $1.00. The Sale provides the opportunity for our students to buy seasonal gifts for their family and friends. Donations of gently used items are being accepted up until Thursday, December ___. We need gifts for ALL members of the family. Many thanks to everyone who has already contributed ‐ keep it coming! Shopping Suggestions for Sale Day: All children will visit the Sale with their class, at a scheduled time during school hours. For younger children, try making up a list of the people your child is shopping for to send with them on Sale Day. For all children, send a grocery or reusable bag for your child to shop with and to carry their purchases home in. Volunteers will be on hand to help with present selection where needed. And remember ‐ The Sale will be open to everyone to come and shop at the end of the school day! 6

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2. Wild and Wacky Walkathon WHAT

3 months prior

Letter to the teachers & getting the students on board

Determine prizes and tiers of prizes

2 months prior

Start gathering supplies and determine roles for PAC members Print and distribute pledge forms and notice Reminders

HOW   

Doc.

Distribute to the teachers Present at staff meeting Percentage teachers will receive from money raised for them to use with their class (or flat amount of $125)  Visit each classroom to explain the WWW and the importance of raising money for the school (i.e. need a new playground!)  Start approaching businesses, organizations, etc  Keep it local where ever possible  Community partnerships  Have one thing that EVERY student gets (one year it was a button, the next year it was entry into a draw for a museum year pass) Pizza lunch for highest grossing class donated if possible from Hothouse Pizza, prize for kid who raises most money (donated if possible), trophy for wackiest dressed class Esquimalt Recreation passes contact person: We can definitely do the passes again for you again this year @ $9.67 per Family admission pass. Let me know closer to May 1st how many passes you will need this year and I will have them made up. You will be able to pick them and up and pay for them at the Esquimalt Recreation Centre, 527 Fraser St. Good luck with you fundraiser. Eileen Abbott/Program Support/Recreation Services/Township of Esquimalt Phone: 1-250-412-8513/www.esquimalt.ca - Contact person for the Esquimalt Farmer’s Market: Katrina: manager@esquimaltmarket.com - Have extras in all categories of prizes, for if there are mistakes/lost bags etc. Extras that aren’t used can always be used as thank you gifts etc. Better to have more than less  Design that years WWW logo (if creating buttons)  Button maker borrowed from Esquimalt Rec in the past  Plastic bags Ziplocs- large freezer

 

2& 3

   

Run pledge sheet by Principal for approval before printing Each plastic bag will require the pledge form and notice on the inside and a sticker on each bag on the outside with the students first and last name, teacher and division. Once finished they will need to be given to each teacher to distribute (also a good time to speak to the teachers one on one) Put ongoing note in morning notices as constant reminder for kids and teachers Use FB and update constantly Write reminders on the PAC communication Board

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Start station planning

 If possible put up a display of prizes somewhere for kids to see daily  Present at the school assembly (important to get kids excited!)  Bubble station  Music station possible to have several music stations? Local musicians  Cheer squad  Route generally use Terry Fox route- admin has map  Who do we need to ask to volunteer, what equipment is needed  Include Principal/VP in this planning stage as it will involve the school  Wackiest class judge  Photos  Music - Check with George at Hothouse Pizza about a donation of pizzas for the pizza lunch prize: George Papaloukas george@hothousepizza.com 2508885335. invite B&G Club, Community Center, Sunset Lodge (Thomas Bowden

Recreation and Program Manager/The Salvation Army Sunset Lodge/ 250-385-3422 ext.225/Email: Tbowden@sunsetlodge.ca - Prep supplies for fun stations: bubbles, chalk, music, cheer teams, chairs for seniors, water, etc.

Start planning the day’s events

Planning check point

   

Remind teachers to get wacky…announcements, email?

Confirm with Daryl or Shelley that they will judge the classes

Organize volunteers for WWW

For WWW assembly: announce wackiest class & give trophy, announce highest grossing class & give voucher for pizza lunch, do mammoth prize draw (how?), have incentives bagged and in classrooms, have each class stand up to show their spirit!

Have trophy plate engraved once we know wackiest class

Work with winning classroom to organize pizza lunch

Remind teachers that they can request money for their classrooms… must be spent this school year! Prepare cheques for teachers as requests come in.

Thank you cards to donors

Have buttons been made Trophy Prizes status Are reminders being put out (Easter reminder for kids to collect)

Note: Download this manual from Google Docs FIRST, make your edits and then upload.  Pledge sheets due back

1 month prior

Money counting

Prizes

Planning meeting

After

Reminders of date pledge sheets are due back (FB, PAC newsletter, Comm. Board, morning announcements, etc.)  Reminder in each kids back pack (via the teachers)  Spread sheet/class lists for school admin to use to check bags off  Arrange storage at school and pick up of bags and money by PAC  PAC executive to meet to count money  Slips to be used for each bag when counting for reconciliation  Keep bags that money comes in for the prizes to be packed into  Deposit money  Use spreadsheet to do a final count of monies and prizes  Start collecting prizes  Arrange meeting so prizes can be compiled and put into bags for distribution on the day  Create tag/sticker for each bag with list of incentives, with a checklist indicating what each student will be receiving- makes incentive bagging much quickershould be stapled/stuck to outside of Ziploc  Add bags with correct number of buttons, to each classroom distribution box, so that teachers have the buttons to hand out, the day. Remind teachers that the buttons are for the students to keep. Include several extras in each bag, for teachers/EA’s etc Finalize details of the day:  Stations  Draw for museum family pass (random number generator)  Volunteers  Distribution of prizes and buttons (they will be pre bundled and dropped off at each classroom for distribution after the assembly, post WWW)  Presentation assembly wild and wacky wave, to show off outfits!  Lay out the route (same as Terry Fox Run)  Thank you cards/letters to all donors/sponsors (PAC exec can sign and send off cards at next PAC meeting)

Have plate engraved for trophy (wackiest class) Contact: Tristan

3. Scholastic Book Fair

Who: The book fair is open to students, staff, families and members of the community. When: The book fair is held twice a year (October and April) for 5 days, usually the same week at the Parent/Teacher Interviews. Where: Generally the book fair is held in the Music Room. Boxes of supplies are delivered the Wednesday prior to the fair and are picked up two weeks later. SUPPLIES: (food, tables, school supplies etc)   

tablecloths, stands and posters are all supplied paper book stands supplied need extra pens, paper, calculator and stamp (for inside the books as they sell- this shows that the book has been paid for)

VOLUNTEERS:  One main organizer and then volunteers for each shift at the book fair 9

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 

Each shift usually has two student helpers (the librarian organizes the student helpers). The main organizer: plan the dates and times, make up a poster and distribute posters around school (and in newsletter).  Create a sign-up sheet and get parent volunteers (one per shift) - make sure to have email/phone numbers of volunteers to remind them of their shift  Distribute book fair flyers to each student in the school  Have a bucket for door prize draw (which is on the main fair table, with pens to complete draw form- if someone buys an item, they can fill out the entry form)  Get envelopes from the office and photocopy the Scholastic Book Fair cash sheet (one sheet per shift)  Keep one copy of each poster received- give to Mrs Dick  Have copies of the sign-up sheet for the office and PAC  Open boxes and cases of items and photocopy the poster price sheets CONTACTS: Briana PROMOTION/ADVERTISING:     

put a notice in the announcements binder in the office for the week leading up to the fair put up and distribute posters post the poster on the school and PAC website Facebook send poster to Shelley (office administrator) for newsletter

SET UP/TAKE DOWN: It takes approx. 1½ hours to set up and an hour to take down (depending on number of volunteers- at least 2 for both). PRODUCT PROFIT: Librarian chooses product from the fair for the library/classrooms, as product profit. Additional Notes: ***there is a package of paperwork/information to give to the coordinator to cover all questions about the fair *** There is also an information session held by the Scholastic Book company, for anyone who is new to organizing this event.

4. Thrifty Foods Smile Card Program – deposits into GENERAL account under “Sobey’s” What: Thrifty Foods Smile Cards. These are LIKE GIFT CERTIFICATES and are reloadable cards that the customer loads money onto, and then uses to pay for groceries. 5% of the amount put onto the card goes towards the school. There is no cost/charge to use the cards. The maximum that may be raised each year is currently (as of 2013) $1,000, although there is the opportunity to raise more. The money is designated for specific uses, as per Thrifty Foods Smile Cards program. Our school uses the money to partially fund performing arts programs that are brought in to the school (dance, theatre, etc).

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Who: Students, staff and parents can use the cards and can hand them out to the community to use. They can be re-used year after year, as long as the school continues to register with the program each year. When: The program runs through the school year. If a card is loaded by the end of the school year in June, any funds used on that card throughout the summer will also apply. The money just needs to be added to the card before the end of the school year. The PAC needs to apply to the program in August/September (possible to apply at end of school year?) Where: Cards are located in the main office (with an extra supply of cards located in the PAC cupboards). Permission has also been granted to put cards at the community centre. These distribution locations need to be checked periodically and new cards added. SUPPLIES: Application form from Thrifty’s website; Smile Cards VOLUNTEERS:  

One main volunteer need to oversee the school’s involvement and be in contact with Thrifty’s. Other volunteers could be used to promote the cards within the school and the community.

CONTACTS: Thrifty Foods Smile Card Program: 250-483-1715 communityrelations@thriftyfoods.com PROMOTION/ADVERTISING:  school newsletter  word of mouth  promotion at school events such as Family Movie Night, Parent Education Nights, Meet the Teacher, Welcome Back PAC table etc. SUGGESTIONS FOR NEWSLETTER COMMUNICATION: September Message: Get your Thrifty Foods Smile Cards in the office, use them yourself or give them to friends and family. When you Load your card, Thrifty Foods will donate an amount equal to 5% to our school. We look forward to bringing a variety of performing arts events to our school using these funds. Already have a card from last year? They are all active again. Load your cards." Christmas message in newsletter: Thrifty Foods Smile Cards make a great gift! A gift card is a great way to give people what they want, and food is an environmentally friendly alternative to piles of stuff. A Smile Card is a reusable gift that keeps on giving: every time the card is loaded Thrifty Foods donates to the school. Available in the office, get yours today." June message in newsletter: Thrifty’s Smile Card program is winding down for the year. Load your Smile Cards for the summer before June 21 2014 and Thrifty Foods will donate an amount equal to 5% to our school. This will help support the great performing arts events we had this year. We will reapply for the program to start again next September. Have a great summer!"

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5. Family Movie Nights Who: For all families in the school community. Children must be accompanied by an adult BECAUSE IT IS NOT FUN TO HAVE TO CHAPERONE KIDS WHO AREN’T YOURS! ( this is speaking from experience) What: Movie is shown in the gym. By donation in the past although usually free (suggested donation of $2 a person or $5 a family). The school cannot charge admission as this goes against copyright. Choosing the right movie is important- something that is appropriate for smaller children (ages 4 and up) but that will hold the attention of the older grades. When: Scheduled 2 times a year (as decided by VWPAC). Keep in mind that hosting a movie night before a Pro-D day is a good idea, as you avoid having kids coming to school the next day, tired from being up late- especially the younger grades. Where: In the gym. Ensure that the administration has approved the date in advance, as the gymnasium is often used for other events/group rentals. Also ensure there will be someone there to open up the gym by 5:30! How: SUPPLIES:  You will need to use a projector (supplied by administration) and a laptop (supplied by…?) It is helpful to have someone on hand that is “tech savvie”. The switch for lowering the screen in the gym is located on the back wall of the stage. It is labeled. If the basketball hoop is still down at movie time, the custodian can raise it up so that screen is visible for everyone. This requires a stick which you hand turn to raise it.  Set up a table for snacks – we found it best to set this up at the BACK of the gym to reduce the amount of running around by students. You can sell popcorn ($1 a bag for the small bags that Kernels provides). Drink boxes, purchased at the local Real Warehouse store, can be sold for $1 as well.  Popcorn: You can buy the popcorn from Kernels (Mayfair Mall). They request that you place your order several days/a week in advance. The popcorn lasts for at least a week in the bags, so you can order it, and then pick it up the day before the movie night, which gives you time to pre-bag some of the popcorn, should you choose to do so. If you buy the Party Monster bags, you get the first bag for $20 and the second bag for $10 (this is the school fundraiser deal that they offer). Each bag makes approximately 40 of the small kernels bags that they provide you. If you sell the bags for $1 each, you will make a profit of at least 50%.  Get the $50 float from the cash box in the school’s safe at least the day before! VOLUNTEERS needed to: Create a poster, choose the movie, and run the movie night (2 volunteers for the night itself is helpful). An administrator should be there to help maintain a calm atmosphere, as it can become a bit chaotic if rules aren’t being followed re: no running in the gym etc.

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If there is no administrator available, ensure that you have a “teacher champion” who is willing to be there. Confirm this in advance. CONTACT: The PAC is the main contact for this event. One person could be the main contact person who would be in charge of all of the minor details of the event. Have a PAC member welcome everyone to the event, remind them of no running, etc. PROMOTION/ADVERTISING: 

  

create a poster, post it around the school and have the office email it to all parents in the newsletter in that month (***Make sure to inform people to wear comfy clothes, bring blankets/chairs/pillows and cash for snacks.) Facebook-post the movie night on the Facebook group page Write on PAC Communication Board, several days before/the week leading up to the event make a note in the school announcements binder for the week leading up, so that principal can promote the movie night to the students

*** do up a “pre-order form for snacks and attendance?” (like Oaklands School).

6. Parent Education Nights Who: For all parents/caregivers in the school community. Childcare provided. What: Parent education nights are an opportunity for the parents and caregivers of our school community to come together to learn more about a current and relevant topic. Examples in the past include Anti-Bullying, Alert First Aid and How to Raise Resilient Children. BCTF offers free workshops for parents- one hour session on a variety of topics. When: Scheduled 2 times a year (as decided by the PAC). Option to host more, if there are resources to do so. Consider sharing a Parent Education Night with another school. In 2016, Macaulay and Vic West co-shared expenses on an Alert First Aid night. Where: Hosted in the library (depending on how many people will be attending- could be held in the gym). Ensure that the administration has approved the date in advance. SUPPLIES:  

You may need to use a projector (supplied by administration), depending on the needs of the presenter. Provide coffee, tea/snacks, and childcare.

VOLUNTEERS needed to: Coordinate the education night: contact the presenter, set up an appropriate night that works for presenter and school, purchase snacks and coffee supplies, and host the evening. An RSVP form is also needed, to be copied and sent out to the parents/caregivers. This helps to know how many people can be expected to attend. CONTACT: The PAC is the main contact for this event. One person could be the main contact person who would be in charge of all of the minor details of the event. 13

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PROMOTION/ADVERTISING:    

have the office email the RSVP form to all parents in the school newsletter Facebook-post on the Facebook group page Post on PAC Communication board several days before the event promote it in the PAC newsletter

SAMPLE of an RSVP form (use PAC logo on top of form): RAISING CONFIDENT BOYS AND GIRLS: Some parents have noticed their boys falling behind the girls in marks and interest in school. Are boys, on average, falling behind girls in academic achievement? Are boys’ and girls’ brains hard-wired differently? In this session, we will examine some of the issues around boys’ academic achievement, link some of the differences to brain research, and explore male and female role models. Parents will have an opportunity to share stories and strategies that will help raise confident boys and girls. You are invited to attend this parent education session led by BCTF member Viva Moodley. Mr. Moodley is a Grade 3 Teacher and Teacher Librarian at Oaklands School. He has facilitated workshops for the BCTF for the past 18 years. Please return the bottom portion with your request indicated, to your child’s teacher, by Monday, April 8th . ***SNACKS AND CHILDCARE PROVIDED***

THE DEADLINE FOR YOUR RSVP IS Monday April 8th, 2013 Family Name: _________________________________________________ Student Name:________________________________________________ Division: ______________ Teacher: ______________________________ Number of Parents/Caregivers to attend: ONE ______ TWO ______ Number of Children requiring childcare: _______ Ages _____________

7. Staff Appreciation Lunch What: A full buffet style lunch is provided to the staff, by the PAC, at the end of the year. Who: For all school staff (teachers, EA’s, administration) - approximately 30 people. ** Please make sure that Shelley Baird is aware of the lunch approx. a week in advance, and she can make sure that staff are aware. When: Plan this event at the last PAC meeting in June – confirm with Principal. Make sure to have the food there, set up and ready, for the beginning of lunch. For the staff, lunch is staggered and extends from 11:21-1:30/2:00. Where: Lunch is held in the staff room. There are plates, mugs and cutlery already there. People bringing salads/desserts should include their own salad tongs/serving plates etc. There is a dishwasher for all of the dishes to be washed afterwards. SUPPLIES:  PIZZA (or other option?): In the past, pizza has been ordered from Hothouse Pizza (in the Save-On Foods plaza). Ten large pizzas tends to cover everyone. Pizza can either be delivered, or picked up by a volunteer. In previous years, pizza was ordered for 11:30 and 14

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

for 12:00 so that the majority of staff will be able to have hot pizza for lunch, as lunch times are staggered. Include a mixture of meat, veggie (vegan), wheat free options. SALADS/DESSERTS/COFFEE: It is also nice to have several (three?) salads and a couple of desserts. PAC members tend to offer to bring these, to be delivered on the day of the lunch. In the past, the Spiral Café has donated coffee (PAC will need to pick up cream for the coffee).

VOLUNTEERS:  Food donations: Several (FIVE?) PAC members to bring salads, desserts  Appreciation: Someone could bring flowers for the table and a thank you card.  Day of the lunch: (THREE?) One person to pick up the pizza (or possibly just have it delivered?) One person there by 11:00 to set up the staffroom. Put out the plates/cutlery, mugs, and set up the food. Write a message to the staff on the board, letting them know about the lunch, and what will be served. Another volunteer will be needed to be there at 1:30 or 2:00 for clean-up and to make sure that the staffroom is left as clean/cleaner than it was when we arrived.

8. “Welcome Back to School” September BBQ (replaced the June Fun Fair)

What: A Year End event that turned into a “Welcome back to School and meet your teacher event” put on by the PAC. This is not a fundraiser, but rather a celebration for the school. Who: All students and their families, staff and incoming families. The PAC budgets for approx. 300 people to attend. When: The June Fun Fair typically took place in the last week of school but with so much going on it was decided to move it to September 2014. Planning needs to start at the April PAC meeting for the June Fun Fair or August at VWPAC executive. Time: In 2014 and 2015 it was held from 4pm to 7pm. In 2015 VWPAC decided 3 hours was too long, and 2016 suggested it should be 4pm to 6:00. Where: The event is held in front of the school, rain or shine, spilling into the gym for floor hockey SUPPLIES:  Cupcake Walk done for both events: Cupcakes are donated by parents the day of the event. Make a flyer, post in PAC Communication Board 2 weeks in advance. For the event, use chalk to create a ring of numbers (8) for the kids to stand on. Also need a way of stopping the kids (create a paper “STOP” sign) and cut up numbers to pull from a bucket, to say which child has “won” the cupcake. (Chalk, paper, markers, tables for cupcakes to be on.) Once a student has won a cupcake, their hand can be stamped to show that they have participated already. One cupcake for student.  Music Entertainment: Right now Jaime Nolan & Caleb Kennedy and The Colts provide music entertainment but you’ll have to find an alternate source once their families leave the school. Possible to hire a local band (kids or adults) to play for the event.  Barbeques: 3 or 4 barbeques from parents. Someone has to go and pick them up or parents can drop them off. Make sure there are BBQ utensils as well. Make sure propane tanks are full. PAC pays to fill propane tank. (Tables needed for in front of the BBQ’s for 15

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all of the buns/condiments etc.) THIS CHANGED for the September BBQ when we got the Optimist Club to cook. Book them in advance: http://victoriaoptimistclub.blogspot.ca/  Barbeque supplies ** Send out formal request letters, in APRIL, to see if BBQ food can be donated by local grocery stores (Save-On Foods, Country Grocer, Costco, Real Canadian Warehouse?) o Hot dogs 12 x 12pac (144) o Hamburgers 15 x 12pac (180) o Veggie burgers 2 x 12pac (24) o Veggie dogs (didn’t sell in the past) o Boxes of small chip bags for (300) o Juice boxes for (300) o Hamburger Buns (204) o Hot dog buns (144) o Veggies (baby carrots and chopped broccoli- how much?) o Condiments o Cheese slices (how many? presliced?) o Lettuce (how many?) o Tomatoes (how many?) o cooked onions for burgers (how many and who does this?) o 2 packs of (ketchup, mustard, relish tri packs) plus 2 extra ketchup containers o Mayonnaise? (packets?) o Costco Cakes for dessert (4-5 slab cakes) - also provide a wheat/dairy free optionhomemade?  Face Painting – two tables and face painting supplies (volunteers may have their own supplies). Rachel Cooper has been stellar at volunteering.  Dunk Tank was rented for June Fun Fair (not September Welcome Back BBQ). Supplier is Langford Fire Department. Book two months in advance (late April, early May). Cost is $100 for rental, and a $100 deposit, in case of damage. You need someone with a hitch to drive out to Langford Fire Department and get it the day of the event. Contact the Victoria Fire Department to come and fill it up. Call in late May/early June. Set a specific time for them to come, so that they do not end up waiting for the dunk tank to arrive. Dunk Tank is returned at the end to of the day to the Langford Fire Dept. There will likely be more volunteers to be IN the dunk tank, than to throw the balls. VOLUNTEERS: The suggestions below are to allow everyone (PAC members included) to be able to enjoy the year end event as well. Send out a request for volunteers in each student’s backpack (see attached sheet). Also, put up a sign-up sheet outside the PAC Communication Board the week before the event, to request that parents sign up to help. Many will pitch in on the day of the event, but it is always better to have more, than less. Jobs:   

Dunk Tank: 4 - Ideally you would have two people per shift for a 1 ½ hour shift. Face Painting- 4- Ideally you would have two people per shift for a 1 ½ hour shift. Cake Walk: 4- Ideally you would have two people per shift for a 1 ½ hour shift. 16

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Music Entertainment: depends on who is playing BBQ (if Optimist Club not there)- 7(minimum) – 14: 2 volunteers per BBQ. 1 volunteer to run the chips/juice boxes table. “Floater(s)”- 2 – Ideally you would have two volunteers who would each do a 1 ½ hour shift floating throughout the event to make sure that people are getting a break and that things are running smoothly.

COSTS:     

Dunk Tank- Cost is $100 (plus a $100 deposit) Cake Walk – no costs Music Entertainment- cost variable dependent upon who is playing BBQ- Food- dependant on how much is donated by local grocery stores (approx costs from 2012?), propane tanks to be filled Face Painting- no costs

PROMOTION/ADVERTISING:    

create a poster, post it around the school and have the office email it to all parents in the newsletter in that month Facebook-post the information about the event on the Facebook group page Post on PAC Communication Board several days before/the week leading up to the event make a note in the school announcements binder for the week leading up, so that principal can promote it to the students

VI. Historical Fundraising Activities (pre-2015 and kept for reference) 9. CCRP Magazine Subscriptions –not done since 2012 What: Magazine subscription fundraiser Who: For students, staff, families, and community at large When: The actual drive should take place in October, with planning starting in early September. Where: Catalogs are stored until they are handed out to students. How: SUPPLIES: (food, tables, school supplies etc)  class lists, labels with student’s names and class (to be supplied by the office administrator- Shelley)  room to store books and sort into classes VOLUNTEERS: (how many, who?): One main organizer and several volunteers to: contact CCRP to set up fundraiser, someone to label and hand out books to students and teachers, someone to collect final orders and the money and to pass it along to CCRP. CONTACTS: www.ccrp.ca contact: Paul Doillardsale (representative for Lower Mainland and Vancouver Island) paul@ccrp.ca PARENT REP: PROMOTION/ADVERTISING: 

school newsletter, assembly (if running the full program), email to parents, catalogues and order forms sent home with children, post to Facebook, post to PAC website

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Additional Notes: *** add PDF samples of promotional poster

10.Spring Garage Sale – not done since 2012?

What: Community garage sale/Bake sale. Who: For the school and community at large. When: This could occur once a year or once every two years. It may make sense to do it every two years to allow items to accumulate. Discussion about the garage sale should begin at the MARCH PAC meeting. Start advertising the garage sale donations in mid-April, with donations being taken the two weeks previous to the sale. Sale should be held in mid-May as this tends to be good weather. Set up starts at 7:30 am. Sale is held from 9-12. Where: The event is held in the front courtyard. Set up for the bake sale/coffee sale portion can be under the awning, with everything else set up on tables in the main play area. Items to be donated are left outside of the office and need to be moved daily to a designated area in the school (discuss this with administration). SUPPLIES: Tables, chairs, cash box with float (usually about $200), tape (clear and masking), markers, paper, posters, signs directing community to the school to be posted on the day of the sale (or the night before). VOLUNTEERS:   

be in charge of advertising the sale: create a poster, post the posters around the community. be available to move donations from outside office to designated area at least 6-8 volunteers to set up sale, run the sale, and take down (schedule should be set up to allow for people to take on a shift, but not necessarily be there for the entire day).

CONTACT: The PAC is the main contact for this event. One person could be the main contact person who would be in charge of all of the minor details of the event. PROMOTION/ADVERTISING:       

create a poster and distribute around the community Facebook-post regularly the need for volunteers, donations and to promote the sale itself write on the white board each morning, the week leading up to the sale contact the Vic West community Centre to ask if they will post the garage sale on their website and on their large sign outside the centre post the sale online (Used Victoria, Craigslits, Kijiji) set up radio/tv ads? make a note in the school announcements binder for the week leading up, so that principal can promote the sale to the students

Additional Notes: - principal or vice principal will need to be willing to open the school at 7:30 am on the day of the event, and also come to lock up the school once the event is finished. -2012 sale made approx $550 -2013 sale made approx $500

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11.Mabel’s Labels What: As a way to target the problem of lost belongings and a large lost and found closet, Victoria West Elementary PAC is fundraising with Mabel's Labels, a company with all types of labels that are colourful, indestructible, easy-to-use and fun! Who: Available to everyone. When: Ongoing. Started in April of 2013. Where: Online only www.victoriawest.mabelslabels.com How: Parents can follow the link provided by the Vic West PAC website to the Mabels Labels site and order online via the Vic West Elementary account. SUPPLIES: Tear aways for bulletin board and small pamphlets to have at PAC table at events. CONTACTS: Coral Forbes (mcforbes@telus.net) COSTS: photocopying PROMOTION/ADVERTISING: through PAC website and school website, PAC newsletter, promote on Facebook, word of mouth Example of letter home: Save money by labeling your child’s clothing, lunch containers, shoes and more! As a way to target the problem of lost belongings and a large lost and found box in the school hallway, the Parent Advisory Council at Victoria West Elementary School is fundraising with Mabel's Labels, a company with all types of labels that are colourful, indestructible, easy‐to‐use and fun! Mabel's Labels creates Iron‐Ons, Stickies, Bag Tags, Allergy Alert labels & more! Personalize your labels with names, nicknames, initials ‐ whatever you choose. Cool icons help even little ones identify their own belongings. Dishwasher, microwave, laundry & kid tested and mailed out within 24 hours! Several of your PAC members have purchased these labels and can attest to their durability. Visit www.victoriawest.mabelslabels.com to place your order while supporting our fundraiser.

12.Scrap Metal Drive – done once in 2013 What: Scrap Metal Drive (with ongoing account) Who: For the community and the school. During a drive, we pick up (or have people drop off themselves) unwanted metal items and take them to Steel Pacific Recycling for higher than market rates to add to the Vic West Elementary PAC account. When: Our account is ongoing as of April 2012; when we are going to go into “scrap drive mode” we need to contact SP’s drive coordinator, Andrea Wince, at their Duncan office (Schnitzer Steel) THREE MONTHS IN ADVANCE (ie, for April drives, contact in January). Current plan is to do drives every other April; every two years. In between, anyone can drop off any time. Pickup service is only offered during drives. Any time over $50 in drop offs is reached, a cheque will be issued by Steel Pacific.

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Where: Steel Pacific address / hours: 307 David Street. Open Monday to Sat, 8-4:30. Give account name: Vic West Elementary NOTE: yard is industrial and may be a flat-tire hazard. If you wish you can drive onto the scale, back off again and take street to the bins, then drive back into main gate and onto scale. This will make sense once you get there. For copper, brass and aluminum, you drive through the yard to a separate building. Go on weekdays for better rates. SUPPLIES:    

Pickup trucks or other vehicles which can hold a large amount of metal! And as many drivers / folks to do pickups as possible (AT LEAST 4 vehicles, ideally); poster printing Metal sorting bins (two large and 4-5 small) Tools (power scewdriver, socket sets, hammers) magnets

VOLUNTEERS: As many as possible.       

delivering flyers door to door (min 4 people); postering neighbourhood; other publicity; contacting local businesses to ask for metal; receiving messages via email “hotline” (vicwestscrapdrive@gmail.com) and coordinating pickups / dropoffs doing pickups (requires heavy lifting; sometimes two people necessary) and dropoffs cleaning and sorting metal into aluminum, copper, brass, and ‘shred’ (everything else). (See below for more on sorting) sending thank-yous to people and businesses who helped in outstanding ways.

CONTACTS: PAC scrap drive coordinator Aaren Madden 250-479-1756 or atmadden@shaw.ca COSTS: gas mileage (varies); poster printing (freebies if can; otherwise budget about $50-75) PROMOTION/ADVERTISING:       

posters (PDF file; just change dates) throughout neighbourhood – approx 50, colour flyers (same) – approx 4-500, black and white; 2 per 8.5x11 page school newsletter and separate emails two months in advance and during month of (advance ones call for volunteers) Vic West Community Association twitter feed, website and Facebook page word of mouth Radio / local tv (Chek 6, A Channel etc) PAC Facebook page and any twitter feeds possible

Notes on sorting metal: Copper, brass and aluminum are very valuable. They can be discerned with a magnet, and they are non-ferrous (no iron) and so are not magnetic (and don’t rust). Always check with a magnet if you are not sure! It is worth the time to clean off any nonmetal parts such as plastic handles, solder, etc. Example: Many BBQs have cast aluminum lids and bodies. Removing them from the base and removing steel bolts, handles, etc is very worthwhile as they are valuable. Cut soldered ends and valves from copper pipes. Any items in these metals should be cleaned as much as possible. Items that count as ‘dirty’ will be worth less but can still be valuable. Example: cut cords off of old appliances and save for dirty copper. Old Christmas

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lights are dirty copper and are quite valuable as is. Keep cords and Xmas lights separate to make life easier for the sorters there. We want them to be happy! More info: http://www.scrapdrive.com/toolkit.php FINAL NOTE: this is a great fundraiser with multiple benefits for the school, the community and the environment. Many opportunities arise for creative ways to help kids in the school (i.e., in 2012 a kids’ bike was donated and instead of scrap we will fix it for a student in need). Items do not always need to go to SP to benefit, and sometimes it is best if they don’t. Using creative /critical thinking about best end uses for items is important. The drive is also valuable for building community and raising the school’s profile in the neighbourhood, for being ambassadors for our great school! Additional Notes: **2012 drive approx earnings: $2300; plus approx $500 (?) in school supplies

13.Return-It Container Recycling (Encorp) –proceeds go to fund rain garden maintenance

What: Refundable container collection at the school- weekly collection and bottle drives. Who: For all students/staff. Bottle drives are open to the community at large. When: The program runs throughout the year. Bottle drives are held 2 times a year. PAC members take full bags of containers to the Return-It depot on 655 Queens Ave. If there are more than 6 full bags, Return-It staff can do a pick up- it needs to be coordinated through the depot. ** While there are multiple locations to return containers, only the Queens Ave location has an account set up for Vic West Elementary School (account #121). ** Registration for the program needs to be renewed each year- best to sign up in August (possible in June?) so that new cardboard bins are delivered at the beginning of the school year. Where: Recycling containers are located throughout the school- generally three cardboard bins, provided each year by Return-It, are in the courtyard. Extra bags are held in the PAC cubby (located in the staffroom). When more bags are needed they can be picked up from the Queens Ave location. SUPPLIES: 

cardboard bins and bags supplied by Encorp

VOLUNTEERS:  volunteers needed to take bags of refundable containers into the Return It depot weekly/bi-weekly (depending on smell… the bags can really smell when the weather warms up)  bottle drives- extra volunteers needed CONTACTS: School year 2012/2013: Coordinators: Aaren Madden (atmadden@shaw.ca) and Coral Forbes (mcforbes@telus.net) 21

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Encorp website: (https://www.return-it.ca/elementaryprogram/) PROMOTION/ADVERTISING: PAC website, school website, Facebook, posters, Vic West Community Center (for bottle drives? There is an incentive program- the school can earn a cash prize at the end of the year, for collecting the most refundable containers in our school size category (151-300 students). See website for more information. www.return-it.ca/elementaryprogram/ NOTE: It is important to try to keep containers in separate bins (eg. all juice boxes in one bag), and to encourage that containers be rinsed to reduce smell and mess

14.Staples School Supplies – used to be Monk’s but as of 2014/15, VWPAC moved to Staples What: An opportunity for parents/caregivers to purchase next year’s school suppliesconvenient, inexpensive, supports PAC and the school. (The PAC determines how much to add to the supply cost/per child, to make it a fundraiser. In 2012/2013 it was an additional $3/per order). Who: Available to all students. When: Contact store in January to get the process started for next school year. The order forms generally go out in March with report cards, supplies delivered in June. Where: In 2011/2012 the PAC only had ten orders, which were delivered to the office. In 2012/2013, there were closer to 25 orders. In the future, as more orders are taken, we will need a designated spot to store them once they are delivered. SUPPLIES:  

room for storage paper (photocopying) of lists to go into report cards

VOLUNTEERS:   

coordinator of the program (January) correlate students lists/report cards with order forms (March) distribute the orders in (June)

CONTACTS: _________________________ COSTS: 

photocopying

PROMOTION/ADVERTISING: Through PAC website and school website, poster in the monthly newsletter (March), promote on Facebook, word of mouth Additional Notes:  make sure that Shelley is aware of this fundraiser- she needs to be informed of the order forms going out so that she can collect them in the office. She will also need to know when packages will arrive. Once they have arrived, Shelley will contact the PAC contact to distribute them. 22

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Parents will need an information sheet (see below) explaining the process. This will be added to the individual order forms, to be sent home in children’s backpacks.

Example: Letter to Parents/Caregivers STAPLES OFFICE SCHOOL SUPPLY FUNDRAISER Save time! Save money! Raise funds for your child’s school! <insert date> Dear Vic West Parents/Caregivers, The VW PAC is offering to all students, the chance to get your school supplies for next year, hand delivered to the school, in June. When August rolls around, instead of walking, bussing or driving all over town to get the right school supplies, you can just open your box of pre‐packaged supplies (that you picked up at the school at the end of June) and send your child to school with them! Here is how it works: you look over the attached list based on what grade your child will be in next year, decide on what you want to purchase, and write a cheque for the supplies. Cheques are to be made payable to Monk Office. Have your child hand in the form, with the cheque attached, to their teacher by Friday, May 3rd. ** Please make sure to include your phone number and email address on the order form so that we can contact you when the supplies have arrived, which will be around June 18th. If you have any questions, please email us at vicwestpac@gmail.com Sincerely, Your Parent Advisory Council Victoria West Elementary School -----------------------------------------------------------------Example of Letter to Teachers: Before sending out the information sheet to parents/caregivers, let the teachers know how it works and what is needed from them. -----------------------------------------------------STAPLES OFFICE SCHOOL SUPPLY FUNDRAISER <Insert Date> Dear Teachers, The VW PAC is offering students the opportunity to purchase pre‐packaged school supplies through Monk Office Supply. We have provided a letter, explaining how this program works, that can be sent home with each child. We are asking that students return their order forms to 23

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you, their teacher, by Friday, May 3rd. Shelley will be collecting any order forms, so if you would, please have any order forms sent down to the office. The deadline is technically Mar 3rd, but to accommodate any “stragglers” we will be collecting order forms until May 9th. Thank you VERY much for your help with this fundraiser. If you have any questions, please email us at vicwestpac@gmail.com Sincerely, Your VW PAC ----------------------------------------Example: Letter to Teachers, once supplies have arrived, communicate with the teachers re: distribution of supplies. ----------------------------------------Dear Teachers, The Staples School Supplies orders have arrived! Thank you for your support of this fundraiser/time saver for parents. We will be delivering the boxed supplies (which each have an order form with the student's name in it), to your classroom. All parents/caregivers who placed an order will be emailed/called, to let them know that the orders are in, and that either they can come to pick them up from your classroom, or their child can bring them home If you have any questions, please let us know! vicwestpac@gmail.com

15.Thrifty Foods 1.2 km Fun Run Who: Kids 12 and younger. When: Early October Where: Start location is behind the Legislature Buildings downtown. Jobs:    

 



Requesting subsidies from the PAC in June as well as having the registration week and event added to the School Calendar. Be sure to register your school name here before the deadline (done in August): http://www.eventsonline.ca/events/vicmara/kidsrun.html Posters up as soon as school starts Sitting at the registration table during registration week (check website for registration week dates- generally 2nd week of September) Registration forms and payment can be given at that time or parents are welcome to sign up online at: http://www.eventsonline.ca/events/vicmara/ Keeping a record of the email addresses so that reminders can be sent out Dropping off the registration forms and money to Frontrunners Footwear (1200 Vancouver Street; they have a drop box for us there) or at the UPS Store where our PO Box is located (Box 675, 185 - 911 Yates Street) before Sept. 21, 2012. During Race Week, Patti Hunter from KidSport will deliver the school shirts, numbers, which need to be organized and distributed. 24

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CONTACTS: ● GoodLife Fitness Victoria Marathon info@runvictoriamarathon.com ● Patti Hunter: phunter@kidsportvictoria.ca phunter@kidsportvictoria.ca ● For more information please go to: http://runvictoriamarathon.com/events/kidsrun.php COSTS: $15 fee includes a t-shirt, goody bag, and medal. Proceeds will go to KidSport Greater Victoria. PROMOTION/ADVERTISING: Facebook, PAC newsletter, posters, write up in the Principal’s announcements book Additional Notes: In 2012, twenty children participated and four PAC subsidies were requested and required.

VII.

Associations

BCCPAC VCPAC VIC WEST ELEMENTARY SCHOOL