Spicewood Elementary PTA Executive Board Meeting Agenda September 6, 2016, 8:00 am

Size: px

Start display at page:

Download "Spicewood Elementary PTA Executive Board Meeting Agenda September 6, 2016, 8:00 am"

Elmer Boone
5 years ago
Views:

1 Spicewood Elementary PTA Executive Board Meeting Agenda September 6, 2016, 8:00 am Attendees: Mark Coplen, Resh Basu, Tiffany Willing, Chelsea Varner, Carole Callaghan, Jiae Kim, Kimberly Bui, Manisha Gupta, Sandy Parent, Renee Parys, Ashli Framjee 1. Call to Order Carole a. Meeting called to order at 8:05. Quorum has been met. 2. Minutes from May 31, 2016 Meeting Letti a. Letti read meeting minutes from May Tiffany moves to pass, Ms. Kim seconded. Minutes pass unanimously and are approved. b. Resh, Chelsea and Carole will approve and sign meeting minutes this year moving forward. 3. Treasurer s Report Chelsea a. Check writing volunteer: Sandy Parent b. Reconciliation volunteers: Tiffany Willing and Kimberly Bui c. Gift cards: we may be keeping track of gift cards giving to us. Chelsea will find out if this is necessary End of Fiscal Year Report: As of End of June 2016 (hand-out) 2. July 2016: a. Balance as of 7/1/16: $81, b. Balance as of 7/31/16: $72, c. Receipts None d. Disbursements: 1. Prev FY - $ Spirit Wear - $4, August 2016: a. Balance as of 8/1/15: $72, b. Balance as of 8/31/15: $78, c. Receipts/Credits to General Fund: Receipt of online purchases excluded because check arrival is still pending. 1. Merchant Rebates: Amazon - $68.61 / Coke - $94.86 / Randall s - $ Annual Giving - $ Memberships - $ Spirit Wear - $3, Receipts in Error: REIMBURSED: $ SQUARE Fees - $42.13 d. Disbursements: 1. Prev FY - $1, Directory, Classroom Supplies for NEW & RETURNING Teachers e. Clearance of Prev FY Checks: There are only 2 Prev FY Checks that have not cleared the bank Westwood Scholarships, that was issued 8/20/16 2. Art Teacher Reimbursement that was issued 5/18/16.

2 f. New Year Start-up duties 1. We need to establish a 3 rd person (in addition to Treasurer & President, to have authorization to sign on our account. (SANDY PARENT Designated by Board) 2. We need to assign 2 people (1 is a backup) who are willing to review/reconcile the bank statement each month, for Insurance & Annual Financial Reconciliation purposes. This cannot be someone who has bank signing privileges. (TIFFANY WILLING & KIMBERLY BUI Designated by Board) g. Volunteer Training I will be at Volunteer Training next week (Tues Sept 13) for the 7:45am session to help answer questions regarding expenses and reimbursements but I need a volunteer who is willing to cover this portion at the 7pm Training Session, as I will need to be at the CVMS Open House. h. Gift Cards Policies for gift cards may be changing if they are received as a donation to the school to pay for PTA purchases (not affecting gifts for Silent Auction/Carnival Raffle). We re waiting to get more details, but if you receive one, let me know. We ll need to log it, and log what we purchased with it. It may need to be claimed on taxes. i. Budget The following budget line items need to be revised: Income: - Direct Public Support > CarryOver Prev Yr: Decrease by $17,827.52, from $77, to $59,183.89, to reflect our ending balance after expenses at the end of FY, minus the Garden Carryover budget, minus the Math Pentathlon CarryOver Pass- Through budget, and minus $ for payment of the 4 Water-Bottle Fountains yet to be billed by district from Silent Auction funds. - Direct Public Support > Membership Dues PTA: Increase by $99.00, from $ to $ , to raise our expected funds from 800 to 818 members, which is our current student enrollment. - Other Income > School Supply Sales REMOVE THIS LINE ITEM Decrease by $70.00, from $70.00 to $0, as this line item is not applicable this year. - Other Income > Water Fountain Carry Forward Add this Line Item for $ , to pay the district for the installation of 4 x Water-Bottle Fountains at $550 each, from Silent Auction Funds. - Rebate Income > CarryOver Prev Yr REMOVE THIS LINE ITEM as it is not applicable this year. - ESCROW Income > Other Income Non PTA Funds > PTA Memb Dues Stat/Natl- NonPTA Increase by $81.00, from $ to $ , to raise our expected incoming funds from 800 to 818 members, which is our current student enrollment. - Move the following line items to ESCROW Income: a. Silent Auction Basket Pass-Through b. Math Pentathlon T-Shirt Pass-Through c. Start-up Cash Pass-Through d. Science Fair Boards Pass-Through Expenses: - Community Outreach > Kindergarten Roundup Add line item, with a $ budget, to pay for printing & supplies.

3 - Educ. Competition/Enrichment > Math Pentathlon Increase by $627.52, from $ to $ , because we recently found that they had $ remaining in their passthrough account from & Educ. Competition/Enrichment > Math Superstars Increase by $200.00, from $ to $ Fund Raising Expenses > Banner Advertisement Printing Add this line item, with a $ budget, to pay for an estimated 10 banners, that we hope to sell space for on our fence. - Other Types of Expenses > School Supply Sales REMOVE THIS LINE ITEM Decrease by $70.00, from $70.00 to $0, as this line item is not applicable this year. - PTA Expenses > Insurance Liability, D and O - Decrease by $105.00, from $ to $395.00, as we don t expect to need as high coverage limits. - PTA Expenses > Tax Processing Expense Add Line Item for $50.00 to pay for expenses relating to submitting taxes, because this is separate from actual pass-through taxes paid out. - Publications/Communications > Directories - Decrease by $2.00, from $ to $498.00, to ADJUST TO ACTUAL. - School Improv/Curriculum Enhanc > Classroom Supplies: NEW Teachers - Increase by $200.00, from $ to $ , to account for increase of New Teachers count from expected 12, to actual School Improv/Curriculum Enhanc > Classroom Supplies: RETURNING Teachers - Decrease by $100.00, from $ to $ , to account for decrease of Returning Teachers count from expected 30, to actual One Time Expenses > New Dyslexia Teacher Training Add Line Item for $ , to cover training of new Dyslexia Teacher. - One Time Expenses > New SpEd Teacher Training - Increase by $ , from $ to $ , to pay for needed training for our entirely new Special Ed staff. - One Time Expenses > Scientific Spelling Manuals Add line item for $850.00, to pay for new 1 st & 2 nd Grade Spelling Manuals for each teacher. - One Time Expenses > Sound Fill Systems Add line item for $ , to pay for Teacher Microphone Systems to be installed in the Music Room & Inquiry Lab. - One Time Expenses > Water Fountain Carry Forward Add Line Item for $ , to cover cost of 4 x Water-bottle fountains to be installed with Silent Auction funds (Installation of 4 th fountain, and Complete District Invoice Pending). - ESCROW Expense > Other Expenses Non PTA Funds > PTA Memb Dues Stat/Natl- NonPTA Increase by $81.00, from $ to $ , to raise our expected outgoing funds from 800 to 818 members, which is our current student enrollment. - Move the following line items to ESCROW Expense: a. Silent Auction Basket Pass-Through b. Math Pentathlon T-Shirt Pass-Through c. Start-up Cash Pass-Through d. Science Fair Boards Pass-Through Ms Kim moves to approve the budget, and Mark Coplen seconded the motion. Budget passes unanimously. 4. Letters of Communication Carole a. We received a thank you card from a grade level for the new recess consumables. 5. Officer s Reports:

4 a. President - Carole b. Principal Ms. Kim i. Ms. Kim would like to purchase sound fill system in the music room and the science room at a cost of $3100. c. VP Membership Sandy i. Sandy: 537 members for PTA as of today. The Goal is 100% of parents signed up. Our goal for September is 650 members so that we can get our next award. ii.sandy: Student memberships are new this year, so students have voting rights. iii. Carole: This is a legislative year, so the district is really pushing membership. iv. Ms. Kim: Putting out a blurb that explains how PTA spends the money may be helpful with recruiting new members. v. Carole will go back to look at a blog from last year, and write a new blog pertaining to how PTA spends the money. d. VP Communications Tiffany i. Communication issues: Should we have both PTA Weekly Alerts and Ms. Kim s Monday Blog? Based on the parent survey, parents feel that the information in both blasts is repetitive. Renee feels like we need to put a policy in place and make a decision on whether continuing the PTA Weekly Alerts. 1. Carole suggests that we have a committee of people who work together to decide what the policy is based on several ideas. (Renee Parys, Lori King, Lynda Quintana and Tiffany Willing will be part of this committee.) 2. Lynda Quintana has volunteered to be our social media volunteer for the year. 3. Tiffany suggests teachers provide communication information to parents letting them know all of the different communication venues currently in place (Ms. Kim s Weekly Newsletter, PTA Weekly Alerts, Facebook, Twitter, etc.). Ms. Kim suggests they do this on Thursday at Open House. e. VP Budget Oversight Chelsea i. Amy Coplen sold two 6 month banners. ii.new cabinets in the PTA room have been built and installed. f. VP Fundraising Pengwei i. Not in attendance g. VP Programs Bea i. Not in attendance due to family emergency h. VP Educational Competitions/Clubs Manisha i. Destination Imagination: Ziyu Huang will be the chair ii.reflections is coming out soon. iii. Math Superstars: Sooin Jung/Sunjoo Oh are requesting an increase of $200 to her budget. New total would be $ Old Business- None 7. New Business a. FLO Training: Online Training is available

5 b. Budget Amendments: i. See Budget Attached ii.adding the two sound fill system for a total of $3100 iii. Tiffany moves to approve, Sandy seconded. Budget passes unanimously. c. Plans of Work i. We all need to do a Plan of Work (Executive Board and Chairs) this year so that the new board next year will have all of the information needed to move forward. d. PTA Open House i. PTA Open House will take place on Thursday. Chairs will be there as well to talk about their programs. This will be 5:00-6:30. e. Yearbook i. There were privacy issues with TreeRing last year. This issue needs to be discussed within the social communications and website committee. f. Open Chair Positions i. Environmental Awareness, STEAM Day, Healthy Lifestyles and Jr. Achievement still do not have chairs. g. New Committees- Social Communications and Website i. Carole, Resh, Tiffany, Chelsea will be part of this committee. ii.website update/redesign is up for discussion this year. Carole thinks that the cost would around $ and Resh believes the cost would be no less than $15,000. The cost may be too much for the increased benefits. h. General Meetings and Music Performances: Some parents were annoyed that both happened together, so we will keep them on the same evening, but have them in separate rooms. i. Main topics for our next general meeting: 1. Funding for special education and dyslexia, Math Pentathlon, Scientific Spelling, and Math Superstars i. Issue with community silent auction solicitations i. There has been some confusion regarding our silent auction for PTA and a fundraiser for a member of the neighborhood. The fundraiser is taking place at the same location, one month later. Two of the businesses that donated to the neighborhood event thought they were donating to our auction. After further investigation, we determined that it was simply a misunderstanding on the part of the businesses and no PTA action is needed. 8. Adjourn Meeting adjourned at 9:50. Meeting minutes approved at PTA Executive Board Meeting on 9/22/16.

Ashley PTA Executive Board Meeting August 20, 2013

Ashley PTA Executive Board Meeting August 20, 2013 The regular meeting of the Ashley PTA was called to order on August 20, 2013 at 6:34 p.m. in Mrs. Stafford s Classroom by PTA President, Meredith Smith,