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, Laura Hairston, acting as secretary. A quorum was established. President s Report (Meredith Smith): Welcome and thank you for serving Board Introductions/Roster o Full roster o Introductions o Bulletin Board Chair needed o Variety Show Chair Needed Calendar o General Meetings (GM) Scheduled (September, November, February, April, May) o Months without GM, Board will meet in Mrs. Stafford s room o Brief Board Meetings before General Meetings (as needed) Goals/Training o Mission of PTA (see documents) o Get us on the same page for Rules o Engaging, Empowering, Advocating o New mission statement of FISD, To know every child by name and need o Discussed Goals of Ashley PTA, Ashley PTA will (see attached documents) Drama Free Phone call before email Strong email from parent send to Meredith o Traffic & Diversity (2 Big Initiatives) o Interest in PTA send email to Committee Chair & cc Meredith o Goals discussed from the Board More Transparency Ask parents for input More Committees (find at least 1 other person, some 3-5 other people) PT Avenue discussed
System from PTA Form Description next to Committee Clipboard at Meet the Teacher for Volunteer sign ups Don t call Committee Meeting until list is received from Lori Bettencourt (I actually have them) Push Social Media Marketing Executive Board o Officers include President, 3 VP s, Secretary, Treasurer, Historian, Parliamentarian o Principal of school or representative appointed by principal o Chairs of Standing Committee o Council Delegate o At least 12 present for Quorum o Special Committees Not on executive Board Automatically dissolved once purpose met President appoints chairs o Duties of Executive Board discussed o Fiduciary responsibility Financial practices Check reports thoroughly o President is to CC Meredith on Committee Meetings Sign Contracts Vote if a tie o PTA is a 501c3 non profit, charitable, educational FISD Guidelines discussed o All requests through Mrs. Weeks o Distribution can be non-coke products o Selling must be coke products FISD Copy Center o No copy moms o Use one in office for small print jobs if needed o We budget for copies - $500 o Need Board Approval for bulk copies o Email Blasts from Mrs. Weeks (1 st & 15 th of the month) & Utilize Newsletter Send verbiage to Meredith for approval
Documents for approval must have Mrs. Weeks & Meredith Smith signatures (MS/LW) Conflict of Interest signed by all in attendance Records Retention moved to next meeting as Treasurer was not in attendance Summer Leadership Seminar o Updates from Lori Bettencourt, Melissa Stafford, Angela Maroney, and Laura Hairston (9 members attended) Everyone must complete FLO (once LOT) Training by October see FISD PTA website for dates/times Executive Board Reports Treasurer o Treasurers Report presented by Meredith Smith for Pam Rowe. Report showed: Beginning balance of $7,595.00. Total Income $0. Total Expense $1237.00. And ending balance of $6,358.00. o Budget & Finance Committee Report amendments Discussed changes to May budget POW s Income Proposed - $63, 795 Expenses Proposed - $63, 795 Once combined Arts now separate line items Christa Richardson made a motion that we accept and approve the presented budget as shown and present to the General Memberships on 9/24. Motion seconded Motion carried Lori Bettencourt made the motion that we approve the Plan of Works (POW) as presented Motion seconded Motion carried Ways and Means Christa Richardson o Ashley Dash (October 31) Discussion on the prizes able to receive We cannot incent based on what $$ students bring in Prizes must be donated and not purchased Programs Melissa Stafford o Mr. Blue Shoes (October 25) o Drum Café (April) o Team Leads for Individual Grades (High Tech, High Touch) o Parent Education
Birds and the Bees Healthy Living Melissa Walker with Healthy Lifestyles following up with Medical City Membership Lori Bettencourt o Theme every child has a voice o Encouraging Family Membership - $15 o Need help pushing the value of PTA o Regular Board Members and Room Moms must have PTA Membership Secretary Laura Hairston o Motion Form reminders Historian Colleen Dachowicz o Award opportunities nationally (increase) Early Bird (Sept 30) for 75% of dues 500 Club (Oct 15) for 500 or more members Healthy Lifestyles (txpta.org) for submission of a program Take Family to School Week (February) txpta.org Standing Committee Reports Spirit Store Rhonda Rickett o Sale t-shirts at Meet the Teacher o T-shirts, Hoodies/Sweatshirt, Zipper light weight jackets o Order on website o Leftover tie-dye - $10 o Sweatshirt - $32.48 o Paypal Readers o If working Meet the Teacher, arrive at 4:45 PM Newsletter Danna Shult o 4 sent per year (September, November, February, May) Thursday Folders Anna Fitts o PTA Document Approvals Signatures from Mrs. Weeks & Meredith Smith o If aware of email sent send to Danna (I think she meant if you know you will have a document please email her (Anna) in advance so she can prepare) o Everything to workroom by 8:30 am o Original on top and leave stacks in the work room o Copy Center must be minimum of 5 days No business code w/fisd so must physically take copies
Special Committee Reports Financial Reconciliation Committee Report Lori Bettencourt, Mrs. Weeks, Diana Jordan, Pam Rowe o No irregularities o Verbiage is not consistent w/beginning to end reports o Balance exact o General membership to vote & accept Community Partners Box Tops/Kroger Ashlea Waters o Rewards Program (Kroger) percentage goes to Ashley Elementary for using Kroger card How Can I Help Button on Ashley PTA website o Box Tops for Education How Can I Help Button on Ashley PTA website Community Partners Labels for Education/Kohls Jamie Jones o Labels for Education How Can I Help Button on Ashley PTA website o Possible Back to School pamphlet but unsure if time frame is realistic Hospitality Holly Blackstar o Coffee & Kleenex Need volunteers o Snacks for Teachers (Aug 30) New Business Holiday Store o Mrs. Weeks asks for no more holiday store due to lack of space o Motion made by Melissa Walker to remove the Holiday Store as a Standing Committee Library Programs o Help support library events associated with Book Fair o Need a PTA liaison o Motion made by Danna Shult that we create a Library Programs Standing Chair o Motion discussed Reading Under the Stars, help with Reading Carnival
Traffic Committee o Special Committee o No parking on one side of the street o Sending inspector to asses Stonebridge & Baywood/Christopher traffic flow, where people are parking; hopefully 2 nd or 3 rd week of school o Committee to discuss what we can influence Sign up for Morning Volunteers Wear orange vests o Motion made by Lori Bettencourt that we form a Traffic Committee as a Special Committee Tax Free Days o Meet the Teacher (t-shirts) Discussion towards no tax on t-shirts for Meet the Teacher Active from Noon (Thursday, August 22) Noon (Friday, August 23) o Reading Carnival o Curriculum Night o Not available for Book Fair o Motion made by Aimee Hinshaw to have tax free day at Meet the Teacher Night Teacher t-shirt discussions o Discussed selling t-shirts to the teachers at a discount o One Friday Live per month The meeting was adjourned at 8:40 p.m. Laura Hairston, acting as Secretary Approved