Ben Franklin PTA General Membership

Meeting Minutes

June 4, 2015

Meeting called to order@ 6:36pm by Roopa Satagopan. A quorum was present; signin sheets are attached. Proper meeting notice was provided.

Attendees: See attached sign in sheet.

Approved April’s General Membership minutes.

Motions Approved:

  1. Motion #1 –Roopa Satagopan moved that we pass the amended budget as presented & was seconded by Dan Brown. This motion passed by the PTA members with 4 no’s & the rest ayes;
  2. Motion #2 –Amanda Maggiora moved that we amend the budget moving $ from Math Licenses (-$50) to the LWSF (+$50). This motion failed with 3 yays, 6 abstentions, & the rest nays.
  3. Motion #3 – Katie Scott moved that $2,124 be moved from Student Enrichment to be a new line item named Outdoor Education and was seconded by Heather Murphy. This motion passed with all members in favor;
  4. Motion #4 – Hope Goldberg moved that we reduce the choir fee to be equal to the expenditure in the amount of $5,000 & was seconded by Shawna Sandstrom. This motion passed with all members in favor;
  5. Motion #5 – Jolyn Danielson moved that the PTA uses PayPal as our PTA online payment vendor & was seconded by Emily Brown. This motion passed with 2 abstentions and the rest in favor.

ItemsNoted

  • Roopa thanked the school for a great partnership;
  • Pancake Breakfast reminder;
  • The outgoing board was thanked for their volunteering;
  • The PTA wants the school budget to line up with our mission statement & Ben Franklin’s goals;
  • The budget and adhoc committee helped to create a working budget;
  • The PTA wants transparency & has a fiduciary duty to the students, parents, & community;
  • The budget we approve tonight makes it possible for the money to be used right away in the Fall;
  • If it’s not passed, then money will not be available for events;
  • Parents & teachers have been taken into consideration when creating a working budget;
  • Emily Brown spoke about the process of creating the working budget:
  • In February, the budget committee met;
  • The staff & parents were surveyed using Survey Monkey – 102 responses only 100 count – responses were listed top to bottom;
  • The first draft of the budget was created;
  • It was very different than in previous years:
  • It needed to be aligned with our mission statement or State PTA mission statement which was found out last year through our budget process;
  • All funds need to be program & student focused;
  • The budget committee had to figure out how to allocate PTA funds to avoid fines;
  • The school staff can be liable;
  • (2) PTA’s have been revoked for not following the WSPTA rules;
  • Some members of the budget committee had non-profit training;
  • The committee formed the budget without prior knowledge of the changes that the WSPTA was coming up with;
  • They pulled in Judy East and Shelley Flores from Region 2 to help with items/program at risk with the IRS & help us align items to our mission statement;
  • The 1st proposed budget was created;
  • Then they met with the Principal and the PTA Council to discuss budget issues & received constructive feedback;
  • The committee went over the budget again, added back in programs that had no risk to the PTA nor the staff;
  • The great news is that every bit of money that was pulled from the 1st proposed budget has been put back into the budget;
  • In order to allocate funds there needs to be a change in the process – more work at the beginning but less in the end;
  • The process should be as simple as possible, not time consuming, nor more work;
  • Whatever is created, Emily would be willing to help staff fill out their paperwork and dot their I’s and mark their T’s;
  • We want to cover all bases ad have now have a better interpretation of the law;
  • We want to continue to offer the best for our kids;
  • Dayna Hall, Treasurer led the discussion of the proposed budget:
  • PTA budget can exceed our income;
  • Changing membership to a different place in the budget;
  • She doesn’t know until June 30th what the final budget from the previous year is;
  • $ left over can roll over to the next year’s EZ Grants;
  • EZ Grants meets up to 3 times a year as needed;
  • Mini-grants can be granted by the PTA Board of Directors up to $450 per grant ;
  • The process can change;
  • The Board is not worried about the $15,510 deficit;
  • Roopa Satagopan moved that we pass the amended budget as presented & was passed (see Motion #1 above);
  • Amanda Maggiora made a motion to amend the budget moving $ from Math Licenses (-$50) to LWSF (+50) & it failed:
  • Megan Hayton spoke and said that donating to the LWSF has no effect on the PTA;
  • Math licenses were discussed as well;
  • The PTA is aware that processes are not in place & are being created;
  • The Board of Directors are elected positions and have been authorized to do business as the Ben Franklin PTA;
  • Kim Bilanko wanted clarification under Student Enrichment since it was different in previous years – due to the IRS laws the PTA had to change wording;
  • Over the summer, the WSPTA has changed many things;
  • Choir stipends were discussed:
  • Included in Student Enrichment and Staff Scholarships;
  • Judy East from Region 2 discussed administering the PTA budget:
  • The PTA BOD should be as responsible as possible with money;
  • They have to satisfy the IRS laws;
  • Teacher stipends look bad to the IRS;
  • If a board member has a vested interested in something to do with money they should recuse themselves;
  • For example: KF News Program – the person chosen should be the best qualified;
  • If not following the rules, the PTA could lose their 501(c) status;
  • Choir is changed;
  • Kim Bilanko mentioned that it was a long PTA process by the school;
  • The budget process was an independent process – IRS auditors can come in at any time;
  • Budget needs to be fluid;
  • The Council is sending out some recommendations to PTA’s over the summer;
  • Why is Outdoor Ed out? Staff is concerned that the PTA doesn’t value it;
  • Katie Scott moved that $2,124 be moved from Student Enrichment to be a new line item named Outdoor Education & was passed (see Motion 3 above);
  • Shelley Flores from Region 2 discussed the following:
  • Field trips are enrichment;
  • It’s all semantics;
  • Restricted donation – spend the money:
  • Science kit stuff;
  • Outdoor Ed stuff;
  • Apply for grants;
  • Be as transparent as possible;
  • Program focused;
  • Processes in place;
  • Maybe a process committee;
  • Have a deadline for stipends;
  • Committees can include staff but the staff member(s) has to have no vested interest;
  • Example:
  • Professional development – private benefit in staff scholarships – independent of influence that receives that benefit;
  • PTA’s hands not staff’s hands;
  • Staff scholarships – process for professional development – teacher professional development?
  • Choir discussion:
  • Why asking for more $ - it includes a shirt – process issue;
  • Enough money is made – where does the money go?
  • Why not reduce the cost?
  • Hope Goldberg moved that we reduce the choir fee to be equal to the expenditure in the amount of $5,000 & passed (see Motion #4);
  • Shawna Sandstrom came up with a rough number – less than what was allotted – 80 students in each choir;
  • Hope believes that the excess money shouldn’t be paid for other programs;
  • School Supply Vendor:
  • Emily Brown has taken the helm;
  • It will be in the weekly updates and newsletters;
  • Can order by June 26th;
  • Get a 20% discount;
  • Shipped to school;
  • Pick up at the Meet and Greet;
  • The PTA wants to use PayPal as our PTA online payment vendor;
  • Jolyn Danielson moved that the PTA use PayPal as their online payment vendor (see Motion #5 above)

Meeting adjourned at 8:41 pm.

Respectfully submitted,

Jolyn Danielson

Secretary