Stephens Elementary PTA
PTA Board Meeting
Date: October 17th, 2012
Call to Order:
The meeting was called to order at 630 PM by Julia Pile
Quorum:
Quorum ______.
In attendance: Julia Pile, Annette Ley, Michele Hamilton, Angi Anderson, Shannon Boyce, Jennifer Timmerding,
Not in attendance: Darren Moore, Amy Schroder, Alicia Duggan______
Pledge said by all in attendance.
Introductions: None needed as all present were familiar with each other.
Review and Approval of last meeting minutes:
Minutes reviewed by all in attendance. Motion to accept by Angi Anderson with second by Michele Hamilton. Motion passes with all Aye’s.
Discussion:
New committee chairs. See handout. Discussion of several positions needed for activities that are upcoming. Julie will discuss some with counselors and start advertising need for volunteers. Upcoming activity that needs attention is Stephens Cares, Stephens Shares. Vote to accept all new positions held. Motion to accept by Jennifer Timmerding, and second by Annette Ley. Motion passes with all Aye’s.
Old Business:
Yearbook Committee: Shannon Boyce reporting – March 11 is spring delivery, June 17 summer delivery with yearbooks being available by August 2nd for pick up. Autograph page option for summer delivery to allow 5th graders to get the autograph pages and pen prior to end of school agreed upon by all as a good idea. Pages and pen can be purchased with or without yearbook purchase by each student. Cost for PTA is $18.75 for spring delivery and $16.50 for summer delivery. See handout for more contract information. Contract reviewed by Board. Decision to keep extra autograph pages at this time in yearbook to make 88 pages even though there were recommendations to take out autograph pages if they will be purchased separately. Company (Lifetouch) will also be present to take pictures at 5th grade dance with a theme, as Lifetouch sets up a booth for pictures. Will ask to have them come on graduation night as well to take pictures and possibly take class or group pictures. Recommendations – Summer delivery with 88 pages, $16.50/book – motion to accept by Angie Anderson and second by Michele Hamilton. Motion passes with all Aye’s.
Order Ease Contract with Yearbook: Order ease new part of the year book contract, checks and forms go to Lifetouch and they process payments and write us a check for profit. There is no charge for this service. Vote on accepting this contract – motion to accept by Jennifer Timmerding and second by Annette Ley.Motion passes with all Aye’s.
Vote on Price of Yearbook for Public sale: Order deadline price will be $20. Personalization that would increase book price by $4 will not be standard on the yearbooks. Motion to accept pricing for yearbook made by Angi Anderson with second by Shannon Boyce. Motion passes with all Aye’s.
Reflections: 61 entries into Reflections this year. Most were literature entries. Need to draw for prizes as there are 10 prizes from local arts and humanities that were donated that will be given to entrants drawn. Will begin push for Reflections 2013 in January to allow more time to get and put together a project/entry.
Fundome Contract: Dates for every month but March at this time. They plan to donate coupons for the walkathon for students to have for participation. There are no other events on the Fundome nights. Vote on Contract – Michele Hamilton made the motion to accept and Annette Ley second’s the motion. Motion passes with all Aye’s. Kari Smith will be committee head on Fundome.
Barnes and Noble Book Fair: Plan to do during holiday season. Other activities planned during the fair will be to have chorus singing holiday songs and staff/volunteers reading stories while visitors are shopping. Can be paid with profits from event with Barnes and Noble gift card or cash. More of a profit can be made if choose gift card. Jim Detwiler’s thought is to choose gift card and then be able to use for nooks for classrooms. Dec 14th 5p-9p is prospective date. Will need volunteers to wrap and prepare gifts. No money out of pocket for PTA or Stephens. Motion to accept this event as a fundraiser made by Annette Ley and second made by Shannon Boyce. Motion passes with all Aye’s.
Treasurer’s Report:
Budgets Reviewed:
A. See handout. Balanced all accounts with a $6.32 discrepancy.
B. Budget proposal – See hand out. Budget committee put together a proposed budget with help of Julie Harwood, Annette Ley, Julie Pile, Jim Detwiler, and teachers imput on what is needed for school functions. Discussed cuts and compromises on amounts that were asked for by staff. Discussed attendance awards by Guidance, PTA would like to have funds used for medals or certificates (at end of year) and possibly brag tags (quarterly/grading periods). Discretionary funds now have to have a receipt turned in to show what was paid for with funds. These guidelines will be reviewed with administration. Playground/ outdoor classroom funds will remain there until projects are completed. Still have mums for sale.
C. Year to date actuals – see handout. What we have spent so far and we at this time are ahead with profits.
All of the Board agrees to present Budget to general meeting next week for vote on approval.
New Business:
A. Pancake breakfast: Contacting a lady in Union whom has done a pancake breakfast in past that we will get information from on how to do it well. Amy will speak/contact her. Pancake breakfast will be planned for the Winter Festival Saturday.
B. Other items: Discussion/ Ideas for upcoming events - Competitions for gingerbread houses will be held at school, Ronald McDonald pull tab collection competition to be held between grade levels, plan to have baskets to raffle off again at the Winter Festival with Jim encouraging staff to put together baskets as teams (grade level), Santa scheduled to be at holiday party.
Committee Reports:
A. Programs – Amy – Not present
B. Membership – Darren – Not present (~220-230 membership at this time)
C. Ways and Means – Michele – no report
D. Communications – Alicia – Not present
Other discussion:
Michele – flyers to get more volunteers for Market Day and for other events/activities.
Discussion that PTA should put announcements in Buzz as well as check our website phrase to offer important information to parents/students/staff who may not visit the website.
Motion to adjourn made by Shannon Boyce with a second by Michele Hamilton. Motion passes with all Aye’s.
Discussion adjourned at 7:45 pm.
Next board meeting will be in November with time TBD
Minutes recorded by Jennifer Timmerding, Secretary.