PTA Board Meeting Minutes
PTA Board Meeting Minutes
Tuesday, August 15, 2006
Heather Ortega’s Home
Call to Order: 6:55 pm
Roll Call and Board Member List:
Position / Name / Present1 / President / Terry Jett / Yes
2 / Vice President / Helen Banks Routon / Yes
3 / Treasurer / Sean Schwoerer / Yes
4 / Secretary / Heather Ortega / Yes
5 / Director of Fundraising / Kym Meade/JoDee Hull / No
6 / Director of Membership / Lori Chisholm / Yes
7 / Director of Communications / Open / No
8 / Director of Education / Rebecca B./Gurleen G. / Yes
9 / Director of Health & Welfare / Tracy Shaffer / No
10 / Director of Special Events / Dan / Diane Dorsey / No
11 / Director of Hospitality / Open / No
Board Member Positions Filled / 9 / 6
Total needed for quorum: 5
Quorum Reached? Yes
General Business:
Tentative Calendar Dates
· Aug. 21: Office opens, pre-packaged school supplies arrive
· Aug. 24: Fall Leadership Conference, 6:00 to 9:00 pm
· Aug. 28,29 or 30: First Day Packet Stuffing (to be announced soon)
· Aug. 31: Meet & Greet at 2:00 pm.
· Aug. 30: Kindergarten Night.
· Aug 31/Sept 1: PTA help distribute pre-packaged school supplies to classrooms
· Sept. 5: Welcome Parents Tea at 8:45 am in Library (confirm with school)
· Sept. 2114: Ice Cream Social, 7:00 to 8:30 pm in Gym
· Sept. 14 21 or 28: Curriculum Night (confirm with school)
· Sept. 21 or 28: PTA General Meeting #1 at 6:30 pm in Library
· Oct. 19: Skate King Night, 6:00 to 8:00 pm
· Nov. 13-17: Hopelink Food Drive
· Nov. 16: Pottery Night, 7:00 to 8:30 pm in Gym
· Dec. 14: Sock Hop, 7:00 to 8:30 pm in Gym-might be changed
· Jan. 18: PTA General Meeting #2 at 6:30 pm in Library
· Jan. 25: Skate King Night, 6:00 to 8:00 pm
· Feb. 15: Family Games Night, 7:00 to 8:30 pm in Gym
· May 17 (tentative) Mar. 15: Bingo Night, 7:00 to 8:30 pm in Gym
· Mar. 16 or 23: Possible Auction Night (not confirmed yet)
· Apr. 19: Skate King Night, 6:00 to 8:00 pm
· April 26: PTA General Meeting #3 at 6:30 pm in Library
· June 1, 8 or 15: Possible Carnival Days
· PTA Board Meetings will be the 2nd Tuesdays at 6:45 pm
Heather distributed a list of meeting dates and sign-up sheet to host meetings (see attached).
· Spirit Day: 2nd Friday of each month starting Oct. 13th
· Picture Day: Not sure yet. Terry will check with Nancy Dunlap next week.
Newsletter
· Helen presented a mock-up newsletter; she can do the first few, but we would like to find someone to do the newsletter. Helen will need input from everyone with any and all information you have.
Minutes from Last Meeting
· Sean moved to approve minutes from our last Board Meeting on 5/18/06; Helen seconded the motion, the minutes were approved.
Aug. 24 Regional Conference
· Who is going: Terry, Helen, Heather, Gurleen. Anyone can come; do not have to be Board member. Please invite anyone you can think of. Lori will ask Louise; Terry will be driving and can take people.
Committee Reports:
Treasurer Report, Sean Schwoerer:
· Funds in Bank as of Aug. 15, 2006: $45,109.96
· Budget report – Sean will review the budget for 06/07 and give more detail (income and expense) for some line items, such as yearbook. Sean will also get a better understanding of our exact surplus and whether or not we can finish our wish list spending.
· Committee chairs (“directors”) must monitor their committee budget and report at each PTA board meeting their general finding. Committee director must project to their best ability potential budget shortfalls and/or excesses for the year. Goal is for each committee to be within 5% of their beginning year budget.
· At times what may be budgeted for a project may be too low, so the committee director in an emergency can approve up to 5% over their budget for that project, but budget overages cannot exceed 1% of their total committee budget. Email approval from President and Treasurer can be given for up to 1.5% over the committee budget. Anything beyond these guidelines must require PTA board vote to adjust the budget and approve.
· A Reimbursement Pre-Approval Form will be required before expenditures can be incurred for Ben Rush PTA. The Committee director overseeing that portion of the budget must sign the pre-approval form.
· Reimbursements will be mailed to recipients, no longer hand delivered, and checks will be written on Fridays.
· There will be a code number for each line item account. All reimbursement forms will need to have this code number on them. Sean will provide everyone a final list of code numbers. Reimbursement forms will be available on-line as a ‘PDF’ file.
Audit Report, Heather Ortega:
· The Audit Committee has not met this summer. The audit for Sept – Dec. 2005 is almost complete, but we are waiting for the check images to verify that there were two signatures on each check.
· The committee will meet again in September to finish the audit for Jan – June 2006.
· PTA should start recruiting for an Audit Committee to complete the next mid-year audit in January 2007 (for Sept. – Dec. 2006). Committee should be in place no later than December 2006.
Membership Report, Lori Chisholm:
· Lori distributed a draft copy of the Membership Form. Individual membership will be $13.00, and a family (2 adults in same household) will be $21.00. Staff cost is $8.00.
· Lots of discussion regarding the list of approximate expenses and budget categories. It was decided that the expenses shown on this list did not have to match the budget exactly, since the form states this is an approximate cost.
· Lori will add Young Author’s Day and Field Trips to the list. Sean will get a better understanding of budget expenses and the exact surplus amount, as mentioned in Treasurer’s Report above.
· General consensus that it is important to show expenses so that parents can see what PTA pays for and how money will be spent. (this was changed over an email vote after the meeting to not include the numbers)
Meet and Greet:
· Terry will sell t-shirts and magnets, and will have balloons set up.
· Helen will have a stack of one-page volunteer sheets.
· Committee “directors” should update their boards – will have on display.
· Lori will send an email notice when the date is finalized. Will ask Amy if she could be in charge of refreshments.
Meeting adjourned at 9:30 pm.
Submitted by Heather Ortega
UPCOMING MEETINGS:
PTA Board Meeting:
· Tuesday, Sept. 12th at 6:45 pm at Rebecca Bluechel’s house.
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