Dicken PTO Board October 2011 Meeting Minutes

ATTENDANCE
Absent: Treasurer Lee

MEETING
Welcome                LaShawna        5 min
Agenda Review
Approval of Minutes

Special Presenter:  Comerica (Danean Smith)
6 bankers.  Teachers to check with students/parents to determine whether participation would increase if scholarships were provided.

President’s Report            LaShawna        30 min
•    Monthly Calendar Review
•    Office concerns – Maggie to advise volunteers to plan ahead with Front Office staff when making their own copies for PTO events to ensure timing ddoes not conflict with anticipated high-traffic times in the Front Office (see Pol/Proc page 4 – vols make own copies).  Ask Patti/Pam for PTO copy code.
•    PTO Closet – cleaned, let Patti know if evidence of rodents
•    Book Giveaway – 12/20 in gym, no collections from parents.  K Queen to f/u with C. Sutton
•    Teacher Cookie Exchange – 12/19 in Art Room, teachers happy to bring own containers.  K Queen to f/u with C. Sutton
•    Officer Duties – S. Comai and K. Queen to review Bylaws to ensure are compliant with 501c3
•    Lost Checks/Parent Letter – Communications complete. S. Comai to f/u with any loose ends.
•    Restructuring Plan – S. Comai/R Frazine to f/u to ensure our Insurance coverage is compliant.
•    PTO Council Training – available October (Ins) and January (Leadership)
•    Grant Request Form – submission from K. Queen adopted by majority vote with addition of “review required by Principal.”
•    Calendar – add next month to DD for parents – K. Queen to f/u
•    Service Squad/Student Council alignment meeting – K. Queen to f/u
•    L. Brandon submits resignation of position of PTO President at approximately 8:25pm

Principal’s Remarks            Mike            ABSTAIN

Executive Board Officer Reports                30 min
President-Elect                        Stephanie/Kirstin
Look forward to working with Board in new position.
Secretary                        Tekisha – absent
Treasurer                        Amy – Budget reports attached
Working on spreadsheet for Teacher/staff stipends
Communications Coordinator                Rachel
Blast distribution is being worked through.  Powerschool is working for most families.  If concerns with Powerschool accessibility, please see Patti for assistance.
Room Parent Coordinator                    Amy/Kirstin
•    All room parents had been assigned to all teachers and that boot camp had been held the past Monday.
•    We decided to send the boot camp detail onto the teachers, which I did the following Friday morning.  Rosters were sent to the room parents and teachers as well.
Volunteer Coordinator                    Maggi
Need volunteers for many programs, or at risk of cancellation.
PTOC Representative                    Tenagne
Reviewed upcoming meetings, training opportunities.
Fundraising Coordinator                    Jenn B.
•    First Dicken Community Night “In” is scheduled for 10/31. Kevin Lawson has agreed to give us 10% of profits.
•    Needs volunteers for all fundraisers!!
•    Next fundraiser is Innisbrook and I am still looking for volunteers.
The EGGS program is going well although we have to make sure we are always advertising it to new families. I will be putting information about Busch’s program in the blast next week.
Enrichment Coordinator                    Jennifer S./Bethany
•    We have scheduled Magical Rain Theater group to perform 2 shows the morning of Nov. 9th and LaRon Williams will return on Fri. Jan. 13th to help us celebrate MLK day.  Both of these performances are eligible for the Michigan Humanities Touring Grant so we will be submitting the grant applications as soon as possible.
•    We are in the process of securing an African dance/drum performance with Namet Productions for NAAPID (Feb.13th).
•    Lunch time enrichment-  Recess Singers has begun this week and we would like to get Recess Recyclers (i.e. Terracylce) started as soon as possible.  However, in order to have any kind of lunch time enrichment activities, we desperately need volunteers!
Dicken-Slauson Liaison                    Janine/Sonya
The first bottle drive was an overwhelming success.  We’ve earned over $800 so far.  The second bottle drive is planned for October 16th.  We will likely be cancelling the third planned bottle drive as we are well on track to achieve our fund raising goals.
The car wash was also an enormous success, earning $343 for the fifth grade.
Tekisha and Bridget are working on planning the Pumpkin Patch.  Things are moving along well.  A link for volunteer sign-up went in the Blast this week.
The Grand Traverse Pie Co. 5th grade fundraiser will have the following dates:
•    Save the date flyer goes home and in blast the week of Nov. 14th
•    Forms home Mon Dec 5th
•    Forms due back Fri Dec 9th
•    Pick-up pies/community partnership on Wed Dec 21st at the Pie Co. Unless arrangements have been made ahead of time with B. Williston.
Hospitality                        Mandi
Presented ideas on potential expenditures to improve marketing for Kindergarten Roundup, school spirit.  Will plan to present detail, including cost, at next meeting.  Purchased cups, plates, napkins for $100.
Teacher Representative                    Kristina
Reviewed wish list.  Board approved the following amounts for educational supplies:
Kindergarten     $214.95
1st Grade    (revisit to ensure complies with AAPS IT purchasing guidelines)
2nd Grade    $175.99
3rd Grade    $685.00 (e-vote on 10/19)
4th Grade    recommends 4th grade uses PTO Thrift allocation for Field Trip coverage
5th Grade    J. Streeter donated ELPH camera with new memory card to classes for taking pictures (new components to be covered by PTO – est. @ $60.00)
SSIS        $505.64
ALL        $224.65 (WorkRoom Supplies for all Staff)
$1866.23

New Business – none

Action Items/Adjourn                                    10:00pm
Grant Request Form
Approve K. Queen submission with addition of, “Verification that Request is in compliance with District Policy” (requires Principal signature)
_13_ Yes
__No
_1_Abstain
Next steps: K. Queen add to Pol/Proc doc

Teacher Wish List
Kindergarten     $214.95
1st Grade    (revisit to ensure complies with AAPS IT purchasing guidelines)
2nd Grade    $175.99
3rd Grade    $685.00 (e-vote on 10/19)
4th Grade    recommends 4th grade uses PTO Thrift allocation for Field Trip coverage
5th Grade    J. Streeter donated ELPH camera with new memory card to classes for taking pictures (new components to be covered by PTO – est. @ $60.00)
SSIS        $505.64
ALL        $224.65 (WorkRoom Supplies for all Staff)
$1866.23
_13_ Yes
__No
__Abstain
Next steps: Teachers to submit expenses (receipts) to A. Nelson for reimbursement
K. Rossi to gather additional detail from grades with unapproved items
J. Streeter to purchase supplemental components for ELPH camera for 5th grade and submit receipts to A. Nelson for reimbursement

Post meeting online vote:
Do you approve using PTO funds to purchase the Third Grade wishlist item: Developmental Studies Center – Gr. 3 Making Meaning in the amount of $685 to support literacy program?
14 – yes
0 – no

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