1/14/2019 20190108 General Meeting Minutes - Google Docs

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PTA General Membership Meeting Minutes January 8, 2019 at 9:00 AM

Amanda Jones called the meeting to order at 9:06 am. Amanda passed around thank you notes from teacher appreciation cookie mitt tokens. Amy Bell motioned to approve the December General PTA Meeting Minutes; Katie McCroskey seconded the motion. The motion was approved by voice vote. Treasurer’s Update. Jamey Burden was unable to attend the meeting. A copy of the Treasurer’s report was included with the disseminated agendas; the membership was asked to review the report and forward any questions directly to Jamey. Jamey will be at the next meeting and will be able to provide a more detailed, verbal update at that time. Communications. John Bartos was unable to attend the meeting. Rainey Chase went over calendar in John’s absence, making note of Chipotle dine out as well as Bingo being next month. Committee Updates (Rainey Chase, Vice President/Chairs)

­ Directories (Rachel Burdo). All directories have been passed out to PTA members. If you were supposed to receive one but did not please speak to me after the meeting (or reach out to Rachel)

­ After School Programs (Anne Marie Chester). The class are open for registration. After overcoming a few hurdles we have 10 classes scheduled. We are excited to offer 3 new classes:

­ Money Matters ­ which lays the foundation for healthy financial habits ­ Bulls and Bears ­ a simulation game for learning how to make and lose

money in the stock market. ­ STEM EXCEL Comic Book Illustration ­ a combination STEM, Literature,

Writing, and Art course. For full details see the PTA weekly KIT email.. ­ Dine Out Night ­ Jan 15th from 5pm­9pm at Chipotle (bring flyer). We are still

looking for a Dine Out Chair to assist with copying flyers and making signs as well as setting up additional dine outs for February/March.

­ Spiritwear (Monica Bartos) . All orders have been filled & money turned over to Jamey. I do have some stock left.

­ Community of Caring (Monica Bartos). Our Giving Tree (donations of toys, clothing, food items, toiletries, household goods, etc) supported several families in our area. Items

1/14/2019 20190108 General Meeting Minutes - Google Docs

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PTA General Membership Meeting Minutes January 8, 2019 at 9:00 AM

were distributed through social workers and counselors that service the Springfield Community and Bren Marr Park ES. As usual, we had a wide variety of donations which allowed us to meet the differing needs of several families. Thank you to those who gave generously.

­ Safe Routes to School (Monica Bartos). Our safety Patrol team is 40 5th & 6th graders strong. They arrive and check in at 8:15 each morning and 'direct traffic' until 8:45, rain, shine, sleet or snow. The PTA provides supplies for hot chocolate to be served when the morning temperature is below 32 degrees, but a parent volunteer is needed to prep and serve. If you are able to assist one morning or two, please reach out to me. Our sign up genius has several vacancies. The time commitment is approximately 8:15­9:00 am and you can bring children with you. We also continue to support the Patrol of the Month award by providing movie tickets to the winner.

­ Science Expo (Shelley Haley and Anne Marie Chester). Flyers were sent out before the break. Everything is going along as scheduled.

­ Volunteer Coordinator (Tahnee Blauser). Mentioned how volunteer response is low and we need to look into adding more people to the volunteer list because she rarely gets any responses when reaching out asking about volunteer opportunities.

­ Special Education Representative (Jen Kunkel). Thank you for help from school and parents for the inaugural special education parents coffee and thanks for help with the bulletin board during inclusive schools week. On January 31st from 9­10am there will be another special education parents coffee in the cafeteria for parents only to meet and share info.

­ Room Parent Coordinator (Stacey Mann). Mentioned she still has a large amount of class funds that have not been picked up by the grade level treasurers (especially 5th and 6th grade).

­ Bingo (Katie McCroskey). Bingo is February 22nd. It will again be in the gym but library is also booked with the intention of having girl scouts of national honor society members from WSHS on hand to babysit younger siblings who wouldn't be playing bingo to free up more seats to help with fire code for Bingo night. The snow date is the 1st of March.

New business (Amanda Jones, President)

Amanda Jones reviewed the ideas the exec team received from the membership/community regarding how to meet the current budget deficit and also how to improve/fundraise/etc for future years and not have a deficit. Most ideas were fundraising ideas and she shared these ideas (full list below). Upon going through some of these both Amanda and Rainey thanked the general membership for sending along

1/14/2019 20190108 General Meeting Minutes - Google Docs

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PTA General Membership Meeting Minutes January 8, 2019 at 9:00 AM

ideas and stated that while they were very appreciative of these ideas they were also concerned about the amount of volunteers needed for most of these ideas and that this could be a large hinderance to most of them being able to occur. Angela Shogren asked if these ideas were only for this years budget shortfall and exec team answered that we were looking at them both for this year and future years. Tahnee Blauser suggested charging a $40 per student STEAM lab fee to take care of the amount of money the PTA covers for the STEAM lab. Exec team said that this idea has been considered previously and could possibly remain in discussion but does have some flaws to consider when moving forward. Jen Kunkel asked a question about what happens to the STEAM lab without the PTA monetary support. Dr. Sheers said most likely STEAM would have to change to a part time position versus a full time special the way it is now which results in less time for the students to visit it. Katie McCroskey asked if there was an issue with asking for a lab fee for STEAM. Dr. Sheers answered that it is tricky based on the PTA and school budget and the effect the fee can still have on the PTA goals for membership, fundraising. etc. Karen Huffman asked if the salary of the position was affected by this funding issue and Dr. Sheers said yes. Ben Miller pointed out that he has heard a lot of grumbling about the money for STEAM lab and believes we need to have a bigger discussion about goals and what we as a PTA and school are trying to do long term. He made note of the fact that it is always the same people who donate no matter how or when we ask for money. Karen Huffman added that there seems to still be a disconnect over PTA funds and how they are used and Amanda Jones responded that we as a PTA membership need to be engaging these people in conversations. Stacey Mann added that all of this is not a new issue and nothing the current board has done. She doesn't feel that anyone would have an issue with our current events having a charge. That the exec team has been doing a good job and the current set up of lack of fundraising, one and done ask, worked but no longer works due to needing to evolve with the added layer of STEAM in the budget. She mentioned that the Fun Fair used to have a charge and also suggesting looking into having community wide style event where the neighborhood could participate and have ways to donate and be in touch with the school. Angela Stirling asked if other schools have a STEAM lab and if so, how do they fund them. Amanda Jones said that yes some have them and most use PTA funds although lots have closed due to problems related to funding. Ben Miller said again how he has heard that an opinion of lots of others is that they do not like STEAM and don’t want it and did not pay. He emphasized that this was not his personal belief and that him and his family thoroughly enjoyed the STEAM lab. Franny Jessup wanted to make note that she feels that the exec team has been doing a great job and minus us not having the anonymous donor this year we have raised exactly what we needed in the previous year and thinks we need to not be so hard on ourselves because it has been a very successful fundraising campaign. Then Karen Huffman said with regards to something like a rummage sale she would lead it if she could get a volunteer team. Julie Grant said she would take on an adults only event like a trivia night. Rainey

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PTA General Membership Meeting Minutes January 8, 2019 at 9:00 AM

emphasized again that getting people in play to volunteer is crucial and that we are thankful for the desire to get some of these projects off the ground and need teams of people to ensure they can happen. Jen Kunkel said she would like to see a 5 year plan for the STEAM lab and what it looks like based on what percentage the PTA donates or does not donate and Dr. Sheers’ response was that the budget fluctuates so much even from FCPS provisions each year and changes that this is a difficult thing to do due to so many variables. Dr. Sheers also added that if needed they would probably fundraise as a school and would look into that if needed. Angela Shogren spoke about being a part of silent auction and Karen Huffman mentioned online software as well for this type of sale. Amanda Jones and Rainey Chase thanked everyone for their input and informed the general membership that we would have ideas for them to look over by March re: the budget deficit and budget amendment. Then a vote will occur at the May meeting.

Announcements

­ Next Meeting: February 5, 7 PM in the WSES Library (John Bartos, Secretary) Amanda Jones adjourned the meeting at 10:04 am. ~~~~~~~~~~~~~~~~~~~~~~ Suggested Fundraising Ideas Provided to Exec Team

­ Charge for Blue and White Fun Night. ­ Have teachers run after school programs to save money. ­ Identify and solicit large donations from corporate sponsors (i.e. Lakeshore Learning,

Under Armour, etc) ­ Adult only fundraiser events at local businesses (i.e. Trivia Night at Fair Winds, etc) ­ Parents night out ­ provide babysitting service with donations going to PTA. ­ Rummage sale ­ If 100 families participate and donate 5 items of approximately $20/item

value, a possible $10,000 could be raised. Some items will be less than $20 while many will be much greater than that.

­ Glow dance ­ turn light off, have black lights, get a volunteer DJ, sell glow packs (preorders)

­ Father/daughter or Mother/son dance ­ Boy Scouts provided spaghetti dinner. ­ Candy gram ­ Valentine’s Day ­ Gift wrapping during the holidays (donations only) ­ Cookies and Canvas ­ like paint and sip but with cookies; our art teacher volunteered to

lead the class ­ Birthday gram ­ parents pay $5 to send a birthday gram to their child on their birthday

(maybe with a stuffed animal with a personalized letter from their parents) ­ Decrease/Eliminate funds for Field Trip buses

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PTA General Membership Meeting Minutes January 8, 2019 at 9:00 AM

­ Decrease each budget lines by 5­10%; others can probably be decreased more (i.e. staff appreciation)

­ Sponsor another boosterton

1/14/2019 20190108 General Meeting Agenda - Google Docs

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PTA General Membership Meeting Agenda January 8, 2019 at 9:00 AM

Call meeting to order & welcome (Amanda Jones, President) Review of December General PTA Meeting Minutes & Old Business (Amanda Jones, President) Treasurer’s Update (Jamey Burden, Treasurer) Communications (John Bartos, Secretary)

- Calendar Updates Committee Updates (Rainey Chase, Vice President/Chairs)

- Directories (Rachel Burdo) - After School Programs (Anne Marie Chester) - Dine Out Night - Jan 15th from 5pm-9pm at Chipotle (bring flyer) - Spiritwear (Monica Bartos) - Community of Caring (Monica Bartos) - Safe Routes to School (Monica Bartos) - Science Expo (Shelley Haley and Anne Marie Chester) - Volunteer Coordinator (Tahnee Blauser) - Special Education Representative (Jen Kunkel)

New business (Amanda Jones, President)

- Discuss compiled list of budget ideas from general membership Announcements

- Next Meeting: February 5, 7 PM in the WSES Library (John Bartos, Secretary) Adjourn Meeting (Amanda Jones, President) +++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++

Key Dates - January 2019

- Jan 15 - Dine-out at Chipotle

2018-19 WSES PTA Calendar

August JanuarySaturday August 11, 2018 10 AM - 12 PM Kindergarten Playdate Tuesday January 8, 2019 8:00 AM PTA Leadership Team MeetingThursday August 23, 2018 varies Open House (school event) Tuesday January 8, 2019 9:00 AM PTA General MeetingThursday August 24, 2018 12:00 PM Back to School Luncheon Tuesday January 15, 2019 5-9 PM Dine Out Night @ ChipotleTuesday August 28, 2018 8:45 AM Back to School Coffee

FebruarySeptember Tuesday February 5, 2019 6:15 PM PTA Leadership Team MeetingTuesday September 4, 2018 8:15 AM PTA Leadership Team Meeting Tuesday February 5, 2019 7:00 PM PTA General MeetingTuesday September 4, 2018 9:00 AM PTA General Meeting Friday February 22, 2019 5:00 PM Bingo NightFriday September 7, 2018 5:00 PM Back to School Ice Cream SocialWednesday September 12, 2018 varies Back to School Night (school event) MarchWednesday September, 19, 2018 5-9 PM Dine Out Night @ Austin Grill Tuesday March 5, 2019 8:00 AM PTA Leadership Team MeetingThursday September 21, 2018 - Chalk4Peace Tuesday March 5, 2019 9:00 AM PTA General Meeting

Friday March 29, 2019 5:00 PM Science Expo/Family STEAM NightOctoberTuesday October 2, 2018 6:15 PM PTA Leadership Team Meeting AprilTuesday October 2, 2018 7:00 PM PTA General Meeting Tuesday April 2, 2019 6:15 PM PTA Leadership Team MeetingWednesday October 10, 2018 - National Walk to School Day Tuesday April 2, 2019 7:00 PM PTA General MeetingSaturday October 13, 2018 10 AM - 12 PM Pyramid Challenge Friday April 26, 2019 6:00 PM International NightTuesday October 23, 2018 5 - 9 PM Dine Out Night @ Ledo PizzaWednesday October 24, 2018 5 - 9 PM Dine Out Night @ Ledo Pizza May

Tuesday May 7, 2019 8:00 AM PTA Leadership Team MeetingNovember Tuesday May 7, 2019 9:00 AM PTA General MeetingFriday November 9, 2018 4 - 8 PM WSES Night at Flight - May 6-10, 2019 - Staff Appreciation WeekTuesday November 13, 2018 8:00 AM PTA Leadership Team Meeting Wednesday May 8, 2019 - National Bike to School DayTuesday November 13, 2018 9:00 AM PTA General Meeting Friday May 17, 2019 6:00 PM Blue and White Fun NightTuesday November 13, 2018 11 AM - 10 PM Dine Out Night - Chuy's Tuesday May 21, 2019 5 - 9 PM Dine Out Night @ Ledo PizzaFriday November 30, 2018 6:00 PM Movie Night Wednesday May 22, 2019 5 - 9 PM Dine Out Night @ Ledo Pizza

December JuneTuesday December 4, 2018 6:15 PM PTA Leadership Team Meeting Tuesday June 4, 2019 6:15 PM PTA Leadership Team MeetingTuesday December 4, 2018 7:00 PM PTA General Meeting Tuesday June 4, 2019 7:00 PM PTA General MeetingWednesday December 12, 2018 4-8 PM Dine Out Night - Panera June 4-5, 2019 - 4th Grade Colonial Days

June 13, 2019 - 6th Grade Party

Note: All dates are tentative and subject to change. Please visit www.wsespta.org for the most up-to-date information or refer to our weekly Keep In Touch (KIT) email messages (sent on Tuesdays).

West Springfield Elementary PTATreasurer's Report 12/01/2018 to 12/31/2018

A Membership Dues & Donations Income Expenses Year to Date Net Budget More/-Less

Combined Federal Campaign 197.16 - 1,269.04 4,500.00 -3,230.96

Membership Dues & Donations 15.00 - 28,540.36 39,725.00 -11,184.64

Total 212.16 - 29,809.40 44,225.00 -14,415.60

B Directory Ads Income Expenses Year to Date Net Budget More/-Less

Directory Ads - - - 500.00 -500.00

Total - - - 500.00 -500.00

C Rewards Programs Income Expenses Year to Date Net Budget More/-Less

Box Tops - 17.87 -17.87 1,500.00 -1,517.87

Store Rewards - - 64.72 2,500.00 -2,435.28

Total - 17.87 46.85 4,000.00 -3,953.15

D Miscellaneous Income Income Expenses Year to Date Net Budget More/-Less

Interest Income 3.57 - 46.60 - 46.60

Dine Out Nights - - 731.09 2,500.00 -1,768.91

Spirit Wear - - 234.26 1,000.00 -765.74

School Supply Packs - - -1,463.74 1,000.00 -2,463.74

Other Fundraisers/raffle/pizza 200.26 - 818.34 1,500.00 -681.66

Total 203.83 - 366.55 6,000.00 -5,633.45

E Transfer of Funds from Savings Income Expenses Year to Date Net Budget More/-Less

Transfer of Funds from Savings - - - - -

Total - - - - -

F PTA Operations Income Expenses Year to Date Net Budget More/-Less

Bank Fee - - - - -

Bonding & Insurance - - -377.00 -400.00 23.00

Local, State, & National Dues - - -1,004.00 -1,500.00 496.00

Supplies - PTA - - -245.55 -500.00 254.45

Supplies payable to WSES - - - -400.00 400.00

Class Funds 164.00 164.00 - - -

Total 164.00 164.00 -1,626.55 -2,800.00 1,173.45

G PTA Programs Income Expenses Year to Date Net Budget More/-Less

CAPS - 825.00 -825.00 -2,500.00 1,675.00

Community of Caring - - - -250.00 250.00

Field Day - - - -100.00 100.00

Field Trips - 1,000.86 -1,000.86 -5,000.00 3,999.14

Pyramid Challenge - - - -100.00 100.00

Reflections - - - -100.00 100.00

Safe Routes to School - - - -675.00 675.00

Science Expo - - - -100.00 100.00

Student Awards - - - -400.00 400.00

Student Needs - 6.25 -97.84 -1,500.00 1,402.16

Ambassadors Program - - -44.89 -200.00 155.11

After-School Activities 1,150.00 672.00 558.00 - 558.00

Total 1,150.00 2,504.11 -1,410.59 -10,925.00 9,514.41

H Family Fun Nights Income Expenses Year to Date Net Budget More/-Less

Blue & White Fun Night - - - -1,850.00 1,850.00

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Back to School Ice Cream Social - - -313.98 -300.00 -13.98

Bingo - - - - -

International Night - - - -300.00 300.00

Movie Night - 280.55 -280.55 -250.00 -30.55

Total - 280.55 -594.53 -2,700.00 2,105.47

I WSES Clubs Income Expenses Year to Date Net Budget More/-Less

Counselor Sponsored Groups - - - -300.00 300.00

News Crew - - - -100.00 100.00

Recycling Patrol - - - -100.00 100.00

SCA - - - -100.00 100.00

Total - - - -600.00 600.00

J Grade Level Special Activities Income Expenses Year to Date Net Budget More/-Less

6th-Grade Promotion Party - - - -500.00 500.00

4th Grade Colonial Days - - - -500.00 500.00

Special Education PTA - - - -250.00 250.00

Total - - - -1,250.00 1,250.00

K Teacher Appreciation Income Expenses Year to Date Net Budget More/-Less

Teacher/Staff Appreciation - - -528.98 -1,300.00 771.02

Staff Appreciation - Principal - - -369.71 -600.00 230.29

Total - - -898.69 -1,900.00 1,001.31

L Academic Enhancements Income Expenses Year to Date Net Budget More/-Less

Grades ($500 each, PK-6, NOT 4) - 409.68 -556.17 -3,500.00 2,943.83

STEAM Lab 2019-2020 - - 2,176.80 -20,000.00 22,176.80

STEAM Lab 2018-2019 - - -7,300.71 - -7,300.71

Total - 409.68 -5,680.08 -23,500.00 17,819.92

M Teacher Allowances Income Expenses Year to Date Net Budget More/-Less

Classroom Teachers (3+ Years) - - -1,004.50 -3,250.00 2,245.50

Classroom Teachers (New) - 200.00 -594.61 -1,600.00 1,005.39

Library (Supplies, Authors) - - - -1,300.00 1,300.00

Specials (Advanced Academics) - - - -150.00 150.00

Specials - - -600.00 -1,500.00 900.00

Total - 200.00 -2,199.11 -7,800.00 5,600.89

N Capital Improvement - Savings Income Expenses Year to Date Net Budget More/-Less

Technology - - -1,248.99 -2,500.00 1,251.01

Beautify School - - -500.00 -750.00 250.00

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Total - - -1,748.99 -3,250.00 1,501.01

Grand Total Income Expenses Year to Date Net Budget More/-Less

1,729.99 3,576.21 16,064.26 - 16,064.26

Bank Account Balances 12/01/2018 12/31/2018 Last Reconciled Summary for the Period

TD Bank Checking 40,231.99 38,382.20 12/31/2018 Starting Total 61,231.20

Cash on Hand 0.00 0.00 Never Income 1,729.99

TD Bank Savings 20,999.21 21,002.78 12/31/2018 Expenses - 3,576.21 -1,846.22

Total 61,231.20 59,384.98 Ending Total 59,384.98

Review Reconciled Bank Statement Reports along with this Treasurer's Report to ensure its accuracy.

Treasurer's Report Submitted by:

Name: ___________________________________________ Signature: ___________________________________________ Date: _________________

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