PTO Minutes
September 1, 2016
6:15pm, PVE Adventure Center
Attendees: Katie Glenn, Sarah Benneyworth, Shannon Barron, Rhonda Adams, Dorothy LaBar, Molly Mounce, Kathy BeMiller, Julie Bradley, Keith Glenn, Vikki Duke, Kelly Manicke, Cheryl Atkin, Candace Murphy, Leah Haak, Carrie Steffen, Angela Billig, Gretchen Farb, Rachel Cross, Jon Cross, Amy Tischer, Marianne Samuel, Laura Rittes, Kiandra Adlong
Staff: Chad Smith, Dana Dietz, Lauran DeWees, Laurie Wanser, Kasey Cope, Michelle Weesies
State of the School Address – Chad Smith spoke to the group about the current school year. He had Lauren DeWees speak about the new counseling program that is being utilized by all the students in a classroom setting and Laurie Wanser who is our new 360 wellness coordinator. The school is preparing for more growth and safety is number 1 in his mind.
President – Katie Glenn introduced the PTO Board
Vice President – Sarah Benneyworth
Treasurer – Leah Haak
Secretary – Kiandra Adlong
Communications – Kathy BeMiller
Family Services – Shannon Barron
Student Services – Molly Mounce and Kathy Smith
Fundraising – Julie Bradley and Sarah Henkle
Staff Services – Jen Graves and Ellen Bailey
The July minutes were approved
Ice Cream Social – Katie thanked Shannon Barron for a great job. We received a lot of positive feedback and most families enjoyed trying something new.
New Parent Breakfast – Katie thanked Shannon Barron for opening her home and successfully advertising the event via signage at the school, social media, and fliers sent home with kindergarten students.
Voting Procedures – questions have been asked regarding voting procedures. Board members are responsible for voting on all PTO matters, whether it’s spending money or changing procedures. These votes are done using a blind ballot procedure and board members write their votes on paper and the secretary tallies them. The only vote open to all parents is in April during which we vote on Board Members for the following year.
Principal’s Discretionary Account – instead of the PTO paying for requested items throughout the school year, the PTO will give them $4000 to keep in an account to spend as they see fit. Arin Lancaster will communicate with Leah each time they spend funds and Chad and Dana will present a report each PTO meeting of what they’ve purchased. Assuming this goes well, another check will be given in January for $3000.
Voting Results: 8 YES/0 NO
Enrichment Budget – the PTO would like to change the way this procedure is done. An account with $1000 will be set up with ZCS and every time Gretchen approves the purchase of an electronic device that a teacher has requested through grade level enrichment funds, Arin can draw from that account.
Voting Results: 8 YES/0 NO
Gaga Pit Update – PTO accepted Dakota Excavating’s proposal to do the work and pour the concrete. Since then it has been brought to our attention that the PTO cannot do any work on our playgrounds without the approval of ZCS. Katie is in contact with Becky Coffman, ZCS COO and we are currently in a holding pattern.
1st quote = Sam the Concrete Man $7460, best and final $4300
2nd quote = Indianapolis Concrete $4314, best and final $3881
3rd quote = Dakota Excavating $3455
PTO Secretary Mid-Term Change – Jeanne Davis has resigned and Kiandra Adlong has accepted a nomination for secretary position
Voting results: 8 YES/0 NO
Veteran’s Day – a volunteer is needed to run this school event
Picture Day – PreK and Kindergarten will have pictures taken on September 13, and grades 1-4 on September 14.
Student Directory – Due to FERPA regulations, the student directory will not divide the children by classes this year and instead you will find them listed by grade level. Per Dan Layton this is a complication that exists only this year and next year the registration process will allow for parents to have the choice to release classroom information. The directory should be available mid to late September.
Book Fair – Set up is October 5 and will be open October 7-12. The PTO has a Scholastic balance of $10,267. $1,642 will expire October 3. Once that is spent down our balance will be $8,625. Carrie would like to offer the staff $75 to spend (up from $50). Carrie would like to hear from the school where it should be set up this year. She has ordered a down-sized version from last year assuming we are not permitted to set up in the area occupied by the Parent Café.
President’s Council Meeting – Katie and Sarah will attend the meeting on September 9. A full report will be given at the next meeting.
Vice-President – Sarah Benneyworth
Reminded everyone how important communication is between the PTO board.
Treasurer – Leah Haak
Cash – accounts are reconciled to the bank statements as of August 31, 2016
ONB checking - $16,342
ONB savings - $14,958
Amazon Smile checking - $167
$42 in dine out profits and $32 in Tyson labels have been collected this year to date.
Communications – Kathy BeMiller
All PTO information can be found on the PTO facebook page and website
Family Services – Shannon Barron
Back to School Night - $800 savings with the switch to popsicles from ice cream cups
New Parent Breakfast – had a great attendance and was well received
PVE Tailgate – scheduled for September 30, 5-7pm at Jennings Field.
Veterans Day reception – November 11; a volunteer is still needed to run this program
Enrichment – Gretchen Farb
The flyer for enrichment requests has been modified. The flyers are located in a folder in Gretchen’s mailbox at the school. No purchases are to be made without prior approval by Gretchen. Electronics will be purchased by Arin Lancaster, other items will be purchased by Katie Glenn. Teachers may purchase on their own for reimbursement but prior approval is required.
Fundraising – Julie Bradley & Sarah Henkle
The Scoop fundraiser will take place on September 6, 4-9pm. Eight teachers will be there helping to serve up the ice cream.
Currently working with the American Legion to have a PVE pizza night on Friday, September 16. PVE will receive $2 for each pizza sold. We can also do a bake sale there to raise more money.
Student Services – Molly Mounce Kathy Smith
Student Directory - All 12 sponsors from last year have agreed to advertise again for the directory this year. We should expect $1200 to come in for this. Good Impressions will print the directories again. The expected cost should be in line with last year, which was around $1200. The directory will go to the printer by Tuesday, September 6.
School Supplies – there were no issues with delivery and sorting out for the new school year.
Staff Services – Jen Graves & Ellen Bailey
Staff Services has had quite a few events since the beginning of school. The Back to School Treats, coordinated by Elizabeth Burnett, occurred on August 8 with the Back to School Breakfast, coordinated by Ellen and Jen, a few days later on August 12. Both events went well. The Back to School Breakfast used to occur on the same day, and coordinated by the same people, as the New Parent Breakfast. Since the New Parent Breakfast now occurs offsite, Staff Services is now in charge of the staff breakfast. It went really well! Starbucks donated the coffee and the budget for the event was spent on bagels from Einstein.
With the tornado warning keeping the staff late on August 11, Staff Services had a Severe Weather Thank You the following day, August 12. Snacks and drinks were purchased and placed in both teachers' lounges.
There are 2 upcoming events. On September 14, Jody Miller will coordinate the fruit bar. The sign-up genius went out this week.The Fall Luncheon is scheduled for October 13, coordinated by Sara Jenkins.Heidi Theobald has sent out the sign-up genius for staff birthday lunches. Please sign-up for one if you can!
Special thank-you's to Elizabeth Burnett and Jen Gaither (welcome back breakfast) for their service to the PVE staff!
Parent Q & A – no questions were asked
Meeting was adjourned by Katie Glenn.
Next meeting is scheduled for October 3, 11:30am.