Ben Franklin PTA Executive Board

Meeting Minutes

August 27, 2015

Meeting called to order @ 3:35 pm by Roopa Satagopan. A quorum was present; signin sheets are attached. Proper meeting notice was provided.

Attendees: Jolyn Danielson,Roopa Satagopan, Beatrice Joe, Emily Brown, Dayna Hall, Evelyn Bundesmann, Liz Kane, Jill Pierson, Monica Rodriguez, Dave Griner, & Maryam Hakimian.

Approved June’s minutes with changes.

Motions Approved:

  1. Motion #1 – Dayna Hall moved that we amend the budget in the amount of $800 to include a line for 2014-2015 liabilities paid in 2015-2016 & was seconded by Emily Brown. This motion was approved by all in attendance;
  2. Motion #2 – Emily Brown moved that Dayna Hall destroy all remaining checks and deposit slips from Bank of America accounts & was seconded by Evelyn Bundesmann. This motionwas approved by all in attendance.

Action Items:

  1. Evelyn Bundesmann to follow up with the Interlake High School Robotics team for reissuance of a check;
  2. Send what training(s) and the date(s) that you attended to Roopa &/or Jolyn for tracking purposes;
  3. Maryam will get form from across the street to fill outto reserve the parking lot for Fall Family Night;
  4. Beatrice Joe will contact the Seahawks and make her our PTA contact;
  5. Beatrice Joe to contact the Star Wars collection family & ask them to attend the Jog-a-thon;
  6. Beatrice Joe and Emily Brown to go to Bob about T-shirts;
  7. Get last year’s After School Enrichment binder from Catherine Albertson.

Updates

Treasurer’s Report

  • Current financial report isavailable online;
  • Would like to amend the budget in the amount of $800 to include a line for 2014-2015 liabilities paid in 2015-2016 – see Motion #1 above;
  • Rationale: There are (3) late payments expected in this fiscal year from last year and Dayna has tried to get all receipts turned in by July 1st, they did not all arrive. One invoice is still outstanding – supplemental order of yearbooks which income was collected last fiscal year – Amanda Maggiora has about 25 yearbooks and about 300 inserts that we need to figure out how to disburse to students;
  • There is an outstanding check to Interlake High School Robotics in the amount of $75 that hasn’t been cashed. It is now considered an expired check. IHS needs to contact Dayna Hall for a replacement check since she hasn’t been able to reach them. Casey Griner was the Science Fair chair and might be able to reach someone at HIS – Evelyn Bundesmann to follow up;
  • Bank account info: 3 new accounts have been opened at Union Bank, 1 savings & 2 checking accounts – 1 checking account for our main business & 1 checking account to act as “receiver for” (and therefore tied to) our new PayPal account;
  • Once Dayna is sure that the Amazon and eScrip auto-payments are paying into the new account and not the old one, she will transfer the balances and close the accounts at Bank of America. Then, Dayna would like the permission from the board to destroy all remaining checks and deposit slips for the Bank of America accounts – see Motion #2 above;
  • PayPal account is set up. There will be regular PayPal reports printed and documented in the binder as part of the financial accounting process. Dayna will function as admin to the account but will set up a few others to be able to “see” the account (for accountability);
  • Financial Review Annual Report BOD reviewed:
  • The main comments at the end of the year was “Contracts need 2 officer signatures”;
  • Popcorn sales were mentioned in the review. Popcorn sales at Ben Franklin are a school sale, not a PTA sale. Popcorn sales are neither income nor expense nor an item the PTA needs to worry about for sales tax submission because Popcorn is not a PTA activity;
  • Charitable Solicitations Renewal was for the 2014-2015 year, the Financial Review Committee misunderstood the form;
  • Official June statement has arrived, been signed, and filed;
  • All other comments on the form were misunderstandings and Dayna would be happy to walk any board members through the binders for their own satisfaction;
  • Request for Payment (Reimbursement), Deposit/Cash, & Cash box forms are on the PTA website – they are also on the wall in the PTA office at the school:
  • Board members are the only ones allowed to spend the PTA money;
  • Dayna went over procedures for each & procedures are listed on the forms;
  • Can’t take monies out of the cash box to buy more things for an event – a PTA board member would have to pay for it and submit a reimbursement form for monies spent.

President’s Report

  • The following forms were handed out:
  • Conflict of Interest Policy Statement – needs to be filled out and turned in by our next BOD meeting;
  • Request for Payment;
  • Best Practices Checklist;
  • Purple School Calendar;
  • WSPTA Standards of Affiliation PowerPoint;
  • Blue Volunteer sheet;
  • EZ Grant Guidelines & Application – on our PTA website;
  • Our new Student Enrichment Grant Application & Evaluation form – on our PTA website;
  • Send what training(s) and the date(s) that you attended to Roopa &/or Jolyn for tracking purposes – trainings need to be completed by March 1st;
  • Change in next BOD meeting from 9/17 to 9/21 due to many board members attending PTA and the Law training in Duvall that night;
  • No morning meetings this year due to Mr. Cho stating that most teachers wouldn’t be able to make them;
  • Roopa would like to propose the following change to the Standing Rules as follows – the change is in bold & is an addition:
  • #7 to read: The Nominating Committee consisting of 3 members shall be elected according to the Bylaws, Article V, and Section 5 (a) & are due at the end of the fiscal year.

Events Update

  • The Welcome Back tea postcards were in the first day packets – the Safety Patrol students can help out on the day of – Starbucks will help with tea/coffee – need pastries – Maryam is organizing the tea and will be there beforehand;
  • Fall Family Night:
  • Safron is ready to go;
  • Blitz is reserved (need to contact the Seahawks to change Bea to be our PTA contact);
  • Smith Brothers will be there;
  • Need to reserve the parking lot across the street – Maryam will get form from across the street to fill out & make sure it’s a go;
  • A band will be there;
  • In case of rainy day we would have to use the commons building;
  • Need to request canopy tents for outside food areas;
  • Need building use form that was approved by Lori Neumann for the Welcome Back Night and the Fall Family Night – Kari Lusso submitted these at the school at the end of the last school year;
  • Having sample shirts at Fall Family Night would be great – change light blue to dark blue – Bea Joe and Emily Brown to go to Bob about the shirts.

Education Update

  • The art room is being used for classes:
  • An issue was raised about the kiln & it’s heat output;
  • Evelynn Bundesmann said that the kiln room is very well ventilated but hot;
  • If we pre-program to fire the kiln on Sunday, it can cool all Sunday night and not pose a problem to the classroom that is attached to it;
  • Can there be an external door somehow for entry – not through a classroom?;
  • An EZ Grant could be written to request it;;
  • Art supplies are in the kiln room;
  • No art program until we have door to the kiln room;
  • Evelyn Bundesmann will meet with the Art Docents the first week of school to discuss how to go forward – maybe hire Artists in Residence right from the beginning until the kiln room (art room) has access – could start in late October and end in early November.

Fundraising Report

  • Jog-a-thon is October 7th:
  • Star Wars theme;
  • Mrs. Kjolso will be preparing the kick off video;
  • Ideas:
  • Darth Vader;
  • Emily Brown has lots of light sabers;
  • Students could wear Star Wars shirts;
  • A family in Kirkland has a massive Star Wars collection and might be able to donate a few of their models – Bea to contact them & ask them to attend;
  • Water bottles were discussed – have to BPA free – Bea knows an Orthodontist that will sponsor the H2O bottles instead of having a water station but will have their name on it – this orthodontist would like to buy back students’ candy at Halloween as well.

After School Report

  • Jill Pierson spoke about the following Fall classes being offered:
  • Speak Easy which is public speaking on Tuesdays;
  • Rembrandt Drawing Class on Mondays;
  • Chess4Life on Mondays;
  • OT Athletics on Thursdays;
  • Self-Expression which is Drama Club on Mondays – they would have a play at the end of the session & is K-5;
  • Jump roping will be offered as a Winter class;
  • Maybe an Artist in Residence could be a ceramics lesson since it’s not on the docket for this school year thus far.

Communications Report

  • Amanda Maggiora updated the calendar & website – she has requested that VP’s talk to their chairs about things they want on both;
  • Send any changes to Amanda Maggiora;
  • The Webmaster fell through;
  • Updates needs a person;
  • Catherine Albertson will continue to update the Reader board out front – please send anything that needs to be added to the Reader board to ;

Items Noted

  • Maryam went to Everything Party and mentioned Ben Franklin ES due to being a fundraiser for our school – the percentage of items sold when Ben Franklin was mentioned went directly to the school not through the PTA – Bea spoke with a person at Everything Party and a check had been sent but not to the PTA to the school;
  • Choir – was in our budget but is now a school sponsored activity & is NOT being branded as a PTA involved event – first one is intermediate – limit is 100 kids & then primary – limit is 80 kids – the flyer that went home mentioned that if a child couldn’t pay that they would waive all fees, the PTA never agreed to this so Mr. Cho is having Ben Franklin sponsor it this year:
  • Need to take Choir line item out of budget – make amendment at September General Membership meeting;
  • The Board of Directors acknowledges the resignation of Lindsey Brisimitzis as Co-Vice President of Special Events & will let the General Membership know the same at our next GM meeting;
  • Allison Johnson would be great as a Co-VP of Special Events;
  • Liz will check with a friend of Lindsey’s that is coming in as a Kindergarten parent;
  • We need a chair for SAW & Evelyn Bundesmann will meet with Audrey Warmington who might want to chair this event.

Meeting adjourned at 4:54 p.m.

Respectfully submitted,

Jolyn Danielson

Secretary

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