Call to Order- Kayla Nelson
Adoption of the Agenda
Roll Call & Approval of Previous Minutes–Heather Sjavik

  • Officers:

Kayla Nelson / x / Melanie Meinhardt / x / Angela Matta / Heather Sjavik / x / Tiffany Houser
  • Executive Board Members:

Principal Staley / SES Campus Chair, Catrina Fisher / x
Principal Ayo / SMS Campus Chair, Melissa Hickman / x
Principal Sterling / SHS Campus Chair, Rachel Baughman / x
  • Standing Committee Chairs/Assistants/Advisors:

Academic Enrich. / Uma Youts / Kara Ranta / x
Box Top / Nancy Williams / Marcy Shipman
Dining4Dollar$ / Brittany Lucien / OPEN
7th/8th Grade Dance / Tori Stevens / Samantha Rawlinson
Hospitality / Nicole Irrobali / Chastity Lawrence
Sara Smith
Program & Event / Laurie Eastman / x / Adriana Hutson
Reflections / Jillene Mangrum / x / Kristy Marshall
School Supplies / Jennifer Edwards / Leah Powell
Spirit & Unity Wear / Melissa Crumley / OPEN
Special Needs / Patti Vasquez / x / Teresa Bruszer
Sponsorship / Meagan Skidmore / x / Robbie Reed / x
Membership / Jenafer Wade / Kate Frazer / x
Historian / Andrea Freeman
Assist. Treasurer / Amy Bert / x
Communication Assistant / Mendy Flowers
PTA non-Bank Signer / Sarah Bradford
Special Needs Liason / Erica Lawless / x
Special Needs Liason / Colbey Smith

Officer Reports:

  • President - Kayla Nelson
  • Carnival- Review, Life Achievement Award, $500 Kick In for Cash In, Carnival damages
  • Many people liked the layout and allow parents to enjoy the day. Community could be a part of it. PTA helped to bridge the gap between homecoming events and carnival.
  • Stressful – taking indoor carnival to outdoors was stressful.
  • Weather concerns (breeze)
  • How to set up
  • We needed more manpower
  • Board could do better to support the chair
  • Very proud of PTA and what we did
  • Life Achievement Award was a “moment”. Community members expressed appreciation.
  • Both SISD and Town folk wanted to be more a part of it, and we wanted them to be there, but it was a PTA “thing” – Meagan arranged it.
  • Kick for Cash – PTA got $500. Kicker got bag and gift card from Trophy Nissan and hat and other swag
  • Trophy Nissan Truck got damage when hay was being loaded by high school students. We offered to pay for damages. Have not been billed by Trophy Nissan.
  • Trophy Nissan Power of Pink Campaign
  • Trophy Nissan wrapped in pink for breast cancer awareness. Got approval from parents for picture. Kids got t-shirts and in video for Trophy Nissan Breast Cancer awareness add.
  • Next issue of The Sunnyvale Times will be in Mailboxes 1st week in November
  • Will put information in the Sunnyvale Times about PTA.
  • Vice President – Melanie Meinhardt
  • Annual Budget Approved and areas of focus for 2016-17 (see attached)
  • Special Ed Activities are funded with increase in budget
  • Carnival Prelim #’s (see attached)
  • Scholarships – we want to change scoring method so that the same kids don’t get all the scholarship money. Include a way to choose scholarships based on different metrics. May include kids in trade schools and community college.
  • Rachel B. has a committee who is leading the effort to change how scholarships are awarded.
  • Families and kids enjoyed carnivals
  • Elementary didn’t bring in as much money – rather Kinder didn’t. Perhaps too many auctions for them. Next year, reduce number of available auction. Maybe change from each teacher to have one to all teachers share an auction.
  • About $8000 brought on for Silent Auction with half as many items to bid on.
  • Parent’s liked seeing Principals go on wipe-out
  • Treasurer Report – Angela Matta (Kayla Nelson in Angela’s absence)
  • Sarah is on top of the Quarterly Sales Tax of Oct 20th
  • September bank reconciliation still needs to happen
  • Need an audit because we can’t reconcile PTAvene with what was deposited.
  • Quarterly Taxes were filled on what PTAvene says, not what was deposited. May have to do an amendment.
  • Bank Reconciliation
  • Kayla is working on bank reconciliation. PTAvenue is $200 over. Kayla will find error and sync them up.

Executive Reports:

  • SES Campus Chair - Catrina Fisher
  • Book fair with lots of volunteers
  • Needs auction winners to organized silent auction events
  • Amy Bert is working on finishing silent auction
  • SMS Campus Chair – Melissa Hickman
  • Decorated for Homecoming with about 15 other moms. Kids will take them down. Lots of work from the committee
  • Will do Sonic for teachers on Wednesday (early release day).
  • Field Trips
  • Budget increases about $1000 for 5th and 6th grade ($1000 each)
  • 5th grade – for Math ELU – go to Ranger field. Work with Team managers and work with budgets, hire a player and a little bit of player statistics. Will tie in with Reading ELU to create an informational card for the player.
  • Principal Ayo wants all field trips need to tie to what the teachers are already doing. Kayla was concerned with doing a sports field trip.
  • Big thanks to Melissa for creating a field trip that meets requirements of Principal Ayo
  • Will help them apply school subjects to real life.
  • Other possible field trips
  • Mint in Fort Worth – free, but maybe PTA provides lunch and provide volunteers.
  • We should turn activities into Academic Enrichment
  • These take the place of Holiday Parties (Valentines, Halloween etc.)
  • Discussion around if we can still do the parties. Maybe ask parents to bring treats and waters etc.
  • W1C marketing says, this means you don’t have to give money for parties. Can we change what W1C is for?
  • SHS Campus Chair –Rachel Baughman
  • Kayla says, “She’s doing fantastic at the HS”

Standing Committee Chair Status Reports:

  • Historian- Andrea Freeman
  • The day of the carnival started early. I had a very excited cheerleader who was going to be part of the Homecoming Parade for the first time. I don’t think she slept much the night before. At the parade, I was able to capture some images of the PTA float as well as kids and parents who participated.
  • During the Pep Rally, images of PTA officers such as Kayla, Melanie, and Meagan with Mayor Phaup were taken as he received the PTA National Award.
  • Once the Fall Carnival started, I was able to capture some entertaining images of our principals, assistant principal, and Doug Williams in the Ultimate “Wipe Out” Challenge along with their teammates. Following this event, I walked around taking some fun images of kids laughing, playing games, doing face painting, families enjoying the cakewalk and the silent auction, as well as people socializing and enjoying being outdoors. I think we can all say the great weather was a big plus! I also captured images of some PTA Board members enjoying what they worked hard for.
  • One thing I would like to request is a PTA nametag, which would make parents comfortable knowing I’m part of the PTA vs. a random stranger taking pictures of their kids! Once I explained myself, all parents gave me the green light.
  • I know there are some upcoming events such as the PTA Reflections on Oct. 29th. I will not be able to attend this event. However, if one of you could please take some images for me, I would greatly appreciate it. Feel free to email them or upload them to the PTA DropBox folder I’ve created.
  • username:
  • password: Sunnyvaleraiders
  • Assistant Communications- Mendy Flowers(Kayla Nelson in Mendy’s absence)
  • Creates a great newsletter and all the e-Alerts
  • Can get cheap color copies
  • Copied Reflection flyers, sorted and delivered
  • Membership- Jenafer Wade (Kayla Nelson in Jenafer’s absence)
  • Has updated all contact information for members
  • Sending out information for all members
  • Katie has helped to create letters and cards for all members
  • Do we have a password on “teacher favorites” page? Right now, we do. Can we update without password. Yes
  • Let’s not put a password
  • Will also email out favorites list to PTA members.
  • Academic Enrichment- Uma Youts
  • New Committee Members: Kaity Zollinger, Ancy Samuel, Ancy Mathew
  • After-School Programs:
  • SES: USA Chess, Code Academy, Arts-A-Blast, Mad Science
  • SMS: USA Chess, Code Academy, Arts-A-Blast, DaVinci’s Nook Robotics
  • Over 120 students enrolled in the Fall programs
  • Estimated over $1,700 to receive in incentives from vendors for fall semester, which go to teacher sponsors for their classrooms (approval by principal)
  • Educational Events:
  • SES STEM Night coming up: reaching out to Ms. Staley to see what the needs are ($500 budget)
  • SMS – Looking into speakers
  • Other Academic Enrichment Request:
  • Raider Station supplies: $500 approved by Academic Enrichment Committee
  • Developing an application and evaluation scoring process for future requests, to ensure they are all evaluated consistently and approval has documented justification.
  • Reflections- Jillene Mangrum
  • 223 Entries – most entries come via teachers (Goral, Phelps)
  • Most are visual arts
  • 2 Special Artists
  • 1 Dance
  • Should encourage students to participate in Film, Dance and Music Composition
  • Exhibit is next weekend
  • Will put visual arts on tables instead of boards/walls
  • Middle School gym next Saturday
  • Needs volunteers and help
  • Wants personal invites to School Board and Town Council
  • Rules say every entry has to be mounted on sturdy material
  • Decided to not get all “ready” only those that advance to regionals.
  • Every entry that advances needs to be a member. Will need help to verify membership and get those not members to join.
  • Kayla – Jillene brought this program to our school. She’s been running this for 3 years. After Regionals, Jillene will be stepping down.
  • Special Needs- Patti Vasquez
  • Special Olympics at Shenaniganz on Nov 3rd. Bowling competition against each other. Just our school district
  • $218 pay for all 18 kids, bowling, shoes, and food. Medals are donated (via Colby)
  • Need Uniforms – HS student raised money for Special Ed Uniforms
  • Concerned with overstimulation, but during the day it is quieter.
  • Last year was Bowl-a-Rama. Not very organized.
  • We got a good rate due to Meagan’s negotiating prowess
  • Feb – Basketball tournament – Partnering with SISD
  • We have sponsors banners and PTA banners
  • Have partners from Baylor scholastic etc. Special Olympics has brought in money from different sponsors.
  • Need to get to work on Special Olympics Ornament
  • Middle School has asked for help and Elementary School has new facilities. Maybe we need to encourage help for High School
  • Box Tops – Nancy Williams (not in attendance, read into minutes by Heather Sjavik)
  • Fall Context ends Friday. Winners announced next Wednesday.

New Business:

  • School Board Presentation
  • School Board wants us to show all financials. We have a summary of financials that we would like to present
  • We should follow state guidelines. We aren’t accountable to School Board, so don’t need to show them all the details. However, they are all invited to our PTA Board Meetings where all financials are shared
  • Partnering with School Board is important. Shouldn’t be an Us vs. Them
  • Discussion around why they ask for financials
  • They just want to make sure that everyone is doing the right thing. What if someone is embezzling? Community looks poor and schools are impacted
  • What’s wrong with their finances? Why do they care?
  • What is role of PTA vs Principals vs School Board. PTA is 501c. Per State PTA, “you are not obligated”
  • How do we partner without giving up rights of members. If they are members, they are welcome to come and see all records.
  • How granular do they want it?
  • Teamwork is when they ask us for help, and we respond. Not, “We need you to come to our meeting”
  • What is the downside of giving the information?
  • Maybe they will poke and prod at the numbers?
  • Kayla will be providing some financials about our accomplishments and high level of where our money goes, but not detail.
  • We have fiduciary responsibilities to our members.
  • The PTA is a separate entity from the School District and School Board and has a fiduciary responsibility to its members. Any member of the PTA is welcome to attend the meeting where the finances are reviewed.
  • VOTE – Standing Rules
  • Vote to change the standing rules
  • Motion – Melanie, 2nd-- Katrina
  • Approved (not unanimously)
  • Transition/Delegating- Authorization Rights to Vice President
  • Kayla will be stepping back as President after quarterly financials. Melanie will take the full reigns. Kayla is still cc’d and still in the picture, but Melanie will be the face and speaker.

Adjourn 1:16pm

– Fall Board Meetings@ Admin Board Room – Friday, Dec 2nd 11:00 – 1:00pm

Sunnyvale PTA Board Meeting – Oct 21, 2017

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