General Membership Meeting Minutes s7

General Membership Meeting Minutes

Stafford Special Education PTA (SEPTA)

Committee Meeting Minutes

13 11 AprMayJuly 13, 2015, Stafford Hospital Center

101 Hospital Center Blvd, Stafford, Virginia 22554

President Regina Mike called the meeting to order at 6:50pm. In attendance were:

Officers: Regina Mike, President, Torwon Mitchell, Treasurer, Sue Daywalt, VP Membership, Anne Glencer, VP Events, Dali Burgado, VP Fundraising, Molly Ritter, Recording Secretary was absent.

Guests: There were no guests present

Present:

● Dali Burgado, President

● Marilyn Matulla, Treasurer

● Regina Mike, Secretary

● Jill Tatter, Membership

● Kara Brault-Stup, Event Coordinator

● Anne Glencer, Member

● Molly Ritter, Member

● Ozzie Ramos, Guest

● Giancarlo Rodriquez, Member

● Torwan Torwon Mitchell, Member

● Emily Falon, Member

● Susan Daywalt, Member

DiscussionsApproval of Minutes:

Ø The meeting was called to order at 7:32pm

Ø Presentation of Minutes

Ø The miApril 13th minutes from the June 8, 2015 SEPTA General Membership Meeting was were presented. sented There was a correction to thwith edits; accepted by 1st motion Marilyn and 2nd motion Dalie attendance roster. Regina Mike, Secretary was present at the meeting.

Ø Edits included May election Treasurer candidate of Torwon Mitchell and Fundraising candidate of Dali Burgado; Organizational Update correction of name: Wunnea Cason vice Wunnea Carson

Ø Treasurer Report [2014 – 2015]

Ø Torwon Mitchell , treasurer, reportarilyn presented Apriled that there was a ending balance ofof $1,443323.54 in the checking account and disbursement totaling $120.25 had been made since the last report79. VAPTA local unit dues were remitted. The 2014-2015 end of year audit was presented for adoption. A motion was made by Torwon Mitchell to approve the proposed audit with recommendations. The recommendations are attached. The motion carried. There was discussion on the purchase of PTA insurance to ensure it was available for events and the child care being.

Ø Officer Reports

Ø President’s Report: Regina Mike

President Mike presented the Back to School flyer was discussed to submit for approval by Director of Student Services. An overall message will be sent to the General Membership proposing the increase of membership dues to $10.

Ø 1st Vice President – Membership: Sue Daywalt

Ø Sue presented questions on how to maintain the 2015-2016 membership. Current membership is going to be contacted regarding the October 31st membership expiration and the announcement of the October membership drive. Membership cards were discussed - pending template from VAPTA and how to print them.

Ø 2nd Vice President – Events: Anne Glencer

Ø Anne presented her feedback regarding the summer swimming activity. A potential end of Summer Family gathering was mentioned. Anne is going to poll the General Membership to see if they would be interested. There was discussion of Fall events and parent and teacher workshops.

Ø 3rd Vice President – Fundraising: Dali Burgado

Ø Due to the timeline, Dali was unable to present her information.

Ø Recording Secretary’s Report: Molly Ritter

Ø Molly was absent at the meeting.

Committee Reports

Budget Committee Report: Torwon Mitchell, Dali Burgado, Regina Mike

The budget committee reviewed the 2014-2015 line items in preparation of the 2015-2016 budget proposal. The 2015-2016 budget proposal will be presented during the August General Membership meeting.

Ø 04/27 deposit of $131.00 from CiCi’s Pizza April 20th fundraiser

Ø 04/20/2015 deposit of $179.44 Paypal membership revenue

Ø May Elections Slate (2015-2016)

Ø President – vacant

Ø President Elect – vacant

Ø Treasurer – Dali Burgago or Torwon Mitchell

Ø Secretary – Molly Ritter

Ø Membership – Regina Mike

Ø Events – Anne Glencer

Ø Fundraising – Dali Burgado (if not Treasurer)
Events Update: Kara will post events on Facebook page

Ø CiCi’s Pizza Nights are Monday 5-8pm: May 18th, June 8th; (12% of sales are donated to SEPTA)

Ø Caledon State Park – National Kids Park Date will be May 16th (fossils and hike) at 2 pm

Ø Family Potluck and Membership Drive at Aquia Landing Beach Date:Saturday May 30th; Rain date will be June 6th

Ø Swimming at the YMCA – Fall date is pending

Ø Paragon Support Group – May 12th will discuss Waiver Processes

Ø Rappahannock Railroad Train Ride [TBD]

Ø May Election Candidate Slate (2015-2017) - New Executive Board was voted in

Ø President – vacant

Ø Note: After meeting Regina Mike volunteered; however, the candidate must be voted in at the June general membership meeting

Ø President Elect - Jean Everingham [pending SEPTA membership and vote into position]

Ø Treasurer –Torwon Mitchell

Ø Secretary – Molly Ritter

Ø Membership – Regina Mike

Ø Note: position is vacant; however, a candidate must be voted in at June general membership meeting

Ø Events – Anne Glencer

Ø Fundraising – Dali Burgado

Ø Organizational Update

Ø Presentation of Minutes

Ø March 10th minutes were presented by SEPTA President, Dali BurgadoSecretary

Ø Dali 1st motion to accept; Marilyn 2nd motion

Ø Leadership Outreach Update Organizational Update

Ø Marilyn spoke towill contact Wunnea Carson regarding ADHOC Committee as to why SEPTA weren’t contacted???, who is now the President of the Fredericksburg District PTA and she stated:

Ø Dali will draft Amended SEPTA Bylaws in the event that the President position is vacant and SEPTA goes into an “inactive status” to present to the Virginia PTA for approval

Ø Note: When the president position is vacant, everything freezes (i.e. meetings, no dues and fundraising)A quorum is required for SEPTA to stay active; if no quorum, vote for inactive statusIf a President is not selected, SEPTA can become inactive versus dissolving the organization

Ø Regina will provide the Article IX: Duties of Officers amendment to update SEPTA Bylaws to separate Section 3: The recording Secretary and Section 7: Membership Chairperson

o A quorum is required for SEPTA to stay active; if no quorum, vote for inactive status

Ø Inactive status will require SEPTA to file taxes and prepare an end of year audit

Ø If a President is not selected, SEPTA can become inactive versus dissolving the organization

Ø Inactive status will require SEPTA to file taxes and prepare an end of year audit

Ø Facebook page will remain active

Ø Can call an impromptu meeting during an event and call a business meeting to get interest for membership

Ø There is a new state wide initiative to support the creation of SEPTAs in Virginia and they will be supporting us in some capacity

Ø Treasurer Report [2014 – 2015]

Ø Dali Transferred over Paypal balance to the bank - $179.44

Ø March ending balance was $1,133.35

Ø $30 deposit encompasses the following:

Ø 2 renewals (Cecilia Pavlak and Diane Devito)

Ø 4 new members from the SYNERGY - GE IEP Presentation (Torwon Mitchell, Amber Seveland, Theresa Denise Goben, Wendy Martin-Johnson)

Ø October District VAPTA Adhoc Committee ???

Ø Events Update: events will be posted to facebookFacebook page

Ø May Fest is May 2nd supports adults with an Intellectual Disabilitiesy

· 750 Kings Highway, Fredericksburg (Rt 3 towards King George/approximately 3 miles East of the Chatham Bridge).

▪ 10:00 – 3pm Live Entertainment; 8:30 am breakfast served

▪ HOSTED By: RACSB and Rappahannock Adult Activities

▪ PERFORMANCE BY: Rappahannock Area Kids on the Block

Ø Rappahannock Railroad Train Ride

Ø 9 – 1 pm

Ø Date ???

Ø Caledon State Park - I Spy Hayride, self-guided family hike and possibly introduction to Geocaching 101,Tentative Date:Sunday, April 26th

Ø Family Pot-Luck and Membership Drive @ Aquia Landing Beach Date:Saturday/Sunday, May 16thor 17th; Rain Date:Saturday/Sunday, May 30thor 31st

Ø Swimming at the YMCA - TBD

Ø CiCi’s Nights are Monday Nights: April 20th, May 18th, June 8th; 5- 8 pm

Ø VA SEPTA President’s Call Recap

Ø Dali presented information from speaking with two VA SEPTA organizations in Virginia Beach and Arlington

Ø Minutes will be disseminated to members

Ø Membership and Outreach Update Feedback:

Ø Emails were sent to iPad Winners

Ø Emails were sent to attendees of the Synergy Presentation

Ø Seven members responded to 2nd survey

Ø Dali reached out to various members individually about taking up a position on the executive committee

Ø Unfinished Business

Ø Unfinished business includes fundraising ideas, logistics of Back to School night and purchase of business cards and magnets.

§ Audit Committee – After the Treasurer comes in will need to do another 18 month audit – June – volunteers still neededAnne, Torwon and Sue will become the committee members

§ Transition roles and responsibilities to 2015-2017 Executive Board

§ Schedule of Events for Summer/Fall

§ Bylaw Amendments – has been completed pending approval by VAPTA

§ Outreach Organizations (i.e. ASNV Volunteering)

§ Newsletter

§ Invite School Board, Superintendent and SEAC to meetings (Dr. Clark is a member and Wendy Johnson (Student Services Supervisor) is as well)

Ø The meeting adjourned at 8:28pm50pm.Adjournment

- The meeting was adjourned at 8:25pm. The next meeting will be held at the Stafford Hospital Center at 6:30 on August 10 2015.