Sawgrass Bay PTOMeeting August 22, 2016: 6:45 pm– 7:30 pm

Meeting Minutes

  1. Principal Report – (Read during SAC portion of meeting)
  2. Welcome!
  3. Review of Minutes from June 2016 PTO Meeting
  4. Board Positions Available (to be voted on at the end of the meeting)
  5. Budget Update
  6. Current balance - $5,154.04
  7. Admin Costs (ex. copies)– looking into where we can get the best deal for copies. Copies will be used for event flyers, box tops forms, communication to parents and families, etc.
  8. PTO to pay for 2016-17 Movie License –approximately $260 to be paid in September
  9. We will be transitioning our bank account from Mrs. Block to Nancy Clark as soon as possible.
  10. Events
  11. September Fundraiser – 9/9 to 9/26/16
  12. Volunteers are needed once the products are delivered to school. We will have to determine the best way to get products home and will need volunteers to help give out orders to parents. More information will be provided at our next meeting.
  13. This fundraiser is with The Fun Company and we will be selling holiday items.
  14. Back to School Nights
  15. Need volunteers to help explain the purpose of PTO and generate interest. (September 21st for PreK-2 and September 22 for 3-5)
  16. Spirit Night – 9/27/16 – Chili’s – 4PM – 9PM
  17. Trunk or Treat – 10/28/16 from 5PM – 7PM
  18. Volunteer sheet was circulated with people interested in helping at the event
  19. Need additional candy donations and trunks to be decorated
  20. Scouts will be camping this weekend and are unable to volunteer
  21. Discuss calendar/ideas for 2016-17 school year
  22. Glow Run?-Dec or Jan? - A chairperson and volunteers are needed for this event. We are trying to decide between these months, maybe have a Resolution Run at the beginning of the new year. We are open to ideas and suggestions.
  23. Combine with outside movie night where families bring chairs and snacks are available for purchase.
  24. Spirit Night II – 1/24/17
  25. Sweetheart Family Dance – 2/10/17 – Will have a sign-up sheet for chairperson and volunteers at upcoming meeting.
  26. Spring Carnival – 3/4/17 – Will have a sign-up sheet for chairperson and volunteers at upcoming meeting.
  27. Spirit Night III – 3/27/17
  28. Teacher Appreciation Week – 5/1 -5/5/17 – Will have a sign-up sheet for chairperson and volunteers at upcoming meeting. This event includes a concluding dinner for teachers, which was held at Carraba’s last year. PTO also provided Sweet and Salty snacks for teachers one afternoon.
  29. Spirit Night IV –5/16/17
  30. Teacher Proposals for PTO for discussion and vote
  31. Ms. Vincze – $500 request toward the future purchase of Orff musical instruments
  32. Leader in me Shirts- $900 request from Administration to support their Leader in Me monthly ceremony
  33. At our next meeting the board will present a proposal for how we can support both of these requests. A vote will be taken at that time.
  34. Form for teacher proposals was passed around. Teachers can request funding for field trips, special projects, etc. The maximum request is $250 so that we may be able to help as many teachers/grade levels as possible.
  35. Elect/Re-Elect Board Members
  36. President: Jaimie Stork
  37. Secretary: no volunteers: Christina Lees
  38. Treasurer: Nancy Clark
  39. Fundraiser Chairperson: Fiona Harmouche
  40. Communications Chairperson
  41. Jennifer Diaz (Spanish)
  42. Collaborative effort: Michelle Work, Christina Lees, Fiona Harmouche, Jaimie Stork
  43. Questions/Comments/Adjournment
  44. Question asked about how else funds will be spent-
  45. To put on events that have been outlined above
  46. Classroom donations
  47. Teacher Appreciation Events
  48. The new board will create a more detailed plan of how funds will be spent and put back into our school community.
  49. Question about magazine fundraiser and if it was a part of PTO
  50. No, the magazine fundraiser is a school fundraiser. The proceeds will go into the school’s general account and will be used to purchase needed supplies for staff i.e. copy paper, copies, to help maintain the copy machines, etc.
  51. A suggestion was made that a note from the school be attached to the company fundraiser letter so that parents can be more aware of what the funds will be used for so that they see the value in participating or donating.
  52. Question asked about a better process for buying school shirts at Meet the Teacher.
  53. Mrs. Steenken states that they are already working on a plan to make this process smoother for next year
  54. Question was asked about donations- some parents do not like to buy snacks or trinkets and would rather make a donation to the school. Can an electronic payment system be set up and linked to the school website? Developing a GoFundMe was suggested as was donating to teacher’s projects on DonorsChoose.org. In regards to PTO events, parents don’t always have case on them. Is there a way that we can have some sort of electronic system?
  55. Raffles were suggested where we generate funds and raffle off donated items.

Meetings Attendees: Christina Elemen Lees, Shannon Maldonado, Lueverne Montez, Keith Bryan, Ashley Drew, Julie Staton, Nancy Clark, Carrie Diaz, Hadley McRaney, Brandy Butterworth, Margini Patel, Jaimie Stork, Carol Cervantes, Nancy Holovach, Jennifer Diaz

Sawgrass Bay PTO - 2016-17 Board Positions

  1. President

Presides at all meetings of SBESPTO  Members ex-officio of all committees  Approve and sign all SBESPTO bills in excess of $100 before they are paid by the Treasurer, unless previously approved by a quorum of SBESPTO membership or by the Executive Board.  Authority to sign checks

  1. Jaimie Stork
  1. Secretary- Christina Lees

Keep minutes of the SBESPTO meeting  Keep the attendance at meetings  General record keeping of votes, events, projects, flyers, notices, memos, thank you notes, etc., other than the record keeping functions performed by the Treasurer  Authority to sign checks

  1. Treasurer – Nancy Clark

Responsible for all monies of the SBESPTOResponsible for depositing funds in the bankAuthority to sign checksAll bills approved and submitted by the person incurring them to be paid by check from the SBESPTO account Give oral report of finances at each board meetingRecord keeping of all financial transactions Financial records will be internally audited before transfer to the incoming Treasurer and is not to be performed by anyone with check signing authority or member of the executive board.

  1. Fundraiser Chairperson

Responsible for all fundraising events and activities  Responsible for general planning of all events and activities related to fundraising  Responsible for distributing and collecting Box Tops  Responsible for organizing, counting, and preparing for submission of Boxes Tops

  1. Fiona Harmouche
  1. Communication Chairperson (Email/Advertising/Request for volunteers) Assist in publicizing the events and requesting volunteers through flyers, and school newsletters as approved by SBESPTO Officers. Responsible for requesting volunteers for ALL events and functions
  2. For Spanish Communications: Jennifer Diaz
  3. For other communications: Collaborative effort with Fiona Harmouche, Michelle Work, Christina Lees, and Jaimie Stork