P.T.O. Meeting – Minutes
2/17/2003 (The minutes as I heard them)
Ø Summary of the Executive Board Meeting – January 31st, 2003
§ The PTO will be researching filing to become a 501(c)(3)
corporation (non-profit) vs. running the fund raising money through
internal accounts of the school.
§ The PTO By laws will be modified by:
· Adding verbiage to mandate co-signatures on all checks – one
parent/one school official.
· Provide monthly statements for PTO Executive Board and the School
Administration.
· Spend the current funds annually so that they are not reabsorbed.
· Set Executive Board Meetings quarterly at a minimum.
· Store all PTO Documents in the PTO room at the end of each school
year.
§ Fund Raising Summary for first ½ of the school year.
· Silent Auction-$1800.00, Santa Shop-$1000.00, Walmart Donation-
$1000.00, Humanitees-1900.00, Cookie Dough Sales-3500.00 and Gift Wrap
Sales-13000.00.
§ Approved Expenditures:
· Sound system for the cafeteria, rolling cutter for the Ellison
machine, School Sign for front of school, Caferteria cleaning and painting,
Mural for the cafeteria (back wall), support materials for assembly of Pre-
K playground and covers for Kindergarten sandbox.
· Discussion of increasing the annual reimbursement for teachers.
· Increasing funds for CEU’s for teachers – to go with new Policy and
Procedure to support groups attending specific trainings.
Ø Silent Auction Organization (Committees)
§ Booths – This committee will organize the teacher sign-up of the
booths, will organize the materials needed and will direct the classes as
to how to build the booths if they are unsure. Chair’s: Debbie Karels,
Richard Noakes, Traci Janicki.
§ Rides – This committee will oversee the purchase of the inflatables
and purchased rides, etc. Chair: Patti Brigance.
§ Food – This committee will be oversee the menu, the food
purchasing/donations for all food items. The food booth is generally run
by two classrooms. This will not include popcorn, cotton candy or snow
cones. These items may want to be run as a “snack stand” outside and run
by a different classroom.
Last year, we did all items in the cafeteria and it was too much. This
year, we will need to separate and offer snacks and drinks outside as well
as inside. Chair’s: Jaqui, Candi, Adrianne F, Fred Kench
§ Security – Contact Captain Chaires and other security personnel to
guard the money locations (2 each) and direct traffic. Chair: Frank
Brigance
§ Tickets – Purchase tickets used for admission to events and for the
prize tickets. Chair: Karen Dennis.
§ Prizes - To purchase the prizes and to organize the prize
redemption booths (we may need two). Chair’s: Bobbie Jo Armstrong
(unknown to her), and Julie Sanders.
§ Theme Baskets – To organize the donations for the theme baskets at
all grade levels, assemble the baskets. This may take two classrooms to
man the booth. It will be displayed in the cafeteria. Chair: April Haupt.
§ Advertisement – To contact radio stations, newspapers, fliers…any
ideas. Chair: Kim Williams
§ Community Involvement – To contact the Sheriff, Volunteer Fire
Department, entertainment, craft personnel, to become involved with the
festival. We may want to seek persons such as Tai kwon do, dance groups,
etc…that may want to advertise and demonstrate. Chair’s: Cathy B, Karen
D, Christy M.
§ Volunteer Coordinators/Student and Adult- This committee will
organize the volunteers, make certain they know where to go, what to do and
that they show up. We will encourage the IB programs to assist us.
Chair’s: Molly McKinstry and Lori Simmons.
***Each class needs to have their parent contact Jaqui, Kim or Molly to
sign up to help. Each classroom will
Sign up for a booth and solicit their own volunteers. Many thanks to Ms.
Padgett and Ms. Relken who
attended to help direct us. NEXT MEETING FOR ALL COMMITTEES: MARCH 18TH,
2003 5:30 PM
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