Parent Teacher Association Draft Monthly Meeting Minutes

Transcription

1 Note Taker : Vicki Reynolds Attendees: Liz Woodhour Amanda Vo Suzanne Colough Anne Moller Jay Watkins Lyra Espinelli Walter Plotkin Thomas Nielsen Brit van Ooijen Mark Hansen Kirsten Tschofen Erna Van Zanten Vicki Reynolds 1. Opening of Meeting Andrea opened the meeting 2. Approval of Last Minutes Main Speakers : Liz moved to approve the minutes of the last meeting, Caroline seconded and it passed unanimously without changes. 3. Finances & Accounts Main Speakers : Caroline gave an overview of the finances including the current bank balance and items outstanding. PTA Funding proposals were highlighted. All proposals are for items that are able to move to the new campus. The other option is to keep the funds until next year when the move to the new campus has taken place. Liz asked if the DKK was dependant on income from Spring Fair yes it is, however Caroline pointed out that is very unlikely for the Spring Fair not to produce this income. Page 1

2 The Financial Plan for the next school year was presented. Main points to consider is the move to the new campus the budget needs to be simplified and extra consideration should be given to events. The Holiday Fair may be excluded due to the timing of this coinciding with the move. Discretionary class funds were discussed Liz expressed concern that Book Awards and Labyrinth will be forgotten. No primary discretionary fund, as primary school has parent donations and sports day. Team Peru are to be paid for the Wine & Cheese event this year instead of the Fun Run, by mutual agreement. Walter suggested simplifying the budget even further by just having PTA events including Teacher Appreciation etc and then Class Disbursements This will give lattitude for next year to decide on specific events at a more convenient time in the future with no need to specify now. Student initiative Scheme The decision to keep it in the budget was discussed as it has not been used for 3 years. Liz/Anne feel students didn t know about it or knew about it too late as thier personal projects had already started and it would be a shame to not be able to offer it. An option to take it out of the operating budget and keep as a reserve was mentioned. The majority voted to keep it as a reserve. Kirsten suggested much more advertising is preferable going forward. The overall budget plan for 2016/2017 was approved as proposed by Caroline and seconded by Jay with no objections from the remaining members present /2016 Funding Decisions Voting Funding (see page 7 for full details of proposals) Excess funds Caroline proposed to do nothing until at the new campus and received 3 further votes for this option. The majority agreed to allocate the funds now. The list of proposals for funding were discussed and voted for. The results of the voting are as follows; Page 2

3 Proposal Amount Decision Art Installation New Campus 45,000 Accepted (remaining funds towards this) Thermofax 7,000 Funded separately* Cooking Trolley 24,000 Declined Hoodies for New Campus 260,000 Declined PE Air Track 30,700 Declined PTA Equipment 15,000 **5,000 Accepted *Thermofax can be covered by the existing discretionary fund so was taken out of the voting. **It was agreed that the items other than the tents were luxury items and could be taken out of the proposal The Art Installation received a majority of 10 votes therefore the remaining funds will be allocated to this. 5. Upcoming Events Spring Fair Progress regarding the Spring fair preparations was shared and is summarised as follows; 75kr for wristbands Tickets are now on sale now electronically, on sale in atrium next week Volunteers are still required Raffle prizes additional prizes secured including Walter cooking dinner for 4 and the prize of being principal for a day Page 3

4 Loppemarked This event is planned for 4th June and parking spots will be on sale from Friday 13th May. Parent Appreciation Brunch / Leavers Brunch This year the Parent Appreciation event and the Leavers event will be combined and will take place on June 10th. 6. Approval of Constitutional Amendment / Liz Woodhour As discussed at the previous meeting, proposed changes to the constitution in order to provide more flexibility were explained. Current Wording Proposed New Wording 4.1 The PTA Officers shall consist of the following: Chairperson(s), Treasurer, Secretary, 1st Vice Chairperson, Event Coordinator; 2nd Vice Chairperson, Marketing coordinator; 3rd vice chairperson, Newcomer s chair; Parliamentarian. It also has our stated objective of: 2.1 Developing effective relationships The PTA Officers shall consist of the following elected positions: Chairperson(s); Treasurer; Secretary; 1st Vice Chairperson; 2nd Vice Chairperson; Third Vice Chairperson. The Chair may appoint a Parliamentarian. The administration may appoint a person to fulfil the position of School Liaison. These appointed members are included in the leadership team. between the staff, parents and others associated with the school. The new wording was approved with a motion by Erna, Suzanne seconded the motion and no objections were received. Page 4

5 7. PTA Board Election Andrea confirmed the newly elected PTA Board for 2016/2017 as follows; Co Chairs Secretary Treasurer 1st Vice Chair (Newcomers) 2nd Vice Chair (Newcomers) 3rd Vice Chair (Events) Amanda Vo & Kirsten Tschofen Lyra Espinelli Suzanne Colclough Anette Larsen Luccie Jensen 8. Administration Update Main Speaker: Walter Plotkin / Mark Hansen/ Thomas Nielsen Walter Plotkin Walter talked about the progress of the new school and how the construction is expected to be finished in October and ready to move into in january Walter explained that Thomas is in the process of organising a tour and reception at the new building on 12th June. This will be an invitation to the wider community and sign ups will be necessary. Thomas Nielsen Thomas talked about the increased appearance on Facebook a new campaign has been launched posting lots of community events and whats on at the school. Advertising campaigns with videos are also included in order to increase awareness and attract external visitors. Amanda suggested contacting alumni students to include what they are doing now, their achievements etc. to be included on the website. Liz pointed out it could be any student who had a positive story to tell and Walter explained alumni includes any student who has attended the school not just graduates. Page 5

6 Mark Hansen Mark Talked about recent and upcoming events; Cake Boss was successful with lots of funds raised. Parent Book Club meets tomorrow morning. Student Council are currently organising a skate event. Mark/Sabrina attending International Schools forum this evening at International House MAP presentation evening taking place 11th May for the parents who requested results. Mark also shared information about Responsive Classroom and the need to have a more comprehensive social/emotional learning program. Teachers will be receiving training and the program consists of a morning meeting with a greeting and an activity. A focus is on the type of language used and it takes away the need for lots of rules. More information about this will be coming out.. Page 6

7 PTA Funding Proposals 2015/16 Summary Do Nothing Hold funds for voting in 2016/17 after move to new campus DKK 37,000 New Campus Art Installation. PTA to fund materials, School to fund labour DKK 45,000 Thermofax Printing technology for Middle School Design, part funded by school DKK 7,000 Cooking trolley Mobile kitchen for Pre K groups DKK 24,000 Hoodies for students, staff and volunteers New school celebration DKK 260,000 PE Air track DKK 30,700 (or smaller for 26,700) PTA equipment for events replace two tents, ipad, Serving Dishes DKK 15,000 Page 7