DISTRICT 41 PTO BOARD MEETING MINUTES August 16, 2016 Present: Jen Harder Becca Wallace Abby Scalf Christina Yanecek Reva Cheatham Jenn Jimenez Absent/Tardy: Amanda Scheltens-Foy, Treasurer @6:08pm Erin Pron, Thompson VP Guests: Amy Eckman, parent/chair of Square 1 Art Executive Session called to order by Jen Harder at 6:06 pm. Quorum met. Square 1 Art Amy Eckman Ø Don t open the box when it arrives: everything Is school specific and can t get lost or mixed up. Ø Week of 9/6-9/9: meeting at Amy s house to coordinate. Boxes will be opened at this time. o VPs need to select a chair and get back to Amy so that she can set a coordinator meeting for the first full week of September. Ø Secretaries need to provide labels for student rosters. Jen to coordinate this Ø Art teachers can get the paper once coordinator meeting is done Ø Art teachers can collect the artwork in old paper boxes. Reference timeline handout for specific dates. Ø Question from Debby Walsh: How much is involved in being a coordinator? o Collecting artwork, separate it all out, be available for delivery, and be available for the art teachers, coordinating with Amy. Secretary's Report Becca Wallace Review of previous month s minutes No changes Approval of minutes Voice Vote All approved Treasurer s Report- Amanda Scheltens-Foy Reconciliation Statement Previous month Reva: all approved Current month Jenn J: will review and report next meeting Budget Review Unidentified
none Current Fundraisers Casino: DJ has been paid SchoolPak: paid in full EPI and Staples were half the cost for the 19 packages that SchoolPak would NOT fulfill (see July minutes) Palombi custodian notified Jen that SchoolPak charged us for the use of a lift gate, but SchoolPak did NOT provide the lift gate. Amanda to follow up on this situation. Points of Interest Met with Anna to review the new process of how we will pay district for field trips and principal monies to be spent. Reimbursement forms: Principal fills out and submits forms to VP only after they have purchased the item with their district credit card. The reimbursement form will allow PTO to reimburse the district for money paid on the behalf of PTO. Fundraising: Please make sure checks are always made out to PTO, and not the school name. For example, Yankee Candle online order profit checks need to say District 41 PTO. Box Tops: Amanda will send an email to each school principal and secretary to ask that they call Box Tops to have the official name changed to District 41 PTO, and change address to the PTO PO Box. Principal's Account Balances Sent, but no response from any principal: Palombi - $1171.79 Hooper - $2935.39 Martin - $1766.55 Thompson - $1487.61 VP Account Review New reports discussion: Have been printing a general ledger, with all account balances since Amanda took over from Tricia Amanda has created a new report for each school to view their budget by line item P&L Also a new report that will be P&L by Class to view how every budget item is doing, per month. Once a quarter Amanda will do a year-to-date report P&L by Fundraiser: will show all income and all expenses BY fundraiser so we can see how much profit is made COGS: Cost of Goods Sold (the bottom line on how much it costs for each item during each fundraiser). For example: the amount we pay Yankee for the product.
P&L by Fundrasier by School: same report but specifically by school. Helps us to double check how much was made vs. deposits, as well as other areas. We all now have access to Quick Books with Read Only access. Amanda will send links and passwords. Jen will help set this up with each board member. She will show us (especially VPs) how to take advantage of this access to help track their expenses and spending. Dining for Dollars Report Calendar Review Wendy s every 1st Thursday at both RLB and Lindenhurst. No flyer required Panera: 9/26/16 (Monday). It will be an all day event, at the RLB location. Abby will supply a flyer for advertising, but we don t think a flyer is required to purchase. Working on getting some of our regular events lined up for the school years Twisted Cow: 2 fundraisers planned Fall event (November 8-9) to include Staff: like we did at Culver s last spring April event: butterflies (same as April 2016) Profit Update None to date 6:56 Executive Session Ends 6:56 7:02 Break 7:02 Public Session Music Booster Update Penny Crawford Will meet with Ms. Brown and two new hires to sign custodial agreement for budgets Mr. Kenny Jones, new elementary band director Miss Christinga Delgrosso, new choir teacher Choir Risers: still need to be purchased, will be fundraising toward this goal Wendy s: will be selecting a repeating day every week to participate Budget Review: nothing to review at this time PTO Update Jen Harder Ø Visit PTO tables at school Curiosity Days and Curriculum Nights Ø Visit our new website www.district41.org/pto Ø Spirit Wear sale runs Aug 26 th - Sept 7 th Ø Wendy's Dining for Dollars Sept 1 st Ø Palombi Book Fair Week starts Sept 19 th Ø PTO meeting Sept 20 th School Update Palombi Reva Cheatham Ø Volunteers of the Month: all parents who helped with school paks distribution Ø No report Thompson Becca Wallace for Erin Pron
Ø Volunteers of the Month: o Chris Yanecek for ordering Smencils for me and figuring out the food for the luncheon on Friday. o Becca Wallace and Lynn Harshbarger for helping with spirit wear, the luncheon and curiosity day!! Ø All set for lunch on Friday. We have a bunch of Thompson parents donating desserts too. Ø Becca and I will meet with the staff on Friday morning to fill them in on the happenings of PTO this year Ø We are excited for curiosity day on Friday. We're selling Smencils and Cow Pies this year, along with left over backpacks from the book fair. Ø We are purchasing a Buddy Bench at Thompson. Our social workers are busy planning a program to roll it out to students and staff. Ø Curriculum nights are the 30th for 1st to 3rd and the 31st for 4th to 6th o Band sign up Sept 1st from 5-8pm, for all schools Hooper Jenn Jimenez Ø Volunteers of the Month: o all the great parents who helped to distribute the SchoolPaks and paint paws on the front walk Ø Building is clean and fresh and ready for students! Teachers are busy preparing classrooms! Ø Check Facebook and Twitter accounts for more info about Hooper Ø Facebook: B J Hooper Public School Ø Twitter: @HooperJaguars1 Ø Curiosity Day is Fri., Aug. 19 from 3-4 p.m. (Please consider walking or carpooling due to Beck Rd. construction and limited access to Hooper parking lot.) Ø Kindergarten Curriculum Night is Monday, Aug. 22 from 6-7 p.m. Ø 1st-3rd Curriculum Night is Tuesday, Aug. 30 from 6-7 p.m. Ø 4th-6th Curriculum Night is Wednesday, Aug. 31 from 6-7 p.m. Ø Band Sign up Night is Thursday, Sept. 1 @ Thompson 5-8 p.m. Ø Hooper School Picture Day is Fri., Sept. 9 Martin Chris Yanecek Ø Volunteers of the Month: o Erin Pron for all her help in organizing Cow Pie sales on Curriculum Night Public Comment PTO Members Ø Debby Walsh: Thank you for all your hard work Ø Jenn J: Do all schools always participate in a table for all 3 nights of Curriculum Night? o Yes. Public Session Ends Time 7:23pm Executive Session Resumes 7:28pm Old Business Schoolpaks Amanda Foy All delivered. Martin supplies have been distributed. Remaining schools are distributing on Wednesday and Thursday
We will need to reimburse the parents that ordered online from July 1-12. Those parents that ordered in that time period had higher rates and also paid shipping. We will reimburse the difference. The 19 people that tried to order on the 11 th (through Amanda) and were denied by SchoolPaks had their orders fulfilled by EPI or Staples. Spirit Wear Jen Harder Forms are made and Debby will deliver to each VP by the 19 th, with samples to be used during Curiosity Day REMINDER: All money (checks payable to Brooks-Allan) goes straight to Debby. VPs do NOT need to deposit anything. BTS Packet Jen Harder Cover letter/contact information Welcome letter/calendar Volunteer form Chris to send out her form and we will try to all use a form that is basically the same Farmer's Insurance Ideas for use of funds Gift for VOMs: a reusable grocery bag or canvas bags with PTO logo Holiday Extravaganza - Jen Harder Review of jobs Do we want to have a Santa? NO Bake Sale: run for the entire time. Should not conflict with NJHS lunch Set schedule September 9 th : Paper Flyer for vendors Electronic and newspaper advertizing for vendors September 30 th : Electronic Flyer for volunteers October 6 th : Paper flyer for volunteers Posters go up at businesses October 11 th : Event Poster/Yard Signs given to VPs Holiday Shop posters given to VPs October 14 th : Posters go up at schools October 21 st : Main Flyer/Holiday Shop Flyer Yard Signs go up at schools
Electronic and newspaper advertising for event October 29 th : ALL outdoor signs to be displayed November 4 th : Pull signs from schools to place closer to Palombi Erin to purchase some Craft Fair sail signs to put around town on event day Erin and Jen to work on new signage to help people know where to go during event day New Business Budget Amanda Foy Budget reviewed, discussed, changed Amanda to make amendments and submit via email for vote 8/21/16: Budget appoved via email vote. All in favor New Ideas School Supply cake: to possibly raffle at Casino or bookfairs Communications Report Abby Scalf Review/Approval of newsletter draft Final copy of newsletter due Aug 21th Please have edits to Abby by Wed 8/17 Website update with new info by first of month Facebook update with new info weekly PTO Email New address is working Old email need to be checked Brief Preview of next meeting/things to think about Ø Cherrydale starts right away Ø School supply company presentations: Staples and EPI Ø VPs please look at the supplies from the new companies to see what you think of it Ø Holiday Extravagaza: more reports coming up in the next month. Please work on your assigned jobs. Ø Jenn J needs help withsetting up and organzing bookfiar. Reva will help her Executive Session Ends Time 9:20pm Respectfully Sumbitted, Rebecca Wallace, Secretary