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NLABC PTA Executive Board Meeting Minutes January 27, 2012 Meeting Opened at 7:00 p.m. In attendance PTA Board: Jennifer Westover, Joanna Booth, Flora Teo, Tricia Kofoid, Amy Carter The executive meeting was held to discuss issues brought up by the playground committee to get more clarification on the total amount of money available to spend. Discussions are included in the November PTA minutes. Joanna moved to provide the playground committee a firm monetary amount that would help make their equipment search process more efficient and focused. She moved to officially designate $15,000 from the PTA's savings account for the playground committee’s usage. The total amount that the playground committee will have to purchase equipment will be $22,000. The $22,000 includes the $7,000 of confirmed playground fund donations from a prior fundraiser that was officially closed and canceled in 2011 due to unreasonable goal setting. Part of Joanna's motion was to specifically stipulate that if the playground committee does not present the PTA board with a firm and reasonable proposal by April 18, 2012 (the April PTA board meeting) the $15,000 in savings will no longer be available for playground use. The savings account will officially be closed at the end of the fiscal year, (June 2012), and all funds will be designated for future fundraisers during the July budget meeting. It will then be the PTA board's responsibility to oversee selecting $7,000 in playground equipment. Joanna suggested that the playground committee receive a proposal specification list that provides all the details necessary to guide the committee towards selecting equipment timely to meet the PTA board's request. The specifications list will include information such as ensuring that the committee’s proposal encompasses additional fees for shipping and taxes. The PTA board discussed the motion. Amy seconded the motion. The motion was brought to the table and it was voted unanimously in favor of providing $22,000 to the playground committee for selection of playground equipment with the included stipulations. The PTA also discussed board dates when board positions will be emailed, and selection for the nomination committee. Next meeting: Wednesday, February 8, 2012 at 5 PM in our school library Meeting closed 7:15 pm |
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NLABC PTA Meeting Minutes January 18, 2012 Meeting Opened at 5:11 p.m.
In attendance
Flora moved Amy seconded to approve December’s minutes. Tricia moved Amy seconded to approve January’s agenda. Jennifer stated questions regarding December’s minutes will be made at the end of the meeting during new business. Special Quests: Tons of Fun gave a presentation of two new items available for the PTA; these items are no cost to the school, there will be a cost to the parents. 1) Card board figures with a picture of the child's face dressed in sports gear or dresses as dolls. The cost is $7.00 each. For older students, possibly middle school, a CD is available with a dancing figure featuring their face. The CD is also $7.00, these items sell for $12.00 at the fair. 2) A giant inflatable 40X40 maze. The maze could have a theme or have hidden items within the maze for students to find. Unsure at this point if the maze will fit in the gym but may go outside if weather permits. Principal’s Report: ASD Alternative Fair is 2/4/12 from 10-3 at the ASD Ed Center. It was suggested to work with the ABC Board to attend this event. Parent-Teacher Conferences are February 15-16. Testing for grades five and seven on January 31, a notice will be in the next Tiger Tracks. NLABC Science Fair will be held March 21-22. State Science Fair will be held at Begich Middle School March 23-25. Ms. Wallace reported the lap top computers are not in use due to the portable storage carts are not in. The carts have been ordered. Treasurer’s Report: Profits from December’s book fair held at Barnes and Noble; $335.69. Thanksgiving feast expenses were around $300.00. A reimbursement of $25.00 for dry clean of the Tiger Suit has been received. The librarian has expressed interest in bringing author, Tricia Brown to the school. The cost is $650.00; a flyer could go out with Tiger Tracks to pre-sell books and students could have the author sign during her visit. Discussion confirmed no line item for Author/Artist in the School existed on the budget. It was agreed the amount will be taken from the library line item. It was also stated we could vote to increase the library line item when the time comes. VP Communication Report: Next newsletter; will be out at the end of the month. VP Middle School Report: M.S. has a couple of spirit days lined up. February 14th will be the next dance. President’s Report: Jennifer clarified with Mrs. McKee if indeed Mr. Bissell’s 8th grade class will be completing the 2011/12 yearbook. Mrs. McKee reported that particular 8th grade class was brainstorming the idea of creating a memory book for Middle School only which brought the discussion to the yearbook. Mr. Bissell wanted more information on deadlines and time involved before committing to the yearbook. Yearbook suggestions began such as sending out an email, sending home a flyer and contacting homeroom parents requesting a coordinator. Karen Smith reported on an idea of the middle school students taking over the school store and keeping the profits for M.S. events and possibly scholarships. Amy Carter has agreed to oversee this project but will need more parents to help. The store could be open not only during lunch but before and after school. Parents may use the store more if opened before and after school. Karen was asked if the intent is for the PTA to give up the store. Karen replied the PTA is needed for the rest of the year. Jennifer brought up the audit aspect; will the profits go to the M.S. line item and who will supply the store. Coordinators are needed for Family Fun Night and Read-A-Thon. Math & Science Night scheduled for January 27th was cancelled due to lack of a coordinator. It was asked what goes into the planning; asking teachers to use their rooms, booking an exhibition and recruiting volunteers. Jennifer stated it is very easy and not a whole lot of work. Possibly changing the date was discussed. Amy and Joanna stepped up to coordinate. Amy repeatedly asked for one more parent to step up to no avail. Mrs. McKee spoke on the effective of no Math & Science Night. It is valuable; the purpose has been to kick off science fair, to give students an idea of what they could do. It has always been a good thing especially for the younger kids and older kids could help out to get extra credit. It could be done without imaginarium but not in two weeks. Mrs. McKee can help out but can not help with planning. Ms. Black has stepped up to help Mrs. McKee next year. The cancellation will stand. Ms. Black gave a report on locks & computer carts. Each lock costs $66.90 with shipping $80.43. Carts are $169 with group rate or $259 each. Ms. Black was asked to submit a dollar amount and quantity needed; Joanna will follow up on the budget. Playground update: Deborah reported 10 folks attended the meeting of which all are on the committee. The playground history and the future of the fund were discussed at their meeting. The committee plans to have a proposal at April’s PTA meeting. Kathy Egle is the committee’s ASD contact person. ABC Advisory Report: Karen reported their meeting is tomorrow. Everyone is welcome and the meetings are always open. Holly is working on the 7th grade lockers; possibly replacing full lockers with ½ lockers so the 7th graders would not have to share. Healthy Body Video & textbooks continues to be researched. New Business: Deborah addressed December’s Minutes. She felt the meeting was encouraging but the minutes did not reflect the same encouragement. Jennifer stated she would write up a notation that would reflect Deborah’s concerns. (Jennifer’s notation will be read and added to the next meeting’s minutes) Addendum to December Minutes 1) Holly will be on the committee 2) Jennifer stated there are no plans to use the PTA savings account. Misty reported the NL Fackbook page was created as another way to update families of school events. The request for a board member to submit PTA notifications was made. Misty would like to place a sign out front. Ms. Wallace has requested that the Facebook page be one directional. Teacher Appreciation Week was discussed. Isha Kair will coordinate this event. Read-A-Thon was discussed. Misty agreed to help with this event. Next meeting: Due to Parent-Teacher Conferences the next meeting will change to the second Wednesday of the month. Wednesday, February 8, 2012 at 5 PM in our school library
Meeting closed 6:15 pm |
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NLABC Meeting Opened at 5:07 p.m.
In attendance
A motion “to approve December’s agenda and November minutes” was adopted. Principal’s Report: Ms. Wallace opted not give a principal’s report. Treasurer’s Report: Treasurer handed out report. Checking balance 26,129.94 savings balance 27,507.02 as of November 30, 2011. Thanksgiving feast expenses are 327.818. President’s Report: Playground Fund Recap. ° This PTA has made the decision to close out the playground fund. ° We have $7,000 documented to spend on the playground. ° We are open to any suggestions on what equipment to purchase. ° We have repeatedly offered for a parent to head up this project and bring us a proposal. If more funds are wanted/needed we will vote to increase the amount of money for this project based on our current funds available. ° Alaska PTA advised this is an inappropriate fund and we needed to close it out. It is inappropriate due to the item to be purchased, the amount of money needed to raise and the amount of time it would take to raise the funds for this project. ° ASD has stated this is an inappropriate item for a PTA to purchase, it is their responsibility to purchase this item. ° There is no official documentation in the playground fund. ° There is no official documentation of the amount of money collected for this playground. Deborah asked the question when a vote becomes public to the membership. Jennifer stated that this particular item became an executive board vote because it was an inappropriate project set up by prior PTA boards. Carrie asked where the amount $7,000 came from. Jennifer stated that it was a verbal statement made by Corrine Manual who was the 2008-2009 VP of fundraising and a half sheet of paper with possibly Bonnie Rivera's (2008-2009 PTA Treasurer) handwriting noting the playground made $6700. With these two pieces of information the PTA board is willing to commit $7,000 to the playground. Jennifer stated that the PTA board must go with the amount documented in the books rather than second hand information. Jennifer stated that the PTA have national and federal guidelines to follow. It was stated that continuing to carry large bank balances could jeopardize our non-profit status. Ms. Wallace inquired about a closed account. It was stated that the savings account was not closed; the discussion continued on a savings account being closed (research following the meeting showed the PTA savings account was never closed). Joanna clarified by stating that question refers back to 2009-2010 when Alaska PTA directed the prior checking account be closed because the 2008-2009 books were not closed out (reconciled and audited) and a new account be opened so PTA money from registration could be counted and deposited. Deborah asked could a previous board member step up stating the savings account was designated for the playground. Jennifer stated a PTA board should not raise money longer than their term. There are guidelines; projects should last 2 to 3 years and money placed in an account earmark for that project with documentation. It was also stated the savings account has not been touched. Joanna stated it was the practice of the previous treasurer to roll money over to the savings account when the checking account exceeded 20,000. Deborah asked if fundraising continued could this money go into the PTA account. Additional playground fundraising efforts are not supported by the PTA, making the funds non PTA related and can not go into the PTA account. It was stated the PTA board is willing to commit $7,000 to this project but are open to the amount presented by the committee. Deborah has stepped up to oversee spending the money, Heidi will be on the committee. It was suggested to get proposals for low, middle and high amounts. Alaska PTA does not encourage large projects such as this; they suggest working with ASD or applying for grants for such a project. Jennifer advised the committee to keep in mind the additional cost of ground care and maintenance. Ms. Wallace stated once it is given to the school it is the responsibility of the school district to maintain. This is the reason for a yearly itemized report of all items given to the school by the PTA. Emily stated at the October meeting it was mentioned the PE teacher, Mrs. Ireland wanted workstations and what has come of them. Jennifer stated after the installation of the track there is no room for the workstations making them no longer an option. A recommendation was made by Karen and Deborah for more publications of PTA meetings that focus on spending large dollar amounts. Deborah suggested placing the agenda in the Tiger Tracks. It was stated money decisions are done at the budget meeting which are usually in the summer. This is when the PTA sets goals and creates the budget. Emily asked if there was a secretary. Karen stated Scott Kim was only interested in the secretary position. Jennifer will contact Scott soon.
Next meeting:
Wednesday, January 18, 2012 at 5 PM in our school library NLABC PTA Secretary
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NLABC Meeting Opened at 5:05 p.m.
In attendance
Jennifer opened the meeting stating Lisa Adair resigned as PTA Secretary. A motion “for Tricia Kofoid to become the secretary” was adopted. A motion “to approve November’s agenda, May, June and September’s minutes” was adopted. Principal’s Report: Ms. Wallace stated the laptops are in the building. A few questions where asked, “is there money left over” and “was there enough money to purchase the carts”. Miss Wallace informed the board the carts were purchased from a school fund and will need to be reimbursed by the PTA. Jennifer restated the PTA will need invoices for both carts and computers for our records. Ed tech next week will update teacher’s computer with iMovie and iLife. The online program Math Wiz has been purchased for sixth grade and down. Math Wiz is an assessment of math age not grade level and eventually will be available at home. An hour a week on this program could improve math age. No future plans for the school to purchase a reading program like Math Wiz. NLABC business partner Michelle Melgar of New York Life is interested in doing a seminar. A suggestion was made to invite Michelle to speck during the Middle School Spaghetti Feed on January 27, 2012. Michelle will be invited to the next PTA meeting to answer questions. Business partner, Murray Orthodontics has expressed interest in helping during Math & Science Night. Halloween Candy Drive brought in 235 pounds of candy. Treasurer’s Report: Treasurer handed out report. Checking balance 18,363.83 savings balance 27,507.02 as of September 30, 2011. Fall Carnival net revenue; 2,668.71 budgeted 3,000. Silent Auction net revenue: 4,742.71 budget 5,000 Book fair receipts 5,705.10 expenses 2,913.29 net revenue 2,791.90 budgeted 1,000. Art to Remember net revenue 6,067.70 budgeted revenue 2,000, this does not include expenses also we're waiting on an invoice. Flora will start on-line banking to avoid waiting on statements. Need to order checks. An extension for our taxes will be filed. Ms. Wallace submitted a reimbursement for fabric that was used in the after school art program. It was determined after a discussion this is not a PTA event. Flora or Jennifer will need to follow-up with Ms. Wallace. It was also suggested to discuss with the ABC board about grants for Smart Boards in our school. VP Fundraising Report: Art to Remember, 19 orders did not include the $1 shipping and handling; this money will be requested before items are delivered to students. Orders should arrive on December 2, 2011, volunteers needed to be help deliver. Carnival/Silent Auction, this event is to overwhelming for one person to oversee. For this event to continue and be successful two coordinators need to be recruited. Mrs. Nishimura was unhappy to sell candy in the toy store. If the store remains a TOY store she is happy to host it in her room but in the future if it sells candy a new location will need to be found. A suggestion to place trash cans outside during events. Also, it was suggested to enlist ROTC to clean the grounds outside on Saturday morning after the carnival. Current Members 234 of those 14 are teachers. The 2011-12 Budget was voted on by ballot at the back to school picnic on August 12, 2011 (23 votes cast; 2 no and 21 yes). VP Communication’s Report: The next newsletter will go out 12-2-11. A request to place newsletter archives on website was made. Silent Auction thank you notes will go out in December possibly January. Audit committee will meet to follow up. A tax extension will be filed. Barnes & Noble book fair event is December 3, 2011. Mrs. Miller will enlist 80 choir students to perform. Jennifer will follow up Mrs. Miller to determine a time for the event. Plans are to have cookie decorating and face painting and recruit middle school students to face paint. Ms. Wallace suggested to add information in Nov. 18 & Dec. 2 Tiger Tracks, it was suggested to add the cheesecake order form in T.T. It was suggested to place flyers out for Red, White, and Blue assembly on Dec. 2, 2011. VP Middle School Report: The Nov. 4 bowling event had 50 kids attend. Fall Dance was held Nov. 11. The DJ was well liked by parents and students. It was helpful to have a volunteer supervise the bathrooms. Future events: Winter Dance December 15, Spaghetti Feed January 27 (Math and Science Night), Hawaiian Social February 24, Roller Skating April 13, 8th Grade Recognition May 16. President’s Report: We need yearbook help now; it was suggested to email a request for a coordinator and putting together a job description with volunteer time. Misty Ellis in interested in setting up a FaceBook page, it was suggested she attend next meeting to outline her idea. Scott Kim has expressed interest in being on the board, Jennifer will suggest yearbook and possibly VP Volunteers or VP fundraising. Jennifer met with the Thanksgiving Feast committee Janet Allen, Anna Cha, Karen Smith and Amy Fredenhagen and advised them that this feast was not a PTA event therefore the money could not be placed in the PTA account. The money is now going through the school account. As a result, the PTA is not needed to count the money. Per Krystal Offord, since this is school money, the office must handle it. Jennifer did ensure the feast team that the PTA does want to support this event in any way it can. Since this is a school event and they cannot have a profit there is great difficulty determining the price of meals and who will pay the difference. Jennifer assured Amy Fredenhagen the PTA would help by paying the difference between the money that is collected and the total bill due to the school district for catering. Amy is currently predicting they will need about $900. This number is subject to change in either direction and the funds would come out of PTA miscellaneous school support. After a long discussion a motion “to use $700 from miscellaneous school needs towards the Thanksgiving Feast this year only” was adopted; (actual amount $191.25; lunches for 45 teachers/staff). Amy Carter agreed to pay for pizza from the middle school budget. Jennifer met with Karen Smith and Debra Thompson about the playground fund. They said there were about 24 parents who wanted more information on the status of this fund. Jennifer repeated a lot of the same information that was reported at our last meeting and reminded them the PTA has $7000 that was documented for this fund that will be spend on the playground. Jennifer also repeated the invitation for one or more of these parents to head up this playground project. The PTA board is not specific on what to purchase and are willing to add funds to the project if the PTA has them available after the NLABC Read-A-Thon in March. A motion “to spend the $7000.00 of the playground fund by April 2012” was adopted. ABC Advisory Report: Not Present New Business: None Next meeting: Wednesday, December 14, 2011 at 5 PM in our school library Meeting closed 6:55 pm PTA Secretary
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NLABC
PTA Board Meeting Minutes Meeting Opened at 5:02
In attendance
Agenda and May minutes approved Principal’s Report: Not Present Treasurer’s Report: The new track installed over the summer was completed with no cost to the PTA. Materials and labor donated by Anchorage School District. Audit is in process and will be turned over to H&R Block once completed. VP Fundraising Report: Art to Remember packets will go home October 5, 2011, deadline to be returned October 17. Yearbook volunteers are needed. Box Top Contact is underway. Barnes & Noble book fair Saturday, December 5, 2011; suggestions for this year 1) focus on performances 2) no carnival games 3) keep face painting and cookie decorating. Carnival & Silent Auction will be October 21, 2011. Everyone was asked to attend carnival meeting scheduled for September 20 @ 2 p.m. VP Communication’s Report: Next newsletter deadline September 23, 2011. Joanna and Jennifer will attend next teachers meeting. Audit and taxes should be more available by the end of month. VP Middle School Report: Ice cream social went well with 46 students participating. Buttons were created with pictures taken during the event; 42 buttons made in an hour and given to students at no cost. Need to attain Middle School event schedule from Amy. President’s Report: Placed order for 31 laptops on Friday, September 16, 2011. ASD assembles a group order which may result in a lower cost but has no way of giving confirmation on the exact cost or expected delivery date. Additional money needed for laptops in the amount of $1200-$2000 will need to be taken from another line item. Maintenance and insurance will be the responsibility of ASD. PTA meetings will be the 3rd Wednesday of the month. Volunteers needed for Carnival & Silent Auction. ABC Advisory Report: Meetings are the 3rd Thursday of the month @3:15. Traffic continues to be an issue. It was requested for a PTA representative to attend meetings. New Business: Deborah Tompkins asked about the Playground Fund. Jennifer stated a specific playground fund was never found therefore all money was placed in the PTA general fund. The only playground documentation was just under $7000 on a handwritten note written by Bonnie Rivera that was collected 2008/09. The Alaska PTA stated this fund was inappropriate based on the project type, amount of money projected to complete the project and length of time needed to raise money. A prior PTA board could not require any following board members to reserve funds for a fundraiser outside of its year.
Next meeting
October 19, 2011 @ 5 p.m. (Cancelled) Minutes
constructed by using hand
written notes taken by previous secretary. |
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NLABC Meeting Opened at 5:50 In attendance PTA Board : Jennifer Westover, Tricia Kofoid, Joanna Booth , Amy Carter, Lisa Adair. Principal: Not attending Visiting Members: None Present ABC Board : None Present Visitors: None Not Present: Flora Teo This was a meeting to discuss upcoming events / ideas for the 2011/2012 school year . Jennifer opened by handing out the important revised dates for the upcoming school year, and new updated PTA board Contact list. Lisa moved to accept the May meeting minutes and Tricia 2nd . Registration was discussed as next upcoming event and times for volunteers were discussed . Thru the registration membership drive we would also be selling leftover yearbook, logo bags , phonogram cards, but not doing the supply bags this year. Tricia has ordered the phonogram cards and should be here by registration, after registration the office will sell them . Amy was asked to set the middle school dates and get them to Mrs. Wallace so arrangements can be talked about. Joanna discussed the newsletter deadlines and different idea on how to distribute them via email or hard copy . Tiger reading logs on the back of them possibly sent home / emailed the last Friday of each month . The deadline to get things in the newsletter would be the Friday before the first day of the month. Jennifer suggested a new idea for doing the tiger reading rewards , she suggest that we do the regular rewards bags for the kids in K - 3rd and doing Tiger bucks for 4th - 6th , She will set a meeting to discuss it with Bonnie. It was brought up that the teachers want special light bulbs for there classroom to enhance the learning experience. Mrs. Kaas Spent $150.00 out of here own pocket to change them in her class and the school district will not cover it . We suggested increasing the teachers reimbursement budget to $150.00 or maybe doing some sort of fundraising for it . Voted to up teachers allowance to $150.00 it was unanimous. The Typewriter for the special ed class were discussed and need to be ordered asap if we budget them in . The apple lap book cart is $23499 for the middle school mobile lab , which would free up the computer lab for the other grades . There is no cost for the track at this time . The Need to start arraigning chair people for event was brought up and will be discussed more at the next meeting . Back to school picnic is August 12th , Jennifer and Amy will look into our catering options for this and equipment. Discussed possible adding PTA Office remodeling money into the budget and raise it too $2000.00 / $2500.00 Tricia handed out the Art to Remember schedule. The 2011/2012 year books will debut and be sold at family fun night with no preorders done. Next meeting for budget is 08-08-2011 @ Barnes and Noble Meeting ended at 6:54 pm Submitted by, PTA Secretary
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