PTO Meeting Minutes
BCCS PTO Meeting Minutes
Belle Creek Charter School PTO
December Meeting Minutes
December 7, 2009
Attendance:
Kristy Alles Serrant
Monica Kime
Diane Woodcock
Lynette Hays
Meeting called to order by Kristy Alles Serrant
Introductions were made. Lynette Hays with Entertainment Publications was introduced as a special guest to go over possible fundraisers for the fall and spring.
Review of the November 2009 Minutes. Reviewed and approved.
For the Good of the Order:
PTO Holiday Get Together is scheduled for December 16, 2009. We have only a few RSVPs from members.
Treasurer's Report:
- Skate City Party was a success. Many compliments from the teachers and families in attendance. Everyone had a great time and all look forward to the next one in February. Money made from the event was $150 and no expenses for the PTO.
- Final payment received from the Cookie Dough Fundraiser for $378.80.
- Dominos Pizza check was for $26. Very disappointing considering we get $2 per pizza.
- McDonalds - McTeachers' Night was not as successful as we would or should expect it to be. Our 15% of sales were only $275.
Current budget money for the 2010-2011 School Year is $12340.60. Treasurer presented a mock budget of what next year will need to be successful. All frills were left off of budget and still the budget is short $6807.40. We need divine intervention to reach our goals.
Old Business:
- McTeachers' Night was very fun and exciting for the volunteers that attended. Disappointing that we did not get the staff support needed to make it as successful as Timig's Night. We will not be doing this event again due to lack of support from everyone involved with Belle Creek Charter School.
- Skate City was a great success for our first Skate Party. Many families and staff members enjoyed being able to do a fun active sport. We are very glad that Maria and Skate City could provide such great service to us and take on the expense of advertising for the PTO. Our next event will be February 2nd.
- Discussion regarding the complaints of staff and teachers about PTO related functions and fundraisers. Diane stated that it was a complaint including the events and fundraisers held by the school; however, as it was put to PTO, complaints were regarding only PTO related functions. We discussed removing all fundraisers and family events from the schedule as staff and teachers complained advertising was too much for them to take on. As a courtesy and to avoid further issues, board members in attendance voted to keep only the Luau and Wold's Finest Chocolate as our Spring Fundraisers. Also, being cancelled were the teacher appreciation and teacher conference meals as these two items are too much work for the PTO to arrange. All focus will remain on the two Spring Fundraisers. Votes from PTO Board Members received via email were also counted towards this decision. Quorum on voting was met.
New Business:
Lynette Hays with Entertainment Publications was gracious enough to attend our meeting to go over details of the fundraising opportunities she has for Belle Creek to raise the funds needed to keep all in the budget for next year.
- Sell Entertainment Books in the fall for $30 with BCCS receiving 45% profit for each book sold.
- Sell a Coupon Booklet for $20. PTO can choose what vendors to put on the 16 preprinted one time use coupons. (Coupons can be tailored to local vendors.) A card number will be assigned to each booklet so parents can go online to register it and print many more coupons for free - nationwide. BCCS would receive the following percentage per sale:
•1. 1 to 499 booklets and earn 50% profit =$10 per booklet
•2. 500 to 999 booklets and earn 55% profit = $11 per booklet
•3. 1,000 to 1,999 booklets and earn 60% profit = $12 per booklet
•4. 2,000+ booklets and earn 65% profit = $13 per booklet
Diane Woodcock had some suggestions for future events and the Spring Luau.
- Hold two major events per year (Fall Festival and Spring Luau).
- Combine PTO functions with school's Core Knowledge Nights.
- For Spring Luau - assign each grade a booth to man at the Luau. They help come up with the game and man the stand throughout the event. Opens up PTO to do more during event.
Belle Creek Charter School PTO
November Meeting Minutes
November 2, 2009
Attendance:
Kristy Alles- Serrant
Monica Kime
Diane Morris
Amy Huang
Diane Woodcock
Michelle Laine
Bernadette Reed
Talisha Flanary
Lisa Murphy
Meeting called to order by Kristy Alles Serrant.
Introductions were made for all attendants to know who everyone was on the board and at the meeting.
October minutes were reviewed and voted and approved.
For the Good of the Order:
Voted in a new Parent at Large. New Board Member is Bernadette Reed. Talisha Flanary has opted to hold off on being sworn in because she is contemplating the open Vice President position.
Diane Morris was voted and sworn in as the new Secretary.
Treasurer's Report:
Kindergarten requesting a check for museum field trip totaling $160. PTO voted yes to pay.
Any money put into the PTO box up at the front office should only be removed by the
President or Treasurer due to the liability of money being lost or delayed in depositing.
Smencil inventory was sold to Dr. Polson for use as Middle School incentives for the school's Accelerated Reading Program. Amount recouped for the Smencils $217.50.
Dr. Polson informed PTO that middle school took a field trip, but did not receive reimbursement for the trip. Monica Kime (treasurer) has no forms turned in to have said reimbursement. PTO agreed to pay for the next trip taken instead of the one already taken by the middle schoolers.
Discussion of PE Uniforms was tabled as no requests for funds were submitted for such equipment.
Skate City donated $100 to the BCCS PTO for attending their annual meeting earlier this year. Skate City has made it a major point to help support the PTOs, PTAs, and any small educational organization fundraise.
Old Business:
Applebees Pancake Breakfast raised $166.00. Amount includes tips left by supporters which were added to the fundraising account.
Trunk or Treat was a huge success. Total raised after known expenses is $1017.81.
Teachers were very happy to have PTO provide them with dinner for conferences and with pumpkins for their classes to decorate for the Trunk or Treat Festival.
New Business:
Vice President position announced as open. All applicants must submit a letter of intent to Kristy Alles Serrant via email or drop off at front desk by November 30, 2009 to be considered. A nomination committee will be formed to review and select which candidates best qualify for the position. Candidate will be voted and sworn in on December 7th.
Skate City Party is coming up. Skate City will provide all advertising materials. We will need volunteers to help distribute the flyers. Maria with Skate City will also print up banners, stickers, and have a free slice of pizza per paid skater. Bus service will also be available for the staff, students, and parents to ride to Skate City from the Belle Creek parking lot. Permission slips must be filled out to ride the bus.
Original works - we need to vote on whether to do the fundraiser so that PTO can enter into contract. PTO voted yes to do this in conjunction with Mr. Beach for the spring fundraiser.
Yankee Candle - Kristy met with rep to get details. Many offers for Spring and Fall.
We will not hold a December event due to the Holidays and families being preoccupied.
Kohls Volunteer Opportunity - if we invite Kohls to any of our events at the school it will pay off. Kohls will volunteer 5 employees to work for free and then will donate $500 to Belle Creek.
McDonalds Night - As per Ms. Fragapane's discussion last meeting, PTO will be sponsoring a McTeacher Night. Volunteers are still needed. BCCS PTO will receive 15% of all sales for the night. Requires at least 8 volunteers or more to work the counters and floor to make more sales.
Standing Business:
Any comments or suggestions for future or past events should be emailed to Kristy.
Suggested by Applebee's Manager that we do an incentive for most tickets sold for students.
Such as an IPOD or Wii Video Game System. With this incentive, we may get a bigger turn out on the sales.
Ideas for January Family Night: parents night out, wine & cheese party, bingo night, pasta night, taco night, reading night...
For trunk or treat next year we will sell bracelets instead of tickets and supply more candy. It's too much trouble to sell and collect tickets from everyone for centers and food.