West End Elementary PTA Meeting Minutes December 1, 2016 6pm West End Elementary School Attendance: Carrie Clark- President Beth Jackson- Vice President Maria Puckett- Treasurer Julie Lane- Secretary Beth Bedwell- Parliamentarian April Cauthen- Parliamentarian Shelley Comer- Parliamentarian Holly McDow- Hospitality Chair Vikki Crafter- Membership Chair Jodi McKenzie- Volunteer Chair Antigone Peek- Principal Renee Robbins- Teacher Beth DeBerry- Member/Nomination Committee Chair Absent: Amanda Bryan- Audit Committee Chair Kim Rust- Audit Committee Member Terri Cheechov- Box Tops Chair Sandy O'Gorman- Teacher Representative Quorum: Yes Call to Order: Carrie Clark called meeting to order at 6:04pm. A sign in sheet was signed by all in attendance. Treasurers' Report
and Agenda were distributed. It was noted that there were copies of First Bank's Schedule of Fees report available to review. Motion: Carrie Clark asked that the minutes of this meeting reflect an addition to November 3, 2016 meeting minutes. She stated Beth DeBerry had provided information regarding Sunny D books for teachers promotion. Julie Lane researched this program and found that the promotion expired on 11/30/16. Beth Bedwell made a motion to approve meeting minutes from November 3 with a second by Jodi McKenzie. Motion carried. Audit Committee Report: (Amanda Bryan absent) Carrie Clark stated that, to date, Holly McDow and Amanda Bryan had submitted signed copies of October PTA bank statements reflecting their review and approval. Carrie Clark asked Julie Lane if Kim Rust had also completed this task and it was confirmed that she had. Carrie Clark stated that the November PTA bank statement had not yet been made available for review. Treasurer's Report: Maria Puckett original copy on file Balance on hand as of 11/30/16: $8946.04 Memberships: 190 total(staff 20, teachers 24, PTA Board 15) Total membership fees and additional donations collected: $1631 Amount paid to NCPTA 9/15/16 for 143 members:$572 Amount paid to NCPTA 10/14/16 for 36 members:$144 Amount paid to NCPTA 11/15/16 for 11 members:$44 Total budgeted income from membership:$1300 To date profit from membership:$871
37 remaining t-shirts from original order of 100. PTA has brought in an additional $172 gross in t-shirt sales in November. Paid 7 Lakes Screen Printing one invoice for $48.44(October orders) Expecting another invoice due to 3 pending orders 14 teachers have submitted and been reimbursed for classroom supplies. 13 of these teachers are PTA members. PTA paid $138.78 to Texas Roadhouse for baked potatoes for parent/teacher conference lunch for staff on November 8, 2016. PTA paid a $2.45 fee to First Bank in November. The First Bank's schedule of fees is available for review. Carrie Clark stated that the bank charges a fee when business services accounts make deposits over $10,000 in one month. She explained PTA account was charged this fee in the month of October due to funds collected at Book Fair and Fall Fest exceeding this amount. She mentioned March could possibly be only other month where this situation may occur again. She noted again First Bank's schedule of fees report was available for review at this meeting. New Business: Carrie Clark stated that Kickback Jack's Restaurant would be hosting a PTA Spirit Night on January 25, 2017. She mentioned 10% of WEE meal sales would be given to PTA. She stated that flyers and reminder stickers would be provided by the restaurant. Carrie also stated that the management of this restaurant had requested commitment to hosting other Spirit Nights there on the 4 th Wednesday of every month. Carrie stated that the previous Spirit Night was held at Texas Roadhouse and was profitable but that there
was some grievance with the long wait to be seated. She stated that the opportunity at Kickback Jack's presented itself during a phone conversation regarding donations for PTA Movie Night. Local Donations- Carrie Clark stated that Julie Lane and herself had discussed how to package local business donations to be raffled at Movie Night on January 2. She mentioned that Julie Lane had been in contact with many businesses to request donations to be raffled and had secured a large amount. Julie Lane added Carrie Clark and Shelley Comer obtained donations as well. She asked that Julie Lane provide a list of any donations obtained. Carrie Clark stated that the raffle would be called Tricky Tray. Julie Lane presented list of all businesses that donated with descriptions and amounts. Copy of this list is on file with original minutes. Movie Night- Mrs. Robbins questioned whether communication would be done through Connect- Ed to promote movie night. She commented that her classroom kids had not been discussing movie night very much and thought the event should be promoted as much as possible. Carrie Clark commented she could ask Mrs. Peek or Mrs. Heffner if one could be done before the event. Carrie Clark mentioned that the movie post on PTA Facebook page had over 900 hits. Mrs. Robbins asked if tickets would be sold at the door and Carrie Clark explained that admission was free but concessions and Santa pictures would require money. Beth Jackson stated that she had received calls from families inquiring about movie night and also questioned whether the amount of cups for beverages would be sufficient. Carrie Clark stated that there were plenty of regular Styrofoam cups in shed and that the budget for this event had already exceeded planned amount. Vikki Crafter mentioned need for lids on cups due to spillage concerns. Mrs. Robbins asked if Food Lion would possibly donate extra cups. Beth Bedwell commented
she could contact Food Lion. Vikki Crafter stated that there was on hand 100 dipped spoons for hot chocolate and 120 marshmallow pops. Carrie Clark stated these items would not be in conjunction with the VIP ticket sales and would be an additional cost. Teacher Wish Christmas Tree- Carrie Clark stated that the tree for teacher wish ornaments had been set up by Julie Lane and herself. She mentioned that parents had been notified in kids folders that teacher ornaments with classroom wishes were on tree and they could find these in the main lobby. There was also a reminder that PTA would be accepting donations of antibacterial wipes, hand sanitizer, and tissues for classrooms at movie night. Beth Jackson stated that some ornaments did not have teacher names on them. Holly McDow asked whether an email could go out to teachers to remind them to include their name on the ornaments. Carrie Clark agreed to send this email. Boosterthon- Carrie Clark stated that the question of whether Boosterthon had been scheduled would need to be addressed at next meeting. Mrs. Peek was not available to give a response as she was called out of meeting to address other concerns. Carrie Clark stated that in the event Boosterthon was not scheduled, Read-a-thon would be considered. Old Business: Carrie Clark stated that Julie Lane had distributed a list of WEE important dates as Vikki Crafter had suggested. She stated that after the list had been sent out there had been a date change. The 5 th grade promotion was changed from June 7, 2017 to June 8, 2017. Carrie Clark stated that Spirit Night at Texas Roadhouse was a
success. PTA of WEE earned $141.17 but funds had not yet been received. She stated the next spirit night would be 12/6/16 and that flyers and reminder stickers would be distributed. Carrie Clark mentioned that the wait time was an issue with this event and questioned whether it being a kids eat free night was part of the issue. Beth Jackson stated that her family frequently eats there on those nights and that the restaurant is not typically that busy. Beth Jackson questioned whether a different night (possibly Wednesday) should be scheduled to compare turnout and Carrie Clark agreed but mentioned that Kickback Jacks was already scheduled for 4 th Wednesday of every month. Kohl's- Carrie Clark asked Beth Jackson to give an update on the incoming funds from Kohl's program. Beth Jackson stated that it was still being processed and that she had to re-submit due to an oversight while completing a survey. Carrie Clark stated teachers had been notified via email of 12/9/16 deadline to submit supply reimbursements. She stated 10 teachers had not submitted. Mrs. Robbins commented that PTA had done so much already and that she did not want to request anymore. Carrie Clark stated that the budget was set with the intention to fulfill all classroom teacher supply reimbursements. April Cauthen stated that she had personally secured a $50 Walmart gift card to be raffled during Staff Luncheon in addition to the gift cards that PTA would supply as gifts. Carrie Clark commented that the option for gift cards on the RSVP was well received and that Casey Givens had stated that in the last 3 years the largest complaint was that there was no choice. Carrie Clark mentioned that all the responses she had received from staff regarding the gift cards were positive. Mrs. Robbins commented that she loved the options.
Carrie Clark stated that in the absence of Amanda Bryan, the update on the newly created committee to raise additional funds would be tabled until January meeting. Carrie Clark stated that Mrs. Diaz's classroom was the PTA classroom winner and had received their reward. She thanked Jodi McKenzie and Julie Lane for creating tags to go on the cotton candy. Carrie Clark stated that PTA had supplied the baked potatoes, drinks, chips, and salad dressing for the staff during parent/teacher conference day on November 8, 2016. Movie Night Update- Beth Bedwell questioned whether VIP tickets had been distributed. Carrie Clark stated they went out on mailboxes that day. Julie Lane asked Mrs. Robbins time frame for mailbox pickup for teachers. Mrs. Robbins said any correspondence should be in mailboxes at least one day before it needs to go home with students to ensure teachers pick up from box or ask Mrs. Lovick to announce a mailbox pickup is needed. Carrie Clark stated that set up time for movie would begin at 4:00pm. She stated that Julie Lane and Jodi McKenzie would set up Santa backdrop earlier in the day. Carrie Clark commented that Casey Givens agreed to take after school kids out of gym at 4:30pm and that projector and sound would be set up at 5:00pm. Doors open at 5:30pm and Santa photos from 5:30pm-6:30pm. Movie to begin at 6:30pm. Carrie Clark stated that all supplies were ready. She asked that anyone available to help please be there and that the 1 st hour was
most critical. She commented that Amanda Bryan had secured donation from Lowes Food for cookies. Carrie Clark stated that Beth Bedwell and Jodi McKenzie would run the Santa photo station. Holly McDow stated that purchasing movie rights yearly was more cost efficient. Vikki Crafter asked about hosting an outside movie in the future. Holly McDow explained that the cost was more substantial to do so. Carrie Clark stated that in the event this movie night was successful, PTA could decide whether to host another this school year. Vikki Crafter suggested posting photos on PTA Facebook page in order for families that are not able to attend to view and possibly advertise in the event PTA decided to host a second movie night. Carrie Clark stated that this was a free family movie and that parents must accompany kids for duration of movie. Mrs. Robbins suggested mentioning this fact on the connect ed. Carrie Clark commented that whoever was manning the door must be certain that kids were not dropped off. Beth Jackson suggested someone standing outside the gym to watch for unaccompanied kids. Staff Luncheon Update: Carrie Clark stated that lunch and recess had been covered by volunteers for all classrooms. Holly McDow asked who could bring crock pots. Beth Bedwell, Renee Robbins, Carrie Clark, Shelley Comer all agreed to bring crock pots. Holly McDow stated she would need these Friday morning of the luncheon. She stated set up would begin at 9:00am. Carrie Clark stated that plates, napkins, tablecloths, and desserts were taken care of. She stated Seven Lakes Baptist Church would supply an Edible Arrangement this year again. She stated at 10:00am someone would need to go to Texas Roadhouse to pickup rolls. Holly McDow agreed to secure someone for this. Holly McDow asked Jodi McKenzie if she was planning to
decorate tables and Jodi agreed. Holly McDow and April Cauthen stated that either of them could make the slaw. Carrie Clark stated that a substitute teacher had submitted a request for the staff gift card. Carrie Clark stated that only full time/ permanent staff would be able to receive gift and that names would be added to gift card package. Mrs. Robbins asked if employees such as Mrs. Allen were eligible and Carrie Clark responded yes. Carrie Clark asked Julie Lane and Jodi McKenzie to create packaging for the gift cards. Carrie Clark stated that there had been one request from a staff member for a vegetarian lunch. She stated that PTA staff lunch had options for vegetarians included in meal and that there would be no special arrangements made for this request. Motion to elect Nomination Committee for 2017-18 Board- Carrie Clark stated there was a typo in Agenda as Shannon Stites was not willing to chair this committee. Beth Bedwell had previously called for persons willing to sit on this committee. Beth DeBerry,Shelley Comer, Vikki Crafter, and Renee Robbins agreed to do so. Shannon Stites(not present) had previously agreed as well. Beth DeBerry asked for details regarding the responsibilities of chairing this committee. Carrie Clark stated that Beth Bedwell would provide information from NCPTA in regards to these duties. Beth DeBerry agreed to chair this committee. Holly McDow made a motion to elect these persons to the committee with a second from Beth Bedwell. Motion carried. Vikki Crafter updated PTA membership information. She stated that 190 were in system as members. She stated that 14 more would be rewarded with Gold Key award and Bronze Acorn award. Carrie Clark agreed to upload list of names in system due to Vikki Crafter
going on vacation. Carrie Clark stated next meeting would be held Thursday, January 5, 2017 at 6pm in WEE media center. The following topics will be up for discussion: grade level requests, PBIS, 5K run, Valentine's dance, Treasurer's report with movie night and luncheon recap, Nomination committee update, Audit committee update, Box Tops update, and previously tabled items. Carrie Clark called for a plus/delta of meeting. Beth Bedwell commented as a delta that there was no response to buzzer at front door when entering school. Vikki Crafter made a motion to adjourn meeting with a second by April Cauthen. Motion carried. Carrie Clark adjourned meeting at 7:07pm.