YES PTO Meeting AWS
PVE/YES PTO Meeting Agenda and Minutes August 29, 2017 1. Welcome and Introductions a. Everyone introduced themselves and said how they were involved 2. Rationale of Redesign a. Ms. Lucas shared the vision for the new organization and why we needed to make a change i. We are wanting to put in checks and balances to keep everyone safe. 3.
Current PVE/YES PTO Financial Information (As of August 29, 2017) Teacher Funds will not be available due to 2nd semester (limited funds) a. Ms. Lucas discussed the current PTO financial. b. Money will be transferred to a new account once they get EIN and Christine Wolfert and John Dragoo will be the new treasurers until election. (Approved) 4. Dissolution Vote of current PVE/YES PTO/ Creation of new organization a. Mrs. Ray discussed a resolution to dissolve the current PTO so a new one can be created. b. “It is recommended that we dissolve the current YES/PVE PTO as it existed in 2016/2017 i. Motion: Laura Hall ii. Seconded: Parent iii. Vote 48: all iv. Opposed: 0 5. a.
Name suggestions for new organization (we need in minutes for financial) Suggestions: Tiger Tribe, PTA (We can not do PTA because there would be association fees) Additional names can be submitted
6. 7. a.
By-laws (PVE/YES PTO) and the additions/changes for (new organization) -proposed
i. ii. iii.
Mrs. Lucas went over the proposed changes below:
More oversight for financial and budgeting Executive Committee = Elementary Administrators (principals) Executive Committee must approve event budgets and expenditures Annual financial audit by outside accounting firm (seeking advice) New accounting practices and transparency of collection and distribution of funds. (similar to what we use for State Board of Accounts) Money should not leave PVE or YES unless in transit for deposit at Mutual (money collected for events) Principals will work to secure 501(3)(C) on behalf of new organization Other concerns or areas for discussion related to by-laws and redesign?
7. Vote for proposed by-laws for new organization (Name?)
New Bylaws were presented It is recommended we approve the new by-laws as presented (See attachment) Motion: Cathy Courtney Seconded: John Dragoo Vote: 48 in favor Oppose: 0 8. Financial Changes New financial accounts at Mutual will be opened in new organization’s name Sum of $8,864.18 will be transferred from current PVE/YES PTO account to new account. (or whatever account John Dragoo and Christine Wolfert will be co-signers on all financial documents for the 2017-2018 school year during transition - all in favor Elections for upcoming 2018-2019 school year will be held in May 2018.
9. Upcoming and new proposals for events/dates - volunteers and suggestions welcome. Fee Events Upcoming events and new proposals for events/dates Should we give away tickets for games or raffle tickets if someone donates o Suggested we give raffle tickets on a scale; ex. Every $5 a raffle ticket Teachers whose responsibility is it to cover the game if a teacher can not cover? o If we know ahead of time, we can take from other classes o We do ask that teachers help in some form to receive $150 o Pull from YHS and possible college students Do we need to check for a new date? Conflicts with BSU homecoming o Possible January date? o We are fine with whatever we agree on. o Kim: I already checked with carnival guy he is available, we’ll check other dates o We’ll send out survey to find out. Does anyone have a suggestion for a new name? o Tiger Tribe o Can it be PTA No because it is an association and people would have to pay money to join. Fall Carnival - Oct. 21, YMS Chairs: Kim Koss and Derek Grubbs Donations - share idea (Tickets or Raffle and how many to offer?) Games- Volunteers - share plan My Girl Gala - Date TBA, YMS Chairs: Trisha Chapman and ___________
Teacher Appreciation Week, Week of May 7 Chairs: Christine Wolfert and _______________ My Boy Bowling - Date TBA, Clancy’s Chairs: _______________ and ______________ Others???
Free Events YES Hands-On Science Night - sponsored by PTO - $1,500 budget from PTO Others???
Motion to adjourn: Laura Hall Second: Sam Taylor Vote: Unanimous Oppose: 0
Current PVE/YES PTO Financial Information (As of August 29, 2017) Teacher Funds will not be available due to 2nd semester (limited funds) a. Ms. Lucas discussed the current PTO financial. b. Money will be transferred to a new account once they get EIN and Christine Wolfert and John Dragoo will be the new treasurers until election. (Approved) 4. Dissolution Vote of current PVE/YES PTO/ Creation of new organization a. Mrs. Ray discussed a resolution to dissolve the current PTO so a new one can be created. b. “It is recommended that we dissolve the current YES/PVE PTO as it existed in 2016/2017 i. Motion: Laura Hall ii. Seconded: Parent iii. Vote 48: all iv. Opposed: 0 5. a.
Name suggestions for new organization (we need in minutes for financial) Suggestions: Tiger Tribe, PTA (We can not do PTA because there would be association fees) Additional names can be submitted
6. 7. a.
By-laws (PVE/YES PTO) and the additions/changes for (new organization) -proposed
i. ii. iii.
Mrs. Lucas went over the proposed changes below:
More oversight for financial and budgeting Executive Committee = Elementary Administrators (principals) Executive Committee must approve event budgets and expenditures Annual financial audit by outside accounting firm (seeking advice) New accounting practices and transparency of collection and distribution of funds. (similar to what we use for State Board of Accounts) Money should not leave PVE or YES unless in transit for deposit at Mutual (money collected for events) Principals will work to secure 501(3)(C) on behalf of new organization Other concerns or areas for discussion related to by-laws and redesign?
7. Vote for proposed by-laws for new organization (Name?)
New Bylaws were presented It is recommended we approve the new by-laws as presented (See attachment) Motion: Cathy Courtney Seconded: John Dragoo Vote: 48 in favor Oppose: 0 8. Financial Changes New financial accounts at Mutual will be opened in new organization’s name Sum of $8,864.18 will be transferred from current PVE/YES PTO account to new account. (or whatever account John Dragoo and Christine Wolfert will be co-signers on all financial documents for the 2017-2018 school year during transition - all in favor Elections for upcoming 2018-2019 school year will be held in May 2018.
9. Upcoming and new proposals for events/dates - volunteers and suggestions welcome. Fee Events Upcoming events and new proposals for events/dates Should we give away tickets for games or raffle tickets if someone donates o Suggested we give raffle tickets on a scale; ex. Every $5 a raffle ticket Teachers whose responsibility is it to cover the game if a teacher can not cover? o If we know ahead of time, we can take from other classes o We do ask that teachers help in some form to receive $150 o Pull from YHS and possible college students Do we need to check for a new date? Conflicts with BSU homecoming o Possible January date? o We are fine with whatever we agree on. o Kim: I already checked with carnival guy he is available, we’ll check other dates o We’ll send out survey to find out. Does anyone have a suggestion for a new name? o Tiger Tribe o Can it be PTA No because it is an association and people would have to pay money to join. Fall Carnival - Oct. 21, YMS Chairs: Kim Koss and Derek Grubbs Donations - share idea (Tickets or Raffle and how many to offer?) Games- Volunteers - share plan My Girl Gala - Date TBA, YMS Chairs: Trisha Chapman and ___________
Teacher Appreciation Week, Week of May 7 Chairs: Christine Wolfert and _______________ My Boy Bowling - Date TBA, Clancy’s Chairs: _______________ and ______________ Others???
Free Events YES Hands-On Science Night - sponsored by PTO - $1,500 budget from PTO Others???
Motion to adjourn: Laura Hall Second: Sam Taylor Vote: Unanimous Oppose: 0
