Jefferson Academy PTO Meeting Minutes
Wednesday, February 7th, 2018 7:10-8:10pm
Those in attendance were: Erin Taylor, Elizabeth Hill, Robin Trent, Sydney Bowman, Shantell Moses, Chelsea Smith, Amy Oswald, Annie Olsen, Aubree Clark
Welcome: Erin Taylor, PTO President
Fundraising: Fun Run! Chelsea Smith is going to assist us with this and be the Fun Run chair for this upcoming April. Meetings have been scheduled to discuss all that has to happen and we will all help out as needed to support Chelsea. We will also look into Menchie’s and Pizza Pie Café for possible fundraising options. Zupas will be coming up as well.
Open Positions for 2018-2019 School Year:
President Elect- must be voted in on March 8th PTO meeting. Beth Thomas is currently interested.
If you are a committee chair of something else that is not listed here and do not plan on coming back next year, you need to let Elizabeth Hill know asap. Ecebrowski@gmail.com
What is your job description? If you have not emailed it to Elizabeth Hill by now, you are late. Ecebrowski@gmail.com . We need an electronic copy to have on file to keep for forever so that people don’t have to keep making this. Please write down your job description. Pretend you were going to suddenly disappear and someone would have to step into your shoes without being able to talk to you about what it is you currently do in your position. Write down instructions and a job description, please. Please email it to Elizabeth Hill asap.
College and Career Week Student Feedback: We had some positive notes written to us as well as some notes that were filled with frustrations. Some of the 6th graders would like to be more involved in the future. They want more opportunities to share their thoughts and opinions at assemblies, as well as to participate. Erin did a great job discussing with them how we could make the week more exciting for the older students.
Teacher Appreciation: Meals for Parent Teacher Conference night are being taken care of by our fabulous Teacher Appreciation committee. Amy Oswald was able to obtain enough volunteers and food items to keep everyone satisfied.
Hoodie Sales: Erin had success selling more school shirts and hoodies. Doing this during Parent Teacher Conferences is a great way to bring in sales and to talk about the PTO with potential members.
Playground Update: We have now secured the bids needed for #1, The Pit for the 2nd phase. #2, The Woodchips. #3 the 2nd Phase installment. The pit will be dug June 1st. The installment will be on June 4th. The woodchips will be delivered on June 8th. The next step is to meet with the school director, Mrs. Jones, and have her landscape company re direct sprinkler lines to be finished no later than May 31st.
Volunteers Needed for the Playground: We will need as many volunteers as possible on May 31st to help pick up and move sod off of where the pit will be dug. The sod cannot be hauled away (the place that is taking all the dirt is taking it FREE OF CHARGE as long as no sod is in it). The sod will need to be moved to Erin’s backyard (South East side of the school directly across from the recycle bins). Time is pending, but probably early before it gets too hot. Volunteer hours will be generously given for this. We will have one sod cutter donated from a parent, but could use at least one more. Maybe Robin Trent has another one we could use on May 31st?
Treasurer Update: We have an amazing new Treasurer! Aubree Clark will do an amazing job and we want to welcome her to the PTO. It is extremely important that you fill out the reimbursement forms and attach a receipt to the forms as soon as possible. After you do that, you need to contact Aubree via email or text and let her know you have a form for her. It is best to leave it for her in the PTO box in the copy room in the school, but if you want to make some other arrangement with Aubree, you can discuss that with her. Please put the grand total of the receipt where it says “total.” Look on the receipt for the sales tax amount. Write that small amount on the line that says “sales tax.” That’s all. Easy and simple, and it makes Aburee’s life a lot easier. When making a deposit: Make separate deposits per whatever it is you are doing. Do not combine deposits (example: book fair and Carnival). Make one deposit transaction for one thing, and make a separate deposit transaction for another thing. It messes up the budget and the bank account tracking when deposits are combined. Please make sure you check your budget amount. It’s posted online on the PTO page now. If you are unsure of your budget, contact Aubree or a member of the Executive board. It’s so important to stay at or under your budget. The budget was recently redone. Some changes needed to be made and those changes are now posted. Please be patient as these changes are probably not what you remember them to be. Thank you. Contact Aubree at Aub.firstname.lastname@example.org or 435-740-0016
March PTO Meeting: This meeting is mandatory. We have to vote. If you absolutely cannot for whatever reason be there, you must contact someone else who will be and allow for he or she to be your proxy. Just sign a paper that says you give permission for so and so to vote for you.
Upcoming PTO Meeting dates and times:
Mar 8th 7:00pm (MANDATORY MEETING! We will be voting)
Apr 12 7:00pm
May 10th 7:00 pm