PTO Meeting 9/14/17

Jefferson Academy PTO Meeting Minutes
Thursday, September 14th, 2017 7:00pm
 
Those in attendance were: Erin Taylor, Elizabeth Hill, Connie Deianni, Cherame Lindley, Robin Trent, Kourtney Dalley, Michaelyn Erickson, Ashley Erickson Olsen, Shantell Moses, Amy Oswald, Elizabeth Bracken, Rebekah Grow, Amber Broadbent, Kristi Harris, and Brittny Johnson
 
Welcome: Erin Taylor, PTO President
Introductions: Everyone took a turn introducing herself to the group.
Erin: Erin is straight forward. She wants very clear communication and said to please feel free to talk to her about anything you want to. If something is bothering you, if you have a question, a suggestions, etc., just reach out to her and she’ll help you out. You cannot offend Erin.

Communications:- Erin has a new email address. Please contact Erin at ETaylor@JeffersonAcademy.org
We want to show a united front. Mrs. Morton is the official liaison between PTO and Jefferson Academy communications. When wanting to communicate with Mrs. Morton, only Erin will be the one communicating with her. Email Erin with your rough draft or request and she will look it over and then send it to Vicky. If it needs Mrs. Jones approval, Vicky will handle that and then communicate with Erin. Erin will then communicate back to you.

Please call Nicole Jones “Mrs. Jones” and Vicky Morton “Mrs. Morton.”
If you see Mrs. Jones or Mrs. Morton in the hall, do not talk to them about anything concerning PTO business.

Communication Rules: If you need to send out a mass email to teachers, send it to Erin only. Erin will approve it and then send it to Mrs. Morton for approval. After Mrs. Morton looks it over, she will send it to Mrs. Jones. Erin will hear back once things are taken care of and then let you know about it. Please allow 48 hours for a final response.

Committee Communication Rules: If someone has given you their email, they have officially given you permission to use it. You can email freely back and forth between that person or those people. If something like a flier needs to go out to the entire school, it has to go out to Erin first. She will follow the proper line of communications steps to make it happen.
Feel free to C.C. Erin into whatever email or committee message you send out. Erin would love to be in the know.

Copy Procedures: In the copy room there is a copy folder box on the table. There are two folders marked “PTO Copies to be made” and “PTO Copies Finished.” You must fill out a copy instruction sheet and be extremely detailed and specific in your instructions to the copy aids. If you want a certain amount of copies made on a specific color of paper, you need to make sure you get that color of paper and put it into the folder so it can be done. The paper is kept in the PTO closet/room in the medal cabinet. If you need a specific color and don’t see it, you need to contact the PTO Secretary (Elizabeth Hill) and tell her. Elizabeth will go to the store and buy the paper color you need. Ecebrowski@gmail.com is the fastest way to contact Elizabeth. If you need copies made and sent out to the teachers, DO NOT HAVE THEM PUT IN THE TEACHER BOXES! Write instructions on your copy instruction form that tells the aids to put however many specific number of copies of the papers into each teacher’s bag. They will then go deliver the teacher’s bag and put it on the teacher’s door knob. The bags are in the copy room on the PTO shelf. This is the best way for the teachers to know there are important papers that must go home right away. Otherwise the forms get lost in their boxes and won’t get out for a few days.

LIZ and Money Procedures

1. Before you purchase ANYTHING a pre-approval request must be filled out and submitted to Liz Bracken so that the amount being spent can be approved by the executive board. If it is an urgent matter, call her at 801-628-3601 or email her at Elizabethbracken87@gmail.com right away.
2. Reimbursement forms are in the staff room. Please attach your receipts and fill out the form completely. Don’t forget to list the tax separately. When you are finished, just leave them in the PTO box and then send an email or text to Liz letting her know you put it there.
3. If you need a check request to purchase something it needs to be submitted at least a week in advance.
4. The budget and other financials are available on our website. Make sure you know how much you have spent and that you don’t go over your budget.
5. If you go over your budget or purchase something that wasn’t approved you will not be reimbursed.
6. If you are running an event that will be making money please arrange with one of the executive board (Erin, Elizabeth H or Liz B) to be there to count the money with you and get it deposited. Deposit forms are green and located in the staff room (Usually they are green. If not, they will be white).
7. If you use square for an event please let Liz know so she can give you the totals and you can fill out a deposit slip for square purchases.
8. The tax ID can be used if you are making a purchase over $1,000. If you need the ID please ask Liz for it. Anything under $1,000 is submitted by the treasurer separately and we are then reimbursed the tax amount. Please indicate if you send the tax ID on your reimbursement form.
9. Please make sure you have signed a copy of the financial procedures. Everyone must sign one every year. These are kept in the financial binder for that year.
10. All forms can be found in the staff room. They are also available on the website if you need to print your own.
11. Please use multiple request forms if you need a reimbursement for different things to help keep our accounting simpler. I.E. you purchase something for the fun run and something for the carnival. Also, use multiple forms if you purchase multiple items that would be hard to classify together, i.e. a banner and food supplies. This helps us see exactly where our money is going for each event.

Thank You!

The PTO Handbook: It will be up on the website very soon.  It is up to date and has any and all rules added. Please look it over. Print if off if you would like.

Goals for 2017: Traditions, Simplifying, and Perfection. The goal is for the parents, teachers, and administration to think of the PTO as a breath of fresh air rather than a little kid who is trying to help but always getting in the way. We would like to make things as simple as possible for everybody. One way to do this is by being consistent with what we do and having traditions. We would like to have an overall theme each year and slant our activities towards that theme. For example “Be Your Own Genius.” If this were a theme, all our activities would come back to that and tie in somehow.  Please email Erin with any theme or tradition ideas you have.

Open Positions for 2017-2018
            -President Elect
            -Field Day Chair-
            -Fundraising Chair-

Family Fun Carnival September 22nd
            Shantell Moses and Erin Taylor will be helping with ticket sales from 3:30-4:30
            Alivia Burgess and Cherame Lindley will be helping with ticket sales from 4:30-5:30
            Rebekah Grow and Elizabeth Bracken will be helping with ticket sales from 5:30-6:30
Robin and Rebekah will assist with getting the word out for volunteers to help with the carnival.

College and Career Week: Connie Deianni did an OUTSTANDING job planning this. She wrote up a proposal with detailed instructions as to what will go on. It is going to be sent out for approval soon. She would like all the volunteers she needs secured by December 15th.

Literacy: Kristi Harris has $7,000 in book fair money to divide among the teachers. She will also need 55 dozen donuts for Dad’s and Doughnuts on 10.25.2017. Erin has some eager food volunteers who would probably be more than willing to donate a box of donuts for this event. Erin will look into doing that.

Next Month:   Friendship Week 10.2.2017   
10.12.2017 Chick-fil-a Night in Layton 5-7pm           
Dad’s and Doughnuts 10.25.2017
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Next PTO meeting: 10.12.2017 @7:00pm in the Library All PTO meetings will now be the 2nd Thursday of each month at 7:00pm. Please try to not bring kids unless it is absolutely necessary. Here are the dates:
Sept 14th 7:00 pm 
Oct 12th 7:00 pm
Nov 9th 7:00 pm
Dec 14th 7:00 pm
Jan 11 7:00 pm
Feb 8th 7:00 pm
Mar 8th 7:00pm
Apr 12 7:00pm
May 10th 7:00 pm