Midland PTO Officer Meeting Minutes

Sunday June 7^th 5:00p.m. Club Lacon

Attendance: Lisa Stewart, Stacy Watkins, Tiona Kimble, Sonia Morrison, Nicole Sivertsen, and Lori Blackburn. Not Present: Staci Blew, Terri Lambrecht

Meeting convened at 5:01 by Lisa Stewart.

SCHOOL REGISTRATION-Lisa Stewart

Dates for Registration-Tuesday, July 28^th 9-1:00 and Wednesday July 29^th from 2-7:00p.m. Lisa scheduled board members to work shifts at the booth for both days.

Lisa 9-11 Tues Stacy Watkins 2-7 Wed

Nicole 11-1 Tues Sonia 2-5 Wed

Lori 5-7 Wed

Tiona As Needed

Terri ??

Staci Blew ??

Discussion on placement of booth. Look into getting better placement, if possible.
Importance of face time over handing out pamphlets/flyers. Let them come to us, do not overwhelm people.
Back to School Night Flyer, Volunteer Form Flyer, BooHoo/Yahoo date and time posted at table only

VOLUNTEER FORMS/MAGNETS-Lisa Stewart/Sonia Morrison

Discussion on update and redo of the volunteer form. Lisa passed around examples from PTO Today. Board members agreed to revise form using a mesh of the all of the example given.
Suggestion for Communications Director(Stacy Watkins) and Volunteer Coordinator(Staci Blew) to work on revisions of this form.. Discussion on role of volunteer coordinator evolving with the revision of this form. Lisa to discuss with Staci Blew.
Per Board discussion, magnets with the pertinent school dates will not be ordered for this school year.

GENERAL MEETING DAY-Lisa Stewart

Lisa conveyed that there have been complaints about the day that the PTO meetings are held. Scheduling conflicts may possibly be affecting attendance. Board discussed variables involved. Will bring to general meeting to discuss with principals.

2 HOUR PLEDGE FORM-Tiona Kimble

Tiona presented 2 Hour Pledge forms and process that she had gotten off of PTO Today. Suggestion was made to implement this process of requesting a pledge of a 2 hour time period from each parent for the entire school year, in hopes of eliminating the feeling of being “hounded”. Once they pledge, a thank you email will be sent. When 2 hours are completed, the parent will be posted on a bulletin board in recognition and then invited to a Volunteer Appreciation at the end of the school year.
Much discussion held on management of this process. Sonia presented info on the database system from PTO Today. Lisa asks that each board member take a look at this system on-line, confirm by email to Lisa that this has been done and then bring back for discussion at the next Board Member meeting.

WEBSITE-Lisa Stewart

§ Lisa asked Stacy Watkins(Communications Director) about the likelihood of her creating and managing a PTO Website. Examples were given to Stacy to look up and review.

§ Stacy agreed and will look into it.

FUNDRAISING FOR NEXT YEAR-Lisa Stewart

Follow-up from last meeting. She is holding a meeting after this meeting to discuss with her committee some new fundraising ideas for the next school year. Lisa will bring back to the next Board meeting.

AUDIT COMMITTEE-Sonia Morrison

Sonia is to drop off books/receipts, etc to Patti (Secretary, MES) who in turn will call Carrie Schupp (outgoing PTO member), Stacy Watkins (incoming/current board member) and Missy Herridge (PTO Parent) to review and audit.
Sonia will bring back results of audit, once complete.

WATCH DOGS-Lisa Stewart

Lisa sent website to board members and principals regarding a website that could get more fathers/male figures involved with PTO. Lisa asks for board members to keep eyes/ears open for potential candidates to spearhead this endeavor.

MISSION STATEMENT-Lisa Stewart

We will keep the current mission statement as stated in our current bylaws. No further discussion.

PRELIMINARY BUDGET-Sonia Morrison

Sonia stated approx $22,000 in checking/savings account, would like the PTO to go light on fundraising again for the upcoming school year.
Board needs to come up with a number to budget for teacher requests. Teachers will need to be made aware of this amount so that they know that when the money is gone, no more money will be available. Discussion was held on how to come up with number. $5200 was spent last year on teacher requests, which included, Artist in Residency (occurs every other year), board members were reminded of this and asked for input.
Sonia asks for board members to review and give her feedback before next meeting on any revisions that could be made to budget. Discussion was held on redoing teacher lounges as gesture for teacher appreciation over spending the funds on hanging baskets. This topic will be discussed further at general meeting. Siona would like board members to email her any revisions/addition/suggestions, as they deem necessary before this time.
Budget will be presented at the August general meeting for approval.

GOALS NEXT YEAR-Lisa Stewart

Lisa went around the table and asked for each board member’s goal for next year.

COMMITTEE CHAIR POSITIONS-Lisa Stewart

Openings still available. Lisa reminds board members if they know of anyone to promote the openings and try to get people involved.
Rundown of events and how many chairs will be needed.

COMMUNICATION/FACEBOOK-Lisa Stewart

Lisa asked for feedback on how Facebook was working for the Board.
Lori Blackburn (Secretary) stated she did not know how to respond to the requests on Facebook. Clarification was given.
Board members were fine with this form of communication.

OFFICER POSITIONS-Lisa Stewart

Lisa asked board if they had any questions on their role on the PTO Board.
Lori Blackburn expressed that one of her responsibilities was to send out notices/reminders for meetings. However, that was her responsibility last year as Communications Director. Stacy Watkins (Communications Director) agreed to take this responsibility from Lori.
No other discussion ensued.

Meeting adjourned 7:00 p.m.

Next Officer meeting will be held Wednesday, July 8 at 5:00p.m. at the Pizza Peel.