LPE PTO

 BOARD MEETING MINUTES

 AUGUST 25, 2009

 

Meeting started at 9:40a.m.

 

1.         Present were:  Stephanie Robertson, Lynn Ballard, Amy Dolce, Babita Deitrich, Page Ballard, Mindy Baldwin, Tracy Miller, Tiffany Todd, Heidi Gudelman, Tami Strait, Wendi Aarons, Raquel Knox, Tracy Keever, Amanda Tennant, Krsiti Jordan, Karla Ent, Rachelle Wilbanks, Julie Anst Garby, Chelsa Watts

 

2.         Minutes from May 26, 2009 were approved after corrections made to spelling of names of those shown in attendance.

 

3.      Board Reports

A.    Fundraising

We had over 20 new sponsors this year.  The sponsors for this year are as follows:

-Imperial Eagle Sponsors:

Bee Caves Dermatology

Lynn Ballard w/ Keller Williams Realty

Del Toro Orthodontics

Eileene Kelley Salon

Dr. Patel – Cosmetic Dentistry

-Golden Eagle Sponsors:

West Austin Dance Academy

Jessica Tennant w/ Keller Williams Realty

Rao Family Chiropractic

A Trip to Bountiful Café

Ian Crocker Swim School

West Austin Athletic Club

Waterloo Ice House

Watkins Insurance

B2B Copies

-Crowned Eagle Sponsors:

April Martini of Vivid Design Group

The Trading Post

Jan Coburn w/ Moreland Properties

Hillcrest Bank

Chris Davis – Certified Personal Trainer

Bee Cave Urgent Care

TexArts

Your Personal Best Physical Therapy

Zoot

Leaning Express

Primrose School of Bee Cave

Lonestar Motors

Hill Country Fitness

-Crested Eagle Sponsors:

McDonalds-Benton Enterprises

Courtney Shonk-Topaz Salon

Lake Pointe Dental

Iron Cactus

kids R kids

Lisa M. Jukes, M.D.

Stokes Sign Company

 

The goal was to raise $6,000.  We raised $8,500. 

 

A special thanks went to B2B for printing the planners because they were very generous in working a lot of it in trade. 

 

Inside the planner is a free cookie coupon to take to “A Trip to Bountiful Café.” 

 

Spirit night is coming up with Chick Fil A and it will probably be on Thursdays again. 

 

The first Tuesday of each month is Waterloo Spirit Night starting in September.  You drop your meal receipt off in the bucket at the restaurant and our school gets 5% from food sales.

 

October 24, from 2 to 6p.m. is the School Carnival.  We are bringing back independent boothes.  We will need a lot of volunteers.  Kids can work the booths as party of their volunteer hours.  Fiddlers will be there.  Chairs for the event are Amy Still and Lorie Anderson.  Some of the attractions will be: pony rides; super slide; foam pit; air t-ball; and dunking booth, to name a few.

 

B.  Membership

Summer slide show is September 17.  One slide allowed per child.  It will be due September 4th.

 

C.Programs

 

We discussed career day.  Everyone needs to talk it up to get people excited.  October 6, 2009 is the date.  We need a 2 hour commitment from volunteers.  The volunteers will go to different classrooms, and the kids will rotate from room to room.  The volunteers will speak for 10 – 15 minutes to each class.  Each classroom has one volunteer/speaker.  We will probably have coffee and snacks in the front conference room for the speakers.

 

D.    Communications

 

We need everything for the Newsflash by noon on Thursdays.  We need to keep it short and sweet.  The longer, more informative message will be in the newsletter.  Publicity calendar will be coming shortly.  We use our Newsflash to say our “thank you’s.”  The article in the newsletter should be longer with more information.

 

E.     Staff Appreciation

We had a great back-to-school “welcome back breakfast” with lots of volunteers.  We provided welcome back goodie bags for the teachers.  The next event is the teachers’ staff meeting in September.  Starbucks provided the coffee at the breakfast.  So, a special thanks goes out to Starbucks.

 

F.     Volunteers

We got volunteer forms back from the Kindergarten Social.  “Make Ready” day was great; we had 18 volunteers.  Thursday, August 27th is the Volunteer Fair.  Set up will begin at 7:15a.m. on that day.  All Chairs should show up to recruit.  All PTO Board Members should be there.  We should come at 1:45p.m. on Wednesday, August 26th to start set up and decorate.  The volunteer hours accumulated by the school also assists the school when writing grants.  Jamba Juice is volunteering smoothies for the teachers, too.

 

G.                Grade Level Reps

We hosted a kinder social for 30 to 40 families.  This took place at 9:30am.  It was suggested by some of the families that we also do this at 5:30p.m. to include those families where both parents are working.  We had a Sno Cone Social.  The Donut Hole provided syrups and this event took place on Friday, August 21st for kindergarteners.

 

The Welcome Back tent went great!

 

September 8th is the date for the all grade level meeting with teachers.

 

3.                  Finance

  1. Budget Revision – Original budget included $37,200 of funding.  The actual amount is $42,600 because of that previous number didn’t include membership fees that we collected.  Therefore, because of this error, we need to approve a revised budget.  Motion was made to approve the budget.  Motion was seconded.  Budget with revision was approved.
  2. P&L – Our beginning cash balance was $58,000.  The only change was our membership dues where we paid $285.  The interest accrued was $169.  The total income then was $454.  Our expenses (instructional) was $2,000.  Therefore, our cash flow of $44,055 is in a CD earning 1%.  A motion was made to approve the P&L.  The motion was seconded.  The P&L was approved.
  3. New Check Request form was shown and discussed.  This should be available on the PTO website.
  4. Funding Requests – 2

(1)  Liability Insurance - We need to renew our liability insurance.  The amount of $451 is due in October and will provide $1mil. in insurance coverage.  To get this coverage, they must conduct an annual review of the books.  Also, monthly bank statements must be initialed by someone who does not have authority to sign.

(2)  Spanish Program – The total cost in the budget for the program is $2,295, with $745 going toward supplies and $40 to $50 left per teacher per class for supplies.

 

4.                  New Business

  1. Spanish Program - Linda Knebel and Libby Tighe will head it up while the regular person in charge is recovery from back surgery.
  2. Trees – The Trammel family watered them every week this summer.  Some of the trees may still die.  Some of the girl scout troops also watered.
  3. New map on sidewalk – There was a discussion as to whether we also want to label the states.  This was suggested by some of the teachers, thinking this would be helpful and education for the children.  We decided we would investigate further and see if this is a good idea.

 

5.                  Prinicipal

The teachers loved the gift cards as well as the food and make-ready day assistance.  She thanked everyone for watering the trees, and getting the planners together as well as getting all of those wonderful sponsors.  She commented that she is looking forward to the volunteer fair.  There will be a parent coffee on Friday, August 28th for new families at 8a.m.  There was a big turn out for the kindergarten parent meeting.  Enrollment is at 620 students.  It will probably end at 625.  We will need to have 650 students to have 2 lunch lines provided by the school district.  Vicki Vernon is the counselor to replace the current counselor while out on maternity leave.  October 20th is the date of the hot air balloon.

 

6.                  Next Board Meeting is scheduled for Tuesday, September 8, 2009.

 

7.         Meeting was adjourned at 10:53a.m.

 

 

Respectfully Submitted,
Stephanie Robertson