Morristown Elementary School PTSA

General Meeting 5/19/11

Attendees:  J.C. Campbell, Tony Welsh, Timmy Rothermel, Kristin Threewit, Amanda Higgins, Lucy Thompson, Lowanna Perry, Mike Trad.

1.  Call to Order: 7:12pm

2.  Review and approve previous minutes:  Copies of the minutes from the April meeting were handed out.  Revisions were made.  Lucy Thompson motioned to accept the minutes as revised (changes included in the minutes posted on the website), seconded by Tony Welsh.  Motion carried.

3.  Officers Report

A.  President:  25 out of 200 PTSA Questionnaires were returned.  Discussed how to better reach out and communicate with parents.  Facebook?  Twitter? Email – we can only email our members (80).  Group messages over email or telephone system?  Quarterly newsletter via direct mail – cost approximately $35 per quarter for postage.

B.     Head Teacher/Liaison:  everything will be addressed within the agenda.

C.  Treasurer:  Timmy Rothermel reviewed the budget which was updated through Sunday 5/15. The silver coins for the 8^th Grade Promotion cost $74.28, but Timmy only transferred $60 from the CD.  The balance will have to come out of the general fund.  Also, national dues will increase by .50 this October.

4.  Committee Reports

            A.  Attendance Committee:  Kristin Threewit reported that as of 5/16 there are 66 students with Perfect Attendance.  She will get $20 Wal-Mart gift cards for the top 5. We have plenty of money in the budget.

            B.  Silent Auction Committee:  $575.80 raised.  Patti Dennis resigned as chairperson.

            C.  Pancake Breakfast Committee:  $528.25 raised.  D’Laine Krogstad handed out an event summary.  Discussion about the need for better coordination of presale and day of sale tickets, there was some confusion at the sales table from people turning in presale money and unsold presale tickets at the breakfast.

            D.  Yearbook Committee:  Tony Welsh reported that 200 books were ordered for a cost of $1,035.00, he brought one for us to previewJ.  Discussion about when to hand them out, maybe try to generate more sales.

            E.  Reading Challenge:  Timmy Rothermel reported that 95 met the goal of the 122 that attempted. Each student who met the goal will get 4 prizes (Timmy buys a lot of them at the Luke AFB Exchange).  Patti and Timmy have donated the prizes, so there has been no cost to PTSA.  Next year, there may be a need to ask for money to support this program.  We also need to review the prize types for all grades.

5.  Unfinished Business

            A.  Hostess:  Melissa is the chair, no refreshments needed for Pre-School/Kindergarten Promotion.

            B.  8^th Grade Promotion:  Mike Trad reported that decorating will start Friday after school, parents supplying appetizers.  The Speaker this year is Judge Mueller.  J.C. will get the speaker gift.

6.  New Business

            A.  Audit Committee:  will meet after the June bank statement comes in July, around the 15^th, after the account has been balanced.  Lucy, J.C., Laura, and Patti will be on the committee, J.C. recommended Amanda Higgins attend for experience, although she cannot serve on the committee itself.

            B.  Communications Committee:  J.C. Campbell added this committee to determine improved methods for reaching parents.  Any ideas or suggestions for this committee can be emailed to J.C.

            C.  7^th/8^th Grade Fund Raising:  J.C. Campbell asked about what happens to funds that do not carryover.  For most funds (sports, fall festival, et al), it carries over to the next year.  However, for 8^th Grade Trip, traditionally the left over money goes back to the general fund because money comes from the general fund to help pay, in part, for their promotion ceremony.  Much discussion ensued.  Lucy Thompson suggested we let the 8^th graders vote on where they feel any leftover money should go within the PTSA account.  J.C. Campbell motioned that the 8^th grade class has the option to designate which PTSA fund that any residual money goes into.  Lucy Thompson seconded.  Motion carried.

            D.  Sports Committee:  Lowanna Perry motioned to add the last concession stand on Friday 5/20 to sell leftover snacks from this year’s Sports Concession.  The money is to go to the Yearbook Fund.  Mike Trad seconded the motion.  Motion carried.

            E.  New Committee:  D’Laine Krogstad asked to establish a new committee to support the school’s Robotics Club.  For now, Mary Love will be the chairperson until a new chair / instructor is selected.  D’Laine and Mary will make sure a completed Budget Sheet is turned in before the first budget meeting.  There was a discussion about fund raising for robotics.  A tentative number was set at six with average net of $100 each.

F.  Pancake Breakfast:  Mike Trad suggested we issue thank you certificates for students who helped clean up after the event.

            G.  Next Meeting will be in Pod A, August 18, 2011 at 7pm.

7.  Meeting adjourned at 8:54 pm

Morristown Elementary School PTSA

General Meeting 4/21/11

Attendees: J.C. and Trey Campbell, Lucy Thompson, Tony Welsh, Timmy Rothermel, D’Laine Krogstad, Mike Trad, Patti Dennis, Kristin Threewit, Amanda Higgins.

1. Call to Order/Pledge of Allegiance:  7:04pm

2. Review and approve previous minutes: February and March minutes were distributed, and corrections were made. Mike Trad motioned to accept the minutes with the corrections. Lucy Thompson seconded. Motioned carried.

3. Officer Reports

            A. President: J.C. said he is developing a survey for parents and staff on how PTSA can be more effective. He’ll have them distributed before the end of April.  We can use the information to help in planning next year.

            B. Head Teacher/Liaison: Lucy had nothing to report, everything is covered within the agenda.

            C. Treasurer: Timmy reviewed the monthly report.  All balanced.  

4. Committee Reports

            A.  Attendance Chair – Kristin had a successful 3^rd quarter!  She will get with Laura about the end of year process for the last awards assembly.

            B.  Book Club – Patti asked if she could get this pre-approved to start early next year (out of cycle with the budget).  PS will receive 3 books and grades K-8 will receive 4 books.

C.  Box Tops -  J.C., reporting for LeeAnn, stated that May’s contest will be multi-layered (school wide popsicle prize and individual prizes).

D.  Reading Challenge – Timmy reported that the Reading Challenge was off to a good start. First round of slips were turned in today.

5. Unfinished Business

            A. Yearbook Chair – Tony reported that order forms would be distributed this week, with another set of slips going out next week.  It was suggested that he add “Make checks payable to Morristown PTSA”, as well as some mention of “Sponsored by Morristown PTSA”.  Teachers need to turn orders/ money immediately into the front office, Lucy will put money/orders into the safe.

            B. 8^th Grade Trip – Mike reported that the trip is on track and all the money has been raised. He wanted to hold off on any further details until he had an opportunity to speak to Lucy.  He will report details at the May meeting.  

            C. Pancake Breakfast – This Saturday 8-10:30, Silent Auction 8-10.  Eggs and strawberries cost extra.  D’Laine to provide summary of the event at our next meeting.

            D. Staff Appreciation – Melissa had an emergency, not here to report.  We set aside $50 per day.  Here is the schedule:                     Monday:  Fruit tray (Welsh)

                                                Tuesday:  Candy (Rothermel)

                                                Wednesday:  Chips & Salsa (Krogstad)

                                                Thursday:  Ice Cream (Dennis)

                                                Friday: Donuts (Campbell)

6. New Business

A. Treasurer Bond -  J.C. Campbell to contact AZ PTSA to see how much our insurance currently covers.  We can approve premium money at the next meeting if we feel we need the additional coverage.  Timmy reminded J.C. to watch for the insurance premium renewal notice, it should be mailed to his home address.

B. 2011-2012 Officer Elections:  Mike Trad presented the following nominees.

            President (1 year term):  J.C. Campbell

Vice President (2 year term):  Tony Welsh/Michelle Goode-Welsh (sharing – only Tony will appear on PTSA forms)

            Treasurer (2 year term): Patti Dennis, Amanda Higgins

            Secretary (1 year term):  Kristin Threewit

Mike motioned to accept the nominations for President, Vice President, and Secretary., as presented.  Lucy seconded.  Motion carried.  Ballots were handed out for Treasurer.  By a majority of votes (5 to 3), Amanda Higgins is our new Treasurer.

C. Sports Equipment:  Lucy (for Lowanna Perry) proposed the purchase of a shade canopy (12x12, approx. $90) and 2 folding tables ($34.88 each).  Lucy moved that we purchase one shade and two tables from the sports fund, not to exceed $250.  Tony seconded.  Discussion concerning ownership.  If PTSA buys it, it can only be used at PTSA sponsored events.  If PTSA donates to the school, PTSA has to ask permission to use it.  J.C. motioned that we add the wording “retain by PTSA” to the motion.  Motion carried.

Timmy brought up that we should buy new uniforms, and that PTSA needs to inventory their equipment and update the equipment list (refer to Timmy’s inventory in her President’s Notebook).  She also noted that PTSA will need to submit a letter to the school (Mary Love) asking for the school to accept the donation… this needs to be done for the shade, tables, refrigerator, and Santa suit.  Lucy to give J.C. a sample donation letter.

D. Silver Coins:  Tony reported that the coins purchased last year for $20 are now valued at $45.  He bought 2 this year for about $33 - $45 each.  Patti motioned that we purchase 2 silver coins for the top two 8^th graders, not to exceed $90.  Tony seconded.  Motion carried.

Timmy mentioned that the CD matures in a couple of days.  Tony motioned we withdraw the appropriate money to cover the cost of the two silver coins.  Patti seconded.  Motion carried.

Tony will get the invoice to Timmy next week.

E. PTSA 8^th Grade Promotion Gift:  Timmy to get cards and $, D’Laine will sign.  PTSA allotted $300 for Promotion, to include Kindergarten, Preschool, and 8^th Grade.  This usually covers cake, decorations, flowers, guest speaker gift, and paper products.  Timmy warned that only parents who are PTSA members can get reimbursed for expenses.  Others can get check request for the store, but they must plan ahead.

7. Announcement/Comments/Questions

A.  Our last meeting is May 19^th at 7pm in Pod A.

8. J.C. adjourned the meeting at 8:27pm.

Morristown Elementary School PTSA

General Meeting 11/18/10

Attendees: J.C. Campbell, Lucy Thompson, Timmy Rothermel, D’Laine Krogstad, Patti Dennis.

1. Call to Order/Pledge of Allegiance

2. Review and approve previous minutes: Copies of the minutes from the October meeting were handed out. Revisions were made. J.C. Campbell motioned to accept the minutes as revised (changes included in the minutes posted on the website), seconded by Lucy Thompson. Motion carried.

3. Officer Reports

            A. President: See 4. B. below.

            B. Head Teacher/Liaison: Lucy talked about the Winter Programs being on Wednesday, December 15 (K-3, with Santa) and Thursday, December 16 at 7pm.  She also stated that we will make the student gift bags with the General Federated Woman’s Club (GFWC) at 5pm on Tuesday, December 14 so we can distribute earlier this year.  

            C. Secretary: Nothing to report.

            D. Treasurer: Timmy reviewed the Treasurer’s report, which included the money raised from Fall Fest, Butter Braids, and Tamale Sales.  She also stated that Mary Moe’s 3^rd grade class won the Membership Challenge.  Our membership numbers are down this year.

4. Committee Reports

            A. Butter Braids - see attached email from Michelle Goode-Welsh

B.  Fall Festival (preliminary) – We discussed some positives (food booth very busy, addition of corn) and some negatives (Haunted House issues, free meal ticket possibly being overused).  J.C. is preparing a full detailed report for the next meeting that will include a breakdown of income by booth so we can analyze the profit of each.  He has created a layout of the grounds, as well as having documented the process so we won’t have to “reinvent the wheel” next year.  Thank You J.C. J  

5. Unfinished Business

            A.  Yearbook plan: Tabled until next meeting for Tony to report on discussion with Tina Crook.

6.  New Business

            A.  Review Gift Bag plans:  Lucy stated that this will take place on Wednesday, December 15^th at 5pm, with the help of the GFWC.  We will make 200 bags this year for distribution on Thursday, December 16^th.  D’Laine is to supply the bags.

            B.  Next Meeting is January 20^th, 7pm, Pod A.

7. Announcements/Comments/Questions: none

8. J.C. adjourned the meeting at 7:52pm.

General Meeting 9/15/10

Attendees: J.C. Campbell, Lucy Thompson, Tony Welsh, Timmy Rothermel, Patti Dennis, Lowana Perry, Christina Gill, Michael Trad

1. Call to Order/Pledge of Allegiance

2. Review and approve previous minutes: August minutes postponed until October meeting.

3. Officer Reports

            A. President: J.C. gave a marquee update that Shawnee Ross’s husband has volunteered the labor for the sign.  Work will be started after the engineering work is complete.  His company will provide insurance coverage for the work being completed. 

            B. Vice President: No report

            C. Head Teacher/Liaison: No report

            D. Secretary:  No secretary present.

            E. Treasurer:  No significant changes to treasure report.

            F. Membership Chair:  No membership chair present.

4. Committee Reports

5. Unfinished Business

            A. Adopt AZ PTA Bylaws:  J.C. does not see a problem with adoption of the AZ PTA bylaws.  He asked if anyone else had any objections.  Treasurer does not see a problem with adoption and made a motion to adopt the bylaws as written.   The Vice President seconded the motion.  All were in favor with none apposed and none abstained.  The motion was carried to adopt the AZ PTA bylaws.

            B. Review Standing Rules: J.C. took the standing rules from 3/11/1998 and incorporated changes for new standing rules.  Changes were made to the following sections:

            Article I: Include the EIN as part of the association name.

            Article VII:  PTSA dues will continue to be $5.00

            Article VIII:  Section 1: Modified the words “President Elect” to “Vice President”

Section 2:  Reviewing the nominating committee is to occur in February, Slate is to be presented in March and election to occur in April.

Section 3:  Discussion of changing term from 1 to 2 years with 2 contiguous terms to make a maximum of 4 years.  Also suggested was staggering Vice President and Treasurer for 2 years in 2011.  The President and Secretary for 1 year in 2011.

Article IX: 

Section 4c:  A suggestion was made to reformat this section to a bullet list in order to read easier.  Also delete the sentence referring to the library fund because there is no longer a library fund.

Section 4d:  Modify the authorized to sign checks to Treasurer, Staff Liaison, President, and Vice President.  Secretary cannot sign checks however the secretary is responsible for sending check authorizations to the bank.

It was suggested that the Morristown PTSA records be saved to additional electronic media for backup and easier transition with each new officer.

Article XII:  A suggestion was made to bullet the committee listing.  Every committee chair is part of the executive board.  A recommendation to add an 8^th grade committee chair and sports committee chair.

6. Fall Fest:  Fall fest to happen on October 30^th.  Christina has been collecting prizes all year  but will need additional prizes.  Christina also contacted Rachel Willis to check on whether there are kids available to help staff the Fall Fest as a community service.   J.C. is still looking for a Fall Fest committee chair.  The first Fall Fest meeting is to occur on September 23^rd. 

7. Additional Committee Chair Positions: Hospitality Chair Still looking for a hospitality chair.  (which could include Staff Appreciation) is still needed to organize refreshments at events like the Science Fair, Winter Program, etc.

8. Yearbook plan:  Tina would like to use the same printer as last year because of the editing software they use.  Last year there were 210- 220 yearbooks at $9.00/each.  It was decided that the yearbook budget will be left at $1000.00.

9. Budget Review:  Popcorn sale to be added to budget for student council.  The Student Council fund’s remaining balance will carry over to the new budget year.  The Vice President motioned to accept budget as amended.  Patti Dennis seconded the motion.  All were in favor,  no one was opposed so the motion to accept the budget was carried.

10. Other items:

            a. The checking account balanced was reviewed and Lucy Thompson motioned that the checking account balance be accepted, Michael Trad seconded with no questions from people in attendance.  All approved the motion with no one opposed.  The motion carried.

            b. Patti Dennis proposed the Mustang merchandise to be offered.  She found a web site that offered affordable shirts.  5 shirt designs were voted on and the committee selected 3 of the 5 designs.  Patti will send the 3 designs to the classrooms and students will vote for their favorite.  The selected design will then be offered for purchase.

The meeting adjourned at 8:59pm

September 24, 2009 Minutes

Morristown Elementary PTSA

9/24/2009 Pod A Morristown Elementary School called to order at 7:05pm

President Delaine Krogstad

Secretary Tabatha Bundesen

Eight members in attendance

·         September minutes were reviewed. Ms. Bundesen motioned to approve with revisions. Mr. Trad seconded. The motion was approved by all in attendance and the motion was carried.

·         Mrs. Welsh-Goode motioned to move the next meeting date to October 29^th starting at 5:00pm at the Old Main. Mr. Trad seconded, the motion was approved by all in attendance, and the motion was carried.

·         Mr. Trad motions to create a committee to construct and install a Morristown School marquis with Mr. Campbell as the committee chair. Mrs. Welsh-Goode seconded. The motion was approved by all in attendance and the motion was carried.

·         Mrs. Welsh-Goode motioned to have PTSA resolve to advocate better road signage for student safety. Mr. Campbell seconded, the motion was approved by all in attendance, and the motion was carried.

*Bashas’ is doing fund raisers.

*National school assemblies were discussed.

*Mr. Trad mentioned the 8^th grade class going to Catalina with Congress.

*Shell car wash?

*Mobile gardens cleanup is planned for Oct. 4^th.

*Membership is up to 50 members! Contest continues through Oct. 16^th

^* Flu shots discussed.

*Butter Braids starting Nov. 2^nd!!

*Yearbooks went up one dollar each.

*Basket drawing will kick off March 4^th at the Science fair.

*Christmas shop will be in the Science room this year.

Meeting adjourned at 8:35pm.