ࡱ> ^`]a i-jbjbtt $Di'.......t(t(t(t( (<E2(((((((({D}D}D}D}D}D}D,6FRHD.(((((D(..((D(((( .(.({D(BT6....({D((OB..{D( H:t(("C{DD0EC\ I( I0{D(.General Membership Meeting November 19, 2009 CALL TO ORDER The meeting was called to order by David Fikstad at 6:35 p.m. PREVIOUS MEETING MINUTES Motion was made to submit the minutes to the record. Seconded. Motion passed. FINANCIAL REPORT Income notes: Book fair gift card represents the profit from the Barnes and Noble Bookfair. Shows carryover from the last fiscal year ($3328) plus $7050 raised to date this year. Chinook book shows the income minus the associated expense Other sources of income: Give campaign, Symantec donation. Expense Notes: Office supplies will be higher because we have to pay for paper this year. Oregon PTA dues: $9/member. Programs Notes: Buzzer system for the science fair team. Misc: online image download, forehead thermometer. Social committee: will be an expense, did not break even. Teachers are starting to use their allotments. We are significantly under budget for the Give! campaign. Changes in the budget will need to happen due to this deficit, to be discussed later in the Budget discussion in New Business. COMMITTEE REPORTS Online reports: Feedback was requested on the new procedure to have committee reports posted on BigTent. Q: Could the reports be included in the body of the messages instead of as downloadable documents? A: Yes, people can and should cut and paste all content as a post instead of having them as downloadable documents. Q: Does each committee need to submit a report each month? A: No. If a committee chair is not going to submit a report, they need to send a notice that there is no report that month. Give! Update: How successful was the recent email push? 1 envelope, 6 online donations, 2 emails. Less than 50% participation, 46 + 8 out of 201 students. How could we get more of a response? Why was last years campaign more successful? Back to school night, there was a big announcement by the PTA president Visual tracking outside of the office Not sure how effective that would be this year since bussing has changed how often people are on site and would see the visual How can we reach the people who will give but havent given? Keeping in mind people are busy and forgetful It can be a pledge Some families cant give it their attention right now, but want to pay in the future. Is there a cut off date? Suggested: when we have 70% participation, well stop bothering you Threaten well start with the other fundraising efforts. Put in next reminder: heres how weve had to reduce the budget If people knew more what the money is going for, theyd be more willing to give FAQs have been handed out, did anybody read it? Its not that it isnt available, people arent reading it. A link to the FAQs would be helpful Give specifics of teacher requests Use humor Participation is not necessarily less, but the dollar amounts are Sabin/ACCESS Liaison report: Had a successful combined activity, ACCESS Game Night combined with Sabins Harvest Festival. Hope to find more ways to collaborate in the future. OLD BUSINESS Big Tent Policies and Terms of Use Lise will be in charge of implementing of the new policies. One main issue was how public to make the site. It was determined that the site needs to serve several purposes: Some information needs to be public, PTA business is a non-profit so transparency is important Parents who use the site would also like to have the option for privacy. How to take care of privacy concerns: All personal info can be removed from the site, and parents can use the upcoming printed directory instead People can set up a private group on the site as defined in the second paragraph of the Membership Policy Q: If there is going to be an email push, who should get that request? A: Send to the ACCESS gmail address. Q: Is it possible to get the BigTent information directly from the Big Tent site for the directory? At that point, people can respond online re: inclusion in the new directory. A: The contact person for the directory will look into this possibility. Q: Someone wants to become a BigTent member, but there are 7 required fields, and one is spouse/partner, does not feel that is relevant. Can it and other superfluous fields be removed as required fields? A: It is possible that such administrative issues are under the auspices of Big Tent; if so, we cant remove it. But it will be checked to see if the required fields can be modified. Name and email should be enough, especially since there is a moderator approving each application. When the site goes public, people will have time to delete their information as needed. People will still have to apply to join once it does go public, but anyone will be allowed to join. Q: Can current discussions be transferred to the private site, like the current issues being discussed? Can it become a subgroup? A: There will be a way for people to go on and flag things for deletion that they dont want made public. Q: Can you create a subgroup for private discussions? Or would one solution to keep the site as is (private), and then create a new subgroup for the new public site. Q: If there is someone who works with the kids at ACCESS, can they get approved? A: Yes. Q: The new private site will have no teacher access? Parents only? A: Yes. Therefore, people who are a part of the private group should also be a part of the public group to receive postings from teachers. Motion made to pass the new terms of use. Seconded. Motion passed. Standing Rules Due at the OR PTA Office on Nov. 1st, have been available on BigTent. Q: It seems that requiring a majority for a quorum of the Executive Board is too high. So the revised rules should specify that a quorum of the Executive Board will be four members. A: The number will be changed to four. Q: Why were they changed to specify meetings only every other month? A: To encourage higher attendance and active participation. Follow up Q: It seems important to meet every month, due to the number of issues sure to come up. A: Every other month is only the minimum requirement, can add more as needed. Not every meeting needs to be an hour. If there is specific business, dont need to have a full general membership meeting, can just be topic-specific. Motion made to pass the standing rules with the change in the quorum number. Seconded. Motion passed. ACCESS participation in shared resources with Sabin Upon review of the Sabin PTA budget, ACCESS PTA should take under consideration budget items that benefit both programs. For example, the garden educator, the AKA science program, the performing arts program and especially the library. Keep this in mind as we move forward, consider how we can help NEW BUSINESS Budget Review of the budget sheet: First column, how the budget was originally approved. Second column, what we know will be coming in, and what we know will be going out. Clearly there is a deficit Give pledges are included in the income line. Notes are provided in the final column regarding the changes. A few of the highlights: PTA membership was inaccurately calculated. Expenses may still be coming in for the Ice Cream Social Teacher/classroom expenses: propose to add the auxiliary staff approx .3 FTE. Current budget is $700 for 1.0 FTE. If we add them, the budget will go up. See the notes for things listed as optional Some items are already committed Community garden Social committee, may need as much as $600 Academic: geography bowl, spelling bee, etc. Community service Teacher appreciation Other changes Would like to add childcare for PTA meetings, should cost approx. $25/meeting. Communications: we need to buy our own paper. Yearbooks: not sure why it was $300. Music and art: only wants $50. Would need less if someone donated a keyboard stand and power cord. Request to add an item to the best case scenario: bus driver appreciation. There is a national bus driver appreciation week. Could fall under teacher appreciation. Also requested appreciation for the custodial staff Sabin PTA does include custodial staff during staff appreciation week in May, and there are parents that provide appreciation throughout the year. Suggestion was made that parents could find ways to recognize the bus drivers. Final column, Budget Priority, shows the potential prioritization of adding these things back. Q: Why is Run for the Arts eliminated? A: not a PTA expense. Q: Moving forward, how can we do our part to share in the Sabin expenses? A: Highest priority for the PTA should be that which is promised to the teachers. Discussion regarding participation with Sabin and its location on the priority list has been tabled until more concrete numbers are available. Suggestion was made to approve the worst case budget tonight, and in January could revisit the budget best case. Motion made to approve worst case budget. Seconded. Motion passed. Call for Help Desperately need people to help with the fundraising committee. Previously, the fundraising person was the book fair, Give! Campaign, etc. Now will be separated into jobs, smaller pieces like box tops, etc. Q: Thought that there was general goal to not have more than 1 major way of raising funds? And that was the Give! Campaign A: still the case, but there are still other fundraising jobs, and perhaps there are people with new ideas. Q: is it fair to now ask for new fundraising after saying that the only fundraiser would be the Give! Campaign? Amaya is the new fundraising committee chair, open to the idea of doing new ideas. Maybe a kid-driven drive? Give! Reminder to be given at parent/teacher conferences. If you volunteer, you will be able to work just on what you want to work on. Chinook book: this is the last PTA meeting youll see them. T-SHIRTS: Mark is doing sweatshirts, the PTA put together some T-shirts. There is a new order form. Prices for T-shirts are based on the number sold. A show of hands was requested of who would like T-shirts in addition to the sweatshirts; only a few people were interested. 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