6/15/22 Board Meeting

PTO Board Meeting

June 15, 2022

Attendance: 

• Shelly Elliott
• Nicole Tenney
• Jennifer McCunn
• Tiffany Morrison
• Kellie Farr
• Julie Church
• Kimberly Segura 

Start Time: 2:49PM End Time:   6:13PM

Bylaws

• Review & Sign

Volunteer form revamp

• Name, Phone Number, Email
• Child’s name, grade & teacher
• Available hrs to volunteer
• What a PTO membership covers & cost
•  $5
• Background check & PTO Sticker
• What VIP Membership covers & cost
  
• $20
• Special PTO Shirt
• Water Bottle
• Lanyard
• Stickers
• Magnets
• Background check
• PTO Sticker
  
• Check box for both options
  

PTO welcome packet

• Calendar
• Visitation school rules
• Dress code
• Who we are
• What we do
• Membership form
  

School supply bundles

• Order & bundle based on the list received last year from each grade to determine cost.
• Post for sale
• Throw in a lanyard & snifty ruler
• Vote was unanimous, yes. 
• 25% Profit added to each bundle.

School store revamp

• What do we want in it? Fidgets & Rubik's cubes
• Mark down what we have to $0.25 for a few months. If it doesn't sell then it will be donated to the front office treasure chest.
• Add our merch

New shirts Designs Ideas (i.e. colors, designs, wording)

• Staff only 
• Throwback Cat
• No gray
• Green
• Soft Style
• School specific
• Public
• Change Serape
• Font
• Throwback cat
• Black shirt
• VIP PTO Membership
• Board Member
• Bleached
• Soft Style
• Turquoise w/ leopard
• Pawprints
  

Budget 

• Since we are a new board we will have a brand new budget this year. 
• See attached

Yearbook

• 21’-22’ will be ready by the first day of school.
• 22’-23’ due date is end of february to get approved by Davis and printed so we have it by the end of the school year.
• Need to set up a meeting with Shelly (President) & Kimberly (Yearbook Committee Advisor) to go over responsibilities.

Taxes

• Will be filing in July
• Need to set up meeting with Tiffany (New Treasurer) & Shelly (President)

Banking

• Need to set up a meeting with Tiffany, Shelly & Nicole by July.
• Tiffany will start keeping track of all banking in July.
• All receipts will need to be given to Tiffany for any reimbursements. See by-laws for timing.
• All shopping receipts via the PTO bank account will need to be either uploaded directly to the Google drive or given to Tiffany directly. See by-laws for timing.

PTO room

• We have cleaned and organized the room. 
• No food or trash can be left in the room.
• The trash can needs to be placed outside the door if it needs to be emptied. 
• Toys need to be picked up before leaving.
• Due to school rules any children who are screaming or being loud will need to be taken off campus. 
• Door needs to be locked and closed at the end of the day.

Birthday grams

• What all are we including?
• Birthday announcement
• Birthday board
• Need to see where we are doing this at
• Cupcakes for the class
• Sing happy birthday in the Willie Wildcat costume
• See if we can put their name on the tv upfront
• Spirit Stick
• Happy Birthday Balloon
• What will the cost be? $30 VIP Package & $10 if no cupcakes

Willie the Wildcat costume

• Does Davis have one?
• Cost for a new one $1495.00
• Vote was unanimous to get a new one.
  

Parents night out

• How many do we want to do? 
• 3 Around, Halloween, Christmas, Valentines Day
• Hours
• 6:00-8:30 PM pick up is no later than 9:00 PM
• Cost
• $10.00 per child
• Pre-k-6th only
• Pre-Registration only 
• 50 kids max a night
• Theme
• Movies, games, and dinner (pizza & drinks)

Start of the year party

• Do we want to do this? Yes
• Theme Ice Breaker Student Party
• Entry fee or free Free
• Where Cafeteria
• When? 8/12/22 6-8
• No Drop Off (Parents have to stay)
  

Staples/Office Depot donations

• Shelly is currently working on getting us signed up

Setting up Kroger, Amazon smile and Box Tops

• Set a goal for the combined donations (including Sonic night) and if it’s met then an award would be given to the students.
• Award ideas
• Dress up days
• Popsicles
• Cotton Candy Day 
• Voted unanimously for cotton candy so students who are not present that day can still get their treat.
• Create an informational flier to send home.

Step and repeat Backdrop

• Need to decide on design and size. Throwback
• Cost is $250+
• 3 week turnaround time. 
• Would like to order ASAP for the first day of school.
  

Friday spirit days

• August, Sept, & October
• See which teacher has the most spirit
• Have two office staff choose which teacher has the most spirit via survey each Friday.
• Will tally at the end
• Figure out an award: Amazon Wishlist Credit of $25.00
• Student dress up days for the kids by theme
• Need to speak to the counselor to see what her dress up days are?

Monthly binder of events

• Shelly put together a calendar based upon the teacher/staff meeting.
• Waiting to hear back from Jennifer on dates for PTO/Principle calendar meeting to confirm PTO event dates.
• The final version will be handed out at the next meeting.

Merchandise Orders

• Only the President & VP will handle merchandise until a merchandiser is elected.
• Delivery of orders can be done by any board member upon request of the President or VP.
• If delivered by another board member then the delivery date is to be written at the top of the packing slip so it can be updated on Shopify ASAP. Place on desk.

Only two people will handle emails

• President & Vice President
• Everyone else will need to delete the email off their phones so emails don't get opened on accident and missed.

Google Drive

• The following members will need to have access to the drive; President, VP, Treasurer, and Volunteer Coordinator.

Friday car rider duty

• This will be EVERY Friday from 7:45AM-8:20AM
• Volunteers: we need to have at least 2-3 people who can commit and be there no later than 7:40AM. Will be able to come into the school to drop your child off so you can be upfront at 7:45 when the car rider line starts.
• The staff depend on us to be there on time otherwise it causes staffing issues and delays the car rider line.

New merchandise and what is left

• Old Merchandise
• Would we like to do a sale? Vote YES
• Bundle? >Cost separate is $35 total >Bundle price $20
  
• Lanyard $6.00
• Throwback Sticker $1.00
• New Sticker $1.00
• Magnet $2.00
• Water Bottle $8.00
• Earbuds $15.00
• Bracelets $2.00
  
• New Merchandise
• Ideas on new items
  
• Backpacks
• More hats
• String bags
• Key chains
• Throwback croc charms
• We got the new throwback sticker
  
• Do we want to do blankets again?
• Cheaper than the last one.
• Fleece
• Move the Wildcat to the corner
  

Grandparents day

• September 8 & 9
• Backdrop for photos
• Volunteers needed

Veterans day

November 11th

• Need to see what Davis has planned.
• If nothing we need to plan something
• Donuts & Coffee
  

Easter bunny rental - egg my yard

• Do we want to do this?
• Yes, to bunny photos
• No, to egg drop
• Instead sell pre-filled egg bundles
• $1 egg
• If we do:
• How many can we handle to book for the bunny rental?
• Volunteers
• What time do we need to do the egg drop
• Create a package deal with the number of eggs provided.
• Send a flier to photographers for the bunny rental starting in Nov.
• Determine pricing
• Bunny Rental $50 2/hrs

Sonic spirit nights for the year

• Dates: We need to get with Sonic Manager Courtney and sign up for our dates. (2) per month
• Dates will be sent home monthly on the PTO Events flier.

New vending machine

• Nicole (Secretary) needs to apply for a grant in August.

Car wash

• Still no update.

Garage sale(s)

• How many do we want to do?
• Proposed dates
• Sept @ the instructional building
  

Thanksgiving lunch

• Back Drop needed
• 6 lunch line volunteers needed 
• 3 board members for the photos
  

Donuts with grownups

• April
• Need to set up two separate dates that are in a row.
• Need to get with Davis on dates
• We need to order less milk than last year. 

Ornament day/week 

• Need to place supplies in November.
• Ornaments Pre-K - 2nd
• Snowflake finger prints
• $0.71 each
• Snowglobe 3rd-4th
• Christmas tree in a plastic mason jar with fake snow
• Snowman 5th-6th
• Decorate your own snowman
• Any other ideas?
• Slime Ornaments for 3-6th

Santa photo

• Back drop needed
• Need to order a new santa suit or rent a santa
• Curtis (Kimberly’s husband) volunteered to be Santa 

Santa shop

• We need to start our shopping in October.
• Markdown what we currently have.
• 3 day event
• Need to get 6 volunteers per day. 
• Need to find out where we're going to do it?
• Room or library
• Need to set budget
  

Penny wars

• November
• Need to decide theme
• Disney
• Muppets
• Place a jar in each class for pennies for the week.
• Put a jar for each grade in the hallway for the negatives.
• Need dates from Davis
• A week long event
• Need two board members to volunteer each day from 7:45-8:20
• Friday will be the final count. 
• Will need 2 board members from 9:00 until counting is complete.
• Winning grade level award
• Cotton candy
• Winning positive point class award (most pennys brought)
• Cotton Candy

Spirit Sticks

• Check into pricing for gumball machines to sell. $250
• Birthday grams
• Honor Roll 
• Perfect Attendance
• Put together a teacher pack & price
• Rainbow option in lue of sniffy pencils for st. patricks day grams
• Cost $1.00 - $2.00 per stick
  

Voting for any polls

• We have 5 voting board members, therefore, we need 4 out of 5 to determine a vote. 
• Voting board members are: Nicole, Tiffany, Jennifer, Church, and Farr.
• Other members' votes are welcome for opinions but votes will not count toward board decisions.

Fall Fundraiser

• Have to have approved by 1st day of school
• Bundt Cakes
• Need to get profit information
• Other ideas
• Popcorn
• Tamales
• Cookie Dough

Spring Fundraiser

• Ball drop
• 1 for $5 or 5 for $20
• Need to get approved
• TBD

Events for the school

• Neon Parties
• $5 pre pay
• $7 at the door
• Interactive event
• Any other ideas?
  

Appreciation Gifts

• Since we can not due gift cards for tax purposes, what about using the mason jars we have, filled with candy and attached a thank you note.

Budget Numbers:

August

• Teacher breakfast/lunch 8/8
• Provide breakfast or lunch (confirm with admins on lunch or breakfast & how much) $200
• Taco Bar
• Membership drive August 10th-September 30th $50
• Award the class that has the most PTO membership sign ups
• Cotton Candy
• 6th Grade Info Night 8/18
• Setup Merch table
• Put up the new step and repeat 
• Breast Cancer Shirts October
• Pre-order form sent out in August
• Teacher Shirts end of July
• Teacher shirt has to be at the school 

September

• Grandparents Day 9/8 & 9/9
• Photo backdrop $75
• Photo printing $25
• Game Night 9/29
• $20 theme decor to match the schools
• Merch table only
• Fall Fundraiser

• October 
• Boo grams 10/17-10/28
• Blow Pops & Sniffypencils $30
• Deliver 10/28
• Halloween/Book character Photos 10/28
• Photo backdrop $50
• Photo printing $25
• Fall Festival 10/27 TBD
• Principle Month Date TBD
• Every Friday he gets a breakfast or lunch
• Need to get donations for other gifts
• Custodian Day
• $10/e $50 total

November

• Veterans Day 11/11
• Budget depends on what the school is doing
• Thanksgiving lunch 11/15 & 11/17
• Photo backdrop $75
• Photo printing $25
• Thanksgiving teacher pies Date TBD
• $250

December

• Santa Shop Date TBD
• $1,000
• Photos with Santa Date TBD
• $25
• Suite 
• Cookies with Santa (after school event)? Date TBD
• $50 Cookies
• $25 Photo printing
• Candy Cane grams 12/5-12/16 
• Delivered 12/16 
• $50
• Ornament week Date TBD
• $800
• Teacher Ornaments
• $200

January

• Law Enforcement date TBD
• $10
• Valentines photos 1/27
• Charge $10 a page
• $200 printing
• $100 backdrop

February

• 100th Day of School 2/3 $50
• Family Night 2/9 $20
• Valentines Grams 2/14 $50
• Go Texan 2/17 $30 no profit as it is a free backdrop
• Consular Day date TBD $10
• Bus Driver date TBD
• M&M’s with a thank you tag 
• $60

March

• Read all day 3/2 $0
• Rainbow grams St. Patrick's Day 3/6-3/16
• $50 skittles
• $100 Rainbow Spirit Sticks
• Spring Fundraiser date TBD
• Need to decide in Dec to put out in Feb or March
• Pi Day $250

April

• STAAR Snacks $300
• STAAR Shirts $1500
• Volunteer Appreciation Date $0
• Assistant Pricincle Day $10
• Library Day $10
• Office Admin Day $30

May

• Cinco De Mayo 5/5
• Back Drop
• Photo printing $25
• Kinder Grad 5/25
• Back Drop $125
• Tassells $625
• Lunch Hero Date TBD $100
• Teach/Staff Appreciation Date TBD $1,000
• Nurse Day Date TBD $10
• Field Day Date TBD 
• Concession Stand $500
• Event donation $1500
• 6th grade dance Date TBD $100

Bank Balance: $7444.20 Paypal Balance: $2468.45