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.�(.�({D�(BT�6....�({D�(�(�OB�..{D�(H�:�t(�("C{D訢0EC\ 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 猫咪视频.
How could we get more of a response? Why was last year抯 campaign more successful?
Back to 猫咪视频 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 haven抰 given? Keeping in mind people are busy and forgetful
It can be a pledge
Some families can抰 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, we抣l stop bothering you
揟hreaten� we抣l start with the other fundraising efforts.
Put in next reminder: here抯 how we抳e had to reduce the budget
If people knew more what the money is going for, they抎 be more willing to give
FAQ抯 have been handed out, did anybody read it? It抯 not that it isn抰 available, people aren抰 reading it.
A link to the FAQ抯 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 Sabin抯 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 can抰 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 揼oes 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 don抰 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 搒ubgroup� 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, don抰 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, 揃udget 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 搘orst case budget� tonight, and in January could revisit the budget 揵est case.�
Motion made to approve 搘orst 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 you抣l 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.
Meeting was adjourned by David Fikstad at 7:35.
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