PTO-CP Board Meeting Minutes for 14/15 School Year
American Academy PTO-CP Meeting Agenda
Date: Tuesday, Sept. 2, 2014
Location: Duke’s Library Room
Attendees: Shannon Donohoe, Lisa Wanninger, Angela Fleming, Vivian Hallberg, Ashley Byars, Judith
Hinds, Jan Levy
Open Regular Board Meeting (7:00-7:30 PM): 6:38pm
1. Call to Order
2. Amendments to the Agenda:
3. Discussion Items:
4. Office Reports:
o
Vice President Fundraising Events: (Fun Run, P3, P3 Winter Auction, Sponsorship
Committee) Want to make sure parent communication has everything in it: details, links
to info and setup web based pledges. P3: considering a winter auction maybe 10 items
that go up in November (Broncos stuff, spa pkgs, etc.) that make good Christmas gifts.
We want to form a Sponsorship Co. of people who are good at getting sponsorships for
Fun Run and P3. Parker had a committee that pooled the $ together and then had
trouble figuring out who to distribute it.
o
Vice President Fundraising Programs: Box Tops shoe boxes, who needs them? Teacher
reps will reach out to teachers. Julie Roberts will send instructions to teachers on
closing bags and collecting on dress of choice. Suzanne will email teachers and remind
them to bring down boxes. Glue sticks will be collected in the big bin in the front office
on DOC. Announce box tops DOC to Middle School Students for Box Tops. Sold $5k in
Dennis Scrip, re- ordered Tony’s. Restaurant Night 9/23 @ Smart Cow – The Woodsmen
will match up to $250. Bricks – not sure if the new ones have been put in, 3 break for
every 1 we put in. If we combine with Parker it might be cost effective. Cleaners – got a
check for $200.
o
Vice President Social: (Ice Cream Social, Movie Night, Mother/Son Event) Not Present
o
Vice President Service: (Service, Room Moms, Directory, TA) Not Present Service Ronald McDonald House pop tabs collection - please ask Suzanne if it would be ok if we
placed collection boxes and signs in the cafeteria, front office and staff lounge. Fran
Patrick will make the boxes and signs and collect the tabs. We will create an email to let
both staff and kids know about the collection. Also ask if there will be an AA Service club
this year that we can team with and what teacher will run the club.
Room moms - In the process of building list of room moms. Planning for a room mom
meeting on Sept 12 at 9:00 am. Directory - planning to get data from school (Denese
Gardner) the week after I return. Got your input on the resources. If anyone has
additional ideas, it is not too late. I will be working on this when I return.
TA - On Friday August 22 we had a "Welcome Back to Grind" coffee and smoothie bar
for teachers and staff. They seemed to be happy with it!
o
Treasurer:
o
Secretary: Other Meeting Places? Going back to school library?
5. Action Items:
6. Committee Reports:
7. Audience Participation: Public comment time limit of 1-3 minutes each. Comments will not be addressed on
the spot but will be considered as future agenda items
8. Dismissal:
Next AAPTO-CP Open Meeting: Tuesday, October 7th, 7pm @ Duke’s
American Academy PTO-CP Meeting Agenda
Date: October 7, 2014
Location: Duke’s Steakhouse, Library Room
Attendees: Vivian Hallberg, Jan Levy, Ashley Byars, Nikki Rea, Judith Hinds, Angela Fleming, Nancy Tepsic
Open Regular Board Meeting (7:00-7:30 PM): Open 7pm
9. Call to Order
10. Amendments to the Agenda:
11. Discussion Items:
12. Office Reports:
o
Vice President Fundraising Events: Event Grossed about $79,000
o
Vice President Fundraising Programs: No restaurant nights planned until November.
This is the best Box Tops collection we’ve had. We earned $200 from Smart Cow and
that will be matched by Modern Woodsmen. KS so far we have over $4k in KS proceeds,
only $1500 in July, showing a big increase. Bricks: have been increased 1/8th of an inch
in size so we can’t install them without shaving them down. The brick guy has 500 left –
maybe we can do a FINAL SALE and be done with it. It costs too much to install. Parker
had issues with who paid and didn’t pay. They probably won’t do it again. Bricks are in
for the families that had members pass away last year. Angela motions for FINAL SALE,
Ashley seconds motion for FINAL SALE. Made $150 on Longmont Dairy. Add on blurb to
rinse lids. Hey Nancy – pop tabs are doing well!
o
Vice President Social: N/A
o
Vice President Service: MyRoosterRoom is sending out an email to everyone with
instructions to get the app. Erin will send out an email first to tell parents to be on the
lookout for an email from Rooster Room. On Friday send out a “did you get your
instructions emailed to you?” The MyRoosterRoom rep (Cindy) will make changes for
one week after the app is put out. She will charge about $100 if we want ongoing
support. Do we have the capability of creating our own ads? Maybe Holly or Mr.
Murphy. Teacher appreciation this month will be soups. Molholm did well, canned
food drive coming up. Holiday fund is when we return from Thanksgiving, need to see if
Jean and Courtney are still willing to run the service, Toy Drive goes until Christmas
Break. The Giving Tree goes up in early December and we leave it up thru January.
o
Treasurer: KS rebounded, Still collecting $ for ordered Tek T’s.
o
Secretary: (Frequency of Posts)
Frequency is good, would rather have blasts than a mid-month post.
13. Action Items: Approve September Meeting Minutes, Approve Revised Bylaws, Approve FINAL
SALE bricks campaign, Decide on STEM campaign next month
14. Committee Reports:
15. Audience Participation: Public comment time limit of 1-3 minutes each. Comments will not be addressed on
the spot but will be considered as future agenda items
The blasts are good reminders.
16. Dismissal: 7:30pm
Next AAPTO-CP Open Meeting: Tuesday, November 4, 2014 @ 7pm
American Academy PTO-CP Meeting Agenda
Date: Tuesday, November 4, 2014
Location: CP Library
Attendees: Suzanne Hanks, Lisa Antenien, Judith Hinds, Vivian Hallberg, Angela Fleming, Jan Levy, Nikki
Rea, Shannon Donohoe, Ashley Byars, Nancy Tepsic
Open Regular Board Meeting (7:00-7:30 PM):
17. Call to Order
18. Amendments to the Agenda:
19. Discussion Items:
20. Office Reports:
o
Vice President Fundraising Events: We want to add a committee of people to get
sponsorships. Will put the ad in this month’s PTO Post.
o
Vice President Fundraising Programs: (Restaurant Nights for Nov/Dec, Final Brick Sale)
Still working on Restaurant Night for Nov., working on getting a night a Duke’s
Steakhouse. We only need to sell 3 bricks to cover installation cost. Final Brick Sale is
online only.
o
Vice President Social: Dress Sale at the beginning of January, we will be collecting used
dresses in December. Proceeds go to the school for purchase of long term decorations.
o
Vice President Service: (Ad hoc directory ads, Giving Tree, Teacher Appreciations,
Molholm Toy Drive, Holiday Fund, Room Parent Class Parties, other)
Ads: have been approached by Jelly Stone Park to have a directory ad, now that the
directory is out. $50 is great, it’ll help cover our costs but we don’t want to cheapen our
sponsorships. MyRoosterRoom offered Jelly Stone a space without consulting with us
but going forward we will NOT do that. Ads will be for sponsors only.
Food Drive: Sue is delivering the food tomorrow, no info. on classroom collections,
Courtney and Jean will do Holiday Fund. Fund sheet will go home in 11/21 Friday
Folders, Due 12/12, will be delivered to teachers on 12/18. Toy Drive as scheduled,
NEED TO STRESS NEW, considering classroom contest/ ice-cream party most toys.
Giving Tree stays up all month long.
o
Treasurer: (DCEF Chapter Meeting Takeaways) DCEF does our taxes and gives us our
501-c. They are looking at charging fees. They used to take the interest in our accounts
but now there is no interest. They are looking at $500 or 1% of revenues.
o
Secretary: none
21. Action Items: Annual Campaign Vote – voted to discontinue AC, Approve October Meeting
Minutes – approved.
22. Committee Reports:
23. Audience Participation: Public comment time limit of 1-3 minutes each. Comments will not be addressed on
the spot but will be considered as future agenda items
24. Dismissal:
Next AAPTO-CP Open Meeting: Tuesday, December 2, 2014 – CP Library @ 7pm
American Academy PTO-CP Meeting Agenda
Date: December 2, 2014
Location: Nancy Tepsic’s House
Attendees: Suzanne Hanks, Nikki Rea, Lisa Anthenien, Shannon Donohoe, Angela Fleming, Jan Levy,
Judith Hinds, Vivian Hallberg, Nancy Tepsic
Open Regular Board Meeting (7:00-7:30 PM):
25. Call to Order
26. Amendments to the Agenda:
27. Discussion Items:
28. Office Reports:
o
Vice President Fundraising Events: not present
o
Vice President Fundraising Programs: (Restaurant Night, Chance 2 Change Charity
Club)
DazBog has been sold back to the franchise owners so we can’t do a DazBog night.
Duke’s never called back for November Restaurant night. Looking at Papa John’s or
Papa Murphy’s restaurant night on conference night.
Chance 2 Change - This is a great group, with the cereal boxes it was nice because you
could see who you affected. This month they want to work with Urban Peak for items
for homeless teens. We wanted to put the gloves at the front but Mr. Renfrow said we
can’t promote it because it interferes with the Molholm Drive. Nancy – its fine with me
but you have to worry about “parent burn-out”.
o
Vice President Social: (Skate City, Dress Sale, Spring Mother/Son Event)
Skate City – this year parent’s will not be allowed to pick up their children at Skate City.
If a student rides the bus to Skate City they will have to ride the bus back. We are trying
to get it up on the school store for easier collection of funds and permission slips.
Spring Mother/Son Event – not interested in having another one. The Rockies Game
went well.
o
Vice President Service: (Giving Tree Recipients, Microwave for Teachers’ Lounge)
Giving Tree - Right now FRL families receive benefits – should we open that up to
struggling parents? As much as we would like to it’s difficult to establish independent
guidelines as to who should be eligible. NEED TO TALK TO ERIN ABOUT HOW MANY
FAMILIES ARE ON FRL AND ADJUST OUR BUDGET.
Thespian Club is looking to raise funds to go to NY. Maybe they can sell concessions at
the basketball games? Gala basket?
o
Treasurer: (none)
o
Secretary: (none)
29. Action Items: Approve November Meeting Minutes - Approved
30. Committee Reports:
31. Audience Participation: Public comment time limit of 1-3 minutes each. Comments will not be addressed on
the spot but will be considered as future agenda items
32. Dismissal:
Next AAPTO-CP Open Meeting: Tuesday, January 6, 2015 @ 7pm
American Academy PTO-CP Meeting Agenda
Date:
1/6/2015
Location:
Nancy Tepsic’s Home
Attendees: Vivian Hallberg, Nancy Tepsic, Jan Levy, Suzanne Hanks, Nikki Rea, Ashley Byars, Angela
Fleming
Open Regular Board Meeting (7:00-7:30 PM): 7:15pm
33. Call to Order
34. Amendments to the Agenda:
35. Discussion Items:
36. Office Reports:
o
Vice President Fundraising Events: Last (6th) VIP Pass – no takers, maybe once we figure
out the bus situation we might have some. What if we coupled the VIP Pass and a
parking spot – charge for it or auction it off at P3 would have to have a minimum bid –
we need to ask administration. Marketing – start in the last week of January. Ticket
Sales start 2/17, do we want to do an early bird for 2 weeks at about $45 a ticket then
regular at $55 and then close to the event $65. For teacher product we are doing 22
sets of cornhole crafts. Each grade gets 4 and can decide how they would like to craft
them. Mark Palokangas is a contractor and he is getting the supplies at discount with
donated construction time and supplies. We want to do 2 catered dates in February
where the teachers can come in from 4-8 and work on their boards. Still working on
Erin’s suggestion for the TA part of it – maybe have a survey monkey for parents to vote.
We would have a winner from each group and then a main winner. Total budget for TA
is about $5k. Make sure we buy the cards with our Safeway card. Greater Giving
manages all the inventory and bidding, Boulder Events manages the physical event.
Also working on some form of communication for transportation, maybe thru Uber or
something. All teachers who donate time will be invited to a catered party Lone Tree
Brewing Company.
o
Vice President Fundraising Programs: (KS) - for the month of January we are running a
contest for King Soopers re-loadable cards. Every time you reload $100 you will be
entered into a drawing for a $50 King Soopers gift card.
o
Vice President Social: (Skate City, Sweetheart Dance) – so far we only have 2
volunteers but we’ll probably get more after the post. TUESDAY deadline.
o
Vice President Service: (none)
o
Treasurer: (Apple Awards) - Awards are Feb. 21, we can spend $300 (about) and buy 4
extra tickets for our campus. Give CP’s 2 nominees spa gift cards ($100 ea.) as
congratulations and maybe dinner to take home.
o
Secretary: (Board Applications and Positions) - Board Positions and Applications – We
know that Nancy and Judith are coming off of 3 yr. terms and Vivian is coming off a 2 yr.
term as treasurer. VP of FP, Treasurer, VP of Service, Secretary. Current secretary will
be moving into Presidents role next school year. Make Volunteer and Work Experience
one category. Send out Applications post Wednesday the 14th.
37. Action Items: Approve December Meeting Minutes, Approved
38. Committee Reports:
39. Audience Participation: Public comment time limit of 1-3 minutes each. Comments will not be addressed on
the spot but will be considered as future agenda items
40. Dismissal: 7:50 pm
Next AAPTO-CP Open Meeting: Tuesday February 3, 2015 @ 7pm – Location TBD
American Academy PTO-CP Meeting Agenda
Date: February 3, 2015
Location: AA-CP Library
Attendees: Vivian Hallberg, Jan Levy, Lisa Anthenien, Shannon Donohoe, Nancy Tepsic, Judith HInds,
Suzanne Hanks, Angela Fleming, Ashley Byars, Nikki Rea
Open Regular Board Meeting (7:00-7:30 PM):
41. Call to Order
42. Amendments to the Agenda:
43. Discussion Items:
44. Office Reports:
o
Vice President Fundraising Events: (P3) - In terms of outgoing funds we just signed up
with Greater Giving $795 for the software, paid, just got the contract for and are signing
it now for Mobile Bidding $1600. Boulder events has stepped up this year, we had some
issues last year but they have a lot to offer that we didn’t know about in terms of
consultants. Her name is Linda and she has a great contact with Greater Giving so we’re
being very productive. We are working on what is the best way to get teachers signed
up on Greater Giving because teachers go for free. Going to do early bird 2/17-3/1 @
$55, 3/2-4/3 @ $65.
We are on board for teacher of the year. We have 5 categories k-2, 3-5, MS, STEM &
Specials, SSS and ability grouping. Here is who is not in – IA’s, Program Associates,
Leadership Team and Office Staff. Each group has about 20 people, 25 are left out in
this “not included” group. We all agree that we should only do TEACHERS. One person
from each group will win an award and then there will be an overall winner.
Corn Hole Boards are ready, want to deliver them on Monday, go to Jen Tucker to make
arrangements. Get EIN # from Vivian.
Feb. 19th and 25th from 4-8, in the cafeteria we will have food and beverages for
teachers that are coming in to decorate their Corn Holes.
o
Vice President Fundraising Programs:
o
Vice President Social: (Sweetheart Dance) On schedule and no issues.
o
Vice President Service: (P3 Baskets for AA Clubs, FRL and Uniform Resale)
Can Clubs create baskets for P3 and receive the proceeds from their baskets?: NO. The
funds would not being going to PTO – it takes away from our fundraising and it could be
misleading to parents purchasing the basket.
How do we go about getting the clothes for the families without giving them priority
shopping? Let’s collect uniform donations for FRL and then see what we have left to get
for families.
o
Treasurer:
o
Secretary: (Volunteer Appreciation) May 14th, Think of some ideas.
45. Action Items: Approve January Meeting , approved.
46. Committee Reports:
47. Audience Participation: Public comment time limit of 1-3 minutes each. Comments will not be addressed on
the spot but will be considered as future agenda items
48. Dismissal:
Next AAPTO-CP Open Meeting: Tuesday, March 3, 2015 @ 7pm, AA-CP Library
American Academy PTO-CP Meeting Agenda
Date: March 3, 2015
Location: AA-CP Library
Attendees: Nikki Rea, Vivian Hallberg, Judith Hinds, Ashley Byars, Angela Fleming, Jan Levy, Shannon
Donohoe, Lisa Anthenien, Nancy Tepsic
Open Regular Board Meeting (7:00-7:30 PM): 6:40pm
49. Call to Order
50. Amendments to the Agenda:
51. Discussion Items:
52. Office Reports:
o
Vice President Fundraising Events: P3 is rolling along, trying to support our Co-Chairs.
Have sold 130 tickets!!!!! Just need to get the rest of the tickets sold. Have about
$8500 in sponsorship funds, about $1500 more than last year. Some checks in hand and
waiting on some. We have 13-14 live auction items, some the same, some new. We
have received great donations and used them to make baskets or packages. Everything
we have this year is more of a paper item (certificate) instead of big baskets. We’ll have
15-20 baskets and the big corn hole boards. Food will be like last year, pasta bar, adding
street tacos. We will have Gary Corbit again, he gets paid on a % of what he brings in,
10% this year. We are set up for GG and working with Boulder Events. Will do paddle
raises for heads or tails game. Working on getting the survey out for TA. There will be a
BIG prize for Teacher of the Year and then smaller prizes for the other categories.
A parent is sponsoring a bunch of MS Teachers, do the teachers still need to RSVP? YES,
RSVP and have the parent sponsor reach out to P3.
Can everyone help get the word out for the Wine Wall? Right now we have about 3
cases. Last year we had 275 bottles and most of them were $10-$15 bottles of Wine
Wall.
We are going to start featuring live auction items in the P3 post. Going to showcase
pictures of the Corn Holes in the lobby.
o
Vice President Fundraising Programs: We were #1 this month with the Cleaners.
o
Vice President Social: (Sweetheart Dance Recap) Went well – carriage rides happened,
it was a nice day, pictures were great, decorations were great! 370 people in
attendance, roughly.
o
Vice President Service: March 17th, St. Patty’s Day luncheon for the teachers. TA Week
is still on the AA Main Page Calendar for this month, need to be removed.
o
Treasurer: (Budget Amendments)
Rock Wall Budget Amendment – have $2300 allocated to PE ipads, they don’t need
them and would like add those funds to the Rock Wall Budget – unanimous in favor.
Gym Acoustics Budget Amendment – Not going to purchase the acoustic shell that we
budgeted $5k for and would like to add that to the $10k Acoustic Panels Budget Unanimous in favor
Secretary: (New Board Members, Art Show Volunteers)
Reach out to art teachers about Art Show Volunteers
Amend bylaws to vote for new board members between March and May – unanimous
in favor.
Are concerned that in an effort to fill all the open board positions we are not able to fill
each position with the best fit candidate – feel that doing this is a disservice to the
Board and the school. Nikki has stepped up and offered to temporarily oversee
Fundraising Programs until the position can be filled. Thus allowing the remaining
positions to be filled with the best fit person for the respective positions.
Also concerned about voting involvement of ex officious with regards to voting for new
board members. Will more closely examine ex officio voting roles at next month’s
meeting.
53. Action Items: Vote on New Board Members for 15/16 (POSTPONED), Vote to Amend Budget
for Gym Acoustics (APPROVED), Vote to Amend Budget for Rock Wall (APPROVED), and
Approve February Meeting Minutes (APPROVED)
54. Committee Reports:
55. Audience Participation: Public comment time limit of 1-3 minutes each. Comments will not be addressed on
the spot but will be considered as future agenda items
56. Dismissal:
Next AAPTO-CP Open Meeting: Tuesday, April 7, 2015 @ 7pm.
American Academy PTO-CP Meeting Agenda
Date:
April 7, 2015
Location: CP Library
Attendees: Nancy Tepsic, Angela Fleming, Jan Levy, Suzanne Hanks, Shannon Donohoe, Nikki Rea,
Vivian Hallberg
Open Regular Board Meeting (7:00-7:30 PM): Open 6:30
57. Call to Order
58. Amendments to the Agenda:
59. Discussion Items: Examine role of ex officio in bylaws – postponed to May
60. Office Reports:
o
Vice President Fundraising Events: (P3)
275 tickets sold, same as last year. Wine Wall consisted of 180 bottles of wine @ avg. price of $22 per
bottle. Last year there were 275 with an average price of $13. We will be charging an extra $5 per
cork
o
Vice President Fundraising Programs: (not present)
o
Vice President Social: (none)
o
Vice President Service: (Wording/communications for FRL uniforms, My Rooster
Room, TA Week update, Field Day update)
Field Day – Working w/ cafeteria to get hot dogs going for field day: 3-5 on 5/20, k-2 on 5/21. Trish is
getting the T-Shirts artwork ready. Will start sending communications in late April/early May. MS
cookout is on Wed. 5/20. Field day volunteers are usually organized by room parents.
TA Week - Theme is Super Heroes, need volunteers. Sunday we need a decorating committee 5/3,
Monday - bring in Subway Sandwiches “heroes”, Tuesday - Kerri Pellegrom is bringing in power
breakfast, Thursday - a popcorn bar, Friday - parent Tom Vierrger has volunteered to do a cookout
again this year. We need a gift idea. Need to do communications asking for volunteers.
Directory - Directory was great – board agrees we should do it again.
Uniform Resale for FRL – if we use technology and accepted credit cards at the sale the PTO would
have to pay sales tax on each transaction. Families will be able to donate uniform items to FRL
families instead of just the school. We will have a wish list that will be posted to AAPTO-CP website.
We usually give $100 per kid from Dennis. This year we will do this and give them donated items. If
we need a secret shopper Angela will do it.
Spend $250-$300 on lounge expenses, Nancy motions to have remainder of budget go to TA expenses.
Vivian second. Approved.
o
Treasurer:
o
Secretary:
Vote new members in to PTO board for 15/16 School Year.
Motion for Irina Tubbs to be Treasurer, Vivian Second, all in favor
Motion Ana Brekke to be VP of Service, Nancy Second, all if favor
Motion Michelle Adamick to be Secretary, Nancy Second, all in favor
Motion Angela Fleming to be President, Vivian Second, all in favor
Jan – thank you ladies for applying and remember you are all part of a team here to work together
and have fun!
61. Action Items: Vote on new Board Members, Approve March Minutes (Approved)
62. Committee Reports:
63. Audience Participation: Public comment time limit of 1-3 minutes each. Comments will not
be addressed on the spot but will be considered as future agenda items
64. Dismissal:
Next AAPTO-CP Open Meeting: Tuesday, May 5, 7pm