PTO Board Meeting
Bedford Hills Elementary PTO
August 15, 2011
Minutes
Present: John Richards, Rob Quel, Faye James, Judi Handel, Charlie Schindler, Sarah Williamson,
Courtney Mitchell, Lisa Pacot, Liz Florio, Julie Salmon, Erin Elwell, Ula Kauppi, Amy Gallagher, Beth Kent,
Allyson Lowrey, Katherine Miles, Eleanor Webb, Laurie Sommardahl, Denise Palys, Lauri Wynnyk, Amy
Franzelas, Soraya McKinney, Kris Lloyd, Ginna Haske, Rachel Mitchell, Myra Dendy, Jessie Thompson,
Adrienne Scruggs, Anne Wood
No Visitors.
Consent Agenda was changed to move Volunteer Coordinator to Active Agenda.
Treasurer’s Report – Judi Handel
I sent everyone an e-mail with our BHS Financial statements for (1) last school year actuals and (2) this school year to-date attached. The first two files are for last year. The first one is the Income Statement and the second one is the balance sheet. We came in above our budget - and our cash position was
$28k on 6/30/11! The $592.42 net income shown on the Profit & Loss Budget v. Actual file does not really reflect the good position we are in because (1) approximately $6500 is a Long Range Planning expense and (2) income from school supplies sales isn’t reflected.
The last file is for this year to-date. We are in a net loss position right now - but this is TYPICAL for this time of year and will look this way until our amazing Carnival occurs. The teachers and faculty received the first half ($4500) of their Faculty Allowance today. We received $100 donation from Sweet Frog from our June fundraiser. As of today we have $24k in the bank.
A file regarding Copy Costs is also attached. This information is from a year ago - so the prices may have gone up - but it will give you a good feel for how much printing could cost you if you utilize "downtown" to do your copying.
Other “housekeeping” reminders:

Reimbursement forms are in the PTO box in the foyer; committee chairs must sign off on all
 reimbursement forms.

Use the tax-exempt form when buying “big ticket” items to avoid sales tax.

A PTO credit card is also available.
When turning in money to Judi, please count, total, and label all cash/checks before turning in to
Judi so there will be a “checks-and-balances” system in place.

Keep in mind the cost of making copies; colored ink is expensive.

If you donate something for your committee, note it so that next year’s budget can account for it as a possible expense.

Principal’s Report – Rob Quel

ECHOES newsletter is on the website. It was mailed to kindergarteners and people on the mailing list for whom we didn’t have an email address. The Board discussed the possibility of sending ECHOES home in backpacks rather than mailing once school starts to alleviate mailing costs. The Board also discussed the possibility of creating an alumni list by asking departing 5 th graders if they would like to continue receiving ECHOES after leaving BHS.

The clothing recycling bin is in place outside the Morningside entrance. BHS receives 10 cents per pound of clothing, and the clothes go to a charitable organization.

Two groundhogs are in the garden and have caused damage to the storage cabinets. We are working on how to get rid of them.

SOL scores from last year were not what we wanted them to be, and we didn’t meet AYP in reading (2 nd year) and math. Consequently, BHS is required to undergo an academic review in which the school system sends in division-wide people to review many aspects of the school.
This review will probably happen after the first six weeks.

As of today, 490 students are registered. Registration occurs tomorrow, Tuesday, August 16 th .
Assistant Principal’s Report - Faye James
The fifth grade safety patrol members have been selected and will start their job during the second week of school.
President’s Report – John Richards

Thank you to Jessie Thompson for the outstanding job she did on the newsletter and to everyone who provided inputs to the newsletter.

Thank you to Lauri Wynnyk, Denise Palys, and Jamie Moss for stepping in over the summer to ensure that Silent Auction didn’t die on the vine this year after Deedy Cleland moved to Paul
Munro.

I distributed the first installment of the faculty allowances today ($100 per person).

I sent out a 2011-12 schedule. Two dates to note: First, the 3 October PTO meeting is on a day there is no school. Board decided to move the meeting date to Tuesday, October 4, 2011.
Second, Field Day is moved to 20 April from the end of school. Advantages of this change are cooler weather and 20 April is only a half day so teachers don’t have to worry about keeping student occupied for the afternoon after they have been playing all morning.

Registration is tomorrow. We still need volunteers to help with T-shirt sales and carnival signups. We want to sell notepads, magnets, stickers, and T-shirts all at one table tomorrow. Beth
Kent agreed to create a form so we can track all sales separately.


Sympathy was expressed to Tom Morris for the loss of his sister, and a card was sent around.

Teacher requests for PTO non-budget items will now go through Mr. Quel rather than coming directly to the PTO.
President Elect’s Report – Rachel Mitchell
No report
Teacher Representative Report – Soraya McKinney

Expressed thanks from the teachers for the Spring “kick” at the end of last year.

Band-aids are needed in the clinic.
NO REPORT ITEMS Unless Indicated
Redemptions:
Kroger Plus – Charlie Schindler
Campbell Soup Labels –
Boxtops for Education – Trish Moffat
Food Lion/Direct TV – Ginna Haske
Coke Rewards – Courtney Mitchell
Tyson –
Committee Reports – Fundraising:
Carnival – Lisa Pacot, Jamie Moss

Carnival is October 22.

Volunteers are needed! Currently, we are using a paper sign-up sheet because of problems with
Sign-Up Genius. After registration, these sheets will be in the office. This information will be transferred to Sign-Up Genius once it is being used. Reminder that 5 th grader or older students can volunteer.

The used-book sale will be part of Carnival this year. A basket will be placed in the foyer to collect any such donations.

Silent Auction Chairs – Lauri Wynnyk, Denise Palys, Eleanor Webb, Katherine Miles

Because Deedy Cleland moved to the Paul Munro district, Lauri and Denise are assisting the new
Silent Auction chairs, Eleanor Webb and Katherine Miles, who agreed to serve this summer.

Asked Mrs. McKinney to check with the teachers to see if they would be willing to contribute to the Silent Auction again this year as these items usually bring in a lot of money and fun.

Many packets for donation solicitations are still available and would be handed out after the meeting to anyone interested in helping solicit.
Carnival Publicity – Alisa Hite
Carnival Raffle Chair – Amy Gallagher
Book Fair – Becky Giles, Laurie Sommardahl
T-Shirts – Beth Kent

Beth showed a sample of this year’s T-shirt (green, short-sleeve, with the Husky logo) which will be sold $10 for kids and teachers and $15 for adults. No sweatshirts were ordered this year.
Volunteers to sell during registration on 8/16 are still needed and a sign-up sheet was passed.

Bulk of this year’s t-shirts has been ordered to avoid problems with needing to re-order.
Membership – Andrea Adams, Julie Salmon
Yard Sale – Julie Gerhardt, Andrea Adams
C.B. Fleet Coordinators – Myra Dendy
Committee Reports – Services
R.E.A.D. – Shea Burdette, Sarah Williamson
Accelerated Reader – Myra Dendy, Leigh Huyett, Andrea Buck
Field Day – Joe Marraccini, Tyler Potter
Art – Ula Kauppi, Erin Elwell, Ginna Haske
Roots to Shoots – Kris Lloyd
Some of the kid-size gardening tools have broken, and Kris asked everyone to consider donating items such as kid-size shovels.
Landscaping – Tom Morris, Andrew Clark, Julie Chipman

John Richards announced for Tom Morris that suggestions were needed for flowers to plant around the school and that a landscaping work day is scheduled for Saturday, August 20 th , with volunteers needed.
Playground – Tom Morris
Yearbook – Liz Florio, Julie Salmon, Candi Crinkenberger
Newsletter – Jessie Thompson
Green Team – Laurie Wynnyk, Amy Franzelas
Green School Challenge – Tom Morris, Adrienne Scruggs, Kris Lloyd
Communications –
Hospitality – Beth Simon, Kate Melancon, Whitney Garrett
School Supplies – John Richards
Kindergarten Open House – Adrienne Scruggs, April Tucker
Volunteer/ Room Parent Coordinator – Rachel Mitchell – moved to Active Agenda
All volunteers are now required to have a background check before volunteering at a Lynchburg school.
Please fill out this form and the Volunteer Emergency Contact form as soon as possible and turn them to the office.
Family Fun Night/No TV Week – Laura Bauer, Lisa Pacot
Mays and Means –
Old Business
None
New Business

John Richards suggested that the PTO try to have a “fun, easy” type fundraiser, similar to the Mi
Patron and Sweet Frog fundraisers, once a month and asked members to be thinking of ideas.
The meeting adjourned at 8:35p.m.