Asa G. Hilliard ES PTA
Date | time 7/17/2015 3:00 PM | Meeting called to order by Xana Hardeman
In Attendance
Xana Hardeman, Tijuana Jackson, Angela Kennedy
Approval of Minutes
The minutes were read from the August meeting and approved.
Board
Points of Discussion
Capperks.com
Mr. Box/donation
PTA meeting in August to elect new Treasurer and possibly add co-secretary to Executive Board so we can have a
Recording and Corresponding Secretary.
Prospective Committees for next school year
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Membership
Fundraising
Legislative/Education
Family Engagement
Hospitality
Reflections
Switch names on BJ’s card and get cards from previous board members Toya Clark and Bridgette Hardney.
Speak with Mr. Selmon and Mrs. Grainger-Smith to see who our school’s partners will be. Will those partners be
shared with PTA or should we obtain partners that are exclusive to PTA?
Present school partners are RaceTrac and Sysco. Will check into Chick Fil A, Kroger, and WalMart.
Future executive board meetings will be held on Thursdays from 5 – 6 p.m. Hardeman will check into free
conference calls for us to utilize as necessary. Next Executive Board meeting, August 4, 2015 in Kennedy’s
classroom.
Executive Board expectations for communication which are to be typed up and given to ALL Executive Board
members present and future.
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When sending emails, cc everyone
Respond to emails or texts when received, at least to say you received it
When sending a text send group texts as opposed to texting each person individually so as to have all
members be on one accord on all points.
Proposed Activities/Dates for the School Year
1. Etiquette Class (Boys and Girls) – 1/14, 1/28, 2/11 from 3:00 – 4:00 Etiquette class will culminate with a
brunch or dance (2/20/16) where they will be able to display their newly learned skills. Admission will be
$5.00 per person, and we will decorate with ½ price decorations from Valentine’s Day sales.
2. Just Dance – 11/13/15 – Admission is a canned food item that PTA will donate to the school. Refreshments
will be sold inside by PTA.
3. Fall Festival - Date TBA, must speak with Grainger-Smith
4. Teacher Appreciation – May?
5. Welcome (Teachers) – Sneak Peak, Screen on the Green movie right after Sneak Peak at 6:30, can sell
popcorn and drinks or give if they purchase membership on that day. Hardeman not sure if we can spend
money on that since budgeted monies are to be spent on teacher. From looking at line item in budget and
per Treasurer’s meeting at conference, if line item doesn’t specifically state a name it could potentially still
be used. We will confirm with Annie Gist as we don’t want to spend money incorrectly.
6. Scavenger Hunt – Easter 3/25/16 – Donations of plastic eggs and bags of candy will be requested from
parents and partners. PTA will sell food at this event.
7. Around the World (Multicultural) Celebrations - Panda Express will provide food paid for by PTA
Proposed Fundraising Efforts
1. Etiquette Brunch – Admission $5.00 per person for the meal. Meal not decided upon at this meeting.
2. T-Shirts from Tshirtmanprinting.com, Kennedy got quotes
3.95 for 50 t-shirts=197.50 (we can get the same price for 60)
60 shirts will be sold for amounts as follows,
$10.00 for kids sizes Small, Medium, and Large
$12.00 for adults sizes Small, Medium, Large, and Extra Large
$13.00 for XXL/XXXL
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60 shirts will be purchased in the following sizes/amounts, and will yield possible profit
40 ($10.00) S, M, L (students) = 400.00 profit
10 ($12.00) XL Adult shirts = 120.00 profit
10 ($13.00) XXL Adult shirts = 130.00 profit
650.00 – 197.50 (cost) = 452.50 profit X 2 = 905.00 possible profit
Once first batch of shirts sell, then another batch of same sizes will be purchased unless orders for specific
sizes vary.
3Buckthreads.com (t-shirts) – quote needed if the tshirtman is not used
Dr. Darryl Felker/3D Printing – (T-shirts)
Fall Festival – (10/16/15) Projected profit $2,000.00
DJ, Donated items from business partners, admission includes a raffle ticket for hot dogs, chips, and a drink.
Popcorn, cotton candy, and icees will also be sold. All Event Rentals will be used to purchase items needed
to store, or cook foods. Teacher/Grade level activities will be facilitated by the teachers and parent
volunteers. May also be able to have a Cake Walk, Bouncing Houses, and Face Painting.
Cookie Dough Fundraiser (Otis Spunkmeyer) – Projected profit $2,000.00
9/14/15 – 10/2/15, 2-3 weeks turnaround
Chocolate – World’s Finest
Date – TBA, would like to have close to Valentine’s Day
Just Dance – 11/13/15 Admission Canned food items
Requested items to ask Mrs. Grianger-Smith for are phone, computer, desk, filing cabinet, storage room with closet
in the PTA office. Will also ask for PTA email address and a weekly newsletter spot.
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Projected 22015-2016 PTA monthly meetings for the school year
August – to introduce PTA, elect new board members, vote on the budget
September – introduce next fundraiser
October
January – Panda Express
March – Elect new executive board members for 2016-2017 school year.
Advisory Committee
No advisory report was given.
Budget
The budget for the upcoming 2015-2016 school year was discussed, revised, and agreed upon. Budget will increase
to $15,000 for 2015-2016.
Principal’s Report
No Principal’s Report was made
Committee Reports
Committee reports
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None made
Announcements
None made
Next Meeting
Date and time contingent upon Mrs. Grainger-Smith’s availability. Preferably next week.
Meeting was adjourned at 6:00 p.m.
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