Agenda
At this point, the PTO needs to vote to determine if we want to become the chartered organization for a Spectrum Academy scout unit. This is accomplished by a vote of the registered membership of the PTO. (Those members who have paid dues and filled out registration paperwork.) To this end, a vote will be held at our next meeting. The PTO will post notice of these meeting on our blog and via an e-mail to the PTO membership. Anyone wishing to vote but not already registered may register at our next meeting or at parent teacher conferences.
The next PTO meeting will be held on December 6 and 9:00 a.m. The location will be announced based on room availability. All meetings are held the first Thursday of the month. This meeting will be held during daytime hours so that it does not conflict with evening holiday events. However, in January, we will resume a schedule that alternates morning and evening meetings. To make the vote available to members not able to attend the meeting, a Google Poll vote will be created by Emily and published via e-mail the same day.
Yaroch left a new organization packet that is available for review by anyone interested and he is also available for questions.
Called to order 9:07 a.m.
Several new parents in attendance. We began with introductions
Parent Teacher Conference Dinners
Principal has asked if PTO can organize dinners for Conferences on November 28th and 28th.
Feeding approximately 30-40 staff members. Dinner is typically served at 5 but could be set up earlier.
Breann will set up a signupgenius where people can sign up to bring food. This should include a request for phone numbers so it is possible to follow up. Request for donations will be sent first to PTO members and then to the entire school as needed to fill remaining spots. An e-mail will be sent the Monday before Thanksgiving and the Monday after.
Several new parents in attendance. We began with introductions
Parent Teacher Conference Dinners
Principal has asked if PTO can organize dinners for Conferences on November 28th and 28th.
Feeding approximately 30-40 staff members. Dinner is typically served at 5 but could be set up earlier.
Breann will set up a signupgenius where people can sign up to bring food. This should include a request for phone numbers so it is possible to follow up. Request for donations will be sent first to PTO members and then to the entire school as needed to fill remaining spots. An e-mail will be sent the Monday before Thanksgiving and the Monday after.
Cold items can be dropped off the day before the meal. Warm food is due during carpool (about 12:30-12:45) on the day of the meal. All food requests should serve 20 people and we will request 2 per item.
Food purchases can be logged in Compass and count toward your volunteer hours. If you prefer reimbursement, keep you receipts and submit them with the food when delivered. Purchases made with food stamps cannot be reimbursed. However, please keep in mind that PTO budget is currently small.
Rachel and Lauren will set up food and decorate. (Fall theme)
1st night: Baked Potato Bar
Rachel and Lauren will set up food and decorate. (Fall theme)
1st night: Baked Potato Bar
Rachel to base potatoes and bring in a cooler to keep warm.
Need donations of the following:
Need donations of the following:
- Sour Cream
- Cheese (grated and nacho?)
- Chili
- Green onions
- Bacon (precooked)
- Ham (diced)
- Broccoli
- Butter
- Olives
- Rolls?
2nd Night Menu:
- Spaghetti (cooked in a crock pot)
- Spaghetti sauce (cooked in a crock pot)
- Meatballs (cooked in a crock pot)
- Gluten free pasta and/or meatballs (Evelyn)
- Garlic Bread
- Salad
- Salad dressings
Needed for both nights
- Drinks in drink dispensers. Water & crystal light. Ice
- Paper plates
- Napkins
- Plastic forks
- Plastic knives
- Cups
- Extension cords (Emily has several if needed.)
Action Items:
Create signupgenius - Breann & Laura
Publish signupgenius - Laura
Reminder calls to people who have signed up for food - Laura
Purchase baked potatoes - Jennifer says please reach out to her about this
Cook baked potatoes - Rachel with help from Ashley
Organize gluten free menu options for pasta night - Evelyn
Soft fundraisers
Are currently being planned for January and February. These are typically restaurant nights. We have not yet chosen a restaurant and are looking for something that is accessible to the greatest number of families. These have been approved with Spectrum's fundraising committee.
Activities
There was very, very brief discussion about a December or January PTO social activity along the lines of a cookie exchange or dessert pot luck.
Activities
There was very, very brief discussion about a December or January PTO social activity along the lines of a cookie exchange or dessert pot luck.
Also we very briefly discussed teacher appreciation week in the spring and possibly doing some smaller scale teacher appreciation activities before then, such as a popcorn bar.
PTO does not have any Christmas activities planned. The school will have a music performance December 6 at 6:00 p.m for grades 3-5. No PTO assignments.
We very briefly discussed that the school does not currently have a Christmas tree but one could be placed near the office if it were donated.
Boy Scouts of America
Last parent teacher conference, a representative from the Boy Scouts of America name Yaroch Rocque (nicknamed by this group "Super Y") set up a table and talked to parents. He came today to present the results and ask our help. He said that there was "overwhelming" interest in creating a unit as Spectrum Academy.
It has been proposed that the Intermediate PTO become the chartering organization for this scout unit. This basically means that our organization would be the "owner" or the "franchisee" of the unit. PTO would pay an annual chartering fee of $44. This fee includes insurance.
The PTO would operate as an institutional head and designate someone (probably the president) as a signer. We could then turn all operational control over to a Chartered Organization Representative and Scout Committee to be in charge of all other details of running the unit. The unit would operate mostly independently of the PTO as their own entity with their own fundraising, bank accounts, committee, etc. However, any funds raised or property purchased for the unit would belong to the unit (and it's chartering organization), not to BSA. Spectrum Academy has offered use of their facilities for scout meetings and these facilities will be covered by the BSA insurance included in registration fees.
In addition to our fees, each scout and scout leader will pay a registration fee of $33 which also includes insurance. There would be additional operating expenses that the unit could decide the best way to cover (fundraising, troop fees, etc.) The committee includes a treasurer responsible for this bookkeeping. These decisions and expenses would fall under the responsibilities of the scout unit itself and not the PTO.
We had a lengthy question and answer period with Yaroch, which for brevity's sake, will not be included in these minutes. However, he will write up an introduction that we will publish on the PTO's blog. Logistical questions such as number of scouts, number of leaders, unit-level fees or fundraising, types and sizes of units, involvement of units designed for girls, meeting times and frequency, etc. are all decisions to be made by the scout key leaders and/or committee after the unit is chartered, not by the PTO. Each unit is different and varies based on the people involved.
However, it is worth noting that the BSA and Great Salt Lake Council have offered a great deal of support and training through the organization process. They are offering support to recruit, train, and organize a strong unit. Scouting as an organization has leader training and background checks, ongoing training and a self-contained support structure that they would provide independent of our organization.
The PTO would operate as an institutional head and designate someone (probably the president) as a signer. We could then turn all operational control over to a Chartered Organization Representative and Scout Committee to be in charge of all other details of running the unit. The unit would operate mostly independently of the PTO as their own entity with their own fundraising, bank accounts, committee, etc. However, any funds raised or property purchased for the unit would belong to the unit (and it's chartering organization), not to BSA. Spectrum Academy has offered use of their facilities for scout meetings and these facilities will be covered by the BSA insurance included in registration fees.
In addition to our fees, each scout and scout leader will pay a registration fee of $33 which also includes insurance. There would be additional operating expenses that the unit could decide the best way to cover (fundraising, troop fees, etc.) The committee includes a treasurer responsible for this bookkeeping. These decisions and expenses would fall under the responsibilities of the scout unit itself and not the PTO.
We had a lengthy question and answer period with Yaroch, which for brevity's sake, will not be included in these minutes. However, he will write up an introduction that we will publish on the PTO's blog. Logistical questions such as number of scouts, number of leaders, unit-level fees or fundraising, types and sizes of units, involvement of units designed for girls, meeting times and frequency, etc. are all decisions to be made by the scout key leaders and/or committee after the unit is chartered, not by the PTO. Each unit is different and varies based on the people involved.
However, it is worth noting that the BSA and Great Salt Lake Council have offered a great deal of support and training through the organization process. They are offering support to recruit, train, and organize a strong unit. Scouting as an organization has leader training and background checks, ongoing training and a self-contained support structure that they would provide independent of our organization.
At this point, the PTO needs to vote to determine if we want to become the chartered organization for a Spectrum Academy scout unit. This is accomplished by a vote of the registered membership of the PTO. (Those members who have paid dues and filled out registration paperwork.) To this end, a vote will be held at our next meeting. The PTO will post notice of these meeting on our blog and via an e-mail to the PTO membership. Anyone wishing to vote but not already registered may register at our next meeting or at parent teacher conferences.
The next PTO meeting will be held on December 6 and 9:00 a.m. The location will be announced based on room availability. All meetings are held the first Thursday of the month. This meeting will be held during daytime hours so that it does not conflict with evening holiday events. However, in January, we will resume a schedule that alternates morning and evening meetings. To make the vote available to members not able to attend the meeting, a Google Poll vote will be created by Emily and published via e-mail the same day.
Yaroch left a new organization packet that is available for review by anyone interested and he is also available for questions.
Yaroch Rocque - Unit Serving Executive, Boy Scouts of America, Great Salt Lake Council
Yaroch.rocque@scouting.org, 805-637-1300
Yaroch.rocque@scouting.org, 805-637-1300
Girl Scouts
Rachel expressed a strong interest in inviting the Girl Scouts of America to become equally invested in creating a unit at Spectrum Academy. BSA does currently allow girls as scouters as well. However, to pursue this, we would want to find someone in the Girl Scouts organization offering the same sort of support that BSA is currently offering.
Website
Emily has started to create a blog and is working to get it online ASAP. These minutes can be published there. As can information about the proposed relationship with the Boys Scouts of America and upcoming meetings and activities.
Meeting was adjourned at 11:30
Meeting was adjourned at 11:30
Minutes prepared by Emily Hoopes
