November 11, 2018 General Meeting Minutes

Agenda

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.

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 to base potatoes and bring in a cooler to keep warm.
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.

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.

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

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

Minutes prepared by Emily Hoopes

September 6, 2018 General Meeting Minutes

Agenda Items

Meeting called to order 9:01 a.m. by Laura Adams. Rachel Bourell arrived later and took lead.

Fundraising needs: As many PTO activities will require funds and this PTO started with a $0 balance, a priority for this meeting needs to be planning a fundraising activity. Primary focus of this meeting will be identifying a September fundraising opportunity.

Current financial standing: $260 were received during the membership drive. Spectrum Academy does significant fundraising that we don't want to interfere with. However, Spectrum's fundraising committee has offered to let us have two of their "soft fundraisers," (such has restaurant nights) to be scheduled probably in January and February. Specific fundraisers have not been identified.

Brainstorming: These ideas were proposed as possible fundraisers.

• Game night. Board games inside of the school. Charge a door fee. Possibly run a concurrent parent support group. Problem, childcare liability. Price. There is an obvious interest in some sort of parent support/child socialization opportunity. However, this doesn't seem to be appropriate as a fundraising activity.

• Car wash. Inexpensive to run, high profit. How do we promote/staff with spread out school population? This idea was initially rejected as it wouldn't also be a social opportunity. However, it was later decided that it is a simple early fundraiser that would allow more fun activities later. Therefore, it was chosen as the September fundraiser.

• Fall festival or fairy tale festival. Fundraising would come from a door fee. Families could come with kids in costume and participate in activities throughout the school. We could use the room parent network to plan activities to be hosted in classrooms. Parents would plan games and seek donations of prizes from class parents or local business. Teachers would only need to offer their room and help connect to a parent. Offering classroom wouldn't be required. Office has a beanbag toss and plinko board that could also be offered.  If held in October, this could be a Halloween costume party.

To do this as a Halloween activity, it would need to be held in mid to late October. However, we don't want to compete with the Turkey Trot planned for early November. We don't really have time, resources, infrastructure to pull this off earlier. However, since a Fan X type event might hold great appeal for this student population, this idea might be ideal for a later time.

• Spirit Wear/ Bumper Stickers: Could operate as a year-long fundraiser. Requires money if we preprint and then attempt to sell. Print-on-demand would eliminate startup cost but decrease profit and satisfaction of an on the spot purchase. We have several people in the PTO with graphic design or printing connections.  Clothing sales would compete with High School's CREATE program. However, as CREATE does not currently sell a bumper or car vinyl sticker and there is an assumed demand, this seems to be an option worth exploring.

• "Fabulous First Friday" - sell treats, popcorn, other concessions once a month on a set day. This idea was thrown out but not discussed in depth. Concern about competing with CREATE?

Room Parents

• Operating the room parent program requires no fundraising and may be helpful in planning other activities.
• Sherri Durham is the chair for this committee. She is ready to reach out to identify room parents for each classroom.
• Action item: Sherri Durham will e-mail teachers to ask them to 1) ask for a room parent for each classroom. 2) Ask for help advertising for volunteer for the car wash.

• Background checks are required to volunteer at the school during school hours. A room parent may need a background check if they are going to be working in the school. However, if they can meet the teacher's needs off-campus it isn't required.
• PTO members volunteering during school hours also need a background check.
• An initial fee needs to be paid at the front office and they'll provide a form. That form can be taken anywhere a livescan fingerprint can be done. Price varies by city and usually there is a resident rate in your own city. The City of North Salt Lake offers their resident/employee rate if you mention Spectrum.
• The cost of the background check can be counted as a monetary donation to volunteer hours.
• Time spent as room parent also counts for volunteer hours.
  

Principal's club and caughtcha club are a priority donation need right now. School staff is currently purchasing these with their own funds.

• Action Item: Kathryn Jenkins is seeking donations from Dollar Tree and Lee's Market. However, any member with donation leads is invited to help seek out donations of small prizes.

Car Wash

• Scheduled for Thursday, September 27 before and during carpool.
• Setup at 1. Carwash at 1:30
• Minimum price, $5. Larger donations accepted.
• Presidents will chair this event

Action items:

• Request space, water and other donations from Lee's Marketplace, Sarah Linder
• Request buckets and supplies from Dollar Tree, Catherine Liner will talk to Dollar Tree
• Request detergent, sponges, buckets from Auto Zone,
• Request relevant donations from Walmart. Bring 1 hose & 1 nozzle,  Margaret Thompson
• Request donations from Lowe's, price materials for a sign, Sara Linder
• Offer to sponsor undonated cost, Amanda McKeown
• Bring card reader & cash box to accept payments, PTO board
• $5 minimum cost
• Get posterboard, create posters
• Hoses donated
• Advertise?

Volunteers

Kendra Smith, Darcie Mumme (maybe?), Kathryn Jenkins (might have supplies), Amanda McKeown, Sheri Durham, Ashley Brackett, Sarah Linder, Margaret Thompson, Emily Hoopes (maybe?)

Bumper stickers or vinyl stickers for cars

• There is currently no "proud parent of a student at Spectrum Academy" car sticker.
• Interest was expressed in doing a vinyl sticker instead of a bumper sticker.
• Kathryn Jenkins is a graphic designer with knowledge of how to use print-on-demand online stores to create and sell these items.
• Sarah Linder has a friend locally who may be able to provide printing of stickers that we could have for sale at school events at low or no cost.
• Several PTO members seem to have the skills to create a design. Having a student art contest was also proposed.
• Print-on-demand vs. preorder.
• Print-on-demand has no setup cost. There is no surplus merchandise. Items are ordered online and then shipped to the individual ordering and then a % of the price is forwarded to us.
• Pros: easy to create, no cost, no burden of delivery, nor surplus
• Cons: no immediate gratification, no tangible
• Preorder
• We have items on hand to sell.
• Our profit margins may be higher.
• Action Items: Kathryn and Sarah will research costs and report back to Rachel.

Treasurer's report: Chris Norlem called into the meeting by phone to provide a treasurer's report. A copy of the financial report is filed with these minutes.

• Suggested having a sign-up and donation table at all school events and offered to help staff it.
• Using Square to accept credit cards went smoothly.

Minutes: There was a request to publish minutes where they would be available to all members. Rachel wants to create a PTO blog. Kendra Smith offered to help create and write content to the blog. Emily Hoopes will publish completed minutes once this exists.

• Action Items: Emily & Kendra work together to create blog and get minutes published.

Play structure: One of our PTO members is working to get a better play structure for the school She is getting a quote on the structure. Then she will set up a donor's choose account. She is also seeking a corporate match. We discussed other options for fundraising including the Rotary Club, Lowe's, ATK. Information will be shared with the PTO and on our blog.

• Action item: If you know of any resources to help raise or match funds for this project, please explore them and come prepared to share.

Next Meeting

October 4, 7:00 p.m. in the library.

Minutes prepared by Emily Hoopes

August 2, 2018 General Meeting Minutes

Introduction of Board Members and board positions:

President: Rachel Bourell aka Batman

Vice President: Laura Adams aka Robin

Secretary: Position isn't filled but has had some interest expressed. This role would: Take minutes, publish the minutes, possibly maintain a PTO webpage or blog that would link to the school page, maintain the master calendar.
Treasurer: This position was filled at this meeting. (Chris & Brittany Norham) His wife will act as liason for him when he can't attend meetings. (Do we need to give this a title? Or appoint them as co-treasurers?)

Financial report: A bank account has been opened by Wednesday. Ideally the treasurer will be primarily responsible for this account with other Executive Board Members will be signers on the account. Treasurer will maintain records of all income and spending and give a treasurer's report in PTO meetings.

Scope: At present, this PTO only serves the Intermediate Campus at Spectrum Academy in North Salt Lake. These are students in grades 3-8 including students in self-contained classrooms. This PTO does not serve the STARS, Elementary, or High School campuses. A PTO is not a PTA and therefore not subject to the same rules. This one is still being started and so we are only just figuring out organization.

Committees: Last meeting's PTO objectives and goals were organized into proposed committees. After a great deal of discussion, it was structure was decided:

Social Committee (Events committee?)

Plan an organize social events both during and after school hours. These may include:

• Back to School Social
• Fall Carnival
• Spring Social
• Parents and Pastries
• After School Activities (this is not the same as clubs)
• Social activities related to Teacher Appreciation

Committee Chairs: Julane Morris, others needed

Teachers Committee

This committee will help to organize volunteers to help support teachers and classrooms.

• Organize Room Parents
  (Defined as helping to organize volunteers for activities ranging from planning class parties to making copies/grading papers to communicating with other parents about classroom needs. Specific roles to be defined by teachers.)
  Room Parents do not have to be a member of the PTO. PTO's goal is to act as a sort of volunteer coordinator.
• Other teacher support
  (undefined)
• Student incentive programs
  (Gather donations for and organize Caught Ya Card.)
• Help to coordinate teacher needs for Teacher Appreciation Week

Committee Members: Kathryn Jenkins (student incentives), Sheri Durham (Room parents), others needed

Parents Committee
This group is responsible for communications with parents about PTO events and news. All communications should be approved by the principal.

• Primary communication with PTO members, current preferred method is e-mail
• Social media (though this is as yet undefined)
• Maintain PTO Calendar
• Publish a voluntary directory
• Help with blog/website
• We'd like to invite someone involved with the carpool app to participate on this committee
• Other parent supports were discussed for none formally planned

Committee members: Darcie Mumme (directory), Others needed

Several other possible activities had been discussed in the last meeting. At this meeting, the above list was identified as our current priorities. Priorities and committee assignments are not permanent commitments and may change throughout the year.

Communication: There was a great deal of discussion about possible methods of communication. It was determined that e-mail is currently the most universal. We discussed social media at length, specifically Facebook. There are several Spectrum Academy facebook pages in existence but none that is specific to this school. Most are run by parent volunteers. We discussed possibly creating a Spectrum Academy NSL page. This page would be moderated and require a list of rules. This at present is not resolved

Calendar events: Brainstormed events, which included the following possibilities

• Back to School Night
• Back to School Social (possibly potluck at a park, families invited)
• Spring Fling
• Parents and Pastries

Some of these events might be able to be used for fundraising to help pay for other PTO events.

We need to find rules for using school property for events (There may be a building request form.)

Fundraising: PTO is starting with no assets. We are NOT currently a 501(c)3 and may not be able to meet the criteria for that this year. The PTO will exist as a separate financial entity from Spectrum Academy. School fundraisers do not benefit the PTO. PTO funds will be used to fund programs such as those listed above. Income sources may include: dues, donations, income from PTO events. We hope to establish community partnerships. At this meeting there was some discussion about how to raise money through events. We need to research rules and check with school to be sure this is done appropriately.

Requirements for daytime volunteers: In order to work on any Spectrum Campus during school hours, volunteers are required to pass a background check. This is because of the intense level of scrutiny the school is under for serving the special needs population. The required form is available at the school for $37.50 and you will also have to be fingerprinted, a cost of an additional $5. Some parents who have passed an identical check at another school may be able to transfer their background check.

PTO will organize identification for volunteers.

Membership
Dues will be $5. Membership is required for service on the executive board. Members will receive e-mail updates.
Service with the PTO counts toward mandatory volunteer hours.

Back to School Night: August 16-17
We need volunteers for 2 nights of back to school night to help recruit members.
Action items:

• Create Membership forms (to be created by Wendy)
• Get volunteers
• Get a cash box
• Plan with treasurer for deposit after event
• Set up Square Credit Card Payments
  (Emily Hoopes will e-mail referral link for free processing)

Square app will be used to record all payments received and issue receipts. However, a membership form will also be needed.

Parents will have the opportunity to sign up for inclusion in directory.

E-mail will be sent in advance to Back to School night by the PTO 1) seeking volunteers 2) inviting members

Liaisons with other schools
As Elementary, High School and STARS do not have PTOs, there will be a representative of each on the PTO. This will help them create their own PTOs and also allow us to include them where practical (as in at social events.) Representatives of each school were named.

Meetings

Future meetings will be held the first Thursday of each month.
Meeting time will alternate every other month between 9:00 a.m. and 7:00 p.m.
Location to be determined but may be in the library or board room.
Babes in arms should be in a stroller or car seat. Smaller children are welcome but bring entertainment.

Next Meeting: September 6, 9:00 a.m.


School information shared:

3 classes per grade 3-8. Approximately 15 children per class. 3 functional skills classes. 2 learning skills classes.
School colors: Blue and Silver
School mascot: Timberwolves
Other campuses have other mascots