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General Membership Meeting-October 11, 2012

Minutes of The Woodlawn Elementary School PTA General Membership Meeting October 11, 2012
PTA President-Elect Shavonta Green-Floyd called the meeting to order at 6:30PM. A quorum (Attachment 1-Attendance) was established and the meeting was called to order. Mrs. Green-Floyd introduced the Fairfax County PTA Officer, Debbie Kilpatrick. Mrs. Kilpatrick introduced to the quorum a variety of programs and benefits available to the WES PTA by the VA and Fairfax County PTA Council. The benefits of membership in the VA/National PTA Council include: A national advocacy Training programs available to the PTA board Programs for the Students with State and National Recognition (Reflections, Citizenship, National One Voice [Mock Election]) Conferences (Emerging Minority Leaders) WES Board is welcome to attend District, State, and National conferences & meeting Possible Mentorship from a larger PTA in NOVA (Friends of Fairfax Program) Grants Availability Utilization of PTA National business partners - Bookworm

Bottom line Utilize the PTA.org website. Ms. Kilpatrick then led the PTA election process. The 2012-2013 WES PTA Board was approved by unanimous ayes from the quorum, except the VP of Membership position, as it was not accepted by Ms. Hugee in advance of the meeting: President: Shavonta Green-Floyd VP of Programs (1st VP): Leanne Margiotta VP of Membership (2nd VP): Dorothy Hugee Treasurer: Nushat Thomas Recording Secretary: Gina Curtis Ms. Kilpatrick then discussed with the newly elected PTA Board the next steps, which includes: Create committees and committee chairs Recruit parent liaisons WES Board was very interested in this position, especially for minority group representation. Ms. Kilpatrick explained that Fairfax County can translate flyers/brochures for the PTA Board and the Board can also apply for babysitting services by the County for PTA meetings (fee based). She also encouraged the Board to engage with parents by having parent coffees. Create a brochure with Officers contact information jazz it up (mascot) Partner with locals/businesses spoke of the STEM program at Ft. Belvoir ES and possible use of Woodlawn ES as an outreach school

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General Membership Meeting-October 11, 2012

The WES PTA board also expressed interest in having faculty and student reps at all meetings. Possibly having school reporters at the meetings or at least to utilize them to get the word out concerning PTA sponsored functions. After photographs, Ms. Kilpatrick then departed the meeting. The Boards next focus was on the 20122013 goals and budget. The membership goal is 350 parents/teachers. The current membership as of 18 October is: 47 members 13% of our goal. The fundraising goal is $10,000. The ultimate goal of the Board this year is to ensure the field trip offset are funded (cost needs to be verified with the Principal), new risers are purchased, and the no lunch money account is funded. Ms. Thomas, PTA Treasurer, requested from Mr. Fitzpatrick-Assistant Principal a quote for the risers; as the Board was unsure of the correct amount to budget for. Additionally, the Board requested approval to take on the fundraising effort of Spirit wear. This is important effort to instill student pride and another fundraising initiative. The budget was then presented by Ms. Thomas. Budget In Income/Fundraising
5,000.00 0.00 5,000.00

Budget Out Net

Market Day
400.00

$
0.00

$
400.00

$ $
500.00

Fall Festival
500.00

$
0.00

$ $
0.00 0.00

Holiday Candy Gram Movie Night Valentine Dance Book Drive Student Pajama/Theme Day Total

$
500.00 500.00 $

$
500.00 500.00

$ $

$ $

$
2,000.00 350.00 $ 0.00 0.00

$ $ $

2,000.00 $ 350.00

$ $

$ $

Income Other Box Tops Donations Membership

Budget In 1,000.00 0.00 $ 1,550.00 0.00 $ 480.00 0.00 $

Budget Out Net 1,000.00 $ 1,550.00 $ $ $ 480.00 $ $

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General Membership Meeting-October 11, 2012 Total $ $ $

Programs Lunch Money Account Student Field Trips Odyssey of the Mind Bleacher Risers Teacher Appreciation Total

Budget Budget In Out Net 0.00 250.00 -250.00 $

0.00 6,000.00

$
-6,000.00

$ $
-150.00

$
0.00 150.00

$ $
800.00 -800.00

$
0.00

$ $
-500.00

$
0.00 500.00

$ $ $

$ $

$ $

Administration Paper & Supplies Bank Fee Account/Audit Fee

Budget Budget In Out Net 0.00 100.00 -100.00 $ $ 0.00 0.00 0.00 $ $ 0.00 0.00 0.00 $
0.00 1,225.00

$ $ $

$
-1,225.00

County,State & National Dues

0.00

$
200.00

$
-200.00

$ $
0.00

Liability Insurance
0.00

$
0.00

$ $
50.00

State/National Convention Postage Total

0.00

$ $

$
-50.00

Grand Total 12,780.00 $ 9,275.00$ 3,505.00 $ The Budget was not adopted. Ms. Thomas will present a revised version of the budget at the November meeting for adoption. Ms. Thomas explained her budget will be reported on and/or published at each PTA meeting as well as published in the PTA newsletter (possible quarterly distribution).

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General Membership Meeting-October 11, 2012

The upcoming events were then briefly discussed. They are as follows: Fall Festival: 12 October 5-8PM Book Fair: 15-19 October The only support the PTA will provide the Bookfair is with the recruitment of volunteers and the loan of the petty cash drawer. Picture Day: 1 November Chuck E Cheese: 6 November Thanksgiving Day Lunch Candy Gram Drive Box Tops/Fundraising Collection Contests An additional event was added The PTA/Teacher Meet and Greet will take place 12 November from 7:45AM 8:45AM in the library. The PTA will provide donuts, bagels and coffee. The Board will email the teachers with an invitation to the event and a PTA membership form. Ms. Green-Floyd brought up the idea of evening or all-day field trips to various Smithsonian museums. Ms. Bundy seconded this idea and thought maybe the PTA Board or WES could apply for a grant to support this effort. The No Lunch Money account and a possible recovery process were discussed at length with the WES Assistant Principals, Mr. Fitzpatrick and Ms. Bundy. The PTA Board was concerned by the amount of funds expended from the account over a six week period. Ms. Thomas, PTA Treasurer, was uncertain of how to budget for this amount, as it seems to be inconsistent. It was noted that the lunch money account usage is higher in the September and October months as Lunch-Assistance paperwork processes through the State/School System and last years paperwork expires. Unfortunately, it was determined that the PTA Board will budget a set amount for this fund and there is no good method of recovering any of these funds for returning back into the program. It was determined, when this fund zeros out- WES will have to utilize another source of funding. In closing, WES Assistant Principal, Mr. Fitzpatrick explained that the staff was excited and supported the new PTA Board and he would send an introductory email to the teachers (along with a picture.) Additionally, he would speak to Dawn about PTAs approval to sell spiritwear. Ms. Green-Floyd thanked everyone for coming. The meeting was adjourned at 8:15PM. The next meeting is scheduled for Thursday, 8 November 2012 at 6:30PM in the library. Prepared by: Gina Martinez Curtis, Recording Secretary Attachments: 1- Attendance List 2- Action Items for Next Meeting

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General Membership Meeting-October 11, 2012

Attachment 1: List of Attendees

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General Membership Meeting-October 11, 2012

Attachment 2: Action Items

Action Item(s) Parent & Student Liaison Recruitment Riser Quote to PTA Treasurer SpiritWear Approval from Principal PTA Board Teacher Meet and Greet Invite (Email) Due Date Ongoing 7 Nov 7 Nov 7 Nov Responsible Party PTA Board Mr. Fitzpatrick Mr. Fitzpatrick PTA Board