PTO General Board Meeting 

Monday, May 2nd 6:00 pm

In-Person, Phoenix AZ 85048

AGENDA ITEMS

Intro

Welcome to those in attendance

Thank you’s  to a successful year, Staff for their support, outgoing board members, volunteers throughout the year

Treasury Update

Started $45 K, Spent $80K will have about $80k going forward (throughout year $118K)

Currently some outstanding bills with yearbooks and grants ***NEED TO ENCOURAGE TEACHERS TO USE OR THEY LOSE

The expected balance will be roughly $15-$20K more than we started with after successful fundraising (Takeout Tuesdays, APEX) 

WHAT CAN WE SPEND OUR $ ON?

Parking Signs - Dr. Cupp will let us know if this is a need/want

Shade Structure…thoughts on needing a new one? We believe this falls to us, not district

Computers for Exec Members: New one for Treasurer to expedite spreadsheets, work for this position; Also possibly a tablet for Secretary to take to events to record minutes

We want to work on/emphasize our thoughts/plans for SPENDING next year (being mindful that we had 5+ mos of activities we planned canceled this past school year due to Covid, and limited events in the 2nd half due to Covid. However our projected calendar for the 2021-22 school year details what we had planned/budgeted for)

Perhaps increase Library budget: chairs, how long has it been since they’ve been able to purchase new books?

Will need to fund Reading Wall budget/ Beehive/ Hospitality

We will welcome back a Workroom Volunteer Committee

Continue with Takeout Tuesdays, but also putting an emphasis on some In-Person Family Night Dinners; Start working with Hub as possibility for a Welcome Back Dinner to start the School Year (would they do trivia for families?) 

2022/2023 PTO Board Election Results

Jayne Gunnison (Incoming): Co-President

Julie Johnson (Returning):  Co-President

Tyler Willis (Incoming): Co-Vice President

Katie Bitowf (Returning): Co-Vice-President***

Amanda Garbade (Incoming): Co-Treasurer***

Colleen Eyssautier (Returning):  Co-Treasurer

Shannon De Atley-Johnson (Returning):  Co-Secretary 

Katie Eagan (Returning): Co-Secretary

• Results The above board EXCLUDING those names with *** was VOTED ON and APPROVED; A Special Meeting/Election will be held on Tuesday May 10th, 2022 to Vote on the Returning VP Candidate and Incoming Treasurer Candidate

CLOSING - Thank you to outgoing officers

We Look forward to Finishing Events Strong:

TEACHER APPRECIATION WEEK

VOLUNTEER APPRECIATION PICNIC IN THE PARK

5TH GRADE CELEBRATION

END OF THE SCHOOL YEAR

We will have our final Exec Board Meeting: Monday, May 16, 2022

Outgoing Officers will also join in the Transition Meeting TBD when Final Board is Voted on and Approved (meeting set to be in May or Early June)

PTO Executive Board Meeting 

Wednesday, February 16, 2022 6:00 pm

Zoom Meeting, Phoenix AZ 85048

Meeting ID: 754 9089 7824

Passcode: p2KUEq

In attendance: Exec Board Members & Dr. Cupp

Welcome

• Review Previous Meeting Minutes 
• Approve – Upload to website

Treasurer Updates 

• Checking Balance $ ALL RECORDS LINED UP (Chase, Quicken & PTO Budget)
• Grant Envelope Update Treasurer will reach out to teachers that need to spend $
• Mid-Year Budget Reforecast - Colleen update on outreach to other Treasurers Re. percentage of budget carryover (we cont. to see how much $ other PTOs carry-over didn’t get specific details from boards that have responded to request)

• Yearbook Sales picking up, along with Love Note Sales

• Future grants - Approved to include Kids Club Grant
• Capital Improvement Funds - Need an idea of top 3 wants - Dr. Cupp & Mr. James; We have $ to spend
• Year of Joy funds - VOTE on the tops 3 options
• Assistant Teacher Signs - Thermos Option w/name etched instead of sign - Personalized but goes with them - VOTE on 2 options - Very similar cost

Teacher Requests

• Capital Improvement: Water Fountain ordered 9/2 - It has been delivered; installation through the district is delayed about 3 years- Dr. Cupp update **Still hoping to get an EARLIER time on installation for this. Dr. Cupp continues to communicate with the district on this. If we want to order a second one, we need to ASAP due to lengthy time on installation.
• Sunshine Committee Staff Bathroom Makeover (decorations/furniture) - Sign-up went out for 1/29 - Ms. Watkins contact
• Library Rug Update - Approved & ordered from Lakeshore - Delivered
• Total Cost $512 (Thanks to Lora & crew for getting this great bargain!)

• Staff Bathroom Paint Project - Lora Update

Fundraising

• Main Event $192.29
• Harkins Movie Night: $ 
• Goodwill Donation Drive: $481.55
• Sonic: $465 ($1156 in total sales)
• Earned a free Sonic Raffle Basket - $50 value.  Need to complete form to pick up at the corporate office in Phoenix
• Marketing Director requested feedback
• ***We got a basket to raffle off, use at 5th grade Peter Piper YB night???***
• 2021/2022 5th Grade Committee Balance $1,502.34
• Current Total Balance $2,050.75
• FY21-22 Income $1,243.76
• FY21/22 Expenses $739.84
• 2021/2022 School Year Carryover $698.42  
• 2022/2023 School Year Carryover $698.41                                                                                                                                                                                     
• Movie Night Net Earnings - $503.92 
• Zzeeks Take-out Tuesday - $150
• Cookie Grams coming in February
• Want to add 2 more Takeout Tuesdays - Does everyone approve? YES
• HoneyBaked Ham for Easter - Katie E. has reached out, still waiting for mock website and confirmation they will handle the Ham pickups
• Fuschia Gift Card for Mother’s Day - Shannon continues to work on this. They are a franchise so not as easy to do gift cards may have to go a different route

Updates

• Marquee Shoutouts - Julie & Katie E. Update
• Julie reached out to Heather Bingham to display a shoutout during Spring Break
• CONGRATS to Tonia Bass on Promotion, we are excited to continue to work with her in an expanded role
• 3/26 Spring Carnival - Katie B. & Rhonda Update
• 1.19.22 Kick-off Meeting
• 2.2.22 Follow-up Meeting
• Tempe Fun Services Contract Signed & Wristbands delivered
• Cost: $7/wristband (300 minimum)
• Online presale: $9/ea or 4pk for $32 (save $1)
• Sales at gate: $10/ea
• Will Need 2 Square Devices: 
• 1. Wristband Sales
• 2. 5th Grade Table Sales
• 15 covered tents/Midway Games - Unlimited game play. Earn points.
• Prize redemption tent WITH prizes included in cost
• Add on: two small generators at $35/ea. Requested and awaiting invoice.
• Auction/Raffle - grade gift baskets - Decided to pass on raffle baskets for this event. Will possibly shift to year-end.

• Dunk Tank - $1 for 3 tosses
• Staff/teachers to dunk — need to know who is willing to be dunked so we create schedule
• One standard bounce house
• Petting Zoo
• Face Painters (3)
• DJ
• Food Trucks: El Taco Santo, The Cheesesteak Joint, Harkins, Moonshots Stadium on Wheels, Udder Delights Ice Cream, Kona Ice (+5th grade snacks & treats)
• Girl scouts & Cub scouts to attend and offer some sort of craft or activity
• Gold and Silver Sponsors —- any update on participation? - Shannon
• Additional vendors: $25 booth space - Rhonda
• Volunteers  - minimum 30 volunteers needed during the event.
• ***NEED TO MAKE A BIG PUSH WITH ANNOUNCEMENTS LEADING INTO SPRING BREAK & AT MOVIE NIGHT. “NO VOLUNTEERS, WE WILL BE FORCED TO CANCEL
• Volunteers to manage: 15 Midway games (15), prize redemption (3), bounce house (2), dunk tank (2), petting zoo (2-3), wristband/ticket sales (2-3), volunteer check in/out (2-3), setup/teardown (6-8)
• Katie B created corporate outreach letter and submitted a request to companies via Benevity
• Outreach made to the following organizations and companies: US Foods, Sprouts Farmers Market, Benevity (GoDaddy associated), ICP Health, APS, Northrop Grumman, The Phoenix Lions Club, American Legion Post #64, AVNET, Freeport McMorRan, PHX Rotary 100
• Responded and under consideration: US Foods, Sprouts, Northrop Grumman, ICP Health
• Heather Sapp has offered to assist with her middle school Girl Scout who previously attended KMV
• Potential option for some (limited) components. Our contract with Tempe Fun states volunteers managing their equipment must be 18+.
• Request for individual volunteers pushed on Konstella and FB
• Current number of volunteers based on prior carnival volunteer push: 10
• 2 confirmed; 8 pending confirmation
• Need to know who from the board will be available and times
• 5th grade
• POPS Rockin Kettle Corn
• Rainbow Cotton Candy - https://www.rainbowcottoncandy.com/
• Soda, water, otter pops, cracker jacks

• APPROVED - Need to VOTE at General Board Meeting - Amend Bylaws VIII. Funds -D: 
• The amendment may be ratified by a show of hands of a 2/3 majority of eligible voting Members present.  THIS PASSED AT GENERAL MEETING, KATIE E. WILL ADD TO BYLAWS
• Spring Movie Night - 2/25  - Rhonda & Katie E. Update 

                    $1700 Budget. 

• We will reuse luminaires, making a central Aisle
• Will add a photo backdrop for people to take pics ($20)
• no Kids on playground. We will add caution Tape
• Ms. Mulkey 2nd grade choir will sing, she will make announcement on volunteers
• We need extra Trashcans
•  

• Art Show - 3/2 - Dr. Cupp Update  — Make this a part of the carnival??? Ms. Wutich should reach out
• Giving Garden - Shannon Update

• Teachers have given positive feedback, It was easy and great to use
• Tonia: this is the largest amount of gifts that have been given over the years
• For next year, perhaps still come up with some sort of visual component

• Monte Vista’s Got Talent Virtual Show - 4/1 and 4/8 - Waiting final confirmation on dates/who will run event
• Created Committee of 2 Co-Chairs
• Heather Sapp - Grades: 3-5 (April 8th) 
• PS-2 Co-Chair Needed (April 1st)
• Character Building Program
• Be Kind - Checking with Mr. James
• Who is coordinating?
• APPROVED Spirit Shirts - 10% Discount on Inventory started 2/1/22
• Waiting for Invoice on 2nd Shirt Run
• Beehive Update - Katie E.
• How are we doing on merchandise? We will make a final purchase for the end of the year, especially on “big ticket” items
• Can use Scholastic Book Club Bonus Points to purchase more items
• Katie E. will send out an email to Dr. Cupp for staff distribution on a more uniformed way for kids to cash-in on Bees
• Garden Update:
• Garden remembrance for Ms. McCuen - Budget?
• Garden Bench - Be Kind
• BENCH REPLACEMENT APPROVED Wooden bench overhaul (3 iron benches cemented in ground)
• Outreach to Community for Services
• One respondent willing to assist with removal
• Kate B. emailed additional information to the board on 1/22/22:
• We need to decide on a specific replacement. 
• What material are we seeking for replacement and what is our budget? Commercial grade park bench or standard garden bench?
• A few bench options provided: coated metal, cast iron/steel, wood, plastic
• Cost ranges from $90 to $1000 depending on type
• Must they be anchored like the current benches? What is required?
• Alt options: replace wood slats on current benches, postpone to 22/23.
• Reading Wall Update - Lora
• We had 380 logs submitted.  Which was 49 more than last month.
• They read 6592 hours.  This was 864 more than last month.
• Getting closer to the goal of taping up Dr. Cupp, also close to bring a stuffie to school day
• Yearbook - Lora Update
• Love Notes
• Pictures at Events - Need more photos of individual classes
• WatchDOGS - Desire Update  – Still some time slots available, will reach out to the group for Carnival volunteers
• School Cents Program Completed
• 2/17/22: Awards Meeting 10am via zoom - Julie to attend
• Scholastic Book Fair 2/17/2022 - 2/25/2022
• Parent - Teacher Conferences
• Book Fair Hours
• Tues: 2p-5p
• Wed/Thurs: 12p-7p
• Fri (Spring Movie Night: 2p-8p 
• Book fair public homepage
• Cayden to email librarians with book fair promotion videos
• Cayden will notify the office staff of the fair delivery date as soon as it’s confirmed, should be 5-7 days prior to event date
• Book Fair Bookmark and Book Wish List - Print Order Completed
• VOTED TO UPDATE BANNER IMAGE - Smile Banner - Lora Update
• New Banner Options: Bee Kind, Lion, partner with Ms. W.
• Turn Banner Image into a contest? - Students submit artwork of banner images that can be a “photo op” 
• Post-Net Quote $118 + tax (previously cost $78)
• Get 2 more quotes - Katie E. Colina Vendor
• Virtual Talent Show 
• April 1st K-2nd grade: Need Chair, Heather Sapp will not be available to assist.  If parent/guardian does not fill position, a board member will
• April 8th 3rd-5th: Heather Sapp is chair and will organize event
• Project Brain Power
• Chairs: Amanda Garbade and Jessica Hawkes will coordinate snacks for students during testing dates and store in Mr. James’ office
• AzSCI Testing Dates: 3/21-4/1
• AASA Writing/Math Testing Dates: 4/4-4/26
• JCrew Spring Fundraiser Dates: 4/3/22-4/16/22
• Need to drop of shirts prior to event to mannequins 
• Contract signed and submitted
• Student Council 
• Selected Spirit Week days and Katie B created a flyer
• Jessica H. suggested and the council agreed to host a Hygiene Kit Collection Drive to help support the Superintendent service project this year.  Will need large collection boxes that can be shipped directly to the Family Resource Center
• School Tool Box
• New Account Manager - Patti Knapp
• Need teachers to provide a school supply list for the 22/23 school year (how has this been requested in the past?)
• 2022/2023 PTO Board

****We will have several vacancies and will determine just how many positions open at Exec Board Meeting next month

• Vote in new members in April
• Transitioner meeting to new board in May
• Presidents: 
• Vice Presidents:
• Secretaries:
• Treasurers: 

Family Dinner Night

• Kona Ice: $166
• Barro’s: $293.68
• BJ’s: $73
• Bahama Bucks: $137.87
• Chipotle: 345.91
• Papa John’s: $187.53
• MOD: $205.56 
• By the Bucket: $153.73
• On the Border: $145.40
• Taco Santo: $125
• Modern Market: $113.84
• Panda Express: $199.69
• Zzeeks 5th Grade Fundraiser: $150
• Sonic: $465
• Yoasis:

Upcoming Events

• 2/17 to 2/25 - Scholastic Book Fair
• 2/25 - Spring Movie Night
• 2/28 - General PTO Board Meeting - In-person or zoom?
• 3/1 - Takeout Tuesday: Theme for St. Patricks Day 
• Irish/Pub Location? Wicked Brews aim for 30%
• 3/26 - Spring Carnival
• 3/29 - Takeout Tuesday: Chipotle 5th Grade Fundraiser
• 4/12 - Takeout Tuesday: Bahama Buck’s 
• 4/26 - Takeout Tuesday: 
• 5/11 - Takeout Tuesday: Peter Piper Yearbook Signing Party
• Location Ideas

Next Executive PTO Board Meeting Date: 3/16

Next General PTO Board Meeting Date: 2/28/22

Lora making slides….will vote on newest Bylaw Proposal

PTO Board Meeting
Tuesday, May 11, 2021 5pm via Zoom

Jessica, Cayden, Robin, Hikary, Rhonda, Usha, Dr. Cupp, Mrs. Strickland

Jessica- welcome and only 1 more meeting left for outgoing board!

Need April minutes from Katie

Treasurer updates- Amanda
  Chase Quicken and Excel matches
  See spreadsheets for budget
  Everything matches

Amendment change- all officers MUST do district training

General
Jessica- Robin put together all bios to put out with ballots; add with Stephan's email for Fri; have a full board!

Reading Walp- 1 more to do- double rewards; kindle reward- 1 for each grade
Nees to coordinate all material pickup
  June 4, 7, 8
Yearbook- Cayden- be here on the 1st to MV

PSC Meeting- Amanda
  Overview of year
  Enrollment down by 800
  Working on diversity and fundraising
  Next year, make sure board members attend

Hilary- 5th grade celebration
  June 8th during day at school
  Can food trucks come? Dr. Cupp said yes
  Kickball, refreshments, games, lunch trivia and clap out

Family Night Dinner
  Zzeeks- 5/18
  Bahama Bucks- 5/25

Teacher Appreciation Week- went awesome
  Stephan still wants to paint bathrooms, especially mens
  We buy paint; Cayden will do women's
  How was Honey Baked Ham? Well received and organized
Posters for bathroom???
How much paint? Allocate $250 to school

Spirit shirt contest- on Komstella amd FB- May 23 deadline; sold about $100 of old shirts

Disneyland raffle- about $1000 sold- supports Reading Wall

Volunteer Appreciation event- what to do??
  Get names of all volunteers
  Put together something with items we already have??
  Maybe do Kona Ice truck for volunteers and kids at the park after Zzeeks pizza dinner- 6pm at Thunderhill on May 18th

Key Committee Chairs needed:
  Book fair
  Yearbook
  Carnival
Put on Konstella

End of year teacher brunch and clean closet- June 8th
Clean out- pick date with new board
Where you Bean coffee and baked goods

Robin- Goodwill fundraiser
  If you donate to them, we get money
  5/29 to be set up

Mrs. Strickland announces she is leaving to be asst principal at Esperanza; Mr. Tyan James will come on as our new asst principal.

General Meeting- May 26th at 6pm
  Elections
  By law amendment