MAY 2024

Written By Tavelli PTO

Approved 9/4/24

Tavelli PTO Meeting
5.9.24
6 pm – Tavelli Conference Room

Attendees: Melissa Adams, Corinne Deuel-Gentile, Monica Smith, Anna Wright, Rob Deakin, Coral Rose, Ruth Rose, Katie Trodick, Laura Taggert, Christine Hendricks, Heather Reider, Brittany Ferrans, Sarah Schooley

Minutes

  • School Updates

    • Media Center Renovation Committee

      • First committee meeting took place 5/7 with discussion of Media Center Renovations

        • Mr. Deakin, staff members, students and a parent

      • Would like to change the media center culture to a multi-use room for the whole staff to use; a place for class activities

      • Remove Book Room and change to a “Makerspace”

      • Other Media Centers examples of things we would like:

        • Low shelves to be able to see through the media center

        • Places to sit and read, couches, etc

        • Moveable tables and chairs

        • Checkout station 

        • Rounded shelves 

        • Bookcases specifically for picture books to free up tablespace

      • Bookcases would probably be the first thing to start with or tables and chairs if just modifying existing bookshelves. 

      • Need to share plans with PSD facilities if large-scale/contractors.

      • Possibly look for items through the PSD exchange. 

      • Need to get a budget from PTO for this year with a 2nd phase budget for next year.

        • Board will attempt to discuss and provide 1st phase budget by the committee’s next meeting (Tuesday, 5/14)

      • Make a vision board of the ultimate goal of the Media Center to share with families. 

      • Call to Action in newsletter for parent help on design.  

    • Yearbook 

      • 179 purchased - $4202 raised including $584 in donations

      • $7800 in total cost (has not been paid yet due to illness of main contact; Monica to connect with Skillman)

      • Hand out the last hour of the day on May 28th 

      • Add last day of payments May 27th to social media, newsletter etc

    • Field Day 

      • Waiting on approval on bounce house from district

    • Kona Ice Party

      • Scheduled for Tuesday May 21st at lunchtime to thank the students for the hard work this year.

      • Volunteer sign up in Thursday note and on website 

  • Summer Blast Off - May 28, 5-7 pm

    • Hot dog cart, Mac’n, Antojitos, Brown Butter Bakeshop and Kona Ice are confirmed

    • Cream the Dream Team - voted no because we cannot find the supplies

    • Student bands will perform and Ms. Sparks will play other music through the speakers 

  • Board Matters

    • Approve Minutes from Last Month

      • Minutes from 4.11.24 Meeting approved unanimously

    • Election

      • Approve - 10 Disapprove - 0

      • Slate of Officers: Heather Reider (President), Melissa Adams (VP), Monica Smith (Treasurer), Katie Trodick (Secretary) and Brittany Ferrans (Member-at-Large)

        • All officers are in year 2 of their 2-year term except Katie, who is in her first year

    • Survey Responses and 2024/25 Meetings 

      • Look into ways to make Zoom meetings more friendly. Possibly add a microphone.

      • Try a couple of meetings this coming fall during daytime hours to see if we get more involvement.  

      • Possibly add an Open/Parents Forum to agenda. 

      • Be mindful of the 60-75 minute time-frame

      • Board to meet quarterly and discuss topics that don’t need full member discussion in hopes of shortening the length of member meetings

        • PTO Board desires and encourages member discussion and transparency of our decisions so most activities will be covered at member meetings; items discussed at Board meetings will be summarized at member meetings 

    • Need PTO member for SAC committee; consider adding this as a Board position in the future

      • Anna & Corinne interested 

    • Proposed Bylaw Changes

      • The following changes (in bold) will be posted and voted on at the next general meeting (September)

        • Article III: Officers

          • Section 1: Executive Board - The Executive Board shall consist of the following officers: President, Vice President, Secretary, Treasurer and Member-at-Large. Officer positions can be shared. The school Principal, or his/her designee, is a voting member of the Executive Board. 

          • Section 2: Term of Office - The term of office for all officers is minimum one year, maximum two years per position. Term begins May 1st and ends April 30th. 

          • Section 4: Duties - Member-at-Large: Perform and assist all other Board members as needed, as well as oversee community engagement and events. 

          • Section 7: Vacancy - If a vacancy occurs on the Executive Board, the remaining officers shall appoint a PTO member to fill the vacancy for the remainder of the officer’s term, regardless of previous terms on the Executive Board. 

  • Financials 

    • Bank Account Update

      • After Teacher Appreciation/as of the meeting ~ $52,000 

      • Things to still be paid include Yearbook, Kona Ice, mini grants, coffee cart.

    • Qdoba Sales 

      • $1267 in total sales - $316.93 to PTO

    • Book Fair 

      • $9765 value of books, which is $4882 in sales with BOGO

      • $1600 in Scholastic dollars to use toward Book Vending Machine, teachers gift cards, media center, etc.

      • We didn’t have enough volunteers

      • Consider changing schedule to Mornings & Afternoons only, having specials teachers help with checkouts

        • Create a committee with a Co-host to train with Monica to help get additional volunteers

    • Mini Grants

      • IS Celebration - $400 mini grant requested by Ms. Gotthold approved by the Board to provide supplies for a year-end celebration 

      • Bounce Houses - $600 mini grant requested by Mr. Deal to be voted on if district approval is received in time 

      • Dream Team field trip - up to $3000 requested to pay for student admission to Fort Fun; request transferred to Mr. Deakin

        • Board will discuss paying the balance for any students who cannot pay their own way; all students who earned the field trip will be allowed to attend regardless of financial ability (this was the case whether PTO picked up the balance or not)

      • Clarify on the website that mini grants are for staff submissions only.  

    • Create a Statement of Activities for 2023/24 and post online when all expenses have cleared for the school year

    • Add Garden and IS as line items in budget for next year

    • Schedule a meeting in June to go over PTO budget with Linda

    • Board to meet in the summer to create the 24/25 budget and discuss next year’s meeting schedule and create a list of specific areas of need (like committees) for next year

  • Diversity, Equity and Inclusion Statement

    • Melissa will work on rough draft statement

  • Staff Appreciation Recap

    • Brown Butter was a hit

    • Teachers very thankful for Appreciation

    • Spent right around $5000 for the week’s worth of activities, including chair massages, spa goodie bags, coffee truck, breakfast, cookies, $50 DBA gift cards, etc.

ACTION ITEMS + OWNERS

  • Get budget to Mr. Deakin for Media Center Phase 1

  • Call to action in newsletter for design/vision board for Media Center

  • Get word out about last day to purchase Yearbooks - May 27th - social media, Thursday note etc

  • Create statement of activities for parents to read budget in easier format

  • Change Bylaws once approved 

  • Investigate adding additional smaller committees for further involvement

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AprIL 2024