General Meeting Minutes
May 5, 2016, 5:00 PM, GEMS Library
The General Meeting was called to order at 5:00 PM by President Jenifer Harris.
In attendance: were: Holly Lefebvre, Beth MacGregor, Katie Told, Jen Griffis, Heather Newson, Katrena Hauger, Erica Baldus, Jared Andrews, Shelly Andrews, Tiffany Jacobs, Melissa Smith, Cody Dame, Susan Anderson, Lindsay Denuit, Jemmye Green, Bernadette Edwards
Short Note from President was given to thank the current PTA members for their efforts and especially for the truly effective and remarkable Teachers Appreciation Week.
Minutes of Previous Meeting
Minutes of the previous meeting April 7, 2016, read and approved as amended. It was noted that the goal in keeping the PTA meetings timely is to provide the minutes via email for approval.
Jen Griffis provided information for several mental wellness trainings in the area specifically encouraging the teachers to attend a staff training in the area for suicide prevention.
Katie Told reported that on April 13, 2016 the bank accounts were updated with the current president Jenifer Harris and treasurer, Katie Told replacing the old board members names on the accounts. There was no official treasurer’s report presented due to the change in leadership and great difficulty in reconciling the documents. President Harris noted that there is about a $400 discrepancy and that when the final treasurer’s report is done it will be notarized.
Reader board sign Fundraiser at Blue Fox made a $400 profit thanks to the generosity of owner Chris Wagner.
Contacting other donors brought in an estimate of $1900 plus the current pledge of $250 to equal approximately $2150 plus an additional $400 not previously counted for a grand total of $2550 in donations!
Dr. Anderson reported on the installation and that the coordinator will have an estimated date for installation. Currently they are waiting on specifications and are contracting locally.
Plaques donated by Katrena Hauger. Jared Andrews volunteered to consult with GHS Principal Higgins and get quotes to engrave on the plaques.
Health Fair reported given by Heather Newson on Eddie the Eagle gun safety scheduled for Monday May 9th from 1 to 2 pm. Health Fair for the four through eighth graders scheduled for May 17, 2016.
Brax Fundraiser still ongoing.
Mixed Bag Fundraiser raised a little over $3900. There were four gift cards of $25 each to report on at the next meeting.
Box Tops deadlines are March first and November first. So the next check would be in December. We have already raised $540 to go towards the purchase of chairs.
Teacher’s Wish List is done. We are waiting on the arrival of some ribbons and maps to distribute. Some teachers did not turn in a request.
Teacher’s Appreciation was highly successful and offered a week- long of spoiling the teachers. The teachers were very happy and felt appreciated. The teachers reflected on how nice it was to sit and talk to each other which is not very often. Green Acres donated all the flowers. Cash and Carry donated all the chips.
PTA Scholarship received five applications. The President, Vice President and President-Elect plan to meet together to choose among the applications.
GEMS PTA Standing Rules discussed and updated. Motioned by Holly, seconded by Beth to accept the changes as discussed including:
Changed the name to GEMS (Grangeville) PTA,
Membership dues $50/unit, which the State PTA is petitioning for us, $8 for single membership,
Annual Membership Meeting in August to discuss budget prior to start of school
General Membership Meetings on the 1st Thursday at 6:30 PM (in the community room if available)
Elected Officers serve for two years. Persons may seek nominations for currently held chairs during elections in March of each year. Nominations must be provided to the membership at least 7 days prior to the meetings. (A person could serve two consecutive terms if re-nominated). A two-thirds vote is required to remove a standing officer.
Executive Committee Meetings to be held 3rd Thursday each month at 6:30 pm unless majority board member request an alternative date and time.
Board of Directors shall consist of the Executive Committee and may include Committee Chairs with voting rights: Student Relations, Teacher Relations and Fundraising.
We will be voting on a Student Relations Chairperson at the next board meeting is to determine the needs of the students.
We will also be voting on a Teacher Relations Chairperson at the next board meeting to determine teachers’ needs for laptops or STEAM curriculum and garner grants and community support.
Bank Signatures: Two Signatures shall be required on all checks. The President, Treasurer, Beth MacGregor, and Vice President added (The President and Treasurer shall not sign for their own reimbursement). Two signatures are required on an approved invoice when using the debit cards.
A job description for the Elects was added.
The Social Media Policy was changed to reflect transparency and encourage people to join the PTA. Information shared on the PTA website: Approved meeting minutes, financial records, agendas, local standing rules and bylaws, upcoming events, PTA successes, fundraisers and goals, meeting time and place.
Childcare needs deferred.
Summer meetings for the board will continue monthly during the summer. Next General Board Meeting is the Annual Membership Meeting in August.
PTA vs PTO discussed. No motions were made to change to a PTO.
Field Day scheduled for May 25th a.m. with 7 events every 10-15 minutes such as stick horse races, softball throw, egg spoon race, 75 meter race. Large Group Activities planned with the teachers. There will be no timing of events and no first, second or third places competitions, but instead, participation activities. Sack lunches to be provided and eaten on the grass so the classes can cheer on the other classes. There will be a culminating Event of a Gunny Sack Race for K/1 classes and three-legged race for the 2/3 and 4/5 classes. Two volunteers per class needed.
PTA Convention attended by both Jenifer Harris and Beth MacGregor. Jenifer reported that it was extremely informative. The learned about activities to bring, including Member Planet. This program tracks who is a paid member and allows one to pay on line, as well as being a communication board.
Katie motioned that we move funds from Savings to pay the remaining balance to the Electronic Reader Board and any additional funds received to pay back the PTA. Beth and Heather seconded the motion. Motion passed.
Note that from here on out any checks written to the reader board need to be made to GEMS PTA.
Meeting adjourned at 6:30 pm.