In Attendance
Angie Gummere &nb= sp; = Kelly Stegemoller Tiffany Smith &= nbsp; &nbs= p; Nick Smith
Heather Rhodes &n= bsp; = ; Emily Cook &nb= sp; = Laura Bates &n= bsp; = ; Gretchen Morgan
Melissa Hinkle &n= bsp; = ; Susan Schlegel = ; &n= bsp; Alena Sanford = &nb= sp; Joann Alperstein-Abdoo
Call to Order
Meeting called to order by President, Susan Schlegel at 6:37p.m.
Minutes
No corrections made to the September minutes; approved= as written. Susan Schlegel sugge= sted that from now on all minutes should be emailed specifically to all PTO officers. Heather Rhodes move= d that each month the minutes should first be emailed to the PTO officers and then sent out on SumList. Kelly Stegemoller seconded that motion. All were in favor and the motion passed unanimously.
Susan Schlegel stated that from now on during our PTO meetings the Treasurer’s Report will be presented first on our agenda= so that those present can make decisions based on the budget and what funding = we do or do not have. Susan Schl= egel and Laura Bates recently met to discuss our budget and also to make name and address changes on the PTO checking/savings accounts. Laura Bates, our new treasurer, presented the September 2007 Treasurer’s Report (see attached). Laura explained her new system/organization for the treasurer’s reports. It was requested that in her new Treasurer’s Report format that the word “Receipts” be cha= nged to “Income” and that “Year to Date” be changed to “Profit”. Laura a= lso compiled and presented a very detailed report of PTO revenues/expenses/prof= its/losses for the past 2 school years which also included a projection for this school year’s budget. It was n= oted that Market Day had been omitted on this Report and this would be revised.<= span style=3D'mso-spacerun:yes'> In regards to T-shirt sales Laura = also suggested that during sales a tally sheet be used to check off amounts of t-shirts sold. She also sugge= sted having the person in charge count the money when they open the envelope and= to sign their name. At the end o= f the sale this money should again be counted and a signature given. This will get us in the habit of k= eeping good records and being accountable for all our funds. Gretchen Morgan sugge= sted purchasing hard-back ledger books for treasurer information. This would provide consistency ove= r the years as new PTO treasurers came along.
Old Business:
It was suggested that the PTO send out information to parents about signing up for SumList. This had been done in the past, but it was recommended that we make parents aware of this opportunity again, as SumList is a great way of getti= ng information out about upcoming Summit events and fundraisers.
The PTO spent $235 on cookies for the Open House which= is reflected on the August Treasurer’s Report. Half of those cookies were used that night and half still remain in the freezer. If there are any requests for cook= ies throughout the school year (for events like Secret Santa) then these cookies should be used for those events.
The Secret Santa Shop will be held on December 14-15 t= his year. The students will be ab= le to view the shop during school hours on the afternoon of Friday, December 14.<= span style=3D'mso-spacerun:yes'> The shop will be open for purchase= s that Friday, December 14 from 3-6pm and then again on Saturday, December 15 in t= he morning from 9-11am. Michele Conner’s husband has graciously volunteered to play Santa for this event. Theresa Malone has off= ered the use of a polaroid camera if someone is willing to take pictures of chil= dren on Santa’s lap during the shopping times. It was suggested that a volunteer = take photographs for 1-2 hours and that a small fee be charged for this. Joann Alperstein-Abdoo moved that = we use the leftover open house cookies and punch and to also allow pictures of San= ta and kids to be taken during shop hours on Friday, Dec. 14 from 3-6 and on S= at. Dec 15 from 9-11. Melissa Hin= kle seconded this motion. All pre= sent were in favor and the motion passed unanimously.
Since our last PTO meeting Susan Schlegel has continue= d her correspondence with Blue Grass Playgrounds. The company has been apologetic ov= er the delayed delivery of our playground equipment. Susan Schlegel had spoken with one specific individual who had been accommodating, and since that conversation= our Summit playground equipment had been delivered and the PTO received a $100 refund due to the long shipping delay.&nbs= p; Melissa Hinkle and Susan Schlegel went through and looked at all the equipment. There was supposed= to be tags/labels on each individual piece, but there was not, so Susan and Melis= sa counted the number of pieces and it did look like we received all we had ordered. Two pieces of equipm= ent were painted in error. A pain= ted vault (yellow) was sent in error, so a new unpainted vault was on order and this yellow vault would serve as an extra vault. The mulch has been paid for and $4= 0 was saved on shipping. 4 days bef= ore mulch is to be laid we need to let the company know and they will deliver it. It can be laid 3 days aft= er the equipment is in and the cement is dry.&nbs= p; The edging we had hoped to purchase is backordered. It was suggested we just use 6x6x8 landscape timbers, which were on sale at Menards at this time. Melissa Hinkle distributed a playg= round expense sheet to detail all these expenses. Gretchen Morgan asked to be notifi= ed when the equipment was in and ready to be used and she would make sure the students were instructed on how to use it correctly. Until the students were given this instruction Ms. Morgan suggested we put up caution tape around it to keep students off.
Alena Sanford stated that the first available hot dog = stand date at Kroger South was in November (possibly the 1st or 2= nd Saturday). There were no avai= lable date/times for the Walmart Hot Dog Stand.&= nbsp; Dana Green was still working on setting up a day and time and was st= ill waiting to hear from Kroger about a final date. There was discussion about supplie= s and possibly asking parents for donations for the hot dog stand. It was suggested we get the hot do= gs at Sam’s Club and buy the Coke products from Kroger. It was further suggested that we a= sk Vonna Pfeiffer for a list of volunteers who would be willing to bring food and/or help man a booth. It w= as then discussed that the PTO purchase a Kroger card and buy supplies with that so that the PTO benefits from the purchases.&= nbsp; Melissa Hinkle moved that Laura Bates purchase a $25 Kroger card for= the PTO and add on $200 extra to that card to spend at Kroger for the hot dog b= ooth supplies. Melissa also moved = that when Dana Green gets a date secured at Kroger that the PTO can then purchase hotdogs, buns, condiments, coke products, chips, and other extras (such as grilling supplies and extra gloves). Laura Bates seconded these motions.= All were in favor and the motions pass unanimously. May it be noted that all receipts = for PTO purchases must be given to Laura Bates (treasurer)
May it be noted that the PTO dates for use of the LGI = Room throughout this school year have been put on the LGI calendar in the office= .
The old Summit T-shirts have been given to the three n= ew playground/cafeteria supervisors. Laura Bates moved that we order new t-shirts only as needed (or if prepaid) throughout the school year since we seem to have a surplus of shir= ts right now and we want to keep that surplus down. Melissa Hinkle seconded that motion. All present were in f= avor and the motion passed.
The stickers and pencils for shining star incentives h= ave been delivered.
Susan Schlegel reviewed the September action list and = made note of a few things that needed to be addressed. Melissa Hinkle needed to be reimbu= rsed for Summit Shining Star supplies from Mr. Waltz. Kelly Stegemoller would contact Ch= arla Lancaster regarding the Summit website and adding the current Summit calend= ar and PTO fundraising info to the site. Susan Schlegel had recently sent
Charla an email with the necessary PTO information as = well as the school calendar so it was our hope that the website would be updated soon. Thanks to Charla for al= l her hard work on this so far!
New Business:
Joann Alperstein-Abdoo, Market Day Chairperson, gave a report of Market Day. Our Sep= tember sale made a profit of $190.04 with a total of 42 customers and a total of 2= 13 total items sold. So far the = October sale (which is still open until 11pm, October 4) has a profit of $131.87 wi= th 206 items sold (and about $1,300 in orders placed). Summit unfortunately did not recei= ve enough orders to get the free Scholastic books we had hoped to get for the month of October. Joann had p= ut forth extra effort by making some last minute phonecalls to some of our previous Market Day customers. The October sale/pick-up date will be Tuesday, October 9 from 5:30-6:30p.m. in = the LGI Room at Summit. November = will be pie/dessert bonus month and Summit will receive extra money for each des= sert sold. Paper order forms are d= ue to the office by Friday, November 2 and online orders are due by 12 noon on Monday, November 5. The Novem= ber pick-up/sale date will be Friday, November 9 from 5:30-6:30pm in the LGI ro= om. There was a discussion about selli= ng Market Day cookie dough and that we need to decide soon on a date/month for that. It was agreed that the = first cookie dough sale we did in the fall of 2005 was a great sale. While last year’s spring sal= e was right around the time of girl scout cookie sales and did poorly. It was suggested that for this yea= r we have a May cookie dough sale and possibly for next year we do a fall sale in September or November. There = was also some discussion about depositing checks for Market Day into the PTO ba= nk account. Joann explained that= she had recently deposited $169.40 into the PTO checking account. The Sept. Treasurer’s Report= did not reflect this deposit, but Laura said she would go back and correct that. It was decided that depositing Market Day checks was acceptable for Joann and future Market Day Chairpersons to do, but that the Market Day Chair just needs to make the Treasurer aware of each deposit made so it can be reflected in the Treasurer’s Report. The= re was also discussion regarding Market Day customers that fail to pick up and pay= for their orders on the day of sale. PTO has been paying for Market Day items that don’t get picked= up on the sale date and those customers then must pay the PTO when they pick up their items. Thus there may b= e personal checks in the checking account that are actually from Market Day sales, but= are not being reflected in that way. Laura Bates made it clear that in the past these personal checks mig= ht not have been reflected correctly in the treasurer’s report, but in t= he future these transactions will be reflected as Market Day profit. Laura suggested that from now on s= he be notified with a list of these names/checks to be coming in from Market Day customers who are paying late. It was also suggested that to avoid all this confusion, any Market Day custome= rs who are “no shows” have all their items sent back to Market Day with the sales rep so the PTO is not left responsible for payment.
The PTO has agreed to put on two staff appreciation luncheons this school year; one in the fall and one in the spring. Vonna Pfeiffer, our volunteer coordinator, has gathered a group of gracious parent volunteers to help host the fall luncheon which will be on Wednesday, October 10 at 1p.m. This luncheon will be at little/no= cost to the PTO as all the food and supplies have been donated by generous Summit parents. The menu will consis= t of a baked potato bar, salads, drinks, and desserts.
Susan Schlegel announced a need for chairpersons for b= oth the Secret Santa Shop and the Carnival. This request will be put in = one of our future PTO newsletters.
Our Barnes and Noble fundraiser will be on Sunday, Nov= ember 25th. No volunteer= s are needed for this event and there will be no gift wrapping this year by the Student Council. Vicki Hudson will be= doing the fliers for this event. Su= san Schlegel will contact Barnes and Noble and Mrs. Deluce soon regarding this event.
Susan Schlegel asked Gretchen Morgan what specifically= had occurred with flavored milks being restocked in the Summit Cafeteria. Gretchen explained that it was the director of food services for MCCSC who had made that decision stating that= all schools in Monroe County had to be standardized. Thus the “only white milk policy” was eliminated because the policy of the MCCSC food service n= eeds to be the same throughout the community.&n= bsp; The new rule was that each student could now have 1 flavored milk per sitting. It was also stated t= hat only white milk will be served at breakfast. Apparently orange milk had also sh= own up in the cafeteria recently. Mr. Waltz and Ms. Morgan were both trying to plan a meeting with the director of food services to discuss the milk issue.&n= bsp; Heather Rhodes suggested to Gretchen Morgan that the cafeteria rules= be written down and that students be encouraged to ask questions. Gretchen stated that she and Mrs. = Deluce had recently talked to the students about the milk issues and about educati= ng themselves. Ms. Morgan further encouraged the students to help in making decisions about what’s heal= thy for them. It was suggested th= at the cafeteria rules also be made available to parents since the combination of fruits, milks, etc that is allowed per sitting have become confusing to many parents as well (i.e. you can’t have both fruit and juice in one sitting). The importance in a= ll this is that the community, parents, and staff all work together to help ki= ds make good/healthy choices.
The Special Education students are in need of an ear thermometer. Special Educatio= n does not have the money to buy one at this time. Joann Alperstein-Abdoo stated she = would be willing to donate one.
Susan Schlegel will be putting together a PTO newslett= er to go home to parents soon. It w= ill include information about upcoming PTO dates and fundraisers.
A list of products with Box Tops for Education was pas= sed around at the meeting. Susan Schlegel stated that she would copy this onto the next PTO news and send it= home with students. The money from= Box Tops will be used for Cindy Graham to buy new balls for the physical educat= ion department.
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Summit P.T.O Treasurer's Report |
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Month of September 2007 - REVISED |
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Income |
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(Expenditures) |
Year to Date |
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Profits |
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T - Shirts |
$537.00 |
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T Shirt Purchase |
$477.75 |
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$59.25 |
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Magazines |
$80.00 |
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Magazine Orders |
$40.00 |
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$40.00 |
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Starlight Drive In |
$8.00 |
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$8.00 |
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Western Skateland |
$23.75 |
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$23.75 |
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Summit Star |
116.64 |
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($116.64) |
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Target Take Charge |
$422.70 |
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Kroger Sales |
$150.00 |
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Market Day |
$169.40 |
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$169.40 |
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Bluegrass Refund |
$100.00 |
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Playground Mulch* |
$4,215.50 |
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__________ |
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_________ |
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Total 9/07 Receipts |
$1,490.85 |
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Total 9/30 Expend. |
$4,849.89 |
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*Check #1222 for
$4,255.50 to International Mulch was voided. |
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Check # 1186 was iss=
ued
on 9/18/07 and reflected a $40 savings on the new quote. |
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Checking
Account Balance |
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Ledger Balance 9/10<= o:p> |
$990.48 |
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Void Check #1222 |
$4,255.50 |
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September Receipts |
$1,490.85 |
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September Expend. |
($4,849.89) |
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$1,886.94 |
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Checking Balance 9/3=
0/07 |
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Savings
Account Balance |
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