Columbus Gifted Academy PTO

Official website for the PTO of the Columbus Gifted Academy

July 18 Meeting Notes

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Regular PTO Meeting Agenda

Meeting Date: July 18, 2016

Location: Columbus Public Library, Main Branch, Room 3B

  • Call to Order
  • Officers’ Reports
    • President’s Report (Eve)
      • Expectations setting for this meeting, for board focus for last year, PTO activities for last year.  Board will be meeting to plan next year, align PTO calendar with school / teacher agendas.  Expect same / similar events, perhaps new / different events and fundraising options
    • Treasurer’s Report (Robert) – Download full report
      • Still expenses for this fiscal year, current fiscal year ends July 31 (see proposed amendment below).  At least $5,000 to carry forward for next year.   Year-end report will be posted.  
    • Vice President’s Report (Christina) 
      • No report
    • Communications Report
      • Website redesign planned.
      • Mrs R phone dialer / email; PTO email 
  • Back to School Night*
    • Monday, August 22, 6-7:30 pm
    • $300 required to secure Kooky’s Cookies food truck to serve ice cream at Back to School Night
      • Moved and second; voted to approve; no opposed
      • Discussion about location for Kooky’s; logistics of Back to School
  • By-Law Amendment Proposals – Vote @ September meeting
    • NOTES on BUDGET: The proposal is to allow $400 unbudgeted in the run-in to the school year, over the summer, before the next year’s budget is presented and approved.  Then returns to $200 during the school year.  
    • Questions about whether there is adequate protection and authority in the bylaws, proposed and voted budgets, etc. to give committees the flexibility to make things happen.  
    • Will post proposed changes, with explanations, before the first PTO meeting of the school year. 
      NOTES on FISCAL YEAR: easier to plan the next year, wrap up the past year.  Better aligns with usual practices and with Board member terms.
    1. Fiscal Year: Proposal to change PTO fiscal year to match common (specifically state of Ohio) fiscal year: July 1 to June 30 (would also affect PTO service period)
    2. PTO Board Expense Authority
      1. Current: Section 4: Duties a. Executive Board. Develop the PTO’s annual budget, establish and oversee committees to conduct the work of the PTO, establish fundraising programs, and approve by majority vote of the Board expenditures of no more than $200.
      2. Proposed: Section 4: Duties a. Executive Board. Develop the PTO’s annual budget, establish and oversee committees to conduct the work of the PTO, establish fundraising programs, and approve by majority vote of the Board expenditures as follows:
        1. No more than $400 from July 1 through September 30
        2. No more than $200 in unbudgeted expenditures from October 1 through June 30
  • Spruce Up Day: Sunday, August 7 from 10 am to 2 pm
    • Teacher assignments will be posted.
    • A lot more work last year than expected this year: a little garden clean up, maintenance around the building, one teacher is asking for help with a mural.
    • June Potluck was well received: PTO will provide water and some other item, perhaps.  Sign-up sheet(s) for activities and food.
    • Would be good to have a non-board member to act as point-person for this event.
    • Some new planters being donated for the front of the school
  • Cooler/Ice/Water Brigade
    • Need a point person & team to coordinate ice and coolers for the district-provided warm water.  Heather Gott volunteered to do this.  Eve and Gillian will provide data from what was done last year.
      This was all volunteer last year; would we want to add this to the budget?  Up to $200 could be spent unbudgeted.  
      Add request to Spruce Up Day communications to have people begin dropping off coolers.
  • Spirit Wear Sale
    • Will do an online pre-order form in the next few weeks.  Will place the order so we have delivery very shortly after start of school year.  Will meet with consultant to have a online store to make other items (print on demand) available.  Plan for the store for the start of the school.
  • Next Meeting
    • Monday, September 19. 6:30 pm @ CGA. No meeting in August
      (3rd Monday of each month, except Jan & February, which coincide with days off).
      Would be useful to ask whether there is some district rule about having a baby-sitter on staff.