Stonewall Elementary
PTA Board Meeting
August 26, 2003

 Members Present:  Susan Honican, President; Debbie Miller, 1^st Vice President; Stacey Rearic, 2^nd Vice President; Michelle Cohron, Secretary; Esther Edwards, Treasurer; Jane Armistead, Christy Surbaugh, Angie Hertweck, Amy Caudill, Jennifer Henderson, Cynthia Pettit, Beverly Starks, Kristin Slavik, Penny Fox, Susan Schaefer, Kathy Green, Frankie Stivers, Tracy Compton, Betty Lorch, Susie Holman, Denise Knox, Mark Bongard, Shannon Lyman, Monica McHanna, Lynda Davis, Brenda Slone, Becky Ferrero, Glendon Carlton, and David Ewen.  Also in attendance:  Ed McCaw, Principal and Mary Jane Kinman, Teacher Representative. 

The meeting came to order at 7:00 p.m. in the Stonewall Library.  There being a quorum present, the meeting commenced and business was conducted.

Agenda Item 1:                Opening Statements

A.            Susan Honican gave a greeting and thank you for all in attendance.  Discussion ensued regarding presenting a united front outside of PTA meetings.  This in turn should increase support and parent involvement.

B.            Special thanks were given to all who helped with membership and welcoming committees for the first week of school.

C.                A reminder was given to all board members to join the PTA.

Agenda Item 2:                Approval of last meeting minutes

The last official meeting of the PTA Board occurred in May during the 5^th grade concert.  No minutes were recorded.

Agenda Item 3:                Committee Reports

A.            Debbie Miller, Chairman of the Fundraising Committee, reported on the upcoming fall fundraiser.  Several changes were made in the prize structure.  Flyers will be sent home next week regarding the specifics.

An update was also given on the playground. 

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Committee reports were temporarily halted so that Mr. Doug Germann could address the members regarding Wonders of the Woodlands.

Michelle Cohron moved to form a new standing committee to work with Mr. Germann on Wonders of the Woodlands/Ag Day each year.  The motion was voted on and adopted. 

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Reports from committees resumed.

B.                  Stacey Rearic, Chairman of the Programming Committee, reported on the upcoming Ice Cream Social.  The event is scheduled for August 28^th at 6:30 p.m. in the school cafeteria.  Volunteers are needed for set up and clean up.  Those interested should contact Stacey. 

C.                  Esther Edwards, Treasurer, submitted plans for the new voucher system.  All requests and regular committee expenses should be officially requested using the new voucher forms and should include original receipts.  Forms are available in the PTA box located in the work room.  The 2003–2004 budget was presented for review.  Discussion ensued.  Any additional expenditures outside of the adopted budget, must be voted on by the board.  Debbie Miller made a motion to accept the new voucher accounting system.  The budget will be presented at the Ice Cream Social to the entire PTA membership for their approval.

D.                  Michelle Cohron; Secretary, Newsletter Chairman and SBDM Parent Representative, reported on the new layout for the newsletter.  Discussion ensued regarding translation software to be used for the newsletter and other important school announcements.  The discussion was tabled until a later date.

A report was given regarding the new parent involvement tool kit.  Trainings are scheduled for October 6, October 9, October 16, October 23 and October 30.  All interested parties may contact Michelle if they would like to attend.  

E.                   Mr. Ed McCaw, Principal, reported on the upcoming construction at the end of Cornwall.  Directions for new routes will be coming home this week.  A report was also given regarding enrollment and staffing. 

F.                   Cynthia Pettit, Membership Chairman, reported on the current membership drive.  Our goal for this year is 672 members (last year’s membership + 75).  Current enrollment is 675 students.  Membership tables will be set up during the Ice Cream Social and enrollment forms will be sent home as well.

G.                  Krtistin Slavik, Health Chairman, reported on creating an independent “Health Day” instead of having a health fair as part of Winterfest.  Jane Armistead made a motion to create an independent “Health Day.”  A vote was taken, the motion passed.  Tentative dates for the event are as follows:  October 27 – 29.  Anyone interested in helping should contact Kristin.

H.                  Denise Knox, Hospitality Chairman, reported on upcoming ideas for the monthly staff luncheon.  Anyone interested in helping or donating food, contact Denise.

I.                    Tami Hoots, Chairman of KY Kids’ Day was not present.  Susan Honican reported that the event will be held on September 23^rd.  Tami requested in put regarding a mascot to be used in advertising KY Kids’ Day.  Any suggestions or questions can be directed to Tami.

J.                    Debbie Scott, Market Day Chairman, not present.  No report given.

K.                  Cassandra Simpson, Memory Book Chairman, reported on new themes and funding ideas.  Discussion ensued regarding various themes, advertising, parent space and cost.  Debbie Miller made a motion to allow the Memory Book Committee to make the final decisions regarding specifics of the memory book.  A vote was taken.  The motion passed.  The official cost of this year’s memory book will be discussed at the next meeting.

L.                   Susan Schaeffer, Popcorn Committee,

M.                Kathy Greene – Public Relations Chairman, reported that additional letters and numbers are needed for the marquee.  A voucher with estimated costs will be submitted at a later date.

N.                  Sheila Carmack, Safety Chairman

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Committee reporting was temporarily interrupted by Stacey Rearic regarding memory book.  Stacey made a motion to have the board set a maximum price for the sale of this year’s memory book.  A vote was taken, with two no’s.  The motion passed.

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O.                  Jane Armistead, Volunteer Coordinator, reported on the upcoming volunteer sheet to be sent home with students.  A reminder was given to record all volunteer hours in the log book in the front office.

P.                   Mary Jane Kinman, Teacher Representative, gave no report.

Q.                  Becky Ferrero, Spirit Chairman, reported that a table will be set up at the Open House for parents to order spirit items.  Sample shirts will be available.

Agenda Item 4:        Unfinished Business

A.                 A vote will be taken at the Ice Cream Social to officially accept the Executive Board since official minutes were not taken at spring meeting.

B.                  The budget will be officially voted on at the Ice Cream Social.

C.                  Discussion ensued regarding memory book expenses.  There should be a $900 refund coming from last year’s company.  Tracey Compton made a motion to transfer $500 from the 5^th Grade Incentives line item to the Memory Book line item to help defray the costs of free memory books for 5^th graders.  A vote was taken.  The motion passed.

D.                  A motion was made by Denise Knox to transfer money from “Money to be voted on at a Later Date” to “Red Ribbon Week” in the amount of $300.  A vote was taken, the motion passed.

E.                   A motion was made by Debbie Miller to separate the “Cultural Arts” line item into “Paper Pencils and Beyond” and “Reflections.”  A vote was taken, the motion passed.

F.                   A motion was made by Glendon Carlton to transfer $300 from “Money to be Voted on at a Later Date” to “Paper Pencils and Beyond” and “Reflections.”  A vote was taken, the motion passed.

Agenda Item 5:     New Business

A.                 Mr. McCaw presented a request from Stacey Musgrave for the PTA to purchase assignment notebooks for the 3^rd, 4^th, and 5^th grade students.  Mark Bongard made a motion to respectfully deny purchasing the assignment notebooks.  A vote was taken.  The motion passed. 

B.                  Michelle Cohron made a motion to create a “By-Laws” committee.  A vote was taken, the motion passed.  A sign up sheet was distributed for interested parties to volunteer.  Mark Bongard accepted to chair this committee as parliamentarian.

C.                  Debbie Miller motion was made to set up the “Stonewall Night” at Cici’s Pizza on the second Wednesday of each month.  Cici’s will pay Stonewall PTA 10% of the profits made from participation Stonewall families.  A vote was taken, the motion passed.

D.                  Janet Fisher, Art Teacher, has volunteered to co-chair the Reflections committee.  Each child at Stonewall will be participating as part of the art curriculum. 

All business before the 2003 – 2004 Stonewall PTA having been completed, the meeting was adjourned at 8:40 p.m.

Michelle Cohron

Recording Secretary