August 11, 2014 PTO Agenda and Minutes

Roll Call: Absent Christina Harris, ROMS PrincipalPresent Deon Lucke, PTO PresidentOPEN POSITION, PTO Vice PresidentPresent Tina Young, PTO Treasurer (2013-2015)Present Michelle Collins, PTO Co-Treasurer (2014-2016)Present Lisa Zirkle, PTO Secretary (2013-2015)Present Deon Lucke, PTO Volunteer Coordinator (2013-2015) Present Celia Pedigo, PTO Membership Coordinator (2013- 2015)Present Holly Keuker, PTO Public Relations Coordinator (2013-2015)Present Akiko Rands, PTO Hospitality Coordinator (2014-2015)Present Cathy Robbins, PTO Hospitality Coordinator (2012-2015)OPEN POSITION, PTO Fundraiser Co-Coordinator (2014-2016)Present Holly Keuker, PTO Clubs Coordinator (2014-2015)Absent Jackie Borders- 6th Grade parent Teacher LiaisonAbsent Rebecca Edwards- 7th Grade Parent Teacher LiaisonAbsent Kelly Wells- 8th Grade Parent Teacher LiaisonsAbsent Elizabeth Krokosky- Spec. ED Parent Teacher Liaison Absent Dawn Cottrell – PE/RAPresent Jennifer Johnson-ROMS BookkeeperAbsent Melissa Smith- SRO

Call to Order @: 1:18pm

Welcome Lori Rippy to the Board meeting. She may be interested in either the Fundraiser Coordinator or Vice President position. Her Contact information has been added to the PTO Board Communications roster.

Treasurer- Monthly Treasurer Report (working on books and Annual Budget Goals)Tina Young- Review reports; current bank balance = 7720.40

IRS update on non-profit, tax exempt status. Finally received our Tax Exempt status, back dated to November 15, 2010! I cannot express my relief that this is finally cleared up!!!!!!

State of TN Annual Report is Due by 10-1-214, can be done online at http://TNBear.TN.gov?AR use our control # 570947. $20 to file report

Review the PTO Annual Budget Goals for SY 2014-2015. This will be emailed out later this week and approved/declined via online vote.

Form 990-N or E-Postcard must be filed by the 15th day of the fifth month after the close of your tax period. I.E., if your tax period ends DEC 31 and you are filing form 990-N your due date is May 15.

Received check from Logan’s Roadhouse in the amount of $157.17 from Family Spirit Night. SSO Meeting is August 12, 6pm at RHS theatre. President, Treasurers and school Bookkeeper must attend. Received Sam’s Club Business Membership renewal. Amount $45, due 9-30-14. VOTE to renew all in favor of renewal Deon, Tina, and Michelle are meeting to review all the financial reports that are due and to finalize the budget this

week.

Mrs. Harris: Still piloting RTI2 which is based off of Common Core Standards alone and don’t fit TCAP. This upcoming school year

we will use TDP (TN Diploma Project) and Common Core all in the same year. Rubric for placement will be based off of Learning Links and last 2 yrs TCAP Data (only using TCAP/TCE scores from

last year right now) Mr. Pierschbacher told us he believes they are using past test scores and grades for class placements.

8 projectors and document readers/cameras have been paid for by the DISTRICT….ya! HAWK DOLLARS ARE NO LONGER IN USE-OBSOLETE. Marquee- now done by Janice in the front office- Deon to email her weekly marquee updates and announcements.

Welcome Dawn Kilcullen as the front office secretary. She moved over from Barksdale Please introduce yourself Map of school with teachers’ locations will be available soon to PTO. Do not post for security reasons. List of teachers and locations received by PTO Upcoming Calendar dates- haven’t received from Mrs Harris as of yet. Public PTO meeting scheduled for Aug 25th from in the library from 2:30-3:30. Need as many board members as

possible to attend. We have received a question on FB already; “I would like the fact that there is no cover on the walkway to and from

the portables addressed. I foresee a lot of sick kids should we have a wet fall/winter.” Posted on fb from Mary Hutchison. The walkways will not be covered since this is a temporary situation.

Mrs Harris would like to have PTO Board meetings after school so teachers and parents may attend: dialogue about this to see if this fits the boards needs, goals, time, etc. Board proposed that every third PTO meeting be held from 2:30-3:30pm. The other two months, the meetings will be held from 1:00-2:00pm. The later time doesn’t work for a majority of the PTO board because parents need to pick up elementary school children and/or have afterschool obligations already.

Trish Dennis is now the clerical person for the school. She will be responsible for making all copies needed by teachers, faculty, staff and PTO. Use paper from the PTO storage closet.

When are parents getting TCAP results? They will be distributed on August 22nd.

Jennifer Johnson: Names of grade level STEM sponsors?

6th grade = Stem explorers’7th grade = Stem innovators’8th grade= Stem designers’Do they need donated items? For this nine weeks: clothespins, string/yarn, plastic spoons, tissue, plastic baggies (all sizes). Turn in to the front office labeled with your child's grade and stem. Or send items to school with your student to drop off at the front office.

Fundraiser to be split with the PTO, 50-50. PTO will count money collected by Jennifer, distribute prizes and cookie dough. Fundraiser will kick-off sometime in August.

Front office has a wish list request for a computer for visitors to use when signing in and out of the building. Requesting Jennifer’s help in pricing this item. It costs $925 for an all in one desktop package that includes: 1 CCSS All-In-One Desktop, 2 Dymo Single Printers, 1 CCSS Deluxe Sign Pack, 1 USB Hub, 1 Webcam, 8 Roll of Visitor Labels, 2 Roll of Tardy Passes. The license is $240 for 1 year and we can use up to 5 computers on the same campus with this license . However, it’s a yearly renewal and discounted at 3 and 5 years. They also have “ Instant Predator Check” (already included in the program) that can be utilized if we purchase a driver’s license scanner for $219. Tardy rolls and visitor labels and others are $9.75 each. Each roll contains 300 stickers.

Discussed faculty/staff hospitality and including fifth grade teachers and administration this year. The board decided to include them for hospitality meals that are provided by donations from parents. We would like to include the fifth grade parents in the donation requests. If the PTO is purchasing a special gift for the teachers, the fifth grade teachers and administration would not be included. Rossview Elementary PTO will cover this.

New Business: DeonMy goal is to make this my last year as PTO President. Before I retire from this position I would like to fulfill my personal goal

of purchasing a digital marquee for ROMS It is my determination to train and recruit your next PTO board President, therefore, I am asking for your help in recognizing who this person may be. So far, I have taken on the role of the PTO President, PTO Volunteer Coordinator, PTO Spirit Wear Coordinator, PTO Fundraising Coordinator (until filled), CMCSS Volunteer Coordinator, CMCSS Parent Ambassador, and ROMS Parent Communication Rep. Deon called Signs Now on Ft. Campbell Blvd. and is waiting for a response regarding pricing for a sign. POC is Richard Pryor.

Spirit Wear: End of year inventory done on 5-22-14, emailed to board members.

2013/14 inventory - $1,725.94 value in inventory2012/13 inventory - $756.61 value in inventoryOrnaments - $318 value in inventory (53 remaining)

Board agreed not to order any more t-shirts/hoodies. Deon ordered loose fitting beach shirts, black with red lettering, sizes only available in Adult Small to Adult Extra Large with Exist.com, Joshuaexist@aol.com, 954-739-7030, style # MSW8599 on 8-6-14, two week delivery, will be here before Open House. Total ordered= 50 adult small, 50 adult medium, 10 adult large, 10 adult extra large. Total cost is $1800 plus shipping. Online vote approved Deon to purchase on credit card and get reimbursed. Cost is $15 per shirt. PTO to resale at $20 or $25? VoteVoted to sell at $21 for a $5 profit per shirt (cost of $16 includes shipping cost).

Example of item:

New to CMCSS via a federal grant:

1. The goal is for every CMCSS school to have a paid Parent Ambassador that will receive a monthly stipend of $100. The parent ambassadors had their first meeting in May and reviewed Common Core, how the school system works, career academies and shares the information with the parents, It’s a monthly training process and we have also learned about navigating our schools and career academies, bus safety, zoning, inclement weather plan. As the training persists, your Parent Ambassador will be communicating information learned via the School Website, PTO Website and PTO Facebook Website.

2. Parent Volunteer Coordinator that are trained or going through training and will receive a monthly stipend of $100 also meet monthly. Roles of Volunteer Coordinator are Program Development, Building Relationships, How to Conduct a Needs Assessment ,Serve as liaison or connector between the needs and wants of the school and the volunteers, Develop volunteer opportunities, Recruit volunteers to fill those opportunities, Match skill and ability with tasks, Do ongoing recruitment, training, and maintenance of your volunteer program, Work with School Information Coordinator to: Publicize volunteer opportunities, To help recruit volunteers, Post on website and develop volunteer-staff relationships.

3. Along with a Parent Communications Representative, ( Not a paid position) each person represents your school and you , then meets with Dr B.J. Worthington on a monthly basis to discuss the school system, community roles involvement, school issues, etc. Please see the monthly question located in the front office of your school or on the PTO Website, PTO Facebook. Your Representative would love to hear your input, ideas, and suggestions,2 and relay your information to support our school and help make improvements or just give an explanation.

Parent Engagement Wall will be located next to the PTO Board in the foyer. Will Akiko/Cathy be willing to be responsible for the board? Cathy volunteered to take care of it. It is used to inform the public about opportunities to assist the school.

Per Jamie Best, I won't have a final club list until around the 18th. Also, I think we may have somebody for dance team. Hold off on posting for a while. I should know this afternoon. Announce that club dates and listing are pending.

Volunteer Forms will be available for distribution to parents volunteering via the front office. All volunteers must sign up on the website at: Family School Connections, under CMCSS.NET, then click on our school for opportunities. This includes the PTO.

Please review the Volunteer Handbook/Policy& Procedures, sign last page and return to Deon or the Office for filing. Please familiarize yourself with the policy and procedures for you are board members. Turn in to the office the next time you are at school.

Volunteer Portal is noted on each school’s webpage as the “Family School Connection” link just below all other choices on the left side of the main webpage. We will be using this system as we work out the specific times and dates we need volunteers. We will direct families to use that portal to sign-up for volunteer opportunities. We will continue to post these opportunities via e-mail and Facebook as well, however, our main form of communications shall be thru the portal. We need to get serious about this and inform parents that they will not receive emails anymore. They MUST GO TO THE PORTAL to register and volunteer. When we post opportunities on FB, they will need to be directed to the family school connector.

Volunteers may go to the school library and fill out their form to volunteer. 1-320th FA is assigned to Rossview Middle School, unknown Point of Contact( POC) waiting to hear back from Esperanza from CMCSS.

Volunteer Coordinator: Deon Once the Welcome Packet and Volunteer Handbook/Policy & Procedures Form is reviewed by Mrs. Harris and

approved, Deon will post on FB via slideshare. Mrs Harris approved 8-12-13 Volunteer forms, SAF-P009,SAF-P005, FAF-F023 Volunteer Policy and Procedures Holly will continue to post on Facebook to encourage attendance and interest. Review the Parent Welcome Packets and the NEW Volunteer Form from CMCSS Volunteer opportunities: textbook distribution 13,14,15, 2014. Posted of Family School Connections. 4 volunteers

needed from 10:30am-2pm. Positions filled for all days.Bridgette Lucas, Jamie Cherry, Beth Glover, Mary Ann Dodson, Elaine Peterson, Lisa Zirkle, Lori Rippy, Stephanie Bertram, Jennifer James.

Hospitality: Akiko & Cathy Popcorn Friday Dates: August 15 and 29, September 12 and 26 Open House: August 21st, menu for teachers’ meal needs to be finalized by Akiko and Cathy. Deon and Celia will

shop for concessions to sell at open house on Wednesday, August 20th

Membership: Celia Membership Forms need to be copied and distributed for Open House, please get with Trisha

Fundraising: OPEN Chipotle fundraiser check is on hold due to the IRS revocation of our 501c3. Once reinstated, will provide

them with the letter to receive the funds from our fundraiser. Deon will get this to them now that we are reinstated. Already sent in by Deon.

We have 17,323 coke rewards points Zaxby’s is no longer working with middle schools for fundraiser nights.

Box top/campbell labels: Akiko Will email collection dates to Deon so they can be publicized. Akiko is making collection bags for new teachers.

Campbells Labels amount = ? Dates for collection : ? Coke Rewards caps are to go to Mrs Morris-Jr Civitan, ya!

Public Relations: Holly- Facebook Likes at 402 from 344!

Clubs Coordinator: Holly Announce that club dates and listing is pending right now.

Meeting adjourned @: 2:13pm

Important Upcoming Dates:

August:21- Middle School Open House 5-7 pm

25-PTO Public mtg 2:30-3:30 in school library

September1- Labor day: no school2-Progress Reports5-Early Dismissal: 2 hours, 15 minutes = 12:05pm22- Progress Reports