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Meeting Agendas & Minutes
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Details of Next Meeting:
Date: Wednesday - December 9th, 2009
Time: 2:30 p.m.
Location: Media Center
What to bring: Just yourself, pen & paper to take notes and some good suggestions!
Preliminary Agenda:
OAK HILL PTSA
EXECUTIVE BOARD MEETING AGENDA
December 9th , 2009 – 2:30
Call to Order and Introductions
Approve Minutes from October
Treasurer’s Report – Joan Gossman
Teacher Representative’s Report – Tina Piper
Administrator’s Report – Tina Lahr
President’s Report – Carissa Capistrant
Vice President’s Report - Jana Gulati
Secretary’s Report – Suzanne Steman
Volunteer Coordinator –
Ways & Means – Shelley Meyer -Leabch
Acorn Editor – Beth Donnelly
Adjournment
October 2009 Meeting Minutes
Oak Hill PTSA Board Meeting Minutes—submitted by Beth Donnelly, acting secretary
October 14, 2009
President Carissa Capistrant called to order the meeting at 2:30 pm in the Media Center.
Board members present: Joan Gossman, Carissa Capistrant, Shelley Meyer-Leabch, Beth Donnelly.
Teacher Representative: Tina Piper
Administrator: Chris Blauer
PTSA members: Tamara Underwood
The September meeting minutes and Technology Committee meeting minutes were approved. The revised letter from the Technology Committee will be attached. TREASURER’S REPORT It was moved and seconded by Beth Donnelly and Shelley Leabch to approve the final Budget for 2009-10, with the exception that the Kindergarten class have an additional $300 allowed for the art experience this year. This experience already had a signed contract from last school year. TEACHER REPORT Guidelines provided to grade levels regarding PTSA funds would be helpful for each lead grade level teacher to allow appropriate allotment of their budget. Joan Gossman will work to get this included. ADMINISTRATOR REPORT Security issues were again reinforced. Parents are reminded to pick up in the front only. Individual school board members made visits to Oak Hill to speak with staff and administration about the possible move for Sixth Grade to South Junior High School. The decision will be made at the 10-22-09 meeting. PRESIDENT’S REPORT The Bike Rodeo will be rescheduled for next spring, possibly April. Planning needs to start soon for Last Blast Picnic. And final details for the evening PTSA meeting on 11-16-09 were discussed. Dr. Tammy Sulik will be speaking on temperaments and parenting. A review of PTSA activities, budget, and needs will start the meeting at 6:30 pm with Dr. Sulik’s talk beginning at 7:00 pm. Bingo for children will be provided. WAYS AND MEANS REPORT Chip Shoppe final numbers not back yet. Spirit wear vendor is close to sending out order forms. Dine for Donations continues to be supported well by the community. Smencil sales will continue. SECRETARY’S REPORT/ VOLUNTEER COORDINATOR REPORT All classes have room parents. There are 161 members paid, 45 are teachers/staff. List to be published in Acorn. The volunteer book is being kept at school. The volunteer coordinator position is still open. ACORN REPORT It has been requested by members of the board to publish a list again of paid PTSA members. Conservation of paper for flyers by local businesses participating in Dine for Donations was discussed. Currently two businesses require the flyer be brought in. For now, when able, the flyer will be part of the Acorn and families will need to cut the Acorn apart to access the flyer.
Carissa Capistrant adjourned the meeting at 3:37 pm.
Next meeting scheduled for November 11, 2009, 2:30 pm, in the Media Center.
Oak Hill PTSA Board Meeting Minutes
Oak Hill PTSA Board Meeting w/Technology Committee Minutes
September 24, 2009
Carissa Capistrant called to order the meeting at 9:30am in the Media Center.
The following persons were present:
Board Members: Joan Gossman, Jana Gulati, Carissa Capistrant, Shelley Meyer-Leabch, Suzanne Steman
Administrators: Chris Blauer, Sara Nelson
Technology Committee Members: Linda Hollenkamp, Carol Ramler, Katie Christen, Roxy Plombon, Noel Kern Technology Committee’s Report Noel Kern handed out the Technology Committee’s August 19, 2009 meeting minutes, an updated fundraising letter, and an Agenda for the meeting with the PTSA Board. (See attached)
Roxy Plombon noted that they had added a clause in their fundraising letter that states that this will be above and beyond the regular fundraising for the PTSA. Their goal for 2009-2010 year is $11,000.
Noel Kern noted that they had found a printer who will print their flyers and garage sale signs for a lower cost.
The Technology Committee as a whole agreed that they would like to keep open communications between their committee and the PTSA Board. Everyone present agreed that open communication is best for the students and the school.
Linda Hollenkamp and Carol Ramler said they would be able to attend PTSA Board meetings as representatives of their committee. The committee also agreed that they would not be soliciting any businesses that the PTSA might use for their future fundraisers. Administrator’s Report Chris Blauer reminded everyone that the community does not support referendums for any technology. Miscellaneous Carissa Capistrant agreed to buy 11 cases of leftover pop from the Technology Committee to be used at our Fall Festival.
The Technology Committee made the request to send out their letter in October which would be between the Chip Shoppe and QSP fundraisers by the PTSA Board.
The PTSA Board met after this meeting was adjourned to discuss the Technology Committee’s fundraising letter.
Suzanne Steman made the motion that the Technology Committee’s fundraising letter could be sent out with the October 8, 2009 Acorn with the minor change of the number of SMART boards to be matched. Jana Gulati seconded the motion.
The meeting was adjourned at 11:30am. Minutes submitted by Suzanne Steman
Oak Hill PTSA Meeting Minutes
September 16, 2009 Carissa Capistrant called to order the board meeting at 2:30pm in the Media Center.
The following persons were present:
Board Members: Joan Gossman, Jana Gulati, Carissa Capistrant, Shelley Meyer-Leabch,
Suzanne Steman, Beth Donnelly
Teacher Representative: Tina Piper
Administrator: Chris Blauer
PTSA Members: Tamara Underwood
The August 4, 2009 minutes were approved by Joan Gossman and seconded by Jana Gulati.
Treasurer’s Report
Final enrollment figures will be available on Sept 18th. The Final Budget will be approved at our October meeting once we have these figures.
Suzanne Steman made a motion to move money from our reserves to cover the budget. Shelley Meyer-Leabch seconded the motion.
Joan Gossman reported that the 6th Grade Team asked to keep the Grandparent Program budget at $3,000 and to zero out the Deep Portage budget.
Carissa Capistrant and Joan Gossman will be presenting our budget at the Oct 5th Oak Hill Staff Meeting.
Teacher’s Representative’s Report
Tina Piper reported that an e-mail was being sent to all staff per Suzanne Steman’s request asking for all PTSA forms to be turned in by Sept 18th. The e-mail also asked them to sign up for “Guest Scoopers” on Dine for Donation night at Cold Stone and/or work our Fall Festival on Sept 29th.
Tina Piper requested each grade to have a representative that the PTSA can contact with any grade-level related issues. Tina Piper will give us this list upon receipt.
Tina Piper had requested help from the PTSA to get a projector for one of this year’s new classrooms. However, Oak Hill staff were able to take care of this issue.
Administrator’s Report
Chris Blauer asked us to consider distributing the Acorn newsletter every other week instead of weekly. She stated that the office copier was tied up for approximately 30 minutes every week to print the newsletter as well as all the paper that was used. Joan Gossman stated that Oak Hill had tried to go paperless with the Acorn as well as printing every other week in the past and ended up going back to weekly because of complaints. It was determined that we will keep printing it weekly at this time.
President’s Report
Shelley Meyer-Leabch made a motion to postpone the Technology Committee donation letter, set up a meeting between the Technology Committee and the PTSA Board to discuss their agenda, and to restructure the donation letter if the Board votes to send it out. Jana Gulati seconded the motion.
Bike Rodeo is scheduled for Oct 3rd 10-12. The Boy Scout troup will handle everything. The PTSA will sell refreshments at the event. Carissa Capistrant, Shelley Meyer-Leabch, Jana Gulati, and Suzanne Steman stated they would be able to handle the sales. Suzanne Steman made a motion to make a two-sided flyer for September 24th Acorn. One side will announce Fall Festival and the other will announce the Bike Rodeo. Suzanne Steman seconded the motion.
Carissa Capistrant reported that 13 games will be used and possibly two crafts. She asked for ideas, and Tina Piper suggested painting small pumpkins. Carissa Capistrant reported that the event will be outside unless poor weather. The venue will be determined on Sept 28th. The next Fall Festival Committee meeting will be Sept 22nd 12:30pm. Meeting place TBD.
Ways & Means Report
Shelley Meyer-Leabch reported that we have a Dine for Donation next Tues Sept 22nd at Cold Stone Creamery. We are to receive 15% on all sales that night including pre-orders of cakes. We are trying to get some staff to be “Guest Scoopers” to encourage kids to go see them.
Secretary’s Report
Suzanne Steman stated that as of today we had 127 memberships with 20 of them being staff. Suzanne also reported that we had 21 out of 40 classrooms with Room Parent volunteers.
Volunteer Coordinator’s Report
Carissa Capistrant stated that she and Suzanne Steman will cover this until someone takes on this position. Suzanne Steman had e-mailed two interested parties, and one person declined the offer. Carissa Capistrant asked Suzanne Steman to call the other party or give her contact information so that she may call her.
Acorn Editor’s Report
Beth Donnelly suggested printing the Fall Festival flyer within the text of the Acorn itself instead of a separate piece of paper. Carissa Capistrant stated that we will definitely do this for smaller events like Bingo night but not for the big Fall and Spring events.
Adjournment
Carissa Capistrant adjourned the meeting at 3:55pm.
The next Board meeting will be October 14, 2009 2:30pm in the Media Center. Minutes submitted by Suzanne Steman
Oak Hill PTSA Meeting Minutes
September 16, 2009 Carissa Capistrant called to order the board meeting at 2:30pm in the Media Center.
The following persons were present:
Board Members: Joan Gossman, Jana Gulati, Carissa Capistrant, Shelley Meyer-Leabch,
Suzanne Steman, Beth Donnelly
Teacher Representative: Tina Piper
Administrator: Chris Blauer
PTSA Members: Tamara Underwood
The August 4, 2009 minutes were approved by Joan Gossman and seconded by Jana Gulati.
Treasurer’s Report
Final enrollment figures will be available on Sept 18th. The Final Budget will be approved at our October meeting once we have these figures.
Suzanne Steman made a motion to move money from our reserves to cover the budget. Shelley Meyer-Leabch seconded the motion.
Joan Gossman reported that the 6th Grade Team asked to keep the Grandparent Program budget at $3,000 and to zero out the Deep Portage budget.
Carissa Capistrant and Joan Gossman will be presenting our budget at the Oct 5th Oak Hill Staff Meeting.
Teacher’s Representative’s Report
Tina Piper reported that an e-mail was being sent to all staff per Suzanne Steman’s request asking for all PTSA forms to be turned in by Sept 18th. The e-mail also asked them to sign up for “Guest Scoopers” on Dine for Donation night at Cold Stone and/or work our Fall Festival on Sept 29th.
Tina Piper requested each grade to have a representative that the PTSA can contact with any grade-level related issues. Tina Piper will give us this list upon receipt.
Tina Piper had requested help from the PTSA to get a projector for one of this year’s new classrooms. However, Oak Hill staff were able to take care of this issue.
Administrator’s Report
Chris Blauer asked us to consider distributing the Acorn newsletter every other week instead of weekly. She stated that the office copier was tied up for approximately 30 minutes every week to print the newsletter as well as all the paper that was used. Joan Gossman stated that Oak Hill had tried to go paperless with the Acorn as well as printing every other week in the past and ended up going back to weekly because of complaints. It was determined that we will keep printing it weekly at this time.
President’s Report
Shelley Meyer-Leabch made a motion to postpone the Technology Committee donation letter, set up a meeting between the Technology Committee and the PTSA Board to discuss their agenda, and to restructure the donation letter if the Board votes to send it out. Jana Gulati seconded the motion.
Bike Rodeo is scheduled for Oct 3rd 10-12. The Boy Scout troup will handle everything. The PTSA will sell refreshments at the event. Carissa Capistrant, Shelley Meyer-Leabch, Jana Gulati, and Suzanne Steman stated they would be able to handle the sales. Suzanne Steman made a motion to make a two-sided flyer for September 24th Acorn. One side will announce Fall Festival and the other will announce the Bike Rodeo. Suzanne Steman seconded the motion.
Carissa Capistrant reported that 13 games will be used and possibly two crafts. She asked for ideas, and Tina Piper suggested painting small pumpkins. Carissa Capistrant reported that the event will be outside unless poor weather. The venue will be determined on Sept 28th. The next Fall Festival Committee meeting will be Sept 22nd 12:30pm. Meeting place TBD.
Ways & Means Report
Shelley Meyer-Leabch reported that we have a Dine for Donation next Tues Sept 22nd at Cold Stone Creamery. We are to receive 15% on all sales that night including pre-orders of cakes. We are trying to get some staff to be “Guest Scoopers” to encourage kids to go see them.
Secretary’s Report
Suzanne Steman stated that as of today we had 127 memberships with 20 of them being staff. Suzanne also reported that we had 21 out of 40 classrooms with Room Parent volunteers.
Volunteer Coordinator’s Report
Carissa Capistrant stated that she and Suzanne Steman will cover this until someone takes on this position. Suzanne Steman had e-mailed two interested parties, and one person declined the offer. Carissa Capistrant asked Suzanne Steman to call the other party or give her contact information so that she may call her.
Acorn Editor’s Report
Beth Donnelly suggested printing the Fall Festival flyer within the text of the Acorn itself instead of a separate piece of paper. Carissa Capistrant stated that we will definitely do this for smaller events like Bingo night but not for the big Fall and Spring events.
Adjournment
Carissa Capistrant adjourned the meeting at 3:55pm.
The next Board meeting will be October 14, 2009 2:30pm in the Media Center. Minutes submitted by Suzanne Steman
Oak Hill PTSA Meeting Minutes
June 2, 2009
Carissa Capistrant called to order the board meeting at 2:32pm in the Media Center. The following persons were present:
Board Members: Shelley Meyer-Leabch, Dina Kortuem, Noel Kern, Roxanne Plombon, Carissa Capistrant, Joan Gossman, Molly Millett
PTSA Members: Tamara Underwood, Suzanne Steman
The May 12, 2009 minutes were approved by Dina Kortuem and seconded by Roxanne Plombon.
Treasurer’s Report
6th Grade will not be doing the Deep Portage trip next year. Joan will be in contact with Dale Friese to discuss what they will do instead and the funding needs. We did not need to touch the carryover this year.
Presidents’ Report
Noel said she would be willing to be in charge of our website but would be unable to attend the board meetings next school year. Suzanne & Carissa said they could help and asked to be added as writers.
Suzanne reported that she had added our website link to the MN PTA website.
President-Elects’ Report
Carissa announced that board meetings would be the 2nd Wed of the month for the 2009-2010 school yr. Keep the first week in August open for the first board meeting.
Joan made a motion to approve payment for gas and hotel costs for up to 4 people and 1 vehicle to attend the MN PTA Convention in August 2009. Molly seconded the motion.
2009 Last Blast Picnic was discussed. We made approx $4,700 on baskets. We received more cash donations this year. It was suggested to have the teachers take a survey of how many kids in their classroom attended to get rough attendance figure. Raffle committee ordered 100 extra packets. It was suggested for the PTSA to buy one big gift and no gift cards next year.
Suzanne reported that our By-Laws had been approved by the MN PTA.
Sept 1st the new PTSA Board will host a lunch at the Teacher Workshop in order to introduce ourselves to the entire staff..
Volunteer Coordinators’ Report
Dina announced that she is stepping down. She reminded us to put volunteer forms in the Open House folders next fall.
She said she would be able to help some in the beginning of the school year.
Ways and Means Report
Roxanne is stepping down to join the Technology committee. Both the QSP and Chip Shoppe contracts have been signed.
Teacher Representative’s Report
We should have guidelines explaining the budget to the teachers to avoid misunderstandings about carrying over last year’s funds Administrator’s Report
Listed the open staff positions and classroom numbers for next year. Faye Bolin is coming back as the Academic Achievement Teacher for Oak Hill next year.
Ruth LeDuc is taking over the Orchestra position.
Oak Hill will be losing our 2 Behavior Interventionists but gaining an Assistant Principal.
Stephanie Wruck has accepted the position as the Autism Specialist and her office will be at Oak Hill.
Suzy Jansky wants all PTSA events listed on her Master Calendar.
Adjournment
Carissa Capistrant adjourned the meeting at 4:40pm. Budget Meeting is scheduled for July 22, 2009 1:30pm at Noel Kern’s home.
Minutes submitted by Suzanne Steman.
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