Notes from July 14 PTA Meeting

Goals: Discussed the goals for the organization for the coming year.

Conducting programs and events in support of the PTA mission and objectives .
1. We have flexibility to define what committees, programs, and events we want to conduct this year to support PTA goals.
2. Specific programs and events will depend upon availability of chairs and committees to work on as well as funding.

Engage general ISES parent population
1. Modify PTA meeting structure to encourage attendance and participation
2. Diversify communication methods to reach everyone we can
3. “Meet people where they are” in terms of volunteering (time, lifestyle, interests, etc.)
4. Encourage volunteers to bring fresh ideas and new ways of doing things to their roles

Build PTA leadership base
1. Partner newer people with an experienced mentor in committee/project/program roles
2. Increase use of committee approach to allow more people to contribute on a smaller scale
3. Put continuous effort into “succession planning” for the future

Information Shared:
Although our historical PTA operating budget has been approximately $20,000 per year, changes have occurred over the past year that will change our budget going forward.
- Fundraising rules for school support organization have been in a state of flux for about a year. It finally appears that our PTA will be able to continue raising funds in a similar fashion to past years, but there is much more paperwork required now.
- The PTA was unable to provide an organizer/committee for the 2008 Spring Walk-a-thon, so this fundraiser and family event was conducted by the school.
- The school will be conducting the fall fundraiser this year (cookie sale), and the money raised will be used to fund technology and other classroom educational materials.
- The funds typically allocated in the PTA budget to technology will be removed from the budget since these items will be funded by the school this year.

The PTA budget for 2008-09 has not been developed yet. However, as a result of the above, the budget will likely be no more than $5000 this year.

PTA intends to organize a fall carnival and spirit item sale to serve as a fundraiser this fall. As with last year, the fall carnival will be built around the use of the inflatables from the Mega Party associated with the school’s fall fundraiser. The PTA is being given free use of the inflatables for the Fall Carnival.

PTA will need to conduct the Spring 2009 Walk-a-thon to stay financially healthy going forward.

Discussion Notes:
Spirit item sale – in addition to general Indian Springs T-shirts, consider also having hoodies, shorts, bumper stickers, etc. for sale

Ideas to improve meetings:
- Combine board/general meetings into one session
- Include dinner
- Allow general membership to express their preferences on issues through a survey or some other specific means, which in turn directly influences voting by the board
- Increase communication about place, time of meetings. Include phone call list to invite members directly
- Hold meetings in various classrooms so parents can see different classrooms
- Don’t have meetings in conjunction with other school events like plays, etc. Let the meetings occur standalone so the attendees are not distracted

At open house, when PTA members are joining, ask that they fill out a survey to collect all their contact information along with their preferred communication method. Also gather information on their interests with regard to volunteering.

At open house, include a “PTA Fair” with each committee having a table and a contact person to talk to, so parents can meet a PTA contact, learn about the programs on the spot, and sign up to help according to their interests.

Once people sign up to help, be sure they are called!

Consider having a parent coordinator for each grade level to be a go-to person for that grade, to represent the grade at PTA meetings, and serve as an interface for the teachers?

Consider having a PTA presence at Kindergarten orientation to extend invitation to the new parents.

AR prize cart – could we look at other ways of structuring the incentives program