PTSA Executive Board Meeting 9/4/02

• Attendees: Joe Silveria (president), Karen Jolly (treasurer), Sue Suttle (Grad Night Committee chair),  Ronald Horii (secretary), Lorraine Osaki-Horii
• Grad Night
• Grad Night is the biggest event sponsored by the PTSA.
• Sue Suttle has volunteered to chair the Grad Night Committee this year.
• Ron Horii will continue to maintain the Grad Night Website: http://www.geocities.com/lhsgradnite.
• Graduation will be held on Monday June 16, 2003.
• Sue called Camelot Park to reserve that day for our Grad Night. They did not have a price set yet or a contract available.
• The PTSA still needs to approve having Grad Night at Camelot Park.
• The funds from the AP luncheon will go to help fund Grad Night. Kathy Vida will do the cooking.
• We should send a letter to the Lincoln Foundation asking for a grant for Grad Night.
• Last year, the money for the Grad Night tickets was due before we had sold enough tickets to cover them.
• We should start ticket sales earlier this year. We can use raffles as an incentive. We can ask parents and students to solicit donations from their employers for raffle prizes.
• Even though we don't know the ticket price, we can charge $60 for early ticket buyers between now and Christmas, then raise the price to arround $65 for late buyers.
• The PTSA balance is $10,322.75.
• Grad Night started with $5836.23 last fall.
• Income including carry-over was $17,693.94.
• Expenses were $13,026.44.
• The event and bus insurance for Grad Night need to have riders covering the state PTA. We need to make sure the contracts include them.
• In April, we need to send reminders in the packets sent home to parents of seniors reminding them to buy tickets for Grad Night.
• We got the PTSA membership receipts collected during check-in week. Karen will enter them into the account.
• We need someone to handle the PTSA table for membership on Back to School Night.
• Every check the PTSA writes has to be approved. The executive board can approve non-budgeted items or items below a certain amount.
• We need a quorum to approve expenditures. The problem we have at the PTSA meetings is that people break up and leave for other meetings. We need to ask to approve funds at the beginning of the meeting before people leave. The people asking for expenditures should be ready to ask for them at the start of the meeting.
• We should have a few meetings separate from the boosters meetings. We can invite speakers on special topics, such as college and graduation requirements.
• We need more officers. We need a vice-president, historian, and parliamentarian (appointed).
• The vice-president typically handles membership.
• Ann Tompkins handled membership before. We haven't been able to get in touch with her yet for this year.
• The historian tallies the volunteer hours. We can get a student to help.
• The executive board needs 5 for a quorum.The PTSA officers and committee chairpersons are members of the executive board.
• We also need an auditor. Dennis Fox was the auditor last year. Will Plouffe was the auditor 2 years ago.
• We should ask Mr. Funk to encourage teachers to come to the PTSA meetings.
• Mr. Funk is working on the gift for Mrs. Gernreich. Joe will ask him about it.
• We need a volunteer to handle Student of the Month, which is held on the second Thursday of each month. October is the first time. Karen can do the first one.
• In the first meeting, we need to approve the audit, the budget, and the bills. The audit must be approved before the budget.
• We need to bring extra membership forms to the first meeting.
• There is no trophy case for the performing arts. Joe is working on it and will be asking the Lincoln Foundation and PTSA for funds.
• The state PTSA charges us $3.85 per member, up from $3.25 last year. We are charging $10. We need to increase it. It is too late this year. We can change it for next year. This requires a change to the by-laws. The last time the by-laws were changed was in 1999.
• The PTSA gives a $200 scholarship each year. The student applying must be a PTSA member. They have to prove they are going to college.
• 11 members are required for a quorum.
• The Big Bone Dance will be at Lincoln this year. The PTSA may need to help with the refreshments. The budget needs to include napkins and cups.
• At least 2 signatures are needed to sign PTSA checks. For the authorized signers, the bank requires a copy of the driver's license, social security card, and credit card with the expiration date (the account number can be obscured). Joe, Karen, and Ron will get authorized.
• We have $5000 earmarked for mini-grants. It is for the teachers to spend on class-related projects. Very little has been spent. Only $500 was spent last year. In '99-'00, $2000 was budgeted, but only $700 was spent. We need to let the teachers know they are available. We should start with $3000 for mini-grants this year.
• Sue will call Mr. Funk about an announcement for Grad Night in his phone call home. Joe will call Mr. Funk about including a message about the PTSA.
• The executive board should meet before the regular meeting at 6:45 on Thursday 9/12. The regular meeting is at 7:00.

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