PTO Board Meeting Minutes - 11/7

11/11/2024 12:05 pm

DCES PTO 

BOARD MEETING MINUTES  

November 7, 2024

 

Board Members

Present  
April Beauboeuf,  President Melissa Caramucci, Teacher Representative
Blair Geczi, VP of Hospitality Nicole Carey, VP Fundraising
Casey Magargle, VP Communications

Paige Miller, Secretary
Jamie McCrensky, Teacher Representative

Samantha Oliver, VP Campus Improvements
Kimberly Lyons, VP of Hospitality Stephanie Sedlak, VP Communications
Kim Mills, Principal Whitney Graving, VP of Events
Kristen Easton, Treasurer Craig Doss, VP of IT
   
Absent  
Erin Scagnelli, Vice Principal Amie Hegeman, Mandarin Representative

 

 

Principal Update 

 

  1. Celebrating attendance at the school. 
    1. We are TOP in the district for this month, across all of the schools! 
    2. Our goal was 96%, we are at 96.14%. 
    3. Cumulatively YTD 1.6 points behind Cheyenne.
  2. Enrollment: Objective is 500; we’re at 471 including pre-K. 
    1. The district will base staffing on enrollment; starting reviews already of projected enrollment. 
    2. Open enrollment started 11/1; we have 16 kindergarteners signed up already and 2 first graders. 
    3. Will take flyers and post on message boards and elsewhere to get the word out. 
    4. Encourage families to sign up for tours (Weds and Fridays, plus custom times if needed). 
    5. Add positive reviews on Niche or GreatSchools. 
  3. Thanksgiving Lunch (11/21) 
    1. No outside food. 
    2. Adding pie to the menu 
    3. Extending eating time to 30 minutes. 
    4. Recess will be extended by grade levels earlier in the day. 
    5. Looking to make improvements on last year’s event with better lunch flow and updated payment options.
    6. Information will go out on 11/8; looking for volunteers to help serve and even possibly do pre-sales. 
    7. Limited to 2 adults; can stay for more than one lunch session if more than one child ($4.50 for guests).

President Update (April Beauboeuf) 

 

 

  1. Ongoing Activity Promotion: Carnival, Butter Braids, etc. 
    1. Photography needs. 
  2. SUSD Expo Opportunity. 11/21. Mandarin will be represented. 
  3. December board meeting date - will be shared with DCES families.
  4. Teacher/Staff Meeting on December 4. PTO board to introduce themselves. 
  5. PTO Open Meeting. 
  6. Parada del Sol. Possible volunteer! Need admin to confirm Ms Tipton’s needs.
  7. Phoenix Suns Family Fun Night. Will issue communication in early December to start purchase sales. 

 

 

Site Council Update (N/A)

 

 

 

Mandarin Rep update (Amie Hegeman)

 

  1. T-shirt winner announcement next week
  2. Working on pin for CNY to give to teachers & sell to the community
  3. CNY 
    1. Mrs. Chen requested facilities
    2. All vendors reserved, and some of the decor ordered from China
    3. 1st grade costumes and crafts being ordered by the Mandarin Team
  4. Mandarin teachers doing craft for the SUSD Expo
  5. Mandarin students invited by Dr. Chan DMHS Mandarin teacher to perform at Phoenix Chinese Week on Feb 2.
  6. Inviting Global Minds to Fall Fest & KRoundup

Treasurer (Kristen Easton)

 

**Expense Reimbursement policy update clarification - Please do not use PTO funds to purchase gift cards for PTO volunteers or school staff. This is viewed to be consistent with cash gifts, which are also disallowed for transparency and tax purposes. 

  1. Current bank balance: $88,800
  2. YTD Actual update: Income ($38,864) - Spending ($33,108) = Net Income ($5,756). 
  3. Nothing concerning in the budget vs. actuals at this point. Revised full year projections based on actuals to be prepared and will provide in Dec or Jan.
  4. Additional breakout of significant spending and income since last month, and expected next month, to be verbally provided during the meeting if time permits. 
  5. Room Parent financials - any loose ends we need to tie off with Gretchen?

 

Secretary / Fall Festival Chair (Paige Miller) 

 

  1. Dropped off flyers at New Covenant and CASY.
  2. 15 games, two bouncy houses, obstacle course. 
  3. 40 volunteers coming to help (NJHS). 
  4. Dress code is cowboy. 
  5. Raffle prizes = puttshack, top golf, bearizona, KTR, Vegas, Grimaldi’s, Kendra Scott, Giordana, Octane Raceway, Pilates, Cooper’s Hawk, Gorjana, etc etc. 

 

Teacher Reps (Melissa Caramucci/Jamie McCrensky)

 

  1. How do we share the weekly PTO email with teachers?
    1. There is a Faculty Communication list included on each weekly newsletter that has 15 subscribers. Stephanie to forward to Mrs Caramucci and she can share out. 
  2. Picture Day! Please remind all teachers to get their pictures on the 12th if not already taken.

 

VP of Events (Whitney Graving)

 

  1. Amazing Race - Website not updated with student and teacher names. Craig committed to update by when?
  2. Butter Braids Fundraiser
    1. Need to find another time slot b/c that is an early release day 
    1. Great posts from Comms to spread the word. Let’s keep it going! 
    2. 41 Butter Braids sold thus far. If we sell 471, we hit our fundraising goal. 
    3. Orders close Nov 18th; delivery on December 4th at 145pm
    4. 3 frozen pastries to hand out samples on Tuesday the 12th. 

 

VP of Technology (Craig Doss)

 

  1. ETA to get student/parent lists updated in membership toolkit. 
  2. Weird glitch asking to update information. 
  3. Can we move the carnival SKUs to the top instead of under Robotics section?

 

VP of Special Projects/ Campus Improvements (Samantha Oliver)

 

  1. Looking for the key to the old sign in back. Mrs Mills to check with Shelley for the key.
  2. Follow up with Emily Niesz for Scholastic funds to use to purchase book vending machine refill. 
    1. Motion to vote: vote passed unanimously to support book vending refill w/Scholastic dollars, not to exceed 2500 dollars in cost. 

 

VP of Hospitality (Blair Geczi, Kimberly Lyons)

 

  1. Update: Thanksgiving pies
  2. Veterans Day performance on Friday, Nov 8th. Hospitality has arranged for a refreshment table. 
  3. May order a cake for Officer Pera. National SRO day is Feb. 15th. 

 

VP of Communications (Stephanie, Casey)

 

  1. Reminder: Share info you’d like included in the newsletter by EOD Monday to appear in Wednesday’s newsletter. Send to info@dcespto.org 
  2. Social (Instagram + Facebook) can be shared any day for posting. 
  3. Upcoming Newsletters:
  • 11/11: Dedicated Carnival email
  • 11/13: Promoting Carnival + Butter Braids
  • 11/20: Carnival recap, Turkey Trot, Pies for Teachers, Happy Thanksgiving, Holiday Shop preview
  • 11/27 (no newsletter)
  • 12/4: Holiday Shop, Teacher Gift Baskets, Sweet Republic, Suns Game tickets
  • 12/11: Holiday Shop + Teacher Gift Baskets, Suns game tickets
  • 12/18: Winter Break; Save the date for CNY, Tease Chili Cook-off

 

VP of Fundraising (Nicole Carey) 

 

  1. iCode family fun night coming up on November 8th. 
  2. Sweet Republic on Dec. 7th
  3. 16 sponsors for the year! Following up now on maintaining sponsor advertising. New banner out front. 
  4. Personalized Banner for Rebecca Blank (already installed)
    1. Size: 72X36
    2. Cost: $141 (for 2 banners)
  5. “Thank You” Banner Design for all sponsors (already installed)
    1. Cost: $90 (48x24)  to $141 (72x36) for 2 - remaining budget $243
    2. Size: 96X48
    3. Cost: $216 (for 2 banners)
  6. Should we get a smaller “Thank You” banner for the front of the school? What about one for events? Something that is visible for the Kinder and 1st grade parents who park at the library? 

 

Year/Level

20-21

21-22

22-23

23-24

24-25

Total

Bronze

3

2

3

6

7

14

Silver

2

5

3

2

2

12

Gold

4

4

3

4

6

15

Platinum

0

1

0

1

1

2

Diamond

1

0

0

0

0

1

Total

10

12

9

13

16

  
             

Year/Level

20-21

21-22

22-23

23-24

24-25

Total

Bronze

$900

$600

$1,050

$1,750

$2,680

$4,300

Silver

$500

$2,000

$1,650

$1,100

$1,188

$5,250

Gold

$2,800

$3,000

$2,400

$2,950

$4,793

$11,150

Platinum

$0

$1,250

$0

$1,500

$1,553

$2,750

Diamond

$2,000

$0

$0

$0

$0

$2,000

Total

$6,200

$6,850

$5,100

$7,300

$10,213