Meeting Minutes January 11, 2011

KCS PTO Board Meeting Minutes

Tuesday January 11, 2010

7:00PM Lipoa campus

• Board Members: Present

Marion Haller (president), Stephen Gera (chair volunteer coordinator), Carey Owen (treasurer), Liza Pierce (chair membership), Connie Therell (Corresponding Secretary)

Absent

Kehaulani Rand (co-chair volunteer), Stephanie Hessemer (recording secretary), Theresa Nunan (vice-president), Brian Therrell (chair fundraising), Gene Zarro,

Other’s present

Scarlett DeShong

1. Meeting called to order: 7:05pm
2. Membership Up-date: Liza Pierce; we have 110 members, the same as last report. Liza provided the sign up forms that still needed to be entered to Marion who said she would complete the data entry.
3. Finance: Carey reported that we have $5,460 in the bank which includes the $550 Graduation Grant leaving us a total of $4910. We have agreed to leave $1500 for future programs, so that gives us $3400 to spend.
4. Next Meeting: General Membership (GM) Meeting: As per our bylaws, we must have a general membership meeting next. We agreed to hold a Dessert Night. Marion to use the Safeway card (leftover from silent auction) to buy desserts and coffee from starbucks. Topics for the meeting:
1. Support Program survey results and what programs to support
2. Change of By-laws:
1. Change the number of required General Membership meetings: currently the bylaws call for every other month to be a GMM. It is suggested this be changed to 3 per year with the board’s discretion to hold more.
2. Changing of the By-laws: currently changes must be announced to the GM and presented at one GM meeting, and then voted on by the GM at the next GM meeting. It is proposed to change this to: Announcing the proposed change to the GM, and at the next board meeting a unanimous vote by all board members can ratify the change (votes can be cast by email within 24 hours prior to the meeting). If the Board is not unanimous then the vote goes to the GM at the next GM meeting.
5. Support Programs
1. Survey: Theresa Nunan let us know that she expected survey results back by the end of the week. She hoped that we would wait with any decisions until the next meeting. We agreed to wait and to use the GM meeting to discuss the results. In the mean time, we would proceed with supporting the dance discussed at the last meeting.
2. Dances
1. HS-Scarlett has met with the HS student council and they agreed on a Red Tie Affair dance on February 4^th. She would like to book a dj which will cost around $300 to $350 She also need money for decorations. She asked for $500. She needs chaperones and a police officer for help.
2. Discussion was held to hold a dance for the middle school as well. It would be great to do that on Feb. 11^th for them. (Follow-up results: Marion spoke with Paul Thallman who had been thinking of doing a dance. He is happy to have the PTO’s involvement and was quite stunned actually. He was not expecting to have a dj, but said sure that it would be great. He will probably have pizza and drinks and will change $5 for entry including a slice and a drink. He is raising funds for the garden, for a trip to the Big Island and for a water well that the school is helping to fund in Africa. About 60-100 kids show, and no more than 2 hours or it gets out of hand. Plans to be coordinated with him and copy to Dan Kuhar.)
3. It was suggested that Scarlett find out if the dj would charge less if doing it for two dances.
3. Sports: It was agreed that we really want to support sports programs. While we await the survey results, we want to note this for future discussion. Connie will also ask Brian to provide a quote for sports shirts.
6. Communications:
1. We need to send out a News Brief to announce the next GM meeting, the changing of the bylaws, Dances, Foodland fundraiser, and to check Shart Notes on the website.
2. Scarlett has set up Shark Notes with Phil which lists weekly events at the HS. Marion to ask Ryn if she could provide Scarlett with weekly MS events to be added into it’s own MS section.
3. THANK YOU Scarlett for getting this done.
7. Fundraising programs: Marion presented two fundraising opportunities that had been presented to her. She suggested we consider coordinating these programs for the school, not just the PTO, as they would require full school involvement.
1. Discount Cards. This is a credit card for which people pay $10. For that they get a 10% discount at up to 30 retailers and restaurants. Kamalii School or Lokelani had done this. The students would have to do the selling. It was agreed that we would do it and Marion to ask Mark.
2. The program would offer programs such as phone contracts through a reseller who then shares profit with the school. This is a program that is slower and longer lasting as it involves long-term contracts (i.e. cell phone). Marion to ask Mark
3. RESPONSE: Marion attended the KCS Board meeting the next night and presented these two ideas. It was generally agreed that the discount card program is not seen favorably for numerous reasons. The second program can be done with regular up-dates and is feasible. Marion will ask that person (a mom at the school) to come to the next meeting to present the program.
8. Next Meeting: Feb. 8, 7pm. Meeting Adjourned 8:12pm