Fireside PTO
August Meeting Minutes
Budget Approval MeetingAugust 25, 2011
Attendance
| Michela Ardizzoni | Teresa Buch | Michele Crawford | Tam Dalle-Molle |
| Audrey DeBarros | Lucy Floyd | Donna Hauswald | Pat Heinz-Pribyl |
| David Kaufman | Laura Kubiak | Callie Palen-Lowrie | Margretta Risi |
| Yulia Shafranov | Tiffany Voeller | Kathryn Wolf |
Welcome and Introductions
This meeting was to finalize the PTO budget for the 2011-2012 school year. Thanks to Kathryn Wolf for the homemade goodies!
Principal's Remarks
Pat brought us all up to date about the three new classes that were added five days before school started. We were allocated a new section of Kindergarten, as well as two new classes of 1st and 2nd grade. Our enrollment numbers have increased to 475, and our growth was highlighted in the Daily Camera last week. While it did require some last-minute shuffling, this is great news in terms of keeping our class sizes small. Pat updated us on the construction, and said everything is scheduled to be done by the time students return from Winter Break.
Background on Budget
Tam Dalle Molle shared "Treasurer's Highlights" from last year, as a way of reminding us why we work so hard to raise money. While PTO hasn't spent any large chunks of money on any major improvements to the school in a few years, we must remember that classroom activities, field trips, Science Fair, Spelling Bees, Library books, PE equipment, computer software, and scholarships (just to name a few) are all funded by PTO dollars. Tam is hoping that all in attendance will help us spread the word about how our PTO money is spent, because she knows that a lot of people don't have a clear idea about this. Any suggestions you have for how to more effectively share this information would be appreciated. Because we've run a surplus budget for the past several years, we do have a reserve account that we can access for special projects, should we decide to do so. But tonight was not dedicated to making decisions about those projects, but on finalizing our general operating budget for the year. The group voted to add Michela Ardizzoni, PTO Co-Chair, as an authorized signer on our Bank of the West bank account, as Heidi Day is no longer a parent at the school.
Finalizing the Budget - Overview
Tam walked the group through last year's budget, and changes were made to each line item based on input from teachers, committee chairs, and other involved parties. The final budget is balanced because we elected to add two new income items (Restaurant Nights and a Spring Fundraiser) and we voted to transfer $5,000 from our reserves this year.
Line Items Discussed in Detail - Income
Box-Tops: Kathryn estimated they would make at least $1,000 this year, even though the Box Tops website automatically increases our goal, and is showing an annual goal of $1,300. She asked if this money could go toward something specific, so she will be researching a potential need in the school.
Cookbook Sales: There are still cookbooks left over from last year, so we hope to sell the remaining inventory to make at least $100.
Directory Sales: This year's Directory will be a scaled down version of years past. We are hoping printing costs will be lower, and are hoping to sell more than we did last year. We estimate to net $300 from this project.
Friends of Fireside: Nobody has stepped up to head this program this year, so technically it is not in effect. However, money is still owed from last year's participants, so we kept this as a line item. Donna Hauswald suggested that we open this up to local businesses who want to partner with us, but because nobody is in charge of this program, it is basically non-existent, so changes to the program would only make sense if we found someone to manage it.
Grill 'n' Bid: Donna and Margretta are going to focus on increasing attendance this year by encouraging Fireside families to invite more friends and family members. They project an increase over last year - selling $7,000 worth of tickets, and raising $15,000 at the auction.
Grocery Accounts: This year, all grocery type accounts were grouped into one category. In total, we hope to raise $19,145 through our grocery program. While King Soopers is the largest of these fundraisers (we anticipate making over $15,000 from this program alone) we also plan to raise $600 from Albertsons, $1,000 from Kohls, $1,000 from Pizza Palz, $965 from Target, $200 from Sunflower Market, and $300 from Vitamin Cottage.
Ink Cartridges: This program has become more and more challenging, as fewer companies are participating, so we lowered our forecast to $50.00
Interest: We have money market in place that pays 1% interest, so we are hoping to raise $700 in interest this year.
Miscellaneous Income: This is income from escrip, Safeway Club cards, etc. We have projected to raise $20 from this program.
Payback Books: Increased to $4,000 due to last year's results.
Restaurant Nights: Due to the success of the "Noodles Night" last year, we are hoping to add a restaurant night (in addition to the one scheduled during "Turn off the TV Week.") We anticipate this will raise $400.
Skate City: The Skate City Summer cards were a very successful fundraiser, and we raised $500 just from selling those. Combined with the two skating parties schedule this year, we hope to make $800 this year.
Spring Fundraiser: We are looking for someone to head up a Spring Fundraiser, and are hoping this event will bring in $4,000.
T-Shirt Sales: We hope to make $300 for this, although we like to keep the cost of items affordable, so the profits are quite small.
Transfer from Savings: In order for our Budget to Balance, we plan to transfer $5,000 from our savings reserves.
Whole Foods Bag Credit: Fireside was the recipient of Whole Foods bag credits over the summer. We are unsure how much we earned, but are guessing it will be in the neighborhood of $2,000.
Winter Spirit Event: This international community-building event is planned for February 4. We are hoping to charge just enough to pay for the event, and plan for a net-zero result.
Line Items Discussed in Detail - Expenses
Board Approved Line Items: Given that the majority of requests that come into the PTO are for less than $500, we increased the "Less than $500" line item from $1,000 to $2,000. The "Requests approved at PTO meetings" line item was reduced from $5,000 to $3,000. We feel that many of the requests that came through last year (request to fund para-educators, etc.) have already been addressed in this budget.
Art: Same as last year - $500.
Assemblies – Reduced from $500 to $400 due to lack of use over the past few years.
Child Assault Prevention: We did not budget for this, as this is our "year off" from providing the program.
Computer Hardware Software: $2,000 based on the past two years expenditures.
Fifth Grade Graduation: Same as last year - $500.
Fifth Grade Musical Performance: Increased to $500 per Doug Haley's request.
Grade Level Funds: It was decided that these amounts would be calculated based on the number of students enrolled at each grade level, to more accurately cover costs of things like bus transportation. Therefore, classes with higher enrollment that may require more buses will receive more money.
Green Team: $1,500 was budgeted. This includes $1,000 for compostable supplies and $500 for programs to supplement our Garden to Table program.
Health Room: Same as last year - $100.
Lego League: Same as last year - $400
Library: Same as last year - $1,500.
Music: Same as last year - $500.
Newspaper: Same as last year - $800. This will cover two editions of the Fireside Gazette.
Nicky Run: Same as last year - $100.
One Book One Fireside: Increased to $300 due to increased enrollment.
Outdoor Education: Same as last year - $1,000. This pays for a portion of the 5th grade trip to Greeley to do the Ropes Course.
P.E./Playground: Same as last year - $1,000.
Principal Discretionary: This was decreased to the amount of previous years - $300. (Last year it was $400 to offset the loss of Pat's discretionary funds from the district.)
Rugs for Primary Grades: $2,700. Last year, proceeds from the Used Book Sale and unused funds leftover from the Fireside Festival were used to buy purchase new rugs for Pre-K, Kindergarten and 1st grade. Come check them out!
Science Fair: Same as last year - $500.
TAG: Same as last year - $800.
Babysitting at PTO Meetings: We have found that providing childcare makes it easier for parents to attend. We budgeted $40 per meeting x 9 meetings or $360.
Donations/Scholarships: Increased from $700 to $800. This allows us to help out other non-profit organizations that do so much for us, plus help out struggling Fireside families.
Grill 'n' Bid Expenses: Margretta & Donna forecast that their expenses will be around $4,000. This includes entertainment and potentially more food to feed the expected increase in attendance.
Homework Club Snacks: $400 (Based on last year's expenses.)
Ice Cream Social: Increased to $400 from $275 to pay for more compostable supplies, and more offerings for those impacted by allergies.
Para-Educator Funding: Pat requested that PTO pay for two para-educator salaries. One is $3,785. The other is $5,232. This totals $9,017, but we have a credit from the district from last year in the amount of $2,575. Half of this credit ($1,287.50) was applied, so this line item totals$7,729.50
Parent Volunteer Background Checks: Many in attendance felt strongly that the District should be paying for the mandatory background checks on parent volunteers. Because this expense falls to the volunteers themselves, the PTO would like to step in and offer a $16 gift card to those who pay for their own background checks. We do not have a clear idea on how many volunteers will need checks, but we budgeted $2,000 for this expense. We feel strongly we need to send a message that our parent volunteers are appreciated!
PEN (Parent Engagement Network): Budget remained at $300 to fund speakers and parent social events.
Spring Festival: $2,000 to fund improved food choices and possibly more entertainment.
Staff Appreciation: Same as last year - $1,000. This pays for Birthday Cards and gift cards for all teachers and staff, as well as Staff Appreciation Week.
Student Council: $0. If students raise money, it is paid to the PTO, and PTO turns around and returns it to them.
TAG Tutor hours: Pat requested that PTO pay for additional TAG Tutor hours. This totals $5,728, but we have a credit from the district from last year in the amount of $2,575. Half of this credit ($1,287.50) was applied, so this line item totals $4,440.50.
Turn Off TV Week: Same as last year - $200.
Welcome Team: Increased from $250 last year to $400 in order to accommodate the larger number of people participating in Summer Welcome Events.
Xerox Copies: Same as last year - $500. Tam is going to investigate if our usage has gone down from previous years, since we do not do nearly the amount of copying that we used to.
Yearbook: This expense has decreased from $500 to $200, due to sales the last two years, and the small price increase that Tina is planning on.
Classroom Teachers: Each full-time classroom teacher will receive a budget of $300. Teachers who are new to the school (or are teaching a different grade) will receive $400. Part-time teachers will be allocated a budget based on the number of hours they work. This amount is lower than last year, because last year we funded a one-time increase. With BVSD budget cuts of 2010, teachers lost their classroom funds from the school, so the PTO decided to offset this by increasing this item to $450. Their funds from the district returned, so PTO allocations went back down to former levels. We strongly encourage teachers to come to the PTO if they have additional needs!
Next PTO Meeting Tuesday, September 13, 6:30 pm at the Fireside Library.
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