New Business
Scott Overton, Region 2 Director, Oregon PTA, explained that our PTA lost it’s nonprofit status due to lack of filing appropriate paperwork. The IRS is trying to get more information on nonprofit organizations so if they are not filing their paperwork (electronic postcard stating that we made less that $50,000)the IRS is revoking their status. The IRS generated a list of schools in Oregon in this situation and sent it Oregon PTA but we were not on this list.
He then walked us through the easiest way to deal with the situation.
Step 1-to dissolve our current PTA by resolution and 50% vote
Step 2-begin Process of starting a new PTA which requires a 2/3 majority vote.

Rebecka Amodei moved to dissolve Meriwether Lewis Elementary PTA.
Jeanette Finley seconded the motion.
Discussion ensued. Business would go on as per usual, convening 2 PTAs for the 45 days until the new PTA is fully functioning.
Donations can be accepted but are not tax deductible for the donor until we have the new PTA number and the new PTA is fully functioning.
We will need new PTA number, new Federal tax number.
A vote was then take. The motion passed unanimously.

Jeannette Finley moved that any business for the 45 day interim period between dissolving the old PTA & new PTA being fully functioning whoever is present at PTA meetings and is a current PTA Member can vote and make decisions for the dissolved Meriwether Lewis PTA.
Brianna Weatherly seconded
Motion passed unanimously

Until the Lewis Elementary PTA is fully functioning voting member will be those who were registered last year during the 2010/11 school year as they are registered members until October 31, 2011. Any one registering since the beginning of the school year will be registered in the new PTA
Meeting adjourned at 7:07

PTA Standing Rules

09-10 Lewis Standing Rules with Mark.pdf

If you are a PTA member, please come to this meeting. Interested parents are also welcome to attend. Oregon PTA President Jackie Duvall will be attending to walk us through the process and answer questions.

Please note that this will NOT affect planned PTA events or fundraisers.

President Jeanette Finley called meeting to order at 6:37 p.m.

Meeting minutes from December were presented for review and approved.

Group members introduced themselves.
Volunteers for upcoming events had the opportunity to sign-up for various fundraising and community building functions.

The updated budget (as of 1/4/11) was presented for review but appeared to not be complete. Questions regarding the budget can be directed to Bill Fitzgerald, treasurer, who was not able to attend the meeting.

Speaker: Kirstin Teigen (parent at Winterhaven school) addressed the PTA regarding the upcoming PPS bond measure. (She also noted the strong attendance at the Lewis PTA meeting.)

The $548M bond directly affects SE schools, especially those that feed to Cleveland. Cleveland’s structural update is estimated to take nine months, with all work completed within two years. In polling, 62% of respondents have a favorable feeling towards the bond measure.

Renovations will have a contingency plan in place for time/cost in contract.

Proposed Upgrades for Lewis

-security system

-new rigging for stage

-covered playground

-wooden playstructure replaced

-new furnace

-tech upgrades (SmartBoards)
Parent groups will be needed to get the word out about bond (phone banking and canvassing).
If bond passes, the rebuilding of Marysville would begin June 1, 2011.

See http://www.pps.k12.or.us/news/5143.htm for more information regarding the bond and check with the office to a brochure detailing specifics. (Wrong pamphlet was brought to the meeting.)

Committee Reports
Lewis Dines Out for December was at Papa Murphys and raised over $400.

The next event will be January 11, 2011 at the Burgerville on Powell (by Cleveland).
Maria reported that the fundraising for 5th Grade Camp that started prior to Winter Break has been successful. Japanese erasers sold after school, at Family Dance, and Crafty Wonderland have raised $2500 +/-, with $605 profit from Crafty Wonderland.

On Fridays (starting on 1/7) 5th graders will be running a Student Store in the Cafeteria from 3-3:30pm. They will be selling Japanese erasers and healthy snacks.

OMSI has donated $40 per student for 5th Grade Camp.

Erasers, Smencils, and Chinook books have raised $6007 of the $18,600 goal. There will also be a roller skating party and rummage sale to raise money.

On Thursdays, Maria will be in the 5th grade hall so that students may deposit money into their individual accounts. Check with her for times.
For the fourth year, Daniel will host Bingo Night. There will be short games and lots of prizes for kids. He is looking for six volunteers:

Two for popcorn, two for selling other concessions, and two for clean up. He is also looking for someone who might have a connection to a pizza restaurant so that we might get some donated.

Announcements
Maika is currently purchasing books for the library in conjunction with Tori (from library fund) $500 towards new carpeting was donated from a former Lewis student, total cost is estimated at $3000, unknown when/if new carpeting will happen.
Wallace Book Sale-Per Maika, we made $200. 10% of sales went directly to Lewis. It is too hard to redeem credits from Scholastic, and Sarah K. mentioned it is possible to cash out as an option.

There will be a used book sale 6/9 and 6/10, in conjunction with End of Year Picnic. A flier was available at the PTA meeting, please contact Maika at yeigh@comcast.net with questions.
Reader Board-no update at this time, more info may be available at next PTA meeting.

Call to order (6:30)

Reading of prior Meeting minutes & approval (6:30)

Financial Report (6:35)

Programs/Speakers(6:45)

Kirstin Teigen

Parent/Winterhaven

Bond Measures
Committee Reports (6:55)

Lewis Eats Out

5th grade camp

Bingo Night
Announcements (7:10)

Library funds
New Business (7:15)

Adjournment (7:20)

Lewis Elementary PTA Meeting-Tuesday, December 7, 2010

Lewis Cafeteria

Members: 15 Non-members: 2

President Jeanette Finley called meeting to order at 6:36 p.m.

Meeting minutes from November were presented for review and approved.

Treasurer Bill Fitzgerald presented updated budget, noted there will be an added line item for Art Attack curriculum of $1337.

Budget is always available for up to date viewing at: https://spreadsheets.google.com/ccc?key=ttVuxKBatq1MtsqdXR1Uf7g&authkey=CNHO4bMG&hl=en#gid=0

-We made a small profit at the PJ Dance; profit numbers are coming in from recent events (Holiday Bazaar, etc)

Speaker: Tim Lauer-Presented information regarding School Modernization bond measure that will appear on May 2011 election ballot. For Lewis, proposed improvements over time include: converting boiler to natural gas, covered outdoor play area, increased ADA accessibility, updated learning technology, redo rigging on stage, and building security/keyless entry. For more info: www.pps.k12.or.us and click on “School Modernization” link.

Committee Reports

-Patty Jay will chair the Talent Show this year/next year. Proposed date is May 13^th with rehearsals to start sometime in April. We are looking for a person to run sound.

Lewis Dines Out
Pappachino’s raised $290 and tonight’s fundraiser is Papa Murphy’s.(12/7)

Holiday Bazaar
Jen Neitzel discussed communication issue with treasurer that resulted in extended delays meeting deadlines to pay vendors. Vendors extremely disappointed they were not paid in a timely manner, we need better communication and safeguards put in place so this does not occur again. PTA board will coordinate with Jen to follow-up with vendors to listen to their future needs (survey?), and board will send out letter expressing accountability/apology.

One idea is for lead person chairing event to mentor person who takes over the following year.

Family Dance
Cyndi reported the dance went smoothly, we need to coordinate chair/event earlier in the year, did make small profit this year.

Communications Committee
Rebecca reports that the Jan. PTA meeting will include inviting volunteers for remaining school events this year, open house/mixer prior to meeting start, reintroduce PTA board, invite people to join.

Book Fair
This Thursday/Friday, Wallace Books (parent of child at Lewis) will be in library before and after school (8:30-9:00 a.m. and 2:45-3:30 p.m.) We switched to local vendor from Scholastic due to challenge of spending Scholastic funds. Percentage of funds donated from Wallace Books sale to be determined and will be reported in Lewis newsletter.

Grant Writing
Julie LaRoche reports the focus this year is to support technology, replace teacher’s laptops. The tree planting project is looking to raise funds to complete Phase II which involves a bioswale on north side of parking lot and “Lewis Gateway” entrance for bikes with signage and a gravel path to promote bike safety. Projected total need is $26K, we’ve received $8,800 in grants.

5^thGrade Camp
Maria reports we have a $5000 gap in funding for camp to make up for private donation that was given in the past. It costs $18,600 for every student/chaperone to attend Camp Attitude May 31^st-June 3^rd. Upcoming fundraising events to support scholarship fund/general fund include Student Store every Friday (starts after Winter Break), Japanese erasers at Crafty Wonderland, rummage sale (organized by Angie Toops) and possibility of skate/pizza party at Mt. Scott (Cass).

Walk & Bike
Lenny needs helps/volunteers the first Thursday of every month. Next W/B day is Jan. 6^th.

Announcements

• Daniel will do Bingo night this year.
• According to Julia, trees are arriving Feb 7^th with planting starting on the 8^th. Help is needed and each classroom will have an opportunity to plant a tree.
• Helping Hands-the current people who provide this service will be retiring this year, we need new people to help out teachers on Mondays, and the school is planning a special thank you.
• Jason Franke requested two large stockpots and spoons for parents who cook for events and the motion was approved.

Meeting adjourned at 7:50 p.m.

Oona Baker
PTA Secretary

Dec 2010 Minutes

President Jeanette Finley called meeting to order at 6:30 p.m.

Meeting minutes from October were presented for review and approved.

Working Budget
Treasurer Bill Fitzgerald presented the Financial Report (Budget for 2010-2011 year) and pointed out budget is viewable online at:
https://spreadsheets.google.com/ccc?key=ttVuxKBatq1MtsqdXR1Uf7g&authkey=CNHO4bMG&hl=en#gid=0
(A change log will be kept so people can view what amendments are made to the budget.)
Line item of $2000 added for Art Attack program to budget (questions were brought up regarding meeting deadline for funding, lots of people have donated online and plans are being finalized to move forward with program prior to deadline.
There was a question regarding the Tofino software-Bill wondered why we were paying for licensing fee if we aren’t having an auction—software is also used for Holiday Bazaar and Garden Fair checkout.
Bill wants to know what the PTA and school community would like to see as a far as a budget—what are our needs??

Committee Reports
Holiday Bazaar-Sarah Kohn and Amanda Bayha reported it is happening this Saturday, November 6th. Most volunteer positions are filled but still need eight people to ask as “greeters/security”. Originally asked for $250 more for budget, but will also have to pay custodian an additional $550 and plastic bags for merchandise. A total additional budget of $800 was approved.

Innisbrook
Jamie Smith reported Lewis profited approximately $5000 from $10,020 total sales. (This profit doubled from last year.)

Run 4 the Arts
This year we made $6,570 vs. last year’s profit of $8,070. Julie LaRoche (as reported by Jeanette) says the economy, less incentive (same t-shirts as last year due to calendar year) and the presence of a dual fundraiser all affected profits. Many people declined to receive t-shirts in order for Lewis to receive more profit.

Lewis Dines Out
Amanda Bayha reported we made $290. The next Lewis Dines Out has been moved from Nov. 9th to Nov. 16th. Pappacinos will donate 20% of all sales, all day to Lewis. (You don’t need to mention Lewis.)
Laughing Planet-April
Bagdad-June

Community Dinner
This event is not typically a fundraiser, but a community-building event. However, it sounds like the profits of $460 are being donated to the Lewis Garden by Genoa.

Communication Committee
Orlando is creating spreadsheet templates to streamline each fundraising event (protocol, planning, volunteer organizing). Cass has worked to organize room parents and their responsibilities. It was suggested that we have a meet & greet prior to first PTA meeting of each year so that people can get to know each other. We need an interpreter. Alea Bone was wondering why there were so many less people present at this meeting?

Announcements
Lewis is having a book fair Dec. 9th-10th. Wallace Books in Sellwood (has a child at Lewis) will be working with us instead of Scholastic. Jen Kelly and Micah Yeigh are in charge.
There is now a PTA box in the office for comments and suggestions for upcoming meetings. Fill out the form and the board will respond.
Chinook Books-Maria will be handling the sales this year. $10 out of $20 from each book will go to Lewis.
Tree planting kick-off meeting Nov. 4th, 6:30-8pm at Laughing Planet. School parking lot will be closed Nov. 8th-10th for asphalt removal.
Michelle Cannon and Cyndi Redmond will be chairing the PTA Family Dance (December 2nd—no school the following day, Friday)

New Business
Lori asked about fundraising for the 5th grade OMSI camp. Maria says they are working on ideas. Need to create committee of parents, teachers, etc. It will be Camp Attitude in May for 4 days/3 nights (in Cascades).
Alea mentioned the display of the Holiday Bazaar vendors in the hall by the dip.

Meeting adjourned at 7:32 p.m.
Oona Baker, Secretary