April ‘25 General Meeting Minutes

May 6th at 3:30pm

Location Dilley Library

1. Attendance: Jordan Farhat, Haley MacLean, Lacey Ferguson, Deb Kolb, Jessica O’Rear, Kaitlin Bartel, Kellie Nodland, Annie Wolfington, Candi Marshall, Kris Wilson, Jackie Fisher, Suzanne Cordes, Shelby Hoefs, Cidney Greenway, Jill Philips, John Allen, Lori Lester
   
   

Call to order: 3:30 pm

2. Officer’s Reports:  

   1. President – Lacey Ferguson- nothing to report

   2. Vice President – Amber Hodge- absent

   3. Secretary – Deb Kolb: approval of Apr 2025 meeting minutes 1st approve Jordan, 2nd:  Haley

   4. Treasurer – Liz McDaniel- absent

   5. Communications Coordinator – Jordan Farhat- nothing to report

   6. Website Coordinator – Jessica O’Rear- nothing to report

   7. Grant/Fundraising Coordinator- Haley MacLean- nothing to report

   8. Principal – John Allen- nothing to report
      
      

3. Current Events

   1. April Dine Out with Dilley Recap (Haley) – Phil’s 1500 – sold them out of bread before evening ended.  Excited to work with Dilley again next year.  Highest turnout they have had for a school fundraiser.  Raised $400, donated 25%.

   2. Earth Day Bottle Drop Drive Recap (Amber)-  reported via email – Total of 18 bags $151, bottle drop matching 20%. We have not received a deposit of 20% match yet.

   3. Kinder Round-Up Recap (Liz, Haley, and Lacey):  25 students attended, had a set up with a certificate and photo opportunity.  PTO added to Scavenger Hunt as the final stop.  

   4. Bingo & Auction Recap (Entire Board):  Great turnout, appreciate teachers who were mystery Bingo callers, 20 plus prizes given out.  Auction: We totaled between in-person silent auction and online auction raised $965 (in-person) $5,040 (On-line). Sold $6,097 in 2023 for comparison and $4,008 in 2024 Food committee – reported via email.  $2,240 including in person auction – $1,078 for Bingo cards, concessions and Spiritwear.
      
      

4. Upcoming Events

   1. May Dine Out with Dilley (Haley):  May 22nd at Pink Spoon, have to mention Dilley to have funds count towards Dilley. Brainstorming ideas.

   2. Field Day (Amber)  reported via email – Monday, June 9th sent forms home with students and also would like on the PTO website, 20 volunteers for each shift, relay race will get donations and pizza boxes.

   3. Volunteer Appreciation (John & Jessica):  May 23rd, gifts have been ordered.  Flyer invitations have been sent.  Mr. Allen will create schedules to help accommodate 3rd and 4th grade students testing. PTO is giving $200 to help with budgeting due to additional volunteers from the PTO side.
      
      

5. New Business

   1. Bylaws Update (Lacey) : 

      1. Updated Financial Policies:

         1. Reporting:  2 non-signing board members, who will review and verify the financial records.

         2. All funding requests and reimbursements must be submitted in writing in the format of the Executive Boards choosing.  The President or VP must approve all funding requests prior to the Treasurer issuing payment.

         3. Section 8 & 9 added language about Attorney General PTO Charitable Organization Reporting and tax exempt status.

         4. Reimbursement deadlines to get requests in.  Liz McDaniel If teachers purchase items over summer can they be reimbursed for the next school year as they won’t submit until Fall when session is back in session and new PTO year has started?

         5. Event Purchase Authorization to go through the designated chair of coordinating and approving all expenditures with events to ensure within budget.

   2. 2025-26 PTO Board Election Process

      1. Nominations:  Jen Walsh and Leya Wood will be running the elections.  At least 3 positions are vacant after this school year with current board members leaving the board.  QR code is on the flyer to direct you to online nominating via google form.  

      2. Elections: Jen Walsh will be creating a similar Google Form for the elections once all nominations have been received.  Elections will be fully online. New board will be announced June 3rd at the final PTO meeting of the year.

      3. Q & A:

         1. Q: A parent asked if there was any training involved with new board members.  A: There is a google drive you can access that has a ton of information on past events and how they ran.  We work together as a team and it is mainly on the “job” training with help from other board members.

         2. Q: A parent asked if we meet outside of the general meetings as a board. A: Yes, we meet monthly as a board.  Typically the week before our general meeting.  This schedule is set once the new board takes over.
            
            

1. Adjourn 4:00 pm