Minutes – Board Meeting
Wednesday September 23, 2009 
8:30am
Media Center

President Lisa Kauffman called the meeting to order at 8:40am.  Board Officers Tim Orrange, Amanda Kleidermacher, Mary Porges, Lina Spalding-Ramsay, Deanna Christensen were present.  Principal Garcia and Assistant Principal Garcia also present.  Committee Chairs Nely Martinez, Brenda Schwartz, Ben Cruz, and Monica Duran also present.

Agenda item #1 – Welcome and Updates – Lisa Kauffman
-    PTA Leadership Conference October 3rd – need to confirm attendees, reservation forms distributed
-    Pending teacher grants – 1. Ms. Velazquez (4th Grade) $275 for teachers to attend writing instruction seminar, 2. Brain Pop - $2,000 – Lisa motioned for approval, Amanda seconded, all approved
-    AM received $1,000 from Brickman Group (commercial landscaping company) for a day’s work and plants to replenish butterfly garden courtyard
-    Hand sanitizers a success
-    We are moving forward with the $10,000 allocation for school security, will be given in $2,500 segments, main problem is 3rd street side
-    We received $1,000 from school board rep Barrera to go toward Festa Junina

Agenda item #2 – Audit Findings – Tim Orrange and Margaret Pantin
-    Presentation of Audit Findings – Margaret Pantin, a member of the audit committee, distributed the audit review form and comments, reviewed audit results from June 2008 to July 2009, first time AM PTA has been audited, Tim has done a great job, biggest issue that needs to be modified is the handling of deposits and monies coming in, at least 2 people need to be involved so transaction is documented, a deposit slip with the money should always be included (membership dues and pizza revenue as examples), voided checks need to be archived
-    Tim discussed following items – pizza sales need to attach bill with deposit slips, vending machine questions - pencils sold are netting about $14 every few months and not sure who is keeping supplies, on Monday will get money now in box and deposit it on Tuesday, looked into money counting machine, Lisa motioned to apply $200 to buy money counting machine and Lina seconded – all approved, reimbursements must be signed by 12 members, if you are going to spend money please e-mail Tim prior to expenditure so he can keep an eye on the budget, recurring expenses must be planned up front, need check requests for direct PTA payments (IFF contacts), Am has big budget compared to other PTAs and large membership, Doug (old Treasurer) did taxes himself, we do not pay taxes (non-profit) but need to file informational return, sales tax – only resell items should we charge a sales tax, insurance – a non check signing board member to review bank statements, 3 signatures on file with bank (Lisa, Bruce, and Tim), 501C state umbrella, Margaret gave Time QuickBooks info and will send file with beginning of July
-    Lisa will mention audit results at next general meeting, we need room parents to have a physical presence and e-mail teachers if room parent is still needed

Agenda item # 3 – Membership Campaign – Lina Spalding-Ramsey
-    At this time we have 187+ members, developing an EXCEL spreadsheet that will list members, there are 22 teachers and administration that are also members, we need to beat last year # of 340 members, above and beyond donations of $685+, most above and beyond donation dedicated for most needed items, second for outdoor space, need to give room parents list of PTA members so non-members can be targeted, need to push 100%

Agenda item # 4 – Green Team Update – Ben Cruz
-    Ms. Daher is Green Team teacher liaison, last year’s Green initiative school winner had a 42% reduction by shutting down a/c for a period of time in the pm, AM had a 12% reduction; do we contact downtown who controls a/c?  School would need to request, will continue with shred it for now, we will discontinue juice pouch recycling, shred it fee reduced to $100
-    Fundraising ideas – green dance, build awareness – morning announcements, trash in recycle bins a problem, flyers, backpack communications

Agenda item # 5 – Principal’s Updates – Principal Carmen Garcia
-    Idea – Key Biscayne school did a walkathon and raised $15,000
-    Several FCAT meetings and workshops scheduled throughout October
-    Preparing for middle year authorization visit
-    Courtyard reparations underway – drains cleared, sprinkler system being repaired

Agenda item # 6 – Fundraising – Amanda Kleidermacher
-    Extended catalog sales even until Tuesday, orders can taken on-line
-    IFF will take place October 23rd from 4-8pm, will contact Ms. Clark for middle school service hours, will assign homerooms to booths, Kathy Gimenez will reach out to Charese for press release, Claudia Grillo working on an annual pass for all events, will need change for the event