School Procedures

PTO Meeting This Thursday, May 29, 6:30pm

We hope you can join us for the last PTO meeting of the year, which is this week on Thursday, May 29 at 6:30pm in the Library/Media Center on the second floor. As always, free child care is provided.

We hope to see you there. If you are unable to attend and would like to discuss anything on the agenda, please contact Laura Crawford at lauracrawford47@gmail.com, Jodie Ackerman at jodiepto@yahoo.com, Jeff Wallichs at jwallichs@gmail.com, or any of the other PTO board members (click here for contact info).

Irving School PTO
Agenda for Monthly Meeting
May 29, 2014
6:30PM
Irving Media Center Library

  1. Welcome
  2. Vote to approve/deny creation of PTO board position of Assistant Treasurer (5 minutes)
  3. Election of new PTO board members* (5 minutes)
  4. Principal’s Report (30 minutes)
  5. Treasurer’s Report (5 minutes)
  6. Vote to approve/deny the purchase of items presented, totaling approximately $11,000 (15 minutes)
  7. Presentation of revised PTO By-Laws (10 minutes)
  8. Garden shed update (10 minutes)
  9.  Committee Reports: (20 minutes)
    1. End of Year Party: Friday, June 6
    2. Event recap: Sleepover
    3. Event recap: Ethnic Parade
    4. Event recap: Staff Appreciation
    5. Event recap: Art Fest/Poetry Slam
    6. Event recap: Family Math Night
    7. Event recap: Softball Game
    8. Other committee reports
  10. Eagle Extras Update (5 minutes)
  11. Summer planning, reflections, suggestions for next year (10 minutes)
    1. Expanded role for communications
  12. Approve minutes from 5/1/14
  13. All other business

* Nominations for open positions may be accepted until the time of the vote. Nominations received to date are:
1 x Co-President: Lori McConnell
1 x Co-Treasurer (Assistant Treasurer): Wynne Lacey
1 x Vice President (General): Hannah O’Connor

Parents vs. Teachers 3rd Annual Softball Game – May 23

Friday, May 23rd is the Parents vs. Teachers 3rd Annual Softball Game. The game will start at 6:00 p.m. on the Irving Turf Field.

There will be food trucks in the parking lot for the night! Please bring your families, lawn chairs, blankets, etc.  If you are playing in the game, warm-ups begin at 5:00 p.m. (The food trucks will be serving food then as well). The playground will be open for the children to play on all throughout the event.

To join the parent team, contact Jassen Strokosch (jassens@gmail.com). To join the staff team, contact Nick Sakellaris (nsakellaris)

There is an Adult Night Out after the game (8:30 / 9:00 p.m. ) at Sidebar next to Fitzgerald’s on Roosevelt Road. Please come out and join us!

FLYER

ROBINSON’S RIBS MENU

TACOS BERNARDO will have steak, chicken and veggie tacos. $2/taco. Plus, Mexican colas.

PTO Election and New Nominations
Presenting... our new PTO Co-President, Jeff Wallichs! You don't have to be crazy to take the job, but it helps.

Presenting… our new PTO Co-President, Jeff Wallichs! You don’t have to be crazy to take the job, but it helps.

Congratulations to our new PTO board members! They were voted in at the May 1 PTO meeting and will be off and running after May 29. We do still have some openings, so read on…

There was not a second nomination for Co-President so that position remains open. We have recently received a nomination for Lori McConnell. Since she is currently a Vice President that position has become available.

At the May 1 meeting we discussed adding a second Treasurer position. This was positively received by all in attendance. At the May 29 PTO meeting we will vote to approve that position and also to fill it. Read more details about the two Treasurer roles here.

We will have another election at the PTO meeting on May 29.

Nominations for Co-President, Vice President (General) and Assistant Treasurer are now open and will be accepted until the time of the vote on May 29, 6:30pm. More info on what these positions do can be found here. Those interested should contact Mr. Hodge (jhodge@op97.org), Laura Crawford (lauracrawford47@gmail.com) or Talley Hann (talleyhann@gmail.com).

Incoming:
Co-President: Jeff Wallichs
Vice President (Communications): Carmen Rivera
Vice President (Volunteers): Hilary Klein
Co-Secretary: Eduardo De Santiago

Open (accepting nominations):
Co-President: Lori McConnell has been nominated
Vice President (General): Open
Assistant Treasurer: Open

Continuing:
Co-Secretary: Rebecca Tull
Lead Treasurer: Lynn Battoglia

Co-Treasurers Responsibilities

Proposed at the May 1, 2014 general PTO meeting, with a final vote to approve at the May 29 PTO meeting. Nominations are being accepted for the Assistant Treasurer role. See this post for more details.

We are proposing the addition of a second treasurer position to ease the transition between terms and to distribute the workload of responsibilities between two board members.  A first term treasurer would be responsible for all accounts receivable and then at the start of the second term would transition to the Lead Treasurer role.

Lead Treasurer – Accounts Payable:

  • Keeps an accurate record of all expenses and revenues including receipts and signed reimbursement forms
  • Balances all bank accounts using Excel or other software
  • Disburses funds approved from the annual budget, from general meetings or from approval by the PTO board
  • Disburses cash box and funds to fundraising chair and provides reconciliation documentation needed by the Accounts Receivable Treasurer
  • Presents a statement of accounts at every meeting of the PTO Board
  • Prepares the PTO budget for approval at the Fall meeting
  • Provides information for the external audit
  • Prepares annual tax return information to be submitted to the board approved accountant
  • Prepares the annual 1099 for each teacher or individual contractor paid over $600.00
  • Supports the Assistant Treasurer as needed

Assistant Treasurer – Accounts Receivable:

  • Responsible for collecting and reconciling all payments made to Eagle Extras, World Language Program, and all other fundraising/payment activities
  • Responsible for collecting, processing, and reconciling receipts of cash/checks/ etc for deposit to the bank
  • Responsible for communicating to fundraising chair about procedures for collecting funds and submitting reconciliation documentation
  • Submit all deposits receipts with detail to the Lead Treasurer weekly
  • Prepares monthly deposit record for the Lead Treasurer in anticipation of  the monthly report
  • Supports the Lead Treasurer as needed with the exception of check writing and disbursing funds