Sept 13th, 2019 Brickell Academy PTA Executive Board Meeting Minutes
Date: Sept 13th, 2019
Location: Parent Volunteer Room
Attendees: Sandra Shinabarger, Matt Vogel, Tamara Andrews, Jessica Sager, Jennifer Gettins, Marcyana White, Anna Feliberti, Lauren Cook, Renee Custudio, Laura Solomon, Aftab Ahmed, Jannie Poynton, Beth Von St. Paul, Kim Covington
Meeting was called to order at 9:32am by PTA President Beth Von St. Paul.
Introductions were made. PTA welcomed three new parents of 2nd graders and middle schoolers.
Treasurer’s report was read by PTA Treasurer Renee Custudio. Date range 8/19/19 to 9/12/2019
Starting Balance: $13,119.25
Ending balance: $36,907.05
President: Beth Von St. Paul
May 31, 2019 Executive Board Meeting Minutes were presented and emailed prior to the meeting. A motion was made to approve minutes and the motion was seconded. Motion passed.
PTA Volunteer Orientation Sept 19 9:30am and evening 5pm session on the 19th.
ASC Registration Open Sept 17th 8pm- Sept 19th 8pm
MS Movie Matinee Sept 27th TBD
ES Movie Oct 4th TBD
ODS Fall Music Concert Oct 18th
School Program-College planning info Oct 22nd
PTA Color Run Nov 16th 830am -11am Megan Sweeney/PE Staff. Committee has decided on a $20 entry fee.
Student Activities Coordinator-Matt Voegel: Discussed 5th grade Air Show Sept 20th. Discussed the great turnouts in the past for MS Movie Night which will be Sept 27th.
Fall picture day is Tuesday, September 24. He asked for PTA to help with a sign up for volunteers during the day. The VIE will make that up and forward to him.
Membership: Anna Feliberti
Our membership count as of 9/11/19 is 1101 Members for a total of $6606. Of this $4128.75 will be submitted to VA PTA for membership dues and $2477.25 will remain with Brickell Academy PTA.
Our donation received is at $17,099.00. This is the amount that we have.
Dues payment to VA PTA will be submitted by December 1st at the latest. We need to still figure out how to submit names and payment to VA PTA because they have implemented a new system similar to PT Board.
Programs: Jennifer Gettins
Programs Committee Jennifer Gettins shared an easy way to for ODS families to support the PTA, which was to enter a code when ordering Papa John’s Pizza. Papa John’s gives 10% of sales to ODS. Jennifer felt it was a good way to start raising funds sooner than later. This item was discussed and it was decided for Jennifer to get all information on this program to bring back to the board at the next meeting on Oct. 4th. Anna Feliberti also suggested a possible fundraising opportunity with Z Theater and will bring information to the board at the next meeting.
After School Clubs: Marcyana White
Shared that there’s a new Park Rangers Club with a $10 fee per session with 3 sessions and that the cost to students is $1. Shared that Club info is on the PTA website and did not specify further. Discussed bringing a note; that students must still bring a note to stay after school. Transportation notes will be coordinated with the front
Shared that the deadline to start a winter club is 2nd week of October.
From Grants: Laura Soloman
This year we have a single fall round unless we receive more donations earmarked specifically for grants. The grants are due October 21 and the quick link to the application is https://forms.gle/TrS1WXvzD8eJ8dsW9
We already have a few applications.
Thursday Folders Committee Report: Jannie Poynton
Procedures for flyer approval was reviewed. Flyers should be emailed to President email for admin approval 1 week prior to going home in folders. Copies can be made and left in PTA room by Wednesday for folders.
Thursday folders go home with elementary students only. Flyers for middle school students are usually given to the first bell teacher for distribution.
Please make 540 copies of your flyer (520 elementary students plus 20 teachers) and leave them in the black crate in the main office by 8:15am. You do not need to count them out by class.
Colorful graphics and photographs are great for electronic distribution but do not copy well. You may consider creating a simple black and white version with clip-art style graphics for paper flyers.
Please let me know by Wednesday morning if you have a flyer for Thursday Folders so I can give my team a little notice.
The Thursday Folder team can help you cut, fold, staple your flyers if you just leave us your instructions. However, we cannot put flyers in folders of just certain students, eg, girls only, or specific names. Some classes use only class numbers on their folders and not every student returns their folders to school.
Committee Reports: Were read aloud to those in attendance and are included below
Events: Participated in Open Houses for Art/Dance, Rising Tides, and Elem Grades both selling Spirit Wear Merchandise inventory and collecting orders. Conducted online sale that closed Sept 9th.
Current Inventory: 4 Hats, 5 T Shirts (used for sizing), Clip Magnets, Vinyl Stickers, and limited Car Magnets
Sales: Current totals for Back to School Sales (approximate)
Adult T Shirts: 213
Youth T Shirts: 180
Shorts (Navy/Gray): 63
Vinyl Stickers: 30 online
Vinyl Car Clings: 53 online
Stainless Water Bottles: 64
Hats (clearance): 8
Plastic Water Bottles (clearance): 5
Car Magnets (clearance): approx 30
Budget: Will be provided once Fall Sale is complete.
Volunteer Requirements: 2-3 Volunteers needed to sort and distribute the Fall Order. The current estimated sort and delivery date is Sept 20th.
Upcoming Items: Staff Sale! Working on a Staff Specific sale including polos, half zips, and select items to differentiate from the students. This sale will be conducted online only.
School Supply Fundraiser:
We sold a total of 275 kits for a total sale of $11,926.05. The PTA elected to receive 10% of the sale price as a fundraiser, so the fundraiser check received is for $1192.61.
Of note, the Art department did not participate because School Kidz does not sell the specific items the teachers wanted.
Also, I have not received a single call from parents looking for missing items, so I think all orders were 100% accurate.
The only concerns were from parents who thought they had ordered a kit, when in reality they never actually made the purchase.
Disbursement during Open Houses and First Day of School went very well, thanks to the help of Middle School Ambassadors and PTA helpers.
Attached is the 2020 contract agreement. The PTA needs to decide if we want to continue the project next year with the School Kidz company. I can secure the 10% fundraiser discount if the contract is signed by the end of the month. Please vote on this on Friday.
A motion was made to continue with School Kidz Fundraiser for the 2020-2021 school year, and sign the contract. This was unanimously approved via a motion and seconded motion.
DI Committee report:
Online registration for Destination Imagination is open. You can locate it on the PTA website. Registration will remain open until September 27. Try DI is an event for new students and parents to learn about DI. This is scheduled for Thursday, Sept 19. It will be after school until 4:50 pm. This a rebuilding year for ODS DI teams because our middle school teams moved onto high school.
Harris Teeter- We currently have 33 people enrolled in the program. It’s an annual renewal so we will be pushing for more people enroll.
Kroger- We can’t see the number of enrollees. But we will continue to remind people to sign up. They send an e-mail when checks are mailed. Just received a notice for $721.87 – 121 households – June 1-Aug 31, 2019
Amazon- Need to continue to remind people about the Amazon Program. For April – June we received $113.20. We have earned just over 1800 from them through August. That is a cumulative amount.
Box Tops- We are pushing the app, but also have just over 600 clipped box tops ready to send. We are starting the next clip drive now and will ask for everything to be turned in by 10/18/19. We will have a clip event after that to sort the box tops for submission before the end of October. So far we only had $8.00 worth of scans, bjut I will give and update on that once we get people to download the app.
The theme for the 2019-2020 PTA Reflections contest is "Look Within."
Categories include: Dance Choreography, Film Production, Music Composition, Literature, Visual Arts, and Photography.
Entries will be accepted starting September 30th through October 7th, 2019.
Drop off in ODS Lobby (there will be a box).
All entries require official PTA Reflections submission entry form and name/teacher/grade on submission.
Reflections Showcase will be held on October 24th, 6-7pm in ODS Atrium honoring all artists' submission entries. Award winners will be announced promptly at 6:30pm.
Staff Appreciation Luncheon:
With a team of fabulous volunteers, we hosted a super successful Back to School lunch for the staff on August 30 organized by Kim Strassberger. We catered the event and spend $100 on food and décor (had the event largely catered), and had additional items donated (chips, salsa, toppings). In addition, we gifted all new ODS staff members with a “Welcome Bag” from the PTA in August.
Note: Kim Strassberger recommends the PTA request to host this event earlier in the back-to-school week, or even change to a brunch (perhaps on Open House Day). The last day of summer is very busy for all families, and hosting this event becomes an all-day affair for the volunteers involved.
8th Grade Semi Formal:
Lauren Logan and Kim Strassberger have volunteered to lead this event scheduled for May 5, 2020. A budget change to $2600 in/$2600 out (net zero) is requested. As we have determined the Spirit of Norfolk is not feasible. We will hold our first committee meeting after the winter break.
Spirit Night Committee Report
General Items Needed for 2019-2020:
PTA President (2018-2019) to confirm whether staff tickets will be comp’d - This is not reported as completed, as of 8/29/2019.
Request for parent liaison for local Chick Fil A (near ODS) to participate and whether staff may be (is allowed to be) involved in serving for a Spirit Night fundraiser.
Do we have a standardized, approved contact/request form to share w/ parent liaison?
Who will provide Darcy w/ Chorus teacher’s name & contact info to request participation at Admirals’ and Tides’ events?
Who will provide Darcy w/ Band teacher’s name & contact info to request participation at Tides’ event?
Request if PTA approved $50 for potential need to purchase additional giveaways for Tides drawings for 2020 event (This was in prior budgets, not sure if is in this year’s budget or needed to be specially requested? This was not needed for 2019 Tides.)
Request PTA set aside between 5-6 “thank you” swag for 2019-2020
Spirit Night YNot Pizza 2019-2020 outstanding items:
Need to request Dec 4th for Kempsville and Great Neck
Need to request if Landstown is available to support us, too, and if so on Dec 4th
Need to request parent liaison for each location to confirm dates, confirm contact info, share thank you gift (Hyeon Choi’s children are no longer at ODS, but she will provide help / info for transition.)
Request PTA to choose back-up 2019 date to be Wednesday, November 20 (back-up) - Is this approved?
Schedule ticket sales
Receive donation from up to three locations
Confirm deposit of checks into PTA account.
TBD YNot Pizza
PTA approved Dec 4th. Great Neck contact is Tammi Wohlers (575-4790) email@example.com; Kempsville contacts are Harry and Theresa DiSilvestro, but coordination has always gone through Tammi/Great Neck per Hyeon Choi.
Spirit Night Admirals 2019-2020 outstanding items:
Request from PTA to choose 2019-2020 back-up date from confirmed home game dates:
SAT 1/11 – Through the Decades Night
WED 1/15 – Health and Fitness Night
FRI 1/24 – Faith and Family Night
Darcy to meet w/ Group event coordinators, Marco Myers and Charlie Colon, 8/29/2019 at ODS Open House to review waiving deposit, confirm solutions for 2020 from last year’s organizational issues.
PTA to confirm Admirals’ ticket sales closing date & time, Tuesday, January 6th at 12 p.m. (noon)
Schedule ticket sales & PTA to setup PTA store for sales
Treasurer & Darcy Staley to coordinate ticket orders/checks/cash & Darcy to receive check to purchase tickets
Friday, January 10, 2020 (Confirmed) Admirals Hockey Admirals’ Marco Myers confirmed us for January 10th via email 8/19/2019; he also confirmed the $100 deposit is waived for our organization. (Darcy requested to waive deposit, based upon ODS history w/ organization and 2019 Admirals’ organization issues.). PTA approved FRI 1/10 – Nickelodeon Night.
Tides’ Ticket Sales Close Date & Time: TBD (Request PTA confirm Tuesday, January 6th at 12 p.m. (noon))
Spirit Night Tides 2019-2020 outstanding items:
Receive notification of Tides schedule completed from Tides’ Stephanie Hierstein
Request PTA approval of home game date/s offered
Sign contract for ticket sales & pickup giveaways
Schedule ticket sales promotions
Schedule drawings, hold drawings & give prizes
Promote event (share live link from social media/QR codes in print to promote sales)
Receive check from Tides
Offer thank you item from PTA store
Confirm deposit of check into PTA account.
Request 2020-2021 collaboration & date from Tides after schedule finalized (approx May)
TBD Norfolk Tides Baseball Tides’ Stephanie Hierstein confirms they do not have schedule set (as of 8/19/2019) but will contact Darcy as soon as they do to schedule our preferred date (late May).
Tides’ Ticket Sales Close Date & Time: TBD
Meeting called to a close at 10:37a.m.