Amesbury PTA Board Meeting
January 24, 2008 @ CES

Attendees:  Julie Amery, Linda Lynch, Deb Jancewicz, Cindy Russell, Dee Cote, Tara Nelson, Janet Wetherbee, Julie O'Neill, Kathy Rutter, Gail Browne

1)      * Family Fun Fair (Linda Lynch) - see attached .  Prefair meeting at Dee's 2/5/08

2)      *Science Fair (Julie O’Neill) - see attached . 

• Julie is putting together the scientific method handout.  People should download it off the website. 
• We need to determine how many more white boards we need - so we will wait to see how many people register before ordering. 
• Kick off meeting is scheduled for Tuesday, February 12th at 7Pm at CES cafeteria.

3)      * Website (Gail Browne) - see attached. 

• Please send Gail notices via electronic copy so she can readily put it on the website without having to retype it all out. 
• We discussed getting pay pal set up but decided at this time that it wasn't worth the effort.
• Comcast issues still exist but Gail is still working on it and it is improving.
• Gail will try to do online volunteer signup for the family fun fair.

4)      In-school Programming (Tara Nelson)

• No interest expressed interest so far replacing  Tara.
• So far, not much money has been used.  We believe its because they have no time in the curriculum for special programs
• Tara motioned "to allow teachers the flexibility to use their unspent In-school programming dollars towards field trips".  Cindy Russell seconded the motion.  The vote was unanimous to approve the motion.

5)      After-School Enrichment (Cindy Russell)

• We are in the second week of classes.
• Only one class was cancelled for lack of enrollment - storytelling.
• There was a discussion around issues with the teacher teaching theater.  There was some confusion because the teacher had to alter the after-school enrichment calandar due to conflicts with a previous engagement.  We believe that has all been straightened out now though.
• Also, the theatre teacher would not sign the contract without first reading it over thoroughly and she did have an issue with being at the school by 3:00pm for one of her classes.  There was discussion about how this was a safety issue.  The decision was made that if the teacher could not agree to the conditions of the contract that we could not allow the class to be taught due to safety concerns.
• Julie O'Neill motioned "that the After-school enrichment instructor must agree to the terms of the contract, as evidenced by its signing, by Monday, at 12:00pm, January 28,2008 or the classes will not be continued".  Gail Browne seconded the motion.  The vote was 9 in favor of the motion, 0 against the motion, and 1 abstained due to conflict of interest.  The motion passed.

6)      * Vacation Events (Lisa Cassidy) (report re: Co-Co Key fundraiser attached)

• Questions were raised regarding what to do if it snows on Monday.  Linda said she will sendout an email with information on how to find out what the status is.  Basically how to get in touch with Coco Key.
• Raffle tickets will be available for anyone interested.  $3.00 ea, 2 for $5.00.  Price of admission to the Coco Key event includes 1 raffle ticket.

7)      * Fundraising (Linda Lynch) - see attached.

• In regards to Yankee candle fundraiser, Linda will look into the possibility of a Saturday morning pickup if that could be coordinated in conjunction with basketball so we would not have to pay a use fee.
• Entertainment books - Capaccio's is not honoring the coupon.  Otherwise, there have been no negative comments.

8)      Budget Report (Dee Cote) - See budget attachments

• One report is the normal budget report - with the spending balance at ($5,075.00).  Items of interest are highlighted on the bottom.
• The other report shows the remaining expenses for the rest of the year excluding other fundraisers and non realized assets.  the goal is to have $4000 to start the new year with.

9)      * Per Student Field Trip Allowance (Dee Cote) - see attached.  See also item number 4 above.  We will be taking another look at how we allot field trip money and in-school programming money going forward at a later meeting.

10)  * Policy re: Popcorn Machine (Dee Cote) - see attached comments

• Tara Nelson motioned "that we buy a combination padlock for the door of the popcorn machine to prevent unapproved usage".  Kathy Rutter seconded the motion.  The motion was approved unanimously.  Tara will purchase the padlock.

11)   Audit Committee (Dee Cote)

• The function of the committee is to perform a financial audit of the budget reports.
• We need three people - they can not be or have been on the executive council to be on it.
• Please put out the word that we are looking for people.  If anyone is interested they can contact Dee Cote, treasurer. 

12)  Open Positions for 2008-09: Membership Chair, In-School Programming

The next meeting will be Wednesday, February 28th @ AES at 6:30pm.