Holt Elementary PTO

May 2, 2024

Agenda

• Welcome
• Secretary/Minutes -Stephanie
• Treasury/Budget - Jill
• Funding Requests - Kim
• Teacher Liaison/Principal Update - Lesli/Allan
• Non-profit Status Update - Kimberly
• 2024-2025 Board Nominations - Kimberly
• Board & Committee Updates - Various
• Adjourn

Minutes from last meeting

Vote to approve as read

Budget - Overview

• Budget Balance
• Starting Balance: 63,714.18
• Income: All our fundraising to day
• Expenses: includes our reserve ($15,928.55)
• Total balance: total between all three accounts

Budget - transactions

Budget - Income

• Income to still come in:
• Bangers & Brews
• Silent Auction
• Donations for teacher appreciation

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• Upcoming Fundraisers:
• BottleDrop
• Holt Bolt (Jog-a-thon)

Funding/Personal Reimbursement Request

• Funding Request
• Calming Room: 4-10 Noise Canceling Headphones
• Gullekson: Up to $150 for tie dye materials

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• Personal Reimbursement
• Kimberly Brown: $130 BubbleBro

School Updates

• Teacher Liaison - Lesli

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• Site Council

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• Principal - Allan

Program Updates

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• School Cents Program
• Holt Night Out
• Book Nook
• Last Day: May 30th
• Discussing a better time for 2024/2025
• BottleDrop
• Book Fair
• Spring Carnival & Silent Auction

Teacher & Staff Appreciation Week: May 6-10

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• Monday: Sip Sip Hooray! Hydration Station
• Tuesday: We DONUT know what we would do without you! Breakfast goodies
• Wednesday: NACHO Average Teacher & Staff. Taco buffet
• Thursday: If you give a teacher a cookie, they will want some coffee! Sweet Treats & Coffee
• Friday: You just HAP-PEN to be very INK-CREDIBLE! School supplies for teachers

Help Needed

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• Monday & Tuesday: Set up at 7:30am and clean up at 1:50pm
• Wednesday: Set up at 10am and clean up at 1pm
• Thursday: Set up at 10am and clean up at 1:50pm
• Friday: Distribution of school supplies

Donations: $265

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• School supplies still needed
• Crayola Markers (standard colors)
• Kid scissors
• Post-it chart paper
• Glue: sticks, small bottles, and gallons
• Erasable Pens (Frixion)
• Flair Pens (Black & various colors)
• Batteries (AA and AAA)

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• Canvas & clay
• Pencils
• Water Colors
• Crayola Bottles of Paint
• Kenetic Sand
• Play-doh
• Washable paint (brown, white, pink, orange)
• Dry erase markers & erasers

Holt Bolt Jog-a-thon

• April 26th: Assembly Kick-Off
• April 29th: Virtual announcements and Fundraising Packets sent home in Monday Mailer
• May 17th: Holt Bolt
• K-2: 8:20a - 9:45a (Running 8:30-9:30)
• 3-5: 10:15a - 11:40 (Running 10:25-11:25)
• May 24th: Packets due back to count towards fundraising goals and raffle tickets

Need Help with:

• Preparing for Day Of:
• Organizing day of table items
• Table assignments & signs
• Guests
• Prizes
• Rubber duckies for field day
• Mark the bottom of the ducks for prize

Need Help with:

• Accounting:
• Confirming money in packets (Dual Handling)
• Preparing student fundraising pages

Need help with Prizes:

• Individual
• Breakfast
• Cut Tie
• Class
• Dance/Bubble Party
• Sluggo Reading (Last week of school)
• School Wide
• Sundae & Water Balloons

Field Day - Tuesday, June 11

• 11 Stations:
• 40-45 Volunteers total
• 20-25 Volunteers per session
• Session I: 8am - 10:30am
• Grade 3-5: 8:45am - 10:15am
• Session II: 11:15am - 2:00pm
• Grade K-2: 12:00pm - 1:30pm

Field Day

• Supplies Ordered:
• Larger sponges, new palm trees, masking tape, tent rope & stakes, water balloons, zip ties, paper cups, otter pops, and potato sacks
• Supplies Needed:
• 2 large coolers/buckets for water balloons
• Long hoses to fill water balloons
• 16 ping pong balls & plastic spoons

2024-2025 Annual Elections

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Who can VOTE?

Voting Eligibility. All general members and members of the Board, with the exception of the Principal/Acting Principal and the PTO/Staff Liaison whose primary duties are to be advisors to the Board, are eligible to vote. The President shall vote only in the case of a tie.

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General Membership. All parents and/or guardians are included as a general member of the PTO. All general members shall have the right to know all matters pertaining to the PTO, and the right to vote on Board members and budget issues presented during General Meetings. Members have one vote per household.

Position Adjustment

• Webmaster and Communications (Social Media) Coordinator
• One solo person?
• Allow main chairs access to post and make edits?
• Possible title change to:
• Communications Secretary

Bylaw change

• Change in position titles
• Communications Secretary (Social Media & Website)
• Recording Secretary
• Program Coordinator to Holt Night Out Chair

2024-2025 Board Positions: Elections

• Elected Board Positions (10):
• President: Kimberly Brown
• Vice President: Amanda Knight
• Secretary: Tara Davenport
• Treasurer: Jill Ritz
• Assistant Treasurer: Martha Baldwin
• Members at large: Kodie Dorman & Alicia Davis
• Site Council Reps: Billie Jo Rodriguez & _______
• Volunteer Coordinator: Tiffany Rojas

2024-2025 Board Positions

• Non-voting Staff
• Principal: Allan Chinn
• Teacher Liaison: Lesli Harmon

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• Non-profit Requirement: Review/Audit Committee
• Chair: Martha Baldwin
• Member: Tiffany Rojas
• Member: Alicia Davis

2024-2025 Committee Chair Positions

• 5th Grade Celebration: Reed David, Kodie Dorman, & Jenny Lakey
• Bertha’s Birthday Bingo Bash: ___________
• Book Fair: Tina Tague
• Book Nook: Alicia Davis
• BottleDrop: Kimberly Brown
• Holt Bolt Jog-a-thon: Kimberly Brown
• Holt Night Out: ___________

2024-2025 Committee Chair Positions

• Library Liaison: Tina Tague
• OBOB: Jenny Lakey
• Penny Wars: Kimberly Brown
• School Cents Program: Stephanie Gibson & Alicia Davis
• Spring Carnival: Amanda Knight
• Teacher & Staff Appreciation: ____________
• Trunk-or-Treat: Kodie Dorman

2024-2025 Meeting Layout

• Monthly Meeting Day
• Day of the week?
• Week of the month?
• Combined or separate?
• Childcare: All or some?
• September & June PTO Meeting
• Family Potluck vs Actual meeting

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Volunteering needs

• Cafeteria?
• Help kids with numbers?

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• Any other school changes?

Proposed fundraiser & event changes

• Monthly Teacher/Staff Appreciation vs One Week
• Budget: ______

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• Winter Wonderland - Free Community Event
• Crafts, cookie decorating, photo booth, Santa

Proposed fundraiser & event changes

• Bottle/Can Drive
• Fall: December 2 - 6
• Oregon Home vs Washington on November 30
• Thanksgiving Weekend
• Spring
• April 21 - 25 (Earth Day Fundraiser w/BottleDrop)

2024-2025 Program Layout - Fall

Fundraiser/Community Events

• Penny Wars
• Line up with Curriculum Night - Sept
• Book Fair
• Week of October 21-25
• Trunk-or-Treat
• Tuesday, October 22
• Winter Wonderland
• Tuesday, December 17

2024-2025 Program Layout - Fall

Volunteering

• School Clean Up
• Likely August 24
• Book Nook
• Picture Day
• Health Screening
• Meals for Staff
• November 25 & 26

2024-2025 Program Layout - Winter

• Fundraisers/Event
• Bertha’s Birthday Bingo Bash & Silent Auction
• Tuesday, February 4th

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• Volunteering
• OBOB
• Book Nook

2024-2025 Program Layout - Spring

• Fundraisers/Event
• Holt Bolt Jog-a-thon
• Propose: Week of April 14 - 18
• Eugene Marathon weekend: April 25 - 27
• Teacher & Staff Appreciation
• May 4 - 9 (can pick 1 day)

2024-2025 Program Layout - Spring

• Fundraisers/Event
• Spring Carnival
• Propose: Friday, May 9
• Book Fair
• May 9 - 15

2024-2025 Program Layout - Spring

• Volunteering
• 5th Grade Celebration?
• Field Day
• Tentative: Tuesday, June 10

2024-2025 New proposed allocations

• Feed HOPE Advertising/Funding
• Set aside some funding to help purchase food to fill holiday boxes for families

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• Other

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2024-2025 Any other proposes

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Open for any changes

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Next meeting: Potluck

• Thursday, June 6
• PTO provides: Hotdogs & Buns
• Potluck Sides & Dessert
• Bring your own beverages
• Agenda:
• Thank you for a successful year
• Budget allocation Vote

Adjourned!