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Business Meeting Minutes

November 14, 2017

The Phyllis E. Williams Parent Teacher Organization (PTO) met at Phyllis E. Williams
Elementary School in Upper Marlboro, MD on Tuesday, November 14, 2017 at 6:30PM.
President Gullab called the meeting to order at 6:47PM.
The following additions were made to the agenda:
1. New Business Cooking Class Enrichment program
2. New Business PTO Website Updates and notifications
3. PTO Parent Concerns Cafeteria food shortage
The agenda was adopted by common consent.
Fundraising Committee Report
The committee report was provided by co-chair, Camille Jones. Ms. Jones reported the Pumpkin
decorating Contest was a success with 55 participants. The fundraiser generated $334.00 in entry
fees. Supplies for the contest and prizes for the three winners cost $44.46. The net profit for the
event is $289.54.
The Donation Drive raised nearly $650. The committee will consider organizing another drive in
the spring.
PEW PTO will host a Skate Night fundraiser on Friday, December 8th at the SkateZone in
Crofton, MD. The PTO will receive a profit of the entry fees for all skaters entering during the
5-7PM skating session. Families and students are encouraged to participate. Fliers will be sent
home with the students after Thanksgiving.
Beginning December 3rd and running until December 15th, the PTO is sponsoring a wreath-
decorating contest. Similar to the Pumpkin decorating contest, student will enter a wreath
decoration. Fliers with information will be sent home after Thanksgiving.
The PEW PTO is sponsoring a candy fundraiser November 27th through December 18th.
Students will be sent home with a permission slip to participate. Once the permission slip is
received, student will receive their box of chocolate candy bars. Each box cost $60. Proceeds
from the sale will be split 50/50 with the PTO. The Fundraising Committee is hoping to get at
least 200 students to participate in this fundraiser. Similar fundraisers at other schools have
netted between $7,000 and $10,000 with approximately 250 students participating. Additional
details will be sent home after Thanksgiving.
Presidents Report
President Gullab made opening remarks about the transition of the PTO Board leadership,
responsibilities, and plans for the school year. His plans included bi-monthly meetings with
Principal Hintz to address parent concerns, student recruitment, and retention. A request was
made for parents to assist with PTO events as well as members to join the Bylaws Committee.
ACTION ITEM: Corresponding Secretary Martha Heil will send the PTO members a copy of
the current bylaws as well as solicit members to participate on the Bylaws Committee.
ACTION ITEM: Ms. Heil will update the PTO email distribution list. Any PTO member not
receiving PEW PTO emails are asked to send an email to PEWPTO@gmail.com and request to
be added.
President Gullab discussed the boards intent to improve PTO communications by using email,
social media, and a quarterly newsletter.
ACTION ITEM: Vice President Niky Wooding will coordinate with the class moms to establish
a PTO ambassador to facilitate communication between what happening in the classrooms and
the PTO.
When discussing plans for the school year, President Gullab agreed to solicit input from the PTO
members, school administration, and teachers and bring the ideas to the members to discuss at a
future meeting. Principal Hintz expressed his wish list including a projector system in the
classrooms or scholarships for the activities classes that are given before and after school.
President Gullab will also meet with members of the Recruitment Task Force to understand their
plans for recruitment and middle school language immersion programs. The Language
Immersion Task Force sponsored by PGCPS is made of representatives from the various
language immersion schools in the county. Representing PEW is Qualahnia Randall, Alana
Smith and Delores Millhouse. The task force next meeting is November 28th
President Gullab and Principal Hintz also discussed PEW internal committees on grade level
promotions and 5th grade international trip. By design and in conjunction with the school
systems policy, the trip is planned for 5th grade students only. Details on the 5th grade
international trip are forthcoming.
Treasurers Report
President Gullab gave the treasurers report on behalf of Treasurer Chaitra Chambers.
Pumpkin contest results -
$334.00 total income
-$44.46 expenses (supplies and prizes)
$289.54 net income
Donation drive results -
$661.19 total income (check deposited 11/13)
-$60.00 expenses (Mr. Butlers time at the school on the day of the event)
$601.19 net income

Other expenses - $75 meeting childcare (*Note: the childcare provider was unable to make the
meeting due to a family emergency. Childcare was cancelled for the November 14th meeting and
the $75 check voided.)

Bank balance inclusive of all of the above - $3,655.69

Old Business
The Old Business was closed out with the final financial updates from the Treasurer. No further
action required.
New Business
1. PTO Fundraising Goals: Input on fundraising and program goals will be solicited from
members as announced in the Presidents Report. Goals will be added to the next
meeting agenda and discussed.

ACTION ITEM: President Gullab will send an email to get member input on goals for
fundraising and PTO programs.

2. Childcare services at monthly meetings: The board discussed providing childcare


services at the monthly PTO meetings. Childcare services are $75 per meeting however,
they are not a part of the current PTO budget so additional revenue would be needed in
order to pay for this service. Suggestions were made regarding pricing per child or parent
volunteers to provide childcare. After a discussion and full consideration, the members
decided not to pursue childcare services for PTO meetings.

3. Cooking Class Enrichment program: A parent recommended a cooking class called


Tiny Chefs to start in January. It is an eight- week session, accommodates 12 kids, and
is open to all ages K-6. The cost is $190 per child. The company provides all materials.
The class is filled on a first come first serve basis. The company is currently awaiting
approval by the school system as a vendor before the classes can start. Concerns were
raised about cost per child and transportation.

A request was made for the PTO to research the number and quality of enrichment
activities offered at the school as well as transportation for participants.
PTO Parent Concerns
1. Cafeteria food shortage: There is a concern regarding menu items running out and not
available to students particularly in the 3rd lunch period.
ACTION ITEM: Mr. Hintz will meet with the cafeteria manager to address the concern
this week.

2. PTO Website Updates: There is a concern that the PEW PTO website is not updated with
the most current information. For example, the meeting agenda was not posted.

ACTION ITEM: Ms. Heil will work on updates to the website and will ensure that
meeting documents like minutes and the agenda are posted in a timely manner. Parents
were also encouraged to follow the PEW PTOs social media accounts for up-to-date
information.

ACTION ITEM: The PEW PTO Board will research text message and push notification
services so that information may be distributed more effectively to parents.
Announcements
1. Schedule of upcoming school closures (i.e. Thanksgiving break) and early dismissal
reminders.

2. The PGCPS World Languages Office is leading an event to donate supplies and money to
families in Puerto Rico. They are reaching out now because they finally have a pathway
that supplies can actually reach people. The deadline for participation is December 1st.
Student received fliers and information in their folders on November 14th/15th.

3. PGCPS budget community input survey: Parents were reminded to provide input on the
upcoming school year budget via the survey by PGCPS. The survey can be found at
http://www.k12insight.com/Lets-Talk/embed.aspx?L=PYXZX6T5N5LT

4. The next PEW PTO meeting will be Wednesday, December 13, 2017 at 6:30PM.

There being no additional business, the meeting concluded at 8:39PM.

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Meeting minutes prepared by Keenon M. James, PEW PTO Recording Secretary

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