PTF Meeting Minutes
November 6, 2006

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Byron Sheets welcomed everyone to the meeting and began with prayer.

Referring to the Meeting Agenda, the following was discussed:

Agenda Item #1:

Jeanie Hetrick welcomed the GFA Board Members, Administration and parents in attendance and suggested a brief introduction.

Ken Sheldon introduced his staff members:
          Karri Fisk, Athletic Director
          Judi Magee, Development Coordinator/Alumni/Auction
          John Mather, School Counselor
          Danette Pool, Preschool Director
          Gaylen Smith, Technology Director
          Maxene Brown*, Office and Business Manager
          Sue Justus*, Bookkeeper
          Debbie Johnson, School Secretary
                   *Attended meeting

During his introductions, Mr. Sheldon mentioned that Gaylen Smith is in the process of researching a school management software system.  This system would provide a means for parents to review their students’ school progress via the Internet. 

Stan Morse, Chairman of the GFA Board of Directors, requested self-introductions by the board members present:
     Brenda Butler, Secretary of School Board/Executive Committee/Academic           Affairs/Student Affairs
     Joanne Warren, Board member
     Carol Emerson, Academic Affairs/Student Affairs
     Glen Koch, Investment Endowment Committee
     Merlin Glanzman, Alumni Representative/Finance Committee/Academic Affairs
     Lucille Davenport, Academic Affairs
     Dave Davenport, Vice Chairman of Board
     Julie Douty, Co-Chair of Student Affairs

Jeanie Hetrick introduced the GFA PTF Officers for 2006-2007:
     Encouragement Team:        Sheila Beeman / Trina Beers / Monette Glen
     Spiritual Team:                       April Sheets
     Volunteer Team:                    Debbie Swanson
     Communication Team:        Jan Harritt / Jeanne Maloney
     Vice President:                      Cherie Fredricks
     President Team:                  Jeanie Hetrick / Byron Sheets

Byron Sheets took this time to review the PTF Mission Statement:
“The PTF, as an auxiliary organization, is committed to support and uphold the mission and vision of GFA by fostering a positive relationship between the staff, school board and families.”

Byron also wanted to convey that the PTF is not a grievance committee.  Please refer to the Student/Parent Handbook where GFA’s Conflict Resolution procedure is outlined on page 8. 

Sheila Beeman asked the Board to describe the responsibilities of the Student Affairs Committee.  Julie Douty explained that this committee determines the policies that are discussed in the GFA Parent/Student Handbook.  They also help to develop the school’s extra curricular activities.

Dave Davenport said that the Academic Affairs Committee is responsible for ensuring the school’s accreditation.  This committee also manages the renewal of teacher’s contracts.

Stan Morse stated the remaining committees that are currently under the Board’s responsibility:

• Budget and Finance
• Property and Maintenance
• Transportation
• Investment Committee
• 100-Year Celebration

Agenda Item #2: 

The October PTF meeting summary has been posted to GFA’s website.  Beginning with November’s meeting, the Communication Team will take the minutes of the PTF monthly meetings.  A summary of the minutes will be sent to:

• Brenda Butler for inclusion on GFA’s website
• Michelle Jeppe for inclusion in the Elementary school’s Monday newsletter
• Debbie Johnson for inclusion in the monthly On Campus newsletter

Agenda Item #3:

Jeanie Hetrick reviewed a summary of Board Meeting notes she had taken at the October 16th meeting:

• Jeanie requested quarterly updates of the progress concerning policy development to the Student/Parent Handbook and to the draft proposal to the Board regarding the Board Bylaws and Amendments.
  
  
• The Board requested a PTF representative to conduct devotions at the July or August Board Meeting.  ACTION:  J. Hetrick/B. Sheets to follow up at the next PTF meeting.
  
  
• The Bible curriculum has been changed for the 9th and 10th grade classes.  New books have been received and will be distributed to Pam Mavencamp's and Heidi Belt’s classes. 
  
  
• The Academic Affairs Committee discussed academic eligibility requirements for students who participate in sports.
  
  
• GFA’s enrollment is currently down from last year by three.
  
  
• Sport Highlights: Varsity Volleyball made 1st place and participated in State Competition. Junior Varsity Volleyball also made 1st place for the 3rd year in a row. Cross Country participated in State Competition and some students also placed well.
  
  
• Meetings are in progress to review and discuss emergency procedures for the school.
  
  
• The Student Affairs Committee is currently working on procedures for planning various trips and budget preparation for the next Senior class. It will also detail the role of the student advisors positions. This should be completed before the school year-end.  

Agenda Item #4:

A new form entitled “Suggestions for PTF Volunteer Projects” was submitted.  The goal is to have GFA parents, teachers and Board members fill out the form in an effort to organize and accomplish school projects.  Blank forms can be found at the school office.  Please fill them out and return to the GFA PTF Suggestion Box located in the school office. 

Debbie Swanson can provide recommendations of parents willing to volunteer their time to work on projects.  Parents, teachers, and Board members are encouraged to contact Debbie or email her at aaa1self@msn.com  to discuss their needs.

Agenda Item #5:

Jeanie Hetrick reminded everyone about the PTF Suggestion Box.  This is a means to communicate ideas to the PTF.  Cherie Fredricks volunteered to pick up any information in the suggestion box on a daily basis.  ACTION:  Cherie to coordinate with Jeanie a process for taking action on suggestions.

Agenda Item #6:

Jeanie Hetrick announced that she had received a suggestion from an elementary school mom to conduct Spanish classes for Kindergarten or first graders.  It was discussed that this idea be presented to the current Spanish 1 teacher.  The thought is to introduce this to the young students on a 10-minutes/day basis.  ACTION:  Cherie to report findings at the next PTF meeting.

Agenda Item #7:

New Business:

• Byron Sheets mentioned that the Board is looking for someone to oversee property matters.
  
  
• Joanne Behrends, Quaker Village 2007 Auction Coordinator, provided an Auction update.  In November, all classes are tasked with determining a theme for their class baskets.  December’s project is to compile a “wish list” for the Auction.  This list will provide a stronger opportunity to receive donations at next year’s auction.  If a list is compiled several months prior to the auction, companies are in a better position to donate.
  
  
• Brenda Butler would like parents to know that if they have photos of various school activities to share on GFA’s website, please forward to Brenda at the school office or via the website. Printed photos, photos on CD, or emailed photos are acceptable.  Captions are very helpful.

Agenda Item #8:

The next PTF meeting will be held on Monday, December 4th at 7:00 PM in the school library.