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PTF Meeting Minutes
November 5, 2007

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In Attendance:

PTF Officers
  Jeanie Hetrick/Sheila Beeman President Team
  Monette Glenn Encouragement Team
  Debbie Swanson/Connie Aebischer Volunteer Team
  April Sheets/Deb Childs Spiritual Team
  Jeanne Maloney Communication Team
GFA Board Members
  Gary Brown   Glenn Koch Wendell Unrau
Faculty & Staff
  Steve Magee Judi Magee John Mather
  Ken Sheldon    
Parents
  Jan Armstrong   Debbie Comfort Stacey Fisher  
  JoAnn Behrends Mary Dow   Marty Koch
  Byron Sheets Becky Stephens Jeff Swanson
  Risa Tiegs    

The meeting opened with a prayer led by Byron Sheets

  • Jeanie Hetrick welcomed everyone and asked Gary Brown to introduce the Board members in attendance.  Jeanie also introduced the PTF Leadership Team.
  • Jeanie introduced JoAnn Behrends, GFA’s Auction Chair.  The 2007 Auction report was previously submitted to the board.  The Auction Storage room will be in the Kindergarten basement.  This room may also be used for PTF storage if needed.
  • The following highlights from the last GFA Board Meeting were reviewed:
    • Becky Stephens read a letter written to the Board expressing parents concern over the importance of filling the school’s Principal position.
    • School enrollment was at 245 families for the 2007/08 school year, and is now at 242.
    • The Kick-off dinner in October brought in $55,000 towards the Centennial fund.  The last kick-off dinner is scheduled for November 17th in Oregon.
    • Old Business:  Reviewed handouts from Gary Brown - the superintendent’s job description, Bylaws, Strategic Business Plan (3, 5 and 10 years) – where do we want to be going?  Need to have long-term plans in place.
    • ACSI training and costs will be discussed at the next Board meeting.
    • Marty Koch presented an overview of the current insurance coverage.
    • Maxene Brown presented the monthly financial report.
    • Fireside chats with Ken Sheldon will be planned for the school year – first date is to be determined.

PTF Leadership Updates

President:  Jeanie Hetrick presented the following new business:

  • The bus transportation topic was discussed with Maxene Brown.  A Bus/Carpooling draft handout was presented at the meeting that proposes carpooling if the bus doesn't work out.  Parents could get in touch with other parents to arrange for a carpool.  This information may also be used as a part of the school’s registration packet.
  • Jeanie asked the meeting attendees if using the PTF E-mail distribution for other needs is acceptable.  It was agreed that if parents have information to pass on, that they will be referred to the RenWeb E-mail distribution list.  It was also suggested that the PTF E-mail list be protected by using the “bcc” feature on E-mail.  This prevents the distribution list from being viewed by all on distribution.
  • The Appreciation Bulletin Board is now complete and Thank you notes are ready for students, parents and staff to sign in appreciation to all those who made contributions to the school over the past several months.  All are encouraged to stop by to include your heartfelt thanks to these people.  The board is located in the hallway near the school office.
  • Sharon Needham has proposed beginning a new program entitled “Volunteer School Needs Fund”.  This program suggests families donate $1.00 per month on the second Tuesday’s of each month in order to raise funds for school project work.  This project fundraiser would by on a voluntary basis.  A handout was presented at the meeting and is included at the end of these PTF minutes.  Sheila Beeman expressed concern about how the money would be used and that the PTF really did not want to get involved with fundraisers.  Connie Aebischer suggested that the idea be presented so that parents could donate funds or supplies towards a PTF workday fund if they so desire.  Many parents are unable to spend time at the school workdays and would welcome the opportunity to make a monetary contribution.
  • Jeanie Hetrick had spoken to Ken Sheldon and it was agreed that the PTF could establish an account similar to the individual class accounts.  Jeanie and Sheila will talk to Ken about his approval for this PTF Fundraiser.

Volunteer Team:  Debbie Swanson presented the following new business:

  • The October family workday was a great success.  A list of completed projects can be found on the school website.
  • Next workday is scheduled for Saturday, November 10th.  Some of the work planned is inside painting, teacher’s lounge, kindergarten, Karri Fisk has athletic plaques to be displayed on the walls near the school lobby.  Outside work:  move sand and bark in the areas of the preschool, kindergarten and elementary school.
  • The elementary playground was delivered the first week of November.  Several families made large donations to complete the funding for this huge project.
  • Funds were also given to purchase concrete blocks for the elementary school planters.
  • The volunteer list has been updated and is available on the school website.  This list has been used a great deal and is very useful to many.  Over fifty forms were completed at school registration and have helped supply volunteers for:  Harvest Dinner and various classroom and school functions.  If parents or teachers need a printout of this information, contact Debbie Swanson.
  • Pricing for new lockers has been researched and is available.

Old Business – Volunteer Team

  • Ken Sheldon approved the last version of the volunteer form.  He will present it to the teacher’s at their upcoming meeting.
  • The faculty and staff Birthday/Bio sheet have been turned in, but more are still needed.  Monette Glenn will redistribute to the teachers and staff for their input.
  • New families are being contacted by the PTF Encouragement Team.  The team will speak with teachers to see if a room parent can be established in order to help PTF combine their efforts.

Spiritual Team:  Mom’s in Touch are meeting every Friday at the school from 8:30 AM to 9:30 AM.  Deb Childs has agreed to serve as a co-PTF Team Lead with April Sheets.

Other New Business

  • A parent questioned how complaints by parents are handled and when and how does the board hear about parents concerns?  Ken Sheldon stated that parent/teacher issues are normally resolved between them, following Matthew 1:18.  If several parents come to Ken Sheldon about the same issue, a performance improvement plan is presented to the board.
  • A parent questioned what can be done to move the Harvest Dinner to a special fund item instead of a general fund item.  Due to budget, this is not feasible.  This year we served about the same number of attendees as last year.  Debbie Swanson suggested including all grades to sell tickets for the Harvest Dinner.  This has been tried in the past and high school students don’t have an interest in selling tickets.  It was stated by Mr. Sheldon, that “other” kids may sell tickets if they want to.
  • A Spanish teacher has not yet been hired for the remainder of the school year.
  • A post-Harvest Dinner meeting will be planned with Ken Sheldon in the near future.
  • Can PTF attendees fill out an evaluation form about PTF meetings attended?

Upcoming PTF Events

  • Next PTF Work Day is scheduled for December 8th from 9:00 AM till about 3:00 PM

The next PTF meeting will be December 1, 2007 at 7:00 PM in the dining hall.