MESPTA Board Meeting March 11, 2009
MOANALUA ELEMENTARY SCHOOL PTA INC.
PTA BOARD MEETING
March 11, 2009
CALL TO ORDER: President Lori Shimoda called the meeting to order at 6:03 p.m. in the MES library.
VOTING MEMBERS PRESENT: Lori Shimoda, Robb Taone, Lei Fukumura, Joanne Rosen, Rae Tom, and Maddie Ledda.
NON-VOTING MEMBERS PRESENT: Denise Arai, Carol Mann-Molay, Marissa Ayag-Garcia, Tamara Ochoa, Terri Kimura, and Susie Okumura.
MINUTES OF THE LAST MEETING: The February 11, 2009 meeting minutes were not approved since L. Fukumura did not bring copies to the meeting. L. Shimoda reported that in the future all of the minutes that have not yet been approved will be posted on the PTA website. L. Shimoda explained that the PTA Board has 11 voting members and that seven voting members need to attend a meeting in order to have quorum. It was previously determined that the voting members who cannot attend a meeting should send L. Shimoda their vote by proxy.
TREASURER’S REPORT: Treasurer R. Taone reported that we need to approve the December, January and February budgets. R. Taone distributed copies of the February budget which shows that $128.00 was brought in this month and that $6,932.75 was expensed out. He also reported that we budgeted -$40,000 but actual figures show that we are still in the positive. He explained that the general ledger shows where the money went and how it came in. The process works well for teachers who need reimbursements. In the past it would take months in order to receive a reimbursement.
M. Ledda’s receipt was discussed. R. Taone reported that he does not know where it is but believes that he will be able to locate it. After M. Ledda conducts research she must get back to R. Taone.
R. Taone reported the following budget amendments:
1) Service Group: This year there are 85 more students among the fifth and sixth graders thus they are requesting an additional $500.00. They currently have $1,500 but they need $2,000.
2) Big Island Trip: The fourth graders are requesting funds for two students. The normal price is $385.00 per person which includes food, airfare and housing. The PTA subsidizes $140.00. The fourth graders helped six children by fundraising but there are still two more children requiring funds. It cost $320.00 for student booklets. There is a $600.00 total increase.
L. Shimoda commented that last year’s fourth grade trip to the Big Island was very organized and that the students took along the booklets which added to the learning experience. L. Shimoda is in favor of helping to pay for the cost of the trip. She noted that students conduct fundraising and it is a great educational experience to add to the Hawaiian course.
3) May Day: R. Taone reported that we did not include May Day in this year’s budget because we thought it was held every other year. The total cost will be $1,100.00. Grade level expenses are $800.00. This is based on a cost of $100.00/grade level. Committee expenses are $300.00 and include Paint To Live, postage for invitations, thank you cards, CDs and leis. L. Shimoda is in favor of supporting the May Day budget amendment.
A vote was taken and all three budget amendments were approved.
Vice Principal Mann-Molay asked about page three of the budget. She inquired about the “yearly school event” which was allotted $1,700.00. It was determined that the “yearly school event” was actually May Day. Since May Day was already included in the budget the PTA will have to withdraw its approval of the third budget amendment.
Vice Principal Mann-Molay then asked about the $300.00 for the picnic. L. Shimoda replied that it was for cash prizes. They are changing it because a lot of grade levels are involved.
COMMITTEE REPORTS:
RAP – W. Hadano and Lisa Lee. L. Shimoda reported that W. Hadano will be stepping down as the RAP chairperson. Thus RAP will need a committee chairperson. L. Lee will remain with the committee. L. Shimoda requested that members spread the word that a new chairperson is needed. She also asked that members recruit others to join the PTA and become actively involved.
ARTS & CULTURE – Michelle Gandee. L. Shimoda reported that M. Gandee would like to schedule the Reflections Awards Ceremony.
E-BOOKS- Rae Tom and Tammy Sonoda. L. Shimoda reported that T.
Sonoda will be stepping down. L. Shimoda wants to morph the committee into a fundraising committee. The Fun Fair would be a sub-committee under the new fundraising committee.
FUN FAIR- Jasmine Maeva. L. Shimoda reported that she does not think that J. Maeva will be continuing as the chairperson of the Fun Fair Committee. This will be the third year that L. Shimoda will have to train someone for the position.
HOSPITALITY-Maddie Ledda. M. Ledda agreed to stay on as the chairperson of the Hospitality Committee.
MANPOWER- Kim Fujikawa and Fred Wang. L. Shimoda reported that K. Fujikawa is expecting a baby. However, F. Wang will stay on as chairperson of this committee.
MILITARY LIAISON-Marissa Ayag-Garcia. L. Shimoda reported that M. Ayag-Garcia will stay on as chairperson of this committee.
ORCHESTRA-Maydean Martin. L. Shimoda reported that M. Martin has agreed to stay on as chairperson of this committee.
WEBSITE-Stephen Figart. L. Shimoda reported that S. Figart will stay on as the chairperson of this committee.
UPCOMING EVENTS
L. Shimoda reported that a general membership meeting must be scheduled before the Starlight Concert. Since M. Gandee has another job she wants to schedule the Reflections Awards Ceremony for either a Thursday or Friday in April. L. Shimoda will have M. Gandee contact Principal Arai. They will check with the SCC to see if they would like to participate.
Tamara Ochoa commented that at the previous Reflections Awards Ceremony some parents were upset because everything was rushed and parents wanted to take photos. It seemed like students were pushed on stage and then off. It was almost like an assembly line. Vice Principal Mann-Molay agreed with the concern and stated that it did seem like an assembly line.
STARLIGHT CONCERT-Vice Principal Mann-Molay reported that the concert is scheduled for Wednesday, May 13, 2009.
TEACHER APPRECIATION-L. Shimoda reported that this event is scheduled for May 6, 2009. It will include a potluck lunch and relaxation activities. She contacted a woman who provides healing touch. She will need to find someone who has a massage school in order to recruit students to volunteer.
Lauren Kamikawa reported the “Be Positive” 6th grade drama production is scheduled for March 19, 2009. There will be two shows at 8:30 a.m . All grade levels are invited to attend. She encouraged everyone to come to see the show which will be held in the cafeteria.
OLD BUSINESS
PTO- T. Hirashima reported that they are in the process of changing from a PTA to a PTO. As a PTO 90% of the dues will be paid to the PTA. This process involves the drafting of by-laws and articles of incorporation. Also a 503C tax exemption status needs to be obtained. The process has already started with the assistance of Darryl Taira, Esq. and the by-laws and the application will soon be completed. Later, we will need both the membership and the Board to vote in favor of dissolving the PTA. Every year the PTA pays $200 in insurance. AEON insurance company is offering top of the line insurance coverage for $800.00. The payment of the insurance proceeds would be our only annual cost. Many schools have gone in this direction. L. Shimoda inquired about a time frame. T. Hirashima responded that it depends on IRS approval but he is hopeful that the process will be completed by the end of the year or by early next year. L. Shimoda stated that we could start next year since the board is intact. Once the paper work is completed we can dissolve the PTA.
A member asked if dues would be collected. T. Hirashima and L. Shimoda both responded affirmatively. T. Hirashima reported that the PTA dues help the school and that this is why most people join the PTA. However, it ends up not really being a fundraiser since most of the dues are turned over to the PTA. S. Okumura inquired if two organizations could exist at the same time. T. Hirashima said “yes” but pointed out that we don’t want to end up owing next year’s dues. R. Taone said that the bill from the State PTA does not come until either August or September. T. Hirashima stated that we need to be careful that the insurance coverage does not lapse.
NEW BUSINESS
L. Shimoda reported that we need to work on the 2009-2010 budgets since it would need to be approved at the Starlight Concert. L. Shimoda asked for the grade levels to come forward with their budgets at this time. L. Shimoda said that the PTA wants to help with school essentials. She added that this year we had to cut out some things because there was not enough money. Principal Arai said that the community may be feeling pinched for funds and this will trickle down to the school. L. Shimoda stated that it is still better for the grade levels to ask instead of holding back. That way the PTA can at least put the request in as a line item. It is a slower process when we have to put the request in as a budget amendment.
Principal Arai reported that the SCC scheduled its April 22, 2009 meeting so as not to interfere with the HAS testing day. This will be the last HAS testing day.
The next PTA board meeting will take place on April 22, 2009 at 6 p.m. L. Shimoda reminded everyone that the budget must be completed prior to the April 22, 2009 meeting since the Board will have to vote on it during its April 22, 2009 meeting. She has to look at it one week in advance. After the April 22, 2009 board meeting the budget will have to be taken to the General Membership meeting. R. Taone said that we need to be clear about how budget submissions work. In the past budget submissions have gone to Principal Arai and then to the PTA. But some individuals submitted them directly to the former Treasurer, Ernie Ramiscal. R. Taone will turn away any budget submissions and refer them to Principal Arai.
R. Taone also explained the following: Every line item budget is included on the Actual v. Budget. Each sponsored program has a line. The budgeted line represents what was asked for. If they intend to keep it the same they create one page and put it on the same page instead of creating one form per page. All line items are on one form. They only need to turn in the purple form if it is an addition. This is a shell to tell us what to expect and it is located in the PTA drawer. Principal Arai pointed out that there is a difference between vendors and things. According to R. Taone if we need to pay them directly then it is a vendor. Principal Arai explained that they must attach the MES purchase order if they want MES to pay it first. Then, when the bill is submitted, the PTA will pay MES. A purchase order is needed if we buy through MES. R. Taone said that whatever is easier for the teachers is acceptable to the PTA. All methods are efficient.
Principal Arai recommended the MES purchase order method if payment is required right away and pointed out that anything that can be billed should go through the PTA.
L. Shimoda stated that we can do email discussions and approval of the budget and get it ready for the general membership meeting. It was agreed that the teachers are to submit their forms to Principal Arai by the close of business on April 15, 2009. Principal Arai will turn the forms over to the PTA on April 17, 2009 by 2 p.m. Then, on April 18 the PTA Finance Committee will meet to create the budget.
Administration Report-Principal Arai reported that the substitute worker in the office, Mary, started on Monday. The position is frozen and vacant. If anyone knows of someone to substitute as a clerk Principal Arai needs assistance in closing out the school year and throughout the summer. She is not sure how long Mary will remain. A member inquired about the position’s job and Principal Arai stated that the employee must be able to smile, greet, alphabetize, sort and take messages. Principal Arai is looking for people to help in the office and will fill paid positions.
Vice Principal Mann-Molay reported that the Board of Education’s community meeting took place last night. She further reported that 35 Orchestra students performed along with 12 Salsa dancers. The meetings usually occur once every three years. It is an open forum for parents to ask questions of board members.
Principal Arai reported that yesterday, in the morning, Mr. Chinaka, volunteers and students taped Cooks for Kids in the cafeteria. They taped staff prepping Hawaiian food.
Also, in the afternoon they taped the third grade class.
Making the Grade- L. Shimoda reported that Suzie Okumura gave her information on a company who buys and delivers the school supplies for your children. Once a school registers with the company they will put packages together and deliver it to the school. Three percent of the gross revenue is donated back to the school. Tamara Ochoa reported that in Washington the school sold the odd and difficult to find items. She also represented that she would definitely be interested in the service. Principal Arai said that Target has a sign up. S. Okumura said that School Mall is an on-line ordering site with vendors associated with the site. Anyone can shop for MES and all of the credit goes to MES. L. Shimoda stated that there is a lot of free money out there and that it would be great if we can have the Finance Committee register us and disseminate the information. However, L. Shimoda does not want the PTA to “step on the toes” of MES. She made it clear that the two entities should not compete.
Principal Arai mentioned the Foodland E-Script Shop for Education. R. Taone reported that every month we receive over $100.00. This month we received about $77.00. Principal Arai reported that some parents do not want any portion of the money to go to the PTA and would rather have all of the money go to MES. However, Principal Arai reported that she does not mind because of the amount of work involved.
S. Okumura earned over $700.00 by collecting box tops. She uses the money to purchase her supplies such as the blue colored paper for newsletters. S. Okumura has posted a list of products with the applicable box tops. Also, the list can be found on the Boxtop for Education website.
It was reported that Mrs. Gushi collects Campbells and laser cartridges. Principal Arai and L. Shimoda will follow up with Target. Principal Arai is fine with the PTA registering with Target since all of the money will go back to the students. L.Shimoda pointed out that this could assist service groups.
L. Shimoda thanked M. Ledda for tonight’s dinner.
ADJOURNMENT: President Lori Shimoda adjourned the meeting at 6:23 p.m.
NEXT MEETING: The next PTA Board Meeting will be held on April 22, 2009 at 6 p.m.
Lei Fukumura
MES PTA Secretary