Executive Board Meeting, Monday, July 20, 2015
In attendance: Nancy Downing, Cindy Griffiths, Jan Spencer, Lori Merrill, Gayle Santiago, Belinda
Tilley, Chris Schauer, Tadhg Larabee, Rachel Cohen, Kim Henein
Januray 22, 2015 minutes: Nancy made a motion to approve. All in favor.
Treasurer’s Report: Lori reviewed the financials of the organization. There may be more
information to add, but we appear to have about $15,000 in the bank.
Communications: Cindy shared information about social media. She has gathered information
from other groups and is putting together a plan for a PTSA Facebook page. Nancy raised the
issue of outreach to Spanish-speaking parents, as well as teachers, and students. For Spanishspeakers we discussed the idea of having the RMBC announcements translated into Spanish, so
that Spanish-speakers would have access to the information if they sign up for email alerts. Tadhg
will look into students who may be interested. Nancy suggested that for each of the groups we
focus on the question, “What’s in it for me?” For Spanish-speakers we could perhaps have
mentors. We could also have a night when we invite Spanish-speakers. It was discussed to look
into finding ways the people can receive RMBC announcements (as well as PTSA information) via
text message. We would like more teachers to join. We discussed sharing highlights of the
meetings with them to keep them informed, and the let then know that we can help their voices
be heard.
For students, it was discussed that we offer a drawing for Chipotle as an incentive or them to join,
and let them know that the PTSA can be a source of funding for their clubs (through grants.) We
will communicate with students at the Club Fair and plan to have food at our table. Lori
suggested that we ask the school staff if they can publish one page online that includes the
various ways to keep in touch with the many organizations (including the PTSA) at RM. We can
pring out, maybe on cardstock, various ways to stay informed by the PTSA, to be handed out at
BTSN.
Calendar: Meeting dates for general membership / information nights are as follows:
9/27 (information session only – no meeting)
10/20
11/17
12/15
1/19 (Executive Board Meeting only)
2/16 (general membership meeting only – no information session
3/15
4/19
5/17
Tahdg shared a list of topics for the information nights. The Board discussed adding alcohol/drug
awareness and the new SAT to the workshops listed.
Membership forms/Volunteer Survey/List of Accomplishments: Nancy handed out a draft of
the membership form. Nancy suggested bringing back a list of “Past PTSA Accomplishments,” to
be included on the membership form/packet. Reading from her notes, she suggested beginning
with our mission statement, followed by - 1) helping to bridge high school and career, grants to
teachers and student organizations, Post Prom (emphasizing safety), connecting teachers,
students and parents, publishing the directory, information sessions, Fleet Street advocacy,
grocery programs to raise money for the school, Reflections, helping our voice be heard in the
county. Nancy will look into making the membership form electronic. Belinda and Tadhg
suggested keeping the pages simple and not too overwhelming. We discussed how to make
everything electronic/online in the future. Many in the group like the idea of using Sign-Up
Genius for events. Volunteer survey should not overwhelm people, but rather let them know that
even 2-3 hours per year is appreciated. We need to communicate that volunteering can be
manageable.
Volunteers and Directory: Nancy and Gayle will discuss. The directory is not meant to be a
fundraiser, but rather a service. We agreed to keep the discount rate ($5) until 10/31. We will try
not to over-order.
Post-prom: Rachel reported that this event was successful. 441 students attended. Most left by
4-5 am. Only one incident was report and it was handled quietly – parents were contacted.
Administration stayed at the event quite a while this year. Next year the prom is on Friday, May
13th. Post Prom is expected to run in a similar fashion to this year’s event. Financial issues are
anticipated. We can expect to make approximately $3,000 less in fundraising. We will need to
recruit people to help with fundraising. When people check of Post-Prom on the membership
form, names will be sent to Gayle. She will follow up and find out if anyone is interested in
fundraising. Nancy suggested keeping the special Post-Prom donation line on the membership
form, since we raised $800 last year that way. It was suggested that with meet with
administration to suggest a presentation about drinking/drugs and driving before the prom. This
would likely be done in conjunction with the SGA.
Welcome Back Staff Lunch: Thursday, August 27, 2015. Last year we had Chinese food – it was
more cost effective than in the past but we don’t want to do the same thing this year. We will
need to count on $10/person for 220 staff members. Drinks can be donated. Perhaps we can
consider Greek food? We will also contribute snacks later in the year to a staff event. That will
cost about $200 per event.
Back to School Night: Thursday, September 17,2015.
Cluster Carnival: Saturday, September 19, 2015. This is an SGA fundraiser for Make-A-Wish.
The details are not worked out yet but it would be nice to start a tradition to participate in this
SGA event. We may suggest to them that it might be difficult to arrange by 9/17. RM sports teams
will be involved and some may not have completely formed by 9/17. Perhaps we can suggest the
PTSA donate food, such a burgers.
New Budget: Nancy, Jan and Lori will discuss, with input from Board members elicited by email.
Jan’s email [email protected]. We can vote by email if needed. At this time, it appears there will
be need to approve monies for BTSN, and perhaps to SGA before the 10/15 PTSA meeting.
Monies for the Staff Appreciation Lunch were already voted on and approved.
Other Business: Nancy suggested a position called Membership VP be included in the bylaws.
The bylaws need to be reviewed by January 2016, so it is a good time to consider this change.
Belinda will work on that. We also discussed the Traffic Study. Safety is still a concern at drop
off time. We would like Montgomery County officials to be aware of this. Perhaps our
administration can communicate with the safety officer at RM. Cindy is on a county committee
but this has not been discussed yet. Nothing is likely doing to change with traffic flow in the city.
Flow of traffic on RM property is the responsibility of MCPS, but if illegal U-turns are an issue, we
can request the county enforce the rule. Nancy will look into this.
Adjourn: Nancy moved to adjourn. All in favor.
Respectfully submitted by Kim Henein, Corresponding Secretary