Jefferson County Open School
Parent, Teacher, and Student Organization (PTSO)
Date | time 04/11/2017 5:30 PM Meeting called to order by Stephanie Joy
PTSO Mission Statement: To create a positive environment by building collaborative community relationships.
All attendees for this meeting signed-in on a hardcopy sign-in sheet.
Approval of Minutes
March meeting minutes were not reviewed or approved at this meeting.
Stephanie Joy welcomed all attendees to the meeting and conducted introductions. No committee business discussed at this meeting.
The JCOS PTSO available general funds balance is: $20,284.27.
The JCOS PTSO Garden’s available balance is: $16,652.86.
The JCOS PTSO Parents of the Arts/Enrichment Program balance is: To be announced at next meeting.
Movie: Screenagers Feedback
Parents of the Arts/Enrichment Program
Livestreaming General PTSO Meeting to Community
Proposal to Approve Updates to PTSO Bylaws (see below)
The Co-President has been updated to President.
Parliamentarian has been added as an officer to the Board.
The Volunteer Coordinator title has been updated to Membership/Volunteer Coordinator.
The Marketing Coordinator has been removed.
Community Liaison and Student Representative positions have been added. These are not officer or Board positions.
The Term of Office was updated to align with fiscal year and verbiage added that an officer may not serve more than two consecutive, 2-year terms in the same position.
Added “Develop the overall policies of the PTSO” to Article V, Section 5.2 - Duties.
Article IV title has been updated with “Non-Officer” and non-officer positions identified: one membership/volunteer, community liaison, and student representative.
Article VI, Section 6.1 - Board Meetings the word “majority” was replaced with “quorum.”
Article VII, Section 7.2c - Banking “of a quorum” was added after “majority.”
Article VII, Section 7.2b - Banking, the two signatures requirement was removed.
Article VII, Section 7.4a - Distribution of Funds. Added verbiage “funding proposals $250 or more requested at general PTSO meetings will be further reviewed by the Board and a decision will be announced at the next general PTSO meeting. If a vote is needed, one will be convened.”
Added Section 7.5 - Sub-Committees of the JCOS PTSO and Section 7.5a - Garden Committee of the JCOS PTSO.
Valerie to check on changing fiscal year to August 1 through July 31st.
Change the membership dues to $20/household.
Bylaws approved at this meeting.
Publish/Promote 2017-2018 PTSO Fundraising Events Before Year-End
August 2017 - Registration and New Year’s Eve
September 2017 - Support the garden-led Harvest Feast event
October 2017 - Pumpkin/Zombie Dash, as well as Suits and Slippers/Reunion
November 2017 - Winter Market
December 2017 - Direct Gives Campaign
January 2018 - Support the school-led Peace Night event
February and March 2018 - None
April 2018 - Spring Market
May 2018 - None
6th Grade Continuation Funding Proposal - $500 (Not Approved)
After further review, the Board unanimously voted against funding the proposal because it was not compliant to the bylaws (see below).
Article I, 1.3. Purpose. The purpose of the PTSO is to enhance and support the educational experience at Jefferson County Open School (“JCOS”), to develop a closer connection between school and home by encouraging parent involvement, and to improve the environment and educational opportunities at JCOS through volunteer and financial support.
Article II, 2.2. The PTSO will work with the school and community to provide quality education for all students at JCOS and will seek to participate in the decision-making process establishing school policy, recognizing that the legal responsibility to make decisions has been delegated by the people to boards of education, state education authorities, and local education authorities.
Article VII, 7.4 Distribution of Funds. a. Any net profit generated by the PTSO will be made available to the students and staff of JCOS as requested by written and/or oral proposal. Each proposal will be voted on during a general PTSO meeting, with a majority vote among those present being needed for the approval of each proposal. Proposals related to curriculum or educational enrichment, including, but not limited to, travel, arts, music, theater, science, and sporting endeavors, should be given approval when possible, excepting for extenuating circumstances. The PTSO will approve proposals with the goal of equally distributing funds among the ELC, IA, Pre-Walkabout, and Walkabout.
The 6th Grade Continuation Party proposal does not relate to curriculum or educational enrichment, including, but not limited to, travel, arts, music, theater, science, and sporting endeavors.
An e-mail was reviewed by all Board members and sent to Ms. Pasano with this decision on April 9, 2017.
The option of adding a fee to registration to 6th graders is being explored; however, the challenge is managing funds through the school and ensuring transparency of how the funds were spent; specifically, meeting district’s auditing requirements. Free and reduced lunch students will also be exempt from paying the fee and funds would come “at risk” fund, which is more to keep in mind.
The PTSO will not fund this year or any out year 6th Grade Continuation Party.
Funding Secondary Trips
Secondary advisors are interested in creating a sustainable fundraiser to help pay for trips. This topic requires more discussion, but secondary students are providing input. One of the conditions is possibly putting in place restrictions on grants for trips in the event the advisor’s trip cost is passed onto the students.
PTSO would like Secondary to provide a proposal that outlines distribution of funds and commitment levels for a PTSO Trips Grant Program; for example, what is the average amount of money spent on trips over the last 5 years.
The PTSO is in favor to provide funding for JCOS trips, as needed, but needs more information on amount after proposal is received.
Hottest Habanero Hustle Obstacle Course Race (HIII OCR) Fundraiser Update - May 6, 2017
At this point in time, there is a 0.004% student participation rate for this fundraiser. The community will be present at this event with approximately 12-16 vendors, West Metro Fire Department, Lakewood Police, City of Lakewood, Avid4 Adventure’s climbing wall, Flexable Food Truck, and BTO Yogurt Truck. Sponsors have donated close to $1,000; PTSO is providing $2,000 ($1,000 from last HIII OCR as seed money and covering all other costs from PTSO approved at the September 13, 2016, general PTSO meeting). The return on investment for this fundraiser is mediocre; therefore, it is not recommended to continue after this year.
Nominations for 2017-2018 Incoming Board Officers
John Humbert - President
Michele Blanco - Vice-President
Recording Secretary - Need Nominees
Parliamentarian - Need Nominees
PTSO Community Liaison
Text Messaging vs. Marquee/LED Sign
TextMarks is an “app” that requires us to “opt in” and is simple to use. The lowest package is Silver for $79.20/month (non-profits get 20% off). It includes: 3,500 message credits, 10 free groups, unlimited users, priority e-mail support, $0.03 for each additional message, and $15 for each additional group.
Rhino Sign Works - No formal quote obtained to date, but estimate is $25,000 to $30,000
Stewart Signs - $24,903.35
Double-sided, photo-real graphics
SignCommand.com Cloud-Based Software Included FREE for Lifetime of Product.
Displays 3 Lines of 7.3” tall characters with approximately 16-20 characters per line
Variable fonts and text sizes up to 25.1” tall
Powder Coated Paint (on pedestal in the event of graffiti)
Lifetime warrantee on face and structure of the sign
Install is not included, but having a local contractor (or JCOS parent) helps keep cost down
Winter Market - November 2017 (open to public): Jennifer LeDuc
Spring Market - April 2018 (open to public): Jennifer LeDuc
May Agenda Items
Per will be the second 6th grade teacher next year. This creates an opening for 4th/5th grade advisor.
Pre-Walkabout opening as well.
District is moving to 6th through 8th grade middle schools.
Tentative April 20, 2017, at 6 p.m. is the next Circle meeting. Intent is to have Circle be a parent-led entity.
05/09/2017 5:30 PM, Jefferson County Open School’s Library
Meeting adjourned at 7:12 p.m.