May 2025 - Board Meeting Minutes
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1. President Report – Alayzia Coney
a. Cookie dough fundraiser is complete. Alayzia is still trying to hunt down parents to come collect their items. There are still maybe 3 students that have not had their items delivered. We cannot send them home with the students because of the size of the packages. Note for next year, we can set a pick up by date and if it’s not picked up it gets donated. Alayzia will put the contact information in the shared drive in the Fundraising document
b. Banquet – We won Local Unit Impact award, School of Excellence Award, Certificate of Excellence. We had the highest number of elementary school submissions for Reflections in Hanover County.
c. She is working on the end of term/newsletter and will get it to Elle so we can get it out in Tuesday folders next week.
2. Principal Report- Alicia Cecil
a. Kindergarten Orientation 7/30 3-4pm
b. Open House Date: August 14th, starts at 3 for KG
c. Back to School Date: September 11th
d. Grandparents Day Breakfast, September 8th
e. Kindergarten Breakfast: September 30th
f. Boosterthon is Sept 19th
g. Veterans Day Breakfast: Nov 11th, Tuesday
h. Thank you so much for everything last week, it was a huge success and everyone loved everything! Thank you for providing pizza for family game night and thank you for providing the coffee on Thursday – Elle will do the coffee.
i. They are sending out a letter with dates for the summer events etc.
3. Teacher Rep/ Teacher Inputs- Ms. Smith
a. Next year – we would like to look into getting a 3-5 rep and in the future keep a K-2 rep and a 3-5 rep. Can Mrs. Cecil and Ms. Smith look into getting a 3-5 rep?
4. Vice President Report- April
a. Fall Festival – date is October 10th, Amanda will take the lead. Any new ideas would be AMAZING.
b. Talking about scaling back the raffle/silent auction portion of the event. Suggestions made to possibly do something off-site as a separate fundraiser event and we will discuss this at either our summer meeting or a Fall Festival specific meeting that we have over the summer.
5. Fundraising Report- Valerie
a. Dave and Busters check came in! $163 from our Spring Break Event
b. Richmond Kickers – 30 tickets were sold, which should be $210
c. Portofino’s - $325
d. Catalogue sale - $1800
e. Spirit Rock - $250 Elle is going to create a yard sign to stick next to the Spirit Rock so when people see it, they can scan the QR code and sign up!
f. Kroger - $1600 from program money
6. Hospitality Report – Kristine
a. End of year lunch for teachers- Portofinos
i. We will do pasta and salad from Portofinos and Kristine will handle. We will need plates, utensils and napkins. Kristine will order dressing carafe’s to help serve the dressing. $500 is the budget and we think we will be within this. We will limit salad this time and get dessert.
b. Career Day – donuts & coffee
i. It is May 21st. We will use our coffee we have. Melia will help with the donuts and will need them by 745. The Dunkin by Tractor Supply might donate them. We only need 2-3 boxes of munchkins.
c. Lunch expenses this year have gone up and have been more expensive than prior years. We do have gift cards left over that have not been delivered to everyone on their celebratory days and we will save these. We will increase the budget for next year for hospitality due to increasing costs.
7. Memberships Report- Candace
a. We can start pushing for new members July 1; we will do the discount on spirit wear for joining through end of August again as well as for teachers. 10% for members through August who join early, 25% off for the year for teachers who join.
8. Communications Report: Elle
a. KG/Spirit Wear
i. New designs and more options for kids!! We will be doing a kindergarten spirit pack which gives them a discount on a t-shirt and sweatshirt at 25% off. They have the option for a yard sign also! We also have stickers Elle has made and donated for their welcome pack when they come next year.
ii. Our biggest spirit wear night is Open House. With the new options, we want to offer them to everyone, possibly using different iPads to help check everyone out.
1. PTA board members can wear versions of the shirt. We will create a jotform/google form for board members to say which option they want
b. Class shirts vs House shirts
i. *This was not discussed, and we need to follow up with Mrs. Cecil
c. New website
i. Transitioning to Shopify from Square due to ease of managing the website. The address will still be the same, southannapta.com. The new site will launch May 16th.
ii. The new site will automatically input information into Givebacks when people join online! YAY!
d. Yearbook
i. We want to create a yearbook club! Have 5th graders help and give them cameras to help take pictures etc. throughout the year.
ii. This year’s yearbook made $664!! The yearbooks should be here next week.
e. Calendar
i. We are going to try to make sure our PTA calendar is updated better and subscribe to the calendar. Elle is going to test the subscribing
f. End of year newsletter
i. Needs to be distributed May 19th
ii. Would like to have a sign up genius link for FF in the newsletter
iii. Make sure we list all the programs
iv. Make sure to mention outdoor learning will be done over the summer
g. Bylaws update
i. Our bylaws have not been updated since 2016 and according to the old bylaws we are supposed to update them every 5 years. We need a committee to review and update. Candace will work on reviewing and updating with Melia.
9. Programs Report- Jennifer
a. Connect with Alexis
b. Programming is done!! The last Young Scientists was yesterday and are waiting to get the bill & pay; it appears we will be slightly under budget.
c. Part of the VA PTA is the 3-2-1 rule – for every fundraiser you have you should have 3 free events. We booked 15 programs this year which is amazing!
d. 2nd and 4th grade really loved the Valentine Museum and we should consider doing it for them last year
e. Harold the magician was a hit for k-2, not 3-5.
f. Next year we need to work directly with 5th grade teachers on programming and ask them specifically what they want when it comes to programs. It has already been asked of 5th grade to work on booking their own Young Scientists events. We can ask grades what they prefer for programming.
i. Meet directly with grade levels, what do you want to see in programming, etc.
ii. Grade level leads meet once a month. Next year we could potentially attend these meetings. It might be a better idea for Alexis to work directly with the team leads on what programs they want to see next year.
g. Chess Club was a great success; however, no exceptions for siblings next year. We need to make sure we have volunteers for it and possibly make it a requirement for the parents of the students who are signed up to be the parent volunteer. We will also need to train the parents on what they need to do as the volunteer running the program. Possibly hold a parent meeting on the first day of Chess Club to set the parent expectations.
h. Wee Wheel – an idea for next year, they teach kids how to ride bikes without training wheels.
i. Art enrichments would be a great idea for after school programs
j. After school sports club
10. Advocacy Report- Alayzia
a. Snack bins have been restocked and are good through the end of the year, the bins will be collected by Mrs. Cray and stored in Peaceful Place with room numbers on them for ease of distribution at the beginning of next year.
11. Treasurer Report- Amanda
a. April Income was $4252 and expense was $4280
b. Current balance is $15,231
c. Make sure we communicate/request before spending money
d. Gift Card tracker was not used this year, but we really need to do it next year. We need to track every gift card that comes in and out. This isn’t as big of a deal with donated gift cards, but it is a must with gift cards that are purchased with PTA money.
e. Approximately $6000 left for outdoor learning
f. If anyone has ANYTHING left that they have not submitted for this year it needs to be submitted immediately.
g. Melia will have to be added as a card holder.
12. Committee Lead Reports
a. 5 th Grade Day Committee- Amanda
i. Amanda has a signup genius she is going to ask to be distributed to the room parents (5th grade only) to get to parents for donations.
ii. We do have around 80 bags of chips
iii. Have $112 from the signs, and some donations right now also.
b. OL & CE Committee – Elle & April (outdoor learning & Campus enhancements)
i. We have some of the picnic tables at lower costs
ii. We have a contractor coming to quote some of the work being done outside
iii. The ballfield will be done over the summer. We want to have a photo op with the 5th graders before the end of the school year since this was their idea.
iv. We are still waiting on quotes for the fencing. We are hoping to get the dirt for free and will ask Luck Stone for the dirt. Does anyone know any businesses that might want to donate money or time.
v. Alayzia is handling the curb cutting with the County.
c. Fall Festival
d. Open House
i. Date is August 14th
e. TAW
i. Teacher bags – There were a few that had markers and post it notes in them, we agreed to give the select few teachers the cost of their PTA membership for the 25-26 school year. We will eat this cost. The teachers who receive free membership next year are Rector, Smith, Colarusso, Yauger, Grayberg, Bigelow, Phipps, Symenow
Meeting reminders:
Next PTA Board meeting 6/25/25 @ 12pm Federal club