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Friends of Groveland Committee Minutes

Tuesday, September 25, 2007

7:15 p.m., Karen Benson’s House

Members present: Karen Benson, Jean Bergstrom, Allison Bittner, Kari Brennan, Bruce Finger, Lara Forstrom,  Bill Nicol,  Julie Printz

Budget Report: Lara brought the final budget printouts from last year for review. We currently have $33,828.03 in checking and savings.

The student planners cost $827.20. This is lower than last year and we’re not sure if that is the final bill. No money has been deposited from teachers for planners. Karen will compose an e-mail asking teachers to turn the money in, and will forward it via Sue King.

Other bills recently paid: $828.80 for buses for last year’s field trips. Lara thinks this should be the last bill for last year. $212.99 was paid for Quick Books and $100 for unpaid lunches.

We worked on deciding how much money we can roll into this year’s allocation. We have to KEEP the following for pass-through accounts:

-$3575 for the Amity bill which hasn’t come yet, but should be about $3,000. The rest will help cover lunches.

-$3,205.58 for Language Club

-$1,157.20 for Field Trips.

-$2,713.54 for the Playground. We also will move $5,000 into their account to help cover expenses that would have been covered by the STAR grant money. (They also have $1,600 in donations which have not been deposited yet, bringing their total to 9,313.54.)

-$1,104.25 for the Library. Kari will let Becky Pedersen know about this balance and see how she thinks it should be used.

Also, we will owe $450 for getting our taxes done.

The amount we need to carry over is $17,205.57, plus a $3,000 cushion, bringing the final carry over total to $20,205.57.

Subtracting the carry over amount from our current bank balances brings us to $13,622.46 to add to our projected income for this year (36,300). That brings the final amount to allocate for the year to $49,922.46.

This is perhaps the largest amount Friends has ever had to allocate. How did this number get so large? One factor is that we were more conservative in our income projections last year since the school community was also fundraising for a playground. Last year we did exceed our income projection of $28,850 by almost $10,000.  We’ve projected more aggressive income goals for this year’s fundraisers and the large carryover really boosts this year’s total to allocate.

We will add a note to the allocation request form encouraging requestors to “think big”. We might be able to fund some special equipment or projects this year.

Lara pointed out that Sue King will need to put in a request for funds to cover copying. Last spring we discussed this via e-mail and decided to fund at least $1,200. Karen talk to Sue about this.

Also, it was pointed out that if the intraschool fund won’t cover Site Council babysitting anymore, a request needs to be made for that money. Karen will check with Sue to see what other things used to be covered by this fund. Will we be asked to cover other things now? If so, someone must request the money for them.

Allocation Meeting Plans: The date is Monday, October 29 from 6 to 8 in the library. Karen will e-mail Sue King to sign out the library. Karen also will revamp the allocation request form and get it in staff boxes by Friday, October 5^th.

The forms will be due on Monday, October 22^nd and Julie will compile the requests. She will e-mail copies to the committee for perusal before the meeting on the 29^th, and will make copies to have at the meeting.

Davanni’s Night Out Fundraiser: Anneke sent an attachment of the flier but no one could open it. She has put the coupon on the notice this year and is copying them to be distributed later this week. She will not be able to attend the event and wondered if Friends members could coordinate so someone was always there to greet people. Those present at the meeting weren’t sure that would be necessary since it’s so busy there, but we’ll touch base with Anneke about it.

Field Trip Fee Update: Valerie O’Keefe revamped the field trip fee request form with input gathered at the August Friends of Groveland meeting. The form went home in the brown envelope with emergency contact information, etc. The amount requested is $15 per kindergartener, $20 per 1^st-6^th grader. Valerie, Jean Bergstrom and Karen will tally the forms that have been turned in and then a reminder will be sent, perhaps via room parents. We will see a request for an allocation to cover uncollected fees. This will take the pressure off teachers to keep bugging kids for money. We will ask the principal to keep reminding teachers to notify parents of field trip dates.

Staff Receipts: In an effort to help staff remember to request reimbursement for their staff grant, we decided to give an envelope to each staff member. This will be marked “Receipts for Friends of Groveland” and perhaps could have a reimbursement request inside? Allison volunteered to coordinate this.

Market Day Money Counting: Karen announced the dates to count money from the fall fundraiser are Wednesday, Oct. 10^th from 6:30-9 at Renee Akimoto’s house, and Thursday, Oct. 11^th starting at 9:15 a.m. in the craft room near the gym. Allison and Lara volunteered to help Wednesday night and Kari can help on Thursday. Others will let her know.

The meeting was adjourned at 8:55. Respectfully submitted by Karen Benson.