ICS PTSA Parent MeetingSeptember 13, 2016

Agenda• Call to Order

• Welcome & introduction of board members

• ASB introduction

• Approval of minutes

• PTSA goals• Activities Support

• Community & Facilities

• Information Support

• Curriculum Support

• Treasurer’s report

• Business• Motion to adopt Standing rules

• Budget

• Motion to approve additional budget

• Financial review

• Principal report

• Announcements• Awards

• Adjournment

2016-17 PTSA Board

PTSA Elected Officers

• President: Oystein Harsvik

• Co-Treasurers: Venkat Ganti, Doron Avitan

• Co-Secretaries: Niko Schuessler, Amy Yates

• VP Activities Support: Kelly Pontiff

• VP Community & Facilities Support: Deborah Robertson

• VP Information Support: Samantha Robertson

• VP Curriculum Support: Vickie Kacharia

• Member-At-Large: Diane Martin

Co-Presidents

VP Activity Support

Clubs

International Partnerships

Community Outreach

Art Day

Intramural Sports

Graduation Class

Clothing Sales

VP Community & Facilities

Emergency Preparedness

Community Building

Hospitality

Staff Appreciation

Lost & Found Coordination

Lunch Room Coordination

Parking

Site

VP Information Support

Council & Legislative

Liaison

Library

Newsletter

Website

Phone Tree

Student Directory

Volunteer Coordination

VP Curriculum Support

Grants

Reflections

PSAT Coordination

SAT Coordination

Student Study Center

Co-Secretaries

Auction Basket

Founders' Luncheon

Public Relations

Co-Treasurers

Check Depositors

Budget Committee

Matching Funds

Membership

Passive Fundrasing

Scholarship

• Vishaka Nirmal – President

2016-17 ASB Executive Council

President – Vishaka Nirmal

Vice President – Luisa Rodriguez

Secretary – Abbey Kim

Treasurer – Daniel Chen

PR Officer – Tanner Rodriguez

September 21

First Quarter Assembly

September 30

Back to School Dance

7:00-10:00pm

October 31 – November 4

ASB Spirit Week

• ASB

• Author Society

• Chess

• CODE

• Drama

• FBLA

• Green Team

• GSA

• International Night

• Key Club

• Mock Trial

• MUN

• NAHS

• NHS

• SNHS

• Student Study Center

• Tech Crew

• TSA

• Yearbook

Approval of MinutesNiko Schuessler/Amy Yates – Co-Secretaries

May 10 draft Parent Meeting Minutes posted on: https://icsptsa.org/icsptsa/images/meeting_minutes/2016-05-10-parentmeetingminutes.pdf

and distributed through 9/11 newsletter.

• Approval of May Minutes as distributed

PTSA Goals

• Kelly Pontiff – VP Activities Support

• Deborah Robertson – VP Community & Facilities

• Samantha Robertson – VP Information Support

• Vickie Kacharia – VP Curriculum Support

Survey Feedback

0%

10%

20%

30%

40%

50%

60%

70%

Yes No Other

I understand how the money raised from parents is spent

0%

10%

20%

30%

40%

50%

60%

Strongly Agree Agree Disagree

I believe ICS PTSA has a positive impact on our students and our

school

Survey Feedback

-

1.0

2.0

3.0

4.0

5.0

Class room equipment,

books, student trips,

etc.

Year book, student

summit, Camp Cispus,

etc.

Supplies, teacher

training, conferences,

etc

Teacher stipends to

develop curriculum,

align grading practices,

etc.

Clubs, Art Day, etc. Site, staff Appreciation,

community building,

etc.

Curriculum Support Special Projects Staff Support Curriculum Devlopment Activity Support Community Support

Rank the areas you think should benefit from the money raised by ICS PTSA

Curriculum Enrichment

Activity Support

Community Facility Support

PTSA Goals: Activities SupportKelly Pontiff

Goal: Provide high quality extracurricular options for students to support the ICS vision and mission.

Objectives

• Support ongoing and new clubs including intramural sports and increase participation.

• Continue to reinvigorate the Art Day program to improve engagement, especially among older students.

• Build and maintain school partnerships, especially outside of the US, to broaden the global perspective of students.

Activities Support Committees

Committee Chair Responsible for:

Graduation 2017 Mari Bercaw, Eun Kwak,Nancy Lee

Supporting the year end activities of the graduating class.

ICS Logo Wear Adra Davy Supporting sale of ICS branded merchandise benefitting graduation class.

Robotics Takeyoshi NakamuraDough Houts

Providing parent volunteer to Robotics club

Soccer Birju Sondagar Managing soccer practices and games

International Partnership

Angelica Koch-LeibmannTrang Nguyen

Coordinating exchange student programs

Choir Eun Kwak Coordinating choir activities

Instrumental Music Fin Lee Coordinating music activities

PTSA Goals: Community & FacilitiesDeborah Robertson

Goal: Facilitate and support the development of programs and activities that promote a strong sense of community and pride.

Objectives

• Improve the sense of community at ICS by hosting community building events and activities for families.

• Create a support group for IEP and 504 parents.

• Bring in speakers for parent meetings (3)

• Create a comprehensive folder for VP of all chairs responsibilities and objectives for a smooth transition from year to year.

Community & Facilities Committees

Committee Chair Responsible for:

Emergency Preparedness

Wayne HoofnagleFlorence Canal

Making sure we have adequate emergency supplies in case of a disaster or lockdown

Community Building Tana Jianu Reviving parent circles and other events outside of ICS activities. Finding speakers for parent meetings

Hospitality Michaela Spaeth Providing snacks for ICS gatherings

Information Night Michaela Spaeth Coordinating volunteers, Count attendees, Parking

Lost & Found Hrachya Mughnetsyan Cleaning out lost & found; making runs to Goodwill with unclaimed items

Lunchroom Coordinator

Amy Iracheta Coordinating 7 parents a day (35 a week!) to make our lunchroom run smoothly

Parking Gwen Stidham-North Working with Tim Sullivan to coordinate 7-10 people at start of school year & big events

Community & Facilities Committees

Committee Chair Responsible for:

Site MaintenanceExterior

Allyson DanasTracy Botsworth

Plantings, site cleanup days, and the flags. Coordinate work day parties

Site MaintenanceInteriors

John Urrutia Legion of Broom! Coordinate 70 volunteers 4x/year cleaning the building

Staff Appreciation Graham Wendt*June Hanley Wendt*

Coordinating teacher and staff monthly lunches*In need of a shadow volunteer

Procurement Open Purchasing any PTSA supplies that are needed

Please be on the lookout for a survey going out to parents. We would like input on activities and speakers that parent would want to hear or participate in.

Please contact Kathy Thompson if you are interested in helping any of these chairs.

PTSA Goals: Information SupportSamantha Robertson

Goal: Facilitate communication with the ICS community (students, parents, teachers), and ensure that all ideas and opinions are heard and valued.

Objectives

• Provide timely and clearly articulated communication via the PTSA newsletter and website on an ongoing basis. This communication should also include legislative issues and actions in the state affecting our children’s education.

• Move towards a paperless PTSA: find an online solution for student directory.

• NEW: Refresh/update newsletter and website to current version of software and to be more mobile-friendly.

Communications Feedback

• Working with school, ASB to get more info. Feel free to send us achievements!

• Website home refreshed weekly.

• Newsletter facelift! Website coming.

• Directory will be online & print.

• Keeping up with minutes.

• Using Facebook for families to connect

• Need more info about events: PTSA, ASB, school, achievements

• Website home page needs to be updated with recent info

• Website and newsletter look dated, not mobile friendly

• Want online directory

• Meeting minutes/presentations should be on website

Taking action… Feedback received…

Information Support Committees

Committee Chair Responsible for:

Legislative Liaison JoAnn Ten Brinke Advocating for our school and reporting on council and legislative happenings that affect our school and children.

Yearbook Tinku Basu Supporting the Yearbook advisor and club and taking photos at events.

Newsletter Daniela Mutavska-Hristova Producing the weekly newsletter.

Phone Tree Deepa Abraham Providing reminders for upcoming parent meetings. *

Student Directory Kelly Pontiff Providing a directory of student and family information, so we can get in touch with each other.

Volunteer Coordinator Kathy Thompson** Making sure we have the volunteer staff we need, and that hours are submitted to the school.

Webmasters Aaron Knopf, Ed Amdahl, Indira Dhingra

Maintaining our email system and website, and generating the volunteering reports.

* Text option this year! Email dabraham@icsptsa.org with your name & cell number to get text reminders instead of phone calls. ** Kathy needs a shadow this year, to take over next year. Interested? Email kthompson@icsptsa.org.

PTSA Goals: Curriculum SupportVickie Kacharia

Goal: Provide useful and meaningful support to students and staff at ICS. A significant portion of our budget goes directly to curriculum enhancements, classroom and lab equipment, staff training, and more to enrich education.

Objectives

• Work closely with principal and teachers in allocation of grants to enhance the educational environment for ICS students.

• Support PSAT.

• Coordinate SAT/ACT prep sessions at ICS.

• Support Peer tutoring center.

• Increase the number of ICS entries in the Reflections Art next year.

Curriculum Support

Committe Chair Responsible for:

Grants Jennifer ThomVickie Kacharia

Working with the teachers in filling up the grant forms and review the grants before submitting it to the board for approval

Reflections Linda Strom Running Reflections program at ICS

PSAT Yoon Jo Providing snacks during PSAT

SAT/ACT prep TBD Coordinating with North West prep in conducting SAT/ACT prep classes

Peer Tutoring Monica Mann Supporting the teacher responsible for peer tutoring

Examples of Curriculum Support

• Tech Equipment for Video Control room

• Library books

• Ping Pong table

• Teacher training

• Curriculum/Grading review

• Student Summit

Treasurer’s Report

• Venkat Ganti – Co-Treasurer

• Doron Avitan – Co-Treasurer

Income Expenses Year to Date Net Budget More/-Less

Total (Includes Passthroughs) 1,011.26$ 15,438.50$ (5,071.62)$ (71,355.57)$ 66,283.95$

Total (Excludes Passthroughs) 911.26$ 15,254.39$ (6,486.94)$ (65,795.00)$ 59,308.06$

Balances as of 6/1/2016 6/30/2016

Checking 87,614.01$ 73,180.75$

Savings 73,414.85$ 73,420.87$

Total 161,028.86$ 146,601.62$

ICS PTSA – June Treasurer’s Report

1 2

8

9

3

4

5

6

74 Curriculum Enrichment Income Expenses Year to Date Net Budget More/-Less

Club Expense - 3,662.47$ (5,997.04)$ (12,000.00)$ 6,002.96$

Movement/Dance - - (2,700.00)$ (3,000.00)$ 300.00$

Teacher Training Conference - - (4,650.01)$ (5,000.00)$ 349.99$

Curriculum Enrichment-Grant Comm - 3,537.53$ (25,000.00)$ (25,000.00)$ -

Senior College Scholarship - - (4,000.00)$ (4,000.00)$ -

Student Supplies for beg.year - - (22,000.00)$ (22,000.00)$ -

Teacher Dep. Dont. (Adv Support) - - (6,954.00)$ (7,000.00)$ 46.00$

Nat.History Day Travel Stipend - - - (2,000.00)$ 2,000.00$

Recurring Curriculum Activities - - (22,585.56)$ (30,000.00)$ 7,414.44$

Yearbooks - - (11,769.40)$ (24,200.00)$ 12,430.60$

Total - 7,200.00$ (105,656.01)$ (134,200.00)$ 28,543.99$

5 SC Club Activities Income Expenses Year to Date Net Budget More/-Less

Robotics - - - 97.92$ (97.92)$

Total -$ -$ -$ 97.92$ (97.92)$

6 SC Pass Through Accounts Income Expenses Year to Date Net Budget More/-Less

Logo Wear - - 407.00$ - 407.00$

2016 Graduation Pass through 100.00$ 184.11$ (3,450.03)$ (5,658.49)$ 2,208.46$

SAT Prep - - - - -

2017 Graduation Pass through - - 4,458.35$ - 4,458.35$

Total 100.00$ 184.11$ 1,415.32$ (5,658.49)$ 7,073.81$

7 Other Income Expenses Year to Date Net Budget More/-Less

2015 Checks Cleared in 2016 - - (1,554.97)$ - (1,554.97)$

Total -$ - (1,554.97)$ - (1,554.97)$

10

Standing RulesNiko Schuessler/Amy Yates – Co-Secretaries

Standing rules are adopted by the membership to govern the PTSA's operation.

The Standing rules are reviewed each year and adopted at the September Parent Meeting.

Any amendment must be voted on with at least 5 days' prior notice.

Draft Standing rules posted on: http://files.constantcontact.com/a26ca5d5101/ca8f002f-c239-42fb-9c4e-c373e2c272bf.pdf

and distributed through 9/4 and 9/11 newsletters.

• Motion to approve 2016-17 Standing rules as distributed

ICS PTSA Draft Budget 2016-2017 –Revised

2016-17 2014-2015

Draft Amended Final

Budget Budget Actuals Actuals

Total Income 119,100 114,000 140,346 126,940

Total Expenses 185,100 179,795 145,278 80,845

General 12,800 11,980 10,524 6,384

Committees

Activities Support 24,150 25,550 17,173 17,526

Community Support 18,100 16,875 14,575 10,309

Information Support 2,350 2,190 3,082 1,942

Curriculum Support 127,700 123,200 99,925 44,684

Net Income (Loss) (66,000) (65,795) (4,932) 46,095

2016-17 2015-2016 2015-16 2014-15

Estimate Estimate Actual Actual

Beginning of Year 139,528 144,460 144,460 98,365

Income 119,100 140,346 140,346 126,940

Expenses (185,100) (179,795) (145,278) (80,845)

End of Year 73,528 105,011 139,528 144,460

Estimated Bank Balance

ICS PTSA DRAFT BUDGET 2016-2017

2015-2016Changes from May approved budget:• Additional $550 for Graduation

2017. • New budget for Graduation

2017 is $3,850. • Revised budget for Activities

support is $24,150 (+ $550)

2016-17 Budget

April Meeting: Interim Review

May Meeting: Interim Approval

September Meeting: Final Approval

Interim Budget posted on https://icsptsa.org/icsptsa/images/financial_reports/revised_budget_2016-2017_as_of_9_13_2016.pdf

and distributed through 9/11 newsletter.

• Motion to approve 2016-17 Budget as distributed

ICS PTSA Draft Budget Requests

Additional Budget Requests

• Year books for senior class only - $3,770

• Salish Sea trip • Program Owner – Ted Over• Budget Request : $13,582

• Motion 1: to approve year books for seniors only ($3,770)

• Motion 2: to approve Salish Sea trip ($13,582)

2015-16 Financial Review

• Jenny Knopf – Financial Review Committee

Financial Review Committee

Purpose:

To conduct an inspection of the books and records and review ICS PTSA’s financial management practices.

Frequency

• Review frequency: Twice a year

Jan – Mid year review

July – End year review

What we do?

• We work with Treasurer and other Board members of PTSA to gain access to the financials

• Review the financials and records

• Provide a semi-annual report along with recommendations and comments

What we do?

We review:

• Budget and budgeting process

• Financial reports

• Financial procedures and controls

• Membership and membership services

• Bank accounts

• Non-profit status

• Charitable Solicitations

• Liability Insurance

• State and local filings

• IRS filings

• Bank reconciliations

• Other financial records

• Assets

2015-16 Financial Review Committee Members

• Julie Kwon

• Jenny Knopf

• Gopal Shankur

Review Results

• 2015-2016 Financial review findings were documented and submitted on July 19, 2016

• Found all records in order to the extent of the review conducted

• Reports are filed and available for view as part of other PTSA records

• Recommendation: No recommendations this year

Principal Report

• Dr. Moncada

Announcements

Awards – Chris Lazoritz

Educator of the Year Mark Elliott

Volunteers of the Year Daniel Yang

Kathy Thompson

John Urrutia

Allyson Danas

Adjournment

Next Parent Meeting:

October 18th at ICS (Lyceum)

6:00-7:00pm 6th Grade Parent Meeting

7:00-8:30pm Parent Meeting

https://icsptsa.org/icsptsa/index.php/ptsa-business/meeting-schedule