July 27, 2026 - Baldwin Elementary School Intermediate School Library

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Attendees: Rebekah, Brenna, Erika, Kayla, Lyndsey, Debbie, Tasha, Cat, Haley, Jessi, Elizabeth, Rachel, Jaci, Brittany, Dan

• Action Items

  • Brenna

    • Send contact sheet with event invite – completed 7/27

    • Set up Zeffy meal ticket shop and make the sign

    • Send snack cart dates to Nicole – completed 7/27

    • Build SignUpGenius for snack carts

    • Set up password manager with Tara

    • Set up access grid of password manager

    • Charge ipad/square before Block Party

    • Signup genius for block party volunteers

  • Rebekah

    • Make bylaws updates and send for review on GroupMe

    • Review concessions with dad

    • Ask Nicole about gym inflatables

    • Add Brenna as third authorized user on the bank account

  • Kayla

    • Start treasurer transition with Tara

  • Cat

    • Take on marketing officer role

    • Meet with Brenna to review current state

  • Erika

    • Follow up Hornberger Farms

  • Rachel

    • Contact Melinda Hipple about painting the VIP parking spot

  • Debbie

    • Run the raffle table at the block party

  • Everyone

    • Send raffle donations and club contacts for carnival games

• Bylaws review - Contact PTO for document link

  • Suggestions

    • Voting member threshold, keep or change

      • Keep two meetings + two events; wording becomes achieving active status

      • Maintain: 70% of meetings and two events per year (raised from one)

    • Amount we want in the bank at all times

      • Reserve equal to the current year's approved budget

    • Debit card ownership

      • All three bank account holders get cards; named holder is sole user

    • When do voting members get added - when they meet criteria?

      • Immediately once criteria met

    • When do previously voting members who don’t meet criteria get put back to volunteer status? - first meeting of the new year?

      • Yes — first meeting of the new fiscal year

    • Cadence of budget updates

      • Monthly by the 5th

    • Attendance tracking?

      • Yes — weekly sheet plus event attendance and membership changes

  • Additional Decisions

    • Check signing threshold raised from $200 to $500

    • Meetings without a majority of active members are canceled or rescheduled

    • Monthly meetings may be canceled by two-thirds of active members

    • Grants: submit via method provided that year; vote at a scheduled meeting; two-thirds to approve

    • Fiscal year follows the school's (July 1 – June 30)

    • Add site council service to purpose; confirm official name at next site meeting

    • Field trips out of bylaws — budget only

    • Ask Tara: check request timing, governance wording

    • Rebekah sends updated copy for review; vote on GroupMe or at next meeting

• Attendance sheet

  • Voting members for this year so far

    • Carried over: Tasha, Kayla, Haley, Cat

    • Flag it yourself if you think you've met requirements and Brenna or Rebekah hasn’t reached out 

  • Contact sheet for preferred email

    • Going out with event invite; collecting preferred email and phone

• Officers

  • Marketing Officer role is vacant

    • Cat Tarka

      • Volunteered at meeting; Brenna handing off Canva and projects

  • Treasurer - Kayla

    • Kayla starts transition now; Tara steps down in December

    • Treasurer holds sole editing rights to treasurer documents

  • Secretary - not filled

    • Open — mention at every meeting until filled

    • President and vice president cover in the meantime

    • Recordings will be transcribed for meeting notes

• Maple Calendar update - Kayla

  • Canceled this year — not enough advertising

  • Brenna built per-month event sheet instead — offices and back to school night

• Block party - Rebekah

  • Planning spreadsheet: Contact PTO for link

  • Signup genius for volunteering

  • Make a block party sign with meal ticket

  • Local clubs to sponsor and run carnival games — Cub Scouts, youth football, 4-H, ECHO and Girl Scouts in progress

  • $5 meal tickets through Zeffy — burger or hot dog, chips and a drink; sold online ahead

  • Food made and wrapped in advance

  • Everything indoor; asking Nicole about inflatables — obstacle course plus one

  • Raffle: services and experiences did best; Debbie running the table again

  • More day-of and cleanup help needed — Brenna and Tara out that day

  • VIP parking spot to be painted — Melinda Hipple; Rachel reaching out

• Back to School - August 11 - Brenna

  • Brenna - show images

  • Use stands from teacher appreciation

  • Use tablecloth

  • 2-3 links pages on the table

  • PC - Kayla/Haley

  • IC - Debbie

  • Event sheet, involvement pages and link sheets ready; tablecloth cut

  • Family directory repurposed — fifth graders out, pre-K confirmations emailing

  • Advertise meal tickets and block party at the table

• Password manager - Brenna

  • In April

    • Keeper — ~$46/yr for 5 users (current discount $3.83/mo)

    • Bitwarden Family — $47.88/yr for 6 users

    • NordPass Family — $66.96 for 2 yrs, 6 users

    • RoboForm Family — $31 yr 1, $47.75/yr after, 5 users

  • Now

    • Brenna and Tara setting up; access grid of who gets what

  • Items - not all shared to everyone

    • Passwords to officer emails?; Baldwin state bank; Vista print all access; Canva all access; Groupme; PTO facebook; Square; Zeffy; Apple ID; Ipad login; Signup genius; Zoom; Panda express?

• Monthly Snack Cart - Brenna

  • Themes - Contact PTO for document link

  • Dates

    • Penciled: Sept 16/30, Oct 21, Nov 18, Jan 20, Feb 17, Apr 14 — no March

    • Review with Nicole before official

    • Wednesdays; parent donations via SignUpGenius; drop-off at either office