Sanborn PASS Board Meeting
Attendees:
Mario (Board President), Taunya (Member at Large), John Osborne (Treasurer), Rachel, Jim Kidwell, Aubri, Denton, Tyler, Nancy (Secretary, retiring), Lori Peeples (Principle), Mrs. Tank
1. Executive Summary:
- The meeting opened with introductions of board members, staff, and new faces, emphasizing the collaborative nature of the group and the valued presence of staff, especially Nancy, who is retiring this year.
- Treasurer’s update highlighted PASS’s strong financial position, closing last year with a surplus and record-breaking income, ensuring funding for emergencies and future programs.
- Key funding requests were discussed and approved, including the House System t-shirts ($100), Square Skate program ($2,500), and a renewed New Teacher Fund ($2,100–$2,300).
- Dragon Dash, the annual fundraiser, was planned for October 17th, with a fundraising goal of $16,000. Details around prize tiers, flyers, and campaign setup were assigned, with a focus on streamlining weekly challenges and maximizing parent and alumni engagement.
- Restaurant Nights were scheduled, with Qdoba booked for September 30th and calls to McDonald’s, Cane’s, Snarf’s, and Spitz assigned for November/December events.
- The upcoming Sanborn 40th anniversary event was discussed, with PASS planning to host a table and contribute to event marketing.
2. Key Action Items/Commitments for [User's Name]:
- Design and Prepare Dragon Dash Flyers:
- Responsible: Mario
- Deadline: Before September 22nd (fundraising start date)
- Set Up GiveButter Campaign for Dragon Dash:
- Responsible: Mario
- Deadline: Before September 22nd
- Coordinate PASS Table for Sanborn 40th Anniversary:
- Responsible: Mario
- Deadline: October 21st
- Assist with Restaurant Night :
- Responsible: Jim, Taunya
- Deadline: As needed for each event (Qdoba: September 30th; McDonald’s/others: November/December)
- Support Prize Tier Finalization for Dragon Dash:
- Responsible: Mario (with John compiling cost-benefit analysis)
- Deadline: Before September 22nd
3. Detailed Breakdown by Topic:
Topic 1: Introductions & Board Roles
- Mario welcomed attendees, introduced board and staff, and explained Nancy’s upcoming retirement.
- Board roles clarified: Mario (President), Tanya (Member at Large), John Osborne (Treasurer).
- Emphasis on collaborative spirit and learning opportunities for new members.
Topic 2: Treasurer’s Update & Financial Overview
- John reported PASS is a registered 501(c)(3) nonprofit, compliant with state and federal regulations.
- Last year’s income: $29,000.19; expenses: $20,449; surplus achieved.
- Budget approval deferred to next meeting; PASS maintains a healthy reserve (~$22,000).
- Volunteers reimbursed for approved purchases; receipts and Google forms required.
Topic 3: House System Funding Request
- Mrs. Tank described the House System’s impact on community and student engagement.
- Funding request for t-shirts: $100 approved (covers hardship cases).
- Shirts produced using school’s entrepreneurial merch resources, reducing costs.
Topic 4: Field Trip Funding & Process
- Amber shared details of the upcoming fourth-grade field trip to CU Museum of Nature and Science.
- PASS funds bus transportation; parents cover other costs.
- Staff will present future field trip requests for transparency.
Topic 5: Dragon Dash Fundraiser Planning
- Largest annual fundraiser; goal set at $16,000.
- Event scheduled for October 17th; fundraising starts September 22nd.
- Weekly challenges and prize tiers discussed; decision to streamline and avoid extra teacher workload.
- Mario to design flyers and set up GiveButter campaign.
- Prize tier cost-benefit analysis assigned to John.
- Alumni and parent engagement strategies discussed (photo wall, QR codes).
Topic 6: Restaurant Nights
- Qdoba booked for September 30th; need to secure November/December events.
- McDonald’s, Cane’s, Snarf’s, Spitz, and Chick-fil-A identified as targets.
- Jim volunteered to contact Cane’s; Jim to handle McDonald’s; other assignments pending.
- Discussion on flyer creation and QR code integration for donations.
Topic 7: Sanborn 40th Anniversary Event
- PASS to host a table, showcase contributions, and engage alumni.
- Aubri to explore photo booth options for the event.
- Decorations and grade-level contributions coordinated by staff.
Topic 8: Square Skate Funding Request
- Request for $2,500 approved for second through fifth grade.
- Program teaches skateboarding in a safe environment; previous years funded via grants and budget line items.
Topic 9: New Teacher Fund Discussion
- Proposal to reinstate New Teacher Fund (formerly Teacher Startup/Back to School Fund).
- Targeted support for new-to-building and new-to-grade teachers; amount set at $2,100–$2,300.
- Funds to be distributed proportionally for part-time staff.
- Compliance with district policy ensured via PASS-managed purchases.
- Decision to revisit broader teacher funding next year based on fundraising outcomes.