BAY HAVEN CHARTER ACADEMY
FOUNDATION MEETING MINUTES
Date: Tuesday, September 8, 2009
Place: BHCA Media Center
Time: Meeting Called to Order at approximately 5:11 p.m. by Foundation President, Patrick Ryan
Officers in Attendance: Patrick Ryan, Angela Turner, Jackie Keller, Denise Baril, Derrick Bennett, Tim Kitts
The meeting was called to order by Patrick Ryan.
Discussion was held regarding the need to dissolve the post office box currently utilized by the Foundation. It was decided to discontinue its use and have all mail sent to the school address, thereby saving an annual expense.
Jackie Keller’s Treasurer Report indicated the Foundation currently has $12,046.71 in its account and that Prosperity Bank has agreed to waive all fees.
Updates were given on both the Golf and Gala fundraisers. The Gala is scheduled for March 6, 2010 at Edgewater Beach Resort and the Golf Tournament will take place at the Hombre April 17, 2010. Discussion was held regarding the need for the committees of each of these fundraisers to submit a tentative budget by the next Foundation meeting on October 13, 2009. This will allow better planning and use of the money currently in the Foundation’s account.
Discussion was again held regarding a Fishing Tournament. The Foundation is currently looking for someone to take the lead and organize this event.
Dr. Kitts joined the meeting already underway and advised that the BHCA Board President, Scotti Haney, has requested a copy of the Foundation’s Articles, By-Laws, 501C3, and dates annual incorporation reporting is due. Foundation Treasurer, Jackie Keller will supply the requested documents to Patrick Ryan who when in turn supply them to Scotti Haney. Dr. Kitts further advised that Ms. Haney has requested to receive a report from all organizations such as the Foundation and PTSP at least 48 hours prior to the monthly meeting to be included in the Board packet and for a representative to be present at the Board meetings to give an oral report.
Dr. Kitts discussed the need for an additional mobile lab to be purchased as there is only one and there is a waiting list for its use. He quoted an estimated cost of $14,000.00 and advised he had approached PTSP’s President, Nancy Crowe about funding the purchase while the Foundation is still organizing and planning its fundraisers.
A 2nd official request was made of Dr. Kitts to supply the Foundation with a copy of the invoices from the purchase of the 17 laptops, video software and equipment purchased prior to the start of school. The Foundation had transferred $15,750.00 for this purchase. The Foundation is hopeful this information can be received prior to its next meeting. Additionally a request was made for Dr. Kitts and Mr. Sumpter to prepare a report showing the technology wish list with pricing and also reflecting which equipment has already been purchased and at what cost. Again, this should be available by the next meeting.
The Foundation decided to offer “bonus” hours to volunteers who dedicate at least one hour to a specific fundraising event. In other words, one hour of volunteer time will equal 5 hours as a one time only bonus.
Discussion was held regarding future purchases and avoiding future difficulties in obtaining receipts. The Foundation developed a new policy that once approval is given, the Foundation is to be presented with a Purchase Order which will either be paid directly to the vendor by the Foundation or reimbursed to the school once evidence is shown the school made the payment. A motion was made by Derrick Bennett to implement this policy and was seconded by Jackie Keller. The motion carried unanimously.
Patrick Kelly gave an update on Paver sales. Currently, we have sold approximately $1,000 worth of pavers. That equals 3 pavers at $175 and 4 at $99. Pavers will be sold at a discounted or lower price thru October 1, 2009. A date will be set sometime in late October (or once all pavers ordered between the beginning of school and October 1st ave been received) to place the pavers for parents to join in a Celebration of sorts. Additional copies of the paver flyers will be distributed to the classrooms for teachers to send home with students and also be included in upcoming e-mail blasts. Derrick Bennett reported that he had contacted the Bay County Chamber regarding a list of possible businesses for corporate sponsors of our paver project.
A suggestion was made by Jackie Keller that the Foundation simply ask parents for donations. After much discussion, the Foundation agreed to have what will be known as Foundation Giving Day. The first such day will be Friday, October 16, 2009 and will be publicized to parents thru e-mail blasts and signs around campus. On the “Giving” day, Foundation members and volunteers will be on hand in the drop-off/pick-up areas to collect contributions and to provide parents with a list of the technology needs of the school and a calendar of events planned by the Foundation.
The meeting was adjourned at approximately 6:42 p.m.
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