Q: I'd like to offer some feedback on the PTO emails. Last year the email newsletter came out once a week and was inclusive of all of the the things going on at Kenrose. This year it appears that emails are going out on a more daily basis and are more targeted to a specific topic, but have the same title. I personally find this new approach very confusing.

I don't have a smart phone and don't read my personal emails on a regular basis (and don't send my personal email to work). So by the time I get a chance to sit down and check my personal email I have multiple Kenrose PTO emails all with the same title. As a result, I find myself missing things.

I'd like to offer one of two suggestions:

1. Go back to the way it was done last year with only a weekly email newsletter that included everything that one needed to know.

2. Change the title of each email to relate to the subject in some manner (i.e. Newsletter, please vote, volunteers needed, etc.). This will allow people the ability to quickly sort through and read the ones that are relevant and delete the ones that aren't or that they've seen before.

A: Thank you so much for your feedback. It is very helpful to hear from our parents to help us understand how they prefer to receive information.

It is very much agreeable that having a different subject line would serve the purpose of easily identifying relevant emails. This was our original intent, however, the Williamson County School system filters out many emails assuming they are spam. The only way around that is to get approval for a single subject line which will always be allowed. This enables the teachers who receive emails through WCS to receive all emails from the PTO’s system.

Our goal for the weekly emails and our website - KenrosePTO.com - is to have all pertinent school announcements in one place. When some things have more critical deadlines, we also send reminders via additional separate emails to ensure they receive extra attention.

Q: How does the PTO determine how to allocate the funds raised each year?

A: The Kenrose PTO begins the budgeting process in March of the current year for the next school year. The goal is to finalize the budget by the end of April and have the General PTO vote upon the budget in May prior to school being let out.

The PTO Board starts the process of creating a budget by reviewing the current year fundraising income and the current year expenses.

The second step is to obtain information from the Principal and the staff on new and/or changing needs for the next school year.

The Principal keeps an ongoing list of projects and needs for Kenrose that will not be fulfilled by the County Budget. The PTO uses this information to determine if there needs to be changes from the current budget for the next school year.

In addition, we request each staff person to fill out a funds request. These requests are for the staff to ask for funds greater than the standard support dollars provided to them from Build the Nest each year. (For the last several years, Kenrose PTO has been able to provide approximately $500 per teacher and $450 per staff/special from the Build the Nest Funds.) They are allowed to use these dollars for classroom needs only. The Build the Nest payment is a one-time payment and the use of it is tracked. However, there can be needs beyond what the Build the Nest allocation may cover and so all are asked to fill out a fund request should they have such a need.

The requests are reviewed by the PTO President and Treasurer in conjunction with the Principal.

The final piece of our budget, is to ask for parent input on any items they might like to see added or subtracted.

Taking into account all of this information, the PTO Executive Board creates a budget. The budget is first approved by the Executive PTO Board and then it is approved by the General PTO prior to the beginning of the new school year.

Q: Can the PTO save funds from the current year if they raise more than the budgeted income goal and use for the next school year?

A: The PTO has asked this question to Kenrose families many times over the years and the majority response from the families is that they want their money spent in the year in which they contribute. Further, this is a standard followed by many non-profits. The money raised is directed to the current year expenses.

We do carry over every year enough funds to cover summer expenses until the new fundraising begins again.

We also will put aside funds to accumulate for a General PTO approved large project, such as funding the track re-surfacing or creating a track maintenance fund. But retaining funds is only done when approved by a vote of both the Executive and the General PTO.

Q: How does the PTO fundraise?

A: The PTO has two main fundraising avenues, one, the Build the Nest check writing campaign and Family Fun Night.

A survey of our parents for several years in a row indicated our families would rather write a simple donation check rather than participate in selling items.

Each of the last 3 years of Build the Nest (BTN) we have budgeted $90,000 for our fundraising check campaign and each of the last three years has raised approximately, $93,000, $95,000 and $95,600. So we are usually fairly on target with BTN.

Each of the last 3 years we have budgeted around $14,000 for Family Fun Night (FFN) and each year we have been blessed to exceed that budget. However, it is never something we feel secure in relying upon. It is made up of an auction, corporate sponsors, and vendor tables at the event. Every year it is a race to the finish to pull together all that is necessary to make the event happen and so each year we determine its better to budget conservatively. What happens if we don’t obtain the items that people want, or bids don’t come through?

There are a few supplementary avenues of fundraising that are primarily retailer programs. Retailer programs are when a vendor offers a program where the purchaser may tell the Vendor to which organization they may donate the percentage of proceeds designated from the buyers purchase. For example, both Publix and Target have programs where a customer may use a certain card when making a purchase and x% of their purchase will be sent to Kenrose via a check. These programs provide us additional funds, but again, cannot be easily estimated from year to year.

The final result of our fundraising goal for budgeting purposes cannot possibly include an exact estimate of income raised, nor does it include the additional expenses which will be addressed with that income.

Q: In the last four years, the PTO has raised more money than it has budgeted to raise, what does the PTO do with this surplus?

A: First we want to address the nuance in the word surplus. Funds raised which exceed our budgeted income goals is the ‘surplus.’ So the money is NOT excess funds not needed, but it is hard to come up with a word to concisely describe it, so often the term ‘surplus’ is used.

The PTO budgets an income figure that we believe is a reasonable goal of funds to expect to raise and then we must balance our budget with expenses so we earn no income. It is the intent of the PTO to spend all raised funds within the year they are raised.

So that raises two issues in creating our budget:

The first is as a non-profit we can only spend what we raise, but how do you budget exactly for fundraising, when some years are good and others may not be?

The second is there is always a long list of needs that exceeds what we can reasonably budget since we can’t know exactly what we will raise, so how do we balance the need with reasonable fundraising goals?

For example, there is always a need for technology as computers don’t last more than a several years and must be replaced. Or the need for replacement parts, etc. We put in the initial budget each year, but the need is always much greater. It is similar with other areas of expense too.

Therefore, the Kenrose PTO chooses to budget a conservative fundraising goal. So if we are blessed enough to raise more than our budgeted goal, the PTO must determine how to use those additional funds.

We work with the school and the General PTO to determine the needs to which it will be applied. A budget amendment will result which will define how the EPTO suggests we take the income raised and apply it to expenses which were otherwise not budgeted. The budget amendment is voted upon the Executive Board first and then by the General PTO.

Q: Why can’t the PTO pay for class fees?

A: Funds requested by the school are completely separate issue from the PTO and the two funds may not be mixed.

Class supplies fees, a NON-PTO fee, are for consumable supplies only (as in supplies the students will use directly that year), they are optional, and any consumables not used during the year must be sent home with the children at the end of the year. This is why teachers send home paper, pencils, etc. The class fee is usually suggested at $25 per child.

The PTO does provide $500 to each teacher, from the Build the Nest funds raised, to be used to purchase only supplies for the classroom (consumable and non-consumable such as software, books, etc..

Q: How does the PTO determine the best choice for making purchases of various items in its budgets?

A: Purchases made for items of any kind which are specifically for the school must be made through county vetted and approved vendors. The product specifications of most items are also defined by county to insure quality and the safety of the items purchased for the teachers and the children. In addition, the standardization across the county at all schools allows the county to support and maintain those products more efficiently and cost effectively. The PTO does obtain quotes from the various county approved vendors to obtain the most competitive price for the specific product.

Purchases made for the PTO are vetted by the PTO Board through on-line research and obtaining competitive bids.

The entire Executive PTO Board takes their fiscal responsibility very seriously. We work very hard to spend all monies wisely.

Q: Why can’t the PTO purchase different laptops or computer carts for the school that may result in more savings?

A: The PTO is only allowed to purchase the technology models approved by the county so the technology will be uniform throughout the county; in return the county repairs and maintains the equipment.

The technology department cannot support and maintain too many different models as the knowledge base to support so many different types of hardware and software becomes too great. Therefore, the counties Information Technology department sets the product specifications for all software and hardware technology.

Another example of such specifications is the computer cart to house the computers. Otherwise known as a COW, computer on wheels. The cart specifications and vendors are defined by the county technology department. The carts are specific to the technology they hold. The bays are configured specifically for the technology to be locked into the bay and to have connections to which they may be attached to charge. It is not just a regular cart on which to stack computers. These carts also allow the technology to be locked inside the cart, inaccessible to anyone without the key.

Q: Why does the PTO continue to purchase more technology for the school when the county has a Bring Your Own Technology to school initiative?

A: Teachers and students need computers to utilize online textbook components and other instructional software. The on-line software helps teachers differentiate instruction and meet the needs of individual students and groups. Further, STAR testing in reading and math for all WCS students, including 920 K-5 students at Kenrose, is administered online three times per year and more often for some students. In addition, benchmark assessments in science and social studies for students in 2nd through 5th grade are administered online. Finally, all state testing for 3rd through 5th grade will be fully administered online beginning in February of 2016. This includes the new TNReady assessment in reading and math as well as TCAP in science and social studies.

Student BYOT devices do not consistently run these applications which are needed to support curriculum and activities within the classroom. Student BYOT device issues are not supported by the county IT, so in order to have programs run consistently, technology must be provided by the school in order to obtain support when needed. Further, the teachers cannot take the time to trouble shoot the various devices when using technology to perform assessments or testing. Technology provided through the school is maintained by the Technology Instructor.

Q: How does a parent request funds for certain events or ask that consideration be given to purchase items for the school where they see a need?

A: The PTO Board is always open to requests from parents. Parents do not need to wait for the budget process or a general PTO meeting to address their questions, concerns, or comments. Please see the PTO Board contact information to obtain the names and e-mail addresses of the PTO Board.

Q: Who may join the General PTO?

A: Any immediate family of a student at Kenrose Elementary is a member of the General PTO. Currently, there are no membership dues.

Q: : How does someone get onto the Executive PTO Board?

A: Each year in the spring of the school year, usually March, the current PTO will send out an e-mail request indicating which positions will become vacant for the next year. Nominations are requested at that time.

However, you may get involved at any time by contacting the Board and asking how you may be of service.

Q: How can a general PTO member determine the financial status of the PTO?

A: The Treasurer of the Board is required to present the financial picture to the General PTO at every General PTO meeting. General PTO meetings are held 3 to 4 times a school year. The Treasurer is also required to present the financial status of the PTO to the Executive Board at each monthly meeting of the Executive Board.

These reports are kept under the information tab of the Kenrose PTO website, www.KenrosePTO.com.

You may also ask the Treasurer directly at any time to see and discuss the status.

Q: If the PTO opts for an online directory in lieu of a printed directory, what would that cost?

A: If we move to an on-line directory, there is no additional cost. We already pay just under $200 for our PTO membership/management software. Within that software is an on-line directory, only accessible through assigned username and password. The directory is automatically generated from the membership database. Members may choose what, if any, of their information is shown in the on-line directory.

Q: From which budget category were the Blue Ribbon t-shirts funded? And what was the cost?

A: The Blue Ribbon t-shirts were under the KES Community Events. We budgeted $2,500 initially, which is what is seen on the Budget Survey. In October, we had the General PTO vote on increasing the budget line item to $5,400 in order to use those funds to purchase Blue Ribbon t-shirts. The cost of Blue Ribbon t-shirts was $5,300. This will not be a carry forward item on the budget.