Meeting Minutes
Date: January 24th
Time: 5:00 P.M.
Location: PCS Cafeteria
Attendees: PTF Board members and School staff
I. Account Opening Progress:
A. The IRS is still currently processing documents for the opening of our account.
II. Campus Security and Safety Measures:
A. the Church and school staff are diligently ironing out the details for the security
fence.
B. Discussions underway to enhance building safety.
III. Next PTF Meeting - February 21st:
A. The upcoming PTF meeting is scheduled for February 21st.
B. Potluck dinner: Attendees are encouraged to bring a dish.
C. Agenda includes discussions on open enrollment and next year's goals.
IV. Spring Market on March 23rd:
A. The spring market is set for March 23rd.
B. PTF aims to set up a booth for engagement,and to hand out sign-ups and distribution
of enrollment packets.
V. Parent Prayer Meetings:
A. Monthly parent prayer meetings starting February 23rd.
B. Scheduled one Friday a month from 8:05 AM to 8:20 AM.
C. This is a time of Fellowship for parents to share prayer requests and pray for each
other.
D. Meetings will take place in the church.
VI. New Scholarship Program:
A. Introduction of a scholarship program for businesses to allocate taxed income to PCS.
B. Scholarship is exclusively for students who have not attended Piedmont Christian
School before, along with other specific criteria we will learn more about during the next
meeting.
VII. Graduation Celebration for Seniors:
A. PTF will hand out corsages for mothers of seniors graduating this year during the
graduation ceremony.
Location: PCS Gymnasium
Date: October 3, 2023
Time: 6pm – 7pm
Email: PTF@PiedmontChristianSchool.org
November 6 Meeting Minutes
Agenda items
I. Welcome: Prayer and devotion by Kim Weflen
II. Old Business:
Update on organization status.
Have received our EIN, Articles of Incorporation, and SCC filing are complete. We’re moving forward on getting set up with the VA department of taxation, and filing with the IRS for 501c3 which can take anywhere from 1-3 months.
PTF shirt order deadline is today, November 6. See attached.
III. New Business
Financial Status – Treasurer, Tori Summa. We have spent a total of $185.30 so far to establish the entity. We are expecting the cost to complete all the filing to be about $792.65. Thankfully the school board donated an initial $1000 so these expenses will be submitted with the receipts for a reimbursement check.
Teacher Appreciation committee - Treasurer, Tori Summa. Meeting is TBD. In anticipation of the holidays, we’d like to send a survey to the staff members to get their input on what they would like.
New Family Committee– Secretary, Brittany Olive – Brittany was unable to attend this meeting, but she has been making individual calls to new members to say hello and welcome, along with getting any feedback and encouraging them to attend the PTF to be able to get involved.
Safety Committee– VP Kim Wefflen
Security officer update - Brett Mills, chairman
The safety committee along with BCC security team and members of the school board met with the Louisa county sheriff's office to discuss the possibility of a shared security officer amongst the private schools in Louisa. It was demonstrated that PCS is ahead of the other private schools in implementing the suggestions provided by LCSO when they completed a risk assessment study over the summer. At this time, LCSO is asking all affected private schools to get up to date on those safety measures before the conversation continues further.
VDOT flashing signs and pavement marking - Archer Clarke
Archer has been in contact with VDOT as well as the Louisa deputy of community development to determine what criteria is needed to implement flashing lights signifying a reduced school zone speed during the beginning of the school day and dismissal. A traffic study is needed for final determination. The PTF will be in contact with the Administrator and school board to see if the original traffic study is able to be produced and could be sufficient without an additional study being performed.
Community outreach committee – Pres. Heidi Mills – We’ll have a table set up for Thanksgiving chapel to give out cookies as people exit just to touch base and say hello since we don’t always get to meet with parents.
Administrator requests – Pres. Heidi Mills (standing in for Amanda Jernigan)
Updates around the campus as recommended by LCSO. All the classrooms have been improved with blackout curtains. Building B is also being tinted windows.
Playground gravel to be spread, date is TBD. Once the date is set, if any parent that can could help with spreading the gravel that would be great. The safety committee has access to some equipment that may simplify offloading and/spreading the gravel but would still need help in raking the gravel.
If you are so inclined, it would be great to have some new reviews on Google, and Facebook (please be cognizant of oversharing and personal details).
Christmas play – possibly having an overflow area to accommodate everyone, but just as a reminder, there is a dress rehearsal for chapel on December 6. There will be a signup sheet to bring desserts for Friday December 8th posted to ClassTag.
IV. Texas Roadhouse drawing was awarded.
V. Open comments and questions.
Kacey Gillespie voiced concerns over cut-throughs in the parking lot during school hours and events, as well as not having unfamiliar vehicles in the parking lot during the school day. Aaron Robinson mentioned that given church functions, parents with multiple vehicles/work vehicles, it wouldn’t be viable to patrol the parking lot or block access. Ideally, a more proficient security monitoring system will be implemented, though there is no estimated time-frame.
Asked if meeting reminders could be sent through the school texting platform. Heidi will approach the administrator about setting that up.
VI. There is no December meeting. The next meeting is scheduled for Wednesday, January 10 at 6:30PM in the gym.
Location: PCS Gymnasium
Date: October 3, 2023
Time: 6pm – 7pm
Email: PTF@PiedmontChristianSchool.org
October 3 Meeting Minutes
Agenda items
I. Welcome: Prayer by Heidi Mills
II. Introduction and PowerPoint:
Going through the previous PTF notes, I was moved by just how much faith and devotion was put into sustaining the school. My hope is that we honor the effort made by those that have put so much into keeping the school going.
Officer Election – Only 2 essays were submitted. Kim Weflen was voted to be Vice President and Brittany Olive to be Secretary. We received a number of volunteer forms submitted; the board members will reach out to those who have expressed interest on the committee after the board has met.
The position of Treasurer is still open, so the board will discuss the best way to handle those related obligations, and the Teacher Appreciation committee since that falls to the treasurer. We can hold a special election once an essay is submitted.
Our Staff Liaison is Pam Marden. I’m very excited about this as she is an integral part of the school and also the church. She’ll ensure no activities that the PTF plan will interfere with either.
Teacher appreciation lunch update from Katie Leach: The last Wednesday of the month will serve better so any leftovers can be eaten the following day. We’d like to have about 10-15 families participate. Volunteer spots will be available through ClassTag.
Legal filing status – still waiting for IRS to issue the EIN number. The SCC has received their paperwork and should be issued by Monday. The board will determine the best financial institution for the PTF to establish an account with once all paperwork is complete. The November meeting should provide a substantive update.
Branding – shirts for the PTF for events. A mockup of the shirts was presented for both male and female. If you’d like a shirt, let me know. We’ll need a minimum of 20 to be ordered for the best price, which should be about $15-$20.
III. The next meeting is scheduled for Monday, November 6 at 6:30PM in the gym. Angie Dymacek donated a Texas Roadhouse gift card and goody bag for a drawing at the November meeting.
Location: BCC Sanctuary
Date: September 12, 2023
Time: 6pm – 7pm
Email: PTF@PiedmontChristianSchool.org
September 12 Meeting Minutes
Agenda items
I. Welcome: Prayer by Aaron Robinson
II. Introduction and PowerPoint: Heidi Mills presented. The school board members attending were introduced: Shanna Winfree, Carmen Bertram, and Stephanie Jordan.
III. Angie Dymacek asked regarding the schools scheduled fundraisers. Heidi Mills clarified: the PTF is a stand-alone entity apart from PCS. The scheduled fundraisers for the school are part of the school’s financial position. The PTF will organize and execute their own fundraisers and determine the application of those funds through the officers’ vote.
IV. The school board noted that the school in a ministry of Bethany Christian Church. The needs of the school are provided for by members of the church. A recent improvement made over the summer break was the renovation of school bathrooms. Another improvement planned will be to secure the rear portion of the property with fencing. The estimated time for completion of that section of fencing is January 2024.
V. Aaron Robinson spoke as an extension of the Bethany Church’s security team that a plan to secure the remainder of the property is in development but given a variety of factors, the church does not have an estimated time of completion.
VI. The deadline to submit volunteer forms for officer nominations was determined to be September 26. The nominations and accompanying essays will be emailed to the PTF body and will be voted on at the next meeting.
VII. The next meeting is scheduled for Tuesday, October 3 at 6PM in the gym.
Committee Overview
View Committee Overview Form here.
PTF FAQs
View PTF FAQs sheet here.
PTF Bylaws
View PTF Bylaws here.
Volunteer Sign-Up
click here for the sign-up sheet information
Check out the PTF Facebook Group here to join: https://www.facebook.com/groups/2389696988084997
