Canyon Ranch Elementary PTO Board Meeting Minutes
Date: Thursday, September 17, 2026
Time: 5:15 p.m.
Format: Zoom
Attendees: Ashley Minton, Principal; CRE PTO Executive Board members; PTO coordinators; volunteers; and general members participating in person and via Zoom.
Prepared by: Ravi Chaubey, CRE PTO Secretary
Distribution: CRE PTO Executive Board and General Membership
Next meeting: Thursday, October 5 at 5:15 p.m. via Zoom
Meeting Summary
The PTO reviewed August follow-ups, current finances, school and event updates, volunteer recognition, coordinator progress, and governance items. Movie Night was completed; the Coyote 25K Challenge remained in progress; and planning continued for the Homecoming Parade, Trunk-or-Treat, UIL, and Red Ribbon Week. The board also reviewed ongoing bylaws work and approved Doyel Mahapatra as Library Coordinator. The meeting closed with reminders about volunteer background checks, Membership Toolkit participation, and continued community support for PTO initiatives.
Leadership and Coordinator Updates
- Executive Board: Basu Sen (President), Ram Nalla (Vice President), Ravi Sooranahalli (Treasurer), Vinita Gadwal (Assistant Treasurer), Vanita Srimalli (Parliamentarian), and Ravi Chaubey (Secretary).
- School administration: Ms. Minton, Mrs. Godinez, and Ms. Jenny.
- Coordinator changes: Megha Ramesh resigned from the School Supplies Coordinator role but continues with Write-A-Check / Coyote 25K Challenge.
- Hospitality Coordinator: Position open. Doyel Mahapatra elected as Library Coordinator.
- Volunteers: Reminded to complete annual CISD Volunteer Background Check.
Previous Minutes
- August 20 minutes summarized officer/coordinator appointments, Zelle-to-Membership Toolkit transition, and bylaws review.
- Follow-ups included UIL registration, volunteer onboarding, sponsorship outreach, spirit-wear orders, and WAC/event financial tracking.
Treasurer's Report
The September budget workbook shows three Chase account balances totaling $19,922.90:
- Operating: $7,442.22
- Benevolence: $2,478.34
- Reserve: $10,002.34
$514 was paid for a deferred 2025–26 teacher grant.
| Category | Actual Income | Actual Expense | Actual Net |
|---|---|---|---|
| Spirit Wear | $4,742.00 | ($2,437.85) | $2,304.15 |
| Write-a-Check (WAC) | $1,964.00 | $0.00 | $1,964.00 |
| Birthday Marquee | $300.00 | ($4.58) | $295.42 |
| School Supplies | $22,070.00 | ($20,500.09) | $1,569.91 |
| Fundraising Totals | $29,076.00 | ($22,942.52) | $6,133.48 |
| Red Ribbon Week | $0.00 | ($597.00) | ($597.00) |
| Movie Night | $0.00 | ($68.02) | ($68.02) |
| Teacher & Staff Appreciation | $0.00 | ($1,674.33) | ($1,674.33) |
| PTO Operations | $0.00 | ($335.61) | ($335.61) |
| Grand Totals | $29,076.00 | ($25,830.98) | $3,245.02 |
Budget context: The draft budget projects $32,151 total income and $42,952 expenses, a planned net use of $10,801.
School and Principal's Report
- Ms. Minton shared updates and thanked volunteers.
- New student clubs: Choir, Spirit Club, Running Club, Garden Club, Art Club.
- Discussed parent–teacher conferences, Trunk-or-Treat, and Red Ribbon Week.
- Exploring student participation in future PTO meetings.
- Follow-up planned with passion-group parent volunteers.
- Homecoming Parade guidelines to be sent; teachers reminded to remove outdated UIL links.
Event Progress
- Completed: Movie Night
- In progress: Coyote 25K Challenge / Write-A-Check
- Upcoming: Homecoming Parade, Trunk-or-Treat, Red Ribbon Week
Coordinator and Program Updates
Homecoming Parade
- Date: September 23; Disney-themed float.
- Leads: Vanita and Archana.
- $500 sponsorship secured.
- Planning: décor, snacks, candy, water.
Movie Night
- Completed September 11; coordinated by Chandrika.
- Successful event; minor audio/popcorn issues.
- Approx. cost presented: ~$500; recorded expense: $68.02.
Coyote 25K Challenge / WAC
- Campaign: Sept 7–Oct 16.
- Reached first $5,000 milestone; snapshot showed $5,966 (23.86%).
- House progress: Blue $725, Purple $300, Green $650, Yellow $2,152, Red $850, Orange $1,289.
- Flyer distribution and parent engagement strong.
- Budget workbook shows $1,964 actual income.
UIL / Enrichment
- Registration closed August 24.
- Coaching ongoing via Zoom and in person.
- Tryouts mid-October; competition November 14.
- Teachers reminded to remove outdated registration notices.
Spirit Wear
- 45 new shirt orders.
- 30–33 more shirts expected to be ordered.
- Flyer to be shared with staff for distribution.
Upcoming Events and Planning
Trunk-or-Treat 2026
- Planning includes layout, volunteers, safety, themes, promotion, partners, budget.
- Committee recruitment ongoing.
- Google Drive folder created for event materials.
- Event date: October 22.
Red Ribbon Week
- Proposed activity: Perfection on Wheels / GO BIG BMX stunt show.
- Assembly date: November 2.
- Budget: $1,797 allocated; $597 used.
Volunteer Recognition
Chandrika Sunil awarded Volunteer of the Month; Amrita Parker recognized. Shout-outs to Megha, Ravi S., Princy Jain, Doyel, Deepak, Neha, Chi, Harshen, Melanie, Vanita, and Anna.
Decisions and Governance
- Doyel Mahapatra approved as Library Coordinator.
- Voting for new candidates to resume after bylaw updates.
Action Items
| Owner | Action | Timing |
|---|---|---|
| All attendees / volunteers | Complete CISD background check; sign up on Membership Toolkit | Ongoing |
| Vanita / Archana | Finalize Homecoming Parade plans | Before Sep. 23 |
| Megha / WAC team | Continue Coyote 25K promotion and tracking | Through Oct. 16 |
| Neha / UIL team | Continue coaching | Through Nov. 14 |
| Santhi / Trunk-or-Treat team | Form committee and continue planning | Before Oct. 22 |
| Basu | Send PTO newsletter to Ms. Minton | ASAP |
| Ms. Minton / Ms. Godinez | Follow up with passion-group parents | Follow-up |
| Ms. Minton | Send Parade guidelines; update UIL info | Before events |
| Rinki | Share Spirit Wear flyer with school | ASAP |
| Princy / Juhi | Coordinate newsletter for ParentSquare | ASAP |
| Basu / Joy | Business outreach for Trunk-or-Treat | Ongoing |
| PTO leadership / RRW team | Prepare BMX assembly | Before Nov. 2 |
| Treasurer | Continue financial reconciliation | Next report |
| Executive Board | Continue bylaw work | In progress |
Upcoming Dates
- September 23 – Homecoming Parade
- October 16 – Coyote 25K Challenge ends
- October 22 – Trunk-or-Treat
- November 2 – Red Ribbon Week BMX assembly
- November 14 – UIL competition
Next Meeting
The presentation lists conflicting information: - October 5 in person - October 5 at 5:15 p.m. via Zoom The final details should be confirmed.
