Canyon Ranch Elementary PTO Board Meeting Minutes
Date: Thursday, August 20, 2026
Time: 4:30 – 5:30 PM
Location: CRE Cafeteria
Format: Hybrid meeting (in person and Zoom)
Attendance: Ashley Minton, Principal; CRE PTO Executive Board members, PTO coordinators, volunteers, and general members (in person and via Zoom)
Prepared by: Ravi Chaubey, CRE PTO Secretary
Distribution: CRE PTO Executive Board and General Membership
Next Meeting: Thursday, September 17, 2026, at 5:00 PM via Zoom
Meeting Summary
PTO welcomed new families, reviewed updates, recognized volunteers, and discussed fundraising, events, UIL, coordinators, and bylaws. The WAC "Coyote 25K Challenge" is the PTO’s primary upcoming fundraiser.
Key Updates
School and Principal’s Report
- PTO appreciation: Ms. Minton thanked volunteers for supporting key beginning-of-year events.
- Camp Coyote Parade: August 21 at 8:00 AM.
- Fall conferences: November 3 (student holiday).
- Attendance: Recorded at 10:00 AM.
- September 18: Student holiday.
- Next event: Trunk or Treat.
Treasurer’s Report
- Balance increased from \$6,367 to \$7,877.
- Fundraising included school supplies, spirit wear, and birthday marquees.
- PTO is moving from Zelle to Membership Toolkit payments.
- WAC is the main upcoming fundraiser.
Completed Events and Spirit Wear
- Beginning-of-year activities completed successfully with strong volunteer support.
- 374 school-supply orders fulfilled.
- 331 spirit-wear shirts ordered, generating \$1,864 profit.
- New order cycle open via Membership Toolkit; minimum 24 shirts required.
Upcoming Fundraising and Community Events
- WAC (Coyote 25K): Main fundraiser; broad participation needed.
- Movie Night: Family event.
- Ground Control Spirit Night: Canyon Ranch receives 20% of purchases.
Business Sponsorships
- Benefits include booth space, newsletter/website recognition, and yearbook ads.
- PTO will manage outreach; volunteers may request the sponsorship packet.
Communication and Membership Toolkit
- Membership Toolkit currently handles PTO newsletters.
- Parent Square will be used to improve reach.
- Princy is building a centralized storefront for PTO items.
UIL Update
- Open to grades 2–5; registration closes Aug. 24.
- Events include Reading, Writing, Number Sense, Art, Chess, Music, etc.
- Competition scheduled for Nov. 14; tryouts mid-October.
- Coaches needed for Ready Writing & Oral Reading.
Decisions and Governance
- Officer and coordinator appointments approved.
- Megha confirmed as WAC & Coyote 25K Coordinator.
- Room Parent Coordinator role under review.
- Bylaws revisions to be submitted by board members.
Volunteer Recognition
Megha, Neha, Sayali, and Rinki recognized as Volunteers of the Month. Appreciation extended to Chi, Ram, Ravi, Ms. Jenny, and Melisa.
Action Items
| Owner | Action | Timing |
|---|---|---|
| All volunteers/parents | Complete CISD background check | Before volunteering |
| Neha / UIL Team | Complete registrations and send information | Aug. 24–25 |
| PTO Leadership | Follow up on coordinator positions | Before next meeting |
| Executive Board | Submit bylaws recommendations | ASAP |
| PTO Leadership / Ms. Minton | Share new-family PTO information via Parent Square | Upcoming |
| Ms. Minton / PTO | Add Ground Control flyer to newsletter | Next newsletter |
| Princy | Complete Membership Toolkit storefront | In progress |
| Spirit Wear Team | Promote orders and reach 24-shirt minimum | Before next order |
| Basu, Ram & Volunteers | Coordinate sponsorship outreach | Ongoing |
| Ravi S | Monitor finances and report WAC revenue/expenses | Next treasurer report |
Next Meeting
Thursday, September 17, 2026, at 5:15 PM via Zoom. The Zoom link will be shared through Parent Square.
