1/14 PTA Meeting Minutes

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21st Century Public Academy PTA

January 2015 General Meeting Minutes

Date, Time, and Location: Wednesday, January 14, 2015, 6 p.m., Lakins Law Firm

Meeting called to order by Adriana Romero at 6:05 pm.

 

Attendance: Marian Davis, Sarah Day (Treasurer), Kathi Lakins (Vice President), Debbie Marks, Teresa Payne,Trish Payne, Lexi Pickel, Adriana Romero (President), Karon A. Stephens, Mary Tarango (Principal). There were 10 members in attendance; a quorum was reached. No guests attended.

 

Motion made by Adriana Romero to officially vote on Karon Stephens for the office of Secretary, since Linda Cutler-Padilla resigned after December’s PTA  meeting, as expected this fall, due to her increased professional work load in January.

  • The motion to elect Karon Stephens as Secretary to replace Cutler-Padilla for the remainder of the school year was Second by Sarah Day. Passed unanimously.

 

Minutes: The minutes of 12/10/14 were read prior to the meeting by Romero and Lakins, who suggested minor corrections to Cutler-Padilla. The corrected minutes were posted to the Web site.

 

Officers’ Reports

Treasurer’s Report:  given by Sarah Day

  • Printed YTD Financials report was presented with changes to the format to reflect YTD Receipts, YTD Expenses and the Difference between the budget and what PTA spent in each category. Additional format change suggested by Lexi Pickel to add line numbers for easy referencing was accepted by the Treasurer.

  • An additional line item in Total Programs reflects donations of $650 to the PE Department. The Classroom Support (Consumables) line item was increased to reflect the approved copies cost.

  • Approximately $6,000 has been spent toward PTA  programs. An additional $9,300 is expected in expenditures, including projector purchases. $8,086 is available in the bank, and an additional $6,000 in income from sports, activity fees and fundraisers is expected to give PTA money to “play with.”

  • $288 is available in the Total Operations Budget that could be used toward the proposed purchase of a printer for the PTA office.

 

President’s Report: given by Adriana Romero

  • The next meeting will be a “Bring Your Spouse to PTA” meeting. The goal is to get more men involved in the PTA.

  • The next meeting is also the PTA annual meeting. The PTA will vote on officers and appoint committee members.

  • All members were invited to next month’s fundraising committee meeting. A one-year calendar will be set for fundraising, choosing two or three dates and effective timing. All PTA members were invited.

  • Important Upcoming Dates for this year include: March 20 (tentatively) for a Box Tops Barbeque. Students bring 5 box tops in exchange for a BBQ meal. The chips were donated by member Ronni Sparks; May 8 (tentatively) for Spring Fling, which may be a Jog-A-Thon.

  • Mary Tarango will find out at next  Wednesday’s staff meeting the best dates and timing with the least impact on instructional time and to guard against OSI scheduling conflicts. Kathi Lakins will announce the barbeque after a date is finalized.

 

Principal’s Report: given by Mary Tarango

  • State required PARCC testing is impacting very heavily Second Semester this year in particular. As a public school, 21st Century has to show 95% participation to receive federal funding. Administration and staff are trying to schedule practice for the test with the least amount of impact on instruction. During the week of January 12, half the student body could test with the new Chrome Books, while the other half took time to re-instruct, review and complete make-up work. Teachers are pleased with that approach. First Semester ends, Friday, January 16.

  • This week’s practice tests were through the PED training site. The school sent out a flyer with a practice test link Friday, January 9, to ensure students could manipulate the tools on the test and help with familiarity. On next Thursday, January 22, the statewide infrastructure test is being administered to ensure schools can handle the technology.

 

Committee Reports

Membership Committee: given by Kathi Lakins, Chairperson

  • Membership is now 64.

  • Next meeting is expanded to “Bring a Man.” It doesn’t have to be a spouse.

  • A group of men has come together to do things on campus, including working to build playground equipment.

  • There was discussion, and it was decided that Charlie Lakins, who is heading the work group will draft an email for school-wide dissemination by Ms. Morga, school secretary,  inviting all parents, male or female, to participate in the group

  • Lakins distributed tickets to the members present to give to prospective volunteers that can be filled out with contact information for Mr. Lakins.

  • Kathi clarified that one drive is for more men to participate in the PTA and the other is for more people to help with school projects.

  • The state PTA has money and sponsors contests from which we can benefit if we increase our membership.

  • A written report was submitted, including a reminder stating: Must be a paid member and have a membership card to vote at the annual meeting next month.

 

Social Committee: given by Teresa Payne, Chairperson

  • The committee will meet Tuesday, January 20 at 5:30 p.m. Location TBD. Payne submitted a written report including the following highlights:

  • PTA has been asked to supply cookies and punch for department nights, but specific 2015 dates have not been received.

  • Suggested events for the remainder of the 2015 school year include: Valentine’s Day Goodie Sales, Spring Fling, Family Fun Night, Teacher Appreciation Gifts/Goodie baskets, help the fundraising team with Box Tops Hot Dog Lunch event.

  • 2015-2016 future events to plan for include: 5th and 6th Grade Jump-start days, Annual Ice Cream Social, First Day of School

  • Suggested better planning for future events such as volunteer check-in, volunteer logistics and scheduling, floaters and looking to local businesses and clubs to get more volunteers, which would allow parents to enjoy the events with their kids.

  • Jumpstart Days are August 11 – 5th Grade and August 13 – 6th Grade. The social committee can help provide more manpower, once they know what is needed and how they can support.

  • Valentine’s Day delivery date for purchased goodies will be Wednesday, February 11.

  • Mrs. Tarango cautioned against items that would interrupt instruction, i.e. teddy bears and flowers should be picked up at the end of the instructional day. Particulars were discussed, surrounding appropriate and most profitable Valentine items to offer for sale. All PTA members were invited to bring such suggestions to next week’s Social Committee meeting.

 

Fundraising Committee: given by Adriana Romero in the absence of Cindy Rodriguez, Chairperson

  • The next Committee meeting will focus on the yearly calendar. All members invited.

  • The bed sheets fundraiser will be in February with a goal of at least $1,000.

  • Mrs. Tarango shared that the Foundation’s Barnes and Noble fundraiser brought in $8,507, from 20% of in-store and 10% of online sales of the store’s $42,000 intake during the fundraising period.

 

Expenditures Committee: given by Kathi Lakins, Chairperson

  • Proposed that monies raised from Box Tops, Albertson’s and Smith’s fundraisers be used for the science lab. There was discussion.

  • Lakins made a motion to use this spring’s Box Top Drive to fund science equipment. The motion was Second by Marian Davis. Motion passed unanimously.

  • The PTA Mens’ group requested $532 to build the PE goals, standards, and other equipment for PE Classes and school playground project. Kathi Lakins shared list of items that the

  • Marian Davis motioned to allot $532 from the Classroom Enhancements line item for this project.  We already have balls, nets and all this other stuff donated. So we just need this to finalize it. Second by Lexi Pickel. Motion passed unanimously.

  • Considered fundraising committee’s request for $600 copy machine and PTA office setup. There was discussion surrounding $288 available in the Operations budget, incidental costs, copier capacity, adequate space in the office, and cost of continuing to use the school’s copier. The membership decided to reconsider the request after more research is done on specifications and a cost analysis is completed.

  • Considered requests for a $1,495 school subscription to the Brain Pop Website (submitted by Ms. Montano and five Department Heads) and an Astronomy Project (submitted by Mr. Cordova).  Sara Day’s daughter will donate her telescope for the Astronomy Project. Consideration of the Brain Pop Website subscription was postponed until the next PTA meeting.

  • Considered request submitted by Karon Stephens to pay a college student to teach an after-school ceramics class on Tuesdays and Thursdays.  Members discussed which clubs the  $250 left in the after-school clubs line item should be used for.

  • Members discussed and decided the activity fee of $35 should remain the same even though the club would meet twice a week.

  • Lexi Pickel motioned to accept the ceramics club. Second by Theresa Payne. Motion passed unanimously.

 

Nominating Committee: given by Lexi Pickel, Chairperson

  • The call for nominations was sent to Kathi Lakins for distribution to the PTA list, which was done successfully, as well has to Ms. Morga for distribution to the entire school. Mrs. Tarango will make sure the communication went out, and if not will send tomorrow (January 15).

  • Current nominations include: President – 2; Vice President – 1; Treasurer – 2; Secretary – 1.

  • Nominations are due by February 4 and should allow time for responses and ballot preparation before elections next meeting.

 

Other

  • Sara Day, reminded members that in the fall Mr. Ashbaugh, music teacher, requested $500 for music club in the fall and another $500 for the program in the spring. The PTA approved the $500 fall expenditure.  Day requested that the spring expenditure be placed on the table as well.

  • Marian Davis, Nomination Committee member, asked if current PTA members will be willing to serve in the fall. Romero answered affirmatively.

 

Karon Stephens motioned to adjourn. Second by Lexi Pickel. Passed unanimously.

 

Next Meeting:

 

Meeting adjourned: at 7:15 p.m.

 

(The following occurred after the motion to adjourn passed.  It is unclear whether there was a quorum still at the table. Items may need to be placed on the next meeting’s agenda for an official vote.)

Sara Day proposed that all stipends and club fees be made equal for everyone requesting in spring.  Lexi Pickel made the motion. Second by Marian Davis. Members still at the table voted in favor.

 

Minutes compiled by: Karon A. Stephens, Secretary

Attachments: YTD Financials Report, Expenditures Committee Report, Social Committee Update, Membership Report, Meeting Sign-In Sheet