SFE APPA executive committee

Transcription

1 Time/Place: Attendees: Absent: Guests: June 4, 2014 at 7:45 am, Brunsman Hall Robert Ingenito, Jennifer Montecinos, Marge Peterson, Andrea Schmid, Rory Tira Katie Corral, Frances Swanson Dineen Greer (Jogathon chair) Lynda Lammerding (SFE) Machelle Mack (Gala Auction 2014) Sam Palko (Volunteer Co-Coordinator) Deb Ryan (incoming President) 1. President Minutes are distributed to board members, principal, and guests via and to school community via website posting, all access. Meetings are at 7:45, first Wednesday each month in the Assisi Room, open to guests. Occasionally President calls for an interim meeting. Subcommittees meet as needed, independently. New Parent Dinner report: APPA calendar distributed. Marge Peterson and Rory Tira represented APPA at New Parent Dinner. Also very positive response on sign-ups for APPA volunteering. Marge circulated a sign-up clipboard. None at this time. None at this time. 2. Jogathon report $32,800 brought in $28,447 net $22,000 was highest amount raised in previous years Total laps: th grade won party for highest $ per student 28 students were in the drawing for Principal for the Day; this was a big incentive in fundraising TK and K mascots were another successful incentive. $500 earned by each of the 4 TK and K classes (am/pm) Mrs. Stefanki suggested considering an alternative prize challenge for next year s 6 th -7 th =8 th grade classes. One idea could be to use the Little Buddy network with the TK s and K s. Dineen approached Mrs. Donaldson with this idea. Jogathon results need to be reported out to school community through various modes.

2 . Report results on bulletin board in August Rory Report in the last Gubbio of the year? Report to parent community in blast (completed) Dineen None at this time. 3. BBQ update New volunteers solicited at New Parent Dinner and General Membership sign-ups Use 2013 numbers to make best estimate on count for catering, planning Sam Palko is in contact with Delia for volunteer needs and this will be also be coordinated with the summer . Delia to touch base Machelle (?) Publicize date on reminders Delia (?) Summer mailer in n summer packet # s Delia (?) None at this time. 4. Night with the Classics update Marge has old report of prior auction event to hand off Venue, caterer, entertainment all in progress In contact with multiple auctioneers before contracting with one In progress of setting chairs for all subcommittees Angela DePaoli confirmed to assist in procuring beer for event Discussion of clean up after event and importance of follow through Midtown Business Association will showcase our auction event on their website in June-July-August. Solicitations will be assigned by the Midtown grid, block by block. Valerie Turella-Vlahos chairing procurement committee. Give a deadline in asking for committee chairs to commit. Machelle, Jennifer Send reminder (summer?) Machelle, Jennifer None at this time.

3 5. Volunteer Coordinator update There will be a spreadsheet template used to organize volunteer needs for each event. Goal 1: to make it as easy as possible to get involved. Goal 2: to make it as easy as possible to step up and chair an event Importance of partnership with Josephine Lingao (CSAC chair for development) and Sequoia Howell (CSAC chair for parent engagement) Idea to have an information/orientation meeting for and have a parent representative from each class attend APPA meetings. This would not necessarily be the same as the officially designated Classroom Parent. This would facilitate more communication between event chairs with volunteer needs and the parents. Request to teachers that they include a parent club advocate in their sign-ups as they prepare for Back to School Night. Sam Palko None at this time. 6. Looking ahead summer and next year Incoming president Deb Ryan proposed possible time change of meetings, nothing determined at this time. Deb also asked the board to think about the need for more than 1 meeting per month. Deb will propose summer meeting dates via Ongoing desire and general plan to have a speaker at a General Membership meeting. Katie Corral has been in contact with Eric Swanson for resources. Katie will bring list of potential speakers to summer meeting. Also in progress gathering information on school assembly resources and costs. Contact APPA Executive Board for summer meetings Prepare list of candidates for guest speaker Deb Katie None at this time. 7. APPA Survey report 92 responses received How do we present the results meaningfully? This question spurred much good conversation. What is most helpful?

4 There is a spectrum of how to respond. Provide a copy of survey results to all? Prepare a synthesis of results and distribute that? Overall message: we are on the right track, things are pretty good. Survey findings can be used as springboard to announce events for Prepare survey summary, 1 page.? Prepare binder for office and hand over to Lynda Katie, Andrea (?) None at this time. 8. Athletics & Extra-Curriculars update Support for athletics activities at the school will tie into new Volunteer Coordinators position as well Jennifer has received lots of feedback from Caroline Patti on what she needs. The bottom line: to support Athletics Director s position (and the activities) with volunteers Prepare job description for VP of Athletics & Extra-Curricular Activities (over course of next school year) Jennifer None at this time. 9. Finance update Robert is preparing a budget template that will be used in planning for all major APPA events. He is using the Oktoberfest budget template to assist in this. This template will not conflict with school record keeping in any way. The bottom line dollar figures will be in alignment; the way in which the financial data is recorded will be more user friendly to APPA event chair needs for budgetary purposes. The purpose of this template is to provide guidelines and historical data. Finalize budget template for future event chairs. Robert

5 None at this time. 10. Communications update Committee brainstormed having an APPA binder in the main office. This would archive all handouts, mailers, and flyers for the year. Lynda said that often people ask questions about APPA events and it would be nice to have one place to turn to. Prepare a binder for main office, Rory None at this time. Meeting adjourned 9:20 am. Next meeting to be called by Deb Ryan, incoming President, midsummer.