BOARD MEETING
BOARD MEMBERS
PRESENT: ANN
WARREN, LARRY DEMERS, DAWN PLEW, YAEL
APT, TED HARSHBERGER, LORI BERMAN, ELAN LEVEY, GINNEAN SHAW AND KELLEY REYNOLDS
1. WELCOME/INTRODUTION
Meeting began at
2. PLANET BRAVO/SERVER
Diana and Ann met with Planet Bravo to discuss their
recommendation of leasing a new server.
The cost would be $150/month ($1800/year) that doesn’t include tech
support which is a big issue, etc. See
There were several ideas – find a sponsor (Best Buy, buy
rather than lease, shop price around –although Larry felt that price was reasonable).
Larry made a motion to table any decisions regarding the
server until a later time - Spring or next year. Ann seconded the motion. The motion carried.
3. FRIENDS STORE
The old Ball Room, which is the Friends Office, has a
great window that was once used to dispense balls. Ann wants to pursue the idea of a Friends
store which would sell items mainly for the kids such as
4. COORDINATORS
Eight coordinator positions have yet to be filled. Ann will bring this up and we will try to
recruit at the Kindergarten and Pre-K Orientations. We will also pass out flyers at the Friends
table the first week of school. The
Hospitality Coordinator will liaise and organize “coffee & donuts” for
volunteer meetings, Coffee Talk, and other events, by maintaining relationships
with the providers (Starbucks, Coffee Bean, Dunkin Donuts, etc.) A good person for this job might be Anne
Puccini-Field. Kelley will discuss
position with Anne.
Diane Davis was suggested for Dine-Out night.
We need to find a Jog-a-Thon coordinator or
co-coordinators (one with experience) immediately.
(See attached list of open positions.) Ann will provide descriptions of positions
for flyers.
Friends Flyers
Elan will speak with Mrs. Tann about the office copying
our flyers like they did in the past. We
are also in need of a Translation Coordinator or a group of translators who
will be available.
5. Budget/New Forms
Larry and Dawn
have developed a “Funds Request Form” (attached) that should help the process
along with less delays and questions.
Ann will upload the new form on the CHES Website. This form can be adapted as needed.
The Board moved
and approved the motion for updating the Bank Signature forms.
The new budget
was distributed. (No changes since the
version that was distributed at the last meeting.)
Larry brought to
the Board’s attention that about $2,000 worth of school donations didn’t clear
properly due the credit card system in place.
Larry is researching new systems and follow-up with the families who
were not charged for their donations.
Larry offered to review any donation requests that are
distributed to the school. They would
like to make sure that the forms are accurate from an accounting
standpoint. Also, Larry and Dawn will assist with
planning the financial matters, especially for the larger events affected by a
new tax law regarding the value or benefit received from a donation and the tax
deduction.
The Board agreed
to invest in 3 more “old fashion” swipe credit card machines to get people
though quicker. The main thing is for
the users to note is that the information captured is legible.
6. BOX TOPS – IDEAS
Box Tops
Fund-raiser is a lot of work for about $600.
To heighten awareness and give more purpose to this fund-raiser, we
discussed unofficially tying the fund-raiser to Art Supplies which has the same
budget. Julie Sak Gearhart is chairing
Box Tops.
Khe is chairing
the Gift Wrap Fund-raiser and coordinating the Kindergarten and Pre-K Welcome
Party.
7. EVENT REMINDERS
Ann uploaded the
Google Calendar to the CHES Website which will list meetings, events, important
dates, etc.
8. MEETING DAYS
Ann has been
approached by several active families about possibly changing the Friends
Monthly meetings, from the 1st Tuesday of the month to another day
because it conflicts with Palms Friends meeting. There was a discussion and we reviewed
different dates, but the 1st Tuesday was the only day that worked
for the whole board.
Friends will meet
monthly the first Tuesday of each month, beginning October 2nd, at
9. TABLE OUT FRONT
Ann passed around
a sign up sheet for Board members to man a table the first couple weeks of
school (before school and after school) to sign up/recruit volunteers, discuss
donation drive, possibly sell t-shirts (Chaired by Ingrid Caswell who has a new
design for 07-08 T-shirts), etc.
10. ORGANIZATION
CHART
Ann distributed
the Liaison Folders for the various Event Chairs/Coordinators which is outlined
in the Organization Chart. No one has
more than three to manage.
FRIENDS BULLETIN BOARD
Friends have the
second bulletin board in which needs to be organized before school begins. Ann and others are going to meet on Thursday
and Friday to dress up our bulletin board.
We need to find an artistic volunteer to coordinate the bulletin board.
FALL FESTIVAL – OCTOBER 21ST
Sunday
Ginger will approach
Pacifica West about sponsoring the event and suggesting that PW invite
potential home buyers from their open houses to attend. Planning meeting set for Sept. 11th
at
PUMPKIN PATCH – OCTOBER 19th
Still need
coordinator for this event.
VARIOUS
The $2,000
allocated for Art last budget was not spent last year, and will be collected
and spent this year.
Ted mentioned
that California Country Club HOA is having a block party and would like to
offer a table to Friends. The event is
Sunday, September 30th. Families
from that neighborhood (Lisa Peterson) may volunteer at the table. Good PR for the school.
FUTURE FAMILIES
Upcoming
November
15th @
Wine and Cheese
Event: November 13th @
DONATION DRIVE
Ted will
personalize requests to certain donors, especially on the follow-up form. There will be Event Tickets awarded to donors
at the $1,000 and $2,000 levels. In
addition to the monetary goal to beat last years numbers ($65k), there will a
participation goal of 100% - this is extremely important for the grant. Any amount from a family will help us attain
our participation goal.
Elan talked about
the necessity of door to door distribution of
Ted will attend
the Wine & Cheese function to discuss the real benefits behind the donation
drive and the improved ratings (API, Science, etc.) which are a directly result
from the money Friends raises. This is
why our school is so great.
MEETING ADJOURNED