FRIENDS EXECUTIVE BOARD MEETING MINUTES
CASTLE HEIGHTS ELEMENTARY SCHOOL

OPEN MEETING

FEBRUARY 5, 2008

BOARD MEMBERS PRESENT: ANN WARREN, DIANA TOOTHMAN, KELLEY REYNOLDS, LARRY DEMERS, LORI BERMAN, YAEL APT, GINGER BOWER,  GINNEAN SHAW, TED HARSHBERGER, DAWN PLEW, ROBYN LEWIS

1.  Welcome/Introduction – 7:12 PM

Ann welcomed everyone, then minutes were unanimously approved.

2.  Yael – Beautification Funds

There was short delay of funding due to an administration glitch, but everything is back on track.  The plan is to come up with a design to paint on the 2 hand ball court walls.  Ideas were discussed, e.g., dragons & castles, pictures of famous artwork or using the artists’ “genre.”  Paint will be done after school lets out in the summer.

3.  HOA Gift - Ted

Checks are being processed.  There are lots of ideas coming in on how exactly the funds will be spent.  Ted sent out a thank-you letter to the HOA.  Ginnean suggested it might be nice to send a thank-you photo of the kids to the HOA too.  Ginger  opened a discussion on who/how to approach local corporate CEOs to raise money, e.g., Principal for a Day, and raise awareness of school with local big businesses.

 

Ted circulated “Allocation of Total Funding at Castle Heights” and we discussed.

4. Treasurer’s Report - Larry

Larry went over  where we are with collecting family donations, outstanding amounts, expenses, etc.  He also compared where we are in relation to last year.  Overall, we are doing slightly better than last year.  Some of the big differences are that yearbooks are prepaid, and staffing has raised expenses about $30k.  As compared to our budget, we are about $10k under in the income category and $6k-$10k under in expenses.  We have earned about $6500 interest income.  There were 303 receipts sent out this year.  We may consider applying for a non-profit mailing certificate.

 

Anne G. to work with Larry to finalize ticket design for Spring Fling.  Donations for auction are acknowledged, and not given a monetary value.  That is the donor’s responsibility.  Larry is always trying to streamline process.

5. Staff Reviews/Raises

We need to get a system in place for raises and reviews.  There are about eight staff members to manage.  Ms. Patty will be leaving us and David is moving to the front office.  Dawn, Ginger and Elan have volunteered to oversee and help formalize this process.  Ann suggested we assign a board member to report and oversee staffing issues/concerns.

 

6. UPDATES/discussion:

 

Lori – Governance Committee:  The last Governance meeting reviewed the calendar of events, acknowledged the lice problem has ended, and suggested that the HOA money be used for new benches (about 30) in the school yard.

 

Ted – Donation Drive:  Thank you notes were sent out to everyone.

 

Anne – Spring Auction:  The event will be held at the Santa Monica Bay Women’s Club (on 4th St. near Wilshire).  A refundable deposit was made to reserve space on May 17th.  Elston Realtor offered a $1000 cash raffle.  Ann is checking if we can include this type of fundraiser.  We definitely need more business sponsors.  Letters will be sent to community associations (HOAs – CHNA, CACC, Beverlywood) to invite and donate.

 

Jog-a-Thon:  Rosanna Crasnick and Anne Puccini to co-chair event.  A budget was circulated – very similar to last year’s.  La Bella Cosa is a $2500 event sponsor.

 

Valentine Rock is set for Friday night.  Robyn is decorating.

 

Discussion opened concerning “tough road ahead” and $40k Title One funds ending next year along with the Governor’s budget cuts to schools.  We need to plan for this.  Bring in more grant writers. Might be worth hiring a professional fundraiser or marketing/pr person.  Focus on larger money fundraisers.  Look outward to community/local corporations for help.  Focus on new outreach.  Come up with a Strategic Plan.

 

MEETING ADJOURNED AT 8:45 PM.