FRIENDS EXECUTIVE BOARD MEETING MINUTES
CASTLE HEIGHTS ELEMENTARY SCHOOL         
SEPTEMBER 7, 2005

PRESENT:   HANIA BROOKS, STACY BROOKS, NEAL FELDER, VALENCIA FOSTER, ESTELLA HERNANDEZ, BARBARA KAYE, ELLEN KLINENBERG, TOMASA LANDA, JOHN LAZAR, GINA POLIZZI, MICAH ROBERTS, DARCIE TILLIS, TOLLY VALENTE and MARIA VON HARTZ       

1.             APPROVAL OF MINUTES

DARCIE MOVES TO APPROVE MINUTES FROM THE AUGUST 17TH FRIENDS BOARD MEETING.

 

GINA SECONDS.

 

MARIA AND MICAH – ALL IN FAVOR – MINUTES ARE APPROVED BY ALL

2.           HAND-OUTS

DURING THE LENGTH OF THE MEETING THE FOLLOWING WERE PASSED OUT:

·          THE AGENDA

·          CREDIT CARD FEE WORKSHEET

·          THE BUGET PLANNING SHEETS – 3 PAGES

·          PAYROLL PROJECTIONS SUMMARY – 2 PAGES

2.             WELCOME – 7:05 PM

MICAH WELCOMES THE NEW BOARD.

THANK YOU FOR ATTENDING THE KINDER ORIENTATION.  ALSO THANKS TO MANY (ESPECIALLY HANIA) FOR CREATING THE FRIENDS HANDBOOK!  IT WAS WELL RECEIVED.

3.             PAYROLL

WE HAVE LAST YEAR’S BUDGET.  MS TANN WILL BE RESPONSIBLE FOR DISTRIBUTING THE HOURS TO THE APPROPRIATE AIDE.  THE BOARD IS RESPONSIBLE TO LET MS. TANN KNOW HOW MANY HOURS WE CAN FINANCIALLY COVER IN THE BUDGET.

 

TODAY’S AIDE BUGET IS AS FOLLOWS:

MONDAY & WEDNESDAY – 32 HOURS/DAY

TUESDAY & THURSDAY – 34 HOURS/DAY

FRIDAY – 37.5 HOURS/DAY

 

HOWEVER, MS. TANN IS WORKING ON REDUCING AIDES TO 29 HOURS/WEEK.WHAT ARE THE REALISTIC NEEDS FOR THE CLASSROOM?  THIS IS MS. TANN’S RESPONSIBILITY.  IN 2 WEEKS THE HOURS WILL BE RE-EVALUATED.

 

i. TEACHER AIDE REVIEWAL

·          MS. TANN SAYS WE CAN REVIEW/INTERVIEW AIDES

·          JOHN LAZAR WOULD LIKE TO DO SO FOR THE FUTURE

4.             PE COACH SHAHMYL

COACH SHAHMYL WILL BE STARTING WITH MARQUEZ ELEMENTARY.  HE WANTS $20.00/HOUR FOR PRE-K, K, AND 1ST.  ELLEN HAS BEEN CALLING HIM WITH NO RESPONSE.  IT LOOKS AS THOUGH HE IS NOT INTERESTED IN COACHING AT CASTLE HEIGHTS.

DARCIE MOVES TO LET COACH SHAHMYL GO.

GINA SECONDS.

ALL IN FAVOR – ALL VOTE YES – LETTING COACH SHAHMYL GO IS PASSED.

WHAT ARE THE REQUIREMENTS IN BEING A COACH?  MUST BE FINGER PRINTED AND HAVE A CURRENT TB TEST.  HEATHER HAS OFFERED FOR THE TIME BEING TO COVER UNTIL A NEW COACH IS FOUND.  ALSO, STAR IS WILLING TO GIVE HOURS IN THE AFTERNOON TO A NEW COACH TO MAKE THE JOB MORE DESIRABLE.  JAY WILL ALSO HELP IN THE HIRING PROCESS.  IS THERE ANYONE INTERESTED IN SITTING IN ON INTERVIEWS? NEAL VOLUNTEERS

5.             FALL FESTIVAL - GINA

WE CURRENTLY HAVE $8,325.00 IN SPONSORS FOR THE FALL FESTIVAL.  OUR NEXT MEETING IS TUESDAY THE 13TH AT 6:30 IN ROOM 11.  ALL ARE WELCOME.  THERE WILL BE A FALL FESTIVAL FLYER IN THURSDAY FOLDERS. WE NEED VOLUNTEERS, DONATIONS, ETC.  THE PUMPKIN PATCH WILL BE OCTOVER 15TH AND THE FALL FESTIVAL WILL BE ON OCTOBER 22ND.

 

i.  LEASE THE SCHOOL

·          MS. TANN JUST RECEIVED THE PAPERWORK FOR APPROVAL AND FAXED IT IN TODAY.

·          RATE FOR THE LEASE WILL BE ESTABLISHED BY THE DISTRICT.  WE PAY THE DISTRICT.

6.             BACK TO SCHOOL PICNIC - BARBARA

AN ENGLISH AND SPANISH FLYER ABOUT THE PICNIC WILL GO OUT TOMORROW.  THE SET-UP WILL BEGIN AT 9:30 AM.  WE ARE LOOKING TO FIND A COTTON CANDY MACHINE TO RENT.  THIS IS APPROX. $90.00, BUT WILL ALSO NEED SUGAR.

 

ELLEN MOVES TO NOT HAVE A COTTON CANDY MACHINE AT THE PICNIC

 

TOLLY SECONDS

 

ALL IN FAVOR – 10 VOTE YES – NO COTTON CANDY MACHINE PASSES

 

WE NEED 2 PEOPLE TO HELP SET-UP. 

WE NEED 2 PEOPLE TO HELP CLEAN-UP AFTER PICNIC.  ESTELLA AND TOMASA VOLUNTEER.

 

MARIA – THOSE THAT CAN BE THERE TO HELP, PLEASE EMAIL TIMES TO BARBARA

 

THERE WILL BE RACES AND GAMES.  THIS IS FREE FUN FOR EVERYONE.  BARBARA WILL BE COLLECTING GREEN PLASTIC BOTTLES TO CREATE A GREEN DRAGON.  WE ARE TRYING TO GET CLINT TO DJ THE EVENT.  WE WILL SEE YOU THERE.

7.             DONATION DRIVE

MARIA NEEDS TO FORM A COMMITTEE FOR THIS IMPORTANT FUNDRAISER.  A FLYER WILL GO OUT NEXT WEEK.  LOOKING TO HAVE A THERMOMETER CREATED TO SHOW DONATIONS.  WORD OF MOUTH IS IMPORTANT!  TALK TO OTHERS AND HAVE THEM TALK TO OTHERS TOO.

 

THE COMMITTEE WILL OVERSEE ALL OF THE PROJECTS INVOLVING THE DONATION DRIVE, SUCH AS; FLYERS ARE PRINTED AND READY FOR FOLDERS, UPDATING THERMOMETER. RECEIVING PLEDGES, ETC.

 

ELLEN AND STACY VOLUNTERR TO CO-CHAIR

 

WHEN DO THE PLEDGES NEED TO BE IN?  WE WILL LEAVE THE END DATE OPEN-ENDED UNTIL WE REACH OUR GOAL OF $60,000. 

8.             ROSTER

JANINE SHAW IS LOOKING INTO A GOOD SYSTEM TO INPUT INFORMATION.  WILLEN IS WILLING TO HELP.  DARCIE IS WILLING TO HELP.   ANOTHER FLYER WILL BE SENT OUT IN FOLDERS.

 

 

9.             ORG CHART

 

WE WANT TO UTILIZE THE ORG CHART AT BACK TO SCHOOL AS A VISUAL AIDE.  DARCIE WILL EMAIL TO HANIA TO CREATE A POSTER. 

 

WE NEED ANOTHER FLYER TO GO OUT FOR MORE VOLUNTEERS WITH SPECIAL TALENTS.

 

NEED TO START MENTORING PROGRAM/TUTORING

 

JOHN WILL SEP UP MEETING WITH MS. TANN

 

MICAH – PLEASE MAKE SURE THAT IF YOU ARE TO CREATE A FLYER, THAT THE FLYER NEEDS TO BE IN TO MICAH OR MARIA BY MONDAY MORNING TO MAKE THE THURSDAY FOLDERS. 

 

 

10.             PRE-K ORIENTATION – 9:00AM

 

GINA, TOLLY, VALENCIA AND NEAL WILL BE THERE TO PREP 20-30 FAMILIES ABOUT VOLUNTEER OPPORTUNITIES AND EVENTS.

 

 

11.             SPRING THING

 

STACY IS CHAIRING EVENT.  IF ELLEN WILL JUMP ON BOARD, THEN TOLLY WILL TOO. 

 

INTER-CITY ARTS WOULD LOVE TO HAVE US BACK.  IT IS $900.00 TO RENTS.  WE WILL BRING IN OUR OWN FOOD AND ALCOHOL, SECURITY AND VALET PARKING

 

WE NEED TO PICK A DATE FOR THE EVENT IN MAY

 

ELLEN MOVES TO HAVE THE EVENT ON MAY 6TH.

 

BARBARA SECONDS

 

ALL IN FAVOR – ALL VOTE YES – SPRING THING ON MAY 6TH PASSES.

 

 

12.             HURRICANE KATRINA

 

MS. TANN WOULD LIKE TO PULL SOMETHING TOGETHER TO HELP THOSE AFFECTED BY HURRICANE KATRINA.  WE WILL HAVE A WATER JUG EVERY MORNING AT THE FRIENDS TABLE AT THE GATE AND ASK FOR CHANGE DONATIONS. 

 

 

13.              FRIENDS TABLE SIGN-UPS

 

WE NEED FRIENDS BOARD MEMBERS FROM 7:45 AM – 8:15 AM TO HELP WITH TABLE.  WE WILL BE GETTING VOLUNTEER SIGN-UPS, SCRIPT SALES, AND ANSWER QUESTIONS DURING THIS TIME.

 

 

14.              COFFEE TALK

 

THE FIRST COFFEE TALK IS THURSDAY THE 15TH WITH MS. TANN AT 8:30 AM.  NEED VOLUNTEERS TO SIGN-UP TO HELP AND BE THERE.

 

 

15.              PACKET BREAK DOWN ON FRIDAY

 

WE NEED VOLUNTEERS TO HELP BREAK DOWN THE THURSDAY FOLDERS.  VOLUNTEERS ARE NEEDED ON FRIDAY IN ROOM 11 RIGHT AFTER DROP-OFF.

 

 

16.              BUDGET

 

ELLEN WANTS MORE DETAIL TO LAST YEARS BUDGET.  WITH MORE DETAIL, SHE WILL BE ABLE TO DECIFER EXACTLY WHERE MONIES WERE SPENT.  SHE WILL BE WORKING WITH CHRIS BIBLARZ AND JENNY JONES FOR MORE INFORMATION

 

17.              MEETINGS

 

MEETINGS WILL BE THE 1ST WEDNESDAY OF EVERY MONTH.  WE WILL OPEN THE MEETING TO ALL WHO ARE INTERESTED.  ALL THE MEETINGS WILL BE OPEN, UNLESS WE HAVE TO TALK ABOUT PERSONNEL AND SALARIES.

 

18.              PTA

 

JUDY ROSENWEIG IS CREATING A FLYER FOR PTA PARTICIPANTS.

 

 

19.              WEBSITE

 

JOHN IS LOOKING TO GET THE WEBSITE UP AND RUNNING.  DARCIE IS WILLING TO HELP WITH THE UPKEEP OF THE SITE.

 

 

20.              CREDIT CARD MACHINE

 

JOHN MOVES TO MAKE ELLEN’S PROPOSED CHANGES FROM THE AUGUST 17TH MEETING.

 

DARCIE SECONDS

 

ALL IN FAVOR – ALL VOTE YES – CREDIT CARD MACHINE WILL RUN ON SPECIFIC TIMES ONLY, NOT YEAR ROUND.

 

 

21.              SUGGESTION BOX

 

DARCIE WILL BY A CLEAR ACRYLIC SUGGESTION BOX.  DARCIE WILL ALSO MAINTAIN THE SUGGESTIONS THAT ARE SUBMITTED.  THE BOX WILL BE READY IN A WEEK OR SO. 

 

 

22.              SCRIPT

 

MICAH WOULD LIKE TO INVEST IN MORE SCRIPT.  SHE WOULD LIKE TO INVEST $25,000 TO $30,000 FOR SCRIPT.

 

ELLEN WOULD LIKE TO WAIT ON VOTING UNTIL OUR INSURANCE IS FINALIZED.

 

MICAH WILL VOTE ON THE INCREASE NEXT MEETING.

 

 

23.              END OF MEETING

 

 

BARBARA MOVES TO ADJOURN MEETING.

 

NEAL SECONDS.

 

MEETING IS ADJOURNED.

 

THE NEXT MEETING IS ON THURSDAY, OCTOBER 6TH