Booster Club Meeting Agenda, November 5

Welcome & Introductions – Kim

Strategic Planning Update: Corporate Matching; Stock Gifts; Alumni Relations; Grants

Booster Business – Kim

Elect Secretary 

Amend & Approve Minutes

Treasurer's Report – Brian

Status Report: Direct Support, Tiger Games

Propose Budget for Approval at December Meeting

Rep & Chair Reports

Tiger Games (Mukta & Amy)

PayPal Giving Fund (Lena)

Potential Event Parking Fundraiser (Lena)

6th Grade Play (Kim on behalf of Darla)

Upcoming Events – Reports from Chairpersons / Staff

4th Graders return from Camp Ocean Pines Today, Nov 5 (Guy & Angie)

Big Brothers / Big Sisters Holiday Party – Sat Dec 5 (Guy)

Electives Round 2 – Begin Jan 14 (Janet)

5th Graders to Yosemite – Depart Feb 22 (Serafin & Robson)

Action Items: Propose Budget (Brian); Agendize Jan 6 Strategic Planning Conference Call (Kim)

To Celebrate.. Tiger Games (Mukta & Amy); 5th Grade Rep (John Hostetter); Camp Ocean Pines Parent Info Night (Kim); Chili Cook-off (Nara); Team Max (Lorraine); Electives Round 1 (Janet); SLCUSD Trustee Proclamation of Appreciation (Kim); Host Superintendent’s Meeting of PTA/PTO Leaders (Darla – Agenda Attached); Strategic Planning Conference Call (Kim); Walk-to-School Day (Kim); 

Needs.. Confirm Date for Auction (Wendy); Co-chair for International Day April 2106, Parent Liaison for Big Brothers / Big Sisters Dec 5, Parent Liaison for GeoBee Date?

Exhibits.. Meeting Schedules; Draft Agenda for Jan 6 Strategic Planning Conference Call; Oct 15 Agenda Superintendent’s Meeting of PTA/PTO Leaders; SLCUSD Trustee Proclamation of Appreciation

2015 – 2016 Meeting Schedules

Booster Meeting – Open to All (Requires Quorum)

October	Thur	Oct 1	1:30 – 3 pm	Library
November	Thur	Nov 5	8:30 – 10 am	Library
December	Thur	Dec 3	1:30 – 3 pm	Library
January	Fri	Jan 8	8:30 – 10 am	Library
February	Tue	Feb 2	1:30 – 3 pm	Library
March	Fri	Mar 4	8:30 – 10 am	Library
April	Thur	Apr 7	1:30 – 3 pm	Library
May	Fri	May 6	8:30 – 10 am	Library
June	Thur	Jun 2	1:30 – 3 pm	Library

Strategic Planning Meeting – Open to All (No Quorum Nec)

January      Wed       Jan 6        5:30 – 6:30 pm      Telephone Conference

April           Wed       Apr 6        5:30 – 6:30 pm      Telephone Conference

The Winter 2016 Strategic Planning Conference Call is 5:30 – 6:30 pm Wed Jane 6. Three possible agenda items include: managing existing certificates of deposit, potential future benevolence fund, and potential future alumni support for chaperone fees. Suggestions to confirm or reschedule these items are welcome, as are suggestions for alternate topics. The agenda will be finalized at the Dec 3 booster meeting. To be added to the Jan 6 conference call, please RSVP via email to kimberley@wormley.net no later than 10 pm Sunday Jan 3.

SLCUSD PTO/PTA/Booster Leadership Meets Monthly

Teach Elementary Site Council Meets Regularly

Mondays 3:05 – 4 pm: Sep 28, Oct 26, Nov 30, Jan 25, Feb 22, Apr 25, May 23

SLCUSD Board Meets Monthly – Room J2, 1500 Lizzie

First Tues 6 - 8pm: Oct 6, Nov 3, Dec 1, Jan 5, Feb 2, Mar 1, Apr 5, May 3, Jun 7

Booster Club Meeting Agenda, Friday, Sept. 4, 2015

Welcome & Introductions – Kim

Welcome Parents & Principal; Guiding Themes & Priorities; Agendizing

Booster Business – Laura

Nominations for VP & Staff Rep; Amend & Approve June Minutes

Volunteer Coordinator’s Report – Erica

Remaining Vacancies; Chairperson Checklist

Treasurer's Report – Brian

Closing out 2014 – 15; New Budget for 2015 – 16; Incoming invoices

 Principal's Report – Darla

Afterschool Care & Enrichment – Darla & Melinda

Upcoming Events – Reports from Chairpersons / Staff

Back-to-School Night – Tue Sep 8 6:00 pm (Darla)

Science of Juggling Assembly – Sep 10 (Melinda)

Student Council Elections – Fri Sep 11 (Serafin & Whitaker)

Pancake Breakfast – Sun Sep 13 8:00 – 11:30 am (Leah & Taryn)

6th Grade Study Trip to Catalina – Begins Mon Sep 14 (Woehrle & Lanier)

Tiger Games Assembly – Mon Oct 5 (Amy & Mukta)

Chili Cook-off – Fri Oct 9 (Nara & Lorraine)

Math Night – Tue Oct 20 (??)

Tiger Games – Fri Oct 30 (Amy & Mukta)

 Action Items to Launch 2015 – 16: Receive Requests from Teachers (Brian); Fill Rep and Chairperson Vacancies (Kim & Erica); Review Budget for Fundraising Goals (Chairpersons); Approve Budget (Board); Communicate Budget & Needs to Parents. Solicit Direct Donations (Darla & Kim)

To Celebrate.. All-School Calendar (Janet), July Incoming Family Play Date (Kit & Ed), Aug Incoming Family Brown Bag Picnic (Kim & Lena), 8/21 Ice Cream Social (Kim & Jodi), 9/21 Spiritwear Sales (Terrie), 8/21 Pancake Ticket Sales (Leah & Taryn), 8/21 Scrip Outreach (Paige); 8/24 Parent Reception (Kim & Melinda) 

Exhibits.. 2015 – 2016 Meeting Schedule; 2015 – 2016 Lineup

2015   – 2016 Meeting Schedule

Booster Meeting – Open to All (Requires Board Quorum)

October	Thur	Oct 1 Nov 5 Dec 3 Jan 8 Feb 2 Mar 4 Apr 7 May 6 Jun 2	1:30	–	3 pm 10 am 3 pm 3 pm 3 pm 10 am 3 pm 10 am 3 pm	Library
November	Thur		8:30	–		Library
December	Thur		1:30	–		Library
January	Fri		1:30	–		Library
February	Tue		1:30	–		Library
March	Fri		8:30	–		Library
April	Thur		1:30	–		Library
May	Fri		8:30	–		Library
June	Thur		1:30	–		Library

Planning Meeting – Open to All (Does Not Require Quorum)

October	Wed	Oct	7	5:30	–	6:30	pm	Telephone	Conference
January	Wed	Jan	6	5:30	–	6:30	pm	Telephone	Conference
April	Wed	Apr	6	5:30	–	6:30	pm	Telephone	Conference

Teach Boosters Meeting Minutes, June 4, 2015

Teach Boosters meeting: June 4, 2015

Present: Kimberley Wormley, Kurt Rightmyer, Robyn O’Leary, Terrie Marshall, Brian Olson, James Mc Millen, Altee Vigil, Wendy Sylvester, Mike Berger, Nara Clark, Kit Gould-Himelblau, Lena Eagon, Darla Batistic (incoming principal), Cerae Speidel and Shawna Thomson. 

Absent: Laura Cooper and Melinda Keller

There was a correction to the minutes from last month: Wendy moved to change the name from “Robyn O'Leary” to “Robin Hernandez” as the person who chaired Teacher appreciation week, and to then accept the minutes as amended. Kurt seconded the motion which passed with all in favor. 

Kimberley said that it has been an encouraging current year; there was support for chairpersons from the Boosters board, willingness on everyone’s part to make changes (for example, changing from March-a-Thon to the Kickit games), sound fiscal stewardship, and improved communication regarding direct support as a supplement to income raised from fundraising events.

The strategic planning committee, which formed earlier this year to evaluate fiscal policy and fundraising programs, will meet again next week.  The committee is inclined to recommend a surplus/savings sufficient to cover a full year’s worth of expenses, but realizes that it may not be allowable for a non-profit to accumulate assets to this level.  The committee is likely to recommend additional outsourcing/partnering with outside organizations, such as with the Kick-it games, to continue to reduce the number of volunteer hours needed to support fundraising events. The committee is likely to recommend further reductions in the amount of direct support requested from families, but did not indicate how that would/could be accomplished. The board looks forward to the committee’s final report.

Treasurer’s report: it It looks like income was received within $1000 of realized expenses. In terms of total parent financial participation, the Boosters connected with 93% of Teach families to receive pledges and / or direct support payments up to and including the recommended $450 per-student donation.  Seven percent nonparticipation persisted despite, personal contact with each family for the purpose of answering questions about the recommended donation pledge and payment options. A one-on-one buddy system, pairing new families with a current Teach family was proposed, and it was suggested that even stronger pledge participation could be realized by elevating teacher relationships relative to direct support fundraising. 

The craft fair was financially successful. Teachers felt that the craft fair ran in competition with the 5th grade mini-mall, and observed that it came at a particularly busy time of the year (early May) and suggested that the craft fair might be even more successful and less chaotic if held outside of school hours, perhaps on a Saturday.

This brought up a discussion about better communication with Teach teachers and staff. Kimberley attended the last staff meeting to see if this is good idea for the future. There is a meeting in August during which teachers go over the calendar for the school year. This might be held onsite Thursday August 20th, onsite. It could be a good time for board members and/or chairpersons to communicate with teachers. 

There was an idea for new fundraiser: Boosters could set up a rest stop in SLO to support the annual AIDA AIDS/LifeCycle ride, which brings thousands of cyclists through SLO County each year and will take place June 5 – 11, 2016. Participation requires that we contact the organization a year in advance and that we also acquire a city permit. *****ACTION ITEM: Kit and Robyn will scope out details for this possibility for next year.***** www.aidslifecycle.org

Principal's report: James introduced Darla and thanked the Boosters for their hard work and for a successful year.  James responded to the call for even better Booster-teacher communication and recommended a monthly scheduled Booster-teacher communication time on administrative Mondays. Next year’s district-plus-site calendar was presented for review and consideration with respect to additional scheduling of events. James renewed the proposal for two rounds of electives: the first round in Sep/Oct, and the second in January 2016. 

Next year’s, 4th & 5th grade classrooms s will have 32 kids each; 6th grade classrooms will have 33 kids each. If there is attrition over the summer, those spots will not be filled in from the waiting list. There will be 20 minutes added to the school day next year: Tuesday through Friday schedule will be 8:25-2:50, with recess time staying the same for Teach. Continuation of the onsite after school STAR program will presumably depend on how many Teach families need care for their children. 

SBAC testing results will likely be made public in August. Darla will go over the SBAC results  at Back-to-School Night in the fall (September 1) and explain how the results of the new assessment are to be interpreted. 

James renewed the request that the Boosters provide financial support for the new sound system that was purchased back in winter. 

Sixth grade math placement results have been mailed out to families.

Outgoing Teach mom Dondi Hubley, who directed the current year’s 6th grade play, is presumed to be available for hire to direct again next year. Mrs. Woehrle has also expressed interest in directing next year’s 6th grade play.

The Casino night auction fundraiser: was a fun event for all; teachers had fun, parents liked it, and it netted $7,000. The auctioneer stated that he would come back; he loved the event. Wine was poured by Biddle Ranch, John and Marcie O’Rourke were great hosts, and people enjoyed the poker and dancing. A committee to organize next year’s auction was put forward: chaired by Wendy Sylvester with co-chair Shawna Thomson. Boosters will keep the same fundraising goal for next year’s auction.  

There was a motion by Wendy Sylvester to vote in the new board as nominated during the May meeting: Kimberley Wormley as President, Laura Cooper as secretary with voting rights, CeRae Speidel for VP, Brian Olson for Treasurer, Terrie Marshall as Booster at large board member with voting rights, Robyn O’Leary as member at large with voting rights, James McMillan as staff representative. The motion was seconded by Mike Berger which passed with all present in favor, none opposed or abstaining. 

There was a motion to end the meeting, which was unanimously passed by all present. (Notes taken by CeRae Speidel, typed and edited by Laura Cooper, secretary)

Teach Boosters Meeting Minutes, May 7, 2015

Teach Boosters Meeting May 7, 2015

Present: Kimberley Wormley, Brian Olson, Terri Marshall, Mike Berger, Melinda Keller, Kurt Rightmyer, Altee Vigil, Erica Stewart, Shawna Thomson (mom of incoming 6th grader), and Robyn O’Leary (arrived at 8:54, during discussion of Catalina letter).

Kimberley celebrated the continued success of Girls Who Code at Teach. There was discussion of Bike to School Day; among items mentioned is the fact that Teach is a magnet school so many Teach families live in other communities or across town. Next year the Boosters will think about the unique constraints of Teach and perhaps move to a Bike Around School Day.
In other recent news, the Student council meeting fundraiser was held last week; the volunteer ice cream social (which the staff puts on to recognize its volunteers) and staff appreciation week which was spearheaded by Robyn O’Leary. *****ACTION ITEM: Brian said he would schedule the next Financial Stewardship planning committee meeting for sometime in the next couple of weeks.****
There was discussion of the timing of next year’s pledge requests. In terms of when to put out the “recommended pledge amount” information sheet, wait until after we total the amount raised by Casino Night/Derby Days. There was discussion of the chaperone letter, which the Boosters have asked the teachers to have a look at, so that language can be crafted (i.e. the wording “can’t be a chaperone unless you sponsor a child” is confusing: some thought this meant an additional child beyond your own).  Another question was since the pledge amount/scholarship amount is strictly voluntary and confidential, should chaperones have to pay their way? There was discussion of making the guidelines clear.  It is the understanding of the Boosters that teachers want discretion to select parents who will be good leaders of the entire group, not just supervise their own child.  The general feeling among those present at this meeting was that teachers should be trusted to make the selection, as long as this is clear to parents ahead of time (in the past, parents were led to believe that names were picked out of a hat). The Catalina letter was then discussed. There was discussion of what to do if a parent was selected but could not afford to pay their own way.  Consensus was that the ultimate goal is for children to have a valuable educational experience. Children with special needs who needed their parent to accompany them were one exception to the currently stated guidelines, and were a possible exception to a parent not being financially able to pay their way but needing to accompany their child on the trip.
Melinda Keller, Assemblies Chair, reported that the final assembly is scheduled for today. She will perform this function again next year, and the Boosters are greatly appreciative.
Kimberley moved to accept the minutes from the April Boosters meeting as amended; Robyn seconded the motion with all in favor, none opposed or abstaining.
Brian then gave the Treasurer’s report: we have about $12,000 less than what was pledged, and there is still one major fundraiser to go (Casino night). We are at a break-even point in our finances. Some of the funds that we have received are earmarked to be spent in particular ways (ex: garden grant).  Brian would feel much better if we could collect at least half of the $12K shortfall. Kimberley has already sent emails asking for people who made pledges to follow through with their last installments.  Kimberley said that she had the conversations with both parents who had not declared their pledge status, and with parents who came later in the year (whose children may have even missed the study trip). The effort to help families make their 2014-15 pledges has been completed for 2014-15.
There was discussion of having people like Shawna Thomson and Lena (?) take over the bookkeeping functions that are now done by our hired bookkeeper, with the general feeling being that having an impartial bookkeeper take care of the books was a layer of protection for the board in terms of making sure that checks and balances were in place. Brian pointed out that we are doing well financially because we have been overachieving in all our fundraisers so far this year.

Note for Next year’s Teach Tiger Kick It Games: make sure the “brand” is consistent; it appeared under many different names, which may have confused families.  Brian Olson said that teachers told him that only about half of their students brought in $$ through Kick It this year, so if we increased this participation, it would be even more successful and could perhaps render a fundraiser that comes late in the year (for example, if we scheduled Genevieve’s for April/May and Kick It was spectacularly successful, we might be able to do away with Genevieve’s). Brian said that we are within a fraction of a percent of what we budgeted for the year.
Altee Vigil and Erica Stewart spoke about the upcoming Casino Night. They have enough live auction items but need silent auction items. They also need pop ups, outdoor heaters, lights for stringing outside, wineries who might donate wine or pour wine during the function and help setting up and cleaning up.  CeRae will help get these needs out via Sign-Up Genius.
There were a few more items to celebrate: the new sound system is now in place as of yesterday just in time for the 6th grade play.  James McMillen has requested that if possible, the Boosters consider paying for part of this. If funds were “left over” at the end of this year, perhaps we can do this, but there was no decision made on this issue.
For the 6th grade play, two students who have been videoing rehearsals who will also video the performance.
In terms of positions on the board for next year, Melinda nominated Kimberley Wormley as President, Terrie nominated Laura Coper as secretary with voting rights, Laura nominated CeRae Speidel for VP, Kim nominated Brian Olson for Treasurer, CeRae nominated Terrie Marshall as Booster at large board member with voting rights, Terrie nominated Robyn O’Leary as member at large with voting rights. Laura nominated James McMillen as staff rep.  Altee nominated Erica Stewart for volunteer coordinator.  Kurt nominated Robyn O’Leary for Electives chair (she will bring Erin Gifford along also).  Kim nominated Lena (?) as 4th grade rep, Kimberley nominated Shawna Thomson to co-chair Derby Days (Shawna Thomson 441-8939, sthomson20@sbcglobal.net).

There is still a need for a 5th grade rep: Lorraine Byde was suggested. Kimberley pointed out that one of the room parents could be the grade rep. ****ACTION ITEM: Kimberley will ask Lorraine to be 5th grade rep.****  Nara Clark was suggested as???  ****ACTION ITEM: Laura will send open positions out as an eblast to all Teach parents/ staff so that community knows.*****   Kimberley asked each person at this meeting to nominate someone for an open position.  ****ACTION ITEM: Laura will ask Summer to post a link to the spreadsheet of open positions on the Boosters page.*****  Laura will ask Summer if she will do Kick It Games for 2015-16.****

Kimberley asked Boosters if we could plan a gathering Tuesday May 19th 5:30 to 7:30, targeting incoming families who have a heart for volunteering, just to have a chance to connect (Foremost Wine Company in the Creamery). The event will be no host wine, with a small budget for appetizers; Brian says OK to $200-300 for appetizers.  ****ACTION ITEM: Kimberley will send out notification for this ASAP.****

Brian moved to close the meeting, Melinda seconded the motion with all in favor, none opposed or abstaining.

Respectfully submitted,

Laura Cooper Boosters secretary

Teach Boosters Meeting Minutes, April 17, 2015

Agenda:

• Move Meeting date:  Meet on Thursday May 7 @ 8:30 am rather than Friday May 1 @ 12:30 pm.  Also meet Thursday June 4 @ 8:30 rather than Friday June 5 @ 12:30 pm
• Next year’s recommended pledge amount
• Approve minutes from 3-16-15
• Treasurer’s report (2014-15 budget status, next year’s budget, update on Strategic Planning Committee)
• Principal’s report
• Current Events: Volunteer Tea April 22, International Day April 30?, Staff Appreciation Week begins May 4, Craft Fair Fri May 8, 2:30 to 5:30
• Reports from Board members
• Upcoming Events: Bike to School May 6; Derby Casino Night Sat May 16; 6th Grade Play Thurs May 21; Battle of the Books Fri May 22; next year’s Pancake Breakfast (CeRae)
• Reports from Grade reps
• To Celebrate: Kick It fundraiser and Family picnic (Summer & Amy), Book Fair (Mignon), Home Depot donation (Kurt), Open House (Board and Hospitality Committee), Chairpersons prompted to document best practices (Kim)
• Action Items: Tax Deductibility of Tiger Games donations (Brian), Outstanding Pledge installment payments (Brian), 6th Grade play video sales (James and Brian), Next year’s budget (Brian), Next year’s leadership committee (Kimberley), Chairperson vacancies (Kristin); Next year’s Pancake Breakfast (CeRae)
• Needs: Inventory Battle of the Books, Accelerated Readers Utilization Assessment
• Exhibits?

Present: Kimberley Wormley, Kurt Rightmyer, Terri Marshall, James McMillen, CeRae Speidel, Mike Berger, Wendy Sylvester and Laura Cooper
Absent: Brian Olson, Melinda Keller, Robyn O’Leary
There was agreement among those present to move the next two Teach Boosters Club meetings to 8:30 a.m. on the second Thursday (May 14th and June 4th).
Kimberley has asked Brian, treasurer, to meet with teachers to determine their needs for the 2015-16 year so that we can then formulate the shortfall between the all-school fundraisers and what is needed to cover the entire budget.
The March minutes had been sent out ahead of time, and the secretary reviewed some minor changes that had been made to them.  Kimberley moved to approve the minutes as amended, Terri seconded the motion with all present in favor, none opposed or abstaining.
Principal’s report: open enrollment has closed and due to the number of families that applied, there will have to be a lottery system.  All families with 6th graders will be accepted (some of the current 5th graders will be attending Los Osos Middle School for their 6th grade year). There were not enough 4th graders to warrant another class, but this was discussed. Principal McMillen pointed out that we’re limited by current space constraints. The lottery date is April 29th.  Measure D funds will be coming in for Teach; the focus is on high schools currently.  We were told to form a committee to make recommendations.  Part of these funds will be used for bathroom renovation.  We’ll be meeting with a landscape architect at the start of the year to review options for the front of the classroom area/shade issues.  The district may let school fields go brown as a result of the drought.  We have a go-ahead for the garden area and simply need to pick a location for the garden area. There was discussion of possibly integrating 6th grade murals and/or tiles into the garden walls. CeRae brought up the idea of 6th graders doing a mural on a moveable board and have posters made from that which students could buy; one of these could be framed and put in the library.  ****ACTION ITEM: CeRae will put some thought into this…****
Wendy presented the donation from Whole Foods that she obtained through the garden grant: a $2000 check, a book of garden curricula, seeds, etc… Whole Foods wants to keep in touch in terms of how we use the funds/materials.  There is no time limit or specifications placed on how these funds are used.  There was discussion of if runoff water could be re-claimed for garden use, and if Cal Poly students might help with this (e.g. engineering senior project?). Teach students could be involved, for example as part of a school-wide IEI project.  ****ACTION ITEM: Kimberley will communicate with Teach teachers about this possibility for next year…  Wendy said to please cc her and Jim Schimmer.  Kimberley will discuss with Brian how to earmark that $2000 Whole Foods check for this specific purpose.****

Current Events:  Movie Day April 30th (This is an after school movie which is a fund raiser for the student council); Girls Who Code meets every Thursday at Teach and has generated interest at the district level (Dr. Prater, other principals): Vanessa Davis is chairing Bike to School Day May 6th (check for an email).

Wendy said Nara is working on International Day April 30th; ****ACTION ITEM: Wendy will ask her about status of volunteers, etc.  Kimberley will follow up with Nara and Eva…***** The date was moved to May 30th.   Testing week is the last week of April and first week of May.

There was a recommendation for there to be Fall and winter sessions of Electives next year rather than Winter/Spring as things are very busy in the Spring.  Kick It Games will also be moved to the fall.

The 6th Grade play is coming up on May 21.  Dondi has identified 2 student videographers but no camera.  James has an HD camcorder.  There was discussion of attempting to get a parent involved to be the videographer but no specific action item emerged.

Re: Home Depot donation: Kurt said that Home Depot has told him that they do not yet have the mister systems in.  When everything is in, then, Kurt hopes, everything can be picked up.  James will ask the district about large coolers to protect lunches from heat/direct sun.  The district has re-usable ice packs that can be used.

CeRae has volunteered to be the chair for Pancake Breakfast, the date has been set for September 13, 2015 and we are on the Elks Club calendar for this date.

Kimberley has asked Kristin Amundsen who is the Volunteer Coordinator and she is going to be contacting current chair persons and volunteers to see who will be continuing for next year and who will be vacating.  Once vacancies are known, there was a recommendation to form a nominating committee of socially connected people who would recruit, then see where the gaps are after that.

There was discussion of the way chaperones are selected for the CIMI trip in particular and the feeling on the part of parents present was that transparency about the process is needed.  Parents also requested that there be a place on the chaperone application for comments and that one spot be kept open for a new 6th grade family member, since the chaperones for CIMI are selected before teachers get much opportunity to know new 6th grade parents.  There were three action items generated as a result of this discussion.
****ACTION ITEM #1: Kimberley will send an email to James mentioning the discussion about selection of chaperones so that he can pass these parents requests along to teachers.****
****ACTION ITEM #2: James will ask CIMI if it would discount one student’s tuition for the trip this fall as this student has a medical issue. ****
*****ACTION ITEM #3: The wording of the letter from teachers to potential parent chaperones needs to be changed substantially.  Kimberley will follow up in an email to staff. *****

The timing of the letter to families of outgoing 5th graders about the recommended donation amount was discussed.  It should be no earlier than May 26th and no later than June 11th.

In terms of Battle of the Books: it is not clear if it will be happening this year.  ****ACTION ITEM: Kimberley will follow up with Robyn to determine the status of this year’s Battle of the Books and to recommend a stronger parent involvement for next year. BB also needs to be a line item in next year’s budget.****  The nominating committee would need to put special emphasis on parent volunteer to get the event rolling throughout the year.

The Accelerated readers program utilization is still unknown.

Terri moved to end the meeting, Kimberley seconded the motion which passed with all in favor.

Respectfully submitted,
Laura Cooper

Teach Boosters Meeting Minutes 3-6-2015

Teach Boosters Meeting  3-6-2015

Present: Kimberley Wormley, Brian Olson, Kurt Rightmyer, Wendy Sylvester, Mike Berger, Altee Vigil, Dondi Hubbley and Laura Cooper. 

Absent: Melinda Keller, Robyn O’Leary, CeRae Spiedel, Terrie Marshall, James McMillen

The 6^th grade play will be Stuart Little (May 21^st, a Thursday).  Dondi has already paid royalties and has been reimbursed for the script.  Casting will be done soon.  T-shirt sales will help offset play costs.  Dondi needs assistance to help during play rehearsals some of which will be during school and some after school.  This play has more speaking roles so there will be more students to manage during rehearsals.  CeRae is going to help with on-campus set construction for the kids who will be doing that as well as T-shirt design.  Kurt reminded everyone that the next round of electives, if it moves forward, could be used to help support some of the play preparation (Wendy wondered if Robyn’s elective newspaper class could be adapted to do the play program design, for example). 

Dondi said that at a school the size of Teach an all-school play could be a better way to go, so that all students have a part in the play (speaking, tech, program design, etc.).  Dondi said she does not yet have an estimate for the lighting as yet.  It will be a higher cost than when the play was at BP, as BP has some of its own lights.  The cost for T-shirts is $4.75 per shirt.  He play paid for them, and parents may give donations at the door towards reimbursing T-shirt cost.  Wendy said that Brad, Dana and Summer Kabaker just did T-shirt research and could get some numbers to Brian.  Dondi said the needs for sets and costuming are still being put together.  There was discussion of putting out an email announcement in the Teach newsletter inviting parents to help with the play.  Kimberley mentioned that Kate Stevens who teaches at SLO High might be able to help or connect Dondi with resources. 

*****Action Item:  Ask James if he has found a videographer for the play.  Laura will find out about another resource she is aware of.  Altee will ask her friend who videos about his ability to do this.*****  There was discussion of the short time period between the play and the end of the school year in terms of marketing the video to parents.  Much later in the meeting, Dondi returned and said that she will try to find a student videographer for the play.  

Kurt reported that Home Depot is going to supply some coolers for protecting kids’ lunches from the sun/heat, as well as some shading to protect the classroom windows from direct sunlight which heats up the classrooms.  Home Depot is also donating a misting system.  Altee said that she had already been asking Home Depot for some things and there was some discussion about how to coordinate donation requests; perhaps a database that tracks who is asking for what from whom.  Kimberley said that perhaps having a “volunteer/donations chairperson” who helps coordinate donations would work (with donations for the social auction handled differently).  Wendy said that Laurie at Miner’s Ace Hardware is also very responsive to requests from schools. 

Kim said that the newsletter went out March 4^th soliciting round 2 of Electives.  Janet suggested that moving to a Thursday would give parents who did not have an opportunity to participate.   Kim said that one way to help with leadership development could be to have a child from Round 1 as an assistant for Round 2.  The parents or teachers leading the elective could ask their participants who would like to be an assistant teacher.  Teachers would then select a student to be the assistant.  Kimberley asked if there was enough parent interest for round 2 of electives.  There was discussion of possibly doing Electives after school.  International Day is April 30^th.  Kimberley asked Kurt to talk with Pai, Nara and Ava to see where they are in planning this event. 

Mike asked if we could move the May meeting to May 8^th.  Kimberley/Laura/Janet will look at moving the day/location to not conflict with SLOCA who utilize the MP room on the 2^nd and 4^th Fridays of the month. 

Brian gave a report on the budget.  We are at about 89% participation and 80% of pledged donations have been collected.  We are about 20% short of our expected pledge amount.  The Scholastic Book Fair, KickIT Games and the Social Auction are the big remaining fundraising events.  If we over-exceed on those fundraisers, we may make up the $9000 shortfall that we are now predicting.  Monies raised from parent pledges plus all the fundraisers total up to what the Boosters club hopes to raise for the year.  Wendy said that at the financial stewardship meeting they have discussed changing that dates of some of the fundraisers so that they are spaced to not have too many of the larger fundraisers late in the year.  Through Wendy, Summer said that there has been good participation for KickIT Games so far.  *****Action Item: Kim and Brian will work on a physical letter to follow up on parent pledges. *****

We need $32,000 between the next three big fund raisers (Brian: .  We hope to raise $14K to net $10K on KickIT Games alone.  Out of 30 volunteers/chaperones, we’ve collected most of those funds.  Brian said that before the trips happen, we need to reach out and collect the chaperone funds to get those funds collected in a timely way. 

A question was raised: If the Booster Club gives money to a for-profit company (KickIT), and we’re non-profit, who gets the tax deduction?  ****Brian will look into this.  In general, he recommends each person contact their own tax advisor.  Brian said that due to lack of office support we are not sending tax deduction letters this year.  However, parents can request letters from Brian. 

Altee then discussed Teach Derby Casino Night.  There is a mockup for the posters and there are 6 bids out for the food.  *****Action Item: Altee will get an idea of food costs to Brian by Tues/Wed of next week.*****  Crystal Springs will donate the printing for the poster and booklets.  Donations are trickling in.  The horses are being made by Paige and will be in classrooms by Spring Break so that students can start working on them.  Ticket prices will be $50 which will include play money, food and drink.  John Rourke is taking care of the barn and will get a speaker system.  We have the auctioneer secured.  The glass sponsor is doing stemless glasses.  Altee has been asking local vineyards for wine donations.  ****Action Item: There was mention of James McMillen having a contact at a vineyard.  Laura will donate some wine from her family ranch (6 bottles of wine).****

There will be 6 auction horses and 18 live auction items total.  Altee is reaching out to Save Teach parents from a couple of years ago to invite some of them.  Mike suggested Altee bring some info to Open House on March 18^th (flyers, info, horse from years past for visual).  Nametags will be included in each person’s check-in packet.  Altee is creating a timeline for future social auction planners that reports what tasks need to be done at which times to prepare for this fundraiser. 

There was a discussion of accessing electronic resources that are available through the Teach library.  On the Teach homepage, there is information about accessing the e-resources.  *****Action Item: Mike is going to link with the Teach FaceBook page if possible.**** Teresa asked about how the library could put its “wish list” out there for parents.  She also said that the media center is not yet set up and asked for support from parents on this issue.  Teresa said that some prospective parents have come through the library and have seen the unfinished media center.  *****Action Item: Robyn and Kim will explore this.*****

Minutes from 2-6-2015 could not be approved at this point in the meeting as there were not enough board members present to approve them.  Minutes will have to be approved at the next meeting. 

Teresa said that the county is holding a Battle of the Books at Laguna Middle School April 18^th, Teresa thought that if Battle doesn’t materialize here they could participate there, or could participate additionally.  Teresa said that Mr. Crabb is getting the Battle materials.  *****Robyn will talk with Mr. Crabb about Battle of the Books.****  Teresa said that the library does not have a full set of Battle Books.  People present said that the classrooms have some books, but each classroom does not have full sets.  Teresa forwarded an email to Robyn and Guy from Rotary Club that offered support in the way of materials… ****Teresa said that she could use a parent to inventory the Battle Books we have on site.  Kim will ask for parent help with this.****  She also asked for help with any additional lists that teachers generate (as in the “challenge” books from years past).  The questions can be shared with Bishops Peak School.  Mr. Crabb may be coordinating with BP to get the questions from them (***ACTION ITEM: Robyn will ask him****).   

There was a discussion of AR tests.  Each teacher is doing this differently.  $1500 is being asked for to set up AR testing in the library. There is an AR app, but you cannot take the tests at home.  (Mignon Jones arrived).  The people present felt that teachers should identify this as a need rather than funding AR subscription at this time.  (Robyn had to leave the meeting.)

Mignon discussed the Scholastic Book Fair.  She will ask Janet for help setting up Signup Genius so that parents can sign up to help.  Teresa and Laura said that they can help today; Teresa said she could also help on Monday morning. 

*****Action Item: Kimberley will bring a projector and screen for the library for Open House.*****

At this point the meeting was adjourned as people had to leave. 

Respectfully submitted,

Laura Cooper, secretary for Boosters Club