Heritage Charter School
Parent Advisory Board
August 26, 2008
Held at Digital Academy
MINUTES
The Parent Advisory Board meeting was called to order at 1:00 p.m.
by Tammy Cummings.
Those in attendance were Jami Baar, Stephanie Boren, Tammy Cummings,
Andrea Egli, Marc Lindsey, and Kathryn Turner-Arsenault. Also present
at the meeting was Palma Holland, Director of Heritage Charter School.
A quorum was present at all times.
Motion: Tammy moved to approve the agenda. Marc seconded the motion.
The motion was approved unanimously.
Motion: Tammy moved to approve the Minutes for the August 12, 2008,
meeting. Marc seconded the motion. The motion was approved unanimously.
Approval of Correspondence Prepared on Behalf of PAB: There was no
correspondence prepared on behalf of the PAB, but Kathryn stated that,
at Tammy’s request, she was writing thank you notes to the Brose
family and the Draper family for their extraordinary help with the Back-to-School
Picnic.
Communication from Committee Chairs or Committee Members: There were
no communications from committee chairs or committee members.
Communication from school staff, parents, or the public via Board members:
Elizabeth Lock, kindergarten parent, has an idea for a school cookbook.
She was not able to attend this meeting, so this item was tabled until
the September 9, 2008, meeting.
Parent Charlotte Lass had asked Tammy to make a presentation for her
at this PAB meeting regarding a Toy Exchange. A summary of Charlotte’s
idea is attached as Exhibit “A” to these Minutes. Concerns
about the idea included:
(1) whether there is enough room at the school to store the items donated;
(2) how much work it will be to check items in and organize them and
keep track of them;
(3) how much money Charlotte anticipates netting through this activity.
Stephanie suggested that this activity might be a great idea for Kindergarten’s
Family Fun Night booth. Tammy will talk to Charlotte about doing a toy
exchange for the booth activity.
Other discussion of Charlotte’s idea generally focused on whether
the PAB can, in truth, promise the families that money raised will go
to a playground as Charlotte has requested, especially since Coach just
last month told the PAB that there will be no playground for the foreseeable
future, no matter how often he promises it at school/parent meetings.
It was agreed that the PAB must be completely honest with families regarding
what the school district will permit the PAB to purchase for the school.
Palma stated that parents raising money should be told that the school
(not the PAB) reserves the right to determine how to spend money raised.
Palma also stated that there is no room at the school, presently, for
a playground and there will be no playground installed unless/until
additional surrounding property is purchased in the future. As an alternative
to a large, expensive playground, Kathryn suggested, at least for the
little ones, small pieces of climbing equipment such as those offered
through a recent PTO advertisement. Palma offered to look at the advertisements
to see if the merchandise offered would meet Heritage’s needs.
Palma also stated that, even before surrounding properties are purchased,
it is possible artificial turf will be installed in some areas where
asphalt currently is. Kathryn pointed out that recent studies have shown
that temperatures on a field of artificial turf can reach as high as
160 degrees Fahrenheit.
Palma reported that she had spoken with the teachers regarding how
they would prefer to handle pre-paid lunch cards as an alternative to
children paying cash for lunch. She said the teachers were accepting
of any system the PAB could come up with and would assist us in carrying
it out. One suggestion the teachers had was that cards for each child
would be kept in a file box sorted by classroom. A general discussion
then took place regarding the need, if any, for children to pre-pay
for lunches and whether the system would be subject to children using
others’ cards without permission. If the PAB does not adopt a
pre-paid system, Stephanie has offered to count the incoming money on
Tuesdays and Fridays. No motion or final decision regarding pre-paid
lunch cards was made.
Recording of E-mail Votes Taken Since the Last Meeting in Minutes for
this Meeting: No e-mail votes were taken since the previous meeting
on August 12, 2008.
Financial Report
Andrea gave Kathryn a bank statement dated 07/31/08 to attach to these
Minutes. Andrea also gave Kathryn a bank statement and reconciliation
dated 06/30/08 to attach to the June 30, 2008, Minutes.
Motion: Tammy moved that (1) Rochelle Heyveld, who was the vice-president
of the PAB for the 2007-2008 school year, be removed from being an authorized
signing agent for the PAB’s bank account(s) at Washington Mutual;
and (2) Kenneth Marcus Lindsey, Jr., who is the vice-president of the
PAB for the 2008-2009 school year, be named as an authorized signing
agent for the PAB’s bank account(s) at Washington Mutual. Andrea
seconded the motion. The motion passed by unanimous vote.
Andrea needs to put a stop payment on check number 1259 to Del Taco
(for Taco Tuesday lunch items) because Del Taco says they have not received
the check. She will replace that check with check number 1266. Motion:
Andrea moved to spend $20 in bank fees to put a stop payment on check
number 1259. Tammy seconded the motion. The motion passed by unanimous
vote.
Old and New Business
Budget discussion: Marc wants to make sure that we don’t waste
any time purchasing the technology that this school needs and for which
the PAB has set aside funds. Palma believes that one of the greatest
needs at this time is for each teacher to have a desktop computer. She
prefers desktops because they are sturdier and she wants the computers
to last for several years. Other needs are overhead projectors and screens.
The desktops and screens that Heritage currently has are approximately
eleven to twelve years old. Palma has discussed the school’s technology
needs with the teachers many times and she will be giving the PAB some
ideas and requests at the September 9, 2008, PAB meeting.
Purchase of a thermometer: It is important for the health of the children
participating in P.E. class that they not overexert themselves during
hot (and humid) weather. It was generally agreed that Mr. Robertson,
the P.E. teacher, should have a thermometer to help him determine when
to make changes to the P.E. class to avoid the children overheating.
Types of thermometers and costs of thermometers were discussed based
on information provided to the PAB via brochure(s) provided by parent
Tina Keester. Palma agreed to ask Mr. Robertson for his input regarding
his need for a thermometer. The PAB needs to take care of this issue
soon because, otherwise, it will be moot.
High School Auction: Kathryn stated, and Andrea confirmed, that ECHS
PAB’s annual Round Up the Funds September fundraiser includes
live and silent auctions, even though Coach told the Heritage PAB that
neither of the two PABs would be permitted to have auctions this year.
This issue was tabled until further information could be obtained.
After school club contracts: The PAB reviewed and discussed three
proposed contracts for after school clubs to be run by Velocity, USA
Jump Stars, and Tiffini Lopez (musical theater). Tammy will use the
contracts, as modified per the discussion, to secure the services of
the providers for the clubs for the Fall 2008-2009 semester.
Homemade foods: Jami asked Palma why the school recently announced
that homemade foods cannot be provided by the parents to the students,
and all foods provided for students must be store-bought. Palma stated
that it is because some children have allergies and it is necessary
to know the contents of foods (provided on the label). There is also
the issue of food cleanliness. Stephanie stated that there has been
a state law for several years that all provided foods must be store-bought;
it’s just that Heritage has been ignoring that law. Jami asked
if it were possible that the continued announcement of the rule in the
Heritage Notes could be made nicer. Palma agreed to see to it.
By-Law change: A proposed change to the By-Laws regarding requiring
a majority of a quorum of the Board to vote in favor of an e-mailed
motion as opposed to a majority of the total membership of the Board
was tabled until the next meeting because Jacqueline has some ideas
on this change and was not present to discuss it.
Original Artworks: Tammy announced that Christy Bartlett has agreed
to take on the Original Artworks project because so many parents have
said how much they like it. Christy would like to do a flyer, collect
the art and money, place the order, and distribute the merchandise.
It is actually better to participate as a group because, otherwise,
every family has to pay retail prices and shipping (which costs more
for many small boxes). All art work for the project will be done by
the children outside of school hours and given by the families directly
to Christy. This will not be a fundraiser. Jami suggested that the kindergarten
children be permitted to do Original Artworks in their classrooms as
part of their curriculum because the kindergarten teachers have incorporated
the art aspect into their overall lesson plans in the past. Palma will
check with the kindergarten teachers about that. Jami will e-mail the
Original Artworks contact information to Tammy.
Newsletter: The PAB discussed the possibility of printing some copies
of the newsletter to be distributed at the office and placing a copy
on the web, as opposed to full paper distribution. We are now up to
375 copies, at a printing cost of $172.67. It was generally agreed that
getting a paper version to each family and posting the newsletter on
the web was the best idea. However, Tammy wants to explore possible
ways to make sure each family gets one copy as opposed to each child
getting one copy. The deadline for submitting items for the next newsletter
is October 15, 2008, and there is a PAB meeting on October 14, 2008,
so the PAB will make a final decision regarding a distribution method
at the October 14 meeting.
Debriefing regarding Back-to-School “breakfast”: There
was general discussion regarding ways to improve the Back-to-School
morning get-together for next year. These are some of the suggestions:
(1) Less coffee, more water, some juice; (2) Welcome back to school
sign at zero period and back gate; (3) Put the event on the school calendar
which is handed out in the spring (with an updated copy being handed
out in the August packet); (4) Make sure everyone knows that this is
for all parents
Debriefing regarding Back-to-School picnic: There was general discussion
regarding ways to improve the Back-to-School picnic for next year. These
are some of the suggestion: (1) Keep it on the first Saturday after
school starts; (2) Hold it from 4 – 7 p.m. to take advantage of
the cooler part of the day and the longer shadows on the soccer field,
and to permit more people (who might have scheduling conflicts) to attend;
(3) Ask for more main dishes, fewer salads and fewer desserts; (4) Have
more organized team sports (i.e. soccer, volleyball); (5) Let the parents
know that the picnic is a gift from their Board and they are not expected
to set-up or clean-up; this is for them to relax and get to know each
other; (6) Put the event on the school calendar which is handed out
in the spring (with an updated copy being handed out in the August packet);
(7) Hand out packets of information as people leave the event; (8) Have
coded name tags so that people can identify other families who are in
the same grade or are in the same school (Heritage / Digital) and find
other ways, such as labeled tables, to encourage parents to meet and
visit with other families who have similar interests.
Buying a coin counter/sorter and/or a safe: Marc has been doing some
research on easier ways to count / sort / wrap incoming money. A hand-cranked
coin counter costs about $40.00. A paper money counter costs about $125.
It was mentioned that a safe might have been necessary in the past because
the school did not want to keep the cash in the administration building.
No motion was made regarding buying either money sorter(s) or a safe.
Lottery for high school (in Heritage K-8 Handbook): Kathryn told Palma
that, despite Coach telling us for several years and at this year’s
back-to-school mandatory meeting that children who go to Heritage are
automatically admitted to ECHS, the Heritage K-8 Handbook specifically
says that Heritage children will go into a lottery for entry to ECHS.
Palma said she would check on that.
Repainting words on spaces at west fence parking: Kathryn asked Palma
about the language in the Heritage K-8 Handbook that warned parents
against parking at the west fence, saying that their cars would be booted
and towed. She suggested that, in that case, the word “Visitor”
should be painted over at the parking spots. Palma said parking in the
Visitor spots is acceptable and no one will be booted or towed for doing
so.
Digital Liaison Report
No new liaison for the 2008-2009 fiscal year has stepped forward as
of yet. However, Stephanie has met Michelle Stevenson, who is the parent
of a sixth grader at Digital Academy, and she thinks Michelle would
be a good liaison. She is super-nice and wants to be totally involved
in the school, especially since this is the first time she has home-schooled.
Tammy will invite Michelle to attend our September 9, 2008, meeting.
Member Reports on Current Activities
Due to time constraints, there were a limited number of member reports
at this meeting.
Jami announced that the book fair will be in the fall. Claudine Rumbawa
is going to head it up. Jami is currently awaiting contact from Scholastic
regarding scheduling the exact dates. Jami also wants to do reading
incentives for the children, specifically a twice-a-semester drawing
for children who have turned in all their books, and the winner(s) would
receive a gift card to Barnes & Noble. With regard to the year book,
Jami said that Cynthia Diaz has agreed to help as much as possible.
Stephanie has come up with a fabulous idea for staff appreciation.
The staff lounge was left untouched during the recent makeover and is
looking pretty ratty. There is no microwave, no toaster, and no electric
coffee brewer. Stephanie would like to take the appreciation money and
put it toward those appliances, coffee and tea supplies, and other things
to make the room more comfortable. She also wants to do the same for
the maintenance workers’ “lounge” and for the room
where the administrative staff goes during their down time. She wants,
also, to keep track of the employees’ birthdays and give $5 Starbucks
gift cards to each of the thirty-five employees on his or her birthday.
Tammy asked if she could have authorization to give a parent a discount
for the after school clubs to repay the parent for staying after the
clubs end each day to ensure that all children are safely picked up.
The Board generally agreed that was a great idea. Tammy will take care
of finding a responsible parent to do so. As of now, $1,580 has been
collected from students participating in the September sessions of Musical
Theater and Velocity. Of that, a total of $610 will be paid out to the
two vendors. Per its contract, money from USA Jump Stars to the PAB
to pay for the Fall 2008-2009 semester is not due until October 1, 2008.
Andrea announced that Rubio’s has changed its policy regarding
how often one organization can have a fundraising lunch. The rule now
is once every six weeks. That will work out to about two per semester
for Heritage and they will still take place on minimum days.
Marc and Tammy discussed various people who have offered to help with
the lunch programs by serving the food to the children, taking money/lunch
cards, et cetera. There are several very responsible people who are
going to be a great help in keeping the lunch program going strong.
Adjournment
The meeting adjourned at 2:44 p.m. The next meeting will be held on
September 9, 2008, at 1:00 p.m. at Digital Academy. The meeting after
that will be held on September 30, 2008, at 1:00 p.m. at Digital Academy.
Other scheduled meetings are as follows: October 2, 2008, at 6:00 p.m.
(pre-meeting to prepare for All Parents Meeting); October 2, 2008, at
7:00 p.m. (All Parents Meeting);
October 14, 2008, at 1:00 p.m.; October 28, 2008, at1:00 p.m. Kathryn
will post at the admin office a flyer announcing these new dates.
Tabled Business:
The following items for discussion have been tabled by the members
but are listed here in the event that a member wants to revisit an item
at a later meeting.
? Reverse 911 system and emergency notification procedures
? T-shirt sale
? Uniforms
? Hats/Visors
Respectfully submitted,
Kathryn Turner-Arsenault
Attachment “A”
By Charlotte Lass
General Description: Toy Exchange
Heritage families (all grades) will donate to Heritage School any toys,
books, or kid equipment they no longer need/want (that is in good condition).
We would collect these items for a set period of time (2 weeks), and
shortly thereafter, hold a "Toy Exchange Event." Items would
be displayed in the multipurpose room during a weekend and Heritage
families can come and shop for bargains. (Weekend recommended so as
not to disrupt school in any way, but an evening may work too.) The
event would be run by volunteers. If handling money is a concern, we
may want people to purchase "tickets" as they enter and then
use tickets to make purchases. Volunteers would assist with pricing
toys prior to the event. All proceeds from the event would to go Heritage
Charter School.
Timing
I think twice a year would work well.
First event during Fall: The event would be on a weekend in Mid-November
(after Halloween and before Thanksgiving.) Many people have a desire
to clean out the house in the fall. This may also provide parents a
chance to do a little early Christmas shopping if they don't mind second-hand
bargains. Donations could be accepted the first two weeks of November
leading up to the event. Any items that are not sold during the event
would be donated to families in need and serve as a holiday toy drive
as well.
Second event during the Spring: Providing an additional event before
school is out would be great. Perhaps we can incorporate the Toy Exchange
into Family Fun Night. (This might replace, or be in addition to, a
weekend sale.)
Special Request
As a mother of a son in kindergarten this year, I would really like
to see these funds earmarked for playground equipment. I think many
parents would love to get a playground built, and would provide additional
support for the event if they knew proceeds would be used for this purpose.
