SEF Board Meeting Notes ~ October 23, 2014

SEF-PC Board Meeting

October 23, 2014

7:00 – 9:00 pm

Brook Haven Library

Called to order at 7:08pm

Adjourned at 9:10pm

Attendees: Kristie Cannady, Sara Gramm, Meg Mizutani, Mark Allen, Debbie Ramirez, Saivya Birnbaum, Sachi Sano-Holt, Jane Urmini, Andy Braden, Marc Urbaitel, Paul Butkus, Lisa Gonzalez, Megan Sorensen, Kelly Burghardt, Melina Izzarelli, Debbie Hanks, Debbie Drehmel, Ellen Hanson-Harris,

Parent Connection Announcements:

Football Night- Nov. 3^rd Parents only, non-fundraiser possibly at Hopmonk Abbey, the goal is to have a different activity each month for adults.

Solar Night- No attendees, many vendors attended. Should be piggy-backed on to another event to ensure attendance. Vendors were positive and didn’t appear to have a heavy handed sales pitch.

Marc working on getting started to collect Room Parent names and info.

Time during board meetings is limited and we’ve been unable to get to the entire agenda. Proposed idea: have Parent Connection meeting 6-7pm and then have SEF Board meeting from 7-9pm. Andy Braden made a motion to change, Marc Urbaitel seconded. Motion passes

Fundraising Update:

Much Ado About Sebastopol- Same outcome $ as last year. In 2014, gross $72,000. After expenses (to run the fair, partner schools, etc) $31,154 to SEF. $26,000 expense to run the fair, $14,461 went to profit-sharing (directors/leadership/committee chairs). Discussion on Committee Chair & Director’s request to have part of their profit share and have it paid to their new schools.

Marc Urbaitel makes a motion to decline the request for profit sharing to Gravenstein Enrich Program made by Co-Director & Committee Chair. Jane Urmini seconds. Motion passes.

New Date- Sept. 26 & 27, 2015

Motion by Lisa Gonzalez, seconded by Ellen Hanson-Harris

Lisa, Megan & Marc will continue looking at profit-sharing and other ways to incorporate other groups/volunteers. More to come in November.

Debbie Ramirez is meeting with a potential costume volunteers.

Maker Baker Faire-  Sachi Sano-Holt will be organizing for Brook Haven. No longer SEF event, school based. December 1, 5 & 6. She’ll be looking for volunteers.

Treasurer’s Report- See Estimated Fundraising Income & Distributions and P&L Sheet

Future Distribution Planning: Conversation with teachers is needed to update them on the possibility of change exploring other options for distributions.

  Fall Distribution: Motion made by Megan Sorensen to distribute $20,000 as soon as possible and continue with regular funding model for the 14-15 year, seconded by Meg Mizutani.

Program Updates:

District Website- BH Video filming completed today. BH website will be updated in the next week and a half and Debbie Hanks thanked Debbie Ramirez for her help with both website & newsletter.

         Site Council- Ellen Hanson-Harris is BH Site Council rep. Next meeting is Nov. 4^th.

School Board Update- Debbie Ramirez & Debbie Drehmel shared info on Special Education report that was shared at the last school board meeting. Next meeting is Nov. 13^th, 2014. Agenda posted on district website the week before. New administrative assistant, Robin Hendrick.

Original Works- Kelly Burghardt will be coordinator at Park Side and BH is underway.

Pledge Program- Pledge program is behind. How do we want to address this? Do we do a November push? Marc & Andy will take charge & explore options for online funding. Melina & Kristie will work on distribution.

Business Partners- Ellen Hanson-Harris reported next Baskin Robbins scoop and donate is Nov. 12^th .

e-Scrip- Sachi reports that this is a renewal time. 380 people still need to renew their membership. She will be sending letters.

Golf Tournament- No discussion

        

Other Business:

None

Next Meeting:  Wed. Nov. 19^th due to Thanksgiving,  

MNF + Facebook page!

We have a new Facebook page:  https://www.facebook.com/groups/sefpc/

Join it!  And friend us all.

And for Monday Night Football, we have a venue.   On Monday, November 3rd we will be meeting up at the Lucky Star in downtown Sebastopol @ 6pm.   No kids allowed, 21+.

It will be a fun night, come hang out with us!
https://www.facebook.com/events/658994810887587/

SEF-PC Board Meeting Notes September 25, 2014

SEF-PC Board Meeting

September 25, 2014

7:00 – 9:00 pm

Park Side Multi-Purpose Room

Attendees:  Alice Rathjen, Lisa Gonzalez, Megan Sorenson, Kelly Burghardt, Laurie Burghardt, Linda Irving, Andy Braden, Kristie Cannady, Sachi Sano-Holt, Mark Allen, Debbie Ramirez, Heather Kristensen, Julie Rottmayer, Marc Urbaitel, Meg Mizutani, Melina Izzarelli , Deb Drehmel, Gary Rorie

Minutes approval:  Linda Motioned to Approve, 2^nd Andy Braden, 

Meeting Agenda

Welcome & Approval of Minutes
School Updates
Linda passed out the new Brochure, Fall Newsletter and Board Reports from the Sept. 18, 2014 Meeting.  She discussed the new website, Site Council and school technology. Mark Allen asked about if Site Council can be used to govern the SEF allocation.  Linda responded that Site Council is advisory and can recommend Marc U commented that parents are interested in how the funds are spent, but realizes that teachers are counting on these funds and this is a transition time. Lisa G explained how the funds are distributed and agreed that if if we decide to make a transition we need to do it slowly.  Linda will follow up if Site Council can/should be used for this. Andy said that SEF really had no say as to where the $ goes. Deb D discussed accountability and that it lies with the district/school.  Deb R suggested looking at what other schools do.  Deb D shared that many other schools have some sort of Parent Organization that assists with the foundation. Debbie Ramirez discussed highlights from the last Board meeting including ·       Developer Fees ·       Prop 13 Resolution ·       Student teaching with SSU ·       Odyssey of the Mind The next Board meeting is Oct. 9 at 4:30pm and will focus on special education as well as action items. Heather stated some parents were unhappy with the BH pictures this year and would like to go back to the other photographer	Linda Irving Debbie Ramirez & Group Discussion
Parent Connection Updates
Events Solar Education Night 10/15 @ Brook Haven – Open to all, info coming home to all.  A night for adults.  From Synergy Solar, our business partner. Lisa said we just received $1000 for SEF.  Would like to do a kid friendly event in the future, but not sure the company has the capacity.  Deb D suggested reflecting on what is the role SEF-PC has with business partners.  It depends on the relationship with the partner.  We don’t have a format for this definition.  Cardboard Challenge   - October 11 at BH, Youtube Caine’s Arcade. Andy shared about Maker’s Roll in Laura Ann’s class. International Walk & Roll to School – Lisa thanked Lynnsee and Debbie R for getting snack donations and free map creating for SRTS. Thanks to Electric Crayon and Community Market.  October 8 at 8am. Cognitive Nutrition Night – Allen Lees is available to do 45min mini lectures.  Lisa passed out information on this. Deb D talked about SEF perhaps sponsoring education events in general and hooking this into something larger. Deb R brought up that anyone would use our facilities for this. Lisa will go back to Saivya and let her know we appreciate the info and will keep it in mind.	Lisa Gonzalez & Group Discussion
Outreach & Communications Next Steps on info from the first day packets – Packets went out and we had some interest in room parents.  Marc suggested that it be linked to the website teacher pages, email list sharing, Google group. Linda suggested we use Halloween as a first activity.  Alice suggested doing a pilot with 5th grade. Deb D suggested reaching out to those parents that signed up.  Julie reminded the group about privacy on teacher pages regarding student information.  Marc will follow up with the parents and do a 5th grade outreach. DELAC outreach- Connect with this group.  Usually meets the 3rd Thursday of the month SEF representative at School Board meetings – Marc and Megan will try to make it on October 9 at 4:30 Other	Marc Urbaitel & Group Discussion
New Odyssey of the Mind – Laurie has been on the OM Board for many years and works for the schools in Santa Rosa as a teacher.  She has been working with Mike Carey about start up.  She discussed fees:  $100 membership, tournament.  K-2 is non competitive, OM is themed.  Includes creativity, problem-solving competition, with travel and team building.  Deb D. brought up the great puzzles and doing it at lunch and afterschool.  How does it fit with the total population?  They need an adult coach and can be a large family commitment on the weekend and beyond.  Wondering if as a district it appeals to the wide audience. Linda suggested doing it at the Kids-Can College, lunch and after school, starting off small and build on success this year for a larger program next year.  Laurie has offered a Parent Education night.  Coaches trainings are coming up. Competition in February in Santa Rosa for 7 counties.  Technology – save for next time	Kelly & Laurie Burghardt Andy Braden
Fundraising Update
Treasurer’s Report Review of P&L and Balance Sheet  - Mark handed out the P&L sheet and stated that the MAAS funds are not in this statement. Fall Distributions  - Lisa discussed how the distribution was done in the past.  Deb D. discussed how it was done in past history of mini grants applications, but not a measure for how good these were.  Differences at the different 3 schools.  SEF got together and tried to standardize the process.  They decided to do a mixture.  SEF moved to site based process based on history and asked schools to adhere to guidelines.  SEF found this micromanaging exhausting which ended up getting to where we are now.  Marc discussed curriculum and having some input to how it is focused.  Perhaps discuss how much is needed for this item, ie drama will result in goals and then attract specific sponsors. Alice discussed the Sonoma Foundation, and suggested we ask them about their structure.  Andy said it is still good to address the classroom needs, but add some specific areas.  Perhaps set up a Sub Committee to work on this.  First get a summary of each classroom list field trip and other wishes and how it was spent last time.  Ask how to improve the process.  Begin by estimating how much is needed.  Linda, Marc, Andy, Debbie and some teachers will evaluate what is needed to analyze what is needed and what was spent.  Heather and Lisa discussed the link between Site Council and SEF distribution.  Linda tried to clarify.  Heather would like more information on the role of Site Council.	Mark Allen
Detailed Updates Much Ado About Sebastopol  - Numbers are not final, but are probably on par with last year.  Lots of volunteers and support.  Survey is out for you to complete to suggest improvements.  Marc came forward to take on a large portion of Much Ado with Lisa and Megan.  Marc is looking to increase attendance and set the date soon. Either Sept 19/20 or 26/27. Identifying committee leaders soon!  Julie says she wants to help with sponsorship.  Megan said sponsorship starts now and will call Julie.  Alice asked what was being done for the past leaders of the event.  Maker-Baker Faire  - Sachi discussed fund raising by making goods to sell.  Need some funds to create event.  Estimates $800 needed, but we would get back the funds.  Wants to do candle and calendar pre-order for gifts.  Megan suggested reaching out to The Legacy for donation of craft items.  Sachi will be talking to each teacher for input for what they want to do, the she will get a better estimate of what is needed.  Lisa suggested the room parents might want to help.  Developing a letter to parents to get donation of needed items.  Items would be sold at the winter concert on December 5th.  Sat. Dec 6th will be open to purchase.  Meg wanted to know about how much funding would be raised.  Megan suggested Sachi come with a projection to the next meeting.	Megan, Marc, Lisa Sachi Sano-Holt
Other Program Updates – DID NOT GET TO THIS. Original Works Pledge Program Business Partners  eScrip Golf Tournament	Program Chairs
Other Business – DID NOT GET TO THIS
·       SEF org chart ·       SEF logo – We received a quote from the company that did the website. It was expensive. Andy Braden said he has a friend who may be able to help us with a new logo at a reduced cost. ·       New ideas Meeting adjourned at 9:10pm	Megan, Lisa & Group Discussion
To Do Field Trip report and cost Solar Facility Use form Site Council and role with SEF distribution recommendation Room parents

Next Meeting: October 23, 2014; 7:00 – 9:00 pm; Brook Haven Library