September 17, 2009

PTA Meeting

www.clairelilienthal.org

Attending:

Jim Thirtyacre, Brad Kaplan, David Bass, Meserve Platt, John Wong, John Olden, Nancy Sur, Cari Gennarelli

Absent: MJ Call

William Hack: Administrative representative

Meeting called to order at 6:20pm

Minutes from May read by Nancy Sur, John Wong moved to approve, Brad Kaplan seconded, approved unanimously, with two noted changes.

PRESIDENT’S REPORT – Jim Thirtyacre

• Will be pre-publishing PTA agenda this year.

• Introduced committee heads and volunteers:

-Web committee – David Fox, Terry – redesigning website

-Social Committee – Jeannie Pierson – possibly ski trip, movie night, bicycle rodeo, etc. Encouraged ideas from community

-GSY Committee – Bolivar Puyol and Maria Hogan – another gardening day will be held soon, after construction is complete

-Grants Committee - Wylie Lu

-eScrip Coordinator – Heather Whitfield

-Shop with Scrip – Stella Kim

-Room Parent Coordinator, Scott – Laurie Nelson

-Room Parent Coordinator, Madison – Christie Collins

-Communications Committee – Stefan Adler

-Site Council Liaison – Susan Burkhardt

-Auction Committee – Cynthia Hogan and MJ Call

-Mayfair Committee – Needs chair

-Fall Fundraiser (Texas Hold ‘Em) – Jordan Hymowitz and David Bass

-Capital Projects – Meserve Platt

-8^th grade babysitting service – Jeannie Pierson - $10 suggested donation for evening of babysitting during PTA meetings

• Noted that we are at $60K fundraising already, in first two weeks of school. Noted that there has been some contention about how the fundraising letter was worded, and that it reflected the concerns raised in May about the state of the economy and need for additional fundraising.

-Working on clarifying annual pledge drive vs. PTA membership

-$25 minimum to join PTA, to have vote, agreed to in May

-New OE program at Marine Mammal Center funded by PTA surplus last year; may be bus cost subsidy available as well

-Smart Boards purchased, document cameras. Great resource for Mr. Delwiche, Ms. Carillo’s rooms.

-Saved part of surplus as rainy day fund

-At CL, we realize that our kids’ education is enriched greatly.

-Noted that a parent had noticed, gotten estimates for, and had delivered, basketball hoops and basketballs to Madison campus –

-PTA fundraising intentions are good, even if some were upset by the tone of the fundraising letter

ADMINISTRATOR’S REPORT – William Hack

• Seconded Jim’s idea that all our hearts are in the right place on fundraising.

• Noted that Poker Night is not a school-sponsored fund-raiser

• Very smooth opening at both sites.

• Amanda Block had baby boy, Sean. Mrs. Lee is acting assistant principal.

• Very lucky to have stable staffing, with exception of Mr. Caceres on extended personal leave. Very happy to have Ms. Lauten as sub.

• Meteoric rise in test scores. Academic perf index up 24 points (target was 1 point) to 913 – one of highest in CA. Have aligned teaching more closely with state standards, and much effort put into sub-standard performing groups.

• Emphasized inclusion philosophy for various student groups at school

• Ms. Chanel is new GATE coordinator. Planning on some GATE events this year.

• Elementary teachers excited to use GSY space. Next volunteer day is Oct 3 to build raised planter beds. Smaller volunteer group needed than last year. Thanked Maria for getting going so quickly on GSY plans.

• Request for SmartBoards, document cameras, LCD Projectors were teacher-driven decisions, thanked the PTA for meeting the needs.

• Thanked Vic D’Angelo for all he does to keep the technology program going.

• Thanked Jordan Hymowitz for his donations for athletic equipment and technology, and for spearheading the Marine Mammal program effort.

• Addressed tone of pledge letter – felt that it may have violated the inclusive philosophy of the school. Particularly the section about private vs. public school. Want to reach out to ALL parents. PTA membership is $25, not $700. Note of 50% cuts in pledge letter was incorrect.

• Noted a lot of teachers attending tonight. All of middle school staff joining PTA tonight.

• Assured community that budget is in good shape for this year. PTA has pledged to make up for arts cuts from Prop H cuts.

• Believes that the district has been very fiscally responsible, maintaining teaching staff and class sizes. No more will be known about cuts until Spring 2010.

• 7^th grade over-enrolled by 2. Other classes at or under enrollment limit. Have reduced official capacity of school.

CHALLENGE DAY – Bryn O’Connor

$3200 one day program for anti-bullying. Corporate funding offered for $2390 of it. Middle school teachers paying $810 balance out of classroom funds. 1 day program for 7^th graders. Asking for any additional funding to help alleviate the $810 outlay. Will include some of the 8^th grade leaders as well.

www.Challengeday.org

John Wong moved that the PTA make up the $810 cost difference. Jim Thirtyacre seconded. Passed unanimously.

TREASURER’S REPORT –Dave Bass

• Very happy about generosity of community thus far, we are ahead of plan.

• Good volunteer levels as well as donations.

• $164K in the bank. In good shape to date.

• Encouraged community to look into employer matching funds. Info is on Google groups, or contact David Bass.

• Have had a great response thus far on membership. Will be looking for corporate donations. Potential with a large local architecture firm. Also Yahoo.

• Meserve has started process of looking at science facility potential.

• Looking at simplifying process of donating, process of reimbursing teachers and staff. Giving teachers debit cards from First Republic (who are sponsoring Texas Hold ‘Em Night). Teachers have all filled out forms.

• Getting new laptop and software to run budget and accounting environment, and signing up for online banking.

PARLIAMENTARIAN REPORT – Brad Kaplan

• Over the summer, the Exec Bd reviewed meeting structure in order to bring more community members in. Exec Bd will have a meeting every month, general PTA meetings will be held Sept, Nov, Jan, Mar, May – 3^rd Thurs – every other month. Will pick themes of interest to general population for each general meeting so people can target which meetings they want to attend.

• Structure of meetings will be streamlined: Minutes will be read, President’s report, Administrator’s Report, Treasurer’s Report – 1 or 2 committees will present each meeting, not all committees. Direct questions can be addressed to the committee chairs.

• Cover old business, then to new business. Will alert community to new business in advance. Ideally, two weeks before PTA meeting, community members with concerns should email a written request with anything they want addressed by the PTA. Can send email to anyone on Executive Board. Gives community a chance to prepare thoughts prior to meeting. Motions will be written out for the meeting. Person who makes motion may advocate for it. Must be seconded and voted on. Each person gets to speak twice. Roll call vote as needed.

• No more “friendly” amendments. Must move to amend motion, second amendment, and vote.

• If community cannot decide on a specific issue, may vote to put on the table until next meeting.

• If you call the question, takes 2/3 of group support to shut down the debate. To insure no one is shut out of debate.

• Goal is to get greater participation at meetings.

• Michael Mazzaferro clarified that there is no change in the by-laws for these process changes. Asked if non-EC members are invited to EC meetings in non-general-meeting months. Jim confirmed that anyone can come. Asked who votes on budget. Brad responded that every PTA member has a vote. Asked what is the threshold for changes to budget. Brad will post limits and thresholds on website once updated. Asked for more detail to be provided to community on budget process and maintenance at next meeting.

• We will have to vote on the new by-laws. A template from the State is available which will guide the update.

• New by-laws will be presented to a general meeting of the PTA to be adopted. The Exec Comm will pull the new proposal together.

• Election format will also be dealt with in conjunction with the by-laws. Election process needs to be run in conjunction with the by-laws and will be revised to ensure more inclusivity.

WEBSITE REPORT – David Fox

• Shared mock up of new website.

• Plan is to refresh website more frequently, drive more community traffic to website.

• Quilt motif on home page.

• Email Vic or David with any questions or content ideas.

• Asked to add CL URL to every PTA communication. Clairelilienthal.org

• Sought input on Facebook or Twitter being on website.

• New logo very admired.

• Question on whether website will be linked to Google groups.

ESCRIP REPORT – Heather

• Just under $5K in preceding 12 months

• 391 people signed up and active with eScrip

• Encouraged people to get relatives signed up

• Suggestion from Debra Loo that email go out to community with link that can be forwarded to relatives, etc.

CL DIRECTORY – Brad Kaplan

Motion that CL PTA prepare a directory of students for the school year 2009/10 and that the directory be organized in a manner that provides the student’s first name, last name, teacher, parents’ name, parents’ addresses, parents’ phone numbers and parents’ email addresses. Additionally, the info to be included in the directory shall be gathered from the students’ families through a form distributed in the Wed envelope that specifically notifies the families that they are free to withhold any info they do not want published, including, the publishing of only the student’s first initial, not publishing addresses or phone numbers, not having any info published at all, or any other limitations the family feels is appropriate.

Discussion:

• Brad noted the difficulties of using the current directory without student names. Showed examples of other schools approaches. Stressed that only the info each family wants to publish is published.

• Mr. Hack noted that a registered sex offender got hands on a directory several years ago and made inappropriate calls. He is 100% against publishing first and last names of children. Noted that Mary Richards (assistant Board supervisor) reiterated her opposition to the directory. There is not a written policy to back him up. SF Police recommended against it. Compromise had been developed to publish directory just with child’s last name and first initial, no age, no gender, no grade level.

• Question raised as to cost of directory. Potential solution is to make available thru website.

• Question raised as to whether we are in compliance with Family Protection Act.

• Note made that paper copies far safer than electronic copy.

• Lindsay Woods commented that within the community, shouldn’t be fear of publishing numbers to each other.

• Mr. Hack clarified that he is not recommending NOT publishing the handbook, just leaving out child’s first name, gender, and grade.

• David Fox noted that paper copy is more inclusive of all members of community.

Stefan Adler moved to amend the proposal to limit children’s names to first initials and last names. Second from Fred.

Brad noted his opposition to motion as amended. Noted that those who wanted to limit children’s names have that right within original motion. Prefers to leave choice to individual families.

• Stefan Adler noted that more security may encourage more participation and fewer opt outs, to make a more complete listing.

Ayes: 14

Nays: 17

Amendment defeated.

Original motion is on the table. John Wong spoke in favor, given opt out ability for all info. A sixth grader spoke in favor. William Hack spoke against the directory. Warned that the Office of Public Engagement in the District office will need to approve anything that goes out through the school.

Motion from David Fox final delivery of directory shall be primarily in password protected online format. Hard copy to be made available through PTA for those who need it. Seconded by David Bass.

Ayes: 11

Nays: 14

Vote on original motion is in favor.

PLEDGE PACKAGE – Melissa Lee Gardner

Motion that membership be formally separated from fundraising. And to clarify that membership is per adult, not per child or family. Futhermore, that changes made to the class fund donations and membership fees be formally voted on.

Discussion:

• Michael Mazzaferro spoke in favor of separation.

• Stefan Adler noted that we follow by-laws which mandate this anyway, John Wong agreed.

• David Bass noted that many families have specifically noted which portions of their donations are intended for which purposes (PTA membership, fundraising, class funds).

• Michael Mazzaferro moved to amend motion that Melissa draft a letter clarifying difference between membership and fundraising within next two weeks. Also clarifying $25 membership and who it covers. Also to address diversion of class funds. Elizabeth Baker Chang seconded.

Vote on amendment passed unanimously.

Vote on original motion.

Vote on original motion passed unanimously.

Motion that membership rates for PTA be as low as possible to cover costs only and encourage as many people as possible to join the PTA.

Melissa noted that the State PTA calls for rates to be as low as possible, to cover costs only. Also that the increase to $25 was not voted on properly.

Stefan Adler suggested that the PTA go thru the proper process to vote on the $25 now.

Lindsay Woods commented that there was significant confusion among new families (in addition to people being offended by pledge letter) but that since all the money is going to the school and is for the kids, the debate is somewhat pointless.

Dave McIlhenny commented that the ongoing tension between inclusiveness and raising a lot of money is something that comes up every year, and both voices should get together to compromise.

Susan Burkhardt noted that full cost (including hidden costs) may be $25 or $15, not necessarily the <$3.00 amount mentioned by the State/Federal guidelines.

Motion seconded by Michael Mazzaferro.

Motion passed.

Jim Thirtyacre called to adjourn the meeting at 9:20 pm

Nancy Sur seconded. Meeting adjourned at 9:20 pm.