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Minutes of General Meeting
Sandia Preparatory School Parents Association
Minutes of General Meeting
August 24, 2009
Attending:
Officers: Anne Sapon, Shawne Blackburn, Linda Byrd, Linda Kier, Andrea Levy, Cathy Taylor, Martye Womble
Sandia Prep: Dick Heath, Susan Walton
Chairs and Parents: Jeanne Collins, Hilma Chynoweth, Cathy Dexter, Hossein Giahi, Laurie Hall, Daphne Harvey Strader, Liz Kirschner, Diana McEnnerney, Kelli McNaughton, Todd McNaughton, Catherine Silling, Monet Silva-Caldwell, Erica Stell, Liz Trainor
Call to Order: The meeting was called to order at 12:04 p.m. by Anne Sapon.
Introductions: Anne Sapon asked that attendees introduce themselves, and indicate the grade(s) of their child/ren.
Approval of Minutes: Following a motion by Cathy Taylor, the minutes of May 18, 2009 were approved.
Headmaster’s Report – Dick Heath:
• The school camps are over and the results were overwhelmingly positive. Todd McNaughton, a new Prep parent and chaperone on the sixth grade trip, echoed that sentiment. • A reminder that picture day is tomorrow, August 25, in the West Gym. • Sandia Prep is solid financially, in terms of enrollment and tuition. ISAS reports some financial stress for schools in the Southwest, but Prep is doing well. The school planned for 660 students and actually has 657 enrolled. • A short (30 minute) dedication of the Performing Arts Center commences on August 28 at 8am. Additionally, parents are encouraged to walk through the refurbished 500 Building. • Capital improvements are paid and complete. Current bond payments have been 2% of total expenditures and bond payments on the PAC will be about 6% of total income in future budgets. • Faculty is staffed to accommodate six sections for the seven grade levels. There are no part-time faculty members. • The search for the next Head of School continues. Finalists are expected to interview on-site in October and a decision should be made by Thanksgiving. Updates on the search will be posted on the school’s Web site. • There are four foreign exchange students enrolled. These eleventh graders come from Mexico, Australia, Germany, and Denmark. • Three new benches and eleven tables purchased using last year’s annual PA gift are in place. Prep is planning on getting some shade structures for them.
Treasurer’s Report – Linda Kier:
Linda Kier is finalizing the finances from the 08-09 school year. Instead of the approximately $10,000 which was available in May to give to the school, there is $13,342 for that school year, e.g., an additional $3,342. The PA needs to decide how to gift the additional monies. The Executive Committee will review and select how the additional monies will be gifted.
Committee Reports:
Used Book Sale: Linda Byrd reported that the Used Book Sale was very successful. There were more buyers and sellers than in previous years, and sales were over $4,400, with $4,050 going back to families who sold books. The Committee is expecting a small profit from donated books.
Supply Sale: Andrea Levy reported that the sale went extremely well. The sale started earlier in the day so there were no long lines. The 6th grade Survival Bags were a hit, with 80 out of 96 classmen buying one. It is possible that next year bags will be sold for 7th and 8th graders, too. Karen Lyall, on behalf of the Greendevils, donated tote bags and stainless steel water bottles for the 6th graders. There were 46 volunteers working at the Supply Sale. Both sales and account balances have increased over last year.
Grade Level Parent Get-togethers: Shawne Blackburn said that of the six parties held to date, the parent response was very positive. The party for 11th grade parents is scheduled for August 28. Attendance fluctuated among grade levels. A frequent comment by hosts was getting parents to RSVP. One host, Andrea Levy, said she had better response sending out e-mails. Anne Sapon suggested that for next year, a link to the Prep Web site be developed where parents can get the party invitation, directions/map, and the option to simply click to RSVP.
School Photos: Cathy Taylor stated that school photos are scheduled for Tuesday, August 25. These photos are used in the yearbook and for student ID cards. Forms were mailed out, but also are available on the Prep website. The ID cards should be distributed to students within a week.
Back to School Night: Laurie Hall reported that this event is scheduled for Thursday, September 10. Laurie will coordinate with the Greendevils about compostable supplies. A list was passed around during the SPSPA General Meeting asking for cookie and punch donations.
Homecoming: Anne Sapon noted that volunteers are needed to be servers, grillers, or to help with the clean-up. These are two hour shifts, and every effort is made to accommodate parents who will be leaving to watch their child/ren play sports. The grill opens at 10:30am and runs until 4:00pm. Athletes, coaches, and officials eat for free, but donations are encouraged for all others.
Faculty Appreciation Snacks: Anne Sapon reported that this committee, chaired by Molly Bell, provides weekly snacks for the faculty throughout the school year. Molly has several volunteers for this.
Volunteer Coordination: Cathy Taylor indicated that the number of volunteers is down from last year. There are 100 parents signed up versus 160 from 2008. Cathy believes that the electronic volunteer form, now routinely included in PrepTalk, has led to the decline. Paper forms seem to elicit a better response. Trish Bennett is working with Celeste Walther on a new online volunteer form. Diana McEnnerney asked about the process for acknowledging the receipt of a volunteer’s form. She volunteered for activities but heard nothing. Laurie Hall also shared that sentiment. There was general discussion about creating an auto-reply that would be sent to parents upon receipt of their volunteer form. Cathy and Trish will follow-up.
PA Supply Closet: Anne Sapon reported that Tricia Cooper has been taking an inventory of the Supply Closet, and is ensuring it is stocked with basic items.
Middle School Activities: Jeanne Collins announced that the first Middle School dance is on Friday evening, September 25 for Homecoming. The Upper School dance is on the following evening.
New Business:
Booster Club: At the annual meeting of Prep athletes’ parents, Margaret Garcia de Duran spoke to the approximately 300 attendees about what the Booster Club does. Membership in the Booster Club is only $25, and past purchases include scoreboards, record boards, and banners. There are many opportunities to volunteer. T-shirts are being made for Homecoming, and will be sold during Spirit Week and throughout the year.
Admission Hospitality: Shawne Blackburn indicated that the original organizational meeting had to be rescheduled to September 1 at 8am. Plenty of volunteers have signed up to help host prospective parents.
Other: Hossein Giahi asked if Prep participates in the Box Tops for Education program. Dick Heath mentioned that Target gives Prep 5% of purchases if customers identify themselves as a Prep family. Albertson’s and Smith’s may have similar programs in which monies can be sent to Prep. Anne Sapon volunteered to follow up on this issue.
Next PA General Meeting: Monday, September 21, 2009 at 12:00 p.m. in the Heath Board Room.
Meeting Adjourned: The meeting was adjourned at 1:00 p.m. Submitted by Linda Byrd, SPSPA Secretary