Rocklin Academy Turnstone PSP Board Meeting Agenda May 3, :30PM Room Turnstone Way, Rocklin, CA 95765

Transcription

1 Rocklin Academy Turnstone PSP Board Meeting Agenda May 3, :30PM Room Turnstone Way, Rocklin, CA I. Welcome/Introductions/Announcements II. Office Reports Treasurer s Report - Updated Financials III. Hearing of Visitors IV. Committee Review/Updates Daddy/Daughter Dance Teacher s Appreciation Week Dance Showcase May 17th Skate Night May 25th V. Administration Comments (Laura/Teacher Rep.) VI. Old Business Annual Giving Campaign Update Elections, Officers, Coordinators VII. New Business Draft Plan for May Parent Survey VIII. Other IX. Next Meeting May 3, 6:30PM Room 8 X. Adjournment

2 Summary This draft is an effort to build on the PSP s success by providing a framework for parent collaboration to do even more next academy year. The Strategic Plan includes five components: 1) Community: Orientating our activities to foster a greater sense of Community with our families. 2) Communications: Creating regular and relevant communications that are quick and convenient for parents. Make it easier to stay informed, provide feedback, and participate. 3) Organization: Divide the load to be more effective and cultivate more involvement and ownership in PSP s success. 4) Budget and AGC: Proposed changes to the PSP Budget to better align to our family s priorities. 5) Calendar: Outline of milestones for the next year.

3 Community Orient existing and create new school culture events to foster a greater sense of Community with our families. One large and one small all-campus event each trimester. (Sampling below) Fall: Harvest Carnival (large) Movie Night (small) BooHoo/WooHoo Breakfast Social (small) Winter: Skate Night (large) Sami s Circuit (small) Spring: Dance Showcase (large) Family Bounce Night (small) Where possible, facilitate opportunity for family interaction. (Food and seating available, friendly class competition or collaboration, etc.) Set family dinner nights at a regular time each month (i.e. second Wednesday) so families have more of an opportunity to make it part of their routine. Involve students more in event planning (i.e. voting on movie night movies or other event themes.) Involve students more in event preparation and setup. Could coordinate an art project in class with the decorations used at an event (i.e. Harvest Carnival or Dance Showcase.) Could be just a display or part of the decor. Close the circle between families, PSP, and school. Survey in the spring for AGC and budget planning. For large events, opportunity to provide feedback on what worked and what could be improved for next year. If possible, parents can earn their student extra rally tickets when they volunteer at multiple PSP events.

4 Communications Information about school and PSP events is always available, but sometimes we need to give families more advanced notice or the communication is not in the most suitable platform. The goal is to establish regular communications over all major platforms that families can 1) come to rely on and 2) accommodates the diversity of how our families prefer their communications. Magnet and Calendar: In August deliver to each family a magnet with relevant School and PSP contact information and a color calendar for the month of September. At the end of each month we ll send home a calendar for the next month. Each calendar will have all PSP and school dates and events. We can also allocate space on each to highlight exceptional art, science, or other notable individuals or events that took place the prior month. Newsletters. Publish a newsletter twice a month. Newsletter to be printed and sent home and also made available digitally (PDF or HTML.) Flyers. In off newsletter weeks we ll print and send home a flyer with the upcoming event or family dinner night information. Also made available digitally (PDF or HTML.) PSP Meetings. Borrowing from Meyers, have our regular meeting in the evening, but then a day or two later an informal morning opportunity for parents to catch up and contribute. Localized Communications. Where the calendars and newsletters will be coming from the office, the flyers and in between communications should come from the teacher or the room parent. For those parents that prioritize teacher s over school s it ll allow us to better reach that segment. Electronic WWs: If possible work to convert the current eww from PDF to HTML. This provides a better reading experience on mobile and most likely higher engagement. PSP/AGC Information Packets. Distribution at back to School Night. Board Member Bios, Coordinators, Open Positions, Calendar, AGC, etc.

5 Organization Proposed division of the workload to be more effective and cultivate more involvement and ownership in PSP s success. Preisdent VP Treasurer Secreatary Fundraising Yearbook Teacher Appreciation WatchDOGS FieldDay Coordinator Father/ DaughterA Mother/Son Dance Showcase Movie/Skate Nights AnnualGiving Campaign SpiritWear Harvest Carnival FamilyDinner Nights BoxTops Roles: President Yearbook Coordinator Teach Appreciation Coordinator(s) Watch D.O.G.S. Coordinator Field Day Coordinator Vice-President Dance Coordinator (Father/Daughter & Mother/Son) Dance Showcase Coordinator School Events Coordinator (Skate & Movie Nights) Treasurer Annual Giving Campaign Coordinator Spirit Wear Coordinator Secretary Fundraising Harvest Carnival Coordinator Family Dinner Night Coordinator Box Tops Coordinator

6 President a. Prepare and publicize an agenda 72 hours before each monthly meeting. b. Be authorized to sign on bank accounts as per the RA adopted policy. c. Coordinate the work of the officers, standing and special committees in order to facilitate their success. d. Call a meeting of the newly elected officers within thirty (30) days after the last PSP meeting of the school year for the purpose (PSP Executive Committee) turnover. e. Represent the PSP Executive Committee at Rocklin Academy and PSP school functions. f. Stay in communication and be available for standing committee volunteers. (If a committee member is unable to attend a PSP meeting, the committee member must provide a written update to the President to present at the PSP Meeting.) g. Responsible for reviewing and certifying monthly financials, bank reconciliation reports and signing the end of year financial statement. h. Represent school site or select a designee to be a voting member on the PSP Fundraising Committee (PFC). Vice-President(s): a. Assumes the duties of the President in the event of his/her absence, and to aid in the responsibilities of the President wherever necessary. b. Be authorized to sign on bank accounts as per the RA adopted policy. c. Responsible for reviewing and certifying monthly financials, bank reconciliation reports and signing the end of year financial statement. Secretary: a. Record the minutes of all PSP meetings, both regular and special and shall transmit a copy to each of the PSP Officers and standing committee volunteers within ten (10) days after each PSP meeting. b. Be the custodian of the meeting minutes, agendas and current PSP bylaws and bring a binder containing these items. c. Keep an accurate record of attendance at board meetings. d. Newsletter, Flyer, Digital Parent Communication Coordination

7 Treasurer: a. Deposit all money into the PSP bank account within 7 days. b. Maintain accurate records of receipts, cash disbursements, invoices and general journals. All financial records including receipts, deposit slips, invoices, and purchase orders are to be kept in accordance with RA approved policy. c. Present at monthly PSP meetings current financials and fundraising/event profits. d. Provide a monthly financial report and bank account reconciliation to the RA Director of Finance and prepare an end of year financial statement. e. The Treasurer, with input from the other PSP officers and administration, shall prepare a budget for the upcoming year and submit this budget for approval to the membership at the last meeting of each school year. f. The Treasurer shall require that all PSP expenditures be supported by two authorized signatures. Fundraising Officer: a. Provide a budget for proposed events for current year. b. Coordinate and establish chairperson/s for each fundraiser or event. c. Interface with the many volunteer parents that will take on the various fundraisers and events the PSP approves. d. Ensure that fundraisers and events are coordinated and approved through the PSP Executive Committee. e. Have budgets for fundraisers and events approved in advance before purchases are made. Revise budgets as necessary and present to the membership for approval. f. Report to PSP Executive Committee regarding all expenses and revenues generated by fundraising events in a timely manner. Yearbook Coordinator a. Identify a Historian for each classroom b. Train Historians on how to upload photos and layout their pages c. Coordinate non-classroom pages d. Coordinate Dedications Teacher Appreciation Coordinator(s) a. Organize Monthly Teacher Appreciation Lunches b. Organize Treat for Development Days (tag team with Meyers) c. Organize with Room Parents Teacher Appreciate Week

8 Watch D.O.G.S. Coordinator a. Recruit Dads to volunteer b. Run Fall kick-off workshop c. Coordinate schedule throughout the year with the office Field Day Coordinator a. Plan event b. Recruit volunteers as needed to run the event Dance Coordinator (Father/Daughter & Mother/Son) a. Mother/Son Event b. Daddy/Daughter Event Dance Showcase Coordinator a. Plan event b. Recruit volunteers as needed to run the event School Events Coordinator (Skate & Movie Nights) a. Plan events b. Recruit volunteers as needed to run the event Annual Giving Campaign Coordinator a. Update Participation and Goal Status online, WW, banner b. Emoji distribution c. Manage classroom communications and incentives Spirit Wear Coordinator a. Identify new items b. Coordinate orders and purchasing. c. Table at events. d. Fulfill orders throughout the year Harvest Carnival Coordinator a. Plan event b. Recruit volunteers as needed to run the event

9 Family Dinner Night Coordinator a. Schedule one each month b. Promotion flyers, WW, online, etc. Box Tops Coordinator Turnstone PSP

10 Budget and Annual Giving Campaign Some proposed changes to the PSP Budget and AGC that may better align to our family s priorities. Contingency. Reduce line items to historic spending levels and add a contingency line item. This way we can fund the base budget with more certainty and without risking going over budget. In the event the AGC out-performs, use the contingency to supplement areas as demand may require. Parent Survey. Survey parents to see how their priorities map to our previous budgets. Adjust spending priorities (AGC goal) based on that feedback. Event Revenue. With participation at or below 50%, our two largest all-campus events (Harvest Carnival and the Dance Showcase) are only being supported by half our families. For these we can reduce the AGC support (to 60-75% from 100% currently) allocating some of that to other areas, and making it up with additional event revenue. For example, we can provide fewer free tickets to the Harvest Carnival or charge a nominal fee for tickets to the Dance Showcase. Increasing our AGC participation and goal percentage is a long-term objective. 1) The general approach of increasing our community engagement and sense of ownership in PSP s efforts naturally supports this objective. Meyer s is a good case study. 2) In AGC collateral, add testimonials from teachers and others about how the AGC made a difference 3) Better promote at events and in the classroom where AGC funds are being used. Consider developing and using an AGC logo everywhere. 4) Discourage parents from funding classrooms directly where it overlaps with AGC/PSP funding initiatives

11 May: June July Calendar Survey parents about AGC priorities for New officers elected Recruit for Chairs/Coordinators Draft budget Identify best day each month to book family dinner nights Approve budget and AGC goal for next year Draft calendar prepared for facility check Newsletter publishing dates set and rough content for each identified Recruit for Chairs/Coordinators New officers start Officers and Chairperson s kick-off meeting Complete most of the newsletter content Magnet design completed and in production September calendar completed and in production Oct-June calendar templates completed, awaiting final dates AGC collateral completed and in production RallyUp AGC setup AGC participation item for students identified and purchased Family dinner nights for academic year confirmed (at least September-December) Spirit Wear items identified and priced August Officers and Chairperson s pre-first day of school meeting Facility reservations confirmed AGC rolls out Magnet and September Calendar Distribution BooHoo/WooHoo Breakfast Social PSP at New Student Orientation Back to school Night Distribute PSP Into packet

12 September First PSP Meeting and Morning Coffee First Newsletter distributed Spirit Wear rolled out October calendar completed and in production Watch D.O.G.S. launch meeting Movie Night Harvest Carnival Vendors booked, theme confirmed Distribute October Calendar October PSP Meeting and Mornng Coffee Spirit Wear deadline November calendar completed and in production Harvest Carnival Distribute November Calendar November Spirit Wear distribution December calendar completed and in production Distribute December Calendar December Spirit Wear online sales January calendar completed and in production Distribute January Calendar

13 January Spirit Wear online sales February calendar completed and in production Distribute February Calendar February Spirit Wear online sales March calendar completed and in production Skate Night Distribute March Calendar March Spirit Wear online sales April calendar completed and in production Sami s Circuit Family Night Distribute April Calendar April AGC Ends Officer Elections Spirit Wear online sales May calendar completed and in production Movie Night Distribute May Calendar

14 May June Officer Elections Announced Recruit for Chairs/Coordinators Spirit Wear online sales June calendar completed and in production Teacher Appreciation Dance Showcase Survey parents about AGC priorities for next year Draft budget Identify best day each month to book family dinner nights Distribute June Calendar Recruit for Chairs/Coordinators One newsletter and one flyers distributed Field Day Approve budget and AGC goal for next year Draft calendar prepared for facility check