MINUTES of ROOSEVELT BOOSTER CLUB Meeting date: October 23, 2014 Call to order: A regular meeting of the ROOSEVELT BOOSTER CLUB was held in Burbank, California on October 23, 2014. The meeting convened at 3:16 p.m. with President, Ana Connell, presiding. Members in attendance: Ana Connell, President Alisa Sabshin, VP Fundraising Jen Lurie, Treasurer Toby Black, Secretary Linda Walmsley, Teacher Liaison Sarina Wylie Melisa Lomet Amy Smeed Andrea Seal Dr. Meg Erin Kelly-Park Sarah Kobayashi Drew Seymour Carne Canning Diana Rosero Members not in attendance: Jen Conway, VP Special Events excused Approval of minutes: Motion was made by Dr. Meg and seconded to approve the minutes of the September 18, 2014 meeting with the one correction of the spelling of Derek Starleaf s name. The Motion was carried. Treasurers report: Jen Lurie, Treasurer, presented the financials as of 10/23/14. Beginning cash balance was $77,284.48. Total income was $20,582.29, mostly comprised of T-shirt sales, MSF, Book Fair events and the Daughter Dance. Expenses came in at $14,576.32 with the biggest being the silk screening for the Roosevelt t-shirts, the taco truck and supplies for the Daughter Dance and the Ceramics grant. Also, as BSBA rules stipulate, we cannot hold funds for other groups so funds being held for ASB and Hula Club were turned over to BUSD for holding and Dr. Meg to manage. This activity leaves and ending cash balance of $83,300.45. We still have funds held in contingency which include $13,728.99 for Auditorium earnings, $2,500 for the 2014/2015 Ceramics projects, $10,000 1
for 2014/2015 OSS and $22,538 for the 2014/2015 Supplies. With this total of $48,811.99 held in contingency, our ending cash balance available comes to $34,488.46. Also of highlight is our Amazon.com earnings since June which comes to $1,665.02! As Tina Lay, our Book Fair Chairperson, was unable to attend today s meeting, Jen reported on her behalf that our earnings for the recent Fair was $3,094! Total sales were over $11K which is a record! With each Book Fair, we have a choice to accept Scholastic dollars or real cash. We have accumulated Scholastic dollars that are still available so we opted for cash vs. Scholastic credit this round. With an overdue credit of $1,300, Tina is working on extending this credit with Scholastic so we don t lose it. Also, Mr. Pike s room is in need of new cubby mail boxes which will be researched and Scholastic credit used for purchase if possible. Jen also reported on the financial status of OSS. Contributions to the Booster Club that qualify for OSS fee coverage are going strong. Letters of acknowledgment for those that contributed in full (and thus qualify) went out as well as to those who are making payments. Our MSF/Giving Campaign is up to a total of $52K! This represents a 2% increase over the same time last year. However, this modest increase is WITHOUT the 5 th grade contributions (as we are handling those separately because it ties in with OSS). Adding in 5 th grade contributions puts us about 32% over the same time last year. This shows the support and generosity that continues to grow within our Roosevelt community! Thank you Roosevelt parents! A few other financial notes: The t-shirts made a profit of over $2K! Thank you Undine and team for helping everyone show their spirit! ASB and Hula funds were taken out of contingency because BSBA rules stipulated we can t hold funds for other groups. These funds are now with BSBA and Dr. Meg can preside over those funds. A new apple list for the donation/apple tree in the lobby will be updated with the names from this donation for this school year (thank you Amy Smeed for continuing to share your talent with us!) and we also have received more 300 for 300 Auditorium contributions and 2
names will be added to the ixxy sign on the bulletin board by the main front door of the school. Motion was made by Melisa Lomet, and seconded, to approve the Treasurers Report as read at this meeting. The Motion was carried. OLD BUSINESS Family Giving Campaign. As we are into our second year of the Family Giving Campaign and our wonderful apple tree, there are families that are now in a second year of giving. The question was raised as to if we paint a star or the year(s) of donation to indicate a family s giving? There isn t a lot of room on each of the apples and the general consensus was using a star (*) will more concisely indicate multiple years of donation. Amy Smeed also indicated that from an artistic standpoint it might look cleaner using just a star vs. years. We will put out an apple blast updating everyone on what the apples, stars, etc. represent and that they can reach out to us for discussion if there is any concern. 300 for 300. Linda Walmsley gave us an update on our Auditorium campaign and progress. The auditorium has been painted! Also, a deposit for the tackwall has been made. We are also ready for carpet in the near future. We hope to have it all done by the holiday program. At that time, Linda will do a commercial break during the program thanking parents and and pointing out these updates made with a big THANK YOU for their support. Escrip Follow Up. Alisa Sabshin gave an update on this ongoing program. She asked for feedback on the best way to advertise these programs. It was suggested that blasts listing how much we made will keep it top of mind for parents, relay the progress made and remind them to contribute. Amazon.com/Fall Campaign. Alisa Sabshin also gave an update on our growning Amazon program. As we enter the holiday and shopping season, she is going to employee flyers, blasts, lawn signs, etc. to keep this top of mind. Please remember to use our Roosevelt link and to remind friends and family if they will kindly do the same. This is a fantastic and passive way for our school to earn money! 3
Alisa also noted that Sarah Kobayashi and Drew Seymour will take over the duties of the Mixed Bags fundraiser when that comes up in the Spring. This has been a great money maker for us in the past so we thank you ladies for helping to continue the success! NEW BUSINESS Insurance renewal. As the RBC is due for our annual renewal, Ana researched various companies for a price comparison. We are currently with RV Nuccio and as it turns out, they are the best price. Another advantage is that we also have a parent who works there which could potentially provide an easier line of communication if ever needed. Our insurance expense is about $260 annually and supplies $1M in coverage. It also includes D&O (directors and officers) but not bonding. Motion was made by Linda, and seconded, to stay with the same company for the RBC insurance renewal. We also moved to add bonding which is about $75 annually. The Motion was carried. Roosevelt Boosters 5-year Plan. Ana Connell gave an update and shared the goal of a living document that shows financial goals. Sustainability. We have reached a point where we can consider ourselves a sustainable entity. We will work on our 5 year projection and an on-going ability to continue and maintain our efforts at the same levels we have achieved so far. Passive Fundraising. Ultimately, we would like to Take a step away from added purchases for raising funds and focus more on a one-time giving campaign. Year to year we can determine if this is working, if we need to add fundraisers, take away fundraisers, what to change, etc. Our mission is to raise funds for our school and the methods of success to achieve our goal can ebb and flow each year. We need to stay connected and relevant to make this happen. What we have seen in our short history is that each year the involvement and participation grows and we hope to continue this trend. We are close to a 50% participation level which is something to be proud of! 4
BSBA Booster Manual. Ana has this manual available for anyone who would like to review. It is a long document but she has also created an abridged version. This will be listed as a link on the website in the very near future. We encourage everyone to please take a look! This is the document that we are governed by and would answer any questions as to why many decisions are made the way they are. E-waste Recycle Event Update. This is still tentative at the moment. We were going to partner with the Bike Angels with the event at the Board of Realtors. Because they have families with kids at other Burbank schools, they weren t completely comfortable partnering with only one school. Ana is surveying other campuses to see if they want to participate. More to come. Dr Meg. The Safety Plan is being updated. The disaster drill just happened last week and the biggest issue that surfaces when it comes to safety is communication. A potential solution is a high quality radios/walkie-talkies. The ones that were received were less than adequate (limited charge holding, only one channel, etc.). As it stands, Dr. Meg does not have a singular method of communicating with everyone in school property, inside and outside, at the same time such as in the event of a needed lockdown when students and staff are on the playgrounds, lunch shelter, library, classrooms, etc. With a high quality radio, a single announcement could more quickly disseminate urgent information to those carrying the radios. Dr. Meg was able to try out various devices and was able to identify a make (approx. $300 a radio). It was determined that about 10 key people will need these for times of emergency. As well, each teacher currently has a rolling backpack for emergencies that need to take the children outside of the buildings. However, in the event of a lock down when children and staff cannot leave a classroom, a disaster bucket, filled with various needs is something to considering adding to our emergency supplies. The bucket itself turns into a toilet which is also something not currently planned for in such cases. Dr. Meg is asking if the RBC wants to have a line item to contribute to the safety plan. Buckets are approx. $35 each (we would need 35 to 40 total). However, radios are the more immediate need. Toby Black made a motion, and it was seconded, to reallocate our current budget to create a safety fund starting with $5,000. The motion was carried. Dr. Meg also talked about After School Enrichment and that her understanding is that these programs are generally run through Booster Clubs so that they are covered under the Booster 5
insurance. As well, Booster Clubs get a discounted facilities rate. Ana then mentioned that there happens to be a meeting on Monday to discuss the district policy and rates. Dr. Meg stated that currently two clubs are run by individuals without the necessary insurance and would thus need to be cancelled if a change could not be made immediately. Ana will have more answers after Monday s meeting to clear up questions we have with the district. Ana will follow up with Dr. Meg early next week to come to a conclusion on this issue. New officers needed for 2015-2016. A few current office holders are coming to the end of their term limits. Please see Ana if you are interested in holding an office for next year! Measure S update. Larry Applebaum gave us an update. While Roosevelt had our school painted this summer, Measure S progress is moving very slowly. Recently a company was hired to survey what every classroom has and doesn t have on the tech side (doc cameras, computers, etc.). They have 120 days to complete this survey and then plans can roll out. Roosevelt won t be eligible for any e-rates (discounts) based on the populations income so with that out of the way, we might get things done more quickly. Another company has been hired for a site implementation on the actual classroom projections. However, this is compounded by the new stipulation that in 4 years each class needed to be a 24-student cap (this part came after Measure S). The district needs to figure out the classroom reduction in conjunction with Measure S and the finite deadlines (Roosevelt would need 5 new classrooms!). Also, another contract will be established with an energy management company (AC solutions, electricity, reclaimed water, solar, etc.) to get up to standards. This will, in the long term, change behaviors and thus save a lot of money. This energy management company stated they can accomplish their goals within two years. New asphalt will come at the end of infrastructure completion. Fencing will roll out in waves with the worst cases, due to missengineering, happening first. The engineering needs to be addressed and fixed first to make the fencing sound (Roosevelt falls in this bucket). Another issue is the needed future building for this site which will impact the fencing. Once the bigger plan for our site is solidified, then an order of operations will be determined. Adjournment: The meeting was adjourned at 5:00 p.m. by President, Ana Connell. Toby Black, Secretary, ROOSEVELT BOOSTER CLUB October 23, 2014 6