Meetings

Lancer Parent Organization General Meeting

August 14, 2023

Call to Order: 7:01 p.m.

Location: Room 180

Recording Secretary: Amy Buckley

Attendees: Sara Robeson, Giovanna Lear, Amy Buckley, Mark Masterson, Tracy Montgomery, Tara Ference, Dawn Werk, Shalini Arya, Jennifer Adams, Jenna Fleming, Jennifer Zeck, April Ladner, Deanna Vardeman, Nicole Vandesteeg, LaDonna Ellis, Lizanne Campbell, Martha Czymmek, Michelle McSpadden, Dr. Calcaterra, Mr. Sumner, Dr. Borzillo, Dr. Franklin, Dr. Fields, Dr. Lewis, and Dr. Jones.

 

June Minutes Approval-  tabled until next meeting. Sara is working to locate the minutes.          

Principal’s Report, Dr. Calcaterra:

• Facilities updates are underway near the pool door entrance. Traffic shifts will be required for parent drop off and for pickup from afterschool activities.
• 18 new teachers were hired.  A secretary and long term sub position are open.
• There is excitement for the year ahead. The first week of school will include visits from KSDK before school on Monday and Friday. Lafayette will participate in the Tackle Hunger Campaign and be collecting donations through Thursday 8/24.

President, Sara Robeson:

• Bylaws were reviewed
• Changes to Standing Rules were reviewed with an emphasis on financial best practices
• Second VP-Communications, Aleta Harris should be a co-administrator on all LPO and class affiliated facebook pages
• Contracts must be signed by LPO President, Sara Robeson
• Committee chairs, class directors and class treasurers should follow approved budgets when requesting contracts and making purchases
• The LPO Amazon Account can be used to create wishlists and shared with the LPO to make purchases that will be delivered to LHS
• The Sam’s Club account can be used for Sam’s purchases. Amy Danner (Lancer’s Landing) has the card.
• Budget approved purchases up to $500 can be made without board approval. Those over $500 require board approval.
• Class treasurers are bonded and can approve class expenses.
• Reimbursement Forms are available, but it is preferable that purchases are made directly by the LPO.
• All volunteers handling money must read and complete the financial responsibility form annually. 
• PTO Closet - Has been tidied again and is ready for use!  Please try the closet first.  Many centerpiece options, signage, and other decorations. If you want to use it, please either remove it from the closet or mark what you want with your event. If it is marked as another committee, please reach out to that committee chair prior to using. 
• LPO Amazon Account - We do have an amazon account set up.  If you or your class need items, please set up a wish list.  Classes, try asking for those items from your class families first.  Fill out a payment request google form and send your wish list to Mark or Sara for purchase.  It is an easy way to get your items tax free.  (Please price check your items prior to adding them to the wish list)
• Being on the Board is being an LPO Brand Ambassador- Publicize our Positives- What are LHS, volunteers or students doing? Send to Michelle. Have questions or concerns, please don’t add to the frenzy reach out to the administration 
• Patriot Day Ceremony - Wed, Sept 11 Open to the Community
• Family/ Parent Involvement Week in Education - Donate, Be Present, Volunteer, Support - We’ll be running a daily campaign this week to encourage families to be involved and thank them for present involvement. If you have ideas for pics let me know (9/11-9/15)
• President's Forum Leadership Conference- Sept 13 5:00 pm- please RSVP if you haven't already.  Committee chairs, if you would like to attend, please contact Sara
• The Kona Ice Truck will be present and items available for purchase on Friday 8/18 during parking permit sales and open building time.
• VOTE -  Adoption of the Standing Rules. A motion was made (Mark Masterson) to adopt the Standing Rules as proposed. Motion was seconded by Jenna Fleming and unanimously approved

 

Secretary, Amy Buckley:

·         Common Consent Agenda content was discussed.

o   Items not requiring discussion or debate such as committee updates,  presentation of informational materials not requiring action, upcoming meeting dates or event dates or updated organizational documents can be submitted for consent agendas.

o   A request for content will be sent a week in advance of the meeting and asked to be submitted within 3 days of the request. The consent agenda will be distributed a couple days in advance of the meeting to allow time for review.

o   Consent agenda content will be approved by vote. Anything requiring further discussion can be removed from the consent agenda prior to approval.

·         Meeting Agendas were discussed.

o   The meeting agenda should include items that will be discussed during the meeting.

 

First VP-Community Involvement, Giovanna Lear:

·         Looking forward to the year ahead and working the committee chairs she will be working with.

 

Second VP-Communications, Aleta Harris (presented by Giovanna Lear):

·         There will be 1 newsletter sent each month

o   All classes should submit content each month

o   A communication timeline will be distributed soon

o   Be forward thinking in your content

o   Send the content exactly as you would like it to read

·         Special targeted communications can take place as needed

·         Consider including your class-specific content in your grade level principals emails too

 

Treasurer, Mark Masterson:

·         Monthly Treasurer’s Report will be forthcoming. Mark has been working to gain access to and coordinate accounts, passwords etc.

·         The 2010 version of accounting software previously being utilized is no longer supported. The transition will be made to utilize the accounting tools provided by Membership Toolkit. There will be an upfront cost of $300 to make this transition.

o   This change should be sustainable and transparent.

o   April Ladner and Deanna Vardeman both have experience utilizing Membership Toolkit accounting tools and are available to answer any questions.

·         Financial forms are currently available via the Membership Toolkit site and will soon be added to the Lafayette/RSD hosted site under the “forms” tab

·         Tax exempt forms are available as needed, but will not be housed on a public site.

Class of 2024, Tracy Montgomery:

 

·         Volunteer spots are slowly filling for the Senior events and tasks

·         Chairpersons are needed for Senior Celebration. Subcommittee roles have been filling well.

·         Memory Maker Events will be held at Forest Hills Country Club this year

Class of 2025, Dawn Werk & Tara Ference:

·         Taste of West County will be held on March 11^th, 2024

·         Planning meeting dates will be announced soon

Class of 2026, Shalini Arya:

·         Trivia Night will be held on February 24^th, 2024

·         There has been some interest expressed in the trivia subcommittees

Class of 2027, Jennifer Ad:ams & Jenna Fleming:

·         The freshman class tailgate for students will be held on Friday, September 8^th from 5:30-6:30pm

o   10 parent volunteers will be needed from 5-7pm to setup, hand out food and cleanup

Lancer’s Landing, Shalini Arya:

·         Lunch shifts begin on 8/21. Morning shifts begin 8/28.

·         Volunteers are needed

·         A manager is needed for Friday lunch shift

Parent Pay/Square, Deanna Vardeman:

·         Lancer Legacy Campaign will be added to Parent Pay Online

·         Square is an option for Lancer Legacy Campaign and will be used for Lancer’s Landing

·         Provide Deanna with any information in advance to build the square site content for the Classes

Community Events & Outreach, April Ladner:

·         Awaiting announcement of  Homecoming theme

o   Will begin work to secure parade judges

o   In need of a truck for the judges viewing area

§  The Lear or Montgomery family can assist with a truck

Staff Appreciation, Nicole Vandesteeg:

·         Working on 220 Welcome Back gifts, excited for the year to show our appreciation

Hospitality, LaDonna Ellis:

·         Looking forward to serving in this role to say thank you

Volunteers, Lizanne Campbell:

·         Can include link to Financial Responsibility Form in Lancer’s Landing Sign-up Genius

·         Correct email address is volunteercoordinatorlhs61@gmail.com

·         Current volunteer needs signup geniuses will be going out in the newsletter

·         Contact Lizanne if she can create a signup genius for you

LPO Website/Membership Toolkit, Martha Czymmek

·         Membership Toolkit (MTK) year-end transition completed. Students were promoted to the next grade or alumni on July 31, 2023. Lancer Legacy Campaign donation families with current LHS students will be granted access to the online directory until July 31, 2024. 

·         Directory/newsletter database will be updated after district information is ready to be shared with me (approximately 30-60 days after the first day of school). 

·         Lancer Legacy Campaign MTK sales form link is active for donations. MTK login is not required to donate.

·         Lancer Legacy Campaign link: https://lafayettepto.membershiptoolkit.com/form/m/242805

·         Please email me at lancerbuzzbook@gmail.com for any updates to our MTK & LPO district websites. 

Social Media, Michelle McSpadden:

·         Legacy Campaign link has been added to our bio

·         If you take photos at events and would like to share them via our social media channels, please text them to Michelle

·         Class of 2027 does not yet have an Instagram Account

·         There were issues with LPO Facebook account being hacked. Michelle is still trying to sort this out.

·         Any informational items shared by LHS activities or athletics may be shared via the LPO social media, with the exception of any fundraising content

Spiritwear (by Sara Robeson):

·         New spiritwear is arriving

·         Sale items are on the website

·         Custom stitched gear will be available for a limited time

Lancer Legacy (by Sara Robeson):

• Goal: $10,000
• The campaign is actively being promoted online and includes information on what the funds have been spent on for last year.

 

Meeting Adjourned at 9:01pm

 

Upcoming dates:

·         President’s Forum Leadership Conference: September 13, 5:30pm at Eureka High School, open to all board members-please RSVP

·         Homecoming: Parade & Football Game, September 22; Dance, September 23

 

Next LPO Meeting: September 11, 7:00, LHS, Room 180