Meetings

Lancer Parent Organization

Monday, April 7, 2025

7:00pm General Meeting Minutes

Lafayette High School Room 180

Attendees: Jen Adams, Jenny Archambeault, Amy Buckley, Karen Calcaterra, Tara Ference, Dawn Hagen, Aleta Harris, Giovanna Lear, Stacy Nagel, Elizabeth Nolan, Rhonda Shrum, Monika Sud, Nicole Vandesteeg, Deanna Vardeman, Chelse Watson, Dawn Werk, Jennifer Zeck.

Welcome/Call to Order, Giovanna Lear

The meeting was called to order at 7:04 pm.

 Secretary, Amy Buckley

● Deanna Vardeman motioned to approve 2/10/25 meeting minutes. Aleta Harris seconded the motion. The motion carried. 

President, Giovanna Lear

● Presidents’ Forum meeting: Wednesday April 9th - Lunch with the superintendent at Crestview Middle doors open at 11:45. The final meeting of the school year will be a resource/vendor fair in May.

● A draft 25-26 LHS/LPO calendar was distributed for review. Dates will be added/adjusted as appropriate ● LPO meetings are tentatively scheduled to be held on the 2nd Monday evening of the month.

Treasurer, Deanna Vardeman

● Financial Reports were distributed and reviewed. Spiritwear and Lancer Direct Donation Campaign Income is below budget. Much of budgeted income/expenses are on target. Square and Lumapay fee expenses are over budget.

● Continuing to seek a co-Treasurer to serve next year.

2022-2023, 2023-2024 LPO Financial Review Results, Jennifer Zeck

Overview and Procedures

● Bylaws require a committee of at least 2 people to “audit” the treasurer’s accounts.

● Not a financial statement audit, review, or agreed upon procedures. No opinion is issued. While opportunities to improve procedures to create controls surrounding cash receipts and disbursements, there is no report on controls.

● Procedures based on PTO Today sample procedures. The sample procedures are out of date, focused on old manual processes on manual checks and cash procedures. Additions and changes were made to the procedures as needed to incorporate electronic recordkeeping, use of a debit card and electronic checks, and payments and donations made via Square or Membership Toolkit.

● Review based upon a sample of transactions and while mistakes, fraud, or evidence that bylaws and standing rule procedures were not followed will be noted, not all instances will be identified through these limited procedures.

Summary of 2022-23 Review

● Quicken used to record transactions, however, manual spreadsheets were used for monthly reporting to LPO.

● Reconciliations between Quicken reports, LPO monthly treasurer reports (manual spreadsheets), tax return and bank statements were not maintained.

● Discrepancies are noted in the report for cash receipts, cash disbursement, and financial reporting and multiple instances of procedures not being followed per bylaws, standing rules and the Rockwood Policies 2950 and 3370 and Regulations 2950 pertaining to fund-raising activities.

● A number of other procedures could not be completed due to lack of access to information (either the information existed at a certain ‘point in time’ or was not retained in the files). It is noted that a financial review had not taken place for several years.

● Multiple procedural changes and improvements were suggested and implemented. 

Summary of 2023-24 Review

● LPO began using the accounting function of Membership Toolkit and a Google Form for expense reimbursement.

● Procedures performed and exceptions noted are detailed in the report:

● Cash receipts – Need updated procedures on deposit sign-offs

● Cash disbursements – Certain expenses had missing receipts related to routine Lancer Landing purchases, checks to schools, or monthly recurring bills (AT&T, Microsoft, etc.)

● Reporting – Tax return for 2023 (due Nov 15th) was automatically extended by the external accountant, but was not filed by the extended deadline (May 15th). Currently appealing late filing fees. 

● Class accounts – included in the tax return, so should also be covered by the review procedures (Class of 2024 was reviewed).

● Many of the procedural improvement recommendations in the report have already been implemented.  Executive board oversight responsibilities

● LPO fiscal year end is June 30th

● Tax Return Form 990-EZ is due November 15th. An extension may be requested for an additional six months, or May 15th – add these dates to agendas and minutes for Board review and approval – do not rely on external accountants to ensure timely filing. Failure to timely file can result in fines, penalties or loss of tax-exempt status.

● Per the bylaws, the Exec Board responsibilities include the budget and approving funds. Each line item on the monthly budget to actual reports should be reviewed by the respective VP or committee chair.  Supplemental reports may also be used (i.e. to identify new vendors etc.). Ample time should be given for review before a vote.

● Ensure the annual financial review is completed. Ideally, this would be after the June 30th fiscal year end, but before information for the tax return is due.

● Encourage discussion and questions! Recognize that financial oversight and record retention is a shared responsibility of the Board.

VP Communications, Aleta Harris

● Newsletter- Most recent newsletter went out today. Please send content, especially looking for new content, to Aleta by Fridays for inclusion in Monday newsletters.

● Directory/Membership Toolkit, Martha Czymmek - April 1, 2025, the RVMS 8th Grade Students (LHS Class of 2029) transfer to Membership Toolkit directory/communications database was completed. Total of 2016 LHS MTK Student Families (8th Grade = 213, 9th Grade = 433,10th Grade = 452,11th Grade = 460,12th Grade = 458). Thanks to Jen Robertson for facilitating the transfer

● Social Media, Giovanna Lear

○ Jess Brown has expressed interest in the Social Media chair role for the 25-26 school year.  

○ The current approach is to share a variety of information beneficial to the entire school community as stories and then archive the important stories as highlights (in a folder) on our IG page.

○ Important information about events/sports/activities is posted on the feed to avoid cluttering the LPO page and prevent the loss of LPO content.

○ Working to reconnect all FB pages to IG accounts.

○ Considering changing the TOWC social media pages into a “Lafayette Community Page” to share all LPO community events and class fundraisers.

● Website Manager-MTK/LHS, Jennifer Zeck

○ Some LPO agendas and minutes have recently been added to the website

VP School Community, April Ladner (presented by Giovanna Lear)

● Volunteer Coordinator

○ 25-26 Board Members Needed: President-Elect, Co-Treasurer, Co-VP of Communications ○ 25-26 Community Chairs Needed: Class of 2029 Co-Directors, Class of 2029 Treasurer, Website, Community Eve, Spiritwear, School Store Operations, Shift Managers.

○ Share any interest with April.

● Community Events

○ Special Olympics-Friday April 25, 2025. Volunteer signup went out today. Seeking 15 volunteers who will be provided specific assignments the morning of the event. Will plan to offer chips, drinks and candy in the concession stand at the event.

○ Volleyball Challenge-cancelled LPO participation in concessions due to low yield/need. The event was held Friday night. The LPO purchased 9 $100 gift cards for the participating teams from local restaurants.

○ Homecoming scheduled for September 26 & 27, 2025

● Nominating Committee

○ The 25-26 Slate of LPO Board Officers was presented as follows-

■ President, Giovanna Lear

■ Treasurer, Deanna Vardeman

■ Secretary, Suzanna Ney

■ VP Communications, Aleta Harris

■ VP School Community, April Ladner

■ VP School Support, Monika Sud

○ Amy Buckley motioned to approve the proposed slate of LPO officers for the 25-26 school year. Dawn Werk seconded the motion. The motion carried. 

● Staff Appreciation: Special Recognition, Nicole Vandesteeg

○ Librarians were recognized with Crave Cookies last Friday.

○ Coming up in April/May will be recognition activities for administrative assistants, parking attendants, bus drive nurses and lunch room staff. A larger staff event will also take place.

● Staff Appreciation: Staff Dinners, Colleen Poling

End-of-Year Luncheon: May 23, 2025 at 10:30am. Planning to cater Panda Express.

VP School Support, Monika Sud

● Lancer Direct Donation Campaign

○ Will continue to advertise after Class Fundraising events are complete.

● Lancer’s Landing

Inventory, Chelsea Watson

○ Pretzel Days: 3/12 & 4/2 were very successful and almost sold out. Upcoming date is 5/7.

○ Fun Food Friday on 3/28 was cancelled due to lack of volunteers.

○ Upcoming Fun Food Friday is 4/11. Can look to see if a May date is available for one last Fun Food Friday since one of the other originally planned dates was cancelled.

Operations, (Open Position), presented by Monika Sud

○ Tuesday and Thursday Shift Manager coverage being worked out for the remainder of the year. We may need to close the store a few days due to lack of managers/volunteers.

○ Need to update all responsibility documents and operating procedures

○ Need for more payment terminals for store

○ Spring sign-ups will need to continually advertise for sign-ups through the end of the year

● School Grants, Dawn Hagen

○ A meeting was held on 3/31 to review grant requests

○ LPO Grant Requests and estimated expenses as recommended by the committee were discussed. A total of 14 submissions were received.

○ It was discussed that items purchased then become the property of LHS.

○ A process will be established to purchase items in a timely manner.

○ A motion was made by Amy Buckley to approve the grant proposals as discussed totaling $6,515.00  The motion was seconded by Rhonda Shrum. The motion carried.

● Spirit Wear

○ Inventory has been updated and will be on sale through the remainder of the year.

 Class Updates

 Class of 2025 Director’s Report, Tara Ference/Dawn Werk

● Upcoming meetings are scheduled for 4/15/25 and 4/29/25

● Senior Week took place March 31-April 4. The Class of 2025 funds provided treat bags to all seniors on Motivation Monday. Chick fil a sandwiches, chips and water were provided to seniors courtesy of the Class on Tuesday. On Wednesday, students were encouraged to purchase Cardinals tickets, which also included a hot dog/drink and transportation fees. On Thirsty Thursday, students could purchase a $6 beverage from Travelin’ Tom’s drink truck. Friday, all seniors received a donut and were encouraged to participate in Decision Day.

● Baccalaureate will be held at 7pm on May 8th at Pathfinder Church

● Monday, May 12, 2025 - Senior Celebration at Amped Up from 11pm-5am. All extra activities have been booked and are listed. Tickets will be $75 until May 1st. 126 tickets have been sold so far. Seniors registered for AP exams the next day need a signed permission to be picked up early by a parent.

 Class of 2026 Director, Elizabeth Nolan/Rhonda Shrum

● Next meeting will be held on April 9th from 6:30-7:15pm.

● Monday, April 14, 2025 5:30 pm Taste of West County

○ 26 restaurants have been confirmed. 174 tickets have been sold to date with a maximum of 400 to be sold.

○ Mr. McAlister was identified as being able to assist with sign printing for the event.

● Discussed the possibility of having Class of 2026 parents assist with setup at Amped Up to prepare for hosting the event the following year.

Class of 2027 Director, Jen Adams/Jenny Archambeault

● Saturday, March 8, 2025 7:00 pm LHS Trivia Night

○ A total of 19 tables were sold. The net profit for the Class looks to be $9,187. Sponsorship costs were increased this year. Also added was a $20 “survivor” option.

Class of 2028 Director’s Report, Jenny Champlin/Stacy Nagel/Sara Robeson

● Nothing to report

Next Meeting

● Monday, May 5, 2025 7:00pm Lafayette Room 180.

Adjournment by President Giovanna Lear at 8:37pm