APEF Meeting Notes: December 13, 2022

Attendees: Dr. Kyle Ruggles, Mr. David Reese, Mo Barongan, Sarah Baxter, Sonia Rodriguez, Shannon Alvarado, Jasmine Ramon, Bevin Mowbray

Meeting Call to Order: 2:44pm

Dr. Ruggles Updates:

• Girls Scout troop 1570 will continue community food drive through Friday 12/16/22.
• Student Council representative met with Dr. Ruggles to address more leadership opportunities (Valentine’s Day, spirit days, community service projects i.e senior homes, etc.)
• Winter Spirit Days will be Monday Dec. 19th-Wednesday Dec. 21st. Monday- Cozy Socks and Sweaters Day, Tuesday-Any Holiday Attire Day, Wednesday- Pajama Day.

Budget: 

• Annual Budget: $25,000. Amount released is $ 16,901.00. Remaining budget is $8,258.73.
• Recent money in: Spirit wear- $305, Fall Festival Vendor Givebacks- $220, Amazon Smile- $20.12. 
• Fall Festival net income was over $2,600. 

Voting Items:

1. Approve November Meeting Minutes- Tabled until next meeting.
2. Approve October Budget Reconciliation- Tabled until next meeting.   
3. Approve November Budget Reconciliation- Tabled until next meeting.         
   
   

Voting Items Approved Between Meetings:         

1. On November 29, 2022, Erin Clark made a motion to release up to $450 from Raise Right budget line to purchase 24 gift cards (5 @ $10.00 and 3 @ $25.00 to Amazon, Target and Starbucks) and a Raise Right banner. Jocelyn South provided the 2nd. No one opposed, motion passed. 

Discussion:

• We still have open positions. We are in need of an Auditor, Spirit Wear Coordinator (Shae is currently handling these responsibilities), and a Silent Auction Team Lead. 
• Yearbook Recognition: We received our certificate of Honorable Achievement in Yearbook Design by Entourage Yearbooks for our 2021-2022 yearbook. Thank you, Sarah Baxter, Pablo Baxter (helped with tech support), Amber Carreno, Sonia Rodriguez, Kelsie Peterman (took pics on campus) and the Gomez Family for all your help. 
• Giving Tree: Thank you for the donations. Deadline to donate is December 16th. We will be wrapping gifts 12/16 at 9am. 
  

• Raise Right: 

1. Our order of 24 gift cards arrived on December 7th, 2022. We began sales in front of school and we are directing community to purchase online. Purchasing will be available all year long. 
2. Thank You Erin Clark for designing our banner. The banner is in the front of the school and will remain out for the entire school year. 
3. Last call for sales after school of remaining gift cards will be on 12/19 and 12/20.
   
   

• Spirit Wear Update:
  
  1. Our last live sale of 2022 occurred last week. We were able to move some items.
  2. We will pivot our sales to online and make sure our inventory is up to date.
  3. We can order larger sizes when we sell more of our current inventory. 
     
     
• PTA’s Holiday Shop: Thank you to everyone who signed up to assist with the holiday shop. It began today 12/13/22 and will go through 12/15/22. It will also be open during the Winter Concert on 12/16/22 from 4-7pm. Extra volunteers for the remaining days would be greatly appreciated. 
  
  
• Winter Concert:
  1. PTA would like assistance from APEF with ushering parents to seating and staging students before and after performances. Staging will take place in the MPR.  We will take shifts to make sure that volunteers will be able to watch their child/children perform. Please see Mo if you are able to help.
  2. Mrs. Sotelo will provide programs. 
  3. PTA will be decorating the event.
• Winter Spirit Week:
  1. Monday December 19th - Wednesday December 22nd. Monday- Cozy Socks and Sweaters, Tuesday - Any Holiday Spirit Day, Wednesday – Pajama day. 
  2. Student council chose the spirit day for Tuesday in which students will wear attire to match any holiday in the calendar year. 
  3. Student Council will create posters to hang outside as a reminder of these spirit week days alongside the marquee announcement. 
• Teacher’s Holiday Luncheon
  1. Luncheon scheduled on Wednesday, December 21, 2022. The 1st wave of staff will come in at 10:30am. We will need all hands-on deck to set up before staff arrives.
  2. The theme is the Grinch is up to SNOW good. Menu will be a pasta and soup bar.
  3. We need to establish a sign-up online for community donations. This will be sent to the community after the Winter Festival in Dr. Ruggles Community Update.
• Read A Thon: We will have a side committee meet during Winter Break to create a plan to present to Dr. Ruggles, Mr. Osorio and staff. Jocelynn South and Shannon Alvarado will help plan. Event to possibly take place during Read Across America Week. 

Meeting Adjourned: 3:13pm

APEF Meeting Notes: November 12, 2022
Attendees: Kyle Ruggles, Kayla Velasco, Sarah Baxter, Sonia Rodriguez, Jasmine Ramon, Shannon Alvarado, Shae Vartabedian, Erin Clark, Estefani Garcia, Mo Barongan, Erika Lamberty
Meeting Call to Order- 2:46pm

Dr Ruggles updates: 

• Thank you for a great job on the Dia de los Muertos festival. It ran smoothly and was safe. The booths and tables were fun and enjoyed by the families that attended
• We have a new hire at Alamosa Park- Community Liaison for our school Dalia Mendez, she will start 11/14 and will work with our community, PTA, Foundation and help with parent involvement. She has experience, great work ethic and is bilingual, Spanish, English
• For Veterans Day students created artwork and cards for veterans
  
  

Discussion:

• Spirit Wear- APEF will continue to sell once a month after school in December and begin online sales
• Silent Auction needs a team lead, date of the Spring concert will be discussed with Mrs. Sotelo. Need to begin scouting for sponsorship as businesses/companies require a 5–6-month advance request, ask for class donations of a themed baskets 
• Read-a-thon if we consider this fundraiser, we need to choose sponsorships for different events
• Fall Festival 10/29- Thank you to all parent volunteers, teacher, staff, HS student volunteers, RMS ballet folklorico and all Alamosa community for the generous donations. This made the festival successful. Each cake walk raised $75, made $3,400+, walked away $2,700. The budget was allotted for $1,000. Festival committee only spent $600.
• Raise Right-(Script) do a hybrid fundraising effort- order gift cards on behalf of students/families, possibly buy $1,200 worth of popular gift cards-post on social media
• Winter Concert 12/16 PTA will possibly do a 1-day Boutique/buying store
• Venmo- consider using it for payments. Find a way to take optional payments
• Square 1 Art- sales are extended until 11/21. They will ship to home not to the school this year
• Dec/Jan-look into dine out combo event- ice cream/jump place? 
• Begin discussion about the Teacher/Staff Luncheon (Mingle/Jingle) check with PTA if they are working on luncheons for teacher/staff-possibly collaborate with them
• Winter Spirit Week-Mrs. Olsen/student council work to collaborate
• Grade level grants $5,600 assigned- spent $702 use grant forms for learning structure/telescope/seating etc.
• AR Dr. Ruggles working on extending time. Use library time for AR, use afterschool in clubs 
• Clubs offered at school- currently teachers see if there is a demand for a certain club offered to some students, teachers offer what they are knowledgeable have interest in
• Looking into YMCA type programing that will offer wide array of clubs in the near future
• Garden club is coming back with Farmer Jones

Voting Items:

• Sonia Rodriguez made a motion to approve the October Meeting Minutes. Jasmine Ramon 2nds the motion, no one opposes the motion, motion passes.
• Shannon Alvarado made a motion to approve the September Budget Reconciliation. Jasmine Ramon 2nds the motion, no one opposes, motion passes. 

Voting Items in between meetings:

• Sonia Rodriguez made a motion to release up to $120.00 from Supplies/Taxes & Charitable Trust to purchase a cash box and storage bins for Spirit-wear. Shannon Alvarado 2nds the motion, no one was opposed, motion passed.   

Meeting Adjourned- 3:54pm

❖Thursday, September 15th @ 2:40pm
❖Wednesday, October 12th @ 2:40pm
❖Thursday, November 10th @ 2:40pm
❖Tuesday, December 13th @ 2:40pm
❖Thursday, January 19th @ 2:40pm
❖Tuesday, February 14th @ 2:40pm
❖Tuesday, March 14th @ 2:40pm
❖Wednesday, April 5th @ 2:40pm
❖Tuesday, May 16th @ 2:40pm

October 2022
❖ Tuesday, October 4th @ 8:15 am - Morning with the Principal
❖ Wednesday, October 5th - Square 1 Art Completed Masterpieces DUE
❖ Tuesday, October 11th from 5:00 pm - 8:00 pm - Chick-Fil-A Dine-out (Vista)  
❖ Wednesday, October 12th - APEF Meeting @ 2:40pm (In-person and on APE Campus)
❖ Thursday, October 13th - PTA General Meeting @ 6:30 pm (In-person and on APE Campus)
❖ Thursday, October 13th - Regular Board of Education Meeting @ 6:30 pm
❖ Sunday, October 16th - Boss’s Day 
❖ Monday, October 17th - Friday, October 21st - PTA Scholastic Book Fair (In-Person and on APE Campus)
❖ Thursday, October 20th @ 10:00 am;  - The Great California ShakeOut (Earthquake Drill)
​❖ Saturday, October 22nd from 10:00 am to 4:00 pm - VUSD Festival of the Arts (Downtown Vista)
❖ Monday, October 24th @ 8:05 am - Student Recognition Assembly (In-person and on APE Campus)
❖ Tuesday, October 25th - Drums Assemblies (3 assemblies, 45 minutes in length)
❖ Monday, October 24th - Friday, October 28th - Red Ribbon Week
❖ Saturday, October 29th from 4:00 pm - 8:00 pm - APEF Fall Festival 

​​Featured Artists:
Dragon - Rydir (Fall 2022), Crescent Moon - Francisco (Fall 2022) and Zero - Bree (Fall 2022). THANK YOU for your AMAZING art!  ​

​APEF Meeting Notes
 August 30, 2022
 Call to Order 3:00pm
 
Attendees: Dr. Kyle Ruggles, David Reese, Mo Barongan, Sarah Baxter, Shannon Alvarado, Cara Sotelo, Jasmine Ramon, Erika Lamberty, Ana Gijon-Vega, Shae Vartabedian, Estefani Garcia, Liz Hernandez, Amber Carreno, Sonia Rodriguez
 
Dr. Ruggles Updates:

• Met with PTA and APEF to schedule events for the year
• Secure campus was called yesterday after a young adult with a skateboard jumped the fence and entered the playground area. Some students were at the lunch tables at the time. The school surveillance cameras captured images of the back of the individual.
  • Contacted Oceanside Police asking for police presence in the mornings and after school for the remainder of the week.
  • Secure campus requires doors to be locked, lights remain on, and instruction continues. Lockdown procedures require doors to be locked, lights are turned out, and students are on the floor in the center of the room.
  • Met with staff to ensure we continue to follow safety procedures and will continue to have safety drills to keep students safe.
• Wednesday September 14th is early dismissal
• APEF teacher liaison for this school year is Mrs. Garcia.

 
Budget Report:

• There’s an ebb and flow for the proposed budget line. Money can be moved around for areas that may need additional funding.
• Proposed income- Can we realistically bring in these amounts? We would like to at least break even. We typically bring in $20,000 on years we do not have the Hawk Run.
• Budget lines for teacher enrichment gift cards and classroom project grants need to be amended to reflect 23 classes rather than 21 classes.
  • Teacher enrichment gift cards budget line needs to be amended to $4,600 ($200 x 23 classrooms) and classroom project grants budget line needs to be amended to $1,725 ($75 x 23 classrooms.)

 
Voting Items:

• Amber Carreno makes motion to approve the proposed budget for the 2022-23 school year with the following changes: classroom project grants line will be for 23 classes at $75 each for a proposed budget of $1,725 and teacher enrichment gift cards budget line will be for 23 classes at $200 each for a proposed budget of $4,600. Sonia Rodriguez seconds motion. No one opposed. Motion passes.
• Shae Vartabedian makes a motion to release funds up to $3,500 from the yearbook budget line to purchase yearbooks for the 2022-23 school year. Jasmine Ramon seconds motion. No one opposed. Motion passes.
• Amber Carreno makes a motion to release funds to pay for taxes and charitable trust fees up to $100 from Supplies/taxes/charitable trust budget line. Shae Vartabedian seconds motion. No one opposed. Motion passes.
• Shae Vartabedian makes a motion to release up to $400 from the insurance budget line to pay insurance for the 2022-23 school year. Amber Carreno seconds motion. No one opposed. Motion passes.

 
 
Voting Items approved between meetings:
 
2021/2022 BUDGET

1. Release $200 from the Teacher and Staff Appreciation budget line for the teacher luau luncheon. Motion was made on Monday, June 6, 2022 by Erika Donica. Erika Lamberty provided the 2nd, no one opposed and the motion passed. 
2. Two-part motion:
   1.  Move $275 from Gift-to-School to Yearbook budget line. 
   2. Release $275 from the Yearbook budget line to purchase an additional 25 2021/2022 Yearbooks. Motions were made on Monday, June 20, 2022 by Erika Donica and Jocelyn South. Misty Hirsch provided the 2nd, no one opposed and the motions passed. 
3. Release up to $150 from Gift-to-School to purchase Back-to-School decorations. Motion was made on Friday, August 12, 2022 by Shae Vartabedian. Bevin Mowbray provided the 2nd, no one opposed and the motion passed.
4. Move $200 from Gift to School to Back-to-School for the Ice Cream Social. Motion made on August 17, 2022 by Shannon Alvarado. Sonia Rodriguez provided the 2nd, no one opposed and the motion passed.
5. Release $200.00 from Back-to-School budget line to purchase ice cream for the social. Motion made on August 17, 2022 by Jasmine Ramon. Sonia Rodriguez provided the 2nd, no one opposed and the motion passed. 
6. Motion made to move 4 Meeting Calendar Dates of the 2022/2023 school year. 
   1. Tuesday, 09/13 moves to Thursday, 09/15
   2. Tuesday, 10/11 moves to Wednesday, 10/12
   3. Tuesday, 01/17 moves to Thursday, 01/19
   4. Tuesday, 04/11 moves to Wednesday, 04/05

       Motion made on August 18, 2022 by Sonia Rodriguez. Erika Lamberty provided the 2nd, no one opposed and the motion
       passed.
  7.  Release up to $81.00 from the Camp out budget line for reimbursements. Motion made on August 22, 2022 by Amber
       Carreno. Shae Vartabedian provided the 2nd, no one opposed and the motion passed.
  8.  Move an additional $18 from Gift-to-School to Back-to-School budget line for the purchase of ice cream for the Ice Cream
       Social. Motion made on August 24, 2022 by Liz Hernandez. Jasmine Ramon provided the 2nd, no one opposed and the
       motion passed.
  9.  Release an additional $18 from the Back-to-School budget line to complete the purchase of ice cream for the social. Motion
      made on August 24, 2022 by Sonia Rodriguez. Shannon Alvarado provided the 2nd, no one opposed and the motion passed.
 10. Release an additional $70 from the Teacher and Staff Appreciation budget line to cover reimbursements for Mingle and
     Jingle and Luau Teacher Luncheon. Motion made on August 24, 2022 by Shae Vartabedian. Bevin Mowbray provided the 2nd,
      no one opposed and the motion passed.

2022/2023 BUDGET

1. Move $600 from the Digital Programs budget line to the Gift-to-School budget line. Motion made on Wednesday, September 7, 2022 by Shae Vartabedian. Shannon Alvarado provided the 2nd, no one opposed and the motion passed (Friday, September 9, 2022). 
2. Release up to $600 from Gift-to-School in order to purchase 18 lunch carts. Motion was made on Friday, September 9, 2022 by Jasmine Ramon. Shannon Alvarado provided the 2nd, no one opposed and the motion passed.   

 
Discussion:

• Teacher enrichment gift cards- Mrs. Garcia will email teachers to determine if teachers prefer a split amount ($100 now and $100 in the Spring) or all at once. We will revisit.
• How do we help with digital programs? Smarty Ants, Lexia, Reflex Math, Generation Genius- working with Niko to see how much these programs cost. Will table discussion until we get more information.
• Open positions available: Auditor and Digital Fundraising Coordinator to work with Amazon Smile, Boxtops and RaiseRight (formerly Scrip.) Jasmine’s sister possibly interested in digital fundraising position.
• PTA and APEF held Ice Cream Social event on 8/25. We had a fantastic turn out. Thank you Sonia Rodriguez for helping us get a freezer. This will be a big help for future events. Thank you Dr. Ruggles for disposing of the old APEF refrigerator.
• We will need a lead and a committee for the Fall festival. We held the event at the park last year, but we had lighting concerns. Possibly hold event in school parking lot or on campus. We have more restrictions if event is held on campus. Dr. Ruggles approves of on campus or in the parking lot. Should we have a car parade? Carnival style? Trunk or treat? Probable date is Saturday October 29th.  
• Square One art- Students will complete their art in September. Younger grades may need volunteers to help. Catalogs should be sent towards the end of October and product will be distributed in December.
• Spirit Wear proposed budget line is $5,000. The quote from Alchemy for 200 youth shirts, 100 adult shirts, 75 youth hoodies and 75 adult hoodies is over $8000 without tax. Table discussion to determine how much to charge for shirts and hoodies and how many of each to order to fit within $5,000 budget.
• School Clubs
  • Choir-Mrs. Sotelo is interested in running a choir program. In the past it was open for 3rd-5th graders, practices held 1 hour per week after school, and they have several performances throughout the year. The program would be out of teacher contract hours so Mrs. Sotelo is requesting APEF to help fund her salary during this time. 
  • Gardening club- Mrs. Jones is interested in running the club.
  • Running club- 3 teachers are interested. Sonia Rodriguez is willing to volunteer. In the past, students have prepared for an end of year district wide track meet. If this is not possible, maybe we can have an intraschool meet.
  • What are the requirements to start clubs through the foundation (background checks, fingerprinting, insurance) Teacher pay will need to go through HR. We will revisit.

• Academic Program Accolades-
  • Started spirit sticks last year during Hawk Run. Would like to continue and expand this program to recognize students for art, dual language, gardening, music, athletics, yearbook, safety, reading, etc.
  • Currently using keychain for spirit sticks.  Possibly purchase lanyards instead.
  • We need to determine which sticks to purchase, how many and the costs. Mo to contact Jocelyn South to research.
  • Dr. Ruggles not opposed to the idea, just wants to make sure teachers are on board and that specific guidelines are in place to determine who will receive the spirit sticks. Who/how will they be distributed? Who will monitor?
  • APEF to come up with a plan to establish guidelines.
•  Legacy wall tiles
  • We have done these in the past. A great fundraising opportunity and campus beautification project.
  • Per Dr. Ruggles this would have to go through maintenance and purchasing office to make sure we have the appropriate area. To revisit next meeting.
• Yearbook
  • Help needed. We need page designers, communication help (emailing parents and teachers). Webinars are available to learn yearbook software.
  • Mrs. Garcia to set up Google drive for teachers to upload pictures.
• Lunch carts
  • Total of 19 carts requested. We need to determine if 19 is an accurate number and research total cost.
• Pop-ups
  • Should we purchase new pop ups for events or ask the community for donations.
  • It would be helpful for APEF to have our own rather than relying on the community to lend pop-ups for each event.

 
Meeting Adjourned: 5:03pm