APEF Meeting Minutes - August 2022

​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