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