APEF Meeting Minutes - May 2022

 APEF Meeting Notes
May 17, 2022
Attendees: Sonia Flores, Mo Barongan, Sarah Baxter, Amber Carreno, Jasmine Ramon, Misty Hirsch,
Erika Lamberty, Shae Vartabedian, Bevin Mowbray, Shannon Alvarado, Estefani Garcia
Meeting Call to Order- 2:37pm

Dr Ruggles Updates:
❖ Thank you to our new board for 2022-2023. A thank you to the current 2021-2022 board for all
    the work this year especially for these tough years especially during Covid
❖ Teacher have received their checks from Hawk Run. It is 10% from the overall class amount that
    was raised per respective class. Hawk Run prizes will come in the next weeks. Red hair dye from
    Dr Ruggles will happen this week.
❖ CAASPP wrapped up today, make ups will start tomorrow 5/18. He gave the students pep talks
    to do their best and make it less stressful.
❖ Student Assembly 5/20- we would like to recognize 4 students, top earners boy/girl and top
    runners boy/girl
❖ 5/25 Volunteer Appreciation 8-9am coffee/donut, Open House, Dance Party for Hawk Run prize

Discussion:
❖ Dance Party for the Hawk Run- 51 students for May 25th 2:30-4:00 same day as Open House Night
❖ The signups for the Dance Party and for 5th graduation were sent by Dr. Ruggles on his last email
❖ Sponsorships for Hawk Run help for prizes for Hawk Run and this year APEF has to use money
    to pay for prizes for the Hawk run participants that have top earners, runners etc.
❖ Teachers received Hawk Run money
❖ Yearbook is in production, a month to look over it and make it, yearbooks will arrive 6/3.
    Possible distribution date on 6/7. Thank you to Sarah, Mo, and others that aided in production of
    the yearbook.
❖ Academic Enrichment Jocelyn S. ordered new inventory. 6/3 at lunch time- ice cream to all rich
    reader and millionaires. New millionaire and new rich reader for this June assembly will get an
    ice cream. Additionally, all rich readers and millionaires will receive a second ice cream to
    celebrate their achievement.
❖ Alamosa Got Talent turned out great-thank you to the teachers that helped out
❖ Staff Luncheon 6/3 Friday
❖ Campout Saturday- 6/4 there will be a discussion and group to work on this event and get an
    itinerary. Have the 2 refrigerators- staff, and mobile refrigerator from kitchen.
❖ Clean up of the APEF storage room is a necessity. It has been a long time and it is very cluttered
    and very dirty and needs a complete and thorough clean up.
❖ Graduation is 6/6 - there will be a new set up for the student seating, we’d like to see where
    there will be space for photo opportunities, there also needs to be spaces reserved for those that
    won special VIP seating and parking spots for graduation from the silent auction.
❖ Field day is 6/8. Signups are out and new permission slips for off campus event are needed.
❖ 5/25 Volunteer appreciation gathering for all volunteers and helpers this school year - on campus
    "Thank you" by Dr. Ruggles
❖ Volunteer Gathering for APEF/PTA- think of a place off-site to gather and have a fun time to just
    relax - no school items or business
❖ 5th grade field day no jumpers because it is school sponsored event
❖ Add $$$ amount to sign-up genius for help to cover some costs for field day/items for graduating
    5th graders
❖ Also ask PTA for help they used to help with half the cost for field day a few years back
❖ Maybe instead of pizza for field day could cut cost and not get pizza and supply popsicles.
❖ Request industrial pencil sharpers, Dr. Ruggles will look into his budget lines and will revisit it if
   we need to help out
❖ Promotion/Field Day- ask parents and they always love helping out it went out to the whole
    school maybe add fruit as long as people want to donate. Started with only 5th grade parents. We
    still have luncheon so we don’t want to put out too many sign ups and ask too much from our
    community

Budget:
❖ We have already gone over our budget by $1,800 for our year. There are some pending items-
    check requests
❖ We still have some pending amounts with Teacher appreciation appx. $200, Kinder Graduation
    appx. $300, 5th gr. Graduation appx. $1,200, Campout appx. $?
❖ May have to spend another $1,500/$1,700.
❖ Try to continue campout with low cost
❖ We have about $86,000 in account now.
❖ Any amount that is spent this year will be counted next year.
❖ Overflow amount each year. We need to have a carryover amount of $15,000 for the next school
    year.
❖ We have a Hawk Run every other year and try to raise +$30,000 each run. It’s a lot to ask for our
   community to raise $30,000 each year.
❖ We try and have a budget amount of $20,000 for every school year. A realistic amount could be
    up to $25,000.
❖ Fall Festival, Dine Outs, Digital Fundraiser-Scrip, Box Tops, Amazon Smile- will help out to
    raise more money for our school. Silent Auction up to a greater scale in the MPR room and once
    we get back on campus. Spirit-wear can also be a good way to bring in money as well.

Voting Items:
1. Misty H. makes a motion to make an amendment on the meeting minutes to add Amber Carreno
to attendees’ line on notes from October 2021 thru April 2022. Mo B. 2nds the motion, no one
opposes, motion passes.
2. Amber C. makes a motion to approve all meeting minute notes spanning from October 2021-
April 2022. Misty H. 2nds the motion, no one opposes, motion passes.
3. Jasmine R. makes a motion to release up to $1,200 - $600 from Field Day budget line and $600
from Promotion/Reception budget line - for 5th gr. T-shirts, field day, promotion décor. Misty 2nds
the motion, Amber Carreno abstains from the vote, 7 votes Aye, motion passes.
4. New Executive board [a. President: Monina Barongan b. VP: Shae Cabrera Vartabedian c. Treasurer: Shannon
Alvarado d. Co-Treasurer - Jasmine Ramon e. Secretary - Erika Lamberty f. Co-Secretary - Sarah Baxter g.
Volunteer Coordinator: Bevin Mowbray h. Dine-Out Coordinator: Liz Hernandez i. Academic Programs
Coordinator: Jocelyn South j. Digital Fundraising Coordinator (Amazon Smile, Scrip, Box Tops): Open k. Yearbook
Coordinators: Monina Barongan and Sarah Baxter (still need 1 additional coordinator) l. Webmaster: Amber Carreno
m. Social Media Communications Rep: Sonia Rodriguez] Mo B. makes a motion to approve our new
executive board. Misty 2nds the motion, no one opposes, motion passes.

Voting Items approved between meetings:
1. On Monday, April 27th, Jocelyn South made a motion to release up to $1,000 from our Rich
Reader and Millionaire budget lines for reader incentives including shirts, hats, ice cream, etc.
Mo Barongan provided the second and the motion passed.
2. On Thursday, May 12th, Sarah Baxter made a motion to release $27.23 from Gift to School to
pay for the Entourage Yearbook balance. Misty Hirsch provided the second and the motion
passed.
3. On Monday, May 16th, Mo Barongan made a motion to release $3,300 from Hawk Run Grants
to be distributed to teachers. Bevin Mowbray provided the second and the motion passed.

Meeting Adjourned- 3:55pm