Community Volunteer Organization (CVO)

Meeting Minutes Tuesday, January 10, 2017 BVA, Lower Campus., 222 Casa Verde Way, Monterey

Call to Order, Roll Call 6:03pm Board Member’s Tonya Hufford (TH) - Present Chrissy Torres (CT) - Present Letty Elias (LE) - Present Sheri Shaw (SS) - Present Kelly San Filippo (KSF) – Present Other Attendees: Catherine Glick (CG) and Fernando Elias (FE) Approval of Meeting Minutes: CT motioned to approve the minutes; SS seconded. Passed. Consent Items REPORTS: Treasurer’s Report – Review of Treasurer’s Report. SS: questioned CT on how much CVO has in their budget from last year. CT noted that of CVO current balance, $18,145 has been fundraised for the ’17-’18 year, so $5,991.39 is the balance for the current school year of which CVO has to use for this calendar year. TH asked if the Upper Campus has a sound system, CVO has a line item of Entertainment System for $3k. CG noted that currently nothing permanent is in place, just a portable, but she/Karina will check with Mr. Tim to see what his thoughts are. TH noted that if any line item funds are not used this year, it is money that will remain in this current year’s budget. Principal Report Chat with Leadership: The next Chat is on Thursday, Jan. 26th at the Lower Campus. Topic is LCAP Goals, seeking refinement of action steps and looking for input from parents for future goals. Enrollment: As of 1/11/17, enrollment is full. There are wait lists for all grades, except for 5th Grade, but there are two families who recently toured who might be interested in a mid-year placement. Monterey County Gives: The MC Gives campaign ended 12/31/16. BVA had $33,879 and 88 donors. BVA is waiting to hear how much of that will be “matched” from MC Gives. BVA will receive a list of who donated. Would have liked to see the money donated higher, around $35k as it was for 2015-2016 campaign. Lower Campus: After-school activity sign-ups were sent home. There are 3 classes offered for 2nd-4th grades. The Sports Center swimming class for 3rd/4th grades may be canceled as numbers are low. Upper Campus: After-school homework club continues and Mr. Tim is beginning his musical rehearsals soon. VAPA Night is this Thursday 1/12: 6th performing The Odyssey, 5th/7th have Art displayed, 8th has a poetry slam. Report Cards: Jan 20th marks the end of the semester for the Upper Grades (5-8); report cards will be going home. 7th and 8th grades team conferences will begin in a few weeks. Principal/Vice Principal Openings: The posting closed. Had 10 applications for Head of School, 13 for Vice Principal. 1st round of interview will begin next week. By the end of January, hoping to have a final candidate for both positions. TH asked about the interview process. CG noted that 2 Board Members and Mary White will narrow down applicants to a “short list” and from there all stakeholders will have an opportunity to meet the “short list” candidate(s). Applicants are from all over the nation, as the posting was a national search. Board of Director’s Report – SS noted the status of Admin positions and interviewing. The Board will be having a 1-day retreat in February for a workshop on strategic long-term planning for the school. The Board, CG and 2 parents will be invited to attend. The Board is looking for a space and for someone to provide food. CG noted that this retreat will be beneficial as the Board is trying to budget for the next 3 years. SS noted that the Board is getting a great deal on the workshop at $1500; it is usually around $4k.

Open Floor: No items. Discussion and Action Items: 6th Annual Spring Fling: TH noted that the Spring Fling meeting had a great attendance, included 3 new parents! SS noted that she’s emailed all teachers about their class/grade baskets; two parents at Lower Campus will help coordinate them, 1 parent at the Upper Campus. CG asked that she be copied on all email to faculty to stay “in-the-know.” SS noted ticket prices will be $35 for parents/guests and $20 for faculty/staff. CG asked if faculty/staff could be free to be all inclusive of all faculty/staff so no one is left out. SS noted that $20 seemed reasonable and many room parents purchase tickets. It was suggested that when classroom basket Shutterfly lists are posted that maybe a donation for teachers is added as an item. TH noted that Yesenia V. is looking into a DJ, and Miss Patti has been contacted about DJ/Photo Booth. SS noted that Tricia and Jo will do decorations and KSF/CT suggested that look at Oriental Trading Company. KSF noted what donations have already come in; about 100+ solicitation letters were mailed. Bingo: TH noted the date change to Friday, Feb. 3rd, as the Moose Lodge got the date mixed up. The date needs to be updated on all school calendars. 5th Grade Sock Hop & Great Penny Race: SS noted that CVO needs to get started on planning the Sock Hop. CG contacted Mr. C about logistics. SS and CT will talk with Mr. C about getting parent volunteers for the event. CVO/5th grade parents need to get food donations…confusion about who was responsible for doing. TH and SS will follow up with Mr. C. CVO needs to find a DJ and Photo Booth, ice cream, and check supply closet before a Shutterfly volunteer list is posted. CT will bring up Sock Hop at the 5th Grade Mandatory Science Camp meeting on 1/11/17. The location of the Sock Hop will be changed on the school calendar by CG to the Lower Campus as the MUR has more space for setting up and kitchen room for the ice cream social. 2017/2018 Fundraising: CT suggested that for the ’17-’18 year that Mel Cardinale take over one fundraising event to see how it goes; she asks every year to help with fundraising. SS noted that CVO could give one fundraising event to the Board as a Capital Campaign fundraiser; that the CVO Board is burning out as no other parents, but a few regular parents noted LE, that always run/organize events. SS commented that parents can’t expect CVO to do it all. CT brought up the reimbursement requests for the 4th grade hot chocolate grams and Box Tops (postage/pizza party). SS commented that CVO should not reimburse; parents need to know that they are expected to donate to their classroom fundraisers, and Box Tops is not a CVO fundraiser, and was not presented to the CVO or approved in advance. CVO Board discussed how to better communicate to the BVA parents about fundraising expectations for classroom events; possibly a letter could be drafted and emailed to the BVA community.

CVO Calendar (Copy from Agenda) December 3rd Community Craft Fair 13th CVO Meeting (Upper Campus) 16th Walk n’ Roll 19th - Jan 3rd - Winter Break General Store for 2nd & 7th Grades January 10th CVO Meeting (Lower Campus) 27th Parent’s Night Out Bingo @ the Moose General Store for 3rd & 8th Grades

*CVO is Responsible for adding/changing CVO events. Please check BVA website calendar often for updates relating to other committee meetings & events

February 3rd Parent’s Night Out BINGO @ the Moose Lodge 7th CVO Meeting (Upper Campus) 20th No School 24th Sock Hop (Upper School) General Store for 4th & Afterschool Sports March 10th CVO Meeting (Lower Campus) 20th – 27th No School 31st Spring Fling @ Del Rey Oaks Moose Lodge

Community Comments: Information/Recap: Requests for Future Agenda Items: _____________________________________________________________________________________ Notes for Upcoming Weekly Star: •   Rerun  Pony  baseball  flyer  info  until  10th  per  LE  request   •   Add  info  about  Bingo  Night.   •   Add  Laguna  Grande  picnic  info  for  after  MLK  Parade   _____________________________________________________________________________________ Wrap-up/Unfinished Business: Adjournment 7:23pm