Community Volunteer Organization (CVO)

Meeting Minutes Tuesday, December 6, 2016 BVA, Upper Campus., 190 Seeno Street, Monterey

Call to Order, Roll Call 6:02pm Board Member’s Tonya Hufford (TH) - Present Chrissy Torres (CT) - Present Letty Elias (LE) - Absent John Gaglioti (JG) - Absent Sheri Shaw (SS) - Present Kelly San Filippo (KSF) – Present Other Attendees: Catherine Glick (CG) and Ralucca Gera (RG) Approval of Meeting Minutes: SS motioned to approve the minutes; CT seconded. Passed. Consent Items REPORTS: Treasurer’s Report – Review of Treasurer’s Report. SS: questioned if the current balance included funds raised by the raffle and wanted to know the exact amount in CVO bank since raffle monies raised is budgeted to ’17-’18 year. Commented that CVO still has two fundraisers in the works: Bingo and Spring Fling. Questioned if CVO will have enough funds to fully fund the big field trips that the 4th, 5th and 8th grades take annually. CT noted that the balance is constantly changing, current balance is around 28k profit, items with an “x” are posted transactions to the account. Noted that to fully fund all of the big field trips that CVO’s account balance will need to be close to 50k for all activities in ’17-’18. CG commented that the safety-emergency kits purchased by CVO was money well spent; the kits arrived and will be dated and distributed to both campuses. KSF asked if 1st grade General Store money had been deposited, CT responded yes. Principal Report Chat with Leadership: last Chat had only 1 parent in attendance, only 3 in the meeting before that. Topic was safety. Hoping for a larger turn-out at the next Chat on the Lower Campus. Open to topics; welcomes ideas from CVO. CT noted that the time of the Chat was hard to get back and forth from both campuses to attend on time. CG noted that they are trying to accommodate schedules and a focus questions is usually advertised which helps drive attendance. Student Recognition/PRIDE: Had 74 student recognized in November, the 3rd event of the year. Giving away prizes and certificates. Allyson Liggins is doing a great job and she asks students to explain why they are being recognized. KSF asked if parents are welcome to attend. CG noted that parents are always welcome to attend, PRIDE events are posted on the school website calendar. Hour of Code Week: CG noted that Ralucca and volunteers did an incredible job with organizing the Hour of Code events at the Lower Campus for 2nd – 4th grade students. Students were coding with a buddy. RG noted that NPSGS was in attendance and will create a write up about the event. Upper Campus has their computer science festival coming up, which Karina organized and gets all of the credit for – students will rotate through 9 stations that are being run by local community organizations/partners. KSBW is coming. In addition, robotics equipment is being implemented into existing Upper Campus curriculum; and there is now a 1-to-1 computer in grades 2-8 and grades K and 1 have about 10 iPads in each class that are shared. It was also noted that there are 5 new Mac desktops in the Upper Campus Shark Tank for students to use. Week of Giving: Upper Campus Week of Giving is being run by the Student Council. Students will voluntarily give up their lunch to give to others by attending a different project each day. Projects are being run by different local community groups. Report Cards: 1st Trimester report cards for K-4 were finished and all parents should have received them. Jan 20th marks the end of the semester for the the Upper Grades (5-8), and team conferences will begin.

Kindergarten Hires: An Open House was held for students and parents to meet the two new Kinder teachers, Mrs. O’Callahan and Mrs. Whitney. CT asked if they are permanent. CG responded that they are hired only until the end of the school year. Principal/Vice Principal Openings: Position opening for Principal and Vice Principal to replace CG and Karina Barger’s positions have been posted and applications are being accepted. 1st round of interviews will begin after the new year. Depending on the quality of candidates, interviews will hopefully be wrapped up by the end of January. TH asked if it was too early to begin looking. CG noted it was not and we want to have plenty of time to fill both positions with qualified hires. Openings for New Students: TH asked if any families were leaving. CG noted that she knew of two Lower Campus families that were leaving mid-year. K-1 just received a new student. Board of Director’s Report – SS noted the open Admin positions. Thanked CVO for moving the December meeting so that the Board of Directors could meet on Dec. 13th. Next week the Board will vote on the 1st interim budget. Open Floor: No items. Discussion and Action Items: CVO Secretary Position: JG stepped down from his position due to busy work/family schedule. KSF has been taking notes in JG’s absence. SS nominated and motioned to vote KSF as new CVO Secretary. CT seconded. Passed. Holiday Jingle & Mingle: TH noted that next year the event should be moved back to a Friday night. It was a fun event, well attended, good food, fun raffle. SS noted that Mr.C/5th grade will write thank you notes to Safeway for donating 200 cookies/icing and sprinkles. KSF noted that Mr. Time/Coach needs to leave posted directions for how to use the audio sound system; SS noted that everything was turned off by the speakers which if turned back on, could blow out the speakers. SS will contact Mr.Tim/Coach about directions. Candy Grams: TH presented the idea of 4th grade selling candy/holiday grams next week to LC/UC students. CG noted that she just told Student Council that they could not sell candy, and suggested a healthy snack. Pinterest has good ideas. TH will contact 4th grade room parent; 4th is approved to sell, and put her in touch with Allyson and Breslin. TH will fill out an event form. CT will contact parent volunteer about putting it up on the chalkboard. SS noted that CVO needs to add a chalkboard to the UC; TH will put on the January agenda. 8th Grade Annual Field Trip: SS noted that the 8th grade has finally found an annual field trip: Wolf School-Leadership Camp in Yosemite. Cost is $350/student and $245/adult. Trip would be second week of April 2017. To fully fund this trip it will cost $11k for two teacher and students. 8th grade currently has $2400 towards their trip from CVO; CVO would need to give $8600 more. CG noted that first the Board must approve the field trip. SS noted that Board needs to approve all items that are not already in the CVO budget. 8th Grade would like to make this a permanent trip. CT noted that any new item over $150 needs Board approval. CG suggested that CVO pre-approve/vote in tandem with Board vote to keep the process moving. Then once approved it can become a line-item on the CVO budget moving forward. CT noted that CVO will need a large amount of money to fund big field trips, and currently CVO is not bringing in a lot of funds, only have $17k. SS noted that there are still a few more fundraising events: Great Penny Race, Sock Hop which raises funds for next year budget along with the 2016 Raffle. CT noted that she will look at the numbers for the January meeting. Coding Club – Ralucca Gera RG requested funds to pilot a Coding Club after Winter Break for 6 weeks for 2nd-4th grade students (about 20-25 students). Two teachers are already on board to teach: Mrs. Fiorenza and Mrs. Angalet. RG requested between $300-$2000 to buy start up supplies; they are not planning on charging students to be in the club. The Osmo Coding program was presented to CVO as a possible coding program to use with the Lower Campus students; each Osmo kit is $150 and they would need kits for 10 iPads. Looking at grants to help fund for Lower Campus program. Would like to take a “field trip” with teacher club-leaders to look at what other schools are doing in the South Bay Area. RG noted that for Osmo to work, they would need to check the iPads to make sure that model would work with it. SS noted that it’s a big investment, especially if it’s not guaranteed that the club will continue after this year. SS suggested that to get “buy-in” from parents to charge a fee to start up, and CVO might be able to offset other expenses. KSF asked if RG had contacted Chartwell (Kris Hill) or Stevenson to find out what

they do. CT wanted to know who pays for the other after-school clubs at BVA. SS noted that parents pay. TH motioned to give $200 for pilot Coding Club; KSF seconded. Passed. SS noted that Board needs to approve. Spring Fling 2017: SS noted that the theme is “Roaring 20’s” and there is already a menu in place from a previous 20’s themed event. Noted that Jo Greenshield has offered to do the decorations. After Winter Break, CVO needs to have a meeting especially for Spring Fling; possibly Thursday, January 5th at The Moose Lodge, 6pm. TH will confirm the date with The Moose Lodge. KSF will add it to the Star e-newsletter and stress that parent involvement is needed. CT will get the donation letters ready and email them to KSF and SS to start soliciting. Bingo Night 2017: KSF will create a flyer, if one doesn’t already exist, and put in the Star to start advertising. KSF will send flyer to CVO for approval/edits.

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

February 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

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

Community Comments: Information/Recap: •   KSF will contact 2nd Grade teachers about their request to move their General Store to another month. Requests for Future Agenda Items: •   Upper Campus Chalkboard _____________________________________________________________________________________ Notes for Upcoming Weekly Star: •   Add  info  about  1st  Spring  Fling  Meeting.   •   Add  info  about  Bingo  Night.   _____________________________________________________________________________________ Wrap-up/Unfinished Business: Adjournment 7:19pm