Public Minutes
FRIENDS OF MT. WASHINGTON SCHOOL
BOARD MEETING MINUTES
TUESDAY, SEPTEMBER 20TH, 2011
CALL TO ORDER 6:39PM
Present at beginning of meeting; Fernando Orozco, Pilar Buelna, Robert Corsini, Sharen Steele, Rod Austria, Nina Zippay.
Fernando – Motion for Robert Corsini to take minutes as Secretary Pro Tem.
Pilar – Seconds
All ayes. Motion is approved
Agenda Item #1
Fernando puts forth motion for last meetings minutes to be entered via e-mail communication.
Sharen Steele – seconds.
All ayes. Motion is approved.
Agenda Item #2
New officers’ public announcement. Rob, Nina, Sharen, Abby, Nicole. Enter resignations into minutes (attached). Motion approved
Announce Lisa Lorentson nomination to be Secretary posted on website. Motion approved.
Fernando Motions to have Lisa Lorentson Secretary ProTem pending vote, Sharen – Seconds, All ayes. Motion approved
Rod Austria in attendance. Asks more about responsibilities for the VP of Operations.
6:46 (school principle) Mrs. Valentino arrives
Sharen Steele explains responsibilities to Rod encompassing Audio Visual, MPR booking, upgrades and maintenance relative to FOMWS mandate.
Pilar Buelna explains time commitment of 5-6 meetings per year. Sponsored event attendance.
Fernando motions for Rod Austria nomination VP of Operations. Rob Corsini seconds. All ayes. Motion approved.
Fernando Motions to have Rod Austria VP of Operations Pro Tem pending vote, Sharen- Seconds. All ayes. Motion passed
Agenda Item #4
Valentino announces “Beyond the Bell” allocation reimbursement from district…. Of $4850. Approximately equal amount returned to PTA and school. Valentino wanted to return monies to their origins.
Valentino discusses L.A. Master Coral as one of the programs she would like FOMWS to fund with PTA. Kids write original songs and perform them related to six to eight math themes. Older grades 4th and 5th. Specific. Started last week and will run into October. Total cost — $2,000.
Fernando puts forth motion to pay 50% of the cost in collaboration with PTA’s request — $1,000. Sharen seconds. Ayes have it. Motion is approved.
Valentino tells Nina Zippay invoice for the $1,000 will be sent.
VOICES WITHIN INVOICE
Valentino states need to fund after school homework club. FOMWS can decide how much to allocate.
Fernando motions to move this discussion to an internet dialogue…
Valentino – this was not her first priority, beyond the bell was.
Pilar agrees to follow-up on AFTER SCHOOL allocations from FOMWS.
Sharen Steeles asks Valentino if there are any other priorities… asks question if PTA will fund or not? Referring to after school expenses…
Fernando states that FOMWS would like to reserve decision pending review, and PTA commitment…
Discussion about Produce Collective – Eroots. Revenue to FOMWS is $3 per $21 vegetable box.
Fernando motions – per agenda item to approve $100 expenditure for e-roots banner design. Ayes have it. Motion passes.
Fernando motions – per agenda item to approve $60 to Antigua coffee for coffee service at last general meeting. Ayes have it. Motion passed.
Valentino discusses stair to playground. Using lower steps has worked fine. District happy saving money not having to redo other steps. Will find money to pay for lighting along driveway.
Discussion opens about AV upgrade for MPR. Last left with Kwame. 10K for upgrade that would include HD projector, Mackie mixing board. List on hand and in record.
Valention reveals school has $1688 to throw in, all has to be invoiced. She cannot allocate to FOMWS because it comes from ‘donations’ account. $1000 coming from School side council. $688 from Mt. Washington School
Pilar asks Valentino if PTA is free to spend monies returned from Beyond the Bell for the AV system. Valentino states that $4486.00 was returned to PTA. Discussion develops on how to simplify cash flow. Pilar states that FOMWS is looking to move away from funding programs directly and moving more toward capital improvements.
Fernando motions to have monies/allocations of funds to PTA…
Motions approves
WARREN CHRISTIANSEN ARRIVES AT 7:23PM
Discussion on AV equipment continues. Warren explains Huizar’s office will be asked to commit $1000 to project and $1000.00 form ASNC. Plus $1688.00 from school accounts. Plus $380000 from Beyond the Bell reimbursement. Hope is that PTA will complete cost with a contribution of $2500.. more or less.
Fernando states PTA should be first to hold event with new AV equipment. Suggest they fund rase.
Item #6 on agenda
Fernando introduces KIA motors car concept. Valentino states no raffles are allowed during school time that involve students and that it would have to be organized as a non-school participating fund raising project.
Valentino states that kids cannot sell tickets. Everyone agrees that the idea of the car auction/raffle as a non-school project is great and everyone wants more info. A business model would be great to show board at next meeting…
Issue comes up that people would want to know more about what the money would be raised for… raising money for raising money sake is not a good plan. What’s the money going to be used for if the KIA project is adopted?
Fernando introduces skeleton of plan that he will be added to the agenda for next meeting. Plan includes statistical and general model for advertising used by other KIA benefactors. Fernando will email more information when it becomes avalible.
Fernando to invite KIA representative to speak to board to present details. All agree.
Warren brings up issue concerning keys to the building.
Valentino doesn’t understand why they won’t approve copies. FOMWS has every legal right to have them. Might be time to seek legal advice.
Fernando states that perhaps we seek funds to secure a ‘superintendent’ for the building functions for FOMWS. Recalls Warren and Nina were working on one last year. Nina and Warren agree to resume effort.
Valentino would like someone else to spearhead this effort. She’s too busy with other things.
WC — there really should be no issue. We have the insurance and legal right to have full access to facility. WC wants to get the kitchen functioning. Will seek food prep certification for himself so he can teach others. Parsons may have funding available for community center.
Call for a general meeting for election of new board members again. October 4th. 7pm MPR.
Discussion about schedule for the year. Sharon wants to set calendar. Especially for Auction. Valentino needs it to be in April to facilitate year end accounting.
Looking at Nov. 5th and June 21st for Rummage and not Flea Market.
Rob C. brings up idea of outside Music school for MPR after school hours. Larry Newman, is the owner of Music school. They provide instruction, instruments. Will donate to school for building use. Larry will be invited to general meeting to present.
Minor discussion on ‘rate’ for MPR use. To standardize the process.
Meeting Adjourns.
8:08PM
FOMWS Board Meeting August 9, 2011
In attendance: Fernando Orozco, Pilar Buelna, Anvi Kevany, Sharen Steel Herran, Abby Walsh, Rob Corsini, Nicole Thomas, Kwame Dow, and Warren Christianson
Meeting called to order at 7:18 p.m.
Event: September 13th General Membership meeting, elections and modifying bi-laws.
Event: September 24th Pancake Breakfast
Fernando Orozco calls to set up a nominating committee for board elections.
Abby Walsh reads from FOMWS bi-laws, set general membership meeting date 10 days in advance and notice up the board nominations to be voted in at meeting. It is not necessary to set up a nominating committee.
Item: Abby Walsh takes lead at modifying bylaws, will send copy of changes to everyone and we will vote them in at above general meeting. This is an opportunity for membership to run for office.
Bi-law amendment- set specific dates for 2 annual general membership meetings, to occur on the same date as our executive board meeting (i.e. 2nd Tuesday of month).
Pilar Buelna questions the need to meet monthly, suggests meeting every other month. Project Committees would be formed, meeting as often as needed, reporting directly to the board.
Abby Walsh disagrees, wants to keep our meeting monthly and board considers a vote.
It is decided that we do not have enough information about the upcoming year to vote tonight on how often we need to meet. Meeting Frequency discussion tabled.
Sharen Steele Herran calls for a clarification of our purpose. FOMWS needs to be parent and community focused. We need to be mindful of overtaxing parents with our events and/or fundraisers.
Ideas for FOMWS per Sharen Steele Herran:
a) Assemblies (teachers really want and need them).
b) Free movie night hosted for the community.
Kwame Dow makes a motion to do 2 major fundraisers this year.
Sharen Steele Herran 2nd, motion passes.
Warren Christianson discusses need to build our membership outside of just the school body. We need to increase our community outreach, harness community support. How can we entice people into becoming members? Our Community building can be done through a series of “friend raisers” and “fun raisers”.
Warren Christianson discusses our Library being made a community library. Library is under FOMWS jurisdiction during off school hours. There is still the problem of access and keys.
MPR AV system update. Need $4500 more for AV system.
Item: Kwame Dow will send Warren Christianson a copy of the bid, how cost is broken down per unit, and what the system will bring to the school and our community. Warren will contact community groups to solicit final funding for the system.
Slate for Board
President
Fernando Orozco (Standing President)
Kwame Dow (nominated by Warren Christianson)
Secretary- Nicole Thomas
Treasury –POSITION OPEN
Vice President of…
Communication- Rob Corsini
Fundraising – Pilar Buelna
Community Outreach – Warren Christianson
Operations – Abby Walsh
Event Services – Sharen Steele Herran
Anvi Kevany resigns from the board. FOMWS executive board thanks her for all her service. She will be sorely missed.
September 13th 6:30-8:30 p.m. General Membership meeting, hold elections and vote to modifying bi-laws. Babysitting Provided
ITEM: MEMEBERS ON SLATE Submit paragraph about ourselves.
Board will discuss programs and fundraising ideas at this meeting.
ITEM: Abby Walsh will send program ideas for approval from board prior to meeting:
Classes at MPR- dance, yoga, art
Opening Library for community use
Meeting adjourned at 9:07 p.m.
FOMWS BOARD MEETING 6/14/11
In Attendance Nicole Thomas, Kwame Dow, Anvi Kevany, Pilar Buelna, Elizabeth Valentino, Fernando Orozco, Sharen Steele Herran
Meeting called to order at 6:51 p.m.
Garden Committee (Nicole Thomas rep) to Mrs. Valentino- requested permission to go to each classroom and thank students for gardening and discuss a few ideas for next year. Per Mrs. Valentino, Monday June 20th some teachers have subs, great day to do it. Time frame 8:45 – 10 a.m.
Garden Committee (Nicole Thomas rep) discusses summer watering schedule, check out 1 gate key under 2 peoples names. Committee will supply Mrs. Valentino with a schedule of when Comm. Members will be on campus. Krista Ebert to follow up with Mrs. Valentino regarding specifics.
Bank Statement is entered into minutes, bank statements and treasurers report see attached.
Focus Fish: we are changing our 1st payment to $2,000 for June 30th; FOMWS pays $3,680 on October 15th, FOMWS 3rd installment of $254 due March 15th.
Freeze exemption is on and FOMWS monies did not get into the bank in time to save (specifically) Lily Martinez’s MWE office position. Freeze exemption forms have been filed, administration is doing what they can with HR etc. Reason for the slow down in processing monies… donation checks have to be placed into LAUSD account, approved and then processed.
Item- FOMWS is looking for a neutral party who will audit our books. The board wishes to do this in order to promote transparency.
Cash on hand $3,377 (monies that have not already been allocated elsewhere).
Rummage Sale made $2,045
Capital Improvements:
Measure Q Capital Improvement bonds have not been sold.
Mrs. Valentino discusses that the exterior lighting FOMWS would like to see on the ramp down to the MPR will come when money (Measure Q) becomes available.
Alternately, FOMWS will look into temporary lighting options for fall; our desire is to make this walkway more appealing and safe for those renting out the MPR in the evening. Place spotlights, motion sensor along the walkway.
Re-keying (in order to give FOMWS access per joint use agreement). Gerald Bryant and Mrs. Valentino have been discussing re-keying and alarm installation happening ahead of Measure Q. Conversation has gone all the way up to legal where is has stopped. FOMWS will continue to press on this matter.
Mrs. Valentino sincerely thanks board for donating money for programs and personnel.
MPR usage. Community use is being successfully scheduled through Kwame Dow. Mrs. Valentino discussed that the school use needs to be organized and scheduled using the same system she and Kwame have implemented. There was a school event where trashcans were not emptied. Clearer communication about clean-up responsibilities needed for all events.
Item: Pilar Buelna will meet with Misty Stanford (versed in joint use with LAUSD) to see if she can contact LAUSD legal department on behalf of FOMWS and push regarding re-key and alarm for MPR access.
Tabled Pilar Buelna’s “report and findings on 2011 auction” until next meeting.
Kwame Dow reports on MPR AV system- CH automation did 2 bids, substantial discount on labor. See attached bid. On “norm day” we will know if the $33,000 gets put back into the school pot, possibly using that money to go ahead and buy a system.
Art Sparks summer art program begins July 5 9-3 p.m. Custodian booked 3 hours per day, program administrator aware they cannot use outdoor playground. Anvi Kevany suggested Art Sparks apply for leasing agreement and they would use their own insurance.
Item: FOMWS MPR Steering Committee meets to revive community use agreement. Submit changes to a) board and b) community steering committee for approval.
Fernando Orozco adjourns meeting at 8:21 p.m
FOMWS Budget Meeting
5/31/11
In attendance Fernando Orozco, Pilar Buelna, Anvi Kevany, Nicole Thomas, Elizabeth Valentino, Sharen Steele Herran
Call to order at 6:52 p.m.
1. Fernando enters Sharen’s expenses for theft of heater.
Patioheatingusa.com is lowest price found, replacement heater purchased for Bradley Thordarson, original one borrowed for auction and taken from Sharen’s front yard. Motion to approve purchase of heater for $479, Pilar seconded. Pilar will use her personal card to purchase heater and then be reimbursed by FOMWS. Receipt for heater on file.
Invoice entered and approved for tech convention rental of MPR $652.14 (Custodial fees)
Rate for custodial $29.40 per hour for plant manager and $24.54 for building and grounds. This reflects time and half rate for the weekend.
4. In response to Mrs. Valentino’s request FOMWS has increased contribution amount to $22,000 for school year 2011/12.
Mrs. Valentino commented on the importance of using line items for all our yearlong fundraising efforts. We must show that both groups (PTA and FOMWS) are raising money all year for specific programs.
Should monies be refunded or programs be funded by district any money set aside for that will come back to contributing organizations.
It is the intention of FOMWS to fully cooperate with School Administration and PTA.
Motion to give 22,000 to school made and passed.
5. Clerk is $33,920 for full funding. This position has been fully funded with PTA, FOMWS, carry-over TA funds, and Fresh & Easy. Any more money raised this month would be considered for after school enrichment such as the Homework Club/Organized sports. Mrs. Valentino said that we wouldn’t need to decide right now or give funding as these programs wouldn’t begin until October.
6. Fernando proposes that the face of FOMWS to be more present on campus next year.
7. $807.85 Contributed from 1st grade parents approved to fund MPR AV equipment, and an additional field trip.
8. ADD ITEM TO AGENDA FOR NEXT BOARD MEETING
Get tight with application process for MPR and figure out prorated cost and have that be added to fee of usage. Mrs. Valentino suggests a Flat Fee (ex. $20) automatically comes back to school for supplies such as paper towels and toilet paper. Donation being made for MPR rental need to be earmarked for specific programs next year.
Mrs. V is to be a participating member of board and will be attending all meetings (held 2nd Tuesday of every month).
Meeting adjourned 7:25 p.m.
FRIENDS OF MT. WASHINGTON SCHOOL (FOMWS)
Board Approved Minutes May 18th 2011
Called to order at 6:37 p.m.
In attendance: Fernando Orozco, Anvi Kevany, Pilar Buelna, Kwame Dow, Nicole Thomas, Abby Walsh, Rob Corsini. Sharen Steele Herran
Previous Minutes Approval- confirm procedure minutes are emailed to board after meeting, email approval by board, then posted on website. It is no longer necessary to approve minutes at start of each board meeting.
Net amount from Auction $22,500
Auction update- Need to solidify date for next year. Keep it on a Friday.
Notes from Auction Committee Meeting to Board regarding auction- Pilar will supply via email.
Items for online auction: autographed Grey’s Anatomy scrub top and etchings (Fine Art Auction House)
Next year need Additional Bartender to increase line speed at bar.
Work on feeling of disconnect between indoor and outdoor space (at River Center). Fernando proposes having a speaker system going throughout space to solve this.
Baskets- they don’t sell for as much as they are worth.
Auctioneer sells and asks for donations “1,000 for focus fish”
Parents sell tickets; room reps get each parent to buy one ticket.
Messaging needs to happen throughout the night “Spend money, this is going for the kids” Constantly transmit that message. Lack of that this year.
Additional MC auctioneer- hire someone dynamic and engaging- give person list of items beforehand.
Do we want to have a fall and spring fundraiser, 2 times per year to get away from your kids for an adult night out?
Focus on use of MPR for over summer as a fundraising vehicle.
4. Discussed item # 4 (MPR AV system) decided to seek technical advise.
Flea Market –
Discussed changing date (not an option),
Using truck vs. not having one, is it worth the cost and effort and if so who is driving. Nina Zippay offered to pay for the rental.
Who is available to help day of: Pilar, Anvi, Sharen, Fernando, Kwame,
Table and tents (get folding tables from parent center), need a pop up-
Email to FOMWS membership to solicit goods and volunteers – Rob Corsini
Nicole will email list of members to Rob.
Parking – FOMWS overflow in neighborhood, especially on Danforth
General Meeting discussing parking,
Flyer prior to event to let neighbors know and to discuss parking. Comment on our website, email neighbors and let them know when an event is happening and that parking will be monitored (street block off to all but residents)
Allocation of where donor’s money is getting spent. There will be paper trail showing that money ear marked for specifics programs goes to those programs.
Pilar asked by board to generate report to show where raised funds should be allocated, and where ear marked money is going.
Fernando publicizes to members and community we will need to nominate a board for the election committee, which then makes nominations for actual board for the next year’s board election vote.
MPR update per Kwame Dow:
BarCamp 4/30-5/1 $2,200
Dance Teachers Professionals 5/14/11 $75
MW Association 5/16/11 $75
Twinkle Toes Dance Recital 6/4/11 $50
Aimee Hopkins Dance Recital 6/12 6/16 6/19 total $250
Keep in mind we will need to pay custodian costs for these.
Meeting adjourned at 8:00 p.m.
Friends of Mt. Washington Board Meeting
April 12, 2011
Parent Center
In attendance: Nicole Thomas, Anvi Kevany, Pilar Buelna, Fernando Orozco, Abby Walsh, Sharen Steele Herran
Note that Rob Corsini and Kwame Dow are absent
Meeting called to order 6:43
Request for Approval of Expenditures:
Gilbert Aquilar Auction printing approved $246.00
Repair of sound system in MPR- tabled per below:
Discussion of 1st grade money $1600 going to field trips and the rest (possibly $800) going to a lasting project. Sound system in MPR, Repair and fix bulletin board area on the street. Donation of AV equipment, wireless mikes etc.
Anvi is asking Dave Travis to put together list of equipment we need for mpr, sound system and other av equipment used by the school.
Auction Donations
Continue to get sponsorships, follow up after auctions
Tickets- 70 sponsorship tickets given out
“Online ticket sale on website needs to be clarified”
Selling Tickets:
Friday at movie night
Friday morning
Monday back at school re selling tickets (April 25th meeting)
Suzanne or Jackie asked to laminate posters at school, Pilar, Sharen and Fernando
Raffle Box for tickets Sharen is bringing.
VIP gets stamp for open bar (beer and wine only)
Sharen discussing food and drink-
Sepan Chicken paid for if need be.
Porto’s – trying to get party size empanadas, etc. needs to meet with owner
Passed motion to approve $50 for purchase
Hard Alcohol- Looking into options
Abby going to Trader Joe’s to try to get gift certificate to use on alcohol
Silent Auction
Bid sheet analysis
Pilar budget slide to Renee, this board idea is looped into slide show.
Abby 20 vignettes, photos done (Monique Austria) Tuesday when we shoot auction stuff
Renee doing the power point
Fireplace tender Gabrielle Buelna
Portable outdoor heaters- Nicole will ask Bradley about the heater
Wait staff West Coast Catering (Capri) $60 per person 5-6 people
Tray pass, food stations, running and bussing
Credit Card Machines- 1 phone line (at bar), 2 sliders (at open)
Cash Registers- 2 at bar
Wrap party supplies
$100 for stuff
Set- up schedule 4:30 arrival board and volunteers
Rental deliveries same day from 3’o clock on-
Clean up is wait staff etc.
Abby- walk the mountain, request for more flyers
Letter from FOMWS,
Post walk around letter on web site (Pilar)
Field Trips- no longer allowed to accept cash
Credit card option, Access number each grade has own account where parents can give via pay pal on our website. Anvi, if we can connect school bank account to site. Abby putting together proposal for board-
Look into Auction Site to do this-
Meeting adjourned at 8:17
FOMWS board meeting
2/8/2011
Location: MWE Parent Center
In attendance: Nicole Thomas, Abby Walsh, Anvi Kevany, Kwame Dow, and Pilar Buelna
Guests: Elizabeth Valentino, Nina Zippay
Abby Walsh sitting as president for Fernando Ortiz
7:10 meeting called to order
Previous minutes approved.
Treasurers Report: 14,138.61 submitted to record
Chinese Opera Expenses and Income submitted to record
Chinese Opera takeaways:
Budget submitted prior to event
Events such as these, define if it is community building or fundraiser
Increase communication between FOMWS and MWE Administration on specifics
Mrs. Valentino
Delineate FOMWS and PTA fundraising
TA’s, Administration supporting implementing Occidental program
Process of getting FOMWS access to MPR and Library by having FOMWS pay for re keying and re alarming said facilities. We discussed gaining access to key on a “check-out” basis. Possibly getting an alarm company to donate services. Mrs. Valentino is continuing to work on this.
Abby Walsh poses a quarterly meeting with the “heads” of SSC, PTA, Administration, Teachers, and FOMWS. These 5 people meet and then disseminate information back to their prospective groups.
Nina Zippay on behalf of SSC
Revising School Site Plan with common vision and mission (from the Administration and teachers). Draft to be submitted Feb. 17th at SSC.
Mrs. Valentino suggested a contest with students to come up with a school mascot and slogan.
SSC meeting on 17th will pose wish list on how to spend 85 K.
a). Need to add 2nd day of counseling at the school, possibility of counselor getting an intern for additional help.
Pilar Buelna on FOMWS Auction:
Money that is not restricted from auction sponsorship, we will identify needs and allocate to these programs, decision based on data.
Parents donating items to auction will receive raffle ticket (Burke Williams gift certificate).
Mrs. Valentino suggested inviting to auction parents she has on waitlist for school attendance
Abby put forth motion to pay $800-$1200 to (her contact) to get our FOMWS.org website up and running, with auction pay within 3 weeks. Pilar 2nd, motion passed.
Tickets can be sold on PTA website if FOMWS not up and running.
Kwame Dow
Anvi emailing previous rental cost sheet of MPR to Kwame for review.
Attending steering committee meeting for approval of event.
Website to have application and calendar for MPR
Meeting adjourned 9:17 p.m.
FOMWS Board Meeting
January 11th 2011
Location: Pilar Buelna’s home
Board Members in attendance: Fernando Orozco, Pilar Buelna, Anvi Kevany, Abby Walsh, Rob Corsini, Nicole Thomas. Warren Christopher joined meeting late to advise on Chinese Opera
7:12 pm meeting called to order
Minutes from December 14th tabled
Treasury $12,926, $500 of this amount belongs to MWPC
$220 was approved for Opera expenses ($150 of that for an insurance rider)
Board was encouraged to look at Ivanhoe and Wonderland’s Friends of websites for inspiration and ideas as it relates to FOMWS site.
Silent Auction-
Date options discussed 4/9 and 4/30
Locations: SW Museum (Abby is contacting) and River Center (Pilar).
Board encouraged to explore other venues.
Board members are to email Pilar five “big” items: contacts, items or experiences, for the auction by Tuesday January 18th.
Comedy Night theme: Talent ideas
Bob Fisher of the Ice House, Fernando to contact regarding a comedienne
Last Comic Standing winner, Pilar to contact
Ideas- if we do classroom baskets, there is a big ticket item in one of them i.e. Trip to Hawaii.
Auction has 3 tiers: 1. Local Resources (community donations) 2. School 3. Sponsorship Package
TA’s: Neighborhood Outreach Program @ Occidental, Abby and Nicole will research and work on implementation
Opera
Warren discussed his strategy for attracting the Chinese audience as well as others in the art community. Flyers to be put in MWE students back packs. Parking-250 spots at $5 each, Nicole volunteered to handle concessions.
Warren Christopher gave $5 for FOMWS membership; Anvi passed new membership forms and money to Nicole
Administration, PTA, FOMWS need meeting to decide what PTA funds and what FOMWS funds. List needed of short-term goals and long-term goals. Administration and SSC, along with input from PTA and FOMWS to help formulate this list.
9:16 meeting adjourned