PAPA Meeting

Monday, May 13, 2024, 7:00pm

​

Tonight’s Meeting Agenda - 120 min goal

​

• Formal proceedings @ 7PM - Welcome (Art & All) (5min)
• Scholarships update (Rob) (2min)
• Minutes vote for April 15, 2024 Meeting (MarianneW) (2min)
• Uniforms discussion /Payment Motion? (Mr. C) (20 min)
• Booster Club Renewal (Art, Nina, Lisa)
• PAPA Volunteer Recruitment Plan, Next Year’s Slate, Nominees, Vote (Art & All) (10min)
• Fundraising Updates (Mr. C, Jazmin, et al. ) (5min)
• Financial Policies, Updates and proposed Budgets (Nathalie, Lisa & Program Leads) (20min)
• Program Updates & Highlights
• Theater (Nathalie) (5min)
• Music (Rita, Mr. C) (5min)
• WG Updates for Winter 2023-24 closing / 2024-25 season (Rachel, Mr. C) (5min)
• WP Winter 2023-24 closing/ 2024-25 season (MarianneS, Krissy, Mr. C) (5min)
• Marching Band & Color Guard 2024-25 Season (Tonya, Tabriz, Rachel, Mr. C) (5min)
• Budget Vote or Plan
• HSC Updates (Bryan)
• Operations/Comms Updates (Josh, Rita) (5min)
• New business (Art & All/Any) (5min)

Scholarships

​

​

​

(Rob)

​

• Updates on Awards
• Notification and Presentation
• Looking for electronic PAPA Scholarship Manual for G- Drive

​

Apr. 15, 2024 Minutes: vote to ratify/accept

Minutes were shared for offline review prior to the call to order for tonight’s meeting.

The shared link is:

April Meeting Minutes

​

• These printed records shall be corrected & accepted as if they had been read.
• Capture decision from executive board to publish as accepted.

​

​

​

​

​

​

Uniforms 2024-25

(Mr. C and Tonya)

​

• Background:

We are in need of updated uniforms for Leigh’s MB.

​

Mr. C has worked with designers and we have measured current underclass students and incoming Eighth graders and will update if/as needed in the Fall.

​

We have compiled an initial order and it needs to be submitted seven months before the 2024-2025 MB season.

​

There is a deposit due in the amount of half of the total with the remainder due upon delivery 180-210 days.

​

PAPA currently has sufficient reserves to cover these costs in full in the event no money is forthcoming from other sources.

​

We are authorizing the payment of the initial deposit and guaranteeing the payment of the balance. Currently totalling $48,477.22 but which may be change up to $55k if we choose to add a few more Drum Major uniforms, etc.

​

​

​

​

​

​

Uniforms 2024-25

​

(Mr. C and Tonya)

​

• Funding Sources:

$10K from existing MB Restricted Funds

$7-9K (approx.) from sale of existing uniforms

$10k from Prop 28 Funds per Mr. C. with District and

Leigh High School’s approvals.

• Promised Alumni Fundraising of $10-20k
• Art’s online suggestion is DonorBox

(Free/$139 mo. and 1.5- 1.75% plus processing fees.)

• (OR) Increased ask to MB families to repay this amount to PAPA’s unrestricted funds.

​

​

​

​

​

Uniforms 2024-25

​

​

(Mr. C and Tonya)

​

• Motion 1: The 2023-2024 Board of the Leigh High School Performing Arts Parents Association approves the expenditure of up to $55k for new marching band uniforms in the form of a deposit for up to $27.5k with the remainder due at the time of delivery 6-7 months thereafter, to be paid or repaid from MB restricted reserves, the sale of existing uniforms, Prop 28 funds, Alumni outreach, fundraising and/or uniform surcharges for MB families ongoing.

​

• Motion 2: Table this Motion until Fall 2024

​

​

​

​

​

​

Booster Club Renewal

(Art, Nina and Lisa)

​

• Renewal dates have not yet been set by the District (Historically occurs at the end of May)

​

• We need approved Draft Budgets, and Named Elected Officers: President, VP, Treasurer and Secretary

​

• Special Meeting or E-Vote may be needed

​

​

​

​

Volunteer: Recruitment Plan

How are we going to recruit PAPA volunteers for the 2024/2025 school year?

​

​

2024-2025 Board & Program/Event/Team Leads

* The PAPA Board will need to vote for these incumbents at the May 2024 meeting in order for them to be eligible to serve for another year in these roles.

​

🌟The PAPA member is a senior or alumni parent

Bylaws: https://leighpapa.org/wp-content/uploads/2023/04/PAPA-Inc-By-Laws-_2023Apr17.pdf

​

Recruitment Updates - focus on 2023-24

​

​

• Next year board / outgoing sr. parents -Thank You!

​

• 2024-2025 election @ May 13, 2024 board meeting and/or ASAP

​

• Need Confirmation of continued roles for current Members

​

• Especially Important are VP, Secretary and Assistant Treasurer

​

• Need Nominees for Secretary and Assistant Treasurers with Quickbooks experience.

​

• Other open positions and outreach

​

• Vote to Approve the Nominees as Presented on here this evening.

​

Fundraising

• eScrip (Lunardi’s - only)
• First Aid Fundraiser (all year)
• Rummage Sale (fall )
• Mattress Sale (fall)
• See’s Candy (spring)
• Chef’s Nights (all year)
• Grants/Capital Campaigns
• Fall Event (tentative)
• Crab Feed (January/February)
• Silent Auction (w/ Crab Feed)
• Greenery/Wreaths (Winter Guard)
• Frontier Soups (Winter Percussion)
• Cheesecakes (Theater Arts)
• Tix Sales
• Stampede (May - Band on Course, AM)
• Shredding (Spring - ?)
• Graduation Concessions (Tonya/Rita)

​

​

Fundraising 2023-24

​

​

(Jazmin, Mr. C, Nathalie, Tonya - Rita)

​

​

• Mattress Sale- Numbers and Recap
• Stampede - Help Needed and PAPA Table Sign Ups
• Graduation Concessions - Tonya/Rita
• Summer Alumni Concert Proposal in Quad/Private Home
• Rummage Sale Dates - Need 6-8 lead for Facilitron and need to name leads for next year, form committee, etc.
• Crab Feed Leads for Winter 2024

​

​

​

​

​

​

​

Treasurer/Financial Overview: as of April 2024

​

​

​

(Nathalie and Lisa)

​

• Update on BOA Account Signing Authority Transfer - QB Access

​

• Review proper submission of invoices or payment
• Properly authorized and budgeted expense
• JotForm Submission with invoice
• Proper Party submitting after approval of completed project or satisfactory receipt of goods and services.

​

• Treasurer report update: 2023-2024 Treasurer Report

​

2023-24 PAPA Approved Budget

Prepared by Nathalie Goricanec

Link to budget as previously approved & amended: Budget 2023-2024

​

• Approved by the PAPA Board (approved at October 2023 meeting)
• Amended for music program / WE Trip budget (approved at October 2023 meeting)
• Amended for winter guard & winter percussion budgets (approved at December 2023 meeting)

Program Updates -Draft Budgets

​

​

​

Theater Program - (Nathalie) -Draft Received

​

Music Program - (Mr. C, Rita) -Draft Received

​

Winter Guard - (Rachel) -Draft Received

​

Winter Percussion - (Marianne S, Krissy)

​

Marching Band & Color Guard - (Tonya, Tabriz, Rachel)

​

​

Draft Budget Vote

​

(Art/Nathlie)

​

Motion: The 2023-2024 Board of the Leigh High School Performing Parents Association approves the draft budgets as proposed for the 2024-2025 year as submitted.

Home and School Club Updates

​

(Bryan)

Communications / Operations

(Rita and Josh)

​

• Social Media - Facebook groups consolidated

​

New Business

​

​

(Anyone, All)

2023/2024 PAPA Meeting Calendar

2nd Monday of the Month @ 7PM PT

​

​

• Special Mtg./E- Vote Budget and Officer Nominees, Date/Time TBD
• June 10, 7:00pm-8:30pm

​

Be sure that the PAPA Meeting dates are on your calendar!

2023/2024 PAPA E-Board Calendar

[Generally 1st Sun. of month @ 5PM PT in-person or Zoom TBD]

​

​

►June 2, 5:00 pm - 6:30 pm

​

Be sure that the PAPA Meeting dates are on your calendar!