PAPA Meeting

Monday, April 17, 2023, 7:00pm

Tonight’s Meeting Agenda - ~75min goal

• Welcome (Bryan & All) (5min)
• Minutes vote for March 13, 2023 Meeting (Tonya) (5min)
• Draft bylaws discussion & vote (10min)
• PAPA Volunteer Recruitment Plan & Next Year’s Slate / Nominees (Bryan & All) (10min)
• Communication / Website & related topics (Rita, Josh, Team - 5 min)
• Fundraising (James) (5min)
• Financial Update for PAPA (Nathalie & Program Leads) (5min)
• Program Updates & Highlights
• Theater (Noel, Mr. Yani, Ms. Griswold) (5min)
• Music (Rita, Mr. C) (5min)
• WG Updates for Winter 2022-23 closing / 2023-24 season (Rachel, Mr. C) (5min)
• WP Winter 2022-23 closing/ 2023-24 season (Nina, Jessica, Mr. C) (5min)
• Marching Band & Color Guard 2023-24 Season (if any, Tonya, Mr. C) (5min)
• New business (Bryan & All/Any) (5min)

Mar. 13, 2023 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: https://drive.google.com/file/d/12287D-V7PSaEgNLMyCb_KJ6mf_8CinUM/view?usp=share_link

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

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Volunteer: Recruitment Plan

How are we going to recruit PAPA volunteers for the 2023/2024 school year?

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Bylaws draft revision: discuss & vote to ratify, publish

The bylaws committee previously amended bylaws draft & prior year board members indicated they were passed. There was no record of passing vote in published minutes so this year’s board agreed to repeat the process, remaining open to additional revision.

A small bylaws committee was formed & minor revisions were shared via email link distributed on March 6, 2023.

Draft revision link for review & comment (view in “suggesting” mode):

https://docs.google.com/document/d/1Kqvk7yc1bNeXw73uBMxQzZlM9Unym3WOk6yCkg6pmk8/edit?usp=sharing

• Discuss any comments / concerns about the shared revision
• Capture decision from executive board to accept & publish on PAPA site

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2022-2023 Open Board & Lead Positions

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We have the following seats open or changing for the upcoming school year.

• 2nd Assistant Treasurer - Reopened
• Stampede Lead (May 2023)
• Request for bands/music/entertainment on course 9-10AM, 5/20
• ~$2.5k est. to PAPA from event
• Stampede mtg. on 4/19 @ 7PM PDT Zoom: https://us02web.zoom.us/j/82249295131?pwd=ckhUUGp6YVBLNVdCUmRtb0pUQzY2UT09
• Meeting ID: 822 4929 5131
• Passcode: 427413
• Thank you to those who are posting on social media. Please keep it up! And please share with your friends, neighbors, gyms etc. Some useful links to share: Stampede website, Stampede flyer (also attached).
• Please like the posts on our Stampede social media channels. The more likes, the more these posts will be highlighted: M channels yesterday: Facebook, Twitter, Instagram.
• Choir Liaison
• First Aid Fundraiser (ongoing - Rita reopened)

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We have the following roles preparing Google documents for next year’s handoff

• Communications - School Newsletter (Jenny), Food Crew (Darlene), President (Bryan, who will also serve as ex-officio next year to assist)
• Others (continue to expand list & add links)

2023-2024 Board & Program/Event/Team Lead - Nominees

* The PAPA Board will need to vote for this incumbent at the May 2023 meeting in order for them to be eligible to serve for another year in these roles.

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🌟The PAPA member is a senior or alumni parent

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Bylaws: http://leighpapa.org/wp-content/uploads/2020/04/PAPA-Inc-By-Laws-_ratified041320.pdf

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Recruitment Updates - focus on 2023-24

(Alyssa - other updates here)

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• Scholarship lead communication - recruit / ivolunteer for readers closed Sat. 4/15 - three (3) volunteers (Rachel has mtg. conflict → other updates offline)
• Next PAPA parent/guardian social / recruiting event?
• Next year board / outgoing sr. parents
• Seeking 2023-2024 nominees (see previous page - many open roles)
• 3 weeks to 2023-2024 election @ May 8, 2023 board meeting

Communications / Web / Social Media Topics

• 2023-24 Parent/Guardian Registration form (archiving 2022-23 data, updating website)
• ‘23-24 form created / used for Jan. 8th grade/new parent night, B.H. Fest., WP/WG/UMS F&F Show…
• Seven (7) responses, so far… (need more - see “recruiting for next year”)
• Review/discuss relative to publishing to website (visibility, permissions, etc.)
• Form link: https://docs.google.com/forms/d/e/1FAIpQLSeuf4HYVOdFH0kgFeR-gBPhQNLoeiXIzV30jE3uBXHgNqOixA/viewform
• Proposal to archive the 2022-23 data & prepare for next year registration (Rita)
• Other website updates
• Requests queued for staff page updates at https://leighpapa.org/staff/
• Ms. Griswold bio & headshot requested - to be pulled from her LHS faculty page (Webmaster)
• Any other(s)...???...
• …

Fundraising

• Amazon Smile Terminated Feb.
• 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)
• Graduation Concessions (June)

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Fundraising: 2022/23 Volunteer Leads

Fundraiser When Volunteer Lead $Goal$ / comments

1. Amazon Smile Terminated eScrip All year Rachel Batish eScrip only (i.e., Lunardi’s) going forward - not significant but high ROI (easy)
2. First Aid Fundraiser (all year) All year Rita Jaworski
3. Rummage Sale Fall Nathalie Goricanec, ~$10k (made ~$13k)

Betty Murphy, Alyssa

& Chris Kay, Nina

Hokeness

1. Mattress Sale Fall Chris Kay Check & gift cards delivered in Mar. ~$1.2k - more / earlier focus next year
2. See’s Candy Spring Betty Murphy $1,000 (in progress thru 3/24)
3. Chef’s Nights All year
4. Grants/Capital Campaigns All year
5. Fall Event (tentative) Fall
6. Crab Feed Jan/Feb James Sawaya BBQ benefit (kitchen remodel) → break even, focus on auction for fundraising
7. Silent Auction (w/ Crab Feed) Jan/Feb Added online bidding - made ~$6k
8. Marching Band Fundraiser Summer/Fall Marching Band
9. Greenery/Wreaths (Winter Guard) Winter Winter Guard
10. Frontier Soups (Winter Percussion)Winter Winter Percussion
11. Cheesecakes (Theater Arts) Winter
12. Graduation Concessions June Rita Jaworski
13. Shredding Spring $1,500

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Fundraising Parking Lot

(future, 2023-24 possibilities)

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• Donation tools - Venmo (opportunity to link as recognized PayPal nonprofit - due to account credential requirements, it’s a treasurer action item to register)
• Fundraising Suggestions (requires additional PAPA community involvement)
• Corporate sponsorships (see also LEIGH PAPA 2022-23 Goals and Objectives_PROPOSED.docx)
• Emphasize stock donations program (see: https://leighpapa.org/give-us-your-gains/)
• Suggestions:
• New: Sneaker Fundraiser - for 2023-24 (first need ‘23-’24 Fundraising Chair & WP Lead(s))
• Link: https://gotsneakers.com/compensation-and-footwear-guidelines/
• Candidate coordinator identified (Stella S.)
• Proposals for WP & MB (next year)
• Concession fundraising (e.g. SAP - see https://www.sapcenter.com/employment/fundraising-opportunities) - Bryan to research further
• Classic car show (maybe not - needs a lot of planning / coordination / support / outreach)
• Take pre-orders for swag & deliver to order to minimize inventory expense
• Krispy-kreme fundraising (feedback from UMS - delivery logistics & convenience for pickup at Curtner vs. at school site)
• “Digital Dozens” campaign in Feb-Mar ‘23
• Potential to reach & involve supporters across the country
• E-waste (can’t lose money taking things that can’t be accepted)

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Fundraising Parking Lot

(future, 2023-24 possibilities) - continued

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• Vertical raise (Bryan to check if covered by district)
• MB&CG benefit show (passthrough event for PAPA)
• Golf tournament
• Parent night out - themed (70’s, 80’s, etc.) - offsite from LHS - entertainment (DJ, band…) - catered - etc. (Gil has done several w/ Ida Price MS)
• Question: do external activities that are held off school property have to be registered w/ the district?
• Alumni-sponsored party night ?

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Financial Overview: as of Apr. 17, 2023

• Treasurer report Apr. 17, 2023 update: 2022-2023 Treasurer Report

2022-23 PAPA Approved Budget

Prepared by Gil Garcia (treasurer)

and Nathalie Goricanec (assistant treasurer)

Link to budget as previously approved & amended:

https://docs.google.com/spreadsheets/d/1VPskYXnyuOXkXzrXSOAzPmJPVNVagOkB6TEVoXPBmiM/edit?usp=sharing

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For the 2022-23 school year

• Approved by the PAPA Board (approved at September 2022 meeting)
• Amended for music program / WE Chicago budget (approved at October 2022 meeting)
• Amended for winter guard & winter percussion budgets (approved at December 2022 meeting)
• Amended for unrestricted funds, revised for Blossom Hill Festival food budget (resolved via directed donation)

Program Updates

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Theater Program Updates

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Music Program Updates

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Winter Guard Update

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Winter Percussion Update

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Marching Band & Color Guard Update

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New Business

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• Onboarding process for coaches / caption heads / designers (Treasurers, forms, workflow prerequisites before authorizing payment of invoices for 1099-/tax- related compliance making >= $600 for the year)
• …
• Next meeting:...

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Parking Lot (deferred / future possibilities)

• Poly band stand for jazz band → https://polybandstand.com/#bandstands

2022/2023 PAPA Meeting Calendar

• August 8, 7:00pm-8:30pm
• September 12, 7:00pm-8:00pm *Budget approval
• October 10, 7:00pm-8:00pm (Budget amendment)
• November 14, 7:00pm-8:00pm
• December 12, 7:00pm-8:00pm
• January 9 , 7:00pm-8:00pm
• February 13, 7:00pm-8:00pm
• March 13, 7:00pm-8:00pm
• April 10 → 17, 7:00pm-8:00pm
• May 8, 7:00pm-8:00pm *Election for the 2023/24 Board
• June 12, 7:00pm-8:00pm ** placeholder, if needed

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

Virtual Mtg. Info. - 2022-23 Monthly Series

Please download and import the following iCalendar (.ics) files to your calendar system.

Monthly: https://us02web.zoom.us/meeting/tZIlfumrpz0oH93E5n2oLGO4eFr0EWyNeOx8/ics?icsToken=98tyKuGupjIqGd2TshyORpwAGor4c-nxmCFBgvoOuUrrUS9_RSyiM8RQYpdICfbV

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Join Zoom Meeting

https://us02web.zoom.us/j/86890396259?pwd=VTREaWZpRytLYVZTdkhYZEllU1Mxdz09

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Meeting ID: 868 9039 6259

Passcode: iXKg8n

One tap mobile

+16699009128,,86890396259#,,,,*594813# US (San Jose)

+16694449171,,86890396259#,,,,*594813# US

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Dial by your location

+1 669 900 9128 US (San Jose)

+1 669 444 9171 US

+1 346 248 7799 US (Houston)

+1 719 359 4580 US

+1 253 215 8782 US (Tacoma)

+1 646 558 8656 US (New York)

+1 646 931 3860 US

+1 301 715 8592 US (Washington DC)

+1 309 205 3325 US

+1 312 626 6799 US (Chicago)

+1 386 347 5053 US

+1 564 217 2000 US

Meeting ID: 868 9039 6259

Passcode: 594813

Find your local number: https://us02web.zoom.us/u/kcY5ojbpT5

2022-2023 Board & Program/Event/Team Leads

* The PAPA Board will need to vote for this incumbent at the May 2023 meeting in order for them to be eligible to serve for another year in these roles.

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🌟The PAPA member is a senior or alumni parent

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Bylaws: http://leighpapa.org/wp-content/uploads/2020/04/PAPA-Inc-By-Laws-_ratified041320.pdf

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Stay Connected

Keep up-to-date with what’s happening with Leigh Performing Arts

~ Band, Theatre, Choir, Marching Arts, Performances and Fundraising ~

Bookmark the Leigh PAPA Website

leighpapa.org

Fill out the New or Returning Student Information Form

leighpapa.org/student-info/ ← needs updating (still says 2016-17)

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Parent/Guardian Registration (for New & Returning Parents)

2022-23: https://docs.google.com/forms/d/e/1FAIpQLSdnskZqCXgb_AvbVSYI3VHJjFzDe1CW0wjD5GByKzdstWJvsg/viewform

2023-24: https://docs.google.com/forms/d/e/1FAIpQLSeuf4HYVOdFH0kgFeR-gBPhQNLoeiXIzV30jE3uBXHgNqOixA/viewform

Volunteer Interest Form

https://forms.gle/FsPvdm4hjKinpLPJ7 ← needs updating (still says 2021-22)

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Join the Facebook group

www.facebook.com/lhspapa/

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