PAPA Meeting

Monday, March 13, 2023, 7:00pm

Tonight’s Meeting Agenda

• Welcome (Bryan & All) (5min)
• Minutes vote for February 13, 2023 Meeting (Tonya) (5min)
• PAPA Volunteer Recruitment Plan & Next Year’s Slate / Nominees (Bryan & All) (10min)
• 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 (Rachel, Mr. C) (5min)
• WP Winter 2022-23 (Nina, Delia, Jessica, Mr. C) (5min)
• Marching Band & Color Guard 2022 close out / 2023 Season (if any, Tonya, Mr. C) (5min)
• New business (Bryan & All/Any) (5min)

Feb. 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: Copy of PAPA Regular Meeting Minutes 2_13_23

• These printed records shall be corrected & accepted as if they had been read.
• Note decision / direction to release unrestricted funds for customized EZUps (discuss as needed)
• 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 2022/2023 & now 2023/2024 school year?

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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.

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• 2nd Assistant Treasurer - Reopened
• Stampede Lead (May 2023)
• 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? (start to expand list & add links)

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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 2022-23 & 2023-24

(Alyssa - other updates here)

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• Scholarship lead communication - recruit / ivolunteer for readers? (Rachel)
• Co-leads for MB, MB Uniforms, others (Tonya, Krissy)
• Next year board / outgoing sr. parents
• Seeking 2023-2024 nominees
• 2 mo. to 2023-2024 election @ May 8, 2023 board meeting

Fundraising

• Amazon Smile Terminated Feb.!
• 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 $Goal$

1. Amazon Smile Terminated All year Rachel Batish eScrip only (i.e., Lunardi’s) going forward
2. First Aid Fundraiser (all year) All year Rita Jaworski
3. Rummage Sale Fall Nathalie Goricanec,

Betty Murphy, Alyssa

& Chris Kay, Nina

Hokeness

1. Mattress Sale Fall Chris Kay Inquiry pending w/ CFS from Dec. event
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
7. Silent Auction (w/ Crab Feed) Jan/Feb
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 (works in progress) 2022-23 (continued)

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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)
• Classic car show
• 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

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Financial Overview: as of Mar. 13, 2023

• Treasurer report Mar. 13, 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 (approval sought for March 2023 meeting)

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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Communications / Web / Social Media Topics

• 2023-24 Parent/Guardian Registration form
• Created / used since Jan. 8th grade/new parent night
• 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
• 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)
• Update Winter Guard page https://leighpapa.org/marching-arts/winter-guard/ (w/ Rachel)
• Any other(s)...???...
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New Business

• Lanyard inventory & allocation
• PAPA has a substantial number of lanyards in inventory,
• Obtained by previous theater dept. order & donated to PAPA (thicker, green w/ white print)
• Also obtained another set w/ the Leigh Performing Arts logo (thinner, black w/ white print)
• Not a seemingly popular sales item, although cost is low (we sell for $2 or $5 depending on type)
• Recently there have been inquiries about giving away lanyards for various reasons
• Group traveler IDs for WE Chicago trip (~54 travelers)
• Blossom Hill Festival “swag bags” (~150 bags for middle school parents)
• Discuss giving to vs. selling / budgeting - equitable allocations for event coordinators, etc.
• Theater tradition - students participating in first opening night performance receive a lanyard (green ones)
• Raises visibility, can be used for community building
• Auction prize follow-up: Premiere graduation seating → accompanying refreshment kit
• Poly band stand for jazz band → https://polybandstand.com/#bandstands (defer/ future possibility)
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• Next meeting: graduation fundraiser

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, 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

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+1 386 347 5053 US

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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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