Hillview Middle School

PTO Executive Board Meeting Minutes

March 13, 2008

Present:  Joyce Baker, Marsha Brock, Tina Bird, Celeste Chapman, Karla Mohrman, Lisa Carhart, Natalie Diller, Nancy McMahon, Stasia Grose, Molly Bahr, Mike Moore, Joy Shmueli and Ernie Imura.

Absent:  Mary Summers

Guests:  Jeff Child

 

              I.      Co-President’s Marsha Brock and Joyce Baker called the meeting to order at 8:33a.m.

           II.      The minutes from the February 7, 2008 PTO Executive Board were approved, M/S/U (Motion/Second/Unanimously Passed) Moore /Imura/all.

         III.      Treasurer’s Report- Nancy McMahon

A.     Current Budget Update

1.      Nancy emailed the Board copies of the most recent financial reports:

a)      Hillview PTO Financial Highlights February 7, 2008- March 12, 2008.

b)      Updated Hillview Middle School PTO Actual vs. Annual Budget Performance August 1, 2007 through March 12, 2008.

c)      Updated Hillview PTO Projected Balance Sheet for end of 2007-08 School Year.

2.      Nancy increased the expense line for the Discretionary Fund on the Actual vs. Annual budget sheet.

3.      Nancy received an invoice from the District for computers that were purchased and she will talk with Mr. Moore to clarify the unit cost per computer before paying the invoice.

4.      Nancy stated there may be a need to increase the Technology expense line by $9500, further discussion will follow.

5.      On the Hot Food Session 3 income and expense lines there will be an increase on the March Balance Sheet due to the timing of how credit card transactions are credited to accounts.

        IV.      Auditor’s Report - Tina and Celeste for Mary

A.     Tina reported that the Audit looks at the income and expenses for a 6 month period in our case:  August 1, 2007 - January 1, 2008.

B.     Bank accounts and Quick Book balances are reviewed and everything came out in check.

Motion was made by Susannah to approve the Audit.

Lisa seconded the motion.  Motion approved.

 

           V.      Teacher’s Report - Ernie Imura

A.     Ernie stated the staff is happy with everything.  Thank you in advance for the coffee cart Friday, March 14.

B.     Ernie reports that Julie Brody and Jill Smith are working to plan another hot breakfast for the Breakfast Club.

C.     The Staff is happy with the checks.

D.     Ernie met with Mike to discuss when to hold the Back to School staff luncheon or breakfast.  It will be a lunch held before school begins, date to be determined.

        VI.       Principal’s Report - Mike

A.     Visioning Meeting Update

1.      Reaffirm that the core program at Hillview is more than English, Math, Social Studies, Science and PE; it includes the electives and Music and Arts.  The hope is that the students will have an interdisciplinary experience here at Hillview.

2.      In one of the meetings it was mentioned how difficult it is becoming to find CORE teachers.  To be a CORE teacher you need to be credentialed in both Social Studies and English. That threatens the long-term presence of our CORE program.

3.      Mike mentioned that in the Multi Use/ Performing Arts building, he would like to see multi use seating not fixed seating and a space for a larger conference room.  The draft of the plan may be available at the next board meeting.

B.     Strategic Plan and Scheduling

1.      Mike commented on the Districts direction for the next 5 years:

·        One of the biggest issues for the District is Childcare.  Are we going to do something about it?

·        Another issue is a proposal for a nine period day for next year.  Regular school day would go from 8:35am- 3:10pm.  We could have a 0 period from 7:45am- 8:30am and an 8th period from 3:15pm-4pm.  Thursdays the schedule would be 8:35am-2:10pm and 2:15pm-3pm.  The goal would be that you are not required to do a 0 period or an 8th period, but if you want to take foreign language and an elective you must do one of the extra periods.  We are trying to get in compliance with state PE requirements.  The cost of making this change has not been worked out.

      VII.      Vice Principal’s Report - Joy

A.     General School Update

1.      Star Writing Test was held last Tuesday for the 7th graders.

2.      First week of May will be STAR Testing for all grades.

3.      The 8th grade Biography Tea was held Thursday, March 6, 2008.  It was a wonderful event and Joy thanked all who helped with it.

4.      On Friday, March 7, 2008 Hillview held its first ever 8th grade Career Day.  Parent/community professionals came out to speak to the students about their careers.  The day concludes with a motivational speaker.

5.      7th and 8th grade dance was held that same Friday.

6.      Grades are due today and report cards will be sent home with students on the Monday following Spring Break.

7.      On Tuesday, March 25, we will have an Adopt a Pet info day.  This was a proposal from two 6th graders as part of their exploratory class.  They will have flyers available about Pets in Need/SPCA to inform parents/students of their needs.

8.      Thursday, March 27, there will be hearing screening for current 8th graders and new students to the District.

9.      High School Registration packets are due on March 24.

   VIII.       President’s Report - Marsha and Joyce

A.     Joyce and Marsha reminded the board that the upcoming PTO Council Speaker, Madeline Levine, will be here at the Hillview Multi at 7pm.  Any help with setup is appreciated on March 26.

        IX.      Vice President’s Report- Lisa and Natalie

A.     Logowear Contest

1.      Hawk Talk was going to announce the Logowear design contest this morning.  The contest will run 3 weeks.  This is open to current 6th and 7th graders.  There will be a box in the office for the submittals.  The contest will conclude on April 11.  Students will receive Block H for participating.  Student Activity directors will decide what category this would fall under.  Natalie will follow up with Lynn Eisner.

B.     Parent to Parent Meeting

1.      Lisa mentioned that the next Parent to Parent meeting will take place on Wednesday, April 23, 2008.  It will be publicized soon in the newsletter. Are there any suggested topic questions that would create interest in attending?  The evening meeting will include sharing ideas and information on parenting middle school students with the help of Joy, Debbie and Robyn. Please submit questions by email or in writing before the meeting.  What are the issues out there that you would like addressed? 

C.     Recruiting for 2008-2009 Committees

1.      Natalie and Lisa mentioned that they still need to fill a few openings on the committees; Community Festival Chair and Display Case. 

           X.      Status updates

A.     Parliamentarian Report- Tina and Celeste

1.      Update on Nominating Committee

a.       Tina and Celeste have all but one position filled for the 2008-2009 PTO Executive Board.  They will have the slate ready for the next meeting in April.

        XI.      Committee Reports

A.     Hillviewer - Susannah reporting for Kim Guthrie and Gail Blumberg

1.      Kim and Gail have produced 3 issues of the Hillviewer so far this year with one more to come, for a total of 4 issues.

2.      The process is running smoothly.  Kim pulls the content together; Gail formats it.

3.      They recommend 3 issues for next year. 

4.      Marsha asked the Board for feedback about receiving the Hillviewer by email.

B.     Student Activities - Joyce reporting for Rebecca Bloom

1.      Provided support for Math day and the Turkey Trot which occur in the fall.

2.      Counted ballots for the student elections in the January election and will do so for the end of the year election.

3.      They process the Talent Show Ticket orders.

4.      The committee has great parent volunteers and things are great.

C.       Honor Roll Certificates - Molly reporting for Alice Hom and Celeste   Baranski

1.      SAD give names of Honor Roll Certificate recipients.  They are categorized by Principals Distinction, High Honor, Honor Roll and Staff Bonus.  There are usually 450 per semester all color coded.

2.      Due to mandated nutritional guidelines, the handing out of treats during lunch for the Honor Roll recipients was discontinued.  The money that would have been spent on this was asked to be spent on something more community oriented.

D.     Music Program - Report not available for this meeting.  Stasia will follow up on this report for the next meeting.

E.      Renaissance Faire- Molly

1.      Molly reported that the plans for the Renaissance Fair are going well.  More help may be needed on the committee for future years.

      XII.      Other Business

A.     Menlo Park School Board Liaison - Jeff Child

1.      A sub-group of the Hillview Visioning committee completed their report last night.  This working product will now be turned over to the architect.  Some key design points:

·        To have a pleasant central courtyard.

·        One on one computers (every student would get a computer when they enter in 6th grade and then return it at the end of 8th grade).

·        Performing Arts building/Multi use space to hold performances, speakers and meetings seating approximately 350 and including a stage.

·        Library with new media.

2.      The Budget for next year will include a 10% across the board cut.  Our number that we are using is a $500K reduction, which is how we think the state budget crisis will affect us.  We may possibly be in a deficit next year.  We do have a Reserve Fund and there is a committee looking at how to best deal with next years budget reduction.

3.      Jeff updated the board on school construction: 

·        No EIR for Hillivew

·        Oak Knoll will submit a negative deck EIR March 11, 2008.

·        Encinal will also submit an EIR on March 11, 2008.  It includes impacts we think we can’t mediate. 

·        Laurel’s EIR is already finished.

4.      Jeff stated that the 2008-2009 school calendar came out, but it is still being negotiated.

B.     PTO Council Update - Susannah

1.      At their last meeting they talked about leadership and what it takes to be a leader with all of the changes that are taking place; empowering leaders/staying flexible, setting the vision and sticking to it.

2.      The Council also discussed their budget for future speaker events within the District; they would like to increase their funding for high caliber speakers.

3.      There was a presentation done by a Task Force headed by Maria Hilton,  to address the topic of Fundraising in the District and the objective was to look at other Districts on how PTO and Foundation fundraising is conducted. Susannah stated it was very interesting.  It was recommended to have a fundraising summit each year to get clarity on how they can both work together.

   XIII.      Meeting Adjourned at 9:53a.m.

Respectfully submitted,

Karla Mohrman