Minutes of the Lincoln School PTA Board meeting
Tuesday, February 3, 2004 - 8:15 am - Hartwell Multipurpose Room

Present: Nancy Marshall, Patty Spencer, Laurie Manos, Scarlett Carey, Maria Hylton, Kathy Clark, Caroline Boeckman, Leslie Hallowell, Tricia McGean, Susan Pease, Denise Gieseke Sue Wolff, Joanna Wills, Kerry McGinty, Carey Cort, Sandy Storer, Cathy Jahrling, Deanna LaFerriere, Jan Nyquist, Janet Ready, Paul Naso, Poppy Milner, Amanda Hill

Call to Order: 8:40
Announcements and Recognitions:
Nancy applauds the Sock Hop organizers Debbie Page, Margie Brown and Caroline Boeckman for a great event. Raffle tickets brought in $897. Strongly urge next year's organizers to stick with the Winter Carnival weekend as it adds to spirit and promotion.

Joanne McMacus visit and Book Room dedication was postponed due to weather last week and rescheduled for tonight at 7pm. She will speak about her advocacy for literacy.

Kerry McGinty requests any digital pictures for inclusion in this year's yearbook. Send to Kerry or Mary Pappas.

The grant monies voted on last month were approved by the School Committee (which must approve all money coming into the school.)

VOTE to accept January minutes.

Annual Giving Drive - Joanna Wills
$20,500 has been received and is 1/3 down from the budgeted income. In the past, room parents have been asked to make phone calls encouraging donations at end of drive, but many express discomfort with the practice. Instead, Joanna passes around call lists and scripts for volunteer PTA board members. Comment was also made that the donations tend to continue through the end of the year, precipitating premature concern sometimes.

Unfortunate and incorrect assumption among many that PTA is flush with funds. In fact, there will need to be cuts in next year's Assemblies & Enrichment programming due to shortfall if donations are not continuing.
Discussion about changes to future Annual Giving Drive methods:
" Contribution request letters should be personally signed by acquaintances on PTA Board to improve donor motivation.
" Initiate the Annual Giving Drive in the summer mailing packet with a "one-check" option to include membership. [Based on fact that many contributors to AGD expect to receive the directory, but neglect to pay membership dues.] Traditional October mailing would then omit names of those who already gave.
" Need to publicize goal of 100% participation in AGD.
" Continuing need to clarify different purposes of membership dues vs. AGD contributions.

Random Acts Of Kindness - Laurie Manos
January act was coffee and croissants (with kudos to Donelan's for providing best price), organized by Laurie Manos, that were eagerly gobbled up in teacher's lounges. February volunteer is being checked. Sue Wolf is March. Additional act suggested is parent volunteers to clear snow from teacher's cars in event of midday snow storm.

By-Laws - Nancy Marshall & Joanna Wills
As PTA members we are required to update the by-laws every 3 years. In process and will post online.

Assemblies & Enrichment
Grades K-2 - Kerry McGinty. $11,620 has been committed out to the $12,000 budget. Funds are fairly evenly distributed among the three grades. Suggestion to inquire whether Andrew Green of Potato Hill Poetry could give a reduced combined program rate as he works in grade 3 each year as well. Salute to Reading program to take place in March for grades K-4 and World Cultures program in grade 2.
Grades 3-5 - Leslie Hallowell. Discussions are ongoing with Paul Naso about whether cost of Nikki Hu program can be absorbed into school budget. METCO funds may influence PTA contribution to Motoko storyteller program. Longstanding program by Bay Colony Educators may not take place due to scheduling problems, in which case funds may be sued for David Coffin to do Cape Cod sea shanties performance. Also suggested to ask him about price discount possibility for multiple visits, as he is already providing a medieval music program in same grade.
Grade 6-8 - no representative in attendance.

Ways & Means
Sock Hop final numbers not completed. Investigating copier toner recycling program.

Community Enrichment - Susan Pease & Trish McGean
New family program for MARCH 19 is Celtic Music by Robbie O'Connell including live music and dancing. A volunteer cooking sign-up for possible pre-show dinner is passed around.
Possible program by author of Too Much of a Good Thing is under consideration.
Possible future collaborations with Sudbury Curtis Middle School under consideration.
Bill Harley story teller booked for November 04.
Continuing plans for LEGO informational/workshop programs. Tuesday March 2 and 9 dates are discussed with conflict noted on 2nd with School Committee All School meeting. Lincoln Journal coverage is suggested.

School Community Book Group - Sandy Storer
Possible community book group to discuss 3-4 books per year could give school community a "common language." First book, Queen Bees and Wannabes scheduled for Tuesday, Feb 24 at 9:30 am. Guidance and Social Work staffs have agreed to attend. Sue Wolf volunteers to organize next meeting.

Assistant Superintendent's Report - Paul Naso
Principal Search Committee met last week. Parent representatives: Sandy Storer, Gina Halsted, Nancy Marshall, Cindy Sweetser and Sandy Hessler. Teacher representatives: Judy Glassman, Kerry Boyd, Poppy Milner, Susan Totten and Terry Green. 38 applicants have responded, which is reflective of other nearby communities today, versus up to over 100 applicants here and elsewhere in past years. Most are locally based. February 25th forum will allow public to meet finalists. Appointment to be made mid-March. Mini-Link and backpack notices announcing finalists' meeting dates will be sent after February break. Nancy urges an earlier publicity, despite possible schedule changes, as it is better to err on the side of too much/early information rather than too little/late. Sandy reminds all that each person who expressed an interest in serving on the Search Committee was included and she emphasizes the importance of everyone participating in the opportunities to meet the candidates.

METCO Update - Poppy Milner
Cynthia Dixon has an ill child at home today and could not attend. METCO parents are not represented on the Principal Search Committee due to conflicting meeting times. Christina Horner's temporary replacement is being sought while she is on maternity leave. Christina has been advocating at the State House for METCO program funding METCO Lobby day rally to take place on March 18.

Principal update

Jerry Schultz cannot attend today's meeting due to student matters.

Principal's Advisory Council - Laurie Manos & Patty Spencer
The Principal's Advisory Council is mandated by State law to provide a parent/teacher advisory council to the Principal in 4 areas (see presentation handout.) (Parent members cannot simultaneously be PTA Board members.) Monthly, hour-long meetings must occur at least 8 times per year. Function of the Council is perspective sharing. There is no formal process currently in place for input from the larger school community to be shared with the Advisory Council nor for dissemination of the Council's findings. In past years, Principal Joanne McManus used PTA meetings as a venue for sharing the Council's activities. Nancy Marshall suggests that the Council create meeting updates that can appear in the Mini-Link. Laurie and Patty also suggest that PAC members could be listed in directory to facilitate lines of communication. They also recommend that the PTA summer mailing form for recruiting PAC members continue to be more descriptive and informative. They further suggest establishing a PAC-PTA liaison. Topics discussed among the Council this year include the School Committee's School Improvement Plan, an exit poll for students moving to private school conducted last year and a TAGLIT survey, as well as report card revision.

A related discussion on survey results ensues, with the comment that results are rarely disseminated, defeating the purpose of gathering the information in the first place. The Middle School Survey in particular is noted, but Jan Nyquist relates that it is being held back by Mickey Brandmeyer to allow teachers and opportunity to assess and react to the results prior to its release to the parent community.

Treasurer's Report - Jan Nyquist
Income from fundraising events is down $1600 from budgeted and Annual Giving is down 1/3. Must receive an additional $5000 from Annual Giving to avoid forced Assemblies and Enrichment program cuts at the March meeting. Though revenues are not ok, expenses are in line. Elisa Sartori has graciously agreed to prepare our taxes and has filed for the needed extension.
$1000 budgeted in the past for maintenance of the green playground is now available for outdoor recreation purposes (Recreation Dept. has taken on maintenance duties.) Teachers have been requesting recess equipment and games for indoor and outdoor recess needs. Nancy asks for 2-3 volunteers to canvas teachers and present their finding to the board. Deanna LaFerriere, Trish McGean and Sue Wolff volunteered.

Student Council is not in place this year due to lack of volunteer teacher advisor. Suggestion that parent facilitator be sought for next year.

General Mills box-top cutting promoted for future meetings- bring scissors!

Meeting adjourned 11:00
Minutes respectfully submitted, Amanda Hill

Next Meeting March 2, 2004