Minutes of the Lincoln School PTA Board meeting
Tuesday, September 11, 2003 - Hartwell Multipurpose room

Present: Angela Kadlec, Kerry McGinty, Carey Cort, Susan Pease, Janet Flory-Snell, Nancy Styles, Laurie Manos, Caroline Boeckman, Fan Watkinson, Ann Favaloro, Cathy Jahrling, Denise Gieseke, Rebecca Andre, Susan Salm, Janet Ready, Mary Pappas, Sophia Spiliakos, Jennifer Andonian, Kathy Clark , Lindsay Clemens, Mary Derbyshire, Scarlett Carey, Ann Rothenberg, Karin Levy, Poppy Milner, Tricia McGean, Jan Nyquist, Jerry Schultz, Nancy Marshall, Mickey Brandmeyer, Paul Naso, Joanna Wills, Sandy Storer, Amanda Hill

Call to Order: 8:30am
Introductions made by all attendees.
Recognitions offered by President Nancy Marshall to all who helped with summer mailing. (Nancy receives thanks from Amanda for posting mailing mid-summer.) Thanks also to bus monitor volunteers and 4th of July parade riders, to Janet Flory and Rebecca Andre for the Welcome Back Teacher Luncheon, to Mary Derbyshire and Lindsay Clemens for promoting the Gift Sale at the luncheon and arranging a raffle prize, to Maureen Haviland, Amy Goodwin and Dorothy Shamonsky for advertising the PTA Picnic with flyers and signboard, to FanWatkinson for plantings and landscape care around the school, to Caroline Boeckman and Kathy Clarke for coordination of volunteers.

Announcements: Nancy Marshall
Reminder that all PTA requests for checks and reimbursements be directed to PTA Treasurer Ann Heller's file in the Smith Office. These should be accompanied by a detailed a description of the expenditure to clarify bookkeeping. Please do not wait until the last minute to make requests! Money (cash or checks) coming in should be hand delivered to Assistant Treasurer Grace MacLean (assistant in Nancy Pollock's room). Please pre-count totals and document source of all monies.

Discussion of PTA communication protocol. All issues need to be submitted for inclusion on agenda to permit all-Board discussion and official recording. Please email your agenda items to Nancy Marshall.

Challenge for Change program last year raised $800 for UNICEF. Cambridge Trust Bank has offered to count change for PTA in the future. Sandy Storer volunteers to be coordinator for this middle school project.

Middle School Forum. The Middle School survey, co-written by Julie Dobrow and Mickey Brandmeyer, was originally sponsored by the PTA without commitment to financial support. It was received and responded to by middle school families at the end of last school year. Many issues of school policy, curriculum and personnel were part of the survey responses, so that its analysis now appears beyond the purview of the PTA and seems to lie more appropriately with the Administration and School Committee. Discussion arises about the nature, if any, of PTA role in survey/forum and the appropriateness of the PTA's continuing name as survey/forum sponsor. Should PTA withdraw its name as sponsor while remaining supportive of middle school dialogue in general? Suggestion made that PTA's role could be to facilitate the survey results being actionable. Suggestion made to have Mickey Brandmeyer comment on PTA role. [This discussion paused for other business. See continuations at further points in minutes.]

METCO Update
Poppy Milner , PTA Liaison, academic advisor to METCO students and teacher of Bridges classes in grade 7 is introduced. Poppy describes year off to a good start, expecting full METCO enrollment by next week. Budget cuts have stretched core staff to some extent, particularly with elimination of clerical aide. Describes the METCO/PTA interface as important in helping METCO parents feel connected to school community. PTA support could also come through office support and participation of families in monthly visiting days. Unfortunately, tomorrow's Back-to-School Picnic will not have a late bus to enable Boston students' participation. METCO Director Christina Horner worked on grants for summer program as well as Boston/Lincoln student dance program. PTA could participate in that initiative.

Principal's Report: Jerry Schultz
Other than moldy classrooms, off to a good start. All carpets tested on September 5 with results expected tomorrow. Professional clean-up in process in 5 classrooms in Smith and 2 in Brooks as well as Speech& Language Office. Town has declared mold non-toxic, but allergenic. Psychosomatic reactions also possible. Library limited to book check-out while serving as a substitute classroom. Insurance will cover part of cleanup expense. Displaced teachers doing their best. PTA could consider initiating small support gestures for these teachers.
New staff described in glowing terms includes first grade teacher, grade 6 science teacher, grade 7 math and social studies teachers, middle school French teacher (with drama and chorus experience), 2 SpEd liaisons (one to intern with Jerry), math curriculum specialist and job-sharing math specialists. Librarian has reading specialist training.
Grade 3 science will receive 2 periods/week of enrichment from Terri Green and grades 1 & 2 will receive 1 period per week.
Grade 4 demographic of low girl population - only 6 girls per classroom. Concerns are especially about power dynamic in years to come. Seeking strategies to bring girls together. Jerry will lead a parent discussion.

Instrumental Music : Grade 5 & 6 will receive one period per week on drum, guitar, saxophone, violin, clarinet or chorus(in grade 5 to be taught by Middle School French teacher Ron Nevareau). Instructors not available until later in the month. Students/parents will be resurveyed about instrument selection. Nancy reminds that a Wednesday after school ensemble exists for students with 2 or more years of instrumental experience.

Gym classes in grade 5 are limited to one time per week due to insufficient teacher scheduling slots. The class will be devoted to Health instruction during part of the year, thus eliminating any in-school physical fitness for students at that time.

Question about state of technologies for emergency preparedness.
Response: A Safety Plan, including emergency drills, will be implemented this year. Parent/child reunion system is also being designed. Lack of cell phone service in town requires alternate contact plans. Up to date and legible Emergency Response Cards are critical and parent non-responders must be contacted - PTA could assist Tricia Castagno with this task.

Board offers thanks to Jerry for a strong start to the year and for his informative letter.

Superintendent's Report: Mickey Brandmeyer
One summer accomplishment was the redesign of the Smith parking lot. Mold did throw a wrench into the smooth start of the year. The abatement program will go out to bid after final results come in.
Recent School Committee meetings addressed next year's budget and preparations for predicted budget challenges ahead. Mickey welcomes new Assistant Superintendent Paul Naso.
Mr. Naso describes his process of working to understand history, practices and priorities of Lincoln Schools. Will be developing an entry plan based on teacher and parent meeting over next 6-8 weeks. Competition exists between priorities which must be both valuable and doable. He thanks all for the warm welcome he has received.

Nancy reminds Assemblies & Enrichment teams that Mr. Naso is interested in assessing the curricular alignment of the PTA programs, so please keep him apprised of developments.

Comment that last year's Town Meeting revealed lack of awareness within larger community of budget discussion and decisions, despite that fact that they had occurred well prior to the March meeting. Discussion about the need to apprise the community in advance, possibly via PTA website and Minilink.

Question to Mickey about nature of PTA role in Middle School Forum.
Mickey, Judy Glassman, Jerry Schultz and Julie Dobrow created parent, teacher and student versions of the survey that resulted in good returns with much data. Now need to be compiled, analyzed and prepared into a report. Will defer this action until after the budget and METCO discussion.

Suggestion made that a letter to parents and a Lincoln Journal article be composed that will alert community to this temporary on-hold status of the Middle School Forum , with description of continuing plans for future action

Comment about the need for the PTA's discontinued role in the survey to be explicitly stated as the PTA has had no involvement following the mailing of the survey. Furthermore, teachers need to be respected and informed as to who is evaluating the findings of the survey.

Many comments of frustration about ongoing middle school dilemmas without any apparent action . Counterpoint that Mickey Brandmeyer and new School Committee arrived during the time of budget crisis that impinged on many other important issues. The School Committee is currently designing a road map for a strategic long-term plan.

Non-middle school parents express curiosity about contents of survey.
Comment that parents need to have input during decision making process, rather than only reacting after findings are presented.
Comment that parents need to have faith in Superintendent's office.
Comment that release of raw survey data does not serve any productive purpose.

METCO Forum update Results of the survey that solicited concerns for discussion at the PTA co-sponsored forum have been compiled and posted. Mickey describes his task as providing more information on the issues of concern raised in the survey and ensuring that all voices will be heard fairly. The moderated forum will take place in late Nov/ early Dec.
Jan Nyquist reiterates that costs, history and structure are all areas of interest. A key concern is that both sides be heard and to keep the discussion fruitful and emotionally sensitive. Given Julie Dobrow's move from PTA to S.C., will the PTA select another representative on the METCO Steering Committee? It would be a spotlight position. As a sponsor of the event, a PTA representative ought to come from the Board/Committees. Jan is not currently on the committee (Julie took her place) but the S.C. may decide to increase its representation to two people. Nomination suggestions and volunteers should contact Nancy Marshall.

PTA & Middle School Survey/Forum discussion continued:
Discussion arises about nature of PTA role due to lack of formal involvement with survey development/analysis. Implicit in PTA's original statement of support was an assumed role for the PTA in the process of the survey development and analysis. In fact, this was not achieved. Furthermore, the survey outcomes revealed results that are beyond the scope of the PTA. VOTE stating that, though PTA continues to endorse the School Committee's and Administration's efforts, and is willing to facilitate a forum in the future, it concludes its involvement in the survey and transfers oversight to the Administration and School Committee.

VOTE to approve minutes of the June 2003 PTA meeting.

Vice Presidents' Report: Joanna Wills, Janet Ready, Sandy Storer
The VP's will coordinate the Room Parents at a meeting tomorrow.
Tomorrow's Back-to-School Picnic will take place without entertainment as this piece was missing from the job description they received and was not recognized as a duty.

Assemblies & Enrichment
Carey Cort and Cathy Jahrling - The Panache Steel Band will perform fro grades 1-5. This program was coordinated with the Alcott School to lower cost. Poetry In Motion will take place December 16. A request for a puppet show has been received to compliment future DeCordova puppet program.
Janet Ready reporting for Leslie Hallowell & Michele Baltay - Planning ongoing.
Fan Watkinson, Anne Rothenberg, Deanna Laferriere met with teachers last year to better coordinate programs with curriculum. Will be repeating 4 of the 6 programs in grade 6. Grades 7 & 8 will have newer programs due to curriculum changes.
Reminder that last year it was decided that Olympic Day for grade 7 would be funded through that grade's A&E budget ($750) and not as a separate line item.

Treasurer's Report - Jan Nyquist
Jan distributes copies of the "Process of Requesting PTA Financial Support" document and describes the requirement that requests be pre-screened before presenting to the Board. Also, consideration will only be made at 2 meetings per year - Nov. and March.

Jan distributes treasurer's report. Fundraising projects with better than expected income include Gift Wrap and Sock Hop. Programs doing less well than budgeted were Ski and Skate (possibly due to date) and Plant sale (higher than expected expenses.) Important to note for future planning that Annual Giving Drive exactly met budget. Question about missing anticipated Soccer Coffee income. Amanda will ask Joannes V. and W. if it has yet to be declared. Fun Run did not take place as scheduled last year (weather) and Community Enrichment is not budgeted as an income maker, though it was in past years.
Expenditure areas that under spent budgeted amounts include: A&E programs, the budgeted grade 7 field trip that did not take place, the New Teacher Fund that had fewer teachers, the discontinued Parent Pages, and Administrative expenses possibly due to no purchases of stationary. Over budget items include Playground Picnic since it also included Olympic Day expenses (now transferred to grade 7 A&E budget) and Appreciation which has skyrocketed. Resulting net income was $12,643. And after consideration of liabilities net available $4,946.25, there is approximately $17,000 available to meet funding requests at November meeting.

Sophia Spiliakos requests and additional $54.31 for extra equipment for new PTA owned digital camera. Contact Sophia to borrow camera to document any and all school events.

Ways & Means
Gift SALE - Mary Derbyshire and Lindsay Clemens report that the former Gift Wrap sale has been renamed to emphasize the many other products available. They are seeking to raise awareness about this, the 2nd biggest PTA fundraiser. Considering rewarding high selling classrooms. Mary and Lindsay are urged to dress up in box costumes again this year to promote participation. The sale will run for 2 WEEKS from SEPT 19 TO OCT 3 WITH NO EXTENSION!
Fun Run - Nancy Styles Scheduled date Oct. 22 for grades 2-8. Hoping to promote participation in grades 6-8 via Scott Burke. Hanscom students will also be invited as a courtesy, but funds raised will stay within Lincoln PTA. Seeking donations of prizes.
General Mill Box Tops - Ann Favaloro reports $85 worth have already been collected in the 7 days since school started. Collection boxes are at both school entrances.
Amanda Hill needs to look over large file of material on other potential fundraisers.

Mary Pappas suggest taking over video recording of Nikki Hu productions for sale, but general recollection is that this is copyrighted material. However, other school productions might produce saleable videos.

Community Enrichment - Susan Pease
Considering a speaker with panel on some topic for fall. Suggestion made that it could possibly connect with teacher's Institute Day. Family Night Out for spring may be coordinated with theme of Lincoln's 250th Anniversary (in April 2004)

Discussion and VOTE on Mason's CHIPS program: Board votes to invite Lincoln police to promote this program via the Mini-Link if they choose to host it. The PTA declines sponsorship. Sandy Storer to follow-up with Lincoln Police.

Communications/ Mini-Link - Mary Pappas
The School website in the past has rarely has managed to display the current issue of the Mini-Link. Mary volunteers to get the weekly copy directly from. Cindy Sweetser/Maureen Haviland for timely posting to the school website. The need for more PTA personnel to be capable of making website postings is noted.
Nancy requests that anything that represents the PTA, and that will be published in the Mini-Link or on the website be previewed by Nancy and the VP"s.
Nancy thanks Maureen for signs publicizing the PTA picnic.
Nancy asks if Community Enrichment group could somehow promote and publicize local parent education opportunities (Fenn School newsletter given as an example.)

Membership/ Directory - Sophia Spiliakos
226 members have joined PTA so far this year. Next few Mini-Links will include the registration form.
Directory changes will be solicited from all families with due date of Sept. 15. Will go to printer on Sept. 19. Advertising to offset directory costs has been purchased by Hunneman-Coldwell Banker at $750, Cambridge Trust Bank at $350, Lexia Learning Systems at $175 and Something Special at $175.

Open House dates:
Grades 5-8 on September 24 at 7pm. Grades K-4 on October 1 at 7pm.

Meeting adjourned at 12:00
Minutes respectfully submitted, Amanda Hill
Next meeting Tuesday, October 7, 2003 at 8:30 am sharp! Harwell Multipurpose Room