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Meeting Minutes

Springfield Parents for Public Schools

MINUTES

November 18, 2008 at Lincoln Library

Attendees: Arthur Neal, Judith A. Johnson, Eloise Baird, Nia Odeoti Hassan,

Pat Carpenter and Lisa Brunson.

Call to Order

The meeting was called to order at 7:15 p.m.

Introductions

Introductions were made, and the group welcomed SPPS member Lisa Brunson,

who will act as liaison for the Springfield Parents of Students with Disabilities

Committee.

Minutes

It was noted that a correction should be made to the September 23, 2008 minutes

to reflect that Pat Carpenter attended the meeting in person. Judy Johnson moved

to accept the May 27, 2008 minutes as presented and the September 23, 2008

minutes as

corrected. Pat Carpenter seconded, and the motion passed.

Treasurer’s Report

Although Mike Lopez was unable to attend the meeting, he reported by e-mail

that there is currently $571.16 in the checking account. Upcoming bills include

$250 in national dues and $20 for the post office box fee, which will leave a working balance of $301. Art Neal asked that we use some of this remaining money to print a supply of membership forms. Nia Odeoti Hassan moved to accept the Treasurer's Report subject to audit. Judy Johnson

seconded, and the motion passed by unanimous vote.

Art Neal recommended that we pay annual dues to national of $250 and the $20

post office box fee. Judy Johnson moved to accept Art Neal's recommendation.

Nia Odeoti Hassan seconded, and the motion passed.

Springfield Parents for Students with Disabilities

Lisa Brunson reported that the SPSD Committee hosted a meeting on November 8th at Springfield Ball Charter School for parents of students with disabilities. Attendance was estimated

between 175-250. Lisa shared results from both the Interest Survey and Support

Services Satisfaction Summary with the group. It was agreed that electronic copies

of the survey results would be e-mailed to board members. The return rate was 73

of each survey, and many contained good comments and suggestions. Dr. Milton

and Leu Baker will each receive a binder with the survey results and a video of the

meeting.

Lisa stated that she saw a lot of hope in those who attended. She shared a

preliminary outline for the 2009 Winter Symposium SPSD is planning in collaboration with District 186. The goal of the symposium is to help educate parents so the parents can help their

children. A conference planner has offered the Dove Conference Center, and other

suggestions included the Carol Jo Vechhi Women's Center and Southeast High

School. Judy Johnson suggested holding the symposium at a school. She also

suggested we ask the school district to run a banner on their website announcing

the symposium and ask Sarah Watson to put a blurb in school newsletters.

It was suggested that the National Honor Society could be asked to provide child

care and perhaps Special Education Assistants could provide guidance. Art asked

for the e-mail addresses of the SPSD Committee members.

Eloise Baird moved to accept the proposal submitted by the SPSD Committee a

2009 Winter Symposium. Pat Carpenter seconded, and the motion passed by

unanimous vote.

School Board

Judy Johnson stated the key issue for the Board of Education is facilities planning and finding the dollars to accomplish mandated programs, such as gyms for middle schools. She indicated there was a discussion last evening on sales tax and the board voted to implement the plan for HVAC (air conditioning). Judy said there were eight districts with a referendum voted on in the recent election and only one of those passed.

Membership

Pat Carpenter moved that we print membership forms. Nia Hassan seconded, and the motion passed. It was agreed that we would print the forms with membership benefit information on the back.

President's Report

Art attended a Los Angeles Parents Union meeting at ISU last Wednesday. Two members from the Los Angeles Parents Union explained how they walked a lot of neighborhoods and got parents involved in the school system. The union petitioned the Los Angeles school district for charter schools. As a result, the Green Dot Schools, which emphasize parent involvement, came into Los Angeles.

Art shared a packet from the Academic Development Institute which was distributed at a Title I meeting on parent involvement. We have a link on the SPPS website to www.adi.org.

Website Update

The forum section on our website was not being used and has been disabled. This opens a page for the SPSD Committee to post information for parents. It was suggested that we could use a Yahoo group to communicate on topics of interest. Art would like to see larger fonts used on the website.

School Board Candidates Forum

Art Neal suggested that SPPS host a candidates forum prior to the next school board election to be held April 14, 2009. Judy Johnson stated that the candidates will file in the third week in January. Suggested locations for a forum included the Illinois State Museum and the Auditorium at the Hoogland Center. Members up for election are: Judy Johnson, Melinda LaBarre and Erin Conley. Melinda LaBarre has indicated that she plans to retire.

Internet Safety Night

Art Neal suggested SPPS sponsor an Internet Safety Night event, perhaps to be held the first week in February. Franklin Middle School has hosted such an event in the past, and the turnout was good. It was suggested that a Sheriff could present the program and SPPS could sponsor the presentation.

Adjournment

Pat Carpenter moved to adjourn and Nia Odeoti Hassan seconded. The motion carried, and the meeting was adjourned at 8:28 p.m.

The next SPPS meeting is scheduled to be held on Tuesday, January 27, 2009 starting at 7:00 p.m. in the Bicentennial Room at the Lincoln Library.

-----------------------------------------------

September 23, 2008 at Lincoln Library

Attendees: Art Neal, Mike Lopez, Eloise Baird, Mary Ellen Carlson and Pat Carpenter.

Call to Order

The meeting was called to order and introductions were given.

Minutes

Mike Lopez moved and Eloise Baird seconded to accept the minutes from the May 27th meeting pending any additions or changes.

Treasurer’s Report

Mike Lopez reported that the fiscal year close out balance for the checking account was $276.67. Including deposits from renewing members of $240.00, the current balance is $516.67. National dues of $250 are upcoming.

Mike has made contact with an education association that may be willing to donate to our group. The post office box key has changed because we changed the name of the box holder from Tarr Enterprises to Springfield Parents for Public Schools. Mike has finalized changes to the INB checking account to current officers and completed the filing required by the Internal Revenue Service by September 15th.

Springfield Parents for Students with Disabilities (SPSD)

Mary Ellen Carlson reported that the Springfield Parents for Students with Disabilities group (formerly called Springfield Parents for Special Education) has met with Dr. Milton twice. A third meeting with Dr. Milton included Project Choices, a free program sponsored by the Illinois State Board of Education. Leu Baker arranged for Project Choices to make a presentation to parents and then to teachers. Mrs. Baker would like offer Project Choices as part of a pilot program at a few schools. Project Choices helps teachers look at inclusion ideas to help through interventions for students with learning disabilities.

Mary Ellen explained that some issues include the lack of technology at the student level, what happens with IEP's (individual education program plans), sharing resources and mentoring parents. The group is striving to be positive. This group hopes to have another meeting with Dr. Milton soon.

President's Report

Art Neal asked that everyone present share their contact information. He then explained that the FACE (Family & Community Engagement) group which morphed out of VOICES is attempting to reach out to the community with events throughout the year. The first event will be called, "Did You Know?" to answer FAQ's. They are working on a directory similar to the District "yellow book" used by employees. Other goals are to show parents how to read the school report card and initiating parents to the online grade books.

The Parent Academies are separate from the FACE group. the FACE group will be hosting events in the spring regarding academics.

Art reported that the September 3rd Conversation with the Community featuring Dr. Milton at Memorial Hospital had an excellent turnout and was attended by several SPPS board members.

New Business

Mike Lopez suggested we push for membership by setting up a table at grade school functions.

Art Neal shared a fundraising opportunity for those who may be interested at the school level. The packet entitled, Lights for Learning, is sponsored through the Department of Commerce and Economic Opportunity and ComEd and involves the sale of compact fluorescent light bulbs (CFLs). This packet is available by e-mailing spps11@comcast.net.

Adjournment

The meeting was adjourned at 8:30 p.m.

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Springfield Parents for Public Schools

Meeting Minutes

May 27, 2008

Attendees: Eloise Baird, Nancy Rosse, Nia Odeoti Hassan, Mike Lopez, Evelyn Ivy, Arthur Neal and Patricia Carpenter (by proxy).

Call to Order

The meeting was called to order shortly after 7:00 p.m.

Minutes

The minutes for the March 25th meeting were distributed via email. Nancy Rosse moved to accept the minutes with approval pending any additions or deletions. Nia Odeoti Hassan seconded, and the motion passed by unanimous vote.

Treasurer’s Report

Mike Lopez presented the treasurer’s report. There is currently $323.67 in the checking account minus anticipated $10 government filings fees leaves an available balance of $313.67. Mike indicated that the post office box was originally in Linda Tarr’s name and that the transfer to SPPS ownership has been completed. The bank signature transfers have also been finalized. Mike noted that he completed the necessary steps so that we are now listed on the official State of Illinois website as a 501c3 organization in good standing.

Website

Eloise Baird indicated that we have two websites www.springfieldpps.org and www.springfieldpps.com and that when work on the new site is completed the .org can feed to the other. GoDaddy will host both sites. Randy Pratt, the original web designer, has agreed to support us during the switch and has offered to help with the transfer.

Election

In accordance with our by-laws, three people served on the Nominating Committee: Nancy Rosse, Mike Lopez and Paul Truax. According to the by-laws, Article V Section 5, one more than half of the currently elected Directors shall constitute a quorum of the Board for purposes of conducting business at any regular or special meeting. Section 1 of Article V states that the Board of Directors of this Chapter shall consist of no less than four (4) and no more than twenty (20) persons.

The committee received many nominations but made the decision to shrink the board to make it easier to get a quorum at meetings. It was their hope that those who were nominated will still participate in SPPS at the committee level.

Nancy stated that Art Neal agreed to be President and Patricia Carpenter, via e-mail, agreed to become Vice President. Mike Lopez is serving the second year of a two-year term as Treasurer, and Eloise Baird agreed to be Secretary. Anyone who had completed the second year of his or her second term was contacted. Nancy indicated they did not hear from Omer Moore or Evelyn Ivy and that she was stepping down for at least two years. The slate presented included Members at Large: Azima Galaria, Judith Ann Johnson, Nia Odeoti Hassan and Jack Squires. Nominations were opened to the floor; Nancy Rosse nominated Evelyn Ivy and Art Neal seconded. The motion carried. Including one position for a school board representative to be determined later, the proposed slate contains a total of 9 people which means that 5 will need to be present for a quorum.

Nancy is willing to attend the school board meetings but cannot currently attend the SPPS meetings. She explained that she felt it more important for the board to have a quorum and that she will consider returning, if asked, in two years.

Nancy Rosse moved to accept the slate as follows; Mike Lopez seconded, and the motion passed unanimously:

Executive Board

Arthur Neal, President (1st of 2 years)

Patricia Carpenter, Vice President (1st of 2 years)

Michael Lopez, Treasurer (2nd of 2 years)

Eloise Baird, Secretary (1st of 2 years)

Members at Large

Azima Galaria (2nd of 2 years)

Evelyn Ivy (1st of 2 years)

School Board Representative (1 year term)

Nia Odeoti-Hassan (1st of 2 years)

Jack Squires (2nd of 2 years)

Past Presidents

Eloise Baird, Immediate Past President 2005-2008

Chris Spinner, 2003-2004, ex officio

Sheila Stocks-Smith, 2002-2003, ex officio

Linda Tarr, 2000-2002, ex officio

President’s Report

Art Neal thanked everyone for serving on the board and noted that the first regularly scheduled meeting of the new school year will be held on September 23, 2008 in the Carnegie Room South at Lincoln Library in downtown Springfield.

Art stated he would like to concentrate on membership initiatives. He would like to make flyers to be given to potential members including the membership benefits as currently listed on the back of the membership form. He would like to accomplish this through contact with schools and PTO’s. He is working with FACES, a District group focused on Family And Community Management. This group was formed as a result of the VOICES initiative.

Mike Lopez agreed we need to grow our membership numbers, and Nancy Rosse suggested we function as a resource for parents. Nancy noted that school board meetings are televised Wednesdays and Fridays from 7:00 to 10:00 p.m. and Saturdays and Sundays at10:00 p.m. on Channel 22.

Adjournment

Nancy Rosse moved to adjourn, Art Neal seconded. The meeting was adjourned.

The next meeting will be held at 7:00 p.m. on Tuesday, September 23, 2008 in the Carnegie room at Lincoln Library on 7th Street in downtown Springfield.

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Springfield Parents for Public Schools

Meeting Minutes

May 27, 2008

Attendees: Eloise Baird, Nancy Rosse, Nia Odeoti Hassan, Mike Lopez, Evelyn Ivy, Arthur Neal and Patricia Carpenter (by proxy).

Call to Order

The meeting was called to order shortly after 7:00 p.m.

Minutes

The minutes for the March 25th meeting were distributed via email. Nancy Rosse moved to accept the minutes with approval pending any additions or deletions. Nia Odeoti Hassan seconded, and the motion passed by unanimous vote.

Treasurer’s Report

Mike Lopez presented the treasurer’s report. There is currently $323.67 in the checking account minus anticipated $10 government filings fees leaves an available balance of $313.67. Mike indicated that the post office box was originally in Linda Tarr’s name and that the transfer to SPPS ownership has been completed. The bank signature transfers have also been finalized. Mike noted that he completed the necessary steps so that we are now listed on the official State of Illinois website as a 501c3 organization in good standing.

Website

Eloise Baird indicated that we have two websites www.springfieldpps.org and www.springfieldpps.com and that when work on the new site is completed the .org can feed to the other. GoDaddy will host both sites. Randy Pratt, the original web designer, has agreed to support us during the switch and has offered to help with the transfer.

Election

In accordance with our by-laws, three people served on the Nominating Committee: Nancy Rosse, Mike Lopez and Paul Truax. According to the by-laws, Article V Section 5, one more than half of the currently elected Directors shall constitute a quorum of the Board for purposes of conducting business at any regular or special meeting. Section 1 of Article V states that the Board of Directors of this Chapter shall consist of no less than four (4) and no more than twenty (20) persons.

The committee received many nominations but made the decision to shrink the board to make it easier to get a quorum at meetings. It was their hope that those who were nominated will still participate in SPPS at the committee level.

Nancy stated that Art Neal agreed to be President and Patricia Carpenter, via e-mail, agreed to become Vice President. Mike Lopez is serving the second year of a two-year term as Treasurer, and Eloise Baird agreed to be Secretary. Anyone who had completed the second year of his or her second term was contacted. Nancy indicated they did not hear from Omer Moore or Evelyn Ivy and that she was stepping down for at least two years. The slate presented included Members at Large: Azima Galaria, Judith Ann Johnson, Nia Odeoti Hassan and Jack Squires. Nominations were opened to the floor; Nancy Rosse nominated Evelyn Ivy and Art Neal seconded. The motion carried. Including one position for a school board representative to be determined later, the proposed slate contains a total of 9 people which means that 5 will need to be present for a quorum.

Nancy is willing to attend the school board meetings but cannot currently attend the SPPS meetings. She explained that she felt it more important for the board to have a quorum and that she will consider returning, if asked, in two years.

Nancy Rosse moved to accept the slate as follows; Mike Lopez seconded, and the motion passed unanimously:

Executive Board

Arthur Neal, President (1st of 2 years)

Patricia Carpenter, Vice President (1st of 2 years)

Michael Lopez, Treasurer (2nd of 2 years)

Eloise Baird, Secretary (1st of 2 years)

Members at Large

Azima Galaria (2nd of 2 years)

Evelyn Ivy (1st of 2 years)

School Board Representative (1 year term)

Nia Odeoti-Hassan (1st of 2 years)

Jack Squires (2nd of 2 years)

Past Presidents

Eloise Baird, Immediate Past President 2005-2008

Chris Spinner, 2003-2004, ex officio

Sheila Stocks-Smith, 2002-2003, ex officio

Linda Tarr, 2000-2002, ex officio

President’s Report

Art Neal thanked everyone for serving on the board and noted that the first regularly scheduled meeting of the new school year will be held on September 23, 2008 in the Carnegie Room South at Lincoln Library in downtown Springfield.

Art stated he would like to concentrate on membership initiatives. He would like to make flyers to be given to potential members including the membership benefits as currently listed on the back of the membership form. He would like to accomplish this through contact with schools and PTO’s. He is working with FACES, a District group focused on Family And Community Management. This group was formed as a result of the VOICES initiative.

Mike Lopez agreed we need to grow our membership numbers, and Nancy Rosse suggested we function as a resource for parents. Nancy noted that school board meetings are televised Wednesdays and Fridays from 7:00 to 10:00 p.m. and Saturdays and Sundays at10:00 p.m. on Channel 22.

Adjournment

Nancy Rosse moved to adjourn, Art Neal seconded. The meeting was adjourned.

The next meeting will be held at 7:00 p.m. on Tuesday, September 23, 2008 in the Carnegie room at Lincoln Library on 7th Street in downtown Springfield.

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Springfield Parents for Public Schools

Meeting Minutes

March 25, 2008

Attendees: Eloise Baird, Samuel Jackson, Nia Odeoti-Hassan, Mike Lopez, Paul Truax, Mary Ellen Carlson, Art Neal, Pat Carpenter, Nancy Rosse

The meeting was called to order at 7:05 PM

Introductions:

Each person introduced themselves to the group. Ms. Mary Ellen Carlson, Springfield Parents for Special Education, was in attendance.

Minutes:

The minutes had been electronically mailed to the Board prior to the meeting. Nia Odeoti-Hassan motioned to accept the minutes as e-mailed. Pat Carpenter seconded the motion.

Treasurer’s Report:

SPPS currently has an available balance of $313.67. There is a potential liability of $108.20 to D&B Enterprises as payment for web hosting. The web page has been redeveloped and is being posted using another service which is cheaper.

Art Neal was asked to submit a copy of the digital voice recorder receipt for reimbursement.

Additional meetings are being scheduled with Illinois National Bank and the US Postal Service to organize SPPS accounts initially established under the name of Linda Tarr Enterprises instead of SPPS.

President’s Report:

1. Mary Ellen Carlson was introduced as a representative of Springfield Parents for Special Education (SPSE). SPSE a small group of individuals, organized as a subcommittee of SPPS in November of 2006, to bring attention to the deficiency of special education in the District. The group is looking into low cost alternatives for the District to utilize in order to better serve special needs children. They are also investigating research based programs that are unique and inclusive and the use of technology to address special needs education. SPSE has sent a letter to Dr. Milton with some of their ideas and are scheduled to meet with him on April 9, 2008.

2. The Nominating Committee has been named with Nancy Rosse as Chairperson with Mike Lopez and Paul Truax as members. Eloise has decided to step down as President after 4 years but is willing to continue working with the Board. The committee will contact members asking them if they are interested in serving as an officer. The annual meeting shall be held in May. A revised membership list was provided for the Committee.

3. A discussion ensued concerning rewriting of the by-laws and to make changes in the by-laws to reflect the changes in SPPS and its members.

Committee Reports:

1. Art reported that the Math Seminars have been incorporated into the District’s Parent University curriculum scheduled to start in September 2008. Eloise suggested that SPPS try to undertake the math seminars with Sylvan, or another organization, ourselves.

2. Nancy missed the last School Board meeting to attend a college fair at Illinois College in Jacksonville. She stated that this fair was much more attended than the District fair because the District does not encourage parental participation.

· Nancy did report that the School Board has still has not taken steps to advance a funding referendum for the fall. The district could advance a referendum that would not increase the tax burden because there was sufficient debt retired this year. If there is no referendum, the District shall be debt free by 2013, per Agnes Nunn.

· Nancy reported on a new funding initiative QZAD, which was presented to the Board. This is a new funding initiative being looked at by the District. It requires community involvement and an allocation commitment of 10%. It is a Federal Program in relationship with Prairie State Bank. May be used to help pay for some of the facility improvements being considered by the District.

· Discussion then evolved into the facilities reports and school improvements. Handicapped accessibility improvements have not been reported by the facilities committee. It is uncertain whether the committee is looking into these improvements.

· District received a letter from the State saying that all the middle and high schools have not met the requirements outlined by No Child Left Behind and must be restructured.

3. Paul recommends that the current web hosting contract with D & B Enterprises be canceled and the current bill should not be paid. The website is now being administered by Paul and hosted on GoDaddy.com. It is unclear what services are being provided for the annual fee. Paul also informed the Board that he wants to have his test site transferred to the official website name and address in order to keep the site linked. Eloise shall contact Dave and cancel the current contract and use GoDaddy.com for $9/year.

Old Business:

SPPS suggested a change in meeting locations for the 2008-2009 school year. Eloise has reserved the Carnegie Room - South for the September 23, 2008 meeting and the Bicentennial Room for November at the Lincoln Library (Springfield Public Library). Board meetings are scheduled for September, November, January, March and May. The SPPS membership list has been revised and given to Nancy Rosse.

2008 Project - Eloise suggested having a “First Day” at the schools, after the success of last years efforts, where anyone can bring a child to school but have the fathers being involved in planning the first day activities. Nancy thought that each school would have problems with the organizational efforts and should be investigated. The Board shall use the SPPS website forum to discuss SPPS project ideas for the 2008 school year.

Item 7B removed from the agenda.

Open Forum:

Nancy wanted to know how to get tickets for the Teacher of the Year Awards. Eloise responded that the process is somewhat closed to the public and that she should contact Paul Wapple at Horace Mann for details.

Nancy Rosse moved to adjourn with Mike Lopez second.

Meeting adjourned.

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________________________________________________________________________________________

The January 2008 SPPS Meeting was cancelled due to inclement weather.

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Springfield Parents for Public Schools

Meeting Minutes

November 27, 2007

Attendees: Nia Odeoti-Hassan, Alice Armstrong, Jerrilyn Dixon, Eloise Baird, Samuel L. Jackson, Evelyn Ivy, Nancy Rosse, Mike Lopez, Paul Truax, Judith Ann Johnson, Arthur Neal

The meeting was scheduled to commence at 6:30 P.M. At approximately 6:45 P.M. Eloise suggested that the guests and members make introductions. The meeting was not called to order because a quorum was not present. Seven members are needed to convene the Board of SPPS.

Introductions:

Each person in attendance introduced themselves. The group welcomed Ms. Jerrilyn Dixon, Executive Director of Fathers Are Important to Their Heirs (F.A.I.T.H) and Ms. Alice Armstrong.

President’s Report: (Eloise determined that presenting the President’s report did not include any official business and could therefore be presented without a quorum.)

Samuel was congratulated for doing a great job organizing the Superintendent’s Reception and the 1000 Father’s March. All agreed that the two events were well received by the community.

Eloise also informed the group about membership renewal. All together SPPS $340.00 received in dues. This amount included two new members, one expired renewal and four donors.

Eloise advised there are new Internal revenue Service requirements for not-for-profit organizations. She will process the information when received. She also reminded everyone that Evelyn and Samuel were attending the National PPS Leadership Conference being held in Jackson, MS. At the end of her report, Eloise provided an historical overview of SPPS accomplishments and activities as well as a copy of the District #186 Parent Involvement Policy.

Eloise invited Samuel to provide a synopsis of the Superintendent’s Reception. Samuel reiterated the event was well attended by the community and it provided SPPS the opportunity to build partnerships with other organizations in the community.

Call to Order:

Enough members arrived to constitute a quorum. The meeting was called to order at approximately 7:10 P.M.

New Business: (following previous discussion)

Eloise notified members that the Public Health Department returned the $26.85 check, amount due each group from Superintendent’s Reception, as a donation to SPPS. Judith Ann Johnson suggested using the NAACP donation to SPPS, if acceptable to the NAACP, to purchase advertisement space in the NAACP Annual Banquet Program. Motion to move forward on this proposal was made by Nancy Rosse and seconded by Mike Lopez.

It was suggested that SPPS meeting times be rescheduled to commence at 7:00 P.M. instead of 6:30 P.M. Nia Odeoti-Hassan made the motion and Nancy Rosse seconded. Motion carried.

Minutes:

The minutes for the June 26 meeting were distributed. Nia Odeoti-Hassan motioned to accept the minutes as submitted. Samuel Jackson seconded. Motion passed.

Treasurer’s Report:

SPPS has a current balance of $849.03 once the $1500 received from the National PPS has been used to send the representatives to the conference in Jackson, MS. Annual membership dues in the amount of $250 are needed to be sent to the National Organization. Nancy Rosse made a motion to submit payment. Evelyn Ivy seconded.

The Superintendent’s Reception had a budget of $2300. Actual costs incurred totaled $2031.49. The remaining balance was divided into checks of $26.85 and returned to the donating organizations.

Mike also notified the Board that the bank still needs document and signatory clarification on the account. Mike will take care of this in the following weeks.

Committee Reports:

1. Art reported that he had been in contact with Peggy Cormeny concerning the Math Seminars. Unfortunately, there has been no movement on this idea. Art is going to try and get something scheduled during the spring semester.

2. Samuel’s report on the Superintendent’s reception was given earlier.

3. Paul Truax provided information about the new SPPS website, SpringfieldPPS.org. He also told us that SpringfieldPPS.com is a working website and is being worked on, but is not public. The forum section on the .org site was spammed. Paul continued to inform and encourage members to use the forum on the .com site using a log in which he approves. He also explained the differences in open and closed sites and the information that should be posted on each.

4. Nancy Rosse presented information which had been discussed during the Board of Education meetings. Of primary importance was the Facilities Committee Report and the State mandate that by there will no longer accepting PE waivers from school districts by 2013. This mandate means that all Dist. 186 students will need to participate in P.E. during the school year. Current gymnasium facilities are not large enough to accommodate these efforts.

New Business:

Samuel proposed several events for SPPS to undertake during 2008. 1) A proposal to establish the Springfield Parent Leadership Council which is patterned after the state mandate for the ISBE. 2) Father/Daughter Summit and 3) Men in Schools Day. Several members voiced concerns about SPPS undertaking the Springfield Leadership Council because of the persons being referenced as being involved or in favor or the proposal have not been contacted and that this undertaking would be too much for the group to pursue. Samuel is to email the proposed list of events to members or post it in the forum section of the website.

Adjournment

Nancy Rosse moved to adjourn the meeting, seconded by Samuel Jackson. Meeting adjourned at 8:10 P.M.

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Superintendent Reception Committee

Final Report

Background

The Springfield Public School District 186 Board of Education hired a superintendent, Dr. Walter Milton, Jr., who was new to the Springfield area. Several local organizations began planning receptions to welcome Dr. Milton to the community. Dr. Milton expressed his preference to attend one large event, and thus a dozen organizations (contact info attached) formed a committee to co-sponsor a reception. Samuel L. Jackson chaired this committee.

The reception was originally to be held on Tuesday, September 25, 2007 at the Illinois State Library but was postponed due to the death of Dr. Milton’s father. The rescheduled event was held on Tuesday, October 16, 2007 from 6:00 to 8:00 p.m. in the Atrium of the Illinois State Library. The reception was attended by over 500 people and was a huge success!

Event Details

The reception was held in the Atrium of the Illinois State Library, 300 South Second Street in downtown Springfield. The location was reserved through the Illinois Secretary of State’s Office (782-8996). The Secretary of State’s office provided three stages with a curtain backdrop, chairs facing the stage and tables used by the caterer. Since the reception was held at a government facility, there was no charge for the use of space, equipment or set-up.

Hamilton’s Catering (675-2720) was selected to provide finger foods including vegetable and relish trays with dips, cheese and crackers with dips, fruit with dips, and punch for 500 people at $3.25 per person for three buffet stations. In fact, Hamilton’s maintained four buffets for the quoted price. There was no insurance cost because Hamilton’s had a certificate of insurance on file with the Secretary of State’s office.

The Springfield High School Jazz Band and the Southeast High School Sensations Show Choir provided entertainment and background music. The student performances were wonderful and received many compliments.

Sound equipment for the event was provided by Dean Huston of Vibes and Visions (585-8061) for a nominal fee.

A short program midway through the reception included a welcome by Chairman Samuel L. Jackson, the national Anthem sung by the talented Debbie Ross, an introduction to Dr. Milton by School Board President Erin Conley, a speech by Dr. Walter Milton, Jr., the presentation of a Proclamation by Senator Larry Bomke and a welcome from Jim Donelan of the Mayor’s Office.

Two boutonnières and a corsage were donated by County Market for Dr. Milton, his wife, and the committee chairman.

A guest book was provided for attendees to sign.

Each co-sponsor distributed announcements (designed by Amy Green of the American Association of University Women) to their membership. Announcements were also printed by the district print shop on donated paper. Due to time considerations, fliers with the rescheduled date were printed by Capitol Blueprint, and both fliers distributed through the district warehouse to students at the elementary schools.

Press releases were sent to the media announcing the original and rescheduled dates. The event was well attended and covered by the media (see attached Guest List).

Budget

Each of the twelve organizations donated $200 to the reception with the exception of the First Day Fund, which donated $100 and in-kind services (program printing). The First Day Fund provides school supplies to needy children on their first day of school each year.

Income $2,300.00

Expenses

Hamilton’s Catering

$3.25 x 500 people $1,625.00

Capitol Blueprint 143.04

Vibes and Visions

Sound Equipment Rental 125.00

Frame for Proclamation

& linen 32 lb program paper 76.47

District 186 Print Shop 42.50

Office Depot - guest book 19.48

Total Expenses $2,031.49

Total to be pro-rated to co-sponsors $ 268.51

Divided by 10 co-sponsors receiving refunds

(does not include First Day Fund or

Horace Mann at their request)

Amount to be refunded to each co-sponsor $ 26.85

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