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.
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, President (1st 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.
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:
Committee Reports:
· 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.
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.
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:
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.
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
________________________________________________________________________________________
Meeting Minutes
June 26, 2007
Attendees: Eloise Baird, Samuel L. Jackson, Nia Odeoti-Hassan, Azima Galaria, Pat A. Carpenter, Mike Lopez, Evelyn Ivy, Arthur Neal
Call to Order:
The meeting was called to order shortly after 12:00 noon
Introductions:
Each person in attendance introduced themselves. Ms. Azima Galaria was introduced as a new member to SPPS.
Minutes:
The minutes for the May 22 meeting were distributed via email. Nia Odeoti-Hassan motioned to accept the minutes as submitted. Mike Lopez seconded. Motion passed.
Treasurer’s Report:
Mike Lopez shall contact Chris Reynolds, previous SPPS Treasurer, to have all accounts and signature cards transferred and/or updated. He also reminded Eloise to contact the District concerning the SPPS line item on the billing notice.
President’s Report:
Eloise congratulated Mike Lopez for being recognized in the June 25 edition of the State Journal-Register for his efforts as the Southeast H.S. Booster Club president and the driving force behind the new lighted football field.
Eloise stated that she has nominated Pat Carpenter to the National Board of Parents for Public Schools. She also stated that Pat, Mike & Samuel have expressed interest in attending the 2007 National Conference in
A+ Illinois is sending a petition to legislators asking for an income tax increase be dedicated for education. Eloise asked for a vote to add SPPS to the list of signatures. A motion was made and approved. SPPS shall add their name to the A+ Illinois petition.
Eloise passed out conflict of interest forms and general information sheets for new SPPS board members to complete and return.
Committee Assignments:
The committee members for the 2007 – 2008 school year are as follows:
Committees shall meet at the convenience of the members.
Old Business:
There was no old business to discuss.
New Business:
Art Neal proposed a series of Math Seminars be held to help parents understand the current mathematics curriculum used in Grades 1 – 5. The seminars would use handouts and instruction sheets to provide examples of grade level mathematics. SPPS would spearhead the events, but would like to have additional community groups as sponsors. A motion to accept the proposal was made by Mike Lopez and seconded by Nia Odeoti-Hassan. Motion passes with unanimous vote.
Open Forum:
Mike Lopez expressed concern that the language used on the 1000 Father March was exclusionary. He stated that SPPS should not try to exclude anyone from participating in the event. He also reminded everyone that the District 186 informational mailings would be sent out the 3rd week of July. There isn’t much time to finalize the 1000 Father March flyers if we wanted to be part of the mailings. The discussion also suggested contacting faith based organizations for advertising.
Adjournment
The next meeting will be held at 6:30 p.m. on Tuesday, November 27, 2007 in the board room at the YMCA.
MINUTES
February 27, 2007 at the YMCA
Attendees: Eloise Baird, Mike Lopez, Cheryl Goza Smith, Samuel L. Jackson, Chris Reynolds, Nancy Rosse, Cindy Tate, and Paul Truax.
Call to Order
The meeting was called to order, and introductions were made.
Treasurer’s Report
Chris Reynolds indicated we paid the second installment for the SPPS website ($107), which leaves our current balance at $395.
Minutes
Mike Lopez moved to approve the minutes from the April 26, 2006, May 23, 2006 and September 26, 2006 meetings as presented. Chris Reynolds seconded, and motion carried unanimously.
Candidate’s Forum
Samuel L Jackson presented a proposal for a candidate’s night to be held at Lincoln Library on April 3rd beginning at 7:00 p.m. He has asked Ken Page of the NAACP to moderate. It was suggested that we have students ask questions of the candidates. Samuel’s plan calls for a panel format with set questions and open floor discussions. A basket could be passed to collect audience questions, and the forum will be taped and aired on Channel 4. The preferred time limit for taping a program to be aired is one hour, so we will try to keep close to that time frame.
Samuel suggested presenting Dr. Rutledge with an award in honor of her retirement at the end of the program.
Superintendent Search
Ray & Associates will hold a meeting March 19th to determine what interview process for the superintendent candidates. Ray & Associates has recommended completing the process and hiring the new superintendent prior to the upcoming election. The target date for announcing the selection is early April.
Adjournment
The meeting was adjourned.
________________________________________________________________________________________
Springfield Parents for Public Schools
Attendees: Eloise Baird, Mike Lopez, Cheryl Goza Smith, Evelyn Ivy and Samuel L. Jackson.
Call to Order
The meeting was called to order.
Treasurer’s Report
The treasurer’s report indicated that we collected $25 in dues this reporting period and paid $250 to National PPS in annual dues, $40 to the United States Post Office for the post office box, and $8 the Secretary of State in reporting fees. The checking account balance is $502.72.
It was noted that the board was experiencing attendance issues. Suggestions to help increase attendance included having a guest speaker at every other meeting, meeting quarterly, and increasing public relations.
Cheryl Goza Smith explained that both she and Omer Moore had unexpected conflicts with their daughters’ cheerleading practice/mandatory parent meetings. She offered to resign as secretary since the parent meetings directly conflict with the SPPS meetings.
Candidate’s Forum
It was suggested that we host a candidate’s forum prior to the school board election. The forum could be held in late March or early April.
Adjournment
The meeting was adjourned.
________________________________________________________________________________________
Springfield Parents for Public Schools
Attendees: Eloise Baird, Mike Lopez, Chris Reynolds, Nancy Rosse and Samuel L. Jackson.
Call to Order
The meeting was called to order.
October Meeting Cancelled
The October SPPS meeting was cancelled due to several conflicts including the World Series and a parent involvement meeting at Lanphier High School.
Treasurer’s Report
Chris Reynolds reported that we collected $445 in dues to date this year compared with $525 last year and $715 the year before. It was suggested SPPS contact Agnes Nunn to see if we can be added as a line item to the District 186 bills sent out at the beginning of each school year.
This reporting period, checks were issued to cover website maintenance ($107.70) and the CIPL DVD ($64.09), leaving $775.72 in the account. Our annual bills include $250 for national dues and $76 for the post office box and state filing fees.
Eloise Baird met with Marguerite Simon regarding a group of parents who are interested in forming an advocacy group for their students who require special education. Marguerite was given contact information for several of our members who are interested in this issue. It was suggested to them they could form a committee as part of SPPS or organize independently and provide our group with newsletter articles.
Nancy Rosse will be our contact person for the superintendent search since she is now attending school board meetings as our representative. Ray & Associates has been chosen as the search firm, and several SPPS members attended the public and special interest sessions to provide community input regarding the qualities our stakeholders would like to see in a superintendent.
Possible articles for a newsletter include:
Protocol for addressing the school board on non-agenda items
President’s view on the purpose for SPPS and direction of the board
Adjournment
The meeting was adjourned.
________________________________________________________________________________________
Attendees: Eloise Baird, Mike Lopez, Chris Reynolds, Nancy Rosse, Linda Tarr and Cindy Tate.
Call to Order
The meeting was called to order and introductions were given.
Treasurer’s Report
Chris Reynolds reported that we currently have $468.42 in the account. This is after spending $64 for the CIPL DVD and receiving $30 in dues. Annual expenses include $215 for website hosting, $250 dues to the national organization, and $76 in fees to the Secretary of State’s office and post office, for total yearly expenses of $541.
The bill for the next six months website hosting is currently due. Since Eloise Baird is trained to update a website hosted by Michelle Tjemeland, it was agreed Eloise would contact Michelle to see if she is able to host our site for the same fee we currently pay.
Nancy Rosse noted that there is some confusion regarding the difference in the legislation governing junk food in schools and the rules under the District Wellness Policy. The legislation regarding junk food in schools does not affect high schools, and the ability to conduct bake sales in elementary schools is covered by the Wellness Policy. It was suggested that SPPS include an article clarifying the distinctions in its next newsletter.
It was noted that the District 186 School Board appropriated $75,000 to cover losses to the schools from eliminating soda/candy sales. Cindy Tate said that this amount was determined by asking the schools how much they earned in sales. Apparently, some schools underreported their income and are now struggling to make up the money. Cindy indicated that the School Board wants to make sure there is accountability..
Mike Lopez has been asked to serve on a District 186 air conditioning committee. He stated he is not in favor of air conditioning because of the resultant energy costs, and will keep SPPS informed as to the progress of this committee.
Mike also shared that the District is conducting an accounting procedure meeting to promote uniform reporting of funds raised by parent groups. He plans to attend the meeting and will report at the next SPPS meeting.
It was noted that at the September 18th School Board meeting, the new alternative school designed to close the achievement gap was discussed. Mr. Woodson expressed support for the program and hopes it will move forward. Cindy Tate indicted that it is expected a plan will be put together in the next two weeks to move this program forward so it can begin at the second semester.
Eloise Baird has met with five of the seven School Board members, and provided each with a copy of our marketing packet. The other two, Judy Johnson and Rick Heironimus, were mailed packets. Eloise has also provided copies of the marketing packet as well as the Superintendent Selection Toolkit from national to both Sheila Stocks-Smith of the Mayor’s Office and Pete Sherman of the State Journal-Register. It was agreed that we would begin to meet with various parent groups to secure their support for a Parent Leadership Institute.
Nancy Rosse noted that on October 2nd, the School Board will choose which search firm will be hired to conduct the Superintendent search. The two firms being considered are Ray & Associates (more expensive with a two-year guarantee) and BWP (less expensive with a one-year guarantee).
