2024-2025 PTC Meeting Notes

HCP PTC Mtg

December 12, 2024

Mr. Myers

Erika Poindexter

Dawn Koepke

Rachel Baird

Ms. Brink

Dawn Krakover

Ms. Millard

Blake Willick

Emily HollisNick Lynch

Convened at 2:34 p.m.

Principal’s Report – Mr. Myers  

• Using LBEF Funding from the last two-years for upgrading lights in gym on stage (~$17,500)

• Is PTC interested in supporting author visit again in May?

• Boys Basketball in championship game at Del Oro today

• Girls volleyball starting

• Middle school students doing a great job with morning announcements

• High IB focus and getting ready for evaluation in 2025

• District-wide report cards may be changing for next year

  • Below 4^th grade are number grades; 4^th grade and above are letter grades

  • Ms. Millard – students getting report about what assignments are missing ahead of time and then they are responsible for making plan to use MTSS time to make up / complete assignments during that time – more efficient

  • Focus on continuous improvement is the goal/approach

IB Coordinator – Lorena Brink

• Thank you to the community for the support for Koinonia – foster care agency support

• HCP IB Traits murals in process – 3 in total for funding provided via PTC Budget

• Trainings and learning for IB practices in process with staff – mix of MYP and PYP teachers

Treasurer’s Update – Erika for Lyndsey 

• See handouts

• No quorum to vote to approve for December

Events

• Holiday Movie Night 

  • Went well, well attended

• Light Up Loomis – 12/13 – 12/14 

  • 12 houses have signed up (down from 2023)

  • Reached out to prior houses who did not sign up, but not a great response

  • Event in the red, b/c less participation

• Valentines Candy Grams in February

  • Need lead for organizing and implementation of the effort

  • Organization, creation of candy grams, sales, etc.

  • Might be able to recruit 8^th graders who are doing a holiday candy gram effort next week for their community project

    • Ms. Brink will discuss with group about managing to help raise more funding for their project

• Mardi Gras Parent Social – February 28^th

  • Looking for donations from businesses

  • Classroom baskets will be solicited from all classes as well

Old Business

• PTC Project for 24/25 School Year – waiting on more information from Al Frangione

  • Erika suggests redoing the playground blacktop

    • Mr. Myers agrees good option

New Business

• Learning Lab Update

  • No new updates; next meeting 12/18

• New Board for 25/26 – Nominations in March, Voting at April Meeting

  • All positions open

    • Secretary position will be vacant 

  • Treasurer most important position; if no one steps up, should hire a bookkeeper

    • Co-treasurer takes check/money to bank for deposit

    • Co-treasurer manages QuickBooks and accounts overall

• March meeting in district training center due to board meeting (portable behind the bike racks)

Open Discussion

• Welcomed new parent, Nick Lynch, to PTC

• No discussion 

Next Meeting: Thursday, January 9^th @ 2:30 p.m.

Adjourn @ 3:21 p.m.

HCP PTC Mtg

March 13, 2025

Mr. Myers

Ms. Brink

Dawn Krakover

Erika Poindexter

Lyndsey Gregory

Rachel Baird

Marshall Clarke

Sara Warmuth

Molly Coker

Dawn Koepke

Convened at 2:32 p.m.

IB Update – Ms. Brink

• Thank you to the PTC for the amazing auction and all work, dedication, and time to put together

• Read A Thon comes to a close Saturday, March 15^th 

  • Raised a little over $20,000 – comparable to years past

  • Lost of minutes logged by students

  • Enthusiasm high for reading

• Training to commence for all PYP staff – will help ensure consistency across staff and help staff grow together – scheduled for right after school ends in June

  • Teachers will be paid for such training for next two years per MOU with District Superintendent and Loomis Teachers Union

• 5^th Graders have project underway

• 8^th Graders wrapping up their community projects

  • Showcase April 23^rd 

• District pays for all of IB registration and program costs, as well as some funding for release days for planning – doesn’t cover all of the staff costs/support, but is helpful

• Mr. Myers working to identify funding to have all PYP teachers paid for professional development and training – Roughly $400/per person

February Meeting Minutes – 2/13/25

• Erika motions to approve February meeting minutes; Lyndsey seconds – motion approved (Dawn Koepke abstains – wasn’t present for meeting)

Treasurers Report

• Not all revenues have come through and been finalized with recent events (i.e. Auction, Chick Fil A dinner night out)

  • $13k in the red until fundraising dollars submitted and put in the bank

• PTC needs to put together 2025-2026 PTC budget for initial review in April and final approval/adoption in May

  • Erika and Lyndsey will work to prepare draft budget proposal with Dawn Krakover and Blake participating, as they will be taking helm of PTC in 2025-2026

Auction Recap

• Feedback positive, dancing 

• Auctioneer was great – read the room overall

• Interest in seeing more advertising on what auction items will include so parents can review and consider options ahead of time

  • Class baskets typically come in at the last minute so hard to advertise early, but for next year’s auction perhaps PTC considers asking class parents to complete baskets earlier or at least complete flyers indicating what is in the baskets

  • Challenge with volunteers who are able to help with this and other aspects

• Ticket prices were high in addition to costs of drinks at event, babysitting costs, etc.

• Large profit due to auctioning 2 Mexico trips

Upcoming Events

• PTC 2025-2026 Board will be voted upon in April

  • Voting must take place in person at April PTC meeting

  • Anyone interested in running for a board position should let Erika Poindexter know asap

• March 19^th – La Fogata sponsoring HCP staff luncheon

  • Erika and Rachel to do gift card auction among the staff

• April 9^th – Chick Fil A sponsoring HCP staff luncheon 

  • Salads, nuggets, strips, fruit trays

• May 16^th – Summer Kick Off

• Poppies Snow Cone truck will be coming a few days in the coming weeks

• PTC Board elections in April

  • Need treasurer to shadow Lyndsey before she ages out of HCP and take over thereafter

  • Also need co-treasurer that handles all deposits for checks and balances

  • Rachel and Erika would like to be in support roles for their remaining two years at HCP rather than stay in Board positions

  • Erika to prepare materials for Board positions and voting

• 2026 Auction set for April 24, 2026

  • Lyndsey will sign contract for Blue Goose, as Blake cannot sign as he is not yet a Board member

  • Will provide $500 deposit to Blake to deliver for next year’s event

Principal’s Update

• Auction was fabulous!  Despite being nervous about it beforehand, it came together great

• Crosswalk – timeline was supposed to be a week long; big construction portion was completed in a week, but more to complete….will provide update at next PTC meeting

• Erika – PTC needs insight into what types of projects could be funded from PTC funds raised via the auction, etc.; would like some info and suggestions to discuss and vote on at next PTC meeting

  • Mr. Myers will connect w/ Al in LUSD to determine what can be funded, such as tables for blacktop area for lunch, etc.

• Interest in PTC support for book author event @ $1,000

  • Last year combined with a few other LUSD to fund event with writers workshop 

  • PTC account for assemblies has $10k in bank that could be used for this purpose; this fund supported the event last year

• Interest in some additional cultural events/demonstrations

  • Vietnamese cultural dance w/ dragons - $500 

• Also looking into Tycho (sp?) drumming demonstration

• Dawn Koepke makes motion to fund the book author/writers workshop event and the Vietnamese cultural dance w/ dragons demonstration at $1,500 total to be funded and event scheduled for current school year; Erika seconds – unanimous approval 

2025 – 2026 PTC Events/Ideas/Changes – Dawn Krakover & Blake Willick

• Monthly family night out, as well as events

  • Dinners out

  • Roller skating family night

  • Mother-son event

  • Father-daughter event

  • Etc.

• Would like to re-do website including moving all functions over to work through PTC website

• Interest in seeking sponsorships year round

• Membership coordinator position interest by Kristin (1^st grade parent)

  • Interest in revamping membership drive

  • Interest in getting commitment from parents to volunteer for a specific event in 2025-2026

  • Other ideas

• PTC meetings in 2025-2026

  • Switch mornings (~7 am)/evenings (~6 pm) each month to try to drive additional participation

  • Needs to go to Board vote to change schedule

Miscellaneous

• Loomis Basin Education Foundation 

  • Donated package of tickets for all of their events for 2025-2026

  • Consider give away contest for the individual events at Back to School Night (2025-2026)

  • With funding already allocated and one additional year of funding to HCP from LBEF, will be upgrading gym lighting

    • LBEF President has to sign off on expenditure

    • Going together w/ three other LUSD schools who want to do same upgrade so working through District Office to see if can get a more competitive price for packaging all of the schools together

Adjourned at 3:32 p.m.

HCP PTC Meeting

April 10, 2025

Ms. Brink

Erika Poindexter

Rachel Baird

Katie Clarke

Dawn Krakover

Lyndsey Gregory

Dawn Koepke

Blake Willick

Amanda Carnes

Mr. Myers

Meeting Called to Order @ 2:35 p.m.

IB Report – Ms. Brink

• Starstruck in process

• 8^th graders have capstone Community Project presentation week after Spring Break

• CAASP Testing shortly upon return from Spring Break

• Mr. Myers and Ms. Brink met with Amanda to discuss field trips

  • Want to see more field trips but need to be built into curriculum and relevant

  • Needs to include skill development

  • Beginning of 2025-26 school year will discuss with staff what opportunities/ideas they may have for future field trips; would be open to all grade levels or bigger experience if relevant for all grades

Treasurers Report – Lyndsey Gregory

• $25,000 in income for school year, in large part due to successful auction

  • Anticipated surplus revenue after expenses

• Other efforts including dinners out, etc. helping with income

• 8^th grade tshirts in process - ~$1,000

• Additional assemblies will be additional costs

Events Report – Rachel Baird

• Tonight – Mod Pizza Dinner Night Out

• Taylors Dinner Night Out – April 22^nd 

  • Will go out in HCP newsletter

  • Provides percentage of sales for period of time that day, not required to indicate with HCP

• Teacher Appreciation Week

  • Not decorating doors this year – too difficult, not enough volunteers

  • Luncheon for staff Friday

  • Email to HCP families about daily activities/gifts/etc. in process, to be distributed after spring break

  • Follow Up w/ Leesa & Stacey on Updating Staff Appreciation Favorites

    • HCP Staff Appreciation - Our Favorite Things (Responses to PTC Request for Information) 

    • Add Custodians

    • Mr. Messiahs (?) – 6^th Grade Outreach ?

Presidents Report – Erika Poindexter

• Voting 2025/26 PTC Board Positions

  • Need Secretary & Co-Treasurer

  • Bylaws indicate can run Board with only 5 Board members, but could use more 

• Updating PTC Bylaws – Dawn Krakover

  • Haven’t been updated since 2019, so may need to update

  • Bylaws do not provide for situations where not enough Board members or positions are vacated

• Website – Dawn Krakover

  • Working on new website and membership sign up, tickets, etc.

    • Using “Wix”

    • Were able to get partial refund on Membership Toolkit

  • www.hcpptc.com 

New Business

• Summer Kick Off – Dawn Krakover

  • 3 face painters

  • Multiple inflatables

  • LIG will have tractors, etc. for viewing/exploring

  • Robbie Quick to MC games (donut eating, water balloon toss, cakewalk)

    • Donating services/time

  • 25 vendors have signed up

  • BBQ hot dogs, chips, sodas run by Dawn & Team – PTC receives proceeds

  • Taco Vendor

  • Poppy’s snow cones

  • Biggest obstacle course, Biggest slide – waiting on LUSD district approval

• Poppys snow cones

  • After school Wednesdays & Thursdays

  • During Starstruck

• Need to schedule August PTC meeting before school starts, before back to school bash

• Proposed 25/26 PTC Budget

  • Dawn proposed expenses

    • ~$70k total proposed, which is $10k more than prior year expenditures

    • Aiming for Auction to make as much as did this year

    • Jog-A-Thon – not using APEX next year b/c heard concerns about impact on classroom time

      • Others schools have used 99 Pledges

  • Lyndsey – need to look at events to see how much will cost to put on and how much is expected to be brought in from events

• Field Trips – Amanda 

  • Goal to create more field trips for HCP students

  • Need to look at discrepancies/funding gaps for buses

    • May want to talk to PTC on helping pay for bus costs

      • Need to balance PTC support across all grades

      • May need to consider school-wide event support

  • Lower grades very few field trips; a lot of Extreme Gym – walk to gym

• Cotillion Class Proposal – Amanda

  • Manners, Dancing Lessons

  • Interviewed multiple companies locally

  • Could serve as PE lesson – 12 weeks to be part of program

  • Afterschool option available as well w/ 6^th sessions and 7^th is the actual dance/performance

    • Typically set up as a lottery for participation

  • 4^th & 5^th grades are the ideal candidates; or middle school as a whole

  • Concerns w/ PTC proposing b/c would affect classroom time

    • Ms. Brink will take the proposal to Mr. Myers for discussion/consideration

Principal’s Report – Mr. Myers

• HCP Named a California Distinguished School

  • Math, ELA, Attendance, etc. all good data on statewide dashboard resulting in State Award

Adjourned @ 3:28 p.m.

Next PTC Meeting May 8^th @ 3:30 p.m.

HCP PTC Meeting

May 8, 2025

Erika Poindexter

Rachel Baird

Marshall Clarke

Dawn Krakover

Lyndsey Gregory

Dawn Koepke

Blake Willick

Kristin Phirippidis

Ms. Millard

Mr. Myers

Meeting Called to Order @ 2:30 p.m.

Learning Lab Update – Dawn Koepke

• Last meeting – Dawn, Al, Mr. Myers, Ms. Brink

  • Walked the campus to discuss location for building

    • Near sewer, electrical connections, accessible, close to parking lots

• Progress being made with design, engineering, layout, etc.

  • If new HCP PTC Board is not supportive, need to know ASAP 

• Next meeting on May 21^st at 7:30 a.m. in HCP Office Conference Room

• Intended to help support IB Program

• $75,000 set aside already in PTC budget for Project

• A lot of in-kind support thus far, which is a huge opportunity

• Share one-page overview with full PTC

Treasurers Report – Lyndsey Gregory

• Balance Sheet

  • $216,750 – in bank accounts

    • $75,000 – HCP money (classroom funds, IB, etc.) – Not PTC Funds

    • $75,000 – set aside for Learning Lab

    • $66,000 – unrestricted net assets – can be used however PTC wishes

      • Average expenses ~$65,000 each year

      • Well positioned for next year

  • $21,000/22,000 in profit expected for 24-25 school year

    • Summer kick off proceeds yet to come

    • Poppys snow cone donation expected

  • In fall will close out financials, decide to move funding over to Learning Lab see funding to continue to build seed funding

  • Strong financial year

• Draft Proposed 25-26 Budget 

  • Based on where finishing the prior fiscal year

  • Estimates

  • Auction ~ same 

  • Candy grams – didn’t do this year, but will next

  • Do not budget for donations

  • Movie Night

  • Roller King – break even goal

  • Family Event – break even goal

  • Mistletoe ~$600

  • Box tops – digital going forward, need to promote

  • Not returning

    • Splash for cash

    • Holiday tour

    • No bingo

  • Budget of ~$42,000 in income (best guess, adjust expenditures throughout the year)

  • Heavy on operating expenses (what budget for vs what actually spend)

  • ~$60,000 given to teacher expenses, etc.

    • $81,000 this year with $20,000 for learning lab

  • Grandparents day – just giving back to community, not big expense

    • Typically a 2^nd grade event; if considering school-wide, need to get buy in from 2^nd grade and rest of school

  • Chromebook set aside - $16,000

  • Program & assemblies - $10,000

    • Starstruck

    • Cultural Events/Assemblies

  • Erika motions to approve proposed 25-26 school year PTC budget; Rachel seconds – unanimous approval

• Chromebook schedule – Lyndsey found from 2024

  • Combined a cart of obsolete ones for this year and haven’t replaced

    • Need to replace them, especially for Ms Choate’s class

Meeting Minutes

• Erika motions to approve meeting minutes December 2024 – April 2025

  • Unanimous approval

Principal’s & IB Reports – Mr. Myers

• 8^th Grade Community Project

  • For entire school & parents in the evening

    • 3 projects presented for all; rest in groups for parents in the upper grade classrooms

  • Moved up earlier in the year that previously held

• 5^th Grade Exhibition

  • Coordinating with Loomis Basin’s 

  • Interested in moving up earlier in the year as well for next year

Upcoming Events 

• Taylor’s Family Night Out - $1,080 in Proceeds/Donation – Rachel Baird

• Summer Kick Off – Dawn Krakover

  • Next week – May 16^th @ 5:30 pm

  • Discussion about insurance requirements, information sharing restrictions

  • Volunteer sign up – currently have 8 sign ups via social media; to be included in the HCP newsletter today

  • Looking for cakes to be donated for cakewalk

New Business

• Motion to move PTC meeting times as per the PTC 25-26 Calendar

  • August – meet at Gander, parents only

  • September @ 6pm at Pizza Factory

  • October @ 7 am HCP Library

  • November @ 6pm  at Pizza Factory

  • December @ 7 am HCP library

  • January @ 7 am HCP library

  • February @ 7 am HCP library

  • March @ 6 pm at Pizza Factory

  • April @ 7 am HCP library

  • May @ 6 pm at Pizza Factory

  • Motion to approve by Erika – unanimous approval

• New Board 25-26

  • Dawn Krakover – President

  • Blake Willick – Co-President/Vice President

  • Lyndsey Gregory – Treasurer

  • Josh Krakover – Event Coordinator

  • Kristin Phirippidis – Membership Coordinator 

  • Nicholas (Nick) Lynch – Secretary 

    • Erika motions to approve new 25-26 Board as noted; Dawn Koepke seconds – unanimously approved

  • **Still need Co-Treasurer

Open Discussion

• Volunteer leads for various events in 25-26 needed

Adjourned @ 3:35 p.m.

Next PTC Board Organizational Meeting August 7^th 

(Board members only – will receive a text or email with details)