PTSO November 2, 2015 Meeting Minutes

PTSO Meeting Nov 2

5:37 Called to Order

I. Introductions – none

II. Approved last meeting minutes – on the website and FB group page, will print a few copies for next meeting.

III. Spaghetti Dinner Review:

a. Treasurer Statement Made about $5000, still waiting on some auction items to be paid for. $3200 in auction items and mystery bags, $184 in rose sales

i. Refund from Sandia, overpaid by $219.80, check is coming

ii. PTSO will write check to PAPA to cover performers who couldn’t pay for meals. Final numbers will be available next month.

b. Online FB auction? – Three paintings left, we are offered $1000 for one of them, auction it or sell it? Voted to just sell it at the $1000. Hold on to the others to decide later. Several gift cards left over too, hold on for PAPApalooza or something.

c. Review- Here are some comments about the dinner overall:

i. better meal, classy coordination, a thank you to Lori

ii. Thank from Mr. Torres, improvements for next year – lighting and sound. Ask early to see if we can get Quick Beam to donate or at a very low cost, estimated $1000 cost. Performances went well. Green Room could have used more chaperones, a divider for a dressing area. Not enough room on the busses. All day rehearsing isn’t needed, would be easier with lighting and sound outsourced. Staff should have more production meetings. Think about other options as far as food for the kids. Involve the student council in escorting acts. Kids did enjoy themselves and we made money. Big thanks for students for great performances. If we used Sandia again see about a dance floor on stage (this was something PTSO discussed with Sandia in initial meeting and was to be done, found out the Monday before they changed their minds). Venue did make a statement that this was a professional show.

iii. venue was great space wise, nice to have auction in room and there was plenty of room for people to move around.

iv. In January start contacting people to get donated light and sound. Staff should make a “needs” list when shopping venues for next year. Hold it a week earlier in Oct to not conflict with All State Auditions.

v. online ticket sale option.

vi. lots of donations, solicit even more, we could have sold more mystery bags.

vii. usher seating to fill space properly so no one is left without a seat.

d. Thank you cards – voted to spend the $100 or so it would cost to create nice thank you cards and send to donors.

e. Wish List Grants – voted to use Spaghetti Dinner money to grant teachers wish lists, $500 to go to Ms. Beck for stage items (choir could also share in these) and the $104 Mrs. Torrez needs for books.

IV. Old Business

a. Still need three people for an audit committee, just need to show up to at least one meeting.

V. New Business

a. Vote next month on a minimum amount to always have in PTSO account.

b. Halloween Carnival update – made $900 for student council to get a venue for the winter ball. Carnival games were praised. Snacks left over given to Student Council to sell at other events. About $200 made in snacks, check will be written to PAPA from PTSO.

c. PAPApalooza – get a list of dates from school of when NOT to have it so we don’t conflict with other events/performances/testing etc. Last year about 20-25 acts, 300 in attendance. Need a committee formed to take this project on.

d. Teacher Appreciation – in December, Sandy and Christina will coordinate, look for help requests soon.

Adjourned 6:32pm

PTSO Meeting Minutes Oct 5, 2015

PTSO Meeting Minutes Oct 5

5:30, meeting called to order

Sept Minutes approved


Mr Torres will be teacher representative

Shana will be Treasurer

Last Meeting By Laws changes discussed. Reduce number for quorum, change 2 signatures needed to write checks from $200 to $500 (bank’s requirement)-both passed.

Treasurer’s Report – as of Sept 17th, Savings $50.11, checking $3361.32

Spaghetti Dinner update: 113 tickets sold. Schedule is set, volunteers requested, sign up genius to be created. Chaperone needed. Thespian Society will hold food drive at event. Can kids decorate mystery bags? Thank you cards to businesses. Sell Flowers? Coat Check?




































Spaghetti Dinner update: 113 tickets sold. Schedule is set, volunteers requested, sign up genius to be created. Chaperone needed. Thespian Society will hold food drive at event. Can kids decorate mystery bags? Thank you cards to businesses. Sell Flowers? Coat Check?

PTSO Meeting Minutes September 14th 5:30pm

PTSO Meeting September 14th 5:30pm

Called to order at 5:38pm
I. Introductions
II. Approval of last meeting minutes, available online to view, no objections.
III. Review Bylaws – to receive a copy, email
Appointment of faculty and student representative. In announcements, no takers yet.
Membership Dues: vague from bylaws $20 /family, $10 individual or $5 min donation, must be a member to vote, can join at anytime.
Treasurer position available, please help us fill this.
Quorum – proposed to change to parentage since we don’t have 10 members. Will be voted on next meeting to amend Bylaws.
Establish an audit committee, need 3 voting members would only need to attend at least one meeting a year.
Budget – N/A not enough information for this year but one will be created in April.
Authorized signatures, proposed to change to only one signature needed if under $100. Action item next month. Amendments to bylaws need 7 days notice.
IV. Treasurer’s report, see agenda last page.
V. Old Business – none
VI. New Business
Teacher’s Wish list – a way to know what teachers need as we fund-raise so we have goals to meet. We have 2 so far.
Spaghetti Dinner – Will be at Sandia Casino, can seat up to 700, has elevated stage. Suggested cost $25 per person. Lengthy discussion of price of tickets, final price undetermined. Committees to be set up, sign up genius will go out to form these committees, please consider signing up to help. Performers will cost $15 min each (this is cost of food, if families can buy full tickets it will help raise funds or cover costs of those students who cannot afford to go)
Naomi Montoya is in charge of entertainment, auditions held soon. Other fund-raising besides tickets will be gift “grab” bags (will need as many gift card donations as we can get) and Art Auction (still needs a committee). Volunteers needed at event will be determined at the next meeting. Student Council can raise money with a coat check if they would like. Have a photographer takes photos for donations. Ticket sales online must go through ticketmaser, suggested PTSO have a “square” for afterschool ticket sales and to gather funds at auction. Will be a program at event, can sell sponsorships. Looking to have local MC
host event. For more Spaghetti Dinner information or to help please contact the PTSO at
VII. Adjournment

PAPA PTSO Meeting August 3, 5:30pm

This was a very informal meeting to get ideas off the ground for how to proceed with the PTSO and to gather volunteers for committees and events.

Jennifer – (President)

Thanked Kristen for her past PTSO service and expressed and need for parental involvement. This year’s PTSO will continue activities of the past and hopes to improve on them. These include the two big fund-raisers (Spaghetti Dinner and Papapalooza) along with Teacher Appreciation Months (Dec & May), Carnival Help (Student Council run – PAPA helps, need parent volunteers) Snack Closet, Box Tops, etc.

Formation of committees: Donations committee, Crafts committee. Looking for volunteers who could find and solicit ongoing donations. Looking for crafty parents who can make gifts for special performances (example was gold stars with students names for their hotel rooms at away events), congratulation gifts for competition winners, etc.

Communication, going to set up “Sign up Genius” to organize volunteers, done through regular school announcements, only need an email to sign up. There is no unwanted solicitations from this site, only reminders when you sign up.

Find out who manages Box Tops, Smith’s, Albertson’s, and Target donations, get information out to parents to sign up.

Lori- (Vice-President)

Heading up the Spaghetti Dinner this year. Two venues in mind, Sandia Casino and UNM Student Union. Both have about the same costs and look to raise the same funds. Tickets plan to be $20, $15 kids, no early discounts. Silent auction along with basket raffle. Auction student art. Volunteers needed!

Snack Closet flyer – “PAPA has a snack closet for kids that are in need. If you are able to donate, please bring any of the following items to P7/P8 to Mrs. Padilla or Mrs. Torrez: Granola bars, nutrigrain bars, Mac n Cheese or Ramen microwavable cups, applesauce cups, etc. Thank you so much for helping!”

Rianne – (Secretary)

Communications out will be through regular school email, events/notices/etc will be attached to daily schedule emails from Stella sent as needed. Communications in should be sent to Parents are encouraged to join the closed PAPA group on Facebook – Public Academy for Performing Arts – PAPA ABQ New Mexico. Would like to use this to communicate events and solicit help. Any parent/student can join and post school related events/concerns, etc.


Get student more involved, PTSO should be at events, and we need a student representative.

Doreen – we need SAC (School Advisory Committee) volunteers, committee makes policy recommendations to Governing Council. Meets last Monday every month at 3:30, please email her for more information

Concern about 501-C, it is up to date.

Membership & By-Laws, is set up to be $20 per family $5 individual fees voting membership. Will check on this and proceed at next meeting.

Check legalities/rules for Go Fund Me for fund-raising.

Regular meetings? Decided on first Monday of every month, 5:30PM at school. If school holiday, then meetings will be held second Monday.

Next Meeting Sept 14, 5:30pm

Welcome PAPA families!

The PTSO was organized for the purpose of supporting the education of the students at the Public Academy for the Performing Arts by:

*       fostering relationships among students, parents, teachers, staff, and the governing council;

*       maintaining and improving the PAPA environment;

*       providing input to the principal and governing council;

*       providing volunteer support to the school; and

*       collecting and expending funds and other resources in support of the school.

We host a number of events throughout the school year and are always looking for volunteers. Everyone is welcome and everyone is needed to make each school year a success! If you are interested in joining the PTSO family please email us at:

Consider joining our Facebook group: Public Academy for Performing Arts-PAPA ABQ New Mexico

We look forward to meeting you!!!