DSA PTSA EXECUTIVE BOARD MEETING

Media Center, DSA

Wednesday, January 14, 2009

In Attendance Jackie Bryant, Lyleen Collins, Sarah Corey, Jeff Goll, Deborah Iden, David Hawks, Sarah Jane Huber, Jill Lowery, Earle Manhertz, Shirley Violand-Jones,

Call to Order President Lyleen Collins called the meeting to order at 5:35 pm.

Review of Minutes Minutes of the DSA PTSA Executive Board meeting of December 10, 2008 were reviewed. A date correction was recommended. Earle Manhertz made a motion to approve the corrected minutes, seconded by Jeff Goll, and the motion carried unanimously by voice vote.

Donation Fundraiser Report Kateri Hoekstra reported that as of January 13, 2009, $7420 has been contributed to the DSA PTSA by 124 donors.

Treasurer’s Report Shirley Violand-Jones distributed a copy of the year-to-date budget and reported the following:

• Income to date: $21,394
• Expenses to date: $7,119
• Balance to date: $14,275
• A mid-year audit will be conducted soon.
• A subcommittee will be formed to review grant submissions in light of income and make recommendations to the Board for grant awards. The deadline for grant applications was in December. This subcommittee will include Ms. Collins, Ms. Violand-Jones, Mr. Hawks and Ms. Larson, along with other interested PTSA Board members. A meeting date will be announced via email.
• Xpress Image has not yet sent a check for DSA merchandise sold this fall.
• A DSA parent and PTSA member submitted a request for reimbursement for gifts purchased for the mayor of London, presented at a DSA reception. Three boxes of Moravian cookies were purchased for $28. 86. Deborah Iden made a motion to reimburse the parent as requested, seconded by Kateri Hoekstra, and the motion carried unanimously by voice vote.
• A letter was received from the DPS auditor requesting financial and bank statements. The NC PTA indicated that submission of bank statements was not required. A reconciliation statement was sent to DPS auditor in early January that reflected a bank account balance of $12,430.54 as of the online bank statement dated 1/1/09.

Principal’s Report Mr. Hawks announced that semester and benchmark exams are being completed this week. A holiday on Monday of next week will be followed by a teacher workday on Tuesday. The second semester will begin on Wednesday, January 21, 2009.

Teacher Appreciation Report Teresa McBennett submitted the following written report: “On November 19, 2008 on the early release day, we served the staff fall breads, coffee, hot tea and bottled water. This event cost $61.50. On December 3, 2008 on the early release day, we served the staff cookies, coffee, hot tea, hot chocolate, apple cider and bottled water. This event cost $11.73. (The committee baked the cookies and did not charge for reimbursement. Our budget for the year is $1700. We have spent $667.44. We have received $60 in donations plus a $50.00 Costco card. We have $1142.56 remaining for the year.”

Proctor Report Candace Midgett and Lyleen Collins met with Judy May to discuss DSA’s needs for proctors this year. Ms. Collins reported that volunteers will be required to attend a training session held by Ms. May prior to serving as proctors.

Booster Club Report Shirley Violand-Jones reported that the Booster Club sponsored a successful dance before the Winter Break. The Booster Club is planning high school and middle school dances in the spring. Sarah Jane Huber reported that the Student Council is planning a dance around Valentine’s Day, and Ms. Violand-Jones provided contact information for the appropriate Booster Club representative such that conflicts in scheduling can be avoided.

Site Based School Improvement Team Report Earle Manhertz requested information from Mr. Hawks about the computerized substitute selection system. Mr. Hawks reported that the school can identify favorite substitutes as well as those they do not want to come back. Each teacher can specify a unique preferred substitute list. Finding high quality, motivated substitutes is difficult. Jeff Goll reported that at the most recent Site Based meeting, the needs of the Carr Building were discussed.

Reflections Report Jeff Goll reported that two literature entries have been received. The anticipated three dance entries did not materialize. Entries have been submitted to Nancy Cox.

Student Liaison Report Sarah Jane Huber reported that Spirit Week is February 2-6, 2009. The Student Council is working to organize a Valentine’s Dance, potentially at the Reality Center, in an attempt to improve the social life of students. She reported that many students have expressed concern about the poor functioning of the Carr Building. Soap dispensers do not function and paper towels are not available. Mr. Hawks reported that he will address the soap and paper towel problems with the contracting company tomorrow morning, and requested that such problems be reported to him immediately whenever they are discovered. Ms. Huber reported that some people do not drink the water because they do not trust that it is safe. Although there are many problems with the Carr Building, some students appreciate its architecture and would be sad to see it removed. The students would prefer, if Carr is replaced rather than renovated, that students be involved in design and that the arts orientation of the school be respected in the planning. Incorporating outdoor space is also desired.

DSA Facilities Safety Initiative On Wednesday, January 7, 2009 the DSA Facilities Safety committee met in the DSA Community Lounge to discuss the problems with the Carr Building. It is the goal of this committee to inform the DPS School Board of the safety and risk issues associated with the poor condition of the building. It was decided Jeff Goll and Lyleen Collins would attend the DPS School Board’s Administrative Committee meeting on Thursday, January 8, 2009 to present documentation of problems observed in the Carr building and request the Board take action to address those problems. Attached to these minutes is the document read to the DPS School Board Administrative Committee. On Friday, January 9, Ms. Collins and Mr. Goll were interviewed by NBC – 17. We are waiting to hear from Mr. Osteen or the School Board with a response. Mr. Osteen has emailed Ms. Collins to indicate that he plans to meet with the PTSA Board soon; Ms. Collins will ask him for a meeting within the next two weeks. In the recent rains, leaks in the roof around the cupola caused collapse of the ceiling tiles in a portion of the hallway of the third floor of the Carr Building. Mr. Goll reported that the list of pending construction projects on the DPS website listed the Carr Building as of mid-range priority and scheduled for 2013. The DSA Facilities Safety committee will discuss with Mr. Osteen the importance of taking action soon rather than waiting, given the very poor condition of the building.

Teacher Liaison Sarah Corey will serve as Teacher Liaison to the PTSA. Members of the PTSA Board expressed appreciation for her willingness to serve in this role. She plans to share information about the PTSA minutes and website with teachers.

Harris Teeter Contest Harris Teeter is inviting schools to enter a “Sing My Jingle” contest with a $10,000 prize. Mr. Green and Mr. Davis are considering coordinating an entry by DSA band students.

Leaders Conference NC PTA is sponsoring an emerging leaders conference for PTA members at Wake Tech in Raleigh on Saturday, February 7, 2009. The PTSA will pay the $10 registration fee for any member who would like to attend.

Small fundraiser Report We were about $30.00 shy in receiving a check from Harris Teeter. One set of Box Tops totaling $83.00 was mailed in December. We need to figure a way to increase collection.

The meeting was adjourned by President Collins at 6:50 pm.

The next meeting is scheduled for Wednesday, February 11, 2009 at 5:30 pm in the Community Lounge.

Respectfully submitted by Jill Lowery, Secretary

Attachment: Statement read to the Administrative Committee, DPS Board of Education, January 8, 2009, by Lyleen Collins

As a representative of the Durham School of the Arts Parent Teacher Student Association, I would like to bring an important health and safety issue to your attention. The DSA PTSA has formed the DSA Facilities Safety Initiative to investigate the status of the Carr Building and the timeline for the renovation or replacement of that facility due to obvious signs of serious deterioration.

We contacted Mr. Hugh Osteen to request the planned renovation date for Carr and found that it was slated for 2011. Because of our concerns about the fitness of the building we requested the Operation and Maintenance reports through Mr. Osteen and have been told they are being copied and will be delivered soon. We are also in the process of setting up a collaborative dialogue with Mr. Osteen. In the mean time Jeff Goll and I toured the building on a rainy day in response to complaints from students that the amount of water entering the building during rainfall was remarkable.

Here are some of the things we observed:

· Some windows frames are severely rotted

· All windows have extensive peeling paint

· Large trash cans placed in the cafeteria to collect dripping rain water

· Plaster falling from a support column literally at our feet

· Rain water was dripping through a light fixture in the room that stores textbooks

· Large air conditioner units were sitting in standing water on the flat roof above the cafeteria which raised concerns about the structural integrity of the roof

· Commodes covered in plastic trash bags

· Teachers lounge that is disgraceful

It is of great concern that on rainy days our students eat lunch while water that has filtered through roofing materials, insulation, mold and plaster drips into trash cans at their side.

We are requesting the renovation or replacement of the Carr building be moved to the top of the priority list based on the escalating deterioration of the building and the associated safety and health concerns for students and staff. We are concerned that efforts to patch up a building that is literally falling apart would only waste funds that could otherwise be used for a more permanent solution. It appears a wiser choice might be to go ahead and replace the building.

I can assure you that as a parent at DSA for 4 years and having been in the Carr building just last year, I was completely unprepared for the increased level of deterioration seen from last year to this year.

We are more than happy to guide you through the Carr Building on the DSA campus to give you a firsthand look at the problems in the building. We feel certain that with first-hand knowledge of these problems, the need for action will be evident.

During our walk-through, we made a video and took photographs. We provided a copy of the video to Mr. Osteen. This afternoon, I have brought copies of some of the photographs for you to see as you consider our request.

We look forward to your response and next steps toward solving this problem for our school. We may be contacted through the DSA PTSA’s email account dsaptsa@yahoo.com.