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Friends of Koko Head Meeting 2019.10.1

Friends of Koko Head Meeting Minutes

Oct 1, 2019

Family Movie Night

  1. Thank you to Chris Magpoc for banners and design, fliers posted.
  2. Successful Family Movie Night: 220 people was the turnout

PCNC: Stacey

  • Cobra Chase for this year.  Think about what our tier levels are for different prizes
  • Frank Delima Assembly
  • School earned $550 from CPK to support STEM

Treasurer Report: $29,700:  We have one of the most successful Cobra Contributions $19700 ever.  

  • Multi-tiers and $150 option was awesome.
  • Got a little bit more COBRA contributions, trickling in.
  • Hope everyone received a Thank You cards for Cobra Contributions

AC Project: Capitol Meeting in place.

Halloween: Trunk O Treat

  • A lot of manpower
  • 2 and a half weeks before 65th anniversary
  • Want to prevent burnout
  • Tarah is proposing to not do it this year because Lu’au is 2 and a half weeks after Trunk O Treat. 
  • Trunk O treat means a lot to kids, Halloween costume and cake walk
  • Teachers hardly come, so their stress should just be passing out the flier
  • Anne is proposing that we simplify the event
  • Sign-UP genius
  • $500 was for decorations, candy and decorations
  • Decision: we will keep the Trunk O Treat but scale it back

Recycling Drive: 

  • First Thursday of November
  • Custodians have said when bags get accumulated, they need to go inside the cage or there will people who come and take them
  • We need to move the recycling cage behind the garbage bins
  • We need a minimum of 100 bags
  • October 24th: schedule recycling pick-up, send messages out prior to the date.  Jen will put up banners to advertise for recycling
  • Bottle caps do not need to be taken off anymore

65th Anniversary Luau

  • Thank you Chris for going to shops in Hawaii Kai
  • Janice
  • Portlock Neighborhood Association: Newsletters go out early November and will not be able to advertise earlier to the neighborhood
  • Neighbors will be notified of our event via letters and warning of loud music and messy parking
  • May be going door to door before our big lu’au to be friendly neighbors
  • PCNC IN Niu Valley and Kaiser, sent via eblasts
  • Midweek??
  • Next Door App Advertisement
  • Event Brite ticket price sometime on Sunday, the 65 dollar price was unavailable, early bird pricing has been extended to October 14th
  • Honolulu Tent Rentals Estimate: $1400. Come set up by 8 am in the morning, before sound-man comes to set up at 10 am.  They will break down at 10 pm. Inclusive torches (tiki lights), flood lights to light up the walkways: 30 x 40 silver tents, 40 eight foot tables, 300 chairs, 10 tables, generators, lighting, torches, flood lights.

Down payment of $700 required. 

  • Heather and Al has contact for a local recording artist, talent: Tevana is Koko Head alum
  • Spotify: sample is music
  • More VIP tables forthcoming and perhaps more tents. Smaller pop-up tent
  • Water Bottles, Polo shirts and tee-shirts, bags for teachers, bags for teachers with design created by Chris. Will be selling before and after Lu’au.  Ohia flower because we now have Ohia trees that are growing on campus, historically on this campus, Ohia grew here. Never fading, symbol of Ohia, compare to children.  The school will handle the sales and money for these tee shirts. Office has asked if they can sell lit-up balloons on a stick. Office needs to raise STEM to provide for Elemental Minds
  • Silent Auction: Bidding Owl, Anne is starting load.  She is going to close the auction two days prior and go live the next day.  Percentage is 5 percent of the highest last online bid is the payment for the Bidding Owl service.
  • People can buy experiences, don’t bid but pay for it like people can pay for Library Fund, Plant a Tree
  • Donate Time with Gene Ward?
  • Donate Time with an executive
  • People will pay for time
  • 30 items last minute brought in last minute for paper bidding, you don’t have to be present to win if we have all of this on the app
  • Hotels, Waikiki hotels, hotel staycation offerings
  • Bidding owl: all online payment
  • Computers, bring credit cards with you, we will have Bernie Kletzel who can help set up WIFI at Lu’au
  • Texts for notifications
  • Starting bids at 20 percent of the items
  • Last year, paper silent auction, we achieved $4000.  Online access should be able to up our numbers for this year.
  • One month before, October 16th: starting date of Bidding Owl and keep it live
  • Classroom Baskets we will reserve for paper bidding
  • HPD: two special duty officers for 4:30-9:30 p.m., each officer will be paid 200 dollars, with one getting $210 because he will have a vehicle with blue light somewhere on campus.
  • JROTC will assist with parking on the field
  • Church confirmed for overflow parking.
  • VIP tables parking will be in small parking lot
  • Cafeteria: half will be reserved for food service, other half for silent auction
  • Food service is for 1.5 hrs. 5:30-7 p.m.
  • Key Club: Tarah has indicated, we are going to need a lot of volunteers, setting up, decorations, breaking down, Silent Auction, Ticket welcome, assisting with culture activities for keiki
  • Sign-up Genius or each grade level assigned a certain type of activity —- do both
  • Will ask Kumu Lynn Segawa to oversee: Ti-leaf bracelet, lei making, Block Art Stamps
  • Perimeter Fencing: Stage being on the street side will help. Wristbands as identity markers.  
  • Ticket prices are tax-deductible
  • How do we spur up participation now?  We need money to fork out deposits. More banners
  • Seniors, sat outside every morning to advertise, tickets for sale.
  • Kiakona Retirees —-
  • Michelle Schall will work on sign-up genius 

Attendees:

Betty Green, Marjan Shaker, Ine Miller, Michelle Montgomery, Jen Broomell, Anne Wood, Heather Lacovara, Chris Magpoc, Ada Pimpleton, Glen Nomura, Tarah McFall, Olivia Puzrez, Jason Ching, Ms. Rita, Tamua S., Al Khan, Bernie Kloetzel, Michelle Schall, Stacey Lui, Ms. Rita, Mr. Shitaoka

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Friends Meeting Minutes 2019.09.03

Friends of Koko Head Meeting Minutes

09/3/2019

Thank you to Jen Broomell for continuing to paint activities on the playground structure.  And to parents who donated snacks and prizes for Bingo Night.

Boy Scouts 

Chris Magpoc created a logo for the 65th year Anniversary, will be for sale.

Jeff Shitaoka:

  • Principal report: 7 security cameras just went live, records for 10 days and refreshes.  Each camera has its own DVR, hooked up to network. 
  • No one monitors.  If we have a lock-down, we can have a view of entry points.
  • State-grant funded.
  • AC units: submitted DOE electrical request for our campus to be looked at by the DOE. 
  • 280 participants: highest turnout at Bingo Night
  • Next event: Stem Night, September.  Interactive Science Show, Elemental Minds.  No registration limit. Fliers will go home this Thursday for registration.
  • Stacey send e-blast

Stacey Lui: 

  • CPK fundraiser, helps fund STEM nights

Anne Wood:

  • Michelle will send another round of notification about the Cobra contributions
  • New Art/Yoga teacher. Friends of Koko Head supports this new teacher, for example.

Michelle Schall:

  • Cobra Contributions: do Mahalo Postcards to everyone who did contribute for something for tax write-off purpose and to show appreciation
  • Family Movie Night: Not A Friends of Koko Head Fundraising event. Students will fundraiser.
  • Fourth Graders Do want to come to movie night. Spaghetti ? 

Tarah McFall: 

Halloween Trunk O Treat. Oct 25, 2019 

  • Get flier for Trunk O Treat Thursday
  • Jack O Lantern contest
  • Grown-up Costume Contest or best family costume
  • Cake walk
  • Spooky House, will keep it G rated.
  • This year, will give it a lot more notice
  • Set-up of trunks usually start at 5pm
  • 6:30-8:30 pm
  • Bring paper bags from grocery store for kids to collect candy. Jen will supply bunch of paper bags to decorate
  • Recycling Drive: signage updated. Banner to put on the recycling bin.
  • Fifth and kindergarten buddy scheduled to be responsible for end of September

65th Anniversary Luau :

Announcements: Call for Silent Auction Donations

  1. Notify Community: Contact Neighborhood Association. Contact Midweek to publish in The Voice
  2. Kapena: 6:30-7:30 or 7-8 pm, $2000. Sound person will be here for 5 hrs from 4-9pm., $800. 
  3. Josh Toltofi: Josh is family to Kapena (should hear back today).
  4. Jason locked in Karlie Goya
  5. Send e-blast from Niu Valley
  6. Activities for Kids: first hr and a half:
  7. Coach D will be playing dinner music
  8. Kaiser High School Jazz Ensemble: Come and Play
  9. Niu Valley: Hawaiian Choral Group 
  10. Kapena: 7-8 p.m. be the closers
  11. Food: $15 a person: all inclusive, poke and full menu. Bring servers. Ask if she could get the kitchen. Potential for 800 tickets. Enough servers to take care of that amount of people…1.5 hr line. 
  12. Foil.  Kalua pig, chicken long rice, squid luau, lomi salmon, poke, rice, poi, pineapple, haupia and sweet potato.  NEED 4 serving lines. 30 days in advance
  13. She would need half deposit at the 30 day mark. Will be plenty with Seconds.
  14. Beverages not provided…Juice and water…COSTCO donation to help towards 65th anniversary.

Shaved ICE: ? Possibility. 2 trucks. 10 percent kick back?

e-BLAST: 

Saturday Event: New Hope Hawaii Kai, they can lend 1 20 by 20 tent, 1 10 by 30 tent, 4 pop-ups, 30 round tables that seat 8, chairs if they can be returned that night. Kaiser’s stage, can talk with the lead set-up guy. 

Decorations:?  

How do we recognize the VIP tables.

Stage decorations: do we want to provide a commemorative gift to everyone who attends.

Silent Auction is the key event: contact local businesses and hotels.

  • Donations to be attached to something tangible. 
  • A wood block/plaque/rock dedicated and engraved with a donor’s name to display on the campus. A wall of visionaries. Jeff will research the protocol to see if we can pull this off.
  • VOLUNTEERS needed: off-duty officers?
  • Do we have a standard letter to businesses and hotels to ask for donations?  
  • Donations
  • We would need a group of volunteer ushers
  • Wristbands for food line.

Costco to donate leis and drinks.

Block-off entertainment with some visible markers. Ushers to enforce.

Attendees: Stacey Lui, Janice Olmstead, Ron Cahoon, Tamua S., Jen Broomell, Jason Ching, Michelle Schall, Maggie Hong, Anne Wood, Tarah McFall, Glen Nomura, Jeff Shitaoka, Rita Hanohano.

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Friends Meeting Minutes 2019.08.06

Friends of Koko Head Meeting Minutes

8.6.19

Aloha School Supplies: A success

Principal Report: Jeff Shitaoka

  • A few initiatives set for this year
  • Math: increasing engagement throughout the year
  • Focus on Social Studies standards in the spring
  • IB: ongoing improvement of 5th grade exhibition and curriculum of all grades 
  • Midyear accreditation due: state will be visiting 
  • Redefining school mission and vision – parent input will be requested in a survey

**Strive High School Performance Report posted on Board of Education Website.  Koko Head is in higher percentile for Language Arts.

  • How do students feel about their school: 59 percent feel positively about their school. A lot of staff turnover the last few years — retirement, transfers to other schools, school culture has been changing so that has affected positivity. 

Question: What was the criteria for the tri-pod survey: third, fourth and fifth grade surveys generated this score, etc.  Anonymous survey.

  • How can Friends of Koko Head and parents help increase school spirit (Trunk O’ Treat helps, Bingo Night (August 30th 6-7 pm). 
  • Open to ideas to improve positive school culture and school spirit

PCNC Stacey S.: Bingo Night is a family night, only a one-hour commitment

President Michelle Schall: Budget request received from Jeff.

  • includes CAP teachers’ salary for PE, music, art (yoga and art during second quarter) and Hawaiian Studies
  • new music/yoga teacher will be employed, she will be teaching mindfulness through yoga the first quarter and art during second.
  • Teacher support: thanks to Michelle Montgomery, great Teacher Appreciation Week
  • Big Island 4th grade trip airfare of three teachers are paid for by this same budget
  • Instructional technology will be replaced – smart boards will be replaced by TVs (piloted in Ms. Yonan’s class.  TVs have clear picture and less maintenance than the current smartboards, which are also more cost effective
  • $5000 for professional development support as we focus on the IB 
  • $44,400 is needed for the year (we have $13,000)
  • Friends of Koko Head: raising money to help supplement the school that the DOE does not (we do a few fundraisers throughout the year to help that).  We buy and maintain the water. Donations do not have to pay taxes, fundraised money requires taxes to be paid. Best way is to generate through donations (Cobra Contributions), which we have at the beginning of the year.
  • August 15th: Cobra Contributions Letter (donations campaign) will be drafted and ready to be distributed. August 30th: Due Date

Koko Head 65th Anniversary (1954 first established): Celebrating the school’s 65th anniversary through the luau, will still have a Silent Auction (canceling Cookie Corner Fundraiser Sales)

  • Jeff: going through indemnification process to gain permission from city and state for the Koko Head Neighborhood Park venue
  • Ms. Rita –  taking the lead on the details of the event and collaboration between friends and the school
  1. Fresh Catch Luau Catering is the best deal: include menu (kalua pig, chicken long rice, squid luau/lau lau, lomi lomi salmon, rice, poi, pineapple, haupia, paper goods and utensils provided, delivery on site, etc. We will need to bring sternals and provide volunteers to serve. $15.50 a head.
  2. T-Shirts: finishing up design. Kula Threads are helping with that.
  3. Makaha Sons pretty much secured, and maybe Henry Kapono, Kapena (may work with us with school fundraiser)?  
  4. Tents, lighting. 2200 dollars 10 years ago, etc.  – Chris Young for lighting?
  5. Generator, stage, sound system
  6. Porta potties
  7. Have the event or break even. 
  8. Ticket sales: innovative ways to sell tickets will maybe have VIP tables, company can purchase a table of 10, considered sponsors or donors for the event.
  9. Cultural activities like lei making, ti bracelets tables
  10. Kids under five: free for those children
  11. Kids are charged a cheaper price?
  12. Date of pre-sales due need to be set
  13. Silent Auction: trying to get it online?? Need to collect items or services?
  14. Who would like to assist with auction items and silent auction: Jennifer Broomell
  15. Plan A and Plan B: Smaller or inside 
  16. 2010 luau: celebrated Ms. Lum, 575 tickets sold, at 15 dollars a ticket. 
  17. Cookie Corner fundraiser: net proceeds was just over $10,000. Silent Auction generated overnight was $4000.

Upcoming Events: Trunk Or Treat, Friday, October 25th.

Tarah McFall (Trunk Or Treat Chairperson):

  • Trunk Or Treat: Online Sign-ups will be used this year. 
  • Maybe monetizing this?

Koko Head Movie Night: September 27th, 2019

  • Student Council Reps

Cobra Costume Mascot: invite anyone interested in wearing the mascot costume

Recycling of Cans: end of May. Do not need to take caps off plastic bottles. 

  • Cobra cash can be given to those students who help sort recycling as an incentive to help

** Concern: Cobra Contributions Acknowledgement of Donors needed this year.

Uncle John retired quietly the end of last month. 

Attendance: Bernie Kloetzel, Julie Magpoc, Chris Magpoc, Ai Narahara, Jennifer Broomell, Tarah McFall, Ine Miller, Ron Cahoon, Erica Sua, Tony Green, Darlene Ko, Jeff Shitaoka, Rita Hanohano, Stacey Shimabakuro-Lui, Adaline Pimpleton, Anne Wood, Michelle Schall, Maggie Hong, Glen Nomura