PTO Board Meeting Minutes, April 7, 2009

Members Present: Father Tom, Olivia Carrillo, Diana Girskis, Joe Chavez, Jim Theiring, Mandy Viole, Ann Marie Smith, Maribeth Spensiero, Jimmy Mueckay, Phil Le Franc, Robert Mahan, Doug Bennett and Tom Olona. The meeting began at 6:35p.m.and adjourned at 8:05p.m.

Opening/Closing: Father Tom opened and closed the meeting with a prayer. The minutes from the March meeting were reviewed and approved.

Note: These minutes are not finalized and are subject to change after review by the PTO Board at the upcoming board meeting.

I. Pastor’s Report: Father Tom
a) Parish Five Year Plan: The goal will be for the parish to put together a five year plan around finances and community building. The hope is to bring a sense of community and involvement in the parish. Father Tom mentioned that the goal is to find a model where parishioners and school families will be able to have a say. Example given was forming “neighborhood guilds”. The guilds provide a great support system and feeling of belonging to the parish.
b) New Property: Many were able to join the grand opening and walk through of the new property. The gym is scheduled to be open and available for school use on April 20th. The Capital Campaign will be starting up again as we need to work to pay off the debt owed to the diocese. Phil asked if there is away to have the debt refinanced. Father Tom mentioned that the debt is owed to the diocese and doesn’t have an option to be refinanced or waived. Hopefully by restarting the Capital Campaign we will be able to lower the amount owed.

II. Principal-Olivia Carrillo:
a) Registration: Registration went very well. We had a goal of enrolling 280 students and have met that goal. For the 2009-2010 year there are additional spaces available in grades 1, 2 and 7. An announcement will be placed in the bulletin letting parishioners know about the open spaces for these grades.
b) Pre-School: The recent inspection for the pre-school went very well. The fire clearance is pending. The goal was to obtain a license for 50 students. The inspection revealed that additional students could be added in the future. Updates to the restrooms would be needed if additional students are enrolled.

III. President-Joe Chavez: Review of Priorities:
a) Teacher Appreciation Week: Sonia Hernandez presented her ideas for Teacher Appreciation Week. Teacher Appreciation week will be held from May 4 through May 8.
b) Spring Concert: The concert is set for May 21st. Ms. Massey has requested help for the event. A memo will be sent in the Home Messenger.
c) Virtus Training: We still have a lot of school families that need to complete Virtus Training. The recent training class provided a low turn out again. Currently only about 40% of parents have taken the required training. The next training session will be held on May 30th. Joe suggested that a personalized letter be sent out to each parent that has not yet completed the training class. The letter will indicated that they have been enrolled in the upcoming session. Father Tom asked why so many parents have not attended the class yet. He suggested reminding the parents this is a co-op and everyone should want to be part of the team. Reminder to those parents who have already taken the class and have been fingerprinted to wear their badge (located in the office) when on campus.
d) Lenten Soup Kitchen: The soup supper went very well. Thank you to Doug for coordinating.
e) General PTO Meeting- May 12: Reviewed agenda for upcoming General PTO meeting. Topics will include:
• Presentation of the Electrical Upgrade Progress
• Results from the Auction
• Virtus Training reminder
• PTO Elections
f) Science Fair: The science fair went very well. Great projects presented by the students.

IV. Finances: Jim Theiring:
a) Financial Information: Jim indicated that the finances are looking very strong. We are very close to having the funds to complete the first phase of the electrical upgrade. The estimated cost proposed by Vince Petito is $350,000. Hopefully Vince will do a presentation at the General PTO meeting.
b) Scrip: Scrip profit is roughly $24,000 year to date. Profit is greater at this point in the year than for all of last year. Last year we only earn about $10,000. February purchases were about equal to receipts, which was expected after the holiday season. A new laptop is available and dedicated to scrip. The sign displayed outside mass indicates “gift cards” which makes it easier for parishioners to understand.

V. Fundraising: Bob Mahan:
a) Auction Event: Bob gave the following update on the auction event: Most RSVP’s came in on time. Reminder was sent out to Home Room parents that the class projects need to arrive at Castaways by 8am. The facility has a great space for displaying the class projects. There should be plenty of room to walk around and view the class projects and the silent auction items.
b) Raffle Tickets: A reminder was sent out in the Home Messenger regarding the raffle tickets. One family has already sold $2,000 in tickets. Joe encouraged everyone to keep selling tickets and keep in mind the goal should be to sell at least $300. So far only 8 families have sold $300. The car will be on display after mass on 4-19. Tickets sold to parishioners totals about $7,000, with more money still coming in.

VI. Athletics: Jimmy Mueckay:
a) Spring Sports Banquet: The banquet will be held on May 6 from 6:30 to 8pm. It will be a potluck.
b) Athletic Budget: Ms. Carrillo confirmed that the PE/Athletic budget for next year will be $8,000. The budget will need to pay for CYO fees, coaches and any fee associated with the sport. Coaches were asked to submit their estimated budget for next year. The swim team proposal was submitted and reviewed. Due to the nature of the sport and the fact that the team would need to practice off campus, the fees are expensive. Suggestion given to have the sports fee be paid per child and the excess funds required would need to be made up via fundraising and supplemented by parents. The target date for the swim team meeting is April 30th.
c) Basketball Poles: Two new pads have been donated for the basketball courts and will be picked up shortly.

VII. Maintenance: Phil Le Franc
a) Condition of Campus: Phil mentioned that the campus is in great shape. He is working with Nestle for their help in establishing safe zones around the campus and especially for when crossing the streets around the school. Joe asked to keep Rita informed.


Next meeting May 5, 2009 at 6:30pm
Note: These minutes are not finalized and are subject to change after review by the PTO Board at the upcoming board meeting.

PTO Board Meeting Minutes, March 3, 2009

March 3, 2009

Members Present: Father Tom, Olivia Carrillo, Joe Chavez, Jim Theiring, Susan Theiring, Mandy Viole, Ann Marie Smith, Maribeth Spensiero, Jimmy Mueckay, Phil Le Franc, Robert Mahan and Doug Bennett. Absent: Diana Girskis and Tom Olona. The meeting began at 6:35p.m.and adjourned at 8:10p.m.

Opening/Closing: Father Tom opened and closed the meeting with a prayer. The minutes from the February meeting were reviewed and approved.

Note: These minutes are not finalized and are subject to change after review by the PTO Board at the upcoming board meeting.

I. Pastor’s Report: Father Tom
a) Coordination of Information: Father Tom mentioned that a goal he is trying to achieve is to coordinate meeting information among the different committees. This way the different committees will be informed of what other committees are doing. Joe mentioned that the school PTO minutes are added to the website within three days of the meeting. We will also send a copy to Rita.
b) Father Paul: Father Tom mentioned that Father Paul is feeling a little bit better. An update will be included in the parish bulletin.
c) New Property: Work is being done on the new property. Photos can be viewed on the parish website. The goal is to get the gym and some classrooms opened so activities can be held at the new property. Ms. Carrillo mentioned that the pre-school is waiting to pass inspection and to learn if the property will need to be fixed to code or if it can operate under the existing system.

II. Principal-Olivia Carrillo:
a) Registration: Registration ends tomorrow, March 4th. We do have several new applications for incoming kindergarten students and applications for the other grades as well. To keep enrollment consistent and in order to compensate lower enrollment for some grades, the cap per grade level will increase to 37.
b) Outreach Training: Ms. Carrillo mentioned that an outreach training program will be taking place on March 21st from 8-3pm. The program will consist of workshops geared around marketing ideas including how to promote the school and attract new families, open house and recruiting ideas and finances. The goal is to have at least 4 members attend from each school. Joe mentioned it maybe a good idea to include the information in the Home Messenger.
c) Virtus Renewal: Recertification notices are being received by the some of the teachers as most were certified in 2004/2005. Some can renew online depending on when they registered and were first certified. Others may need to take a shortened class. Some parents may also get notices depending on when they were first certified.

III. President-Joe Chavez: Review of Priorities:
a) Spring Concert: The concert is set for May 21st. Just a reminder that we will need to secure the doors for the event.
b) Spaghetti Dinner: Doug indicated that the Spaghetti dinner is set for this Saturday night. The event is on schedule and hoping for a big turnout.
c) Virtus Training: Eleven school families attended the recent workshop. The next session is scheduled for 3-28 from 9-12 and from 1-4. Not all parents have gone through the training yet. Reminder that the registration packet indicates that Virtus training is a requirement and every parent will need to attend a session. Joe asked that a phone message be sent out reminding parents of the upcoming session.
d) Lenten Soup Kitchen: Each Wednesday in March and April there will be a Lenten Soup Kitchen held at the school. The school’s date is April 1st. Doug will coordinate the event. Soup, rolls and oranges will be needed.
e) Faculty Appreciation Luncheon: This is a national event held in May. Mandy and Ann Marie will work with the chairperson.

IV. Finances: Jim Theiring:
a) Financial Information: Jim shared the current profit and loss data with the members. In this difficult economic time, we are very lucky to be in a good position financially. The bulk of our assets are in cash and also in the endowment fund. Phil asked if money is available in our accounts as there are things around the school that could use updating. Joe indicated that if there are specific areas that need to be fixed or updated, ideas or a proposal should be put together for review.
b) Scrip: Scrip profit is roughly $23,628 year to date. Profit is greater at this point in the year than for all of last year. November and December showed an increase in scrip sales due to the holidays, January was about what we anticipated. A parishioner suggest that the banner be updated to reflect “gift cards” are for sale rather than using the word scrip as many people are not familiar with the scrip program.
c) Electrical Update: The figures for the cost of the electrical upgrade should be available shortly.
d) Science Fair: Ann Marie mentioned that judges are still needed. Susan has two people interested and will forward their names to the event chairperson.
e) Service Hours: Ann Marie mentioned that the coordination of the hours is going very well. Also, a tracking system is in place for those families who sell $300 worth of raffle tickets. This will ensure those families get the 4 credit hours.

V. Fundraising: Bob Mahan:
a) Auction Event: Bob gave the following update on the auction event: Auction donations and RSVP’s are coming in, the volunteers and committee chairs are in place, different options for cashiering are being reviewed, teacher experiences are being determined, reminders will be sent out in the Home Messenger. Jim and Joe indicated that the credit card purchases should be done manually and then processed the next day. This will be easier than trying to process each individual credit card purchase the day of the event.
b) Class Projects: Mandy and Ann Marie indicated that the class projects are in process and will be ready shortly. The only class pending is 5th grade. Mandy and Ann Marie indicated that most of the class projects are very large and will require a lot of space to display. Bob will check with the location to make sure there will be enough space to display the class projects.
c) Raffle Tickets: Joe mentioned that the goal for the raffle tickets is for each family to sell $300 worth of raffle tickets. Encouragement should be given to keep selling tickets.

VI. Athletics: Jimmy Mueckay:
a) A-Volleyball: Volleyball is starting, a flyer went out today in the Home Messenger.
b) Basketball Tournament: Ms. Carrillo confirmed that a permission slip would be required for the basketball players to participate in a tournament off campus. The permission slip would indicate the specific tournament times and dates.
c) Basketball Poles: Two new pads have been donated for the basketball poles. Joe mentioned again that during games the pads must be put up for safety reasons. Thought given to keeping the poles up during recess and lunch. Susan mentioned that the children can be rough with the pads and weather is also a factor. Jimmy mentioned that the new pads will be thicker than the old ones and maybe the carpool volunteers can help to put the pads up and down so they are not left out all day. Further discussion needed.

VII. Maintenance: Phil Le Franc
a) Condition of Campus: Phil mentioned that he recently toured the campus with Rick. Areas for specific cleaning were identified. Ms. Carrillo will follow up with Rick so that the cleaning schedule does not fall through the cracks.


Next meeting April 7, 2009 at 6:30pm
Note: These minutes are not finalized and are subject to change after review by the PTO Board at the upcoming board meeting.

PTO Board Meeting Minutes, February 3, 2009

Members Present: Joe Chavez, Olivia Carrillo, Maribeth Spensiero, Jimmy Mueckay, Phil Le Franc, Robert Mahan and Doug Bennett.
Absent: Father Tom, Diana Girskis, Tom Olona, Ann Marie Smith, Jim Theiring and Mandy Viole. The meeting began at 6:35p.m.and adjourned at 8:05p.m.

Opening/Closing: The meeting was opened and closed with a prayer. The minutes from the January meeting were reviewed and approved.

Note: These minutes are not finalized and are subject to change after review by the PTO Board at the upcoming board meeting.

I. Principal-Olivia Carrillo:
a) WASC Update: In preparation for the WASC update, there will be noon dismissal on February 4th. Ms. Ohanessian will be observing another school this week. The Leadership Team is observing other schools to assist in our preparation process.
b) Registration Packets: Registration packets were distributed today in the Home Messenger. So far, 12 new family applications have been received. The registration form sent to all families included a note indicating that Virtus training is required. This form will need to be signed and returned acknowledging that Virtus training is a requirement and parents will be required to comply.
c) Science Fair: The science fair will be held for one week only. The date is March 23-25th. Mrs. Salazar will help in coordinating the fair. Notice was sent out in Home Messenger today.
d) Talent Show: The Talent Show is scheduled for April 3rd. A notice went out in the Home Messenger today.
e) Scrip: Ms. Carrillo mentioned the need to be careful when selling scrip. If someone requests a large purchase it would be best to collect cash rather than a check as there have been issues throughout the Archdiocese with checks being written from false accounts.

II. President-Joe Chavez: Review of Priorities:
a) General PTO Meeting: Review of the past General PTO meeting. The meeting went very well. Many parents attended. Confirmed that the next PTO meeting will be in May and 5 new members will be needed. Phil expressed interested in doing a second term. Joe asked Doug if he can provide stickers for the kids to wear the day after the meeting. The stickers would indicate that the child’s parent attended the PTO meeting. This would be a great way to continue to build community strength.
b) Finance/Tuition: The tuition has been set for next year with a very small increase. The tuition information was included in the Home Messenger.
c) Open House: The open house had a great turn out with many school families attending. We also had many new families attend. Some ideas for next year are to have the student council available to give tours to new families, have the PTO members available to greet people as they arrive and encourage school families to refer new families. Incentives for referring new families could be to give participation hours if a new family attends the open house or enrolls in the school.
d) Auction Event: Bob indicated that the invitation to the parents will be sent out next week in the Home Messenger. Center piece designs were reviewed and a budget was confirmed. Bob will check with Ann Marie and Mandy to see if Angie Gonzalez will be coordinating the class projects. Some silent auction items have been donated. Bob will check with Diana Girskis regarding the teacher experiences.
e) Car Raffle: Joe confirmed that he will be talking at all the weekend masses regarding the auction and car raffle. The car will also be available outside the church at all the weekend masses. The parishioners will be given tickets to purchase and sell for the raffle.
f) Spring Concert: The concert is set for May 21st. Just a reminder that we will need to secure the doors for the event.
g) Spaghetti Dinner: Doug confirmed the date will be March 7th for the spaghetti dinner. There will be only one sitting this year. The time will be at 6:30 which follows the Saturday evening mass. A notice will be sent out in the next Home Messenger.

III. Athletics: Jimmy Mueckay:
a) Sports Banquet: The spring banquet will be held for the two teams. Ms. Carrillo suggested a potluck style event.
b) Athletic Director Responsibilities: Jimmy would like to revise and clarify the Athletic Director’s responsibilities as currently noted in the PTO guidelines. This will guide the next AD of the role and guidelines required. Thought should also be given to how the athlete of the year is chosen. Thought is have the team members select the boy and girl athlete via ballot selection.
c) Girls Softball: Two notices have been sent out in the Home Messenger; however, there is not enough interest to field a team at this time.
d) Boys A Basketball: Concern was raised by parents regarding individual stats being totaled by a parent on the sideline. Jimmy confirmed with the CYO that individual stats are not allowed per CYO regulations. Jimmy will discuss this with the parents. Also, Jimmy reminded the coach that the pads must be placed on the poles during practice and all official games. Also, the first aid kit must be kept on hand during all games.
e) Basketball Tournament: Ms. Carrillo confirmed that a permission slip would be required for the basketball players to participate in a tournament off campus. The permission slip would indicate the specific tournament times and dates.

IV. Maintenance: Phil Le Franc
a) Condition of Campus: The condition of the campus has improved. Phil did a walk through and indicated areas that need to be cleaned better. Such areas are; doors, stalls and floors. These areas may need to be cleaned during the day as well as after school. In addition, a schedule/inspection clip board will be added to the restrooms noting the times in which the restrooms were last cleaned. Plan is to replace toilet seats in the restrooms as many of the current seats are cracked or damaged.
c) Safety Issues: Phil hopes to put together a list of specific safety issues that need updating and then ask Nestle for their assistance with the City/Police Dept. Joe mentioned that there are specific zoning requirements for adding notices or signs on the school and church grounds. There is also a large cost associated when updating these requests.

V. Scrip Update- Jenn Bunt
Jenn provided an update on the scrip program. There current participation is 72% with many families buying scrip cards and participating in Ralph’s or e-scrip programs. Jenn presented her ideas to continue participation and encourage new participation. Her thought is to establish a strong commitment by having the excess funds “ear marked” for a specific project. Examples would be to update technology or purchase a laptop for the computer lap. Jim will need to confirm if the funds that are raised are currently going toward covering operating costs. Doug suggested that a graph be put together to breakdown specifically where the funds are going. Jenn also mentioned that there is great participation from the school families but help is needed to encourage the parishioners to get involved. It would be helpful to have someone specifically assigned to work with the parishioners.


Next meeting March 3, 2009 at 6:30pm
Note: These minutes are not finalized and are subject to change after review by the PTO Board at the upcoming board meeting.

PTO Board Meeting Minutes, December 2, 2008

Members Present: Joe Chavez, Tom Olona, Maribeth Spensiero, Jimmy Mueckay, Phil Le Franc, Robert Mahan, Mandy Viole, Ann Marie Smith, Doug Bennett and Jim Theiring. Absent: Father Paul, Olivia Carrillo and Diana Girskis. The meeting began at 6:35p.m. and adjourned at 8:00p.m.

Opening/Closing: Joe opened and closed the meeting with a prayer. The minutes from the November meeting were reviewed and approved.

Note: These minutes are not finalized and are subject to change after review by the PTO Board at the upcoming board meeting.

I. Principal-Olivia Carrillo:
a) WASC Self Study: The WASC self study now in process. The last coffee with the Principal was a focus-group type session with a discussion of the SLE’s. The leadership team has been working on the first chapter of the self study and sent out a parent survey in the Home Messenger. Father Paul, the staff and students will also be surveyed.
b) Mural: The mural was not approved by the city. The city requires a fee to review the mural and has specific requirements of what can be painted and where the mural can be placed. Phil will check with his Nestle contacts for assistance.
c) St. Columbkille Gift Collection: The gift collection has begun. Our goal is to collect 257 gifts, which would be one for each child at the school. The tentative delivery date is December 18th and the 7th grade will be leading the blessing of the gifts. Joe mentioned that the parishioners will also be able to purchase K-mart gift cards. Thought is to have parishioners purchase the gift cards through scrip and give a percentage of the sales to the building fund.
d) Trimester Awards- The first trimester awards is scheduled for 12-4 at 10:30am.

II. President-Joe Chavez: Review of Priorities:
a) Virtus Training Update: Another Virtus training class was held on 11-16, this was the 5th training session held so far. We now have 33% of the school parents trained. The need for training will be mentioned again at the General PTO meeting in January. Tom mentioned that we need to be consistent in communicating that the training is a requirement for all parents. Ideas include, updating the school handbook and sending out letters to parents who have not completed the training.
b) Electrical Upgrade: The electrical upgrade plan has been finalized. The plans include specific details including placement of outlets, etc. Vince Petito is putting together the final numbers so the fundraising expectations can be reviewed at the General PTO meeting in January.
c) Jog-A-Thon: The Jog-A-Thon went very well. We raised about $7,200 in business sponsors. The thank you letters will be going out this week. Bob will coordinate the pizza party for the 6th grade.
d) Auction Event/Raffle: Discussed Joe’s idea of how to increase participation from the parishioners for the car raffle. Thought is to include a letter and extra envelope within the monthly parish envelopes. The letter would encourage parishioners to contribute a dollar a week towards the car raffle. The funds would be held in the envelope until the parishioner has reached $25. They would then receive three raffle tickets. Assistance would be required to keep track of the contributions made for each parishioner.
e) Parking: Phil and Doug confirmed they would set up additional handicap parking and place orange cones along the fire lane for the Christmas program.
f) Santa Pictures: Tom mentioned the pictures with Santa are set for December 5th. The pre-paid amount was $475. Children can pay for the pictures on 12/5. The proceeds will be used for computer software/equipment.
g) Christmas Program: Ann Marie has been working with Ms. Massey regarding the Christmas program to be held on 12-18. Each class will sing a couple of songs. DVD’s will be available for purchase.
h) General PTO Meeting: The next General PTO meeting is scheduled for January 13, 2009. Ideas for topics include: Virtus training review, car pool reminders, Nestle container (overview and show pictures), healthy food presentation by Holly Riley. Any other ideas should be sent to Joe.

III. Athletics: Jimmy Mueckay:
a) Sports Banquet: The Fall Sports Banquet is scheduled for 12/10.
b) Montrose Parade: Some of the sports teams will be walking in the Montrose Christmas Parade. The hope is to get additional team members to participate as well.

IV. Maintenance: Phil Le Franc
a) Shake-Out Drill: The Shake Out Drill went very well. The drill included Nestle and was very well organized. Nestle used their communication equipment to speak to the city as well as the fire department. Phil confirmed that the generators are filled with propane and also that the containers include climate controls, water and are serviced every 6 months. Jimmy mentioned that sometimes the containers include a “red cross” indicating the container is the first aid station. Phil will check with Nestle about adding the “red cross”.
b) Condition of Campus: The condition of the campus is good. The cleaning of the restrooms is being made a priority. Water pressure is still low on the drinking fountains but being looked into.
c) Nestle: Phil mentioned that Nestle will promote our auction event by including the information in their internal communication. Also Nestle has First Aid training sessions available for staff and parents.

V. Treasurer-Jim Theiring:
a) Finances: The school’s endowment fund had a drop due to the economy. In addition, some of the balance pool accounts have been moved into more stable funds. The checking accounts will be changed to money market accounts so they can earn interest. A withdrawal was made from the accounts to pay for the pre-school equipment. School finance meeting should be scheduled soon.
b) Scrip: November Scrip numbers were not available yet, but overall the sales have greatly increased this year. We are starting to get requests for holiday gift cards.

VI. Parent Involvement: Ann Marie Smith & Mandy Viole
a) Participation Hours: Mandy gave Ann Marie the name of a parent needing hours. Ann Marie will contact her to help coordinate the Christmas program DVD orders.
b) Acting Class: Mandy is working with the instructor regarding after school acting classes. The instructor is working on getting Virtus trained and then will meet with Mandy again.
c) Class Projects: Joe reminded Ann Marie and Mandy to work with the home room parents regarding the class auction projects.

December Events:
12/5: Santa Pictures
12/8: All School Mass
12/10: Fall Sports Banquet
12/18: Christmas Program
12/19: _ day of school


Next meeting January 6, 2009 at 6:30pm
Note: These minutes are not finalized and are subject to change after review by the PTO Board at the upcoming board meeting.

PTO Board Meeting Minutes, November 4, 2008

Members Present: Father Paul, Olivia Carrillo, Diana Girskis, Joe Chavez, Tom Olona, Maribeth Spensiero, Jimmy Mueckay, Phil Le Franc, Robert Mahan, Ann Marie Smith, Doug Bennett and Jim Theiring. Absent: Mandy Viole. The meeting began at 6:30 p.m. and adjourned at 8:30p.m.

Opening/Closing: Father Paul opened the meeting with a prayer. The minutes from the October meeting were reviewed and approved.

Note: These minutes are not finalized and are subject to change after review by the PTO Board at the upcoming board meeting.

I. Pastor-Father Paul:
a) School: The school is off to a great start. The students and staff have a great spirit this year.
b) New Property: The pre-school is ready to open pending approval by the State. Many families have expressed interest in joining the new pre-school. The hope is to be able to open the school by the first of the year.
c) Weekly Prayer Service: The weekly prayer service with Father Tim has been going very well. Father Tim and Raphael have been spending time with the children in the classrooms.

II. Principal-Olivia Carrillo:
a) Sound System: A new sound system has been installed in the auditorium. The new system projects clearly into the yard area and does not have any feedback. Ms. Carrillo would like to have the microphones engraved. Jimmy will check into the engraving.
b) Jog-A-Thon: Confirmed the start time of the Jog-A-Thon.
c) Nestle Container Design: Reviewed the designs created by Ann Marie. Phil will confirm with Nestle if a city permit is required to add the art work to the container. Request made by Phil to include colors (white) that will stand out on the container so the container will be visible in the parking lot.

III. President-Joe Chavez: Review of Priorities:
a) Creating Healthier Food Choices: Holly Riley presented options for creating healthier food choices for the children. Options include limiting birthday celebrations to once a month and eliminating bake sales. Holly will work with Ann Marie, Mandy and the room parents to develop a survey for feedback. Diana mentioned that first grade has already started to eliminate sugary treats for birthday parties. Research needs to be done to determine at what grade the birthday parties stop so we are not adding monthly parties to classrooms that are not celebrating anyway. Another option is to look into “giving” instead of receiving. Example, collecting books for our sister school. Holly will get feedback and make a presentation at the January PTO meeting.
b) Virtus Training Update: 75 people attended the Virtus training session on October 25th. The next session is on November 16th from 12-3pm at the new property. A total of 120 parents have completed the training so far. Reviewed guidelines for fingerprinting again. Fingerprinting is required for those parents working in small group settings, field trips etc. We are still looking for leaders to conduct the training sessions. We need to continue to encourage parents to attend the training and may need room parents to assist in contacting those parents who have not attended the training yet. The school reach phone system could also be used to send out reminders about the upcoming sessions.
c) See’s Candy: This optional fundraiser is taking place now. Confirmed that the funds raised will go toward the sports programs.
d) Jog-A-Thon: Bob confirmed that Ann-Marie Guinane is confirming that all volunteers have completed the Virtus training. As of November 1st we have $4500 confirmed in business sponsors. The bids have gone out to two vendors for the t-shirts. One additional bid will be sent out this week. Bob confirmed that he will need 385 t-shirts and he is not planning on ordering any extra as they do not usually sell. Bob asked if an MC is needed. Plan is to have Bob open the event and then the DJ can continue with any announcements.
e) Auction Event: Joe confirmed that although Toyota sales are down, they will still be willing to donate a car for the raffle. Joe suggested that cash options also be added as 2nd and 3rd place prizes. Confirmed that the price of the tickets will be the same as last year. Goal will be to get each school family to sell at least $300.00 in tickets even thought minimum required $100. Jim asked if other big items could be raffled off, i.e. trip to Hawaii. This maybe something to look into for next year.
f) Parking: Parking for the Halloween Parade was much better this year as the gate was open and Joe was able to direct parents into the large parking lot. Very few people parked in the fire lanes or in the handicap spaces. Joe suggested that for special events (Halloween parade, Christmas program, Jog-A-Thon, etc.) additional handicap parking spaces should be made available. Handicap signs can be purchased at Smart and Final and can be used as temporary handicap spaces. Joe also suggested that Phil and Doug work with the carpool volunteers so a volunteer is available to cars during special events. This should eliminate illegal parking in fire lanes and handicap spaces.
g) Santa Pictures: Tom will check with Angie Gonzales to confirm the process for the pictures with Santa. Jim confirmed he will be available to be Santa.
h) Christmas Program: Ann Marie will work with the music teacher regarding the program.
i) Participation Hours: Reviewed the participation hour requirements and discussed that the purpose of the sign up sheets is confirmation that participation will be provided for the event selected. Many times parents sign up for a committee and then do not fulfill their commitment to that committee. Next year, review should be done to determine what is reasonable for failure to show up to your assigned event. Should there be a fee associated with failure to show up? Would this cause additional accounting for the office? Any change would need to be added to the handbook.
j) Picture Day: Doug confirmed that picture day went very well.

IV. Athletics: Jimmy Mueckay:
k) Coaches: Several coaches are needed for both the A and B sports teams. Jimmy is working on getting parents to coach. Coaches need to be CYO certified, fingerprinted and Virtus trained.
l) Sports Banquet: Jimmy is working on the Fall Sports Banquet which is scheduled for December 10th.
m) 3 on 3 Men’s League: The gym will be available in January if there is interest in a 3 on 3 league.

V. Maintenance: Phil Le Franc
a) Shake Out Drill: One floor from Nestle will be participating in the earthquake drill. Nestle will coordinate most of the set up to eliminate missed class time for the children.
b) Carpool: Doug and Phil are striving to encourage parents to pay attention in the morning and afternoon carpool, especially in light of the tragic event that took place at Toll Middle School. Volunteers are still needed for the morning carpool. Tom mentioned that in the morning cars are trying to pass on the right hand side (passenger side) of stopped cars. This is very dangerous as some children exit the car on the right hand side. Suggestion made to add additional cones so that cars are not able to pull out and pass on the right hand side.
c) Condition of Campus: The condition of the campus is good. The cleaning company was contacted regarding the condition of the restrooms. Guidelines were given regarding the expectations regarding overall cleaning of the restrooms. Some of the drinking fountains have low water pressure. A plummer will be installing a filter which should increase the water pressure.
d) Development Workshop “Best First Steps”: Phil attended a workshop regarding how to develop the school and parish relationship. Ms. Carrillo confirmed that the new consultative board will help to get the relationship started and that this plan would be best handled by the Development Coordinator and the consultative board.

VI. Treasurer-Jim Theiring:
a) Fundraising: Reviewed fundraising results from previous years. Expenses have increased on the last couple of fundraising events (Jog-a- Thon and Auction Dinner Dance). Goal is to watch expenses so the overall profit will increase
b) Scrip: Scrip sales increased in October. The month of October showed a great increase in profit over all sales from last year. Thank you to Jennifer Bunt for her efforts.

VII. Parent Involvement: Ann Marie Smith
a) Box Tops: Ann Marie confirmed that she is getting assistance counting the Box Tops from one of the room parents.
b) 8th Grade Parent Meeting: The 8th grade parents will be having a meeting to finalize the menu.


Next meeting December 2, 2008 at 6:30pm
Note: These minutes are not finalized and are subject to change after review by the PTO Board at the upcoming board meeting.

PTO Board Meeting, October 7, 2008

Members Present: Olivia Carrillo, Diana Girskis, Joe Chavez, Tom Olona, Maribeth Spensiero, Jimmy Mueckay, Phil Le Franc, Robert Mahan, Ann Marie Smith, Doug Bennett, Mandy Viole and Jim Thiering. Absent: Fr. Paul. The meeting began at 6:30 p.m. and adjourned at 8:05p.m.

Opening/Closing: Raphael opened and closed the meeting with a prayer. The minutes from the September meeting were reviewed and approved.

Note: These minutes are not finalized and are subject to change after review by the PTO Board at the upcoming board meeting.

I. Principal-Olivia Carrillo:

a) School Reach Program: The new phone system “Reach” has been implemented. Ms. Carrillo and Gwen took part in a training session and are continuing to make sure the office has the most updated phones numbers etc. A pilot test will be done on Sunday, October 12th. The message will remind parents there will be no school on October 13th and that picture day is on October 16th.
b) School Accreditation: On October 20th Ms Carrillo, Mrs. Girskis and Mrs. Thiering will be attending a review/training session regarding accreditation as the school will be up for renewal next year.
c) Advisory School Board: The Archdiocese has confirmed that by the year 2010 the school will have an advisory board to consult with the Pastor and Principal. The board will be made up of 9-20 people who are from the community, parish and school.
d) Jog-A-Thon: T-shirt sizes and slogans done by the junior high children were given to Bob for the Jog-A-Thon.
e) Earthquake Drill: On November 13th the school will be taking part in “Shake Out” which is an earthquake drill throughout the state of CA. One floor from Nestle will be joining the drill to practice working together. Phil also mentioned the importance of this drill and confirmed that Nestle will be on hand to help assist and evaluate the process for improvement.
f) Coffee with the Principal: The first coffee with the Principal is on October 8th. The meeting will be taking place in the ASP room.
g) Virtus Training: Confirmed which Board members have completed the Virtus training and fingerprinting.

II. President-Joe Chavez:

a) Scrip Update: Year to date profit from scrip is $7657.70. In 2007 we were at a negative $15,201.44. Suggestion made to use scrip for Christmas parties. Also confirmed that both the parishioners and school families are using scrip.
b) Jog-A-Thon: Bob confirmed that Ann-Marie Guinane has begun coordinating the event. The fire department has already been confirmed. Joe asked Bob to remind Ann- Marie that volunteers must be Virtus trained to volunteer. Board reviewed and voted on a slogan. Bob will be working on the t-shirts shortly. Bids will be sent out to three vendors.
c) Back to School Night: Ms Carrillo confirmed the sessions went very well.
d) Participation Hours: The current handbook (page 33) indicates that hours can be met providing help for the school or parish. Clarification will need to be made as follows: Participation hours include volunteering for the school or pre-approved parish assistance such as washing/ironing linens. A list of pre-approved parish items should be included and also a volunteer sign up sheet and committee member chair should be added for next year.
e) General PTO Meeting: The meeting had a great turn out. For the January meeting it will be helpful to show the parents where the fundraising profits are going. We will be able to show this with Jim’s help.
f) Parking Violations: Many people continue to park in the handicap and fire lanes while picking up their children. Parking in these spaces are a violation of the law and should be subject to fines by the Police Dept. Mandy will make up warning signs to put on those cars that are in violation. Going forward the police should be contacted.
g) Committee Chairs: Reviewed which committees are still in need of a chair person. The goal is to get as many parents to help volunteer for the various committees. The hope is that each family will contribute four hours on either the Jog-A-Thon or Auction event; however, if those committees are already full then those four hours should be fulfilled in another area. Suggestion given that next year the four hour requirement should be specifically outlined so it is clear as to what the requirement is. In addition, the chairperson should be calling their committee members to confirm participation requirements. Also, it would be helpful if the chairperson did a recap after the event so that there is a guideline to follow in the future. Doug confirmed a chairperson was found for picture day.
h) Virtus Training: Currently 20% of parents have completed training. The recent training held on 10-4 had 21 participants. Currently 81 out of 402 parents are certificated. The next session is on 10-25, there will be a morning and afternoon session. Many sessions are full, Joe suggested that parents arrive at the sessions early and see if the instructor will allow them to join. On November 18th and 19th their will be a training for those interested in becoming a Virtus trainer. In order to be certified you will need to complete two 8 hour sessions and participate in one presentation to the diocese each year.
i) Auction: The goal is to have a car raffle again this year. Hopefully the tickets will be available in November so we can start to promote the raffle sales.
j) Book Fair: Tom confirmed the book fair went very well. We did run out of some books for the upper grade levels.

III. Athletics: Jimmy Mueckay:

a) Swim Team: Two parents have taken over the swim team. Participation forms and the sports fee need to be turned in by some families. The coaches will need to follow up with the parents.
b) Cheerleading: There was not enough interest to have a cheerleading team this year.
c) Sports Banquet: Jimmy is looking for a chairperson to coordinate the Fall Sports Banquet scheduled for December 10th.

IV. Maintenance: Phil Le Franc

a) Nestle: The container has been installed in the parking lot. Ann Marie
will be working on painting the container. A proposal was given to Ms. Carrillo for review. Phil confirmed that the container has everything needed in the event of a disaster. Planters will be installed around the container and reflector lights will also be installed so the container can clearly be seen at night. Jimmy questioned if the generators contain gas as gas is not safe on school grounds. Phil will check with Nestle.
Phil also mentioned that Nestle has a great relationship with the Glendale Fire and Police Departments, we can utilize these resources if needed.
b) Carpool: Doug and Phil confirmed that the carpool is running well.
Mr. Sanchez has been helping direct cars in the afternoon and that has
help move cars along. Volunteers are still needed in the morning. Phil
would like to have a “stop” sign for the carpool. He will check with his
Nestle resources. Vests were also requested for volunteers.
c) Condition of Campus: The condition of the campus is good. Phil
confirmed that the teachers are trying not to store heavy items on top of shelves in the classrooms. This is so that in the event of an earthquake nothing would fall on the children. Question about the hoses in the event of a fire, these are outdated and should be removed. Cleanliness of the bathrooms was a concern, Olivia will check with the cleaning service. Signs have been added outside each bathroom confirming the restrooms are for student use only during school hours.
c) Development Committee: Phil has been trying to work with the Development Committee for a list of needed supplies and recommendation of where to place the artwork for the Nestle container.
d) Dryden Street: It would be helpful to have a red zone added to Dryden Street so that cars do not park too close and block the entrance near the gate. Phil will work with this Nestle contacts on this request.

V. Treasurer-Jim Thiering:

a) Jim provided an update of the schools expenses and revenue as he did at the recent PTO meeting. Jim confirmed that over the last five years the fundraising profits have increased. We did not have a lot of capital expenses this year as we have been saving for the electrical upgrade.

VI. Parent Involvement: Ann Marie Smith

a) Home Room Parents: Ann Marie recently met with the Home Room Parents and provided them with a handbook and guidelines outlining their responsibilities.


Next meeting November 4th at 6:30pm

Important Upcoming Events:
October 13: No School
October 16: Picture

Note: These minutes are not finalized and are subject to change after review by the PTO Board at the upcoming board meeting.

PTO Board Meeting Minutes, September 1, 2008

Members Present: Father Paul, Olivia Carrillo, Diana Girskis, Joe Chavez, Tom Olona, Maribeth Spensiero, Jimmy Mueckay, Phil Le Franc, Robert Mahan, Ann Marie Smith, Doug Bennett and Mandy Viole. Absent: Alex Perez. The meeting began at 6:35 p.m. and adjourned at 8:10p.m.

Opening/Closing: Father Paul opened and closed the meeting with a prayer.

The minutes from the August meeting were reviewed and clarification was made to item #8a, Fundraising. Joe mentioned that the school has two major fundraising events each year. They are the Jog-A-Thon and Auction Dance. The goal should be to keep focused on these two major fundraising events so we are able to reach our full potential and not have to ask parents, friends and family members to support “smaller” fundraising events throughout the year. Also, fundraising events should benefit the entire school or athletic program not a particular event or sports program. Fundraising ideas should be directed to Bob Mahan for review. Father Paul suggested that we look into fund raising events that would not require an out of pocket expense but could bring in extra money for the school. Examples are recycling ink containers, collecting box tops or turning in used cell phones.

Note: These minutes are not finalized and are subject to change after review by the PTO Board at the upcoming board meeting.


I. Father Paul:
a) Catholic Loyalty Cards: Father Paul provided an update on the Catholic Loyalty program. Initially when the program was first set up, the number of local vendors was around 35-40. The program now has over 100 local vendors who are participating. Father Paul would like to see each parish and school family use the cards as there is no out of pocket expense. A presentation by a company representative will be given at the General PTO meeting.
b) New Property/Pre-School Update: Work is continuing at the new property. The classrooms are being updated and furniture has been ordered. We are waiting for the licensing paperwork to be completed. Hope to have the facility ready at least by the end of the year.
c) Seminarian Rafael: Father Paul introduced Rafael, who is a visiting seminarian from St. John’s in Camarillo. Rafael will be here from September to the middle of June. Rafael is originally from Uganda and hopes to learn many new things here in the United States. He is excited to be apart of the parish community this year.
d) Mass Participation: Father Paul mentioned that many of the school families do not attend mass regularly. Father Tim has been working to update the 9am children’s mass to try to get more families involved and participating in the liturgy. In addition, surveys will be sent out to families to get a feel for what they expect from mass and the, church community etc. All families are encouraged to participate in weekly mass as we are a parish school and work together with the parish to build a sense of community.

II. Principal-Olivia Carrillo:
a) First Day of School: The first day of school went very well. Ms. Carrillo was able to visit all the classrooms to welcome the children back to school.
b) Fundraising: Ms. Carrillo gave Bob information on a cell phone fundraiser and also suggested we look into collecting Box Tops. Father Paul mentioned that the parish families also help collecting the box tops and an announcement should be made at mass to inform the parish members. Ann Marie volunteered to be the coordinator.
c) School Reach: Ms. Carrillo participated in a demonstration for an updated phone system that would allow school wide messages to be sent out directly to parents in the event of an emergency. The phone system can also send out reminders for upcoming events and text messages. Everyone agreed this was a great tool to add and the system should be implemented. Parent will be informed about the new system and the General PTO Meeting.
d) Server: A new server should be installed shortly, this will eliminate the need to use gmail. The final cost was lower than anticipated.
e) Virtus Training: Ms. Carrillo confirmed again that everyone who volunteers at the school will need to complete the Virtus Training. This is a mandatory requirement. The new handbook that was passed out on September 2, 2008 included a handout that is required to be completed. Tom will check what the requirements are to conduct the training session so perhaps he can teach the class for the school parents. Fingerprinting is required for supervisor roles, i.e. field trips, yard duty etc. Records indicating who has completed the training session is available in the office.

III. President-Joe Chavez:
a) General PTO Meeting: Confirmed the first General PTO meeting will be held September 16th from 7:00 to 8:30pm. Topics will include the following: Catholic Loyalty presentation by company representative Joe Malek, Virtus Training requirements, Carpool, School Reach (new phone system information to parents), Scrip update from Jenn Bunt, Fundraising (confirm the target goal for this year), Nestle Container (information parents of the container and the purpose of storing it on site).
b) Kinder Picnic: The picnic went very well. Thank you to Mandy and Ann Marie for organizing the picnic. Ann Marie mentioned that Liz Perez took the lead in organizing the event.
c) School Directory: Mrs. Leon has volunteered to update the directory again this year. The forms for updated information were included in today’s Home Messenger.
d) Back to School Night: Back to School Night is scheduled for September 18th at 6pm (K-5) and September 25th at 6pm for 6, 7 and 8th grades. No assistance is needed from the PTO Board.
e) Participation Hours Sign-Up Sheets: The sign-up sheets from the first day of school were passed out to the responsible PTO member. PTO members were asked to review the list and try to find a chairperson. The sheets will also be available at the General PTO meeting. Joe mentioned that the chairperson will get 40 hours for the responsibility of being the chair; this includes room parents and car pool participants who commit for the entire year. Mandy is going to print the free dress passes.
f) Participation Hours: Joe suggested that a form be included in the annual re-registration packet so families can confirm how they will meet their 40 hour participation requirement. This way the families will confirm ahead of time their plans to reach the 40 hour goal and the various committee members will be able to start planning right away.

IV.Athletics: Jimmy Mueckay: Jimmy reviewed the cost of participating in the swim team including the cost per swim meet, swim suit and the cost for practices. Swimming is one of the more expensive sports and does require that practices are held away from the school. The car wash fundraiser would be to help pay for the cost of the practices. Ms. Carrillo confirmed that the cost to join the swim team is $50 per family. The sports fee needs to be kept consistent for all school athletic events.

V. Maintenance: Phil Le Franc
a. Carpool: Phil and Doug have done a lot of work on the carpool and have a great system in place now. They are always looking for more volunteers. Confirmed the goal is to have 5 volunteers each day.

VI. Fundraising:-Robert Mahan:
a) Auction Event: The auction will be held April 25, 2009 at the Castaways in Burbank. The event will be a mid-day affair 11am to 4pm. Confirmed the funds will be for the electrical upgrade. Goal is to start promoting the event right away. November will be the target date for distributing the raffle tickets.
b) Jog-A-Thon: The Jog-A-Thon will be held on November 21st. Bob has emailed Anne Marie to see if she would be able to help coordinate the event again.

Important Upcoming Events:
September 16: General PTO Meeting
September 18: Back to School Night-Kinder-5th
September 25: Back to School Night-6, 7 & 8
September 27: Back to School Hop and Book Fair Opens


Note: These minutes are not finalized and are subject to change after review by the PTO Board at the upcoming board meeting.