PTO Board Meeting November 3, 2009

Members Present: Father Tom, Father Paul, Olivia Carrillo, Diana Girskis, Veronica Ferrer, William Terrazas, Ann Marie Smith, Phil Le Franc, Doug Bennett, Tom Olona, William Terrazas, Felix Urena, Mark Richardson, and Jim Cahill.
Absent: Mandy Viole.

Need Coaches: Ms. Carrillo said we needed a coach for basketball for 7th and 8th graders – Veronica’s husband has agreed to do it!

WASC – Had meeting this week to run through draft – will come for a pre-visit after Christmas Vacation.

Pre-School: There may be an opportunity to have the pre-school open in the summer – more to follow.

Sponsors for Jogathon: Ms. Carrillo gave a list of additional sponsors to Mark Richardson.

Review of Minutes – October 6th Minutes were reviewed by Ms. Carrillo but were not printed in time for the meeting so Jim Cahill will email out to the Board for approval on-line. Jim Cahill will send to Dennis Doyle once the minutes are approved.

UPDATES:
Jogathon Update – Mark and Felix have been contacting sponsors.
.Finalize sponsors this Friday.
.Mark showed the winning design for the t-shirt contest
.T-shirts will have to be ordered this Friday or Monday at the latest.
.Mark’s bank (Citizens) will sponsor for $250 and there are other new!
.Mark will send out sponsor sheets to the PTO Board.

Room Parent Update: Mandy and Doug met with the room parents. Doug feels we have all the room parents lined up.

Electrical Upgrade: Phil Le Franc would like to get together with someone from finance to discuss the project budget. Felix said that he has spoken to Jim T. on the finance committee and he assured the Board that the money is in the bank – some $300K. Jim Cahill offered to support the process if technical support is needed. He is an electrical engineer and electrical contractor and can help if needed.

Spring Luncheon Update: Joe Chavez will narrate the auction function. Mark will check on the chairs for the auction. This needs to be decided soon.

Upcoming November Events:
.November 11 – No school
.November 13 – End of Trimester
.November 20 – Jogathon
.Parent Teacher Conferences 11-24 thru 11-25 Noon Dismissal
.November 26-27 Thanksgiving: No school

PTO Picture:Dennis Doyle visited the meeting and took a photo of the PTO Board.

Open Discussion:

Other projects: Phil asked about other projects on the school grounds and how do we address these issues such as parking lot striping, bathroom upkeep, girls toilet seats, etc.

Safety in Crossing from school to gym: Phil asked if anyone had addressed this. Olivia Carrillo said it was reviewed but the timing of the crossing was not consistent but if it becomes so, it will be worth addressing further. Doug Bennett said it might be worth purchasing some additional crossing stop signs.

New Business: Father Tom brought up the idea of meeting on the 1st Monday vs. the 1st Tuesday of the month. It will ease the schedule for Father Tom and Father Paul. Ms. Carrillo said she might have a conflict every other month due to her 6-7 PM meeting. However, the Board did agree that it would be willing to switch to Monday and meet from 7-8 pm vs. at 6:30 to 7:30 pm. It was tentatively agreed that the Board would move its meeting to the 1st Monday of the month come January 2010. Father Paul also said that the new facility will be open for meetings and maybe we could start meeting there in January 2010.

Father Paul suggested that Phil contact Vince Petito the engineer in charge of the electrical plans for the school.

Next meeting will be Tuesday, December 1, 2009 at 6:30 pm.

PTO Board Meeting October 6, 2009

Members Present: Father Tom, Olivia Carrillo, Diana Girskis, Ann Marie Smith, Doug Bennett, Tom Olona, William Terrazas, Felix Urena, Mark Richardson, and Jim Cahill. Absent: Father Paul, Phil Le Franc was in Texas for his mom’s cancer surgery, William Terrazas, Mandy Viole, and Veronica Ferrer.

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

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


Pastor’s Report:

Father Tom reported that Father Paul is glad to be back and feeling good.

Principal’s Report:
Ms. Carrillo reported/requested the following items:
Room Parents: Can we clarify the room parents for the classrooms? Field trips are coming up and the teachers need to know. Doug Bennett is contacting them with Mandy Viole and there will be a meeting on the 14th of October with the room parents.

WASC – The plan is to submit the draft on December 1st.

Pre-School: Pre-school now has a 2 and 3 day option officially. Brochures have been sent out. 14 kids are all at the 5 day schedule.

Consultative Board: Consultative Board met 10-5-09 and can help with Jogathon.
.Dennis Doyle (ddoyle@glendale.edu) wants a copy of the minutes to post.
.John Fenton on Building and Grounds has been in touch with Rita. It appears that electrical upgrade plans have been submitted to the City.
.Labels for education – Olivia Carrillo has some info for the person who is doing the box tops. Ann Marie will get it to them.

PTO Board Suggestions to Ms. Carrillo: Thom Olona recommends that there be small AC units put into the classrooms next Fall to help cool off the rooms – Thom recommended 12,000 BTU in a 250 square foot area. Could be much cheaper than whole AC upgrade. Olivia will bring up this issue with Building and Grounds.

Review of Minutes – September 1st Minutes were approved and seconded. Jim Cahill will send to Dennis Doyle.

Donut Committee – need to front the $150 to the Co-Chairs so they do not have to be out of pocket.

Halloween Costumes – Thom brought up the discrepancy between the costume rules and the haunted house. Thom said there was some discussion from parents informally that the kids might be scared by haunted house. Mr. Sanchez spends time with student council as they plan the event so William T. said he could talk to Mr. Sanchez to see if he can discuss the sensitivity. They will put something together in the home messenger to let parents know they can opt out of the haunted house in case parents want to do this.

Halloween Food – Guidelines will be sent to parents via Doug Bennett – goodie bags will have option of popcorn fruit , non-edible prizes, and drinks. Parents will be encouraged to avoid allergic oriented foods.

Jogathon Update – Ann Marie Guinane will send out letter to previous Sponsors.
.Mark and Felix will contact vendors to solicit sponsorship of vendors who were not previous sponsors.
.Ann Marie Smith will help to organize the T shirt design contest
.Theme for the event was discussed
.Soliciting sponsors - $150 per child OR $0 if you get a sponsor who contributes $250 or more.
.Prizes – Last year – Ipod, Shuffle, $50

SCRIP Discussion: Jennifer Bunt attended the meeting and suggested that we buy prizes and other related items via SCRIP. Jennifer reiterated that she is:
.Trying to change the impression that SCRIP does not work
.Continuing to encourage use of the SCRIP cards
.Hoping to get the parish more involved this year
.48 of 203 families got their $200 covered last year
.Felix will help Jennifer with SCRIP

Open Discussion:

Thom Olona stated that he has been hearing from lots of families on the auction. These people would prefer a night time event vs. the day time event currently planned for this year. It was agreed that the PTO Board should bring it up before we lock in for next year’s event. Ann Marie Smith thought that we had to lock in last school year for this coming year.

Jogathon –The Tag Line – “Crossing the Finish Line” – was approved by the PTO. Olivia Carrillo will pick the design since there will not be another PTO Board meeting until after the decision needs to be made.
The Jogathon is 11-20-09.

Next meeting November 3, 2009 at 6:30 pm.

PTO Meeting, September 1, 2009

Members Present: Father Tom, Father Paul, Olivia Carrillo, Diana Girskis, Ann Marie Smith, Phil Le Franc, Doug Bennett, Tom Olona, William Terrazas, Felix Urena, Mandy Viole, Mark Richardson, and Jim Cahill. Absent: Veronica Ferrer

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

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

1. Adjusted School Calendar (CY2009-2010): The school calendar has been adjusted to account for the fact that the Station Fire delayed the start of school to 9-1-09 and the fact that this week will be composed of half days only. This information will be included in the Home messenger.
2. Pre-School News: On Monday (8-31-09), the Fire Dept cleared the pre-school area for business. Tuesday, 9-8-09 is the first day of pre-school. There are currently ten (10) pre-school children enrolled with possibility of 2 more soon.
3. Consultative Board: Olivia Carrillo provided a handout with a descriptor of the newly formed Consultative Board. The first meeting will be tomorrow (9-2-09) at the school from 6-7 PM. Phil Le Franc volunteered to sit in tomorrow and report back to the PTO Board.
4. Robo Call System: The automatic call system worked well during the fire situation. Today (9-1-09) at 5:30 PM, a message went out explaining the half day schedule for the balance of the week.
5. New Parent Social: The New Parent social on the 17th of August went well. There was good feedback and some more parents signed up as volunteers. These people will be added to the general pool of volunteers. The List from the New Parent Social from Ann Marie was provided to Olivia Carrillo.
6. Auction Action: Mark is handling the auction this year. The date of April 24th, 2010 has already been reserved at Castaways for a day time event similar to last year. There is a deposit for this date already. Tom Olona offered potential entertainment for the auction (Tom is part of a Sr. version of Nibley Park). Ann-Marie had 2 parents who also may be able to provide entertainment. Ann-Marie provided a sign up sheet for the Auction.
7. Jog-a-thon: We have a sign up list for the jog-a-thon. We are still looking for a chair for the event. Olivia will talk to last year’s chair to see if she would be willing to help again.
8. General PTO Meeting (9-14-09 at 7 PM): William can help with Powerpoint assembly for the meetings. Olivia said she has started a template for Powerpoint. Ann Marie would like all Board members to compile a slide of their duties and responsibilities. Diana Girskis will provide teacher input as necessary. Tom Olona can do a stack of flyers for that day. Olivia Carrillo can do a robo-call to remind parents of the meeting. Babysitting arrangements have already been made to accommodate parents who will attend. Refreshments will be assigned to parent volunteers. Mandy will do some free dress passes for parents who attend the General PTO meeting.
9. Earthquake Drill: Ms. Carrillo announced that October 15th will be the big shake out – earthquake drill. This date is being used by other schools as well to practice earthquake preparedness. Nestle may be involved. Pictures of what is inside our earthquake container in the parking lot are on the website. Nestle will work with us and show us how gear would be set up. Last year they set up tents and equipment. This will be a full blown drill where the kids will actually be picked up from school.
10. Healthroom: the issue of the health room was brought up as there may be parents willing to volunteer to help there. Healthroom is currently handled by Mrs. Reiner but Mandy Viole also offered to set up volunteers for health visits. Olivia Carrillo said she does not think there is a need right now but will keep it in mind.
11. Other Upcoming Events:
a. Jr. High Classroom Back to School Night: September 17, 2009
b. Book Fair September 18-25, 2009
c. Back to School Hop September 19, 2009
d. Other Calendar Dates were verified as well.
12. Virtus Certification: Olivia asked if everyone on the PTO Board is Virtus Certified. Everyone is current but Tom Olona who just needs to update/renew his previous certification.

Open Discussion:

1. Father Tom asked if there are there any parents who would like to volunteer to be a member of the Liturgical Board which meets every second Tuesday of the month. This person would act as a liaison to school when they are planning for the mass and emphasize that the school is part of the parish so the parish wants to make sure people understand this. Tom Olona will put something in the home messenger next week asking for a volunteer.
2. Book Fair – coming up soon. Mrs. Hihn is the chair September 18-25th. Needs a lot of volunteers – William will coordinate volunteers for this event.
3. Jog-a-thon – Ann-Marie Guinane has been handling the jogathon for years but decided not to this year. Olivia Carrillo said she would inquire of her one last time to see if she can help.
4. Donuts – once per month the school sells the donuts – Father Paul will find out who normally picks up the donuts AND will find out what Sunday it needs to be done – he thinks it is the 4th Sunday of the month. We need to have a school volunteer to help once a month with this activity.
5. Sees Candy Event by Lisa Dumansky – November 3rd was offered as a possible date but Father Paul suggested that we pick another date due to the Open House for the new facility being that same date.
6. Elena Galvez attended the meeting to offer up the idea of having a couple of new events at the school. Elena has 2 grads and a 4th grader. She would like to intro two new events to the school. Other schools do them and they are not fundraisers.
a. Mother-Son Picnic
i. Proposed dates are Sunday October 4th or Saturday October 10th
ii. $25 per couple and $10 per additional sons
iii. Need 35 couples to do it – minimum
iv. Elena is willing to chair this volunteer event
v. Hold it at a local park
b. Father–Daughter Dance
i. Proposed date – Saturday February 13, 2010
ii. $25 per couple and $10 per additional daughter(s)
iii. Need 35 couples to do it – minimum
iv. Elena is willing to chair this volunteer event
v. Hold it at the school auditorium or new building
c. The PTO Board voted to move forward and will create sign up sheets for these new events for the General PTO meeting. Also, Elena will put something in the home messenger next week.
7. Agenda for General PTO Meeting: Ann-Marie will work with Olivia Carrillo to develop an agenda for the general PTO meeting on the 14th of September.
8. Everyone on the PTO Board agreed to work hard to make these monthly meetings productive and stay within a 1 hour timeframe!

Closing Prayer

Next meeting October 6th, 2009 at 6:30 pm

PTO Meeting, August 4, 2009

Members Present: Father Tom Schweitzer, Olivia Carrillo, Ann Marie Smith, Veronica Ferrer, Felix Urena, Phil Le Franc, Mark Richardson, Doug Bennett, William Terrazas, Thom Olona. Absent: Mandy Viole, Jim Cahill, Diana Girskis. Guest: Father John. The meeting began at 6:05 pm and adjourned at 7:05 pm.
Opening/Closing: Father Tom opened and closed the meeting with a prayer.
Note: These minutes are not finalized and are subject to change after review by the PTO Executive Board at the upcoming meeting on Sept. 1, 2009.

I. Father Tom:
Father Paul is doing better and is expected to return to Incarnation Church by the end of August. Father John is here temporarily.

II. Principal – Olivia Carrillo:
a. Electrical drawings for school were submitted to the City of Glendale for plan check
b. Summer mailing- Laminated signs are needed for Kinder and First grade carpoolers. Veronica offered to have them made in two different colors. Car pool map is needed for New Parents meeting on Aug. 17.
c. Pre-school update – While the preschool is set up and ready to open, we are awaiting fire alarm clearance for Central building in order to move forward. Pre-school targeted to open August 31, 2009. We have four students enrolled.
d. School population is 289-290 students. Spaces are still available in 1st, 2nd and 7th grades.
e. Swim Team is practicing at the YWCA once a week and is seeking ways to raise funds ($600) for an additional practice day. Doug suggested that the swim parents pitch in about $20 each to cover the extra practice or cost of coach.
f. So. California Shake Out – Thursday, Oct. 15. Discussion on whether to arrange full-scale earthquake drill on this day (because of potential heat) and on whether to have parents pick up children early. Discussion will be brought up at General PTO Meeting on Sept. 14. Phil is working on getting help for setting up shade tents for students awaiting pick up from the play courts.
g. Suggestion for PTO Board meetings to run one hour; 6:30 pm until 7:30 pm unless more time is needed. Board is in agreement. Agenda items to be submitted to Ann Marie prior to meeting to keep tight agenda.
h. Correction on November PTO Board meeting date: 11/3 NOT 11/10.

III. Ann Marie Smith, PTO President:
a. Distributed Parent Directory Form for board approval with date changes.
b. Disseminated Committee Sign-in Sheets to board members and restated some of the responsibilities. Board members can help and share the work in other committees where needed.
c. Introduced Father John who stepped in briefly to observe the meeting.
d. New Parent Social – Suggested that all board members attend to speak on agenda topics, for PR and to solicit committee sign-ups. Thom and William announced that they are unable to come. Veronica will set up refreshments for hospitality. Agenda for Social will go out to board this week. Phil will speak on the carpool issues, Doug will speak on the uniform requirements. Virginia Williams will speak on SCRIP. Last year we had 12 parents sign in. We have approximately 30 new families who will receive an invitation to the social.
e. Kinder Picnic – Aug. 23 at Nibley Park 1-3 pm. Olivia stated that the kinder room parent, Janine Ghantous will coordinate the kinder picnic based on committee sign-in sheets. Doug to contact her to confirm. Also the kindergarteners will start school on Sept. 8. Up until then each kindergartener will come in for an hour of assessments.
f. Suggestion for each new board member to provide background expertise for areas of school interests. New Members: William, Mark and Felix spoke on their respective areas of work and expertise.
g. Open discussion offered. Meeting adjourned with prayer by Father Tom.

Important Upcoming Events:
Aug. 17 New Parent Social 6-8 Parish Patio Area
Aug. 23 Kinder Picnic Nibley Park 1-3
Aug. 31 First Day of School grades 1-8 Noon dismissal

Next PTO Board Meeting Sept. 1 at 6:30 pm

Note: These minutes are not finalized and are subject to change after review by the PTO Executive Board at the upcoming meeting on Sept. 1, 2009.

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.