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.