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.