Incarnation School PTO Board Meeting Minutes
11-2-10
Members Present: Father Larry, William Terrazas, Diana Girskis, Olivia Carrillo, Mark Richardson, Felix Urena, Nick Harris, Maria Aguayo, Monique Moore, Virginia Williams, and Jim Cahill.
Absent: Phil Le Franc, Rene Garcia
Opening/Closing: Olivia Carrillo opened the meeting with a prayer and Father Larry 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 Larry reported that a meeting with Nestle will be scheduled in the near future.
Principal’s Report:
Ms. Carrillo had the following news items for the Board:
• Smart Board quotes are in – approximately $10K for 2 - they have not been purchased yet. Quotes have been submitted to the Technology Chair on the Consultative Board to attempt more competitive pricing. The goal is to make a selection in the next few weeks and begin installation before the end of December.
• Sees Candy fundraising starting soon – proceeds go to 8th grade
• Wine tasting class for 8th grade fund raiser – parents of grades 6-8 can attend. The date will be December 3rd from 7-10 pm. Flyer to applicable parents next week.
• Cardinal Mahoney’s service project. He is expected to leave in February 2011. Students are being asked to give 500 hours of service in his name – note went out in messenger today.
• Parent teacher conference notices went out this week.
• Tours are being scheduled for new prospective students’ parents – we will post on the website
• Cyber awareness meeting was held last week on 10-27-10. Only 5 parents attended – there were 5 FBI agents present.
• From the auction 2 years ago – there were bidders for the logo on the floor – they actually put it on the wall of the gymnasium and this will soon be unveiled.
Review of Minutes – Jim reported that the October 5th Minutes were emailed to the Board for approval today. The minutes will be reviewed and a final will be developed this week for approval.
UPDATES:
Mother Son Picnic – This event went well. There was good participation.
Halloween Party/Parade: The event went well. Monique suggested that parking should be considered for this event. There were a lot of vehicles and some illegally parked so next year we should consider this.
Scrip: Jenn Bunt could not attend tonight but said we should push people to sign up, especially to Ralphs which is a great funding source. Jenn has a flyer she has put out many times. For parishioners or others who do not want to get all the emails or coupons – people could use the scanned card to link their account to the school. There was discussion about getting Jenn some additional volunteers. Jenn needs some qualified people to help with this. She also may need some updated equipment.
Academic Decathlon: The school did get a volunteer to chair – the Chan’s will be taking this on.
Jogathon: The jogathon will be held on November 19th.
• Mark passed out a list of sponsors to date.
• We are at $8750 versus $7750 last year.
• Latest date to get a name on the shirt is November 8th including artwork – this gives a buffer to the November 10th deadline for the printers of the shirts.
• Last year the shirts were $4.75 now they are $4.95. Darker colors are more expensive so we will have a light colored shirt.
• Virginia showed the artwork
• Tag line is Run for the Tech of It!
• Contact Ann Marie with additional sponsors – send this out in the messenger.
• We still need more volunteers.
• Our bank still did not donate but Mark is calling to press them a bit.
Barnes and Noble Bookfair: Monique has the flyer. Event is December 4th, 2010.
Upcoming Events:
November 5th – day off for the children
November 12th – Veterans Day
November 19th - Jogathon
November 25/26 – Thanksgiving (No School)
December 4th - Barnes and Noble Book Fair
December 7th - Next PTO Board meeting
December 16th – Christmas Concert.
Open Discussion:
Cyber Awareness Meeting: Monique said she attended and it should almost be required to be attended next time we have it – she felt it would be very pertinent to the parents of students. The idea of having this presented again was discussed by the board. There was discussion about educating the students with some form of this program. The agents do not want to do it with the students until the parents are educated. Monique said that colleges are even using internet info to screen applicants so the kids need to be made aware of that.
Christmas Event: Need people to man the doors and control access to front pews. Need to contact Scott to do the Christmas DVD – he gets his revenue from the sale of the DVD.
Using the Gym for Events: Maria said she used the gymnasium for her son’s 15th birthday. They had it catered and they set up and cleaned up. The only hard part was they were limited with the time they come in or they are charged another day. So it was a little hard to coordinate the set up and decoration.
Mrs. Hihn Computer and Library: Monique talked with Mrs. Hihn. She is interested in a web based program for the library that allows the users to get to more resources online – there is a cost of $1525 including the first year of tech support. Ongoing is a maintenance cost of $1,000 per year ongoing. Right now we are paying $520 per year for the existing system. If we can get her some dollars on this program we may be able to help her make this happen. Other issue was Mrs. Lamosta needed a DVD on Indians and she said she has over 200 videos many of which need to be categorized and also converted to DVD. Mrs. Girskis said they have a program that allows them to get multimedia for free online. Monique suggested that maybe at Christmas we can have a “giving tree” to raise money for the library specifically. Maybe we could use a Christmas tree at the Christmas show or the Auction. Mark suggested that some of the money that was being raised for the Jogathon maybe should go to the library – he suggested $2500. All agreed that this would be money well spent. Monique will ask her to get a quote to Olivia for what she needs.
Air Conditioning: Mark asked about doing window units for the classrooms. Olivia said that it is being researched by John Fenton on the Consultative Board. This Consultative Board thought that if window units were to be considered, there should be consideration of regulating when it is on and off and that these units could eventually become a service issue.
Email to Olivia: Olivia got an email from a new mom who was trying to get Sponsorships for the Jogathon. She said she actually pounded the pavement this week and wanted to know if we could put together a session on “How to Fund Raise” so she can get some pointers. Monique said that she asked all businesses that she came into contact with in her regular routine, hairdressers, restaurants, etc and got many small donations. Mark said most sponsors are known by parents and that is how donations flow in. Consideration will be given on how to organize something like this.
Next Meeting: December 7, 2010 at 6 pm.
Tuesday, January 4, 2011
Incarnation School PTO Board Meeting Minutes October 5, 2010
Incarnation School PTO Board Meeting Minutes
10-5-10
Members Present: Father Larry, Phil Le Franc, Olivia Carrillo, Mark Richardson, Felix Urena, Nick Harris, Rene Garcia, Maria Aguayo, Monique Moore, Virginia Williams, and Jim Cahill.
Absent: Diana Girskis, William Terrazas
Opening/Closing: Felix Urena opened the meeting with a prayer and Father Larry closed the meeting with a prayer.
Pastor’s Report:
Father Larry reported that he will be attending a meeting in Menlo Park educating on pasturing, staff, parish and school subjects. He was asked if he will be staying at Incarnation and he described how this position works and noted that he is here for a year for sure from when he started but that next February he could be moved if there are others who apply for the spot here.
Principal’s Report:
Ms. Carrillo had the following news items for the Board:
• Academic Decathlon Chair has been found.
• Adjusted Budget is being finalized.
• Iowa tests have been finished. There are still a few make-up tests being taken.
• Two Smart boards will be purchased with Scrip money. They will be placed in the Math and Science rooms. There is a possibility of a board in the computer lab if space and layout permit.
• 10/27 there will be a Cyber-awareness presentation in the evening at the School. It is recommended one parent from every family attend. No Children allowed.
Review of Minutes – September 7, 2010 Minutes were presented to the Board for approval. The minutes were approved by the board with minor changes.
UPDATES:
Back to School Hop and Book Fair – These events went well. There was good participation.
Back to School Nights: On September 16th and 23rd the back to school nights were held at the school and went well.
Blessing of the Animals: This event was well attended.
Scrip: We will get an update from Jenn Bunt at the next meeting.
Jogathon: The jogathon will be held on November 19th.
• Chair Ann-Marie Guinane
• Sponsor sheets went out in the home mailer
• PTO needs to continue to look for more sponsors
• Virginia is sending out info to last year’s sponsors.
• New Potential sponsors will be approached in the next two-weeks.
• Tag Line to be voted on per email. Possible lines brought up in this meeting included:
o running for the future
o Take it to the Limit
o We are the Champions
o Running for our future
o Running to our future
• PTO agreed 25% of the proceeds would go towards computers for the class rooms (or a similar type of immediate gratification project). The balance would go towards AC.
Upcoming Events:
Picture Day – October 2010
Mother –Son Picnic – October 24, 2010
Halloween Parties/Parade – October 29, 2010
November 5th – day off for the children
Open Discussion:
PTO Meeting: The PTO meeting was a great success with about 180 attendees and everyone seemed to like the raffle for the 20 service hours. Everyone agreed that Mark did a great job of keeping the meeting on time and focused. Everyone agreed that the sign up table was also a great success.
Clothing Tags: Monique mentioned that some 20 families have already been on the website and taken advantage of the clothing tags she presented at the PTO meeting.
Emails: Mark reminded all board members to be cautious about sending any emails that might be sensitive in nature and asked that these type of emails be addressed when the board is in session or directly with Olivia if they are pressing.
Next Meeting: Jenn Bunt will attend next meeting. She needs help but the support must be qualified. It was also suggested a one-page Ralphs/Vons application be developed so friends of INCA can easily join. Maybe service hours can be given to those that enter the data?
Next meeting will be November 2, 2010 at 6 pm.
10-5-10
Members Present: Father Larry, Phil Le Franc, Olivia Carrillo, Mark Richardson, Felix Urena, Nick Harris, Rene Garcia, Maria Aguayo, Monique Moore, Virginia Williams, and Jim Cahill.
Absent: Diana Girskis, William Terrazas
Opening/Closing: Felix Urena opened the meeting with a prayer and Father Larry closed the meeting with a prayer.
Pastor’s Report:
Father Larry reported that he will be attending a meeting in Menlo Park educating on pasturing, staff, parish and school subjects. He was asked if he will be staying at Incarnation and he described how this position works and noted that he is here for a year for sure from when he started but that next February he could be moved if there are others who apply for the spot here.
Principal’s Report:
Ms. Carrillo had the following news items for the Board:
• Academic Decathlon Chair has been found.
• Adjusted Budget is being finalized.
• Iowa tests have been finished. There are still a few make-up tests being taken.
• Two Smart boards will be purchased with Scrip money. They will be placed in the Math and Science rooms. There is a possibility of a board in the computer lab if space and layout permit.
• 10/27 there will be a Cyber-awareness presentation in the evening at the School. It is recommended one parent from every family attend. No Children allowed.
Review of Minutes – September 7, 2010 Minutes were presented to the Board for approval. The minutes were approved by the board with minor changes.
UPDATES:
Back to School Hop and Book Fair – These events went well. There was good participation.
Back to School Nights: On September 16th and 23rd the back to school nights were held at the school and went well.
Blessing of the Animals: This event was well attended.
Scrip: We will get an update from Jenn Bunt at the next meeting.
Jogathon: The jogathon will be held on November 19th.
• Chair Ann-Marie Guinane
• Sponsor sheets went out in the home mailer
• PTO needs to continue to look for more sponsors
• Virginia is sending out info to last year’s sponsors.
• New Potential sponsors will be approached in the next two-weeks.
• Tag Line to be voted on per email. Possible lines brought up in this meeting included:
o running for the future
o Take it to the Limit
o We are the Champions
o Running for our future
o Running to our future
• PTO agreed 25% of the proceeds would go towards computers for the class rooms (or a similar type of immediate gratification project). The balance would go towards AC.
Upcoming Events:
Picture Day – October 2010
Mother –Son Picnic – October 24, 2010
Halloween Parties/Parade – October 29, 2010
November 5th – day off for the children
Open Discussion:
PTO Meeting: The PTO meeting was a great success with about 180 attendees and everyone seemed to like the raffle for the 20 service hours. Everyone agreed that Mark did a great job of keeping the meeting on time and focused. Everyone agreed that the sign up table was also a great success.
Clothing Tags: Monique mentioned that some 20 families have already been on the website and taken advantage of the clothing tags she presented at the PTO meeting.
Emails: Mark reminded all board members to be cautious about sending any emails that might be sensitive in nature and asked that these type of emails be addressed when the board is in session or directly with Olivia if they are pressing.
Next Meeting: Jenn Bunt will attend next meeting. She needs help but the support must be qualified. It was also suggested a one-page Ralphs/Vons application be developed so friends of INCA can easily join. Maybe service hours can be given to those that enter the data?
Next meeting will be November 2, 2010 at 6 pm.
Incarnation School PTO Board Meeting Minutes September 3, 2010
Incarnation School PTO Board Meeting Minutes
9-3-10
Members Present: Father Larry, Phil Le Franc, Diana Girskis, William Terrazas, Mark Richardson, Felix Urena, Nick Harris, Rene Garcia, Maria Aguayo, Monique Moore, Virginia Williams, and Jim Cahill.
Absent: Olivia Carrillo
Opening/Closing: Father Larry 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 Larry reported that school had successfully started on the 30th and that Kindergarten and Pre-K began the same day as this meeting (9-3-10).
Principal’s Report:
Ms. Carrillo was not present but had the following items slated for the meeting:
The electrical upgrade is virtually complete and the Computer Network connections are in place
Mrs. Hihn is looking for book fair volunteers still.
We are also looking for academic decathlon volunteers
Electrical Update: Work is virtually complete and the project was completed within budget and schedule..
Review of Minutes – August 3, 2010 Minutes were presented to the Board for approval. The minutes were approved by the board.
UPDATES:
New Parent Orientation – The 8-22-10 new parents’ orientation went well. There were a lot of board members there which was great.
Kinder Picnic: Jim Cahill attended the event and said it was well attended.
First Day of School (September 28, 2010): Monique noted that the coffee for the first day of school was provided (donated) by Starbucks and suggested that we ask for these types of donations more often for future events.
Scrip: The board reminded everyone that Scrip is a key fund raiser for the school and we need to encourage everyone to use it.
Academic Decathlon: The school has not gotten any volunteer to chair the academic decathlon yet. If a chair is not found in time to register, Incarnation will not participate in the event.
Jogathon: The jogathon will be held on November 19th. It was agreed that it was time for sponsor sheets and a notice in the home mailer. Diana Girskis will check on getting it in the home mailer. Virginia Williams will help with this event – now is the time for planting the seed for sponsors, etc. The tag line design needs to happen soon so we can do the art for the shirts. We may want to use robocall for it.
Spring Auction Update: Susan Theiring will be chairing the dinner auction this year. It will be held across the street at the Hilton Hotel. Special rates are being negotiated for people who would like to stay overnight. More details will be provided in the General PTO Meeting.
Upcoming Events:
Back to School Hop – September 11, 2010
Book Fair – September 11-16, 2010
Back to School Night – September 16, 2010 (Grades 6-8)
General PTO Meeting – September 21, 2010
Back to School Night – September 23, 2010 (Grades PreK to 5th)
ITBS Testing – September 27th thru October 5th, 2010
Blessing of the Animals – October 1, 2010
Picture Day – October 2010
Mother –Son Picnic – October 24, 2010
Open Discussion:
Volunteers: There was a discussion of how to get more volunteers for the various events that need volunteers. It was agreed that a table would be set up at the General PTO Meeting to help get more volunteers. Specifically there was a discussion of the carpool needing more volunteers. Phil expressed his concern about the lack of volunteers. It was agreed that we would approach Olivia about using the robo-call to solicit more volunteers for this week and those that follow. It was also agreed that we should allow a shorter term commitment for volunteers of carpool so that we do not “scare” volunteers into a full year of carpool when they might not be able to commit for a year.
Agenda for PTO Board Meeting in September: The board discussed how to get more people to the actual meeting. It was agreed that the board would raffle off some volunteer hours to try to increase the number of attendees. It was also agreed that people would be given free dress tickets for their children if they attended. The following items were agreed to be included in the meeting:
1. Introductions to Board
2. Carpool
3. Jogathon
4. Academic Decathlon Chair needed
5. Clothing Tags - Monique
6. Electrical Update
7. Finance Update - Felix
8. Service Hours
9. Auction Dinner
10. Athletics – things are going OK according to Nick but we need some additional balls for the sports
11. Sebastian Medina would like to present at the General PTO meeting regarding the cross walk on Brand – he is working to pursue lights at this crosswalk.
William will help with presentation for the PTO meeting on the 21st. Mark will coordinate getting inputs from others for the presentation.
Next meeting will be October 5, 2010 at 6 pm.
9-3-10
Members Present: Father Larry, Phil Le Franc, Diana Girskis, William Terrazas, Mark Richardson, Felix Urena, Nick Harris, Rene Garcia, Maria Aguayo, Monique Moore, Virginia Williams, and Jim Cahill.
Absent: Olivia Carrillo
Opening/Closing: Father Larry 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 Larry reported that school had successfully started on the 30th and that Kindergarten and Pre-K began the same day as this meeting (9-3-10).
Principal’s Report:
Ms. Carrillo was not present but had the following items slated for the meeting:
The electrical upgrade is virtually complete and the Computer Network connections are in place
Mrs. Hihn is looking for book fair volunteers still.
We are also looking for academic decathlon volunteers
Electrical Update: Work is virtually complete and the project was completed within budget and schedule..
Review of Minutes – August 3, 2010 Minutes were presented to the Board for approval. The minutes were approved by the board.
UPDATES:
New Parent Orientation – The 8-22-10 new parents’ orientation went well. There were a lot of board members there which was great.
Kinder Picnic: Jim Cahill attended the event and said it was well attended.
First Day of School (September 28, 2010): Monique noted that the coffee for the first day of school was provided (donated) by Starbucks and suggested that we ask for these types of donations more often for future events.
Scrip: The board reminded everyone that Scrip is a key fund raiser for the school and we need to encourage everyone to use it.
Academic Decathlon: The school has not gotten any volunteer to chair the academic decathlon yet. If a chair is not found in time to register, Incarnation will not participate in the event.
Jogathon: The jogathon will be held on November 19th. It was agreed that it was time for sponsor sheets and a notice in the home mailer. Diana Girskis will check on getting it in the home mailer. Virginia Williams will help with this event – now is the time for planting the seed for sponsors, etc. The tag line design needs to happen soon so we can do the art for the shirts. We may want to use robocall for it.
Spring Auction Update: Susan Theiring will be chairing the dinner auction this year. It will be held across the street at the Hilton Hotel. Special rates are being negotiated for people who would like to stay overnight. More details will be provided in the General PTO Meeting.
Upcoming Events:
Back to School Hop – September 11, 2010
Book Fair – September 11-16, 2010
Back to School Night – September 16, 2010 (Grades 6-8)
General PTO Meeting – September 21, 2010
Back to School Night – September 23, 2010 (Grades PreK to 5th)
ITBS Testing – September 27th thru October 5th, 2010
Blessing of the Animals – October 1, 2010
Picture Day – October 2010
Mother –Son Picnic – October 24, 2010
Open Discussion:
Volunteers: There was a discussion of how to get more volunteers for the various events that need volunteers. It was agreed that a table would be set up at the General PTO Meeting to help get more volunteers. Specifically there was a discussion of the carpool needing more volunteers. Phil expressed his concern about the lack of volunteers. It was agreed that we would approach Olivia about using the robo-call to solicit more volunteers for this week and those that follow. It was also agreed that we should allow a shorter term commitment for volunteers of carpool so that we do not “scare” volunteers into a full year of carpool when they might not be able to commit for a year.
Agenda for PTO Board Meeting in September: The board discussed how to get more people to the actual meeting. It was agreed that the board would raffle off some volunteer hours to try to increase the number of attendees. It was also agreed that people would be given free dress tickets for their children if they attended. The following items were agreed to be included in the meeting:
1. Introductions to Board
2. Carpool
3. Jogathon
4. Academic Decathlon Chair needed
5. Clothing Tags - Monique
6. Electrical Update
7. Finance Update - Felix
8. Service Hours
9. Auction Dinner
10. Athletics – things are going OK according to Nick but we need some additional balls for the sports
11. Sebastian Medina would like to present at the General PTO meeting regarding the cross walk on Brand – he is working to pursue lights at this crosswalk.
William will help with presentation for the PTO meeting on the 21st. Mark will coordinate getting inputs from others for the presentation.
Next meeting will be October 5, 2010 at 6 pm.
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