St. Brendan’s PTO Board Meeting

October 3, 2002 Minutes

Attendees: Denise Fong, Julia Walters-Burns, Karen Bolibol, Joan McIntosh, Jan Carroll

Connie Henderson, Johanna Hobgood, Lynn Wygant, Sally Sonnen, Mary Kay Livingston, Julie Bodmer, Maria Perez Torkildson

Teacher Representatives: Mrs. Stubbs, Mrs. Campbell

Guests:

The Board, Committee Chairs, School Function, Enrichment Coordinators, and Teacher Representatives met in the teacher’s lounge. Denise and Julia called the meeting to order at 7:05 pm. Denise led all those present in a prayer.

Meeting Minutes Approval -- Minutes of the September 19, 2002 meeting were approved with corrections for the following typos: under the Highlights of the Treasurer’s Report. 1) . . . which will be reconciled by the next meeting. 5) . . .water for the portable, etc.).

Vice President Report (K Bolibol) – Information and decisions of the recent School Commission meeting including:

1) Introductions of the members and attendees

2) Election of School Commission leadership

3) Review of the Accreditation process

a. a) Stakeholders meeting held Oct. 1^st was well attended, and

b. b) Review of the Mission and Philosophy statements, found in the School Handbook

4) Review of decision-making process,

5) Parish leadership meeting scheduled for Oct 5^th to initiate development of the next 5 Year Plan.

Request from PTO to Karen, please request a copy of the decision-making process from the School Commission for the PTO.

Treasurer Report (J Replogle): Written report from Jan to J. McIntosh.

Highlights: This was a short period between reports so there is little to share for this meeting. The following is submitted:

1) August 2002 Financial Statement with Scrip is reconciled.

2) Wishlist Items Tracking updated to 10/1/02.

3) P & L statement is included (note Emergency Prep amount)

4) Special Account tracking set up for Technology/Capital Improvements.

- No activity in the following accounts: Money Market Account, Archdiocesan Revolving Funds “Committed Funds”, and Archdiocesan Revolving Funds.

- The Checking Account balances normally.

- Other Issues/Activity: The “Treasurer’s” slot in the school office is fully restocked with green Check Request forms; to be used for documenting reimbursements.

COMMITTEE REPORTS

Scrip (L Blakeley, D Jennings) – Report to Denise. Scrip is going well. In January on-site sales will go to one day per week.

Denise reported that PCC offers scrip; there is a store located in Kirkland. Denise will obtain the details and pass the information on to Lucinda.

Emergency Readiness (MK Livingston, W Slater) –

1) Emergency Readiness Supplies: Implementation of Emergency Readiness Plan developed by Dee Bysma. Purchased materials and set up emergency packs for each classroom, plus the new classrooms, and the PTO room. These are the packs that stay in the classrooms with any students and teachers that are not able to leave the building. The dollars spent are a one-time expenditure and exceed that budgeted. The most expensive items are the walkie-talkies. The back packs are inventoried and will be checked throughout the year. Food stuffs are replaced annually and donated before they expire. Thank you to Mary Kay & Wayne for implementing this part of the plan.

2) Mass casualty training: The 8^th graders have completed two (2) half-days of training for mass casualty. The Emergency Preparedness drill is scheduled for 10/10/02 at 1:05pm.

3) CPR: Training for the 8^th graders in CPR is scheduled to take place before February.

Family Night (J Bodmer) – This committee has many volunteers and no designated leader. Planning for the Bite of St. Brendan is underway. The class coordinators are assigned with the exception of the 8^th grade. Also, the 8^th graders generally help with activities at the Bite rather than food booths. This year there is a cruise for junior high students the same evening as the Bite. Will assess the impact and participation as the date approaches.

Suggestion has been made to cancel the Family Night Spring Dance. The number in attendance has been diminishing over the past years and there is no chairperson. The addition of the Family Night Auction may replace this family function. The Family Night Auction is under the direction of the Auction, not Family Night and this does cause a little confusion. Unless someone steps up to chair the Family Night Spring Dance, it will most likely be cancelled.

Sally Foster (J Gotz, C Henderson, J Hobgood) – The sale is scheduled to end on 10/4/02. The orders are still being processed. Connie will call Tina Ferguson regarding follow-up with families that have not participated in any way. Suggestion was made to contact families to verify that an order was not lost, etc.

It was noted that we can order throughout the year via the internet to benefit the school. This information should be communicated via the Voyager.

Auction (R & J Carroll) –

1) An idea from the Auction committee for this year is a Teachers and Staff Giving Tree. The teachers could identify items they might like for the classroom and the item could be purchased for the teacher; similar to the giving tree at Christmas. This does not conflict with the PTO gift to the teachers and staff. This idea is endorsed by those in attendance. Suggest that this idea be brought to Mrs. Sullivan.

2) The PTO Fund-An-Item will be on the agenda for the November PTO meeting.

3) Auction kickoff meeting is scheduled for 10/15/02 at 7:00pm in the PTO room. Still need chairpersons for Business & Finance and for the Silent Auction. There are volunteers for these functions. If no chairpersons identified, the functions/activities will be coordinated by others.

4) Need a person to take over the catalogue leadership for next year. This is Anita’s last year at the school. This involves data input and layout. There are volunteers for this function also; would like someone to shadow this position this year.

5) The Introduction to the Auction and Craft Fair meeting for Kindergarten families went well.

Holiday Craft Fair (M Cannon, L Wygant) – The subcommittee chairpersons are in place and working. Lynn verified that re: menu and budget they will ask PTO for an advance to procure menu items not donated. Request the advance through the Treasurer if needed before the next PTO meeting.

The Holiday Craft Fair is looking for an espresso stand to rent. If you know of a stand that is available, please contact Lynn or Marianna.

OLD BUSINESS

By-laws Changes: Initial discussion at this meeting. Julie Bodmer reviewed St. Brendan PTO Bylaws and a sample of PTO school bylaws for both Catholic and Private schools. Julie presented 1) issues brought forth by present PTO leadership and 2) issues identified during her review of the sample bylaws.

A1. Financial Decisions Clarify how financial decisions are made: Budget with Principal at the end of the school year with the current and incoming PTO Board.

A2. Financial Decisions: Clarify the method to approve budget item expenditures in the course of the school year.

B. PTO Officer Terms: Co-Presidents with staggered two-year terms, addition of the Past-President, and Deletion of the Vice President with the Past-President taking over the Vice-President duties (School Commission liaison).

C. Bylaws Amendments: The present PTO bylaws amendment procedures place constraints unlike the amendment procedures of many others. Julie suggests amendments as needed.

D. Definition of Board membership and responsibilities, e.g. Executive Committee vs. Executive Board.

Thank you to Julie for reviewing the By-laws.

Action: Discussion at the meeting in November.

NEW BUSINESS

PTO General Meeting Speakers: January 9, 2003 is the PTO General Meeting. The guest speakers are Karen & Jamie Moyer. They will be talking about balance and family life. Specific information regarding the meeting logistics will follow.

E:mail addresses for Committee Chairpersons: Listing routed at the meeting; facilitates communication.

Legislative Action Liaison: We need a liaison for this function. As issues are identified, the information is forwarded to Mrs. Sullivan. Mrs. Sullivan then forwards these on to the PTO. The PTO then forwards the information on to parents, along with information for legislative contacts. Since e:mail is the primary method of communication, this should come from the PTO e:mail address rather than a personal e:mail.
Action: Sally Sonnen offered to be the Legislative Action Liaison for this year.

Fundraising, Committee, Function and Enrichment with “No activity report at this meeting.”

FUNDRAISING:

Box Tops (C Seib) – No activity report at this meeting.

COMMITTIES:

Health Screening (D Heye, J Smith) – No activity report at this meeting.

Hot Lunch (K Kramer, J Maccarrone) – No activity report at this meeting.

Improvements ( ) – No activity report at this meeting.

Library (J. McCoy) -- No activity report at this meeting.

Membership (T Morrow, S Sonnen) – No activity report at this meeting.

Outreach (L Ungvarsky) -- No activity report at this meeting.

Playground (C Jacoby) – No activity report at this meeting.

Room Parents (S Proulx, H Clancy) – No activity report at this meeting.

Volunteer Coordinator (G Beauchamp) – No activity report at this meeting.

Technology (M Sonnen) -- No activity report at this meeting.

School Functions:

Calendar (D & T Clark) – No activity report at this meeting.

Hospitality (T Lambert, D Loutsis) – No activity report at this meeting.

Milk (J Towey) – No activity report at this meeting.

Parish Publicity (M Perez-Torkildson) – No activity report at this meeting.

School Photography (J Jacoby) – No activity report at this meeting.

Uniform Exchange & Lost and Found (J Peterson) – No activity report at this meeting.