Back to PTO Meeting Minutes Homepage


PMCS PTO 2007-2008
Meeting Notes
October 8, 2007 (8:15 a.m.)

 

I.          Opening Prayer

            The meeting began at 8:15 a.m.  Sign-in roster is at Attachment A; 14 members were present.

            The meeting began with an opening Prayer.

II.         Welcome/Introductions

            A.        Welcome
                        Sarah Ross, PTO Co-President, welcomed everyone and thanked them for attending.  She had everyone introduce themselves.

III.       September Meeting Minutes

            Copies of the September Meeting minutes were passed around and reviewed.  Micha Mohr moved that we approve the September Meeting minutes.  Mary Simmons seconded the motion.  All were in favor; none opposed.  (Meeting Minutes are posted on the PTO website.  Hard copy will be kept in PTO Secretary Continuity Book.)

IV.       Treasury Report/Budget Approval

            A.        Budget Approval
                        Jeanne Cichon, PTO Treasurer, reviewed the current budget documentation.  See Attachments B, C, D, and E (Profit & Loss Budget vs. Actual, Profit & Loss Budget Overview, Profit & Loss Budget Overview approved 7 SEP 07, and Profit & Loss 1 JUL thru 7 OCT 07).

  • The PTO Executive Board met with the PMCS teachers on Friday, at their monthly staff meeting.  We provided the teachers with an agenda for this morning’s meeting and asked them for questions/input.  Jeanne handed out Attachment B (Profit & Loss Budget Overview), which details their teaching supplies/training money provided by PTO.  It outlines what they have available to spend and what they have already spent.
  • In September, the PTO approved a presented budget.  After receiving yet additional income and detailing additional expenditures from last year, Jeanne had to revise the budget.  Jeanne (with help from Dorothy) has matched the real expenses with the POs.  Jeanne handed out Attachment C (Profit & Loss Budget Overview).  Revisions include:
    • Field Watering for summer ($500, deleted) – The field was not watered, due to the removal of the sprinkler system from 7 JUN to 7 SEP.
    • Catholic Schools Week Signage – This is a one-time expense to provide signs/banners for Catholic Schools Week.
    • Teacher Allowances – Increased for Art for $500 (approved 7 APR).
    • Computer Whiteboard – Balance remaining was corrected by Cathy Hanson.
  • New Budget $12,870.  Jeanne handed out Attachment D (Profit & Loss Budget Overview approved 7 SEP 07) and E (Profit & Loss 1 JUL thru 7 OCT 07).
  • Mary Simmons asked if the Golf Tournament expenses/receipt were ever turned in or found.  Some were found, others were not.  Sarah is going to write up a donation sheet for Mary (for her contributions to the Golf Tournament).
  • Ellen Haskins moved that we approve the new budget.  Kelley Edwards seconded the motion.  The vote was unanimous.
  • On Attachment D (Profit & Loss 1 JUL thru 7 OCT 07), it details recent expenditures and income (e.g. spirit t-shirts, Taste & Traditions ticket sales, uniform sales, Art cart, Catholic Schools Week signage, Take Out magazine, money loaned to 8th grade, postage, etc.).
  • Ellen Haskins brought up that uniform sales (from Book Day) should go into Panache account.
  • The spirit t-shirts were ordered.  225 shirts were ordered; 202 sold.  There will be 23 extra.  To sell the remaining shirts, we will charge $10 per shirt.  Most sizes will be available in the extra shirts ordered.  However, we do expect them to go quickly.
  • Take Out magazine was ordered for the exact cost.  So, income is $0.
  • Ice Cream Social – We can no longer use Meadow Gold to get the ice cream.  They are removing their freezers and no longer having dock sales.  They recommended Sinton Dairy.
  • Principal’s gift to teachers – Last year $500 was given to Sr. Marilyn for teachers’ gifts at Christmas.  We took this amount out of the budget this year, as Sr. Marilyn is no longer at PMCS.  Larry was misinformed that he had a $500 budget.  He purchased books for the teachers (value $263.40).  Since that ordering, he has donated $50 back to the budget.
  • PTO has a separate account from any other entity in the Church (with separate checks).  Now it will be possible to balance to the penny.

            B.         Review Request Forms
                        If you have a funding request, you must fill out the form.  (The form can be found and downloaded on the website).  Then give to proper channels for approval (Larry or Jeanne).  That request is then given to Jeanne Cichon, who will take it to the next PTO Meeting for vote.  It is not possible to bring an unapproved request to a PTO Meeting for discussion.  Proper approvals must be received two weeks prior.

V.        PTO Charter

            Copies of the revised Charter were provided.  This document has been unapproved for 1 ½ years.  It was previously called “Bylaws”.  Since we are not incorporated, we will use the term “Charter”.  There are many changes that have been made to this document over the last year.

  • PMCS & Diocese language cleaned.
  • Duties of officers did not change.
  • Voting procedures have changed.
  • General Membership is redefined.  “No fees” was added, to ensure understanding.
  • Designation as Advisory Committee of school, under Church, under Dioceses, etc.
  • Article VIII (Section I) – Membership can vote if in attendance.  No proxy voting.
  • Section II – Principal has no vote, breaks ties.
  • Addition of Teacher Liaison.

Would like to have Teacher Liaison be a part of the Executive Board in the future.

  • Section IV – Quorum – One more than one half in attendance.
  • Ellen Haskins brought up that there was an issue last year with teachers attending one meeting to get through a specific vote.  It was decided that from here forward, we would present a list of what was going to be voted on (via a draft agenda) in the Thursday Folder before the following Monday’s meeting.  This would allow anyone that wanted to participate in a vote, to be present.
  • Article X, Section IV – Fiscal Decisions – There must be 10 people to vote on fiscal decisions.  If 10 are not present, the President would call the major fundraising coordinators (Sally Fosters, Taste & Traditions, Panache, and Golf Tournament) to get their vote.
  • Ellen Haskins mentioned that the Sock Hop is not a fundraiser, but a community builder.  Jeanne Cichon will make that change in the Charter.
  • Article XI, Section III – Purchase for items within approved budget does not require voting.
  • Charter must be reviewed annually, to ensure it’s meeting the membership’s needs.
  • The Executive Board terms was discussed.  It is believed that some positions would need to be 2 years, to ensure continuity.  While other positions (e.g. Secretary and Treasurer) may not necessarily need to be 2 years.

            With the changes recommended from the PTO Meeting floor, Susan Holmes moved that we approve the Charter.  Kelley Edwards seconded the motion.  The vote was unanimous in acceptance (with a caveat that the above said changes would be made and provided at the November PTO Meeting).

VI.       Old Business

            A.        Ice Cream Social
            B.         Book Day/Open House
            C.        General PTO Meeting (SEP ’07)

            Old business was reviewed above.

VII.      New Business

            A.        Taste & Traditions (3 NOV 07)

  • 3 NOV 07, 6 p.m. (JPH)
  • Update

Please help get the word out about Taste & Traditions.  Market to the parents in your classes and friends/family.  Micha Mohr is sponsoring a “Moms” table.  She wanted to invite anyone that didn’t have a date to sit with her.  Sarah told her to arrange with Kelley Edwards and Jeanne Barta (Reservations) for additional names.

  • Auction

Cathy Kurata passed around a list of received auction items.  They are still in need of auction items, in particularly Live Auction items.

B.         Breakfast with Santa (9 DEC 07)

            Karen Condon discussed Breakfast with Santa.  It will be much the same as last year.  Karen will ask Lisa for a list of those who have already volunteered.  Cathy Kurata recommended asking High School students.

VIII.     Principal’s Report
            See Attachment F, Principal’s Report.)

  • The school needs an RN to track the shot records (Excel).  Recommendations were Kathy Scaly and Linda Garcia.
  • The parent/teacher conference schedule has changed slightly.  Middle School conferences will be on all 3 days.  This will be walk-in.  The Primary and Intermediate school conferences will be scheduled for you.
  • Next year the conferences will only run for 2 days.
  • Wednesday, the school will be dismissed at 11:30 a.m.  Conferences will run:

                        Wednesday 2 – 7 p.m.
                        Thursday 10 a.m. – 6 p.m.
                        Friday 7:30 a.m. – 11 am.

  • Larry would like to meet with the Grandparents’ Day Coordinators (Mary Rosenoff and Dee Moure).
  • Veteran’s Day Activities – Larry is coordinated with Julie Meier to have a Color Guard to present the flag during the ceremony and have a guest speaker.  The Veterans and Active Duty Soldiers will be presented a certificate of recognition.
  • We need to make sure that Lisa Martin-Wegryn has everyone’s email.  Please email her with your information to:  LisaMartinRealty@Comcast.net.
  • The school’s capacity is 225 (K-8), Pre-School 48 for 4 classes.  We currently have 178 enrolled in the school and 36 in pre-school.
  • On Friday (for the move to the new building), they are asking that only 8th graders come to help.  They are hoping to have some able men (with trucks) to assist.
  • The school needs a refrigerator in the new building, if anyone would like to donate.
  • After the move, the drop off and pick up procedures will move to one lane, entering on the back side of the school (at the end of the gym, on the Church side).  More information will be put out in Thursday’s folders.
  • Ellen Haskins brought up that the Church Office mentioned that the 8th graders needed a waiver to be able to move heavy objects (weight restriction, etc.).  Larry will talk with Linda.
  • Nichole Munoz asked if there would be time for the Middle School children to decorate their lockers.  Perhaps they could have a “Locker Party”.  Larry mentioned that they might be able to do this, by paying $1 to the Student Council (StuCo).
  • Correction:  Panache will be on the 18th & 19th.  The handbook says 25th & 26th.  Please make this change.

IX.       Calendar/Upcoming Events

            Sally Foster - OCT 07 (Teresa Kovacic/Jeanne Barta) 
            Taste & Traditions - 3 NOV 07 (Committee)
            Next PTO Meeting – 5 NOV 07, 7 p.m.
            Grandparents’ Day – 20 NOV 07 (Mary Rosenoff/Dee Moure)
            Breakfast with Santa – 9 DEC 07 (Karen Condon)

  • Ellen Haskins proposed that at our next PTO Meeting, we discuss:
    • PTO buying the computer that the Treasurer uses, for continuity.
    • PTO Inventory

 

X.        Closing Prayer/Adjournment

            We adjourned the meeting at 9:37 a.m.

With Jesus Christ as our guide, our mission is to enhance the learning environment for students, administration, and faculty at PaulineMemorialCatholicSchool by raising funds and building community to support the goals of the school.


Attachment A – PTO Meeting Sign-In Roster

 

For confidentiality purposes, the PMCS PTO will not post sign-in rosters on the website.  A copy of the sign-in roster will be kept in the PTO Secretary Continuity Book.

 


Attachment B – Profit & Loss Budget vs. Actual

 

08OctImage1


Attachment C – Profit & Loss Budget Overview

08OctImage2


Attachment D – Profit & Loss Budget Overview (Approved 7 SEP 07)

08OctImage3


Attachment E – Profit & Loss (1 JUL thru 7 OCT 07)

08OctImage4


Attachment F – Principal’s Report

08OctImage5