PMCS PTO 2007-2008
Meeting Notes
Emergency Meeting - May 19, 2008
I. Welcome/Introductions
The meeting began at 8:15 a.m. Sign-in roster is at Attachment A; 16 members were present.
II. Emergency Meeting Talking Points
A. Budget/Surplus
Proposal 1 – Pre-School
- The PTO has approximately $41K in account. If we deduct the 2008-2009 budget of $14-15K from the amount, we’ll have $27-28K remaining.
- Discussion on what to do with that remaining money.
- Pre-School windows/doors need to be replaced, to meet fire codes.
- Several bids were sought. One bid was $51,500 for the Pre-School – All windows (front door and hardware for back door). Another bid was $24,000 for all windows and 3 doors. It will be $23,000 if we choose white paint only.
- Jeanne Cichon has been coordinating these efforts and talking with Linda Cellini.
- PTO monies are not subject to tithing to the Diocese or having a hold on the money by the Pastor.
- Jeanne spoke with a painting company that gave her a quote on refinishing and painting at the Pre-School. They are currently working on a bid for inside/outside painting to be done this summer.
- There was discussion and concern over the Pre-School numbers for next year.
- Concern was expressed about how full the Pre-School would be in the coming year and how that would impact whether the Pre-School stayed open or not.
- A question was posed, “Is PTO responsible for the Pre-School building?” The answer is no. The building belongs to the Church.
- Pre-School functions currently as an independent entity and has nothing to do with the school budget.
- As of July 1, we will have a new pastor and we need to seek his advice on how to proceed.
Proposal 2 – Primary School
- A concern was mentioned that the temperature in the primary school rooms was uncontrollable. Shannon mentioned that on one side of the building, the temps may be normal. While on the other, the temps are high. Margie mentioned that her son had once fainted from the heat. Others have become nauseous.
Proposal 3 – Boiler
- Shannon Boyd brought up that there is concern of the boiler/heating system.
- We need to check if the heater is functioning properly? What quality of air is coming out?
- Enormous utility bills. Some rooms are running at 86° and opening windows, which lets the heat out.
- Mr. Dorsey-Spitz recommended that we keep a record of the temperatures in the rooms for a period of time to test the system.
- Clarification was later received (from Sam) that the boiler is in good working condition. The regulators/controllers need to be replaced.
- Suggestion was made by Kelley Edwards to have CSU come out and check for efficiency of heating system/windows.
- It was asked if there had been a recent inspection of the furnace. Mr. Dorsey-Spitz was not sure, but he believed a recent inspection had been done.
Vote/Suggestions/Concerns
- Jeanne Cichon asked for a vote on whether or not we should spend the money or wait. A vote was called, “How many feel that we should NOT provide windows/doors for the Pre-School at this time?” Vote was 8 against and 3 for. There were 4 unsure.
- It was decided to table the discussion until we had more information.
- The PTO Board will meet with Fr. Bob to discuss the proposals and find out any external information that may sway the decision.
- As well, Fr. Bob may have insight on the budget that we are not privy to. So, he might be able to shed light on how to proceed with these projects.
- Margie McCarthy mentioned that the Rectory is in bad shape. There will be 3 men living in the Rectory and at least one will have to be in the basement. Right now, there is mold growing in the basement. It will be a priority for the Parish to fix, for the safety of the men.
- It was suggested that we have a meeting in the middle of June to discuss the issues, after the Board has had the opportunity to meet with Fr. Bob. The PTO would invite Fr. Bob to the meeting.
- One note on the budget numbers from Jeanne. 8th grade and 7th grade trips are a loan and therefore not part of the PTO budget. Budget money is set aside for anything purchased that will not be reimbursed to PTO.
- We did not yet do a vote on the 2008-2009 budget.
B. Fundraising Ideas
- Those present would like to see fundraising efforts to help address these issues for next year.
- It was discussed that we need to get creative with fundraising ideas.
C. Taste & Traditions – 2008-2009
- This event is our largest fundraiser and community builder of the year.
- It was asked if the teachers/staff would like to have their own tables, or if they would prefer to sit mixed with same-grade parents. Shannon Boyd mentioned that this event was one of the few occasions that the teachers had to socialize with each other. She recommended that teachers sit at their own designated tables.
- At this year’s T&T, the school faculty will either be sponsored by a parent or PTO. Their spouses will only pay half price for the dinner/auction ticket. This includes: Bishop Sheridan, Fr. Bob, Asst. Pastor, Seminary Student, Deacon.
- It’s imperative that we have new volunteers to help with this year’s event. It appears that the same few volunteers are doing the work each year. We need new hands, new help.
- It was recommended that family volunteer hours be donated specifically for this event. It was recommended that each family must donate 10 hours of time to the Taste & Traditions Dinner/Auction or pay $10 per hour. The vote was unanimous. Larry will put a section in the Parent Handbook on this new requirement. As well, there will be sign-up sheets at Book/Info Day for each family to choose a committee.
- It was suggested that the teachers take a more active role in the auction by donating something that is special to them. For example, one teacher could donate tutor time, another could donate a pizza party, another could donate a “date with the teacher”, etc.
- It was recommended that PMCS create a raffle to help fundraise. Several raffle types were suggested (e.g. raise the paddle, etc.).
- Jan Rickey mentioned how important the class projects were to the fundraising efforts. It was agreed that we needed to reincorporate that for this year’s event. Jan is willing to “consult” and help the Class Projects Chair(s). It was suggested that this position be filled by 2-3 people, to spread the work load.
- Theme ideas were discussed (Casino Night, Games, States, Sitcoms, Birthday Parties, Around the World). Vote was unanimous, “Around the World” will be the theme.
D. New Business
- It was asked if the PTO had a designated Teacher Liaison, so that the teachers could have a voice at every meeting and receive all updated information. We currently have a rotating schedule for teachers to attend. There is not one designated liaison.
- It was suggested that Shannon Boyd be the Teacher Liaison and rep at each PTO Meeting for next year.
- There was a concern that this year we’ve struggled with communication going out from the school to the families. The families would like to see better communication (not word-of-mouth from the children) come home from the school (e.g. EBlast, fliers, Thursday Folder information, etc.).
- The PTO will present a framed mosaic (like the one that was auctioned at the Taste & Traditions Dinner/Auction) to Fr. John as a farewell gift this Friday at Mass. We will wrap it in brown paper, to resemble his “brown bag” game that he plays with the kids.
- The PTO will support the farewell for Father John on 29 JUN at the family picnic. The PTO will provide children’s games for the event.
E. Old Business
- The marketing signs (“Enrolling Now”) are hung and on display. Look great!
- There will be a uniform sale on Thursday at pick up. All donated uniforms need to be washed and turned in to the front office by Wednesday afternoon.
- Jan Rickey raised the concern that the PTO spent a great deal of money ($10,477.93) on the white boards. These boards are not being used. The teachers have not been properly trained to use them proficiently.
- Mr. Dorsey-Spitz said that they will be used and teachers had received 2 basic trainings. The problem is that teachers must create the program. It’s time sensitive and technical.
- Another concern was that the systems the PTO has already purchased (e.g. Math programs, Science programs, etc.) are actually being used and not placed on a shelf and forgotten. There will be follow up to make sure they are used.
- It was discussed that your vote on PTO issues is your attendance and voice at each meeting. So, if you want a say in PTO business, join us for the meetings and let us know how you feel.
- Sarah emphasized that we only vote on money issues when we can have a quorum.
- Mr. Dorsey-Spitz mentioned that he had hired a 4th and 5th grade teacher for the new school year. Rhonda Hauser was hired for 4th grade, and she comes to us from Gold Camp. She is Catholic. Barbara Dwors was hired from Gold Camp for 5th grade, and she is either Lutheran or Anglican. She has been retired for the last few years. The open positions that remain are Music, Science (Middle School).
- There was a concern that primary teachers being hired were not Catholic. These non-Catholic teachers will not teach Theology. In their contract, it reads that they must be willing to follow and support Catholic faith.
III. 2008-2009 School Year
A. 2008-2009 Budget
Back to School – Information Day $150
Ice Cream Social/Open House $250
8th Grade Graduation $1000
8th Grade Estes Park (to be repaid) $4300
7th Grade Science Trip (to be repaid) $550
Testing Week Snacks $300
Catholic School Week Donuts for Church $200
Teachers Appreciation/CSW Gifts $200
Buses for All Schools Mass $500
Teachers Training $200 x 18
Teachers Allowance $250 x 17 ($750 for art)
Teachers Lunches Start/end of year $500
Yearbooks for Teachers $500
Christmas Gift to Fr Auer $100
Art Show Prizes $200
Halloween/St Nick Candy $200
Breakfast with Santa $300
Grandparents Day $400
Dad’s Cooking Lunch $1200
PTO Office supplies $500
Postage $200
First Communion Breakfast/Gift $200
B. 2008-2009 Dates
Back to School Information Day August 24th
Sports Physicals August 28th
Ice Cream Social/ Open House Sept 5
Mandatory PTO Meeting Sept 8th
Taste and Traditions November 8th
Grandparents Day November 25th
Breakfast with Santa December 14th
Book Fair December
Sock Hop January 23rd
Lenten Soup February 27th
Panache April 17/18th
Golf Tournament May 1st/8th
Dad’s Cooking Lunch May 27th ??
PTO Meetings:
October 13 8:15 am February 2 8:15 am
November 10th 6:00 pm March 9 8:15 am
December 15 8:15 am April 6 6:00 pm
January 12 6:00 pm May 11 8:15 am
IV. Closing
Meeting was adjourned at 10:20 a.m.
Respectfully Submitted,
Susan Holmes
2007-2008 PTO Secretary
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.
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