OUR LADY OF THE SACRED HEART PARENT-TEACHER ORGANIZATION

       MEETING MINUTES - JANUARY 13, 2009

Rick Schweikert, President                                         Jeanne Fisher, Treasurer

                                                                791-0058                                                                     733-9567

Katie Leary, Vice President                                        Karen Stevenson, Secretary

                                                                 563-0370                                                                     563-7583

OLSH PTO website: olshpto.googlepages.com

OLSH PTO email address: olshpto@gmail.com

OPENING PRAYER  - Rick was out of town, so Katie opened the meeting with a prayer at 7:05 p.m.  

APPROVAL OF MINUTES  - The November minutes were approved as written.  The December meeting was cancelled, so there weren’t December minutes to approve.

TREASURER’S REPORT - In Jeanne’s absence, Karen gave the budget report.  The December/January income was: $549.82 Market Day-November; $846.14 Christmas Shop; $229.32 additional from the Fall Fundraiser.  December/January expenses were: $24.00 St. Nick visit; $116.74 Staff Christmas gifts; $387.00 Eighth Grade gift; $10.12 stamps; $350.00 Public Relations ads; $260.08 Grandparents Day.  Note: When Jeanne arrived later in the meeting, she mentioned that she received additional expenses for the staff gifts.

ORGANIZATIONAL REPORTS

Market Day - No report.  See above about income from November. 

OLD BUSINESS

PTO Surveys - Since Rick was unable to attend, we did not get an update on the PTO surveys.

The Next Best Thing - Janice Miller reported that sales at this event amounted to $2,500, so PTO received a check in the amount of $250.  Our sales were similar to those by some of the local high schools.  We will probably pursue this event again next year.

Christmas Shop - Theresa Wessinger was unable to attend the meeting, so Karen Stevenson and Mary Beth Armstrong gave the Christmas Shop report.  The income as $846.14.  Theresa volunteered to help next year if someone will volunteer to co-chair the event with her.  We discussed the time-consuming job of gift wrapping; do we really need to do it?  Theresa requested money to buy gifts for next years’ shop since KB Toys is having a Going Out of Business sale.  The PTO membership approved $200.

NEW BUSINESS

Pancake Breakfast - Katie reported that the breakfast is less than 2 weeks away.  Pre-sale ticket order forms will be sent home this Friday.  Cost is $5 per person/$20 per household. 

Teacher Luncheon - Gina Vonderhaar reported that the luncheon is on Wednesday, January 28.  Invitations will be sent out this week.  She will request help from the room parents to handle recess and cafeteria times.

Progressive Dinner - Susie Finan reported that the dinner date is Saturday, May 2.  The theme is “Derby Day”, with American cuisine being served.  She is currently looking for host/hostesses, so call Susie if you can help her. 

School Commission - Katie reported that there is currently $14,000 in the tuition assistance fund.  Normally this fund is at $20,000-$25,000.  She solicited ideas on how to increase this fund, since each school is responsible for funding their own tuition assistance fund.

Mrs. Fischesser advised us that the PSAS (Private School Aid Service) forms will be sent home this week.  She urged everyone to complete them and return them directly to PSAS.

Confirmation Retreat - PTO will pay for snacks, and maybe partial payment of the speaker.  Our budget is $200.

Officer Recruitment - Katie reported that the following PTO officer positions will be open for next year: President, Vice-President and Secretary.  We strongly urge volunteers to step forward for these positions.  A brief overview of the positions is attached.  Without PTO officers, PTO cannot exist, which means the funding for  field trip buses, COSI, the librarian, etc will be eliminated.

Contact the current officers if you would like more information or have questions.

COSI on Wheels - Alison O’Neill reported that Gina Vonderhaar and Liza Durbin will be co-chairing this event next year.  Our next program is on April 29 - Agricultural Adventures.  Selection for next year’s program must be made by February 2.

ANNOUNCEMENTS 

We received a request from Ann Falci (Public Relations) - Please notify her when you see OLSH published in the newspaper.  She needs to be able to track which newspapers are printing OLSH news, what news they are printing (i.e. Thanksgiving baskets) and when they are printing them.  If you do not need the article or picture, please send it into school for the bulletin board.  Please also forward any OLSH alumni news that you read.

Alison O’Neill reported that she needs someone to assume the responsibility for the Yearbook Club next year.  The club meets 2 times a month after school.  Call Alison for more information.

It was suggested that we may want to consider starting PTO meetings at 6:30 p.m.

The next PTO meeting is Tuesday, February 10 at 7:00 p.m. in the lower level of the Parish Center.  Child care will be provided.  Please join us!

The meeting was adjourned at 8:12 p.m.      

Any questions, comments or suggestions about PTO should be directed to one of the Board members listed on the front of this page, or sent to the OLSH PTO email address also listed on the front of this page.

Overview of PTO Officers’ Responsibilities

a.  President

Presides over and facilitates general membership and board meetings.

               Provides a written agenda for each general membership and board meeting.

Meets with auxiliary board members as needed.

It is recommended that the president attends Finance Committee meetings and reports on their activities at the general membership meetings.  Another board member may attend if a                                       scheduling conflict exists.

 b. Vice President

Performs the President's duties in her/his absence.

Oversees the chairpersons of the PTO committees.

It is recommended that the vice president attends Parish Council meetings and reports on their activities at the general membership meeting. Another board member may attend if a scheduling                         conflict exists.   It is recommended that the vice-president assumes the president position after a one year term.

c.  Secretary

Records minutes of general membership and board meetings.

Copies the meeting minutes and distributes them through the Friday packets.

Forwards meeting reminders and agenda reminders to the school secretary for insertion in the Friday school newsletter.

              Keeps attendance records for general membership and board meetings.

              Obtains approval or revisions to the minutes from the general membership.

              Keeps an official log of PTO meetings.

             Updates PTO website.

It is recommended that the secretary attends School Commission meetings and reports on their activities at the general membership meetings.  Another board member may attend if a                                       scheduling conflict exists.

d.   Treasurer

Maintains a bank account on behalf of the OLSH PTO.

Keeps an accurate record of receipts and expenditures.

Reports on the budget status at monthly meetings.

Works with other officers, committee chairpersons and general membership to prepare the fiscal budget for the following year.

Provides all bookkeeping records to an Audit Committee.

Sends year-end financial report to the Pastor or Parish Business Manager.