OCTOBER 10 MEETING

Attended by: Tom Dooher; board co-chairs Cindy Philapil and LaChon Richardson, Peggy Daley, Monique Perez-Jones, Lisa Twaronite Sone, Channelle Wells, Roberto Carrasquilla, Lynda Tashek and Rosie Perieff

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INTRO --
Tom begins the meeting with a prayer, and then Roberto, who is attending his first board meeting, asks, what is the main purpose of the parent board?

(Cindy says, fundraising! )

Tom replies that the parents club was originally brought together to (1) pay for certain parts of the school (aides, yard duty, textbooks, etc.) not covered by operational funds, etc., and raise seed money for various events; and (2) gather the community together for unity, not just fundraising, by providing personnel to work festivals, collaborate between the parish and the school communities to make it one big community. More recently, with lower enrollment, funds go into operating budget. The "magic number" of students, after which tuition will cover operating expenses, is 225, with 207 enrolled now.

Roberto asks, can the school accountant attend some parent board meeting? Tom says, (in so many words), perhaps, and discusses the school's financial structure and the role of the accountant, Anita who is "pushing as hard as she can for transparency." Tom says the school is "just wrapping up Archdiocese audit and did okay." He notes that when he first came to the school, "there were something like eight bank accounts," and now there are just three: scrip, parents' club and the school checking account. The Archdiocese would prefer to get rid of the parents' club account and have all the checks come through the school; Archdiocese regulations say each account should be under $10,000, except for the school account, which can contain two months' operating budget. School and parish accounts and funds are completely separate. Funds made from Centerplate go directly to the school's account -- the board will be informed, in the future, exactly how much was made at each game.

Peggy hands out copies of the parents' club balance sheet -- (reproduced in its entirety below).

FUNDRAISERS

(1) Lachon says BBQ NIGHT was a success, and turned a profit of $700, when its goal was simply to break even because it was a social event, not a fundraising event per se. (Tom mentions that about 87% of school families were represented at Back to School Night.)

(2) Cindy says the room parents were given the responsibility of recruiting participants from each class for CENTERPLATE. The previous weekend, there were five last-minute no-shows out of 29 parents who had initially agreed to participate -- how to deal with this? Suggested: send the no-shows an those who didn't sign up the bill for the $300 fine/gift and ask for either payment or immediate rescheduling of another game.
Roberto says there should always be two team leaders per game: one who has done it before, and one who is being trained.

(3) WINETASTING: Friday, Nov. 2
Peggy says fliers are going out in family envelopes and Juliet will put it into church bulletin, and that room parents need to drum up attendees in their classes. Daycare will be offered in the kindergarten room; food, linens, etc. and entertainment are being arranged.

(4) PARISH FESTIVAL: upcoming weekend

(5) SCRIP:
Lynda says scrip has made about $4,000 so far this year. ESCRIP makes about $500/month. Now that Albertson's has been bought by Lucky's, their scrip system requires parents put down students' names to register for their club cards, and some parents might be reluctant to share this information. Suggestion: put scrip order form into the church bulletin, so parishoners can participate, too.

PRINCIPAL LETTER
Now available online, but perhaps it should be emailed so that people read it? Also, discussion of how best to put record of parent hours online, and how this could be recorded efficiently when students and parents have different last names.

STUDENT MAGAZINE:
Lisa explains the idea of reviving the school's student magazine in blog format, similar to the format used for the parents' board minutes.


SPORTS:
Rosie reports that the CYO secretary has just resigned, so scheduling is chaotic, and CYO wants prepayment ahead of sports seasons from now on -- payment in advance for gym time, etc. The parish now pays $12,000-$14,000 for gym time every year, which works out to $40 for each gym session St Emydius and $45 for other gyms. The payment plan is now being negotiated, and hopefully CYO won't lose any teams because of financial hardship for some schools.

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Parents' Club BALANCE SHEET (cash basis) as of Oct. 9, 2007

ASSETS
Current Assets
Checking/Savings
Bank of America Checking------------------6,496.14
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Total Checking/Savings----------------------6,496.14
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Total Current Assets-------------------------6,496.14
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TOTAL ASSETS-------------------------------6,496.14
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LIABILITIES & EQUITY
Equity
Retained Earnings-------------------------8,999.95
Net income----------------------------- (-)2,503.81
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Total Equity--------------------------------6,496.14
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TOTAL LIABILITIES & EQUITY-----------6,496.14
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Parents' Club PROFIT & LOSS (cash basis) July 1 through Oct. 9, 2007

Ordinary Income/Expense
Income
Back to School BBQ Income---------------1,140.00
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Total Income--------------------------------1,140.00

Expense
Back to School BBQ Expense----------------447.35
Christmas Faire Expense-------------------3,000.00
Event Refreshments---------------------------121.46
Gifts
Bereavement------------------------------------75.00
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Total Gifts----------------------------------------75.00
Total Expense--------------------------------3,643.81
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Net Ordinary Income---------------------(-)2,503.81
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Net Income-------------------------------(-)2,503.81
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