St. Clare School Advisory Council

01/10/08

 

 

Present: Sister Moe, Fr. Tom,  Karen Woodruff, Steve Michels, Becky Graham, Colette R,  Nancy Bolton, Kim Wisniewski, Jennifer Pinder, Amy Leahy, Christine Zotter

Absent: Mike Marquard, Julie Vogel, Colette R, Jay Booth

 

I.          Order of Business

II.         Call to Order and Opening Prayer - Sr. Moe

III.        Recommended Action

 a. Routine Matters

            I.   Acceptance of Agenda

           

            ii.   Approval of prior Minutes  – Recommended changes to 12/07 minutes will be made and submitted

              

            iii.  Hospitality

 b. New Business

             I.   Open House - Nancy B reviewed agenda for Open House.  Format will be similar to last year with presentations in the BASC room (video, Fr. Tom, St. Moe, Teachers, CYO) , followed by tours of school and opportunity to go into  classrooms with teachers present for questions. Kindergarten parents will have individual presentation by Ms. Maher/Julie Zweber.  Nancy requested assistance from SAC members to be available to give tours of school.  

             ii. Town Hall - New date recommended at last SAC meeting set for 2/5/08 has been communicated to community  Moe recommended format for evening which included various speakers (Mrs.  O’Mahaney,  Mrs. Monahan, Becky G ( SAC/budget) and Laura Gilmore (PTC/family fund-raising) with review of budget and accreditation.  Amy L recommended format change to evening, moving away from presentation format. SAC discussed at length the need/desire  to change the format of evening to emphasize building comradery/community and  celebration of current success of school.  Goal is to increase participation.  SAC agreed have a pizza/beer event, with less emphasis on presentation, more on socialization.  Moe will say a few words.  Agreed to distribute budget information to community prior to evening (along with registration materials).  Moe  requested that SAC members be available to field/answer any questions parents may have (IE:  language , budget). Teachers will be invited.

             

 c. Old Business

                       

IV.  Information/Communication/Reports

 a.  Pastor’s Report

             I. Power-point presentation at Masses weekend of 1/20 reviewing the  parish goals.. Will follow-up by inviting community to Parish Hall after masses on 1/26 and 1/27 to have opportunity for smaller group discussions of parish goals and facilitate better understanding of goals.

 

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              ii .Lent/Easter will be installing a “naked” cross by baptismal font.  Easter is during Spring Break this year which may effect attendance/participation in Masses. 

            iii. Pastoral Council beginning discernment process to bring in new committee which will collectively serve a three year term. 

 

b.  Principal’s Report

              I. Annual appeal thus far has raised over $10K, anticipating reaching 12K.  Teachers are very excited about Smart Boards and will be attending an in service on Smart Boards on 1/22/08. 

               ii. Registration Materials – printed and ready for distribution.  St. Moe passed a sample of the folder which was developed by she and Patty to hold registration material.

 

c.  PTC Report

            No January meeting between SAC/PTC.   Moe reports that the Executive Committee decision to add a school specific paddle bid to auction has served to generate positive momentum for auction committee. 

 

d. SAC Committee Reports

             Finance Committee

Becky G. Is working with Patty to develop a method to track/break-out budget on a monthly basis.  Overall, Becky reports that budget looks to be in good shape, however acknowledges that the auction  will dictate where the year ends up.

 

 

             Marketing and Enrollment

Working with St. Moe and Patty to assist with Open House which will follow same format as established last year.   Will assist with sending out thank-you’s to all families in attendance at Open House. Committee has completed mass marketing effort for Open House which included contacting area parishes w/o school for bulletin announcements well as custom mailing to all preschools in close proximity to St. Clare.  Committee recommends maintaining this arm of publicity in future years.  St. Clare Open House will be publicized for two weeks on the outdoor sign.  Sign will be amended to include the following verbiage:   registration now open for 2008/2009 school year.

 

            Process and Policy

PPP committee will be working with Development committee on endowment.  PPP also looking ahead to discernment for SAC positions for 2008/2009 school year; issue should be added to 2/08 SAC agenda.  Need to fill 5 positions for next year ( Kim, Amy, Steve completing 3 years).  Tom G/ Julie V resigning.  In March, (IE: in Dragon Post) will seek interested candidates from community, refer to web site for process and 1 page questionnaire.

 

Reviewed issue of SAC members being exempt from PIP fees.  Recommendation made to consider treating SAC members same as all other volunteer members of the community; requiring SAC to document hours served for PIP fee refund.  PPP committee to review this topic and make recommendation for policy change if necessary. 

           Development/Facilities

Development committee working toward Children-in -out -Lives luncheon.  Eileen Grosong, adult alumni, scheduled to speak at event.  Currently, recruiting existing students to assist with program.  Building list of invites.  Planning a Dragon Post article which will review the current status of endowment.  Will send out a “Save-the-date” prior to formal invitations.  Karen W and Sr. Moe will obtain and pass along all printed materials used in previous Children-in-our-Lives event for reference.  Will have matching funds available from Westin Foundation (up to $8,500).

 

Working toward matching funds from tuition assistance from Westin, McDonald and Mable Clark Foundations.

 

Formal proposal brought forward by Jennifer P (development committee)  to hire a PT Development Director beginning 9/08.  Proposal has support from Budget committee.  Plan is to fund position from interest from endowment for 2 years with goal of position being self-funding after that time.  Per Jennifer, self funding w/in 2 years is ambitious, 3 - 5 years should be achievable. 

Jennifer recommends seeking input/support from Pastoral Council, Administrative Council, Pre-school, PTC, (leadership umbrella of St. Clare community) prior to hiring for this position. 

 

Fr. Tom raises issue of how the proposed position and building endowment fits in with Capitol Campaign /Master Plan. Cautions using endowment funds to fund position.  Advised need to have consensus that building endowment is a priority. Recommended that finance committee, Sr. Moe and Fr. Tom meet to discuss.  Further, Fr. Tom recommends brining proposal to Executive Committee at 3/13/08 meeting.  Need to have a job description/definition prior to brining to committee.

 

Discussed possibility of model for parish/school development director.  Jennifer advises that this is a very challenging model.

 

 Chair Report

No Reports.

 

  Future Business

Next Meg. Thursday, January 7h, 6:00pm

Town Hall Tuesday January 5

Open House 1/15/2007

Children-On-Our-Lives 4/3/2007

 

Meeting Adjourned

 

Respectfully Submitted

Kim Wisniewski

SAC Secretary