Stella Maris Academy Parent Teacher Organization

Minutes

May 8, 2008

8:15 am

In attendance: Julie Hollis, Jane Foster, Christine Johansen, Maryanne Stieber, Bernadette Brannigan, Lisa Osborne, Sharman Dye, Michele Lally, Lillian Nadhir, Florence Galvani, Ann Killeen, Priscilla Rayon, Julieta Thefeld, Sheri Anastasi, Janet Shanks, Julie Moreau, Katherine Gomez, Dana Irwin

Call to Order

Opening Prayer-Janet Shanks

Old Business

President’s Report-Janet read Msgr. Lyng’s letter congratulating the school on the success of the Gala and thanking the PTO for the retirement gift.  

Please see Janet to volunteer for any PTO position for the 2008-2009 school year.  Please confirm if you are planning on retaining the position you currently hold.  We have identified candidates for Room Parent Coordinator, Gala Chair and VP positions and will confirm them at the next meeting.

A motion was carried to change the PTO meetings to the second Tuesday of each month next year!  Please plan accordingly.

This meeting focused on recapping the fundraiser of April 25.  Please see comments below. 

Treasurer's Report-cash on hand in PTO account is $97,713 as of May 8.  Biggest expense for the remainder of the year is the teachers’ year end gift.

Secretary’s Report- no minutes from the April meeting as Dana was absent.  The focus of the meeting was the fundraiser on April 25.

New Business

1.      Fundraisers

Scrip- Liz Thomas/Lisa Osborne: sales are about the same. Please consider using SCRIP for your summer needs/teacher gifts, etc.  If each family purchased $50 in SCRIP, it would really benefit the school.  “Painless fundraising”!

Raffle Sales-Liz Gotfredson: after expenses the raffle should net just under $8,000.

 Star Gala – Ruth Varonfakis:  Janet gave the summary as Ruth was unavailable. All agreed it was a great night of our SMA family coming together.  There was a great feeling of community that pervaded the evening, highlighted by Ruth’s surprise video of A Day in the Life at SMA. The focus on the Children with a more casual atmosphere was well received and should be considered for future fundraisers instead of the more formal Gala.

The fundraiser raised approximately $75,000 for the school. Photo Sales increased over last year. Silent Auction, Photos and Raffle sales were in line with last year. The silent auction approximately $26,000.  The percent paid vs. the value of the items in the silent items was higher as higher minimum bids were posted and raises were pre-calculated.  Teacher baskets proceeds were $9,000, profitable and low cost. Underwriting and advertising income were down significantly this year.  The live auction netted approximately $25,000. Fund An Item did not do as well due to some confusion by the auctioneer.  Reservation income was down compared to last year- ticket price was less and we had 100 fewer people in attendance however last year’s 60^th anniversary boosted attendance.

We need to solidify the framework for next year. Ways of decreasing the fixed cost associated with the event were discussed, alternative venues to the Hyatt (the UCSD or USD faculty club) and possibly foregoing the costly sit down dinner as the cost of the meal with tip and tax was $70.  (Buffet or Appetizers with wine tasting and mingling were alternatives that were discussed). Also the need for dancing was discussed as the cost of a band or DJ and the AV equipment required for these add to the cost of the event.

  Ideas for next year include a Mardi Gras or Valentine theme with suggested dates of February 14 or February 21, being conscious not to hold the fundraiser during the Lenten season.  If event is held in February the fundraiser planning would have to be underway soon after the start of next school year. 

2.       Committees

a.        Room Parent: we need a Head Room Mom coordinator for next year.  Sheri Anastasi has done a fantastic job but with the addition of the Treasurer’s role is ready to relinquish responsibility in this area.  If you are a good communicator and you are able to attend the monthly PTO meeting we would love to have you fill this critical role!

b.      Everyone a Reader: Ann needs 16 volunteers one hour, one day per week to support 16 children in the program.  Volunteers must complete a 3 hour training course and have a Lifescan.  Ann is also thankful for book donations.

c.       Spellathon: Katherine Gomez is looking for someone to co-chair the event, with the co-chair then chairing the Spellathon the following year.  The framework is all in place and Katherine would love some new ideas so please consider helping with this profitable and fun fundraiser.

d.      Back to School Coffee- Any new ideas are welcome. Anyone willing to set up the day before or morning school starts please contact Janet.

e.       PTO: again, please let Janet know if you are interested in any position. 

3.       Calendar Items: We hope to have a family picnic in the fall.  It would be a great way to start off the year and welcome new families.  Michele Lally has agreed to look into the logistics.  Family picnic would be alternative PTO sponsored community event to the Night of Noel.

Next Meeting: TUESDAY, June 3 at 8:15 am.

Adjournment –10:00 am