Saint Theresa Parish Board of Education Minutes

I        Prayer – 5:49 Steve led the Board in prayer

II       Open Forum/Visitors’ Comments – 5:50

Gloria Gomez-Moore revisited the concerns she had presented to the Board at the January meeting about cleanliness and maintenance in the school, with special concern over paper towels. She said she had been told the problems would be corrected and said that they were not. Gomez-Moore said also she was concerned that the current art program at the school did not meet diocesan standards. She expressed importance for what art means to visual learners, detailed some specifics of her idea of a good art program, and said an art teacher was needed for both middle school and to facilitate art for the rest of the school. Gomez-Moore also requested that the Board assess the process for contract assignment for teachers to determine whether the process is in line with diocesan standards. Gomez-Moore requested either a special meeting of the Board to address her concerns or that contact made with by her a Board member. Cindy requested a copy of Gomez-Moore’s letters from both meetings, which Gomez-Moore said she would email to her. Tom McCarthy told the Board he had heard a lot about the maintenance and cleanliness issues. He stressed that it was important to take into consideration at what times people are seeing the school, that things need to be put into context, and it was important not to jump to conclusions.

III      Acceptance of February Agenda – 5:59

Add other committees to Committee Reports. Remove Policy Review from Unfinished (Old Business) Business. Move Building from Unfinished (Old Business) Business, earlier to before Administrators Reports. Cindy moved approval of the amended February agenda, which was seconded by Molly and approved by the Board.

IV      Approval of January Minutes – 6:01

In Approval of November Minutes, change to “approval of the November minutes was seconded by Michele.” Geri moved approval of the amended January minutes, which was seconded by Father Larry and approved by the Board.

(VII-C)-Building 6:02-Steve said a different approach to facilities management was under consideration partially because of the impending end of the utilities contract. Maintenance and cleaning would be part of any facilities management plan. Steve said there could be benefit to partnering with a larger facility to get lower rates. Things were in the exploratory stage and Steve thought that looking at some different avenues for facilities management was warranted to be good stewards of parish and school funds. There was discussion of bundling utilities. Sean Ites said he and his company offer long term management of assets and was not looking to make a profit in an arrangement with St. Theresa. He spoke of a hybrid system where current maintenance and cleaning staff was augmented with contracted work in off hours. Bids for work at St. Theresa would not be marked up. Ites said St. Theresa would get the benefit of experience and full access to his vendors. There was discussion of services that would be included in the facilities management arrangement. Ites said any vendors not performing would be dismissed, and that he would monitor contracted work. The facilities management plan could cover the school and the parish if needed. Ongoing financial controls with the plan would show the plan’s cost per square-foot. Monthly financial reports would explain the previous month’s expense and every expenditure would be approved before work is done. St. Theresa would only pay for services used. Ites could have an estimate on the service in the next week or two.

 V      Administrators’ Reports – 6:22

A.    Director of Faith Formation – 6:22 The Board reviewed Kathy’s report. It was not known for certain whether the students who had been behind on sacraments had been caught up.

B.Parish Manager – 6:24 Bob talked about the impending 403b retirement plan, which he said was a non-profit version of a 401k. Meetings would be held with teachers and staff on the plan. Bob had attended budget meetings with various school departments, and he talked about the automated registration process. New desks for the school had been moved by parent Jean Slaybaugh’s company. A parishioner was donating retro-fitting of lights in the community center. Bob read an email from sixth-grade parents and students commending Jerry and Dennis with their extra help on a weekend event. Bob had sent financials to the Board in advance of the meeting and all but one question had been answered. There was discussion of the expense item for ballasts replaced in the community center when the lights were going to be retro-fitted.  

C. School Administator – 6:33 Ellen thanked Michele and Veronica for their work on streamlining the registration process. Seventeen students were registered for pre-k for the coming year and 12 for kindergarten. Catechist certification process was in progress for teachers, and Ellen spoke about the process. Ellen thanked the Board for its efforts during the Catholic Schools Week open house. A prospective fifth-grade student would be visiting the school that coming Monday. Staff members who had participated in the Positive Behavior Supports professional development program would come to the next Board meeting to give a report. The first open gym was on Sunday. There was discussion of diocesan parent meetings on the pilot reporting system, and Ellen offered to send the diocesan presentation to the Board via email. Brian Tingleff was chair of the flooring committee. Furniture, paper and envelops had been donated to the school. The following Thursday a $10K check would be received from Prairie Meadows, which would go toward two SmartBoards, and Des Moines public Schools had been the source of funds for two laptops. Other grants were being worked on. A mobile lab was needed. Ellen talked about a visit by students to Moulton School. Steve initiated discussion of the possibility of an ongoing early out arrangement for pre-k families that did not desire religious education as part of pre-k curriculum, while then assessing a minimal charge for students who stayed for the religious education curriculum, which the Board then discussed.

 

VI      Committee Reports – 6:57

A.    Policy Review-The Policy Committee did not meet. Amended policies would be brought before the Board for review at the next meeting. Rachael suggested implementation of a policy requiring generation of monthly tuition billing statements. There was discussion of the exact definition of special tuition arrangements. Bob would get figures for tuition write-offs for the Board. Ellen talked about the presentation on an art project at the PTC meeting. A fun night chair had been established. The staff appreciation dinner/dance was being planned, and work for the welcoming committee was ongoing. Cindy went over open gym nights and discussed family fitness night, Field days was discussed, as was a multi-cultural fair.

VII    Unfinished (Old Business) Business – 7:09

A.  Steve distributed two handouts on proposals for the Athletic Board. He ran down a proposed organizational chart and track team structure. The search continued for an athletic director.

B.  The budget draft had been emailed to the Board. Projected enrollment for the purpose of the budget was 305 students. The budget included a proposed $100 tuition increase and a $25 registration increase. There was also no salary or step increases for staff included. Ellen spoke about making the school counselor full time, making the reading resource teacher three-fourth’s time and adding an art teacher. The Board discussed class size and teacher placement. There was discussion of enrollment and setting tuition. Recruitment was discussed. The registration fee would stay where it is and the tuition fee increase would be a range, not to exceed $2100. This was moved by Geri, seconded by Molly and approved by the Board. Steve began discussion of a scholarship plan and recruiting. Steve would write up a proposal for the upcoming budget meeting on this. Kathy Wipf and the welcoming committee would be invited to the meeting. The Board discussed the budget. There was discussion of an internal review, which would be put on a future agenda.

VIII   New Business – 8:16

A. Date of next meeting – March 24, with a budget meeting February 24.
Steve moved to add paper towels back into the bathrooms, which was seconded by Cindy and approved by the Board. Rachael would email Gloria Gomez-Moore regarding more specifics on the issues she brought before the Board. The idea of an art teacher would be addressed with the budget at the next meeting.

 

IX      Adjournment – 8:21

The Board recited the opening prayer. Kelly moved to adjourn, which was seconded by Father Larry and approved by the Board. Cindy moved to go to Executive Session, which was seconded by Molly and approved by the Board.

Next Meeting —  Budget Feb. 24, 2009; Regular March 24