Saint Theresa Parish Board of Education Minutes

Opening

q       Prayer – 5:51-Susan led the prayer.

q       Approval of March minutes – 5:53-Geri moved approval of the March minutes, which was seconded by Father Larry and approved by the Board.

q       Changes to Agenda – 5:54- Move Childcare and the Pilot Standards Based Reporting System earlier on the agenda. Add Board of Education elections discussion, academic school year calendar consideration, review of bylaws with regard to Board members’ attendance at Board meetings and Advanced Algebra discussion.

Open Forum - 5:56-None.

Childcare – 5: 56- Childcare Director Jennifer Rossmanith introduced herself to the Board. There had been some changes in the program. Children were separated into three age groups for care, snacks had become more nutritious with a greater variety, the menu was posted for parents, monthly newsletters were produced and the childcare rooms had been changed to be more like classrooms. There were changes to the summer program as well. More flexibility would be allowed for parents needing varying numbers of days for summer childcare. Attendance numbers for summer were projected higher than last year. Numerous field trips were planned for summer, as were scheduled speakers. Jennifer addressed a number of questions posed by Board members. The Hot Lunch program provided only juice and milk for the Childcare program, as procurement of the entire snack menu for Childcare from Hot Lunch was not cost effective. Jennifer was tracking enrollment numbers for the purpose of budget planning. The three age groups were divided into different locations across the St. Theresa campus, including varying areas of the parish office building and the community center/gym. Jennifer reviewed the activity category plan for each day of the summer program. Extra staff and additional hours for existing staff were planned for summer. Staff is sent home early when attendance numbers are lower and less staff coverage would be needed. Jennifer was comfortable with the projected budget expenses for the program in the coming year. Expense receipts submitted for March had been a greater number and amount than usual due to a back up in submitting, and receipts would be submitted on a more regular basis going forward. It was suggested that the wish list for Childcare on the St. Theresa website be updated. There was discussion of administration of the St. Theresa account at Sam’s Club. Dress code for Childcare employees consisted of the approved Childcare t-shirt and either jeans or khakis. Three-year-old registration is ongoing, as opposed to being tied to the academic year. Assistance was offered to Jennifer by the Board regarding any program implementation as a result of expected Ste of Iowa preschool changes under consideration by the state legislature. Jennifer felt the projected budget would allow for a program that would attract new children.

Pilot Standards Based Reporting System – 6:13-Colleen Ites introduced the new grade reporting system being implemented by the diocesan Schools office via a PowerPoint presentation and corresponding handouts. Colleen serves on a diocesan committee reviewing the new system, which would be in place at St. Theresa for grades K-5 next year. The numbers 4, 3, 2 and 1 would be used instead of the letters RN (Reinforcement Needed) D (Demonstrates) and CD (Consistently Demonstrates). In the new system, Level 4 was “Exceeds grade-level expectation,” Level 3 was “Meets grade-level expectation,” Level 2 was “Progressing toward grade-level expectation,” Level 1 was “Attempts; not meeting grade-level expectation” and N was “Not assessed during the current term.” The system would have a more detailed progress report, assessing both behavior and mastery. The goal was to not have any Level 1s, in keeping with the approach of making sure students get what they need to advance. There would multiple assessments, both formative and summative. Colleen shared a trial grading system used in her classroom so far this year. In the fall, a brochure and information packet would be sent home to parents. Colleen estimated it would be a five-year process to fully implement the system, with pilots being tweaked throughout. Five schools districts in the U.S., both public and Catholic, have tried the new system and it had been applied in Canada. Standards-based grading and reporting aligns with state and federal mandates for standards and diocesan standards. It supports what kids are learning, improves communication and promotes consistency and fairness. The child begins to drive their learning. Instruction is more differentiated; students and parents better understand teachers’ performance expectations and assessments are better aligned with standards. Teachers have substantiation for their judgments about student proficiency, and the reporting process is easier. Students take ownership of their learning and will develop life skills, not just look good on paper. Colleen reviewed the differences with the new system and traditional grading, saying the new system would better serve kids. She addressed questions from the Board. The K-5 teachers have already been working with a variation of the new system for three years. The system would allow for when students were on the border between two levels. Along with the brochure and packet being sent out, St. Theresa would host a couple parent nights. Extra time would be allowed at conferences for parents first experiencing the new system.

ADMINISTRATOR REPORTS

o       Faith Formation – 7:14- Bob distributed Kathy’s report, the back of which held an invitation to the Generations of Faith Festival April 29 and May 2.

o       Parish – 7:15-Building and Grounds oversaw replacement of the school dishwasher with $2500 from the Scrip program, which will assist with replacement of the air conditioning in the parish hall kitchen as well. Altar and Rosary society will provide upwards of $7,000. Scrip supports the parish along with the school. Teachers complete an inventory of equipment they use each year, and Jerry does an analysis on all equipment annually. Some work would be done on prioritizing impending projects and related timelines for possible presentation at the May meeting. There was discussion of disagreement of project priority between the PTC and Building and Grounds committee. It was suggested that the two groups meet. *Ellen would set that up. Regarding personnel, employees had received insurance renewal information. The parish will not subsidize private insurance plans in lieu of the diocesan plan, due to fairness. Bob’s analysis of tithing and tuition from the March meeting yielded the following: 58 families had no record of tithing, 23 were between $10-$150 for the year, 11 were $150-$300, 11 were $300-$500, 51 were $500-$1,000 and 57 were $1,000 or above. Some of those showing no tithing were not members of the parish and some were receiving tuition assistance, which affects the tithing expectation. There was discussion of how and whether to approach the families that were not tithing. The list of vendors to the parish that Bob checked on from the last meeting numbered at 400. *Steve would help Bob review the list. Bob was still working with the copier vendors.  

o       Financial – 7:41- The school had a couple variances, including the dishwasher cost. A $5,000 donation and $2,500 from Scrip for the dishwasher and $3,000 from Scrip for technology were not reflected. There was no new news for Childcare, and the hope was that a good job was done on the Childcare budget for the coming year. Food costs were high in March in the Hot Lunch program. *Ellen will check on it. A check from the Urbandale school district was not received in time to be included in the Bus report. Transportation income, School Administration expenses and Childcare were a concern. Ellen pointed out that registration was taking place later than usual, affecting when funds are received, there was a spending freeze and over $5,000 in reimbursements were due for professional development and the library. Paul Johnson had raised $8,500 for the Plus Fifteen program. There was discussion of the program’s implementation with regard to it overlapping with other tuition assistance outreach efforts. The FAIR process was discussed. There was discussion of how it was handles when families approach St. Theresa whoa are unable to afford tuition. 

o       School – 8:04- Ellen explained the difference between the Innovative Calendar, which worked on hours in the classroom, and the number of contact days approach for the academic year. Ellen read a letter from diocesan Superintendent of Schools Luvern Gubbels, and asked the Board to approve continued use of the Innovative Calendar, as it was a more productive use of time with students. The Des Moines district is doing it and all diocesan schools will be asking the state for approval for it. Jean moved approval of the Innovative Calendar, which was seconded by Geri and approved by the Board. Ellen distributed copies of her report. 201 students were fully registered for the coming school year. There was discussion of enrollment numbers. Confirmation had been the night before. Middle school students went on a half-day retreat. Ellen had a lot of ITBS information, she will email it to the Board for discussion at the May meeting and the students did well. The Pro-Life committee would be sending speakers to classrooms and sponsoring the annual pro-life contest. CTO applications for St. Theresa 63 students were processed. Things were very busy at school. Grandparents and Special Visitors Day had taken place the previous week. Ellen detailed the latest Future Problem Solvers’ success. Early release was the following day. A group of teachers was working on scheduling for the next year. A survey on communication preferences had gone out to parents. Most of those returned indicated email as the preference. There was some question as to whether middle school parents had received the survey. *Ellen would check with the middle school teachers.  

Teaching Contracts for 2007-08 – Ellen read letters of resignation for Nolan Schwada and Katie White. Four requests for two-week contract extensions had been received. Ellen would communicate with the Board via email about the end result of the extensions. Ellen requested approval of the contracts that had been returned. Beth would sign them.

Board of Education elections – 8:23- There was discussion of when elections should be conducted according to bylaws. Father Larry distributed a document on the difference between discerned councils and elected boards. There was discussion of new roles once the change would be made from the current structure.

Attendance of Board members at Board meetings – Beth has called James Kroll multiple times and encountered no option for leaving a message. Beth did reach James Kroll and spoke with him earlier in the day. He said that he understood that there was a Board meeting at 5:45 and said that he intended to be there. Ellen emails notice of meetings each month and notice is placed in the parish bulletin. Board members that don’t have email could either take steps to be in contact to learn of meeting times, or request and be available for phone call notification. It had been offered to James Kroll that he could take any breaks during meetings that he needed. The bylaws spell out the stipulation that Board members that are absent from three or more meetings, and make no arrangements; effectively resign their seat on the Board. James Kroll had maintained to Beth in their conversation that day that he didn’t know when meetings were being held. Beth had made attendance requirements clear early on in James Kroll’s tenure on the Board. It was stated at the meeting that he had good intentions but that perhaps now was not a good time for him to be on the Board. An offer was made among the Board to send him a letter and hold an additional meeting to communicate directly with him. There was discussion of attendance regulations in the bylaws and how best to proceed. *Beth would draft a letter to James Kroll informing him of the vacation of his seat on the Board and forward it to Ellen and Father Larry for review. There was discussion of how to implement appointment to James Kroll’s seat and the election for the remaining upcoming vacancies. A number of names were submitted for possible appointment consideration. *Beth would contact people on the list. There was discussion of the election announcement in the bulletin, Friday Folders, the website and in Mass announcements. *Beth will organize Mass speakers.

Advanced Algebra Discussion would be moved to the next meeting.

Report on Action Items from February – 8:41- Jean has reviewed Board policies, which must be done every five years. She noticed several things that weren’t in line with how the Board was operating. *Jean would meet with Ellen to further review the policies before forwarding the results to Beth and Steve and then on to the Board. Barb had received emails from staff on staff needs. Sue Usher asked for prayers for her father who’d had a heart attack and couldn’t have surgery. Gwen Listor had written a request to increase the PE position to full time due to the prevalence of childhood diabetes and obesity, along with the time needed to set up the gym from other uses before PE class. She also requested that health instruction be implemented at the middle school level. Ellen stressed that the facility’s multiple use is part of the problem. The leadership structure among the teaching staff would be shifted and the schedule for the following year was being worked on. There was discussion of full time PE instruction and use of the gym. Ellen said that Gwen Listor does an amazing job and wants to be heard. Steve brought up the status of the Wellness committee and Ellen expressed the desire to take the committee parish-wide and said that the Board would hear from the committee. Susan reported from the PTC meeting that the PTC had funded art and literacy the previous year, and was making an inquiry as to whether the school would be picking these up in the future. There was discussion of the presentation that had been made by the athletic director on athletic storage. There was discussion of maintaining a binder in the school office to monitor those who might be volunteering in lieu of tithing. There was discussion of a buyout for those who can’t volunteer or would prefer not. There was discussion of volunteer administration. There was additional discussion of parish organization structure.

o       APRIL ACTION ITEMS – *Ellen will set up a meeting between the PTC and Building and Grounds committee. *Steve will work on the parish vendor report with Bob. * Ellen will check on March food costs in the Hot Lunch program. * Ellen will check with the middle school teachers on parent survey distribution. * Beth will draft a letter to James Kroll on the attendance issue and have it reviewed by Ellen and Father Larry for feedback before sending. *Beth will contact people on the list of suggested candidates for appointment to James Kroll’s seat on the Board. *Beth will organize Mass speakers for the election. * Advanced Algebra discussion would be added to the May agenda. * Jean and Ellen will review Board policies for compliance verification. *

Adjournment – 8:55- Geri moved to adjourn the meeting, which was seconded by Barb and approved by the Board.