Saint Theresa Parish Board of Education Minutes

I     Executive Session – 5:30.

II    Prayer – 5:50 - Father Larry led the Board in prayer.

III  Open Forum/Visitors’ comments – 5:51 - None.

IV  Acceptance of October Agenda – 5:52- Add Paul Galloway.

V     Approval of September Minutes – 5:52 – Molly moved approval of the September Minutes, which was seconded by Father Larry and approved by the Board.

VI   Paul Galloway – 5:53 – A financial management policy was under consideration by the Finance Council. The proposed policy would address excess revenue and expenditures with a threshold, and outline the parties involved, including School Administration, the School Board and the Finance Council. The proposed limit for budget excesses was $5,000 or 5% of budget in a given month, but could be adjusted. The policy would include controls for when excesses occur, with procedures for disclosure of why and requiring an understanding of consequences. There was discussion of the proposed policy and timing of its possible implementation. It was determined that the policy would filter major and minor budget issues. The policy was subject to change and a trial run. *The Board would review the proposed financial management policy and provide feedback to the Finance Council.*

VII   Administrators’ Reports – 6:08.

A.     Director of Faith Formation – Things were busy and going well, with five WFF classroom sessions down and 16 to go. GOF festivals were coming that week and would focus on Anointing of the Sick and the Funeral Rite. A special GOF would be held the following Wed, Oct 24 with the semi-annual healing Mass. Catechists attended a Sept 26 in-service with a Harcourt representative that focused on the new series used in WFF, “Call to Faith.” Catechists were in weekly email contact with parents, and an example hard copy message was provided. WFF exceeded its Stampede goal of $2,500. WFF and STS were currently participating in the Red Wheel fundraiser, which would dedicate funds to sacramental preparation and Kids Against Hunger. The 8th-grade Confirmation parent/sponsor/candidate meeting Oct 3 was well-attended. The 2^nd-grade First Reconciliation attendance on Oct 10 may have been affected by the DMPS conferences held at the same time. The 7^th-grade Confirmation Parent/Candidate meeting was scheduled for Nov 14 and the First Communion meeting was Feb 13, 2008. Faith Formation Council members attended the St. Theresa Leadership Retreat in late August and the Council would meet Thursday of that week. Diocesan Catechetical leaders had been introduced at the September diocesan CLADD meeting to a draft of a certification process for catechists and catechetical leaders, which would be finalized in the coming months. It would have a strict regimen, and there was talk of current catechists being grandfathered in.

B.    Parish Manager – 6:17- Building and Grounds: dry weather was awaited to allow commencement of repairs on the cracked line outside the north 2^nd-grade classroom. Repair on the retaining wall outside the East Meeting Room had begun. Financials: the budget would look different in October. School Administration revenue was currently down from budget. Lunchroom revenue and expenses were down. Latch-key budget numbers were significantly better. CTO and State Pre-K funds were anticipated in Oct. Budget numbers may settle down in November. Revenue is reported as it was received, and therefore difficult to average ongoing. One tuition ACH had been returned for insufficient funds this year. *Bob would give a regular report of ACH status, tuition remission update and current school administration budget to the Board.* *Bob would email current numbers on the above the following day.* There was discussion of tracking tuition payment.   

C.    School Administrator – 6:34-The Certified Enrollment/NP document was discussed. It detailed the public school districts from which STS students came. Ellen would be attending a meeting on the State Pre-K grant on Oct 22, and looked to return either with a check or a date on which a check should be received. The grant amount per student was $3245. Expenses would come out of those funds. There was discussion of the State Pre-K grant. The 6^th-grade basketball tournament benefactor had been determined to be St. Joseph Emergency Family Shelter. Mock Trial would be moved due to the basketball tournament on the weekend prior to Thanksgiving. School staff would take the diocesan-mandated IGF religious assessment. Kathy Wipf, Barb Woods and John Gaffney would work with school staff on faith formation each second Tuesday of the month. The 7^th-grade girls had won a sportsmanship award in volleyball. Fifty-three kids were signed up for Bitty-Ball. The new teachers had settled in and were doing great.   

VIII   Unfinished (Old Business) Business – 6:56.

A.    Approval of School Improvement Advisory Committee members/goals – Kelly moved approval of the committee, which was seconded by Molly and approved by the Board. Ellen explained the committee goals. There was discussion. Father Larry moved approval of the committee goals, which was seconded by Veronica and approved by the Board.

B.     Board biographies for parents – 7:07-There was discussion of Board biographies and how best to publicize them. *Barb would compile information for Board biographies, as would be emailed to her by Board members.*

C.    Breakfast with the Board – *A group photo of the Board would be taken at the November meeting for the purpose of creating the invitation to First Friday Breakfast with the Board in December. *                                                           

IX    Committee Reports – 7:15- Ellen spoke about the PTC meeting held the previous evening. The Tingleffs would be looking for co-chairs for the 2008 Stampede. The calendar would be printed and out in 10 days. Between $31,000 and $33,000 would be received by the PTC. An additional $1,000 was approved for the ongoing Artist-in-residence program. There was now to be no school on Jan 15, and would involve a service project. PTC funds would go toward drums for the music room. Coleen Ites spoke about the new reporting system. Barb had attended a meeting of the Technology Committee, which would seek donations of PCs for needed memory. Ellen said the group had met to work on the mission statement. The draft of the mission statement would come before the Board for approval. The statement would represent an individualized version of the parish stewardship philosophy.

X   New Business – 7:22

       A. Board Goals for 2007-2008 – There was general discussion of the goals. A communication plan was discussed, as was establishment of a sub-group to maintain the school website. *Barb would contact referrals for possible website work to sit on the website committee in addition to Pat Stuerkerjuergen and Renee Groene.*

       B. Policies – 7:40-

            1. Health and Wellness policy- Diocesan policy covers the issue of wealth and wellness and a local policy was not needed.

            2. Anti-bullying policy – The diocesan board of education was updating the policy, with review to take place in November and a vote set for January. The diocesan policy was distributed for the Board’s review to give feedback to the diocese.

Policy review follow-up—proposed policy amendments for policy #s 100-230 were distributed. Policy 100: No changes. Father Larry moved approval, which was seconded by Jeremy and approved by the Board. Policy 110: insert the wording, “on an ongoing basis, but every five years at a minimum.” Father Larry moved approval, which was seconded by Jeremy and approved by the Board. Policy 200: No changes. Veronica moved approval, which was seconded by Kelly and approved by the Board. Policy 210: Remove “It shall be the policy of the Board of Education that”. Move “Parents and legal guardians may complete enrollment procedures for their children as students” to the policy’s beginning. Move “when they have accepted and agreed to support the Catholic philosophy and program of education of the Diocese of Des Moines and in particular, St. Theresa School” to the end of the policy. Molly moved approval, which was seconded by Jeremy and approved by the Board. Policy 220: Remove “If any openings remain, an additional registration session may be held in August prior to the beginning of the school year,” and “Book fees will be payable by the beginning of the academic year.” Move “A tuition approximating the per student cost per year will be assessed students whose parents are not tithing members of St. Theresa Parish,” and “Registration fee will be payable at the time registration and will be refunded only if the family moves out of the metro area,” to Tuition Policies. Move “Enrollment procedures will be conducted prior to May 1 for each succeeding academic year,” and “Enrollment will remain open until maximum class size has been reached (see policy 410),” to the beginning of the policy. Molly moved approval, which was seconded by Veronica and approved by the Board. Policy 230: Remove #2 “book fees as determined by the Board of Education for all students.” In #s 3 and 4, now 2 and 3, add “active” to “tithing member of the parish.” Remove “It shall be the policy of the Board of Education that”. Move “Members of the St. Theresa Parish staff are permitted to choose St. Theresa School for their children regardless of their parish affiliation,” to the beginning of the policy. Father Larry moved approval, which was seconded by Jeremy and approved by the Board. *Policies 240-280 would be reviewed in advance of the November meeting for processing at the subsequent meeting/inclusion on the November agenda.* *The issue of personnel policies would be reviewed at the January meeting, and added the January agenda as appropriate.* There was discussion of personnel policies.

        C. – State site visit-8:18-The calendar and agenda for the State site visit were distributed. *Board members would email Ellen to indicate whether they would be available for the interview with the State during the visit.*   

XI    Other business – 8:23 – None.

XII   Next meeting date – 8:24-November 20, 5:30-Executive Session, 5:45-regular meeting.

XIII  Adjournment – 8:25-Molly moved to adjourn, which was seconded by Kelly and approved by the Board. Father Larry led the Board in closing prayer.

OCTOBER ACTION ITEMS: *The Board would review the proposed financial management policy and provide feedback to the Finance Council. *Bob would give a regular report of ACH status, tuition remission update and current school administration budget to the Board. * Bob would email current numbers on the above the following day. * Barb would compile information for Board biographies, as would be emailed to her by Board members. * A group photo of the Board would be taken at the November meeting for the purpose of creating the invitation to First Friday Breakfast with the Board in December. * Barb would contact referrals for possible website work to sit on the website committee in addition to Pat Stuerkerjuergen and Renee Groene. *Policies 240-280 would be reviewed in advance of the November meeting for processing at the subsequent meeting/inclusion on the November agenda. *The issue of personnel policies would be reviewed at the January meeting, and added the January agenda as appropriate. *Board members would email Ellen to indicate whether they would be available for the interview with the State during the visit.