PTO St. Sernad*tte School

Tracey Pilone, President; Mandy Molinari, Vice Presiden! Laurie Altdorfer,Treasurer; Becky Garcia, Ways and Means; Yvonne Horner, Secretary

Web: www.stbernpar.orglparent-teacher-org arization / pto-introduction

Date: June 72,2072

To All St. Bernadette School Parents:

Attached is the balance of the meeting minutes for the year. We have had a busy month, and attachedare minutes fiom the Executive Board on May 29th as well as the general membership meeting on May22d and the Transition Meeting to the 2ol2-2o13 PTO Board.

Since the majority of the board positions will be changing hands as a result of the election, theTransition Meeting was held to ensure the smoothest possible shift to the new officers. They have beengiven all the information they need to make 2ol2-2o13 a great year for the PTO and St. BernadetteSchool. Please see the attached minutes for more details, the new offtcers terms will start on July 1.

As we approached the year's end, it became clear from looking at the financials that the PTO wouldhave a surplus. As a non-profit organization, aside from a reserve for some operating funds, we are tospend any additional funds to maintain that non-profit status. The board spent a great deal of timedetermining what the reserve should be from next year and priorities for spending the additional funds.

See the minutes for details about the options discussed and how the numbers were determined, but thereis a g35,ooo surplus to spend. The board voted to allocate funds for electrical improvements with theremaining designated to spend on furniture for the classrooms. ltis WRT exciting to be able to do somuch for the school as a result ofeveryone's efforts!

We have done as much planning as possible for next year. The budget process was completed at theMay eea meeting, the PTO calendar for 2ot2-2o73 has been submitted to the Parish for {inalscheduling with the Parish Calendar, the financial books are completely up to date and we have evensigned a contract for Barnes & Noble night zots. Next year's PTO board should be offto a good start.I hope that everyone has a great summer!

Sincerely,

Tracey PilonePresident

Saint Bernadette PTO Operating Committee Transition Meeting Minutes

Tuesday, June 5,2012 7:00 PM

ln Attendance:

Mrs. Beeks, Mrs. Richard, Emily Weyrich

Current Board: Tracey Pilone, Yvonne Horner, Becky Garcia, Mandy Molinari, Trish Buswell, Tracey Hill

lncoming Board: JeanMarie Spradlin (President), Erin Moore (Secretary)Jim Shepherd (Treasurer) MaryFedorochko (Ways and Means) Kim Jones (K-2 Grade Rep) Amy Burger (3-5 Grade Rep) RoseKwiatkowski (6-8 Grade Rep) and Moe Loren (Volunteer Coordinator)

Opening Prayer

1) President's Report: Tracey Pilone

a) Calendar: All PTO events for next school year have been sent to Parish for approval, as theycoordinate calendars for all parish activities. Waiting for their response. A copy of the PTO

Calendar of events was distributed. Changes to note:i) General Membership PTO meetings moved to 7 pm.ii) Room Parent Meetings: Mix of afternoon and evening, per responses to PTO Survey.

Evening Room Parent Meetings will be held immediately prior to General MembershipMeetings.

iii) Kindergarten playdate will be first day of schooliv) Volunteer night added back inv) Fall Festival-scheduled for earlier in the month to distance from RFE

vi) RFE: two dates on Calendar in case decision is made to combine it with Fall Festivalvii) Restaurant nights have been placed on the calendar, but have not been

scheduled/coordinated with restaurantsviii) Barnes & Noble night - set for Spirit Weekix) Auction is on calendar for during Lent, this has been approved by Fr Kevinx) Night before sneak a peek will be the Kindergarten and new family meetingsxi) On Sneak a peak day, gym will be used to have tables/stations for nurse, carpool numbers,

lunch card purchases, volunteer opportunities, Virtus compliance forms, etc.

b) Accounting Procedures: Following an audit last spring, the PTO implemented PTO AccountingProcedures which outline the Fund request and disbursement process. These procedures arebased on both Parish and Diocesan guidelines. The Diocesan guidelines are now included as

Appendix A in our PTO Charter. A copy of the Accounting Procedures was distributed to thelncoming Board. Some of the items noted:i) Approval is a two step process. Fund Request Form should be completed in advance of

purchase. Once approved by the Treasurer or Vice President, invoices/receipts can besubmitted for payment. The President signs all checks.

ii) ln most cases the only people spending PTO Money are Board Members, Room Parents, andEvent Coordinators. Room Parents are allotted a budget at begin of year, for which they cansubmit Fund Request Forms with Receipts. For Events, coordinator of each event needs tosubmit an Event Approval Form with all projected costs listed.

iii) Cash Handling procedures: Using the Diocese guidelines. A Cash Form is requires to becompleted, with two volunteers signing off on it. Any cash that is collected goes right to thebank, using night deposit feature if needed. Cash is not to be kept at the school or with a

volunteer.

c) Budget: We did increase auction cost. Bookkeeper salary reduced since we don't have toaccount for cafeteria money. A copy of the Approved Budget was distributed to the IncomingBoard.

2l Vice President's Report: Many Molinari

PTO Charter Report: This year we re-organized the Charter, and added Diocesan guidelines. Mostrecent changes: Removal of Cafeteria references, and addition of Grade Reps to Executive Board. Acopy of the updated PTO Charter was distributed to the lncoming Board

3) Transition Logistics: Tracey Pilone

a) Bookkeeper funding: Runs out July L't. This year's books will need to be closed after July L't,.Responsibility and funding for this will need to be determined soon. Mrs. Beeks noted that oncethe fiscal year ends on June 30th, a PTO rep will need to meet with Donna Feerst and review allof the finances for the year, as well as procedures and budget for the new year.

b) Guardian Angel Program: formerly called Host Family program. Carolyn Theis is starting it offthis month, but will hand it over to a designated person once the new Board takes office.

c) Uniform Exchange: Julie Shepherd will continue to do uniform exchange.d) Cultural Arts: Position is still officially open.e) Another Position: Diocesan PTO asked for a parent to be a representative and attend the

quarterly Diocesan PTO meetings, For this past year, the President and Vice President haverepresented the school. The incoming Board could designate a Board member to attendmeetings.

Closing Prayer

Meeting ended at 8 pm.