School Board Meeting Minutes
 

St. Bernard School Advisory Council         
 

School Advisory Committee Meeting dates are listed on the School Calendar and are subject to change.

Meeting Minutes
 

St. Bernard School Advisory Council

Minutes for the Meeting Held March 19, 2009

In Attendance:                                                                          Absent:

Mr. Wagner, Principal                                                              Barbara Driscoll

Eileen Stewart, President                                                          Dr. Robert Schilken

Scott Potter                                                                              Jeff Worden

Catherine Emamzadeh

Jeff Valent

Thurman Gardner, Vice President

Quintin Kittle (at 8:30pm)

Debbie Lestitian, Secretary

Closed Meeting – 6:30pm to 7:30 pm

1)  Opening Prayer.

2)      Welcome.

3)  Motion to approve minutes from January 22, 2009 meeting.  Motion carried.

COMMITTEE REPORTS:

4)      Principal’s Report – Mr. Wagner

Pastor Update:

Fr. Lang has been serving as temporary administrator until Fr. David Bonner starts in April.

Delay in assignment does not affect day-to-day operations of the School.  Fr. Lang has done a wonderful job.

May Crowning, at the discretion of the new Pastor, has been scheduled for Wed., May 13, 2009 at 9:00am.

Middle States Accreditation:

Faculty and Administration will be kicking into high gear to prepare for evaluation after losing a half day of planning time during Catholic Schools Week, due to weather.

Faculty and Administration met in February in small groups of four (4).  Faculty assigned by curriculum area.  They have to fill out forms and perform analyses of strengths and weaknesses.

School receives a final report card in May 2010.

Student Registration for Next Year:

            Enrollment is slowly dwindling throughout whole Diocese.

St. B’s total enrollment is down approximately 35-40 students.  Hope is that by the time school starts next fall, enrollment will be down only 25 students.

New families are moving into the area.

Also, we are marketing St. B’s to the families affected by the recent school closings.

Declining enrollment at St. B’s is explained by the fact that there are more 8^th graders graduating and there are fewer new students enrolling in the lower grades, including preschool and kindergarten.

Enrollment affects budgets and tuition costs for next year so keeping and/or increasing student population is a major priority.

School Advisory Counsel – Election of Officers/Open Counsel Seats:

            Counsel members are elected for three (3) year terms.

Officers serve for a one (1) year term.

Eileen Stewart (President), Jeff Wardon and Barbara Driscoll have completed their three (3) year terms.  The Board needs to advertise for interested people to step up and serve.  Suggestion that a notice be included in the parish bulletin as well as around the school.

5)      Marketing/Enrollment – Jeff Valent and Eileen Wagner

Mrs. Walker and Mrs. Richert have expressed interest in helping with marketing.

Flyer status:

            Quintin has a designer ready to help.

The initial design concept is a tri-fold with information presented in a bullet-point format.

Highlights should include the St. B’s website, photos and a consistent logo to be used on all forms of printed media.

Suggestion that Middle States Accreditation be added to the flyer.

Suggestion that realtors and Welcome Wagon organizations who give away baskets to new families can help disseminate flyers.  Thurman to research.

Communications:

It is important to use consistent themes, pictures and messages for all types of media for the School including the website.

Development of a standard logo is a key component.

Jeff Valent is researching the logos used by other educational institutions to come up with some design ideas.

Dormont Days and the 4^th of July in Mt. Lebanon celebrations may be two (2) great places to promote St. B’s school.  Both events are geared towards families with young children.

            Reasonable rental fees for booths and tables.

Possibly ask high school kids to man the booths between noon and 5:00pm in 2 hour shifts.  Could be opportunity for students who need service hours.

Can have a game or a craft with something for the families with young children to take home.  Maybe even a St. B’s temporary tattoo or a refrigerator magnet?

Mrs. Veri is on the planning committee for Dormont Days and can help.

Eileen Stewart has made a great contact within the parish that is willing to help with Communications and PR.  He is a professional photographer who does aerial photography and other types of photography as well.

It would fun for the students to have photographs of them in the school parking lot spelling out “ST. B.”  This type of photo can also be used in promotional materials.

Board needs to be vigilant in pursuing free publicity.

Further discussion of funding for marketing so a line item for marketing can be added to the school budget.  Suggestion that the sale of a specific Mardi Gras item could be designated to help fund the School’s marketing costs.

Having a larger budget would allow for greater range of exposure into radio spots or even local access channel television. 

Eileen and Jeff to explore pricing of these other forms of media.  Some may offer free spots for a school.

Discussion of the creation of a school-wide PR Committee.  Possibly five (5) people from other groups such as PTG, Athletics, Faculty/Admin, Alumni etc…  It makes sense for the entire school to have one (1) designated person who deals with the media.  Having a point person can make sure newsworthy items do not slip through the cracks.  Also, a point person will build relationships with media contacts which will have get articles and stories published.  It would be great to have this committee in place for the start of school in the fall.

Open Meeting – 7:30pm to 9:00 pm

6)  Signage Update:

Avenues still being pursued to obtain a zoning variance.  Members of the School community and parish have volunteered to help.

A temporary Fish Fry sign is to be hung between two (2) trees in front of the Rectory on Washington Road.

7)  Fundraising Updates:

                        Apple Pies – Dr. Schilkin

                                    No update at this meeting.  Tabled for next meeting.

                        Fish Fry – Quintin Kittle

                                    Fish Fries are doing extraordinarily well this year.

Sales have increased so rapidly that we have run out of supplies and/or certain menu items each week.

Beer sales are also up.

The Fish Fry Committee has changed some of the vendors from prior years.  The results have been lower costs and equaled or improved quality.

 Prices have only increased slightly.

As always, the take-out lines are a challenge.

The Fish Fry Committee is always looking for volunteers to help each Friday.

                        Mardi Gras – Karen Garrity

                                    No update at this meeting.  Tabled for next meeting.

                        General discussion of the necessity of having Co-Chairs for these large events.

They are too much work for one person.

Perhaps serving as a Co-Chair would encourage newer parents who may be intimidated by the magnitude of the task to step up and get involved.

8) Website Update:

                        Mrs. Veri was unable to attend tonight.  Tabled for next meeting.

                        Suggestion that coaches need to put their team’s schedule on the website.

Suggestion that a link be added to the website to the School newspaper.

9)  Closing Remarks.

10)  Meeting Adjourned.

St. Bernard School Advisory Council

Minutes for the Meeting Held January 22, 2009

In Attendance:                                                                          Absent:

Mr. Wagner, Principal                                                              Scott Potter

Eileen Stewart, Chair                                                   

Mrs. Rickard, Faculty Representative               

Barbara Driscoll

Dr. Robert Schilken

Catherine Emamzadeh

Jeff Valent

Thurman Gardner, Vice Chair (at 7:30pm)

Jeff Worden (at 7:30pm)

Karen Garrity – Mardi Gras Chair (at 7:30pm)

Debbie Lestitian, Secretary

Closed Meeting – 6:30pm to 7:30 pm

1)  Opening Prayer.

2)      Welcome.

3)  Motion to approve minutes from November 21, 2008 meeting.  Motion carried.

COMMITTEE REPORTS:

4)      Principal’s Report – Mr. Wagner

Pastor Update:

No one has been assigned yet.

Delay in assignment does not effect of day-to-day operations of the School.

May Crowning is a School function at the discretion of the new pastor.

Confirmation is a Diocesan function.  The parish can request a season (e.g. spring).  However, whether Confirmation will be held in 8^th or 9^th grade is at the discretion of the new pastor.

Middle States Accreditation:

Faculty and Administration will be kicking into high gear to prepare for evaluation.

Evaluation team will come to the school November 2009.

The team is comprised of a chairperson from outside the Diocese and 2 people from the Diocese.

The team is here Sunday through Wednesday.

            Visit kicks off with a welcome event Sunday night.

Discussion of PTG sponsoring welcome baskets for each team member.

School must provide the team with lodging, meals, etc…The accreditation process is very costly.

School receives a final report card in May 2010.

“Kids’ for Jesus” Religious Program:

School approached to be part of a pilot program.

            No curriculum per se.

            Program centers around virtues.

                        Music based.

                        More of a bible school approach.

Program would cost the School $2,000 - $3,000.

Program poses a lot of work for School Faculty as well. 

Suggestion that instead of implementing a special program, perhaps the Faculty can emphasize a virtue as a theme every month or even every quarter or grade period.        

Consensus is to pass on the pilot program and to watch the program implemented at other schools.  Perhaps the Principals from schools that are already participating can give Mr. Wagner a report this summer.

Realization that implementing this program and preparing for Middle States Accreditation at the same time is biting off more than we can chew.

Clearances:

Frequency by which clearances must be updated for contact with children on a “regular basis” is at the discretion of the new pastor.

Clearances are needed for parents to participate in field trips, help with classroom parties etc…

What about for Fish Fry? Bingo?  It is difficult for the school to control this.  Parents need to be responsible for supervising their own children at parish functions.  The School is not responsible for these events.

We want to encourage greater parental participation in parish and School events…not to deter participation.

5)      Marketing/Enrollment – Jeff Valent and Eileen Wagner

Ad status:

Ad appeared in Mt. Lebanon Magazine.  Perhaps Krista Foster can obtain a file copy of this ad for use in future years.

Flyer:

There may be a Flyer for the School from the 2001-2002 school year.  The Board needs to obtain a copy of it.

Communications:

It is important to use consistent themes, pictures and messages for all types of media for the School including the website.

Suggestion that team sport schedules be added to the website.

Suggestion that presentations made by Mr. Wagner be added to the website.

Open Meeting – 7:30pm to 9:00 pm

6)  Preschool and Kindergarten Registration:

                        Discussion of adding teacher profiles and family testimonials to the written materials that are distributed to new families; also this information can be added to the School’s website.

7)  Public Relations Report – Barbara Driscoll

                        Barbara’s term on the School Advisory Board is up in May 2009.

                        She is prepared to transition her PR duties to another Board member.

                        Suggestion that “St. Bernard in the News” media links be added to the School’s website.

8)  Fundraising Updates:

                        Apple Pies – Dr. Schilkin

                                    We are in urgent need of donated supplies.

Need an “Apple Pie Coordinator” to take ownership of this fundraiser including recruiting volunteers, collecting supplies etc…

Suggestion that the School actively recruit 60 -70 year olds from the parish.  Volunteering is very social and fun.

                                    Need to call people and personally ask them to volunteer.

                                    Offer service hours to 8^th graders.

                                    Volunteers can also sell pies in the back parking lot.

                        Fish Fry – Jeff Worden for Quintin Kittle

                                    No update.

                        Mardi Gras – Karen Garrity

                                    Collection of items to be auctioned:

                                                No live auction this year.

                                                Secured San Francisco home to be auctioned.

Secured House in Palm Springs – listed as “Golf Vacation”

                                                            Very flexible as to availability; on a golf course.

                                                Secured House at Seven Springs for “Winter Retreat.”

Secured tour of KDKA-TV studios.  “A Day with Kristine Sorenson.”

Full length mink coat has been donated and cleaned.

                                                Adding more raffles this year to increase participation.

Raffling a Malkin Penguin’s jersey.  Selling tickets now.

                                                            Raffling free tuition for a year.  Selling tickets now.

Ask Priest to make an announcement that tickets are on sale after masses.

Jewelry to be auctioned is on consignment from jewelry stores.

Still asking for donations of items that can be worked into baskets.

Need to personally invite people from the St. Bernard Parish who attend last year.

                                    Mardi Gras committee can prepare the event programs themselves.

                                    Committee booked the same band as last year for same price.

                                    Dinner is filet and crab cake.

9)  Duquesne University Internships – Thurman Gardner

                        Discussion of road blocks to participation including transportation issues and the need for more structure to the program. 

10)  Email Distribution Lists – Jeff Valent

                        PTG Directory converted into email distribution lists.  This list can eventually morph to include faculty and alumni lists.

                        Discussion that important email messages should originate from Mr. Wagner’s office, for example, to “All St. Bernard Families,” to give the messages a sense of urgency and to make sure parents read them.

11)  Discussion of One Call System for School Delays and Cancellations:

Discussion of possible alternatives combining all of the schools in the Dioceses.  Volume reduces costs.

School is charged for this service based on a “click” charge (the number of times we use the service) and a per family charge.

12)  Catholic Schools Week - Highlights

                        Tours of the School will be provided by students and family members.

Guides are given a “script” highlighting items of interest on each floor.

                        Open House

                        Tuesday is really pajama day for the students.  This theme was selected by the students.  Participating students must choose pajamas with sleeves as well as long pants.

13)  Closing Remarks.

14)    Meeting Adjourned.

Thins we need to do:

Virtue Theme per month

Catherine - Could you begin this process with Mr. Wagner? Maybe come up with a list of 4 for Feb – May and also begin implementation.

Clearances

Mr. Wagner – If you could let us know how we will handle events like Fish Fry and May Mart that will be a start.

Marketing

Eileen will call Krista Foster to see if we could have a copy of the ad for future years.

Flyer –

Jeff Valent – Can you call the rectory to see if they have a copy of the flyer that was done around 2001-2002?

Eileen, Jeff V. and Mr. Wagner will begin the flyer process right after Catholic Schools Week.

Communications

Eileen will call the Athletic Assn. to see if they can send the schedules.

Mr. Wagner will ask Mrs. Veri to post the presentation he uses on the home page of our website.

Website

Mr. Wagner is working with Diane Veri to add teacher profiles on the website.

Eileen  and Jeff V. can work on getting some testimonials to add as well.

St. Bernard School Advisory Council

Minutes for the Meeting Held November 20, 2008

In Attendance:                                                                          Absent:

Mr. Wagner, Principal                                                              Jeff Worden

Eileen Stewart, Chair                                                                Barbara Driscoll

Thurman Gardner, Vice Chair

Dr. Robert Schilken

Scott Potter

Catherine Emamzadeh

Jeff Valent

Debbie Lestitian, Secretary

Closed Meeting – 6:30pm to 7:30 pm

1)  Opening Prayer

2)      Welcome

3)  Motion to approve minutes from September 25, 2008 meeting.  Motion carried.

4)  No objections voiced regarding the following Board Assignments made by President Stewart:

Curriculum, School Policies and Middle States Accreditation:

Thurman Gardner and Catherine Emamzadeh

Marketing:

Jeff Valent

Public Relations:

Barbara Driscoll

Fundraising:

Bob Schilken – Apple Pies and Board Liaison to spear head other fundraising activities

Scott Potter – May Mart and Mardi Gras

Jeff Worden – Fish Fry

Secretary:

Debbie Lestitian

COMMITTEE REPORTS:

5)  Curriculum - Thurman Gardner

Curriculum is actually owned by the Diocese.  The teachers can pick text books etc…with Diocesan approval.

Thurman and Catherine will help Mr. Wagner with Middle States Curriculum development.

Duquesne University – “Program to Assist”

Five (5) students have expressed interest in the Program.

The students would come to the School during the day and would work within a classroom with a teacher.

The students can possibly participate in the Extended Day Programming after school.

All of the students have their clearances.

Thurman will also talk with Mrs. Zutter regarding St. Bernard alumni who may now be students at Duquesne University and are willing to participate in the Program to Assist.  Alums would also be required to have all of their proper clearance certificates.

General Board discussion about Aids in classrooms.

Catherine reported the concerns of a parent regarding an Aid that was in her child’s classroom assisting one of the other students.  The parent just was not aware that the School allowed Aids for students who may require additional assistance.  Mr. Wagner expressed his overriding concerns for the privacy of every child and the need to not stigmatize or label a child who may need additional assistance.

The Board decided to add language to the School handbook to notify parents that there may be Aids in the classrooms assisting other children.

6)      Principal’s Report – Mr. Wagner

Middle States Update

Faculty working diligently to draft the School’s Mission Statement and Belief Statement.

Statements can be hung in the School hallways, added to the Orientation packets and distributed to the community.

Scott asked how these Statements tie into the “Memorandums of Understanding” that the parent’s sign at the beginning of each school year?  These Statements are separate.

Terra Nova Testing

St. Bernard scores one (1) full grade level above Diocesan averages and more than three (3) grade levels above the national averages for reading and math.

School needs to use this as part of our PR.  Can add these facts onto our fliers.

Budget Line for School Fundraising as Reported in Prior Week’s Church Bulletin

                        Net Fund Raising is actually a lot higher than the $51,000 reported. 

$51,000 is for the 2006-2007 fiscal year while all other items are for the 2007-2008 fiscal year.

            Religious Program Changes Update

Confirmation is to take place in ninth (9^th) grade now instead of in eighth (8^th ) grade. 

To change the timing of Confirmation and eliminate May Crowning is the Pastor’s prerogative.  These are not Diocesan directives.

Point:  The intent is to increase the 8^th grade Youth Ministry.  Confirmation should not be the end of Catholic teachings, but instead, should be the beginning.

Counter Point: Once in 9^th grade, should children be required to return to St. Bernard for six (6) to eight (8) sessions?  May need to hold a retreat instead?

Mrs. Gaughan is in charge of Middle School programs and may be able to provide additional insight about these changes.

A non-parishioner, even though a student at St. Bernard, needs the permission of the Pastor to make sacraments at St. Bernard.  This was the first time many Board members and administration had heard of this happening.

Point:  Non-parishioners wish to make sacraments with their classmates.

Open Meeting - 7:30 pm to 8:30pm

Additional Attendees:

Karen Garrity – Mardi Gras Fundraiser Chairperson

Quintin    ?        - Fish Fry Fundraiser Chairperson

7)      Marketing – Jeff Valent and Eileen Stewart

Ad Status

Ad in Mt. Lebanon Magazine was designed by the Magazine for free.  This ad can also be used for the School’s Information Night.

Suggestion was made that a line be added to emphasize the Extended Day Program.

Pittsburgh Parent Magazine ad was contemplated.

Halloween Parade – Suggestions for Next Year

Suggestion was made that the School encourage participation in Mt. Lebanon’s Halloween Parade for next year.  Offer a Dress Down Day for the students or perhaps prizes for the best costumes.  This would help raise awareness of the School in the nearby community.

Signage Update – Mr. Wagner

Regarding temporary advertising signs in cemetery on Scott Road for events, white side can face cemetery.  Someone from the School, (did Karen say Theresa Scotty?) is to meet with Mr. Baronowski to ask if School can put up temporary signs twenty (20) days prior to an event?

Can advertise for:  Catholic School Week; Nursery School Registration; May Mart

Signs need to be tasteful and School needs to be sure to communicate with the cemetery officials ahead of time.

Signs can be grommeted with Velcro dates that can be saved from year-to-year.

                        Signs could also be hung vertically down the sides of the School building.

8)      PR – Barbara Driscoll

Walk for Cure

Hoops for Hope

Chrissy Schmitt is short on articles for School Newsletter.  Students can write articles, too.

Mrs. Veri can post the Board minutes on the School’s website subject to Mr. Wagner’s approval.

Discussion of the need for a Webmaster which is an important marketing tool.  Would be able to add more photos.

Call to action for a parishioner or parent who does websites.

9)      Fundraising

Apple Pies– Bob Schilken

Pie orders were down by five hundred (500) pies this year.

Participation in pie production was light on Parents’ Day.  Need to call people and personally ask them to volunteer.

Need to confirm date in February for pie production to make sure not same time as Catholic Schools Week.

School netted $21,000 last year from this fundraiser.  May Mart and Fish Fry netted $45,000 and $17,000 respectively.

Mardi Gras – Karen Garrity

Date for fundraiser is set for February 20, 2009 at the LeMont Restaurant on Mt. Washington.

The Dunlaps are going to reimburse the School 50% of the cost of the food and gratuity.

Maximum number of people for the event is two hundred and ten (210) people.

People can buy a whole table of premium seating.

People must pre-pay to have assigned seating.

Sixty (60) people at the fundraiser last year were non-School families.

Karen is working on collecting and valuing prizes.

      Ideas include tuition reimbursement tickets.

      Use of San Francisco home – same as last year

      Use of Palm Springs property   - same as last year

      Fur Coat donated.

Committee is contemplating selling sponsorships for the first time this year.  This program would help to offset expenses.

Fish Fry – Quintin ?

Ash Wednesday this year is February 25, 2009.  Fish Fry Fridays will run until April 3, 2009, except not on the last Friday before Easter.

The School netted approximately $17,000 last year from this fundraiser with three (3) snow days.

This year, the committee is planning to have fewer soups.  Pierogies are planned.

Discussion of plans for staffing.

Suggestion that a volunteer coordinator be appointed.

Also need a volunteer to run the 50/50 raffle each week.

Two (2) people are needed to fill the take-out orders.

Homeroom parents need to be coordinated as to numbers of volunteers and times.

Service hours can be awarded to 7^th and 8^th graders who set-up and clean up.

Prices are going to be increased from $6.50/meal to $8.00/meal.  This new prices is still very competitive given the economy and what other churches and restaurants are charging for food.

Plans to give the fry oil away for recycling.

Suggestion to combine all paper product purchases for all School fundraisers.  Buying in bulk will save money if purchase everything from one (1) store.

Discussion of possible donations of supplies or food could come from Eat n Park or Carbonarra’s Pizza.

Discussion that Party Cake Bakery or Sanchiolli’s Bakery may provide better prices on bread products for the School.

10)  Closing Remarks.

St. Bernard School Advisory Council meeting minutes

Thursday September 25, 2008, 6:30PM until 8:30PM

Present: Mr. Wagner, Eileen Stewart, Jeff Valent, Catherine Emamzadeh, Bob Schilken, Thurman Gardner, Deb Lestitian.

Absent: Jeff Worden, Barbara Driscoll, Scott Potter

The meeting began with Mr. Wagner giving some fundraising goals and dates for this upcoming year. The fundraising goal is $72,500 for this year. The goal last year was $67,000 and we brought in $80,000. Mr. Wagner also mentioned that this fundraising number is rather low because our church is very generous with our endowment contributions.

The dates for our events are:

Apple Pies  - October 27 – 31, and November 1 and 3

Mardi Gras – February 20

May Mart –

                Bingo – May 14

                May Mart – May 15 & 16

Preschool Information Night – January 15

Catholic Schools Week – January 25 – 31

EITC Update – When a company contributes the money goes to the Diocese, and then we get the funds. We may get more if a business designates St. Bernard. This money goes toward families in need of financial assistance. They only receive it if they apply to SOS and the Bishop Education Fund and then must qualify. Mr. Wagner did say that last year we did receive more money than previous years.

In order to receive money from the Angel Fund, one must apply for the SOS fund first.

Charter for Protection of Children and Youth program  - each volunteer must submit. This includes the database, 2 clearances (state and child abuse), Protecting God’s children Workshop, and the Code of Pastoral Conduct booklet and signature page. This all must be done this year in order to be able to volunteer. Mr. Wagner has files in his office and someone to help with the paperwork.

School Advisory Roles - we briefly discussed the roles of council. Thurman Gardner will be the Vice Chair, as well as work on Curriculum and policies. Jeff Valent will chair marketing. Bob Schilken will be the Fundraising Chair. Barbara Driscoll was not present but everyone agreed that it would be great if she continues with public relations.  Mr. Wagner mentioned that he would like to see someone help with Middle States study.

Still needed are:

Secretary

Middle States

Fundraising

Volunteer coordinator

Sign up sheets from Meet Your Teacher night – Mrs. Ernst suggested we have sign up sheets at the Parent Teacher Conferences on November 3 and 4.  Perhaps we could have one display in each hallway.

Public Relations – Some areas to write about include the extended day program that has been added this year, and the Marc of Excellence award for our newsletter.

Marketing –

Brochure - Jeff and Eileen will begin working on the brochure. Krissy Schmidt’s father, Bill Peebles, is a retired graphic design manager from Westinghouse and is ready and willing to create it. A suggestion was made to hand out the brochure to the CCD children. Everyone agreed that this is a great idea, but it would be most effective for the younger ages, maybe before third grade.

Sign – The lack of signage on Washington Road was discussed. We will revisit the Mt. Lebanon ordinances. These have been very strict in the past with a small area for the text. A suggestion was made that perhaps we could get an okay to have a sign for the purpose of directing to the appropriate entrance – a safety issue. Mrs. Ernst also suggested having yard signs placed in the front of the lawn.

Preschool Information Night – January 15 – This year we need help with follow up on prospective students. Mr.Wagner would also like any council member who can to come that evening to help with tours etc.

Halloween parade – October 25 – We will participate again. Mr.Wagner has enough magnets and we will ask each family to bring some candy to pass out. 

The next meeting is scheduled for Thursday November 20.