October 9, 2007 Board Minutes

St. Nicholas Academy Board of Trustees

Minutes of October 9, 2007

Present:     Jay Hollmeyer, Mary Imhoff, Brian Perry, Cindy Gruter, Paul DiMario, Nasse Chachoff, Fr. Ray Kellerman, Fr. Tom Espelage, Bro. Kamis, Gerry Myers.  Not Present:  Jean Tolbert, Jerry Jones (Advisor)                                                                                                                         

Call to Order and Faith Formation: The regular meeting of the St. Nicholas Academy Board of Trustees (Board) was held on Tuesday, October 9, 2007 at 7:00 p.m. in the library of St. Nicholas Academy School (SNA).  Jay Hollmeyer, as “Chair,” called the meeting to order.  The call to order was followed by a scripture passage selected and read by Cindy Gruter.  The scripture passage was followed by recitation of the Lord’s Prayer.

Proof of Notice/Determination of Quorum: As the first order of business, the Chair reported that Proof of Notice for the St. Nicholas Academy Board Meeting of October 9, 2007 was placed on the SNA website and in both parish bulletins.  The Chair noted that that the Board meeting of October 9, 2007 does have a Quorum.

Approval of Minutes:  The SNA Board Meeting Minutes of September 11, 2007 were approved with changes.

Communications: The next order of business, as called by the Chair, was Communications. 

Brian Perry read a September 30, 2007 memo from Jerry Jones regarding the Carl Lindner Scholarship Fund.  The memo noted that Fr. Ray and Fr. Tom have granted tuition assistance to a number of families, $30,000 of tuition assistance funds in the Carl Lindner Scholarship Fund will be transferred to SNA, and any tuition assistance over the allotted amount is the responsibility of the respective parish.

Officer’s/Principal’s Reports

The next order of business, as called by the Chair, were the Officer’s/Principal’s Report. 

Treasurer’s Report

Brian Perry reported that the financial analysis has not been completed for September 2007.  Brian Perry reported that subsequent financial reports will be reviewed in arrears, e.g. the September 2007 financial report will be reviewed in October 2007.

Chair’s Report

The Chair reported that he spoke with the principal of Moeller High School.  The Chair reported that the purpose of the meeting was to form a partnership with area Catholic high schools for assistance to SNA with mentoring and technology.  The Chair reported that the principal was receptive to the partnership and noted that it is a ‘win-win” situation.  The Chair requested the Board’s approval to continue pursuing the partnership. 

Principal’s Report

Gerry Myers reported the following:  review of pre-school is scheduled for November 30, 2007, the Archbishop will participate in the Liturgy services on October 19, 2007 at 8:30 a.m., parent conferences are scheduled for November 1^st and 8^th, the elevator is fixed, Girls 6^th Grade won the first trophy for SNA, Girls 3^rd Grade won 1^st place in their competition, Boys Football has the potential for a playoff position, Student Senate has been formed, and a new computer server has been donated to SNA. 

The Officer’s/Principal’s Reports were concluded and the Chair asked that the Standing Committee Reports be the next order of business.

Standing Committee Reports

The next order of business, as called by the Chair, was Standing Committee Reports.

Pastor’s Committee Report

Fr. Ray reported that the Pastor’s Committee met on September 18, 2007 and discussed the following: October 19, 2007 Mass with the Archbishop; Sacramental Preparation including 2^nd Grade preparation for First Reconciliation and First Eucharist, Parent Nights, home preparation, and Jesus Day planning for students, and discussions with 3^rd and 4^th grade teachers for those who have not yet made First Reconciliation. 

Confirmation discussions included preparing the 7^th & 8^th grades, and finalizing the Confirmation date of April 20, 2007, 7:30 p.m. at the Cathedral.  Then rehearsal date is April 17, 2007, 7:00 p.m. at Holy Trinity.  Fr. Ray reported that the next meeting is scheduled for October 16, 2007. 

Development Committee Report

Cindy Gruter and Paul DiMario reported that they have collected the schedules from both parishes and will combine them into a master schedule.  They reported that all volunteers have been contacted and a meeting will be scheduled in the near future. A list of possible fund raising activities was also discussed. Cindy Gruter and Paul DiMario also discussed their plans for both parishes to have one place to view all activities, e.g. one stop collection of information on the SNA website. 

Other

Fr. Tom reported that he attended the Athletic Committee meeting on October 8, 2007.  Fr. Tom reported that the Athletic Committee is interested in a rapid communication message system called “Community Safe.” 

Fr. Ray made a motion to ask the Athletic Committee to specify what they are proposing in regard to “Community Safe,” and to provide the clarification in writing to the Board. The motion was seconded, all members were in favor, and the motion passed.  Gerry Myers will communicate the Board’s request to the Athletic Committee.

Standing Committee Reports were concluded and the Chair asked that Old Business be the next order of business.

Old Business

The next order of business, as called by the Chair, was Old Business.

St. Nicholas Academy Personnel Policy

The Chair reported that he previously asked members to review the SNA Personnel Policy.  Gerry Myers asked members to email him with any changes and/or suggestions.  Bro. Kamis noted that the personnel policy should be reviewed by an attorney.  Brian Perry is an attorney and will review the SNA Personnel Policy.

Correction to Facilities Agreement

Mary Imhoff distributed to members her proposed change to the Facilities Agreement, 1. Use of Buildings and Grounds, Item a, Paragraph 2.  Cindy Gruter made a motion to present the Mary Imhoff’s change to 1. Use of Buildings and Grounds, Item a, Paragraph 2 as amended. The motion was seconded, all members were in favor, and the motion passed.  The amendment was initialed by the Chair and pastors, and attached to the Facilities Agreement

Old Business was concluded and the Chair asked that New Business be the next order of business.

New Business

The next order of business, as called by the Chair, was New Business.

Open Floor

The Chair noted that the floor was closed as the sign up sheet was blank.

November 17, 2007 - Special Meeting with Fr. Bill Farris

Fr. Ray reported that Fr. Bill Farris will present a workshop in formal Board guidelines and meetings on Saturday, November 17, 2007 from 9:00 a.m. until 12:00 noon at St. Nicholas Academy. Fr. Ray suggested members email him with any questions or concerns prior to the workshop.

Delinquent Tuition Policy

The Chair referred members to the Delinquent Tuition Policy handout.  The Chair tabled discussion of the Delinquent Tuition Policy until the November 13, 2007 Board meeting.

Other

Board Membership

Fr. Ray reported that at the September 11, 2007 meeting the Code of Regulations, St. Nicholas Academy Board of Trustees Proposed Amendment, Article III, Section 4 (Term of Office for Board Members) was discussed. However, a process was not been determined as to how members would end their term and/or how new members would be nominated.  Bro. Kamis reported that the process should be done by committee and presented to the Board.  Bro. Kamis recommended forming a Nominations Committee.

Next Meeting

The next Board meeting will be held Tuesday, November 13, 2007 at 7:00 p.m. at St. Nicholas Academy.  The address is 7131 Plainfield Road, Cincinnati, OH, 45236. The meeting place to be determined. 

Adjournment

The Chair adjourned the meeting at 8:46 p.m. 

Nancy Hackett, Recording Secretary