2020-2021 Parent Teacher Club - The Atonement Academy

 
2020-2021 Parent Teacher Club - The Atonement Academy
2020-2021

Parent Teacher
     Club
2020 – 2021 Parent Teacher Club

                                   Welcome Packet and Guidelines

Contents
Prayer for Our School ..........................................................................................................3
Mission Statement................................................................................................................3
Welcome Letter ....................................................................................................................4
Meeting Dates ......................................................................................................................5
Bylaws..................................................................................................................................6
Roles and Responsibilities .................................................................................................12
PTC Sponsored Activities ..................................................................................................17
PTC Contact Information...................................................................................................19
Closing Prayer....................................................................................................................20

                                                                                                                              Page 2
Prayer for Our School

            Almighty and eternal God, bestow Thy
            blessing upon all places of learning,
            and especially upon The Atonement
            Academy, that it may be a place of
            sound learning and the pursuit of
            wisdom; and grant that those who teach
            and those who learn may find Thee to
            be the source of all truth. We ask this
            through Jesus Christ Thy Son our Lord,
            who liveth and reigneth with Thee, in
            the unity of the Holy Ghost, one God,
            world without end. Amen.

Mission Statement

The Atonement Academy (TAA) Parent Teacher Club (PTC) exists to
promote the formation of our children through partnership between home
and school and through the support of school and community programs.

                                                                    Page 3
Welcome Letter

Dear PTC Members,

Welcome back to school and thank you for volunteering your time as a member of
The Atonement Academy Parent Teacher Club. My name is Stephanie Cerda and I
am excited to be working with you all for the 2020-2021 school year. We will be
meeting regularly throughout the school year to coordinate and plan events that the
PTC is responsible for planning and running.

You will find many items of importance in this packet including roles and
responsibilities as well as important dates. Please keep this packet for reference
throughout the school year.

Please be sure to complete your Safe Environment Training. This training and
certification is required before you are able to volunteer for the school or the parish.

We are operating in difficult times, so please understand if we are forced to change
dates or reschedule events.

To make meetings easier to manage we are planning for most of our PTC meetings
to be virtual meetings.

Thank you,
Stephanie Cerda
SCKCerda@gmail.com
(210) 854-2827

                                                                                  Page 4
Meeting Dates
Below are the PTC Meeting Dates for when the entire group will meet. Each committee
and sub-committee are expected to organize meetings to plan for their specific events and
responsibilities. To make coordination and meeting easier for all our members we will
have virtual meetings unless otherwise noted or communicated. You will also notice that
there are PTC General Meetings underlined and in bold below. These dates are tentative,
and the times are TBD. We may need to cancel these meetings if the school
administration deems it unsafe or unwise to hold these meetings during the 2020/2021
school year. These meetings are open to the entire school and community. Please make
sure you are available for these meetings to aid the Formation Committee with setup,
breakdown, and answering questions.

   1) July 21, 2020 at 8:00 pm
   2) August 19, 2020 at 8:00 pm
   3) September 17, 2020 – Time and Location TBD
   4) September 23, 2020 at 8:00 pm
   5) October 21, 2020 at 8:00 pm
   6) November 11, 2020 at 8:00 pm
   7) December 9, 2020 at 8:00 pm
   8) January 6, 2021 at 8:00 pm
   9) February 24, 2021 at 8:00 pm
   10) February 25, 2021 – Time and Location TBD
   11) March 17, 2021 at 8:00 pm
   12) April 28, 2021 at 8:00 pm
   13) April 29, 2021 – Time and Location TBD
   14) June 23, 2021 at 8:00 pm

                                                                                  Page 5
Bylaws
                                        BYLAWS
                                 The Atonement Academy
                                   Parent Teacher Club
                                     San Antonio, TX

                                      Article I – Name

The name of this organization is The Atonement Academy (TAA) Parent Teacher Club
(PTC), herein referred to as the PTC.

                                    Article II – Purpose

The PTC exists to promote the formation of our children, school, and community through
partnership between home and school and through support of school and community
programs.

                                 Article III – Membership

Section 1: Membership in the PTC is available to the parents/guardians of students
enrolled at TAA, faculty and staff of TAA, and parishioners of Our Lady of the
Atonement Catholic Church (OLA), herein referred to as PTC members at large.

Section 2: An individual does not need to be a member to attend PTC general meetings or
participate in PTC events.

                                     Article IV – Board

The PTC Board shall consist of elected or appointed officers and the school
representative.

                                    Article V – Officers

Section 1: The privilege of being an officer shall be limited to parents/guardians of
currently enrolled students at TAA. It is beneficial for officers to be parishioners of OLA,
and it is expected that all officers (regardless of religious affiliation) foster unity between
OLA parish and TAA school.

                                                                                        Page 6
Section 2: Officers of the PTC shall include President, Vice President, Treasurer,
Secretary, Room Parent Coordinator and PTC Committee Chairs. Officers shall receive
no compensation

Section 3: A. Officers shall be nominated by PTC members-at-large each April and
elected by members of the PTC by voting, either electronically or in person at a PTC
general meeting, each May. The offices of President and Vice President shall be voted on
specifically and all other PTC officers shall be elected at large (to be appointed to roles
by the President).
B. The term of office shall be a two-year term, beginning in June and concluding in June
at the completion of the two years. There is no limit on number of terms a member may
run for or serve as an officer. However, an officer may not serve more than one term in
the same capacity, unless asked to serve longer by the School Representative due to
unforeseen circumstances.

Section 4: A. Any officer may submit a resignation to the President requesting to vacate
the office in writing.
B. Any officer’s position may be declared vacant by the President if: the officer ceases to
have a student enrolled at TAA, the officer fails to attend four PTC board meetings in a
given year, or the officer does not attend two fundraising events to which he/she
previously committed.
C. Any officer may be removed by the Headmaster or Priest if deemed necessary for the
good of TAA.
D. Any officer may request any removal to be secret.

Section 5: Any vacancy occurring in office, except that of President, shall be filled no
later than the next PTC board meeting by appointment and assent of remaining officers
and School Representative. In the event the Presidency is vacated, the Vice President
shall assume the role for the remainder of the term.

Section 6: Upon the expiration of term of office or termination/resignation of office, each
officer shall return to the President any records or materials pertaining to the office and
shall return to the Treasurer all funds belonging to the PTC.

                           Article VI – School Representative

The School Representative is to be a member of TAA faculty or staff. The School
Representative shall be appointed by the Priest and Headmaster to represent the voice of
the Priest and Headmaster and shall be supported by those persons in any decision. The
school representative shall communicate between TAA and the PTC by informing TAA
in regards to PTC activities and by representing the PTC at school meetings. The School
Representative shall serve until a successor is named by the Priest and Headmaster.

                                                                                    Page 7
Article VII – Duties of Officers

Section 1: President. The president shall preside at all board, general, and special
meetings. The president shall plan and organize agendas for meetings and schedule all
PTC meetings in coordination with the school representative to ensure date and location.
The president shall make appointments of all officers with the exception of the vice
president. The president shall act as a member ex-officio on all committees and have the
authority to create and dissolve committees. The president shall communicate all PTC
meetings and manage communication for PTC board members. The president shall have
signatory rights on PTC financial records. The president shall ensure PTC decisions are
implemented and see that the functions of the PTC are being properly performed.

Section 2: Vice President. The vice president shall, in the absence of the president,
perform all duties of the president and be active in the PTC. Shall be present at PTC
meetings and perform duties as designated by the president.

Section 3: Secretary. The secretary shall be responsible for the preparation and retention
of minutes from all board, general, and special PTC meetings and shall be responsible for
keeping an updated binder for all work done for the year. The secretary shall maintain
PTC bylaws and review bylaws annually, recommending revisions as appropriate. The
secretary shall maintain records of votes submitted the PTC board on all voting matters.
Shall be present at PTC meetings and perform other duties as designated by the president.

Section 4: Treasurer. The treasurer shall be responsible for the financial records of the
PTC, to be shared with the PTC board and TAA school. The treasurer shall manage PTC
monies, keep an accurate record of expenditures and receipts, prepare a budget (to be
approved by the PTC board) and make payments in accordance with the budget. The
treasurer shall have signatory rights on PTC financial records. A financial report shall be
presented to the school within 14 days of a PTC event. Shall be present at PTC meetings
and perform other duties as designated by the president.

Section 5: Room Parent Coordinator. The Room Parent Coordinator shall be responsible
for coordinating between classrooms and parents to represent every grade for the lower
school and assist with classroom participation in TAA fundraising events. The room
parent coordinator shall also be responsible for recruiting room parents for each lower
school class and communicating the responsibilities to each of the parents.
Section 6: Committee Chairs. The committee chairs shall be responsible for requesting
members for their committee (to be selected from PTC members at large), holding
meetings of their committee in consultation with the president and school representative,
communicating and managing events of their committee, and maintaining documentation
of their committee activities. Shall be present at PTC meetings and perform other duties
as designated by the president.

                                                                                    Page 8
Article VIII – Committees

Section 1: Executive Committee. The executive committee consists of the PTC president,
vice president, secretary, treasurer, and school representative.

Section 2: Community Building (Hospitality) Committee. The community building
(hospitality) committee coordinates activities throughout the year that foster community.

Section 3: Community Service Committee. The community service committee
coordinates activities to allow TAA community be of service to others.

Section 4: Faculty/Staff Appreciation Committee. The faculty/staff appreciation
committee coordinates events for faculty/staff birthdays, monthly luncheons, and special
events, and maintains refreshments in faculty lounges.

Section 5: Formation Committee. The formation committee coordinates speakers at PTC
general meetings to provide resources and formation to PTC members.

Section 6: Fundraising Committee. The fundraising committee coordinates fundraisers
with local businesses and acts as PTC point of contact for TAA fundraising events (to
include King’s Fair and Gala).

Section 7: Room Parent Coordinator. The room parent committee coordinates between
classrooms and parents to represent every grade for the whole school and assists with
classroom participation in TAA fundraising events.

Section 7: Spirituality Committee. The spiritual committee provides resources and
opportunities for TAA community that encourage an authentic and fruitful expression of
faith in home, school, and community life.

Section 8: Welcoming Committee. The welcoming committee coordinates information
and resources to welcome new families at TAA.

Section 9: Other committees may be formed, or dissolved, at the discretion of the
president as needed throughout the year.

                                  Article IX – Meetings

Section 1: PTC General Meetings. PTC general meetings are held for PTC members at
large and shall be held at least three times annually, preferably at least once per quarter.
PTC general meetings can also function as a PTC board meeting as long as a PTC update
is provided, and a majority of board members are present.

Section 2: PTC Board Meetings. PTC board meetings shall be held at least eight times
annually and must include PTC updates with a majority of board members present.
                                                                                 Page 9
Section 3: PTC Special Meetings. Special meetings of the PTC board may be called at the
discretion of the president with approval of the school representative. There must be at
least 48-hour advance notice for special meetings.

Section 4: Quorum. A majority shall constitute a quorum for the transaction of business.
The PTC president and school representative do not vote on PTC matters, but, in the
event of a tie, the president will cast the tie-breaking vote.

Section 5: Procedure. PTC board meetings shall follow Robert’s Rules of Order.

                                   Article X – Events

Section 1: PTC events shall be carried out in accordance with the PTC mission and
purpose.

Section 2: PTC events shall be scheduled in consultation with the school representative to
secure a location and time.

Section 3: The PTC president and school representative shall avail themselves to
collaborate with event chairs and committees of TAA fundraising events (to include the
Gala and King’s Fair) as appropriate.

                             Article XI – Financial Policies

Section 1: The PTC fiscal year shall be from July 1 to June 30.

Section 2: The PTC shall begin each fiscal year with monies provided from school funds.
Any other PTC monies shall be raised during the fiscal year through fundraising. PTC
funds shall be used for the good of TAA community.

Section 3: The PTC budget shall be approved by the PTC board at any PTC board
meeting. Any expenses that are not approved as part of the budget must be voted upon by
PTC board members, to be approved with quorum.

Section 4: Committee chairs are responsible for requesting expenses for their committee
activities and submitting appropriate documentation. Each reimbursement request shall
be signed by the president or treasurer and include a receipt. Expenses that exceed $100
shall require signatures from both president and treasurer.

Section 5: Financial reports shall be submitted to the school and PTC board within 14
days of PTC events. Committee chairs shall review their expenses and verify on financial
reports.

                                                                                  Page 10
Article XII – Exceptional Circumstances

Temporary amendments to these bylaws may be decided between the President and the
School Representative should there be exceptional circumstances such as natural
disasters, pandemics, and other similar types of large scale changes to the normal
function of the school or society as a whole.

                            Article XIII – Amendments

Proposed amendments to these bylaws must be submitted in writing to all PTC board
members at least seven days prior to any vote on proposed changes may occur. The
proposed amendments may be voted upon at any PTC board meeting, and any changes
may be approved with quorum.

                                                                             Page 11
Roles and Responsibilities
Responsibilities in General: Every member of the PTC is expected to fulfill the general
responsibilities listed below. There are additional and specific responsibilities that are
assigned to each individual role. Please refer to your titular role for your additional
responsibilities.
       1) Attend the regularly scheduled PTC Meetings
       2) Plan Meetings for your sub-committee to meet and plan for your event(s)
       3) Come to each PTC meeting with an update on your sub-committee’s progress
           and needs
       4) Recruit members to assist your sub-committee in fulfilling it’s roles and
           responsibilities
       5) Communicate with the PTC Executive Committee about deadlines that will
           need to be changed or if you cannot fulfill your role

School Representative – Susanna Trevino
       Role Description:
       Contact Information:
              STrevino@AtonementOnline.com
              (210) 884-2682
       Important Activities:
              Keeping the School Informed of all PTC Activities
              Communication of events for Parents, Parishioners, Faculty, and Staff
              Keeping the PTC Informed of New Initiatives and Ideas from the School
              Faculty/Staff/PTC Welcome Dinner
              La Posada
              End of the Year Faculty/Staff Dinner

President – Stephanie Cerda
       Role Description: Please see bylaws
       Contact Information:
               SCKCerda@gmail.com
               (210) 854-2827
       Important Activities:
               Communicate with Head of School all PTC requests
               Coordinate PTC Meetings – See Dates in Meetings page
               Coordinate with Sub-Committee Heads
               General PTC Meetings – Minimum of 3 per School Year
               Providing Leadership to the PTC throughout the School Year

                                                                                  Page 12
Vice President – Renee Keller
       Role Description: Please see bylaws
       Contact Information:
               rrjmrr@gmail.com
               (210) 326-6584
       Important Activities:
               Venue Coordination for In-Person PTC Meetings at the School
               PTC Calendar Coordination with the School Representative
               Organizing PTC get-togethers for PTC Board Members
               Work with the PTC Secretary on the PTC Board Binder

Secretary – Jean Clute
       Role Description: Please see bylaws
       Contact Information:
               JClute65@gmail.com
               (210) 219-7527
       Important Activities:
               Document and Provide Minutes for PTC Meetings
               Tracking Quorum and Voting and providing records
               Ensure Meetings follow proper format
               Track and Record Documents and Bylaws for PTC
               Work with the PTC Vice President on the PTC Board Binder

Treasurer – Elizabeth Pro
       Role Description: Please see bylaws
       Contact Information:
               EPro_333@yahoo.com
               (818) 419-3923
       Important Activities:
               Approve reimbursements for expenses for Committee Members
               Ensure all Transactions have receipts and forms
               Record and Track Revenues/Expenses for all PTC Activities
               Monthly Updates on Revenues/Expenses at Monthly PTC Meetings
               Provide Profit and Loss Reports to Committee Members and School
               Track and Reconcile Bank balances
               Keep a PTC Treasury Binder
                      Update the PTC Treasury Binder with all Revenues/Expenses for
                      each PTC Activity
                      Update PTC Treasury Binder with Profit and Loss Reports

                                                                             Page 13
Room Parent Coordinator – Stacy Monaghan
      Role Description: The room parent committee coordinates between classrooms
      and parents to represent every grade for the whole school and assists with
      classroom participation in TAA fundraising events.
      Contact Information:
             StacyMArvik@yahoo.com
             (919) 288-8768
      Important Activities:
             Recruit Room Parents
             Organize all the Room Mother Activities
             Keep a Binder with the information for/from Room Mothers
             Work with the School Representative on Room Mother school needs
             King’s Fair Assistance to King’s Fair Chair
             King’s Fair Banner Coordination for Room Parents
             All Saint’s Day Goody Bags
             St. Nicholas Celebration
             Gala Assistance for Silent Auction to Gala Chair
             Gala Memento Coordination for Room Parents for Silent Auction
             St. Valentine’s Celebration
             Room Parent Appreciation Gift/Social Event

Welcoming Committee Coordinator – Kristen Landry
      Role Description: The welcoming committee coordinates information and
      resources to welcome new families at TAA.
      Contact Information:
             RKLandry@hotmail.com
             (210) 383-2495
      Important Activities:
             Welcome Packet for Parents
             Keep a Welcoming Committee Binder
             PreK/Kinder Welcome Picnic
             Back to School Activities
                     Teacher Breakfasts
                     Teacher Lunch
                     Faculty/Staff/PTC Welcome Dinner
             Back to School LS/MS/US Orientation
             Parent/Student Meet the Teacher
             First & Second Day of School Meet & Greet
             Yearbook Ice Cream Social
             Student Shadow Days and School Open House Days
             Field Day
             End of Year Faculty/Staff Dinner

                                                                           Page 14
Formation Committee Coordinator – Gina Barron
      Role Description: The formation committee coordinates speakers and topics for
      the PTC general meetings to provide resources and formation to PTC members.
      Contact Information:
             GinaSBarron@gmail.com
             (850) 398-7390
      Important Activities:
             PTC General Meetings (3 during the School Year)
             Organize and Lead Formation Talks for Parents (PTC General Meetings)
             Organize events to build community
                    Organize Parish/School Potlucks with Reconciliation
                    Work with King’s Fair Chair
                    Work with Gala Chair
             Marriage Renewal
             Adoration Opportunities
             Keep a Formation Committee Binder

Community Building Committee Coordinator – Kelly Meyering
     Role Description: The community building (hospitality) committee coordinates
     activities throughout the year that foster community.
     Contact Information:
              MeyeringK@aol.com
              (940) 923-7401
     Important Activities:
              Donuts with Dad
              Father/Daughter Dance
              Muffins with Mom
              Mother/Son Game Night

Faculty/Staff Appreciation Committee Coordinator – Sarah Newell
       Role Description: The faculty/staff appreciation committee coordinates events for
       faculty/staff birthdays, monthly luncheons, and special events, and maintains
       refreshments in faculty lounges.
       Contact Information:
               SNewell124@gmail.com
               (909) 936-6865
       Important Activities:
               Back to School Staff Dinner
               Faculty/Staff Appreciation Lunches
               Stocking the Faculty Breakroom
               End of the Year Faculty/Staff Dinner

                                                                                Page 15
Fundraising Committee Coordinator – TBD
       Role Description: The fundraising committee coordinates fundraisers with local
       businesses and acts as PTC point of contact for TAA fundraising events (to
       include King’s Fair and Gala).
       Contact Information:
       Important Activities:
              Family Bingo Night
              Penny Wars
              Crusader Fiesta Celebration
              Coordinate Restaurant Nights (ex. Chick-Fil-A, WhataBurger, etc.)
              Coordinate Box Tops 4 Education

                                                                               Page 16
PTC Sponsored Activities
Please note that some of these activities may be rescheduled or canceled due to health
and safety concerns. We will coordinate all activities with the School and official
activities will be announced via email or the School Newsletter.

August
      Back to School Faculty/Staff Lunches
      Back to School PreK/Kinder Welcome Picnic
      Back to School LS Orientation
      Back to School MS/US Orientation
      Parent/Student Meet the Teacher
      First Day of School Meet & Greet
      Second Day of School Meet & Greet
      Back to School Welcome Ice Cream Social
      Room Parent Welcome Meeting
      PTC Meeting

September
      Commemoration of The Holy Name of Mary
      PTC General Meeting (All School Meeting)
      Family Bingo Night
      PTC Meeting

October
      Faculty/Staff Appreciation Lunch
      Donuts with Dad
      Father/Daughter Dance
      Rosary Making
      PTC Meeting
      Muffins with Mom

November
     All Saint’s Day
     PTC Meeting
     King’s Fair – Although this is Sponsored by the School, PTC helps
     Faculty/Staff Appreciation Lunch
     Student Shadow Day

                                                                                  Page 17
December
     St. Nicholas Day
     PTC Meeting
     PTC General Meeting (All School Meeting)
     Faculty/Staff Appreciation Lunch
     La Posada

January
      Student Shadow Day
      PTC Meeting
      Faculty/Staff Appreciation Lunch
      Gala Memorabilia Coordination

February
      St. Valentine’s Day
      Gala – Although this is Sponsored by the School, PTC/Room Parents help
      Faculty/Staff Appreciation Lunch
      Penny Wars
      PTC Meeting
      PTC General Meeting (All School Meeting)

March
        PTC Meeting

April
        Mother/Son Game Night
        Crusader Fiesta
        PTC Meeting
        PTC General Meeting (All School Meeting)
        Yearbook Ice Cream Social

May
        PTC Meeting
        Faculty/Staff Appreciation Lunch
        May Crowning
        End of Year PTC Potluck
        Room Parent Appreciation
        Run for the Roses – Although this is Sponsored by the Church, PTC helps
        End of the Year Faculty/Staff Dinner
        Field Day

                                                                                  Page 18
PTC Contact Information

School Representative:                Welcoming Committee Coordinator:
       Susanna Trevino                     Kristen Landry
       STrevino@AtonementOnline.com        RKLandry@hotmail.com
       (210) 884-2682                      (210) 383-2495

President:                            Formation Committee Coordinator:
       Stephanie Cerda                     Gina Barron
       SCKCerda@gmail.com                  GinaSBarron@gmail.com
       (210) 854-2827                      (850) 398-7390

Vice President:                       Community Building Coordinator:
       Renee Keller                       Kelly Meyering
       rrjmrr@gmail.com                   MeyeringK@aol.com
       (210) 326-6584                     (940) 923-7401

Secretary:                            Faculty/Staff Appreciation Coordinator:
       Jean Clute                            Sarah Newell
       JClute65@gmail.com                    SNewell124@gmail.com
       (210) 219-7527                        (909) 936-6865

Treasurer:                            Fundraising Committee Coordinator:
      Elizabeth Pro                         TBD
      EPro_333@yahoo.com                    Email
      (818) 419-3923                        Phone

Room Parent Coordinator:
     Stacy Monaghan
     StacyMArvik@yahoo.com
     (919) 288-8768

                                                                      Page 19
Closing Prayer

          Hail Mary, full of Grace, the Lord is
          with Thee;
          Blessed art thou amongst women, and
          blessed is the fruit of thy womb, Jesus
          Holy Mary, Mother of God, pray for us
          sinners, now and at the hour of our
          death.

          Our Lady of Atonement, pray for us.

                                                    Page 20
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