A.H.F. Alumnae Board Meeting Minutes
May 6, 2008

In attendance:  Ruth Ann Archambault, Ellen Rose Carroll, Jeannette Deschamps, Bernadette DuTremble, Jeanne Elliott, Rosemary Kalin, Marion Leep, Sister Charles Marie, Sister Mary Daniel and Sister M. Loreto.

Call to Order by Bernadette DuTremble at 6:55 pm.  She thanked Jeanne Elliott and Marion Leep and Sister Mary Daniel for their services in prior years and welcomed all the new and returning board members.

By-Laws – Discussion was held regarding Article II, Sections II – number of members, and IV – outgoing and new incoming members.  Member terms are 3 years.  Something to think about is keeping the outgoing members active by serving as chairs for fund raising events, publicity chairs for events and projects and events for students.

Article V – Section I – The annual meeting will be held on the same weekend as the annual Spring Concert.

Opening Prayer – Jeanne Elliott

Recording Secretary’s Report – Given by Jeannette Deschamps.  Motion to accept made by Sister Mary Daniel and seconded by Sister Charles Marie.  All present in favor.

Treasurer’s Report – Given by Ruth Ann Archambault.  Motion to accept by Sister Mary Daniel and seconded by Rosemary Kalin.  All present in favor.

Alumnae Savings Account as of 5/6/08 - $3498.74
Scholarship Fund as of 4/30/08 - $1367.53
Linda Briggs Memorial Fund – no report available

Fund Raisers – Soup-A-Thon - $330.00
                         Spaghetti Supper - $514.00 less $104.00 expenses
                         Alumnae Sunday - $790.00 less $285.00 expenses
                         Raffle @ Spring Concert - $50.00
                         Raffle @ Alumnae Sunday - $100.00

Marion Leep suggested that funds from an event be deposited first and then disbursements for expenses made.  Bernadette DuTremble has some forms that will be used for this purpose for accountability.

Regarding the Linda Briggs Memorial, this was set up upon her death by some of her classmates.  Bernadette will check with Mother David regarding status of this account.

Corresponding Secretary’s Report – Given by Sister Mary Daniel.  Motion to accept by Ruth Ann Archambault and seconded by Sister Charles Marie.  All present in favor.
Sister Mary Daniel noted that figures showed that 36 paid for  Alumnae Dinner and 2 were received later in the week.  The hall was set up for 54 places and there were about 10 empty seats.  Perhaps an announcement is needed to remind everyone to pay.

Principal’s Report – Sister M. Loreto

            Economics is being added to the curriculum for the 2008/09 school year.
            Saturday, May 10th – Coffeehouse – dessert and coffee
            Wednesday, May 14th – Crowning of Blessed Mother
            Special event days for the students that are in May are Twin Day, Mismatch Day,
            International Day and Spirit Week.
            Graduation is Tuesday, June 10th.
            Prospective new students from Queens and Providence will be visiting the school
            Leap Letter-Contact Sister Loretto with any input or changes.

Committee Reports

            Alumnae Chorus 4/26/08 – All went very well. 
            Alumnae Sunday 4/27/08 – All went well.  There were many eager participants to join the Alumnae Board.  Also the singing at Mass was great.
            Senior Tea 5/4/08 – Marion Leep reported that all went well except that the clean-up crew didn’t show.
            Autumn Dinner Dance – Marion Leep reported prices from Moose Home in Bozrah.  They require a minimum of 150 people for a price of $15.00 per plate.  This is for a 7 item Buffet including linens & tableware.  There would be cost for a DJ, $50.00 for services of a bartender with a cash bar and $20.00 for soda for the evening.  She is waiting on  prices from a hall in Canterbury.  Other suggestions made were Knights of Columbus hall in Taftville, Sacred Heart School Hall in Taftville and French Club in Jewett City.  This event would be held some time in October – the 4th, 18th, or 25th. 

A Board Member List was circulated to ensure that we have the correct information for all board members.

Old Business – None

New Business – Finances – New forms have been made up for tracking purposes and a voucher system for reimbursement of expenditures.  All we have now are savings accounts so perhaps a checking account is needed for expenditures.  Ruth Ann Archambault has visited the bank and since we are a non-profit organization, we need only a minimum of $200.00 in savings, no minimum for checking.  Account would have up to 4 signatories.  Marion Leep stated that this would be good for accounting purposes and we can transfer extra funds to the savings account.  Sister Sarah keeps a record of all events in Quickbooks.  Motion made by Sister Mary Daniel and seconded by Sister M. Loretto that we open a checking account.  Signatories on the account will be Sister M. Loreto, Mother Anthony, Ruth Ann Archambault and Jeannette Deschamps.  All present in favor.

Fund Raising Ideas –
            Penny Extravaganza
            Quilt Show/raffle
            Used Book Sale – for benefit of library
            Soup-A-Thon
            Spaghetti Supper
            Autumn Dinner Dance
            Spring Fashion Show – participation of students and alumnae
            Old Fashioned Bazaar
            Community Event – perhaps with Sprague Senior Citizen Group
            Sign Language Choir for Deaf
           
Ideas for Member benefit/socialization –
            Retreat in July at AHF – this has been set up for July 18-20, pending approval of Mother Anthony.  Sister Loreto stated there is space for up to 25 participants.  Motion made by Sister Loreto and seconded by Marion Leep.  All present agreed. Bernadette DuTremble will chair.

            Boston/Philadelphia Flower Shows

            Essex Railroad/Riverboat Excursion – Suggestion was made to have this in September.  Ellen Rose Carroll, Rosemarie Kalin, Sister Loretto and Sister Charles Marie will work on this.

            Regional Alumnae get togethers – there once were regional chapters.

            Members encouraged to bring any suggestions to future meetings.

Alumnae List – Bernadette stated that we will attempt to get members of the various classes to update the information.

Chairperson Descriptions – An “Event/Program Chairperson Description” will be posted on the AHF website.  Members are encouraged to make comments and give feedback.

Next meeting date  - Thursday, August 7, 2008

Motion to adjourn by Sister Mary Daniel at 8:40 pm and seconded by Ellen Rose Carroll.  All present in favor.

Closing Prayer – Marion Leep

Respectfully submitted,

Jeannette Deschamps

Jeannette Deschamps
Recording Secretary