PTC Meeting 12/14/2004 7:00 PM to 7:20 PM
	Agenda topics
	Review of Minutes
	Old Business
	PIP Forms for Handbook
	PIP hours/exemptions
	PIP: Payment Request Ltr
	Wreath Sales
	Mom's Party
20	FundRaising	Colette
	Family Fundraising Goal
	New Business
	Town Hall Meeting
	Positions Open 2005-'06
	Misc/ Adjornment

	PTC Meeting 12/14/2004 7:00 PM to 7:20 PM
	Agenda topics
	Review of Minutes
Discussion:  Minutes Approved

	Old Business
Discussion:  Wreath Sales:  $2200 so far

	Financials
Discussion: No discussion
Conclusions:
Action items:		Person responsible:	Deadline:

	PIP Forms for Handbook
Discussion:  Discussed whether we should remove the Golf Tournament, Alumni Chair, Career Day from the PIP Volunteer List.  Suggested that Golf Tournament could be used as a sign up at the Auction
Conclusions:  All agreed to remove above 3 from PIP opportunities
Action items:		Person responsible:	Deadline:
		Eileen Freemont

	PIP hours/exemptions
Discussion:  Discussed whether CYO coaches could count hours towards PIP. Since CYO is school sponsored and used to be an entity of the school, we agreed and resolved that all Head Coaches (not Assistant Coaches) of any CYO sport would be allowed to track and submit hours for PIP. Discussed Room Parents and how we have automatically given Room Parents an auto 15 hours towards PIP but now we have 2 Room Parents per class and a class auction coordinator. Discussed amount of time Auction Coordinator spent on project.  Discussed that Room Parents detailed info did not show up on PIP list.  Discussed distinguishing the 4 major fundraisers separately in all PIP forms/handbook from other revenue generating and volunteer opportunities to show an emphasis to those that are vital to school’s operations.
Conclusions: Head Coaches for CYO sports will be able to count hours towards PIP.  Room Parents (if more than 1) will each receive an automatic 7 hours towards PIP. This will go into effect in 2004-05.  Class Auction Coordinator would also receive 7 an automatic 7 hours towards PIP. To be effective for 2004-05 year. All PIP related paperwork will show distinct separation of 4 major fund raisers
Action items:  Make sure all forms and paperwork re: PIP has these changes in it.		Person responsible: Eileen Freemont	Deadline:

	PIP: Payment Request Ltr
Discussion:  Discussed whether we should switch when the 2^nd half of PIP fees are due. Currently they are due late fall, but was suggested that we ask for the $ towards the end of the school year. Families would then be paid in full and when the new school year starts, they can request their refund. All report cards would be held until payments are received.
Conclusions:  All agreed that we will switch 2^nd half of PIP fees to Spring
Action items: Change all forms relating to this		Person responsible: Patty Nest Eileen Freemont	Deadline:

	Mom's Party
Discussion:  Confirmed that Mom’s Party would not be an auction item and would return back to an independent event.  Confirmed location of 2005 event at Molly Kalomiris’ house.
Conclusions:
Action items:		Person responsible:	Deadline:

20	FundRaising		Colette
Discussion:  Colette Rees presented statistics on trends of 4 major fundraisers. Discussed how fundraisers effect each other. Discussed how families allocate their $ to different fundraisers.
Conclusions:
Action items:		Person responsible:		Deadline:

	Family Fundraising Goal
Discussion:  Discussed need to have someone track the $600 individual family fundraising goal.  Discussed sending a letter out in early 2005 reminding people that they DO have an expected amount of $ to raise each year.  Suggested that next year (05-06) this Fundraiser Coordinator would send out letters (2) times per year, letting families know their actual/budget.  Recommended that we revise the PIP Hours Tracking Form for this year and use it for the families to complete, on the honor system, the amount of $ they have raised/contributed. Next year, the Chair’s of each of the 4 major fundraisers would submit to Fundraiser Coordinator the statistics on what was contributed by each family. FR Coordinator would keep running tally of 4 majors. Discussed whether donated PIP $ could count towards $600 goal.
Conclusions: Agreed that letter is to go out in January from PTC reminding them of $600 per family goal. Agreed that we would find a FR Coordinator to track contributions and work w/ Chairs & send out reminder letters. Agreed that we would revise the PIP Form and create a Family Fundraiser Tracking Form that families will complete and turn in at the end of the school year (04-05). Agreed that for now, $200 PIP that is donated would be above and beyond the $600 goal.
Action items: Tina/Lori to devise letter for January. Eileen/Tina to revise PIP form to create FFR form. Mary Kay Hoenstein Cannon has agreed to start the process of creating a spreadsheet (Colette Rees to forward one used for auction). Will still look for coordinator for next year.		Person responsible:	Deadline:

New Business

	Town Hall Meeting
Discussion:  Discussed what the message should be from PTC.  Discussed showing fundraiser trends. Discussed how to present FFR goals and program for tracking in the (05-06) school year.
Conclusions:  Agreed that message should be loud and clear that we if we are going to ask that each family raise $600, we need to track it.  Factual information for the meeting is essential as people need to see the trends and understand where the money is going and what will happen to tuition if we do not have the FR’s.
Action items:  Tina/Lori to create Powerpoint presentation		Person responsible:	Deadline:

	Positions Open 2005-'06
Discussion:  Entertainment Books (Chair) Sally Foster (Chair) Script (Chair) PTC-Vice President
Conclusions:  Agreed to combine the Entertainment book chair w/ Script chair
Action items:		Person responsible:	Deadline:

	Misc/ Adjornment
Discussion:  January 05 meeting cancelled due to Town Hall Meeting.  All PTC Board members requested to be present for question/answer.  Next meeting February 8th
Conclusions:
Action items:		Person responsible:	Deadline: