Agenda

PTC Meeting

 

2/8/2005

7:00 PM

Teacher's Lounge

 

Facilitator:  Tina Caster; Lori Oswald

 

Note taker: Molly Kalomiris

 

 

Attendees: Patty Nest, Sr. Moe, Amy Marconi, Mary Kay Hoenstein Cannon,Stacee Emmerts, Aileen Freemont, Trish Hickman, Tom Fitzpatrick (SAC), Spencer Gall, Laura Gilmore

 

 

 

Agenda topics

 

Opening Prayer

 

 

Review of Minutes

 

 

Financials

 

 

Old Business

 

 

Family Fundraising Commitments

 

 

Soft Letter/ Reminder

 

 

Mom's Martini Night

 

 

New Business:

 

 

Casino Night

 

 

PTC's Handbook/ Guide

 

 

New PTC Membership

 

 

Miscellaneous

 

 

Adjournment/ Next Meeting

 

 

 

 

Minutes

PTC Meeting

 

2/8/2005

7:00 PM

Teacher's Lounge

 

 

 

Facilitator: Tina Caster & Lori Oswald

 

 

Note taker:Molly Kalomiris

 

 

 

 

Attendees:

 

 

 

 

 

Agenda topics

 

 

Opening Prayer

 

Discussion: Sr. Moe

 

 

 

 

 

Conclusions:

 

 

 

Action items:

Person responsible:

Deadline:

 

 

 

 

 

 

 

 

 

 

Review of Minutes

 

Discussion: Minutes from January meeting were reviewed. No discussion ensued

 

 

 

 

 

Conclusions:  Minutes from January were approved

 

 

 

Action items:

Person responsible:

Deadline:

 

 

 

 

 

 

 

 

 

 

Financials

 

Discussion: Financials were reviewed. Current balance is $2100.  Class parties on budget and room parents are turning in receipts in timely manner. We confirmed that we will not reimburse room parents (or any others) for expenses made if  no receipt is attached to expense report

 

 

 

 

 

Conclusions: None

 

 

 

Action items: None

Person responsible:

Deadline:

 

 

 

 

 

 

 

 

 

 

Old Business

 

Discussion:

 

 

 

 

 

Conclusions:

 

 

 

Action items:

Person responsible:

Deadline:

 

 

 

 

 

 

 

 

 

 

Family Fundraising Commitments

 

Discussion:

 

·        Structure:  How do we see this evolving and putting into effect by September?

·        Questions we need to address:

1.  Auction donated items: % towards fundraising goal?

2.  %’s for smaller events (ie: plant sale)

3.  Classroom contributions for auction, classroom projects and cash donations for class needs?

 

Discussion ensued re: what will count towards Family Fundraiser $600.  It was agreed that the $600 raised per family must be $ raised to meet the operating expense needs of the school. We discussed what currently counts towards the $600-Auction @ 65% of purchases; Auction raffle tickets (currently at 100% but will drop to 65% in 2005-06) Scrip at 5% of purchase; Fitness Challenge at 100%, Sally Foster @50% of purchases; Entertainment Books @ 40%;  Wreath/Plant sale at 50%

It was suggested that we consider allowing incoming Kindergarten parents with no other children at the school to have a $300 limit as opposed to $600

 

Conclusions:  It was determined that we would keep the following the same: Auction/Raffle, Scrip, Sally Foster, Fitness Challenge; Entertainment books.  We would remove Wreath/Plant sale from the list.  People still have option of paying $600 in one lump sum payment and not track per fundraiser.

Still in question are the following with no decisions made:  Auction donations/procurement items, Children in our Lives donations, Class room donations (Teacher Wish Lists); family purchases made for the school, any other misc. donations not listed above

The remaining FR will be staying status quo because we are asking them to track this year and the contributions to school should automatically increase.

Each Fundraiser Chair needs to assign someone to track and submit dollars received from each family & then submit to PTC Fundraiser Tracking Team

No conclusion or decision made on whether to give new Kindergarten parents a $300 break of FR goals.

Working on getting a FR Tracking form on line so people can access and track regularly-Work in progress

 

 

 

 

Action items: Need to update the Family Fundraising information in PTC handbook as determined above. Need to notify FR Chairs that they need to assign someone to track and submit $ raised per family

Person responsible:

 

Tina Caster/Lori Oswald

Deadline:

 

 

 

 

 

 

 

 

 

 

Soft Letter/ Reminder

 

Discussion:

 

·        First Draft of letter outlining the Family Fundraiser Goals & telling families that we will be asking them to track and turn in their forms, has been sent to Sr. Moe for review (pending).

·        Second Letter should be sent in May to get all families to turn in their Family fundraising Logs for review.

·        Recommendations need to be sent to SAC re: the “what-if’s” families do not participate.

 

 

 

Conclusions:  Reviewed letter.  All approved content with Sr. Moe’s final approval needed.

 

 

 

Action items:

Person responsible:

Deadline:

 

 

Sr. Moe,  Tina C. & Lori O.

 

 

 

 

 

 

 

Mom's Martini Night

 

Discussion:

·        Possible Dates: May 21st or June 4th @ Molly Kalomiris’ house.  How do we want to go about getting people to sign-up for this event and when?

 

 

 

 

 

Conclusions: Date confirmed for June 4th.  Patty will send out a Save the Date email.  After auction Amy Marconi and Molly Kalomiris will create a promotional flyer for parish and school.  Invitations will go out following Casino Night. We will be inviting new incoming Kindergarten parents. Our goal is to have at least 67 people purchase tickets at $40 each. Will post sign up in the school outside of the office.

 

 

 

Action items: Menu, drink procurement, shuttle, bartenders need to be determined at a later meeting

Person responsible:

Deadline:

 

 

Molly K, Amy M, Patty N

 

 

 

 

 

 

 

New Business:

 

Discussion:

 

None

 

 

 

Conclusions:

 

 

 

Action items:

Person responsible:

Deadline:

 

 

 

 

 

 

 

 

 

 

Casino Night

 

Discussion:

·        April 16th is the date (6pm-10pm).  Time to start getting committees ready to assist wit this event.  Who wants to take what on?

 

 

 

 

 

Conclusions: It was determined that we would make a formal push for recruiting volunteers directly following the Auction.  We need volunteers for: procurement, ticket sales, decorations, clean up/facilities. This was on the Volunteer Sign Up form that went out to all families so we will go to this list to start w/ getting volunteers.  PTC by default will be in charge of this event if we lack volunteer support.  Amy Marconi and Molly Kalomiris have confirmed that they will help but could not commit to a job yet.

Discussed whether we should have Casino Night Table Sponsors be a sign up at the Super Silent Auction, but was determined that we didn’t have enough time to organize and promote prior to event. Wild Bills is secured. 10 Black Jack Tables, 1 Craps, ! Roulette.

 

 

 

Action items: Promotion and Recruitment to begin following Auction.

Person responsible:

Deadline:

 

 

PTC