Agenda

PTC Meeting

 

11//2004

7:00 PM

 

 

 

 

 

Agenda topics

 

Opening Prayer

 

 

Review of Minutes

 

 

Financials

 

 

Old Business

 

 

New Business

 

 

Accounting of Funds ($)

 

 

Calendar Planning of Fund Raisers

 

 

Budget for 2005-'06

 

 

Review of Exempt/HR Status

Aileen

 

Miscellaneous

 

 

Adjournment/ Next Mtg Date

 

 

 

 

Minutes

PTC Meeting

 

11//2004

7:00 PM

 

 

 

 

 

 

 

 

 

Agenda topics

 

 

Opening Prayer

 

Discussion: Tina Caster

 

 

 

 

Review of Minutes

 

Discussion: Approved

 

 

 

 

Financials

 

Discussion:  Current balance: $10,044.20

Entertainment books-we are short on our goal but we still have time to sell. 

 

 

 

 

 

Conclusions:

 

 

 

Action items:

Person responsible:

Deadline:

 

 

 

 

 

 

 

 

 

 

Old Business

 

Discussion:

·        Career Day: Sr. Moe will take care of this and determine whether this will occur or not.

 

 

 

 

 

Conclusions:

 

 

 

Action items:

Person responsible:

Deadline:

 

 

 

 

 

 

 

 

 

 

New Business

 

Discussion:  Nancy Bolton checking whether PTC/SAC will sponsor another Mom’s party for auction.  The proceeds will not go to long term endowment this year.

 

Fitness Challenge:  Collected $20K to date with projection to surpass $23K based on sponsored money that hasn’t been collected yet.  Goal was $21K. Some thought time between Kick off and event too long.  Need more support for older kids. Suggestion made to have people volunteer to sign up to support older kids. Stronger early marketing was recommended.  Change of Date recommended. See calendar for more details.

 

 

 

 

 

Conclusions: Agreed that we will sponsor another party but the cost was approx. $600 last year and we want to see if we can get reimbursed out of the proceeds.  Alcohol was most expensive part as food was donated.

 

 

 

Action items: Tina to contact Nancy and confirm

Person responsible:

Deadline:

 

 

 

 

 

 

 

 

 

 

Accounting of Funds ($)

 

Discussion: Fundraising money cannot leave school premises.  All $ coming in must run through and be kept at office.  2 counters at all times.  Patty will recount $ and once a week Patty will make deposit.  We should not be holding onto $.  Entertainment books excluded from this as it is run through PTC.

 

 

 

 

 

Conclusions:  Patty sending out email to parents outlining policy

 

 

 

Action items:

Person responsible:

Deadline:

 

 

 

 

 

 

 

 

 

 

Calendar Planning of Fund Raisers

 

Discussion:  Tentative date for Fundraisers 2005/06 year:

Sally Foster:  Sept. 13th start   Fitness Challenge: April 28th (with back up date of 10/14 if Julie E. D. can’t chair in spring)  Auction:  February 25th

 

 

 

 

 

Conclusions:  Dates not set but recommended

 

 

 

Action items:

Person responsible:

Deadline:

 

 

 

 

 

 

 

 

 

 

Budget for 2005-'06

 

Discussion:  Look at new ways for doing our Fundraisers.  Strain on parents with regards to $ and leadership.  Was discussed that we keep our fundraisers strictly to 4: Auction, Sally Foster, Fitness Challenge and Sript.  All others would be promoted as a convenience but not a fundraiser.  These would include Golf Tournament, Wreath sale, entertainment books and any family fun nights (Casino or Bingo).

 

FR Chairs should have tracking info on what parents have spent/donated/$ raised.

 

Need to find ways to boost script sales.  Many felt it just wasn’t convenient enough to purchase w/ working parents, parents just dropping kids off at school and not coming in, not wanting to write a check on a Tuesday for something won’t be spent until Sunday.  Need to brainstorm w/ Scrip to find more ways to make in convenient (selling car door to car door or at Saturday night mass)

 

 

 

 

 

Conclusions:  All agreed to focus solely on the main 4 and promote the others as either a community involvement event or added convenience for families

 

 

 

Action items:

Person responsible:

Deadline:

 

 

 

 

 

 

 

 

 

 

Review of Exempt/HR Status

Aileen

Discussion:  Reviewed Exempt status form for PIP hours. Discussed labeling on Volunteer sheet how many hours certain volunteer positions will be considered.  Volunteer form will go out in early year mailing. Also discussed that PTC would reinforce the policy that if you miss more than 2 meetings in a given year, your exempt status will be reviewed & potentially revoked.

 

 

 

 

 

Conclusions:  Golf Tournament Coordinator-not a 30 hour exemption; remove Hot lunch Assistant and Lunch time Supervisor Coordinator from list.  Add Computer Technician-John Prendiville to exempt list.

 

All agreed that PTC would reinforce PTC policy of not missing more than 2 meetings a year and exemption status could be revoked.

January meeting we will plan to go over fundraiser/volunteer positions and determine how many hours should be allotted to each. 

 

Action items:  Aileen to gather information from FR Chairs to help us determine correct amount of hours

Person responsible: Aileen Freemont

Deadline:

 

 

 

 

 

 

 

 

 

 

Miscellaneous

 

Discussion: Discussion re: reminding parents of $600 FR goal.  Some thought sending out a letter to each stating their actual $ raised YTD so that people have a running tally of where they are in relation to their goal. We will also state in letter how much of $ raised in each FR goes to school.

 

Wild Bills-Casino Night 4/16

 

 

 

Conclusions:  It was decided that we would send out a “reminder” letter this year just informing/reminding parents about the $600 goal with the intention next year of actually sending out details on their status results.

 

 

 

Action items:  Tina/ Lori to compose letter to be sent out early 2005.

Person responsible:

Deadline:

 

 

 

 

 

 

 

 

 

 

Adjournment/ Next Mtg Date

 

Discussion:  Possible joint meeting w/ SAC in December 9th

 

 

 

 

 

Conclusions:  Next official PTC meeting January 11, 2005 7pm at school

 

 

 

Action items:

Person responsible:

Deadline: