PPC Meeting Minutes 3/3/08

Mr. Dugan's room

Meeting called to order at 6:37 pm with the following members present: Shawna Stouder, Leanna Deters, Christy Starr, Corinne Wallace, Miriam Yovino, Sabrina Luffman, Tracy McKee and Helle Ruddenklau,

Minutes from the previous meeting were approved.

FINANCIAL REPORT:
· SAVING ACCT. BAL.: $24,571.73
· CHECKING ACCT. BAL.: $ 5,213.69
AUCTION REVENUE AND EXPENSE REPORT:
An expense report was handed out. We discussed ticket sales verses amount of food served. It seems that more food was served than tickets sold. Next year we plan to have actual dinner tickets that will be collected as people go thru the food line. Miriam volunteered to collect tickets. We discussed that we went way over our projected budget or $6,000.00 by approx. $4,000.00. The overage was due to the purchase of auction items (spa for $3200.00) and items we will be able to reuse for years such as tablecloths ($464.47), table decorations, aprons and, auction software upgrades. The auction net total was approximately $18,000.00.

REQUESTS FOR FUNDS:

PURCHASE TABLECLOTHS FOR USE BY PPC AND OPTHER SCHOOL GROUPS ($464.47):
It was decided that we would leave the tablecloth purchase under the auction expenses even though they may be used for other events.

PURCHASE PO BOX AND ADD TO YEARLY BUDGET ($42 per year):
Christy moved that the PPC rent a PO box so that we have a permanent address. 2nd by Corinne. Motion passed.

JUMP ROPE FOR HEART:
Request for extra $20.00 to cover shipping of prize items. Helle moved that we amend the original amount of $50.00 to $70.00 to cover shipping. 2nd by Sabrina. Motion passed. Miriam was given a check for $70.00 to cover the prizes and shipping.

OLD BUSINESS:

NEW TAX ID:
The new tax ID number is here and the bank account has been updated with the new number.

BEAUTIFICATION OF AREA NEAR KINDERGARTEN ROOM:
Discussed ideas for this area. Miriam said that at one time there had been plans drawn up by Jessica Macken. Jessica will be contacted to see if she still has those plans and wants to help. Tracy moved that we buy $100.00 worth of bulbs from the school bulb sale to be used for this project. 2nd by Christy. Motion passed. Miriam will take care of ordering bulbs and speak with Jessica.

DISTRIBUTION OF FUNDS TO GROUPS THAT HELPED AT THE AUCTION:
$450.00 was raised from the draw down game at the auction. All agreed to split this money evenly between the 3 groups that helped with set up, clean up, and at the auction. $150.00 will go to each of the following; Junior class, Equestrian team and middle school leadership.
The class and club baskets raised a total of $3,134.00. This money is available for each of the donors to use. A class advisor, teacher or team leader will be given a reimbursement form for the amount their basket raised.

HOW MUCH $ WAS ALLOTED TO THE LIBRARY:
It was asked if the library was given money like each of the classrooms. Money was donated at the auction specifically to the library, so that money is available for the library to use.

NEW BUSINESS:

· STORAGE:
The school will be building a new storage building this summer and we will be given some space to use. We need to look into purchasing a storage cabinet vs. having one built. It must lock.

READER BOARD:
The school really wants to purchase an electronic reader board in the future. They run about $15,000.00. It is put on hold until after the new track is completed. This item seemed low priority to support with PPC funds.

BUDGET:
Discussed yearly operating budget. We may not need monthly internet for the PPC computer. Discussed hospitality budget of $60.00 per partial school event and $90.00 for full school event. Not sure how we want to budget for plates, cups and other paper goods needed for these events. Corinne and Leanna will have an operating budget drawn up for next meeting as well as possible ways to make the hospitality budget easier to use. Discussed the need for PPC to purchase our own Quick Books for future use. Right now Corinne is using her personal Quick Books on her personal computer.

FUNDRAISING:
· ESCRIP- :
Shawna Kellum has everything ready to go for the e-scrip sign up contest. It will start March 31st and run until April 17th.The elementary and Middle schools students will be signing up. This will be an individual competition with Elementary and Middle school students trying to sign up the most people. 1st, 2nd and 3rd place awards will be given out to the top 3 Elementary signers and top 3 Middle school signers. The awards will be gift cards in the amount of $50.00, $25.00 & $15.00. The winners can chose from the following gift card choices; Game Stop, Cold Stone, Movies, Starbucks, Food, I-Tunes, Walmart, Barnes and Nobel.

· AUCTION
Net profit from Auction was approx. $18,000.00.
Child Care had 58 kids, 45 were pre-registered. There was a lack of high school helpers due to the basketball playoff game. We spent more on food than we got back in donations for this service. Some discussion of this being a donation verses paid for service. Needs to be looked into further for next year.
Spirit wear went over really big at the auction. We do have some things left over. Mrs. Stoutt has agreed to let us continue selling Spirit Wear. Christy will be sending home a flyer with students in the near future for people to order spirit wear. PPC will order Spirit wear on a regular basis.
Tracy suggested that PPC consider buying tables for the school. During auction set up it was brought to our attention that many of the school's tables are just worn out. It was suggested that we purchases some long and some round tables each year to be used school wide.
Other potential "big Ticket" items PPC may want to consider are; bleachers, coffee pots, outdoor drinking fountain. It was decided that everyone should bring ideas as well as research on cost, shipping, ordering etc. to the next meeting for discussion.
Corinne was given another quilt for the PPC to use next year or to raffle etc. It was decided to raffle it off. Details on how to sell tickets and ticket cost etc will be at next meeting.

DATES OF IMPORTANCE:
School wide improvement: Wed April 30 at 7:45 am
Next PPC meeting Mon April 7th 6:30 pm in Mr. Dugan's room

Meeting adjourned at 8:32pm

Meeting Monday, March 3rd, Agenda

PERRYDALE PARENTS CLUB MEETING AGENDA
Monday, March 3, 2008 in Mr. Dugan’s room at 6:30 PM

Child Care provided in the old gym until 8:30 PM. The childcare provider is an adult and one of the regular childcare attendants for Dallas United Methodist Church. She is very qualified and has been background checked.

• 
  Greetings/Read and approve last meetings minutes
  
  Financial Report
  · Checking/Money Market
  · Auction revenue and expense report
  
  Requests for funds
  · Purchase tablecloths for use by PPC and other school groups. $464.47
  · Purchase PO box and add to yearly budget. $42/yr
  
  Old Business
  · New Tax ID
  · Beautification of area by Kindergarten room
  · Distribution of funds to groups who helped at auction
  · How much was allotted for the Library?
  
  New Business
  · Storage
  · Reader Board
  
  Fundraising and Community Events
  · Escrip contest – Shawna Kellum
  · Auction
  o Any lingering ends for this year’s auction
  o Thank you letters for donors
  o Auction date, place
  o Notes for next year
  · Bingo Night
  · Community BBQ
  · Other opportunities for selling spirit wear
  
  Events for Hospitality
  
  Dates of Importance
  
  Closing