PARENT’S COMMITTEE HANDBOOK

Page 2         Index of Handbook

Page 3         Parent Leadership; School Advisory Committee (SAC)

Page 4         Parent Leadership: Parent Teacher Committee (PTC)

Page 5         PTC Meeting Schedule

Page 6         Parent’s Club Budget and explanation of money management

Page 8         PTC Sponsored Events, dates, & descriptions

Page 10       Room Parents & Responsibilities

Page 14       PIP Program

Page 16        Family Fundraising Programs

Page 18:      Appendix:

 

 

Student Council Executive Committee 2008-09

President:                                 TBA

Vice President:                         TBA

Secretaries/Treasurers:              TBA

Commissioners of Activities:      TBA

8th Grade Reps:                       TBA (selected in September)

7th Grade Reps:                       TBA (selected in September)

6th Grade Reps:                       TBA (selected in September)

5th Grade Reps:                       TBA (selected in September)

4th Grade Reps:                       TBA (selected in September)

 

PARENT LEADERSHIP

 

Parent Teacher Committee (PTC) 2008-09

Spencer Gall, Co-President                                                              spence_gall@yahoo.com

Laura Gilmore, Co-President                                                           laura.lg@comcast.net

Lynnette Howes, Secretary                                                                lynnettehowes@comcast.net

Shawn Hagel, Treasurer                                                                   mike@hagel.com

Tracy Cosper, Fundraising Coordinator                                         tracycosper@comcast.net

Nancy Richman, Teacher Appreciation Coordinator                     n_richman@yahoo.com

Joanie Quinn, Parent Involvement Program (PIP)                         Joan.quinn@comcast.net

Tara Fitzpatrick, Hospitality Coordinator                                       tarahomedesign@aol.com

Becky Julien, Room Parent Coordinator                                         sbjulien@comcast.net

 

PTC SCHEDULED MEETINGS FOR 08-09

All meetings usually take place, the second Tuesday of each month, in the St. Clare Faculty Room located right next to the BASC Daycare Room.  Meetings begin at 6:30 p.m.  All are invited to attend.

 

PTC BUDGET

Due to the generosity of the St. Clare parents, PTC has a solid history of past successes.  Each year we evaluate how overages should be used and how PTC dollars should be spent.  PTC sponsors events such as teacher appreciation, parties, and other enhancements to our children’s education, plus hospitality, community building activities, along with other miscellaneous events. 

 

The year’s fundraising efforts provide the dollars to offset the operational expense of the school’s budget; parents provide the leadership and labor needed to meet the fundraising goals that support the overall school program. 

 

*See attached 2008-2009 Budget*, click on hyperlink

PTC Budget 2008-09

 

 

 

 

 

 

PTC SPONSORED EVENTS

 

Fundraising Chairpersons 

(SCRIP)   Certificates

Chair:               Bridget Lefor, mblefor@pol.net       

Accounting       Suzy Collins, scollins23@canby.com

 

Sally Foster®Gift-Wrap & Gourmet Chocolates

Chair:               Shannon Koenen, shannonkoenen@comcast.net

 

Bingo                  

Co-Chair:         Deanna Lemieux,cdlemieux21@yahoo.com

Co-Chair:         Shelly Bigley

Co-Chair:         Melissa Covell, mcovell1@yahoo.com

 

Wreath and Poinsettia          

Chair:               Maria DaSilva, Maria.DaSilva@siltronic.com

 

Auction 

Chair:               TBA

 

Fitness Challenge

Co-Chair:         Jamie Price, jlfprice@yahoo.com

Co-Chair:         Heidi Brown

 

 

SCRIP (ONGOING)

We purchase, at a discount, gift cards/certificates from several national and local merchants and sell them to school and parish families at face value.  The more people who buy, the more money for the school.  Here are some examples of our assortment: 

 

Grocery:  Fred Meyer, Safeway, Thriftway, New Seasons, Wild Oats

 

Clothing:  Dennis Uniforms, American Eagle, Gap/Old Navy/Banana Republic

 

Books/Movies:  Regal Cinemas, Annie Blooms, Borders, Powell’s Books, Blockbuster

 

Restaurants:  Starbucks, Pizzicato, McMenamins, Baskin & Robbins, Burger King

 

Other:  Kaady Car Wash, Thinker Toys, Toys R Us

 

eScrip – This is such an easy and effortless way to generate funds to St. Clare School. The process is simple. Log on to www.escrip.com and register your grocery cards and/or debit/credit cards and it will automatically track your purchases that count towards the escrip program. You can check your year to date purchases and donations at any time (There is a 2-3 month lag time for posting). Then, all you have to do is in May when the FFG forms are due you can log on, print out your report (it should show all purchases and credit through March) and send it in with your FFG form and you will receive credit toward your goal.

 

SALLY FOSTER

Each fall, this fund-raiser earns our school a 50% profit margin!  (40% for magazine sales). Sally Foster products include beautiful gift-wrap and accessories for every occasion, gift items such as candles, stationary and ornaments, and gourmet edibles in festive packages.  The growth potential is exciting.

 

BINGO 

Family Bingo Night is a fall community event.  The evening includes St. Clare School, Parish, PreSchool families and friends of our community.  Family Bingo Night is held in the St. Clare gym.  Bingo Night offers games, prizes, and food and beverages available for purchase.  It is a chance to have fun with the whole family and your friends from the St. Clare community.  Come check us out!

 

 

WREATH SALE 

The annual Wreath Sale helps families meet their fundraising commitment. Fifty percent of the funds raised are applied to the fundraising commitment. Families sell evergreen wreaths of various sizes. The wreaths are available for pickup in the school when they arrive. 

 

AUCTION   

We will again join the parish, which will continue the tradition of building community and raising BIG money for our parish and school!  We welcome you all to sign up early to help with this major fund-raiser!

 

FITNESS CHALLENGE    

100% of pledges go to St. Clare. This fundraiser is carried out by our own students; however, it relies a great deal on parental support.  The children seek pledges for the laps they run in one hour.  It’s a lot of fun and helps build student ownership in our school. 

 

 

ROOM PARENTS

 

Room Parents

Kindergarten:                                      Erin Miskimins

                                                                Jeannie Hermann                mblefor@polnet

                                                                Marci Krauss                       rian.brennan@gmail.com

                                                                                                                 

(K) Auction Class CaptainsTBA                                                    

 

 

 

1st Grade Room Parents                     Lori Vogel                                           

                                                                Mary Ann DiGiulio

                                                                Donna Pedersen

                                                                                                               

(1) Auction Class Captain Susie Gross                         

                                                                Eileen Freemont

                                                                Mary Ann DiGiulio

 

 

2nd Grade Room Parents                    Jamie Price

                                                                Joan Hoppes

                                                               

(2) Auction Class Captain Mike Hagel

                                                                Deanna Lemieux

 

 

 

3rd Grade Room Parents                    Rian Brennan

                                                                Crickett Bittner                 

(3)Auction Class CaptainsAnn Ryan

                                                                Julia Werner                      

 

 

4th Grade Room Parents                     Debbie Freepons

                                                                Joanie Quinn

 

(4)Auction Class CaptainsAmy Marconi

                                                                Molly Kalomiris

 

 

 

5th Grade Room Parents                     Bridget Lefor

                                                                Denise Phillis                     

(5)Auction Class Captain  Liz Brittain-Johnson

                                                                Aileen Freemont

                                                               

 

 

6th Grade Room Parents                     Mary Kay Hoenstine

                                                                Stacee Emmert                    

(6)Auction Class CaptainsJennifer Young

                                                                TBA

 

 

 

7th Grade Room Parents                     Sally Zweber

                                                                Alexis Fergus                     

                                                                                                               

(7) Auction Class Captain TBA

 

 

 

8h Grade Room Parents                      Barb Gram

                                                                Molly Kalomiris

                                                                                                               

(8) Auction Class Captains   Anne Milligan

                                                                    Wayne Graham

 

 

 

ROOM PARENT RESPONSIBILITIES 08-09

Parties

Arrange a time to meet with your teacher, or contact by e-mail to determine how he/she wants to handle class parties for the year.

 

All treats/snacks must be store bought in order to prevent Hepatitis.

Cooking in the school is prohibited unless a licensed food handler is present.

Budget is provided by PTC for parties—please do NOT ask parents to chip in money.

 

Most teachers will want you to assist with planning and refreshments for:

  • Halloween Party
  • Christmas Party
  • Valentine Party
  • Teacher Birthday Party (optional)

 All parties are held the last hour of school.

 

Phone Calling

You will be an important part of any telephone communication that must be done during the year. You will need to complete the telephone tree and distribute it to each parent in your class.

 

Field Trips

Help the teacher coordinate drivers or chaperones for field trips throughout the year.  The teachers will let you know when you can help.

 

Art Fair

You will be needed to find volunteers to hang artwork for the Art Fair in May.  Two parents are needed per class to hang art the day before the Fair. If you are unable to get volunteers from your class parents, then the room parent is responsible for hanging art in their place.

 

Auction

Line up parent volunteers to coordinate the class auction item.  See the auction committee for advice and ideas. (for 2006-2007 each class volunteer is already signed up!)

 

Teacher Luncheon

Each month from Oct-May one class puts on a luncheon for the teachers. (This means feeding 17 people). Parents from the class are asked to bring food items, set up the teacher lounge and clean up afterwards.  Sometimes this lunch has a theme (Cinco de Mayo or Oktoberfest for example). Last year this took place the second Wednesday of the month. 

 

ST CLARE SCHOOL 2008-2009 PARENT INVOLVEMENT PROGRAM (PIP) RULES & GUIDELINES

 

* See form under appendix*

 

 

FAMILY FUNDRAISING PROGRAM RULES & GUIDELINES

It is also required that each family raise a minimum of $600 through the school’s fund raising events. (See below for single parents*) The objective of the Family Fund Raising Program is to clarify the minimum fund raising responsibility of each family and to achieve a more equitable distribution of the fund-raising burden.  Most school families have supported fundraising efforts by doing their share and more.  For these families, the requirement will prove inconsequential.  We need families that are already going above and beyond to keep doing it!  In addition, we need families who have not ordinarily participated to do their fair share. 

 

Each year school families raise over $150,000 to help cover teacher salaries and basic operational costs.  If each family raised or donated $600 we would reach our goal, however, clearly this figure must be considered a minimum or we will experience a serious shortfall.

 

*  Single parents are defined as those having no spousal support, either in finances or in the raising of the child.  Single parent family fundraising requirement is a minimum of $300.   Divorced families, where both parents are taking part in the upbringing and finances of the child/children, are considered two-parent families and will be subject to the same guidelines and rules of two-parent families.  Final determination of who is a “single parent” will be at the discretion of the principal. 

 

WAYS TO ACHIEVE THE FAMILY FUNDRAISING GOAL:

PROGRAM  & PERCENTAGES OVERVIEW:

 

Each family will be responsible to achieve a minimum of $600 in fundraising.  This $600 minimum is called your Family Fund Raising Requirement and may be achieved as follows:

 

FITNESS CHALLENGE PLEDGES:    (100%) goes towards your goal because everything we take in is PROFIT!  This event is an example of a high-dollar fundraising with low people power demands.  We need to do all we can to keep these events positive and profitable.  Each student will be encouraged to secure at least $125 in pledges. (This donation is tax deductible!)

 

SALLY FOSTER SALES:  (50%) (40% for magazine sales). This is included because of the extraordinary profit margin.  This is a project with exciting growth potential!

 

SCRIP PURCHASES:  (5%) SCRIP is included because it’s the easiest money around!  With very little effort, everyday purchases can help the school in a big way.  This is the fundraiser with the top growth potential.  A purchase of $225 per month is recommended as this allows for a family contribution of approximately $100 over nine months.  SCRIP is also available in the summer, and summer purchases are encouraged. Please Note: for the ’06-’07 school year, SCRIP will be tracked and counted toward your FFG from April ’06-March ’07.

 

AUCTION PURCHASES/”End-of-the Night”:  (65%):  The receipt that you receive at the end-of-the-night will be used to determine the 65%. 

 

AUCTION RAFFLE: (65%): You will receive 65% of your total raffle purchases/sales towards your $600 FFG.

 

AUCTION PROCUREMENT: ($100 MAXIMUM).  A maximum of $100 may be tracked toward the $600 goal for any donations or procured items with a MINIMUM value of $100.  Please note that there is a $100 MAX that may be applied to your fundraising goal. Families are responsible for tracking their procurement credit and turning into the FFG Coordinator by the deadline.

 

WREATH:   (50%): Based on total dollars sold.

 

 

* See form under appendix*

 

APPENDIX

1.      PIP HOUR LOG

2.      FAMILY FUNDRAISING LOG

3.      PTC APPLICATION FORM

4.      VOLUNTEER REIMBURSEMENT STATEMENT

5.      PTC BYLAWS

6.      PTC BOARD JOB DESCRIPTIONS

 

 

PTC BOARD JOB DESCRIPTIONS

                

President/Co-President

Presides over board meetings, general PTC events, and represents PTC at school board meetings.  Provides leadership when developing the board’s agenda and individual responsibilities for the year.  Serves as primary liaison to principal and school office regarding PTC activities.  Supports board officers and fund-raising project leaders as needed.  Attends PTC board meetings and general PTC events.  Takes leadership role with key PTC events.  Acts as fund-raising captain determining potential new fund-raising activities and bringing these to the board.  Takes leadership role in recruiting new board member candidates for the upcoming year.  Attends PTC board meetings and general event.  Presides over board meetings in the absence of the president.

 

Secretary

Takes board meeting minutes and distributes to board members and assures that they are posted on St. Clare website.  Handles other board communications as appropriate (for example, new family letter in the fall and thank you notes to fundraising chairs throughout the year).  Supports president at general PTC meetings by taking notes as needed.  Makes room arrangements for PTC meetings and events.  Attends PTC board meetings and general PTC events.

 

Treasurer

Develops PTC budget in consultation with board, fund-raising project leaders and principal.  Manages PTC bank account day-to-day.  Reviews PTC financial account and prepare written financial report for president prior to monthly school board meetings.  Works with secretary to manage deposits from event donation baskets and fund raising events.  Attends PTC board meetings and general PTC events.

 

Parent Involvement (PIP) Coordinator

Initiates outreach to new families as a way to welcome then and connect them with meaningful parent involvement opportunities.  Serves as resource for fund-raising project leaders and event chairpersons by connecting them to parents based on interests, training and talents.  Reviews and distributes PIP “hours sheet.”  Acts as a resource for questions regarding PIP requirements.  Reviews PIP program reports from parents and authorized school office to distribute checks.  Attends PTC board meetings and general PTC events.

 

Room Parent Coordinator

Purchase supplies for PTC closet (general party supplies and beverages).  Coordinates room parent sign ups at back-to-school night and thereafter as needed.  Communicates job responsibilities to room parents and supports room parents as needed throughout the year.  Manages room parent handbook and updates it as needed.  Serves as primary parent liaison (“room parent”) to art teacher, music teacher and physical education teacher in an effort to ensure effective communication and support for these teachers.  Attends PTC board meetings and general PTC events.

 

Teacher Support and Appreciation Coordinators

Designs, manages and recruits assistance for teacher support and appreciation activities related to staff birthdays, Christmas, Catholic School Week, Teacher Appreciation Week, the Principal’s birthday, staff luncheons during conferences, Etc.  Attends PTC board meetings and general PTC events.

 

Hospitality Coordinators

Organizes and purchases refreshments for general PTC meetings and events; coordinates refreshments and servers for other school events (i.e. art fair, Grandparents’ Day, Winter Program).  Supports PIP Coordinator in reaching out to new families.  Enlist hospitality crews to set up, serve and clean up at PTC events.   Responsible for recognizing family events, i.e., deaths, births.  Attends PTC board meetings and general PTC Events.

 

Family Fundraising Coordinator

Track and post all fundraising efforts of each family in the school.   Prepare a report during late winter/early spring that alerts families to the balance of their fund-raising efforts.