ATTENDEES: Jessica Maloy, Candace Barrett, Pam Shane, Chrissy Maney, Bobbi Hill, Kate Race, Kim Simpson
Welcome: Meeting called to order by Geiger Fundraiser chairperson Jessica Maloy at 5:10 PM
Item of Business: Jessica reports that the fundraiser for the Geiger Items had a total participation of 53 students. The final deadline for the items needs to be in no later than December 4, 2009 to guarantee delivery of items as stated previously. The issue has come up that we have only met the minimum quantity for one item. Jessica presented three different options for ordering the items. Option 1, has the PTO purchase all items at minimum quantity which would be an out of pocket expense of over $3000. Option 2 utilizes Geiger's samples and ordering smaller quantities with additional fees costing approximately $1600.00. Option 3 includes ordering the minimum quantities of the bracelets, umbrellas, event blankets, back packs and 144 water bottles (special purchase decreases the per bottle purchase by approx $2) for a total $1550.85 (Geiger is able to make the other items available to us through processing the items as "samples" so that all orders will be fulfilled). The group discussed the need to have the extra items available for purchase throughout the remaining PTO events or if they could be used in incentive prizes or for staff appreciation. The group agrees that these items are displayed and available for people immediately, that they may sell better than just looking at the pictures that were sent home in the packets. It was also discussed that the items were not something that we could take orders at various community events as we would have had to give them an order form, collect the money and then try to track down the community memeber when the items arrived. A motion was made to accept Option 3, so that all placed orders could be placed with a minimal cost to the PTO, all were in favor.
The group also discussed the meeting format and if this was an acceptable meeting according to the PTO bylaws. PTO President Bobbi Hill, contacted former PTO president Amy Austin via phone to discuss or situation. We concluded that Bobbi sent out an email to all PTO members this morning. We were unable to give extended notice as the deadline for this order is Friday December 4, 2009. We have approximately half of the attendees of regular meetings. This is an acceptable meeting and the decision has been discussed with the PTO board and PTO members. The group also discussed that the issue of ordering the minimum quantities if we did not get enough orders had been discussed at previous meetings and we would check the PTO minutes to confirm that statement.
