HighTech Elementary PTA General Meeting – February 18, 2015

Gaddi Layden – Co-President

Kacy Martinez – Co-President

Meeting Agenda

¤  Welcome – Kacy

¤  Jim ‘N Nick’s Bar-B-Q

¤  Approval of Previous Meeting Minutes – Kacy 2 mins

¤  Nomination Information – Becky 5 mins

¤  Accomplishments & Next Steps – Kacy/Gaddi 5 mins

¤  Masquerade Auction – Gaddi 10 mins

¤  Financials – Ann 5 mins

¤  Communication, Facebook & Website – Sam/Todd 5 mins

¤  Uniform Recycling – Courtney 10 mins

2

Nomination for PTA Board 2015-16 Becky Bicha – Nominating Chair

3

Nominating Information

4

¤  Elections to be held March 2015

¤  Executive Board Member Positions Nominees

Co-President - Samantha Bedford

Co-President - Todd Masten

Vice President – Mim Ocshenbein

Treasurer – Ann Masten

Secretary – Becky Bicha

Recent Accomplishments

¤  Corporate Sponsors – 8 signed up for $9,250 (final 2 due in this month for addt’l $2500; Forest City Stapleton and American Home Solution) Total Sponsorship $11,750 Annual Sponsorship closed till next year.

¤  Myschoolanywhere.com (school directory) – 86 families registered.

¤  PTA Website roll-out… ¤  King Soopers Rewards Cards – Raised $699 YTD ¤  Box Tops for Education – Collection total so far 1662, Ms.

Simpson Jan class winner. ¤  Hall of Hearts – Raised $710 ¤  Isabella Bird Council Partnership – donation of $2500 Seed

Fund

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Direct Give

Donation Facts:

¤  25 Transactions completed

¤  $3700 collected from Qgiv.com

¤  8 Recurring payments totaling $3590

¤  $3714 in Checks & Cash

¤  $620 Raffle Tickets

¤  $2600 Company Matches

6 $14,374 Total Pledged

Accomplishments:

¤  $3400 Technology funding ( 2 iMacs & Adobe Creative Cloud)

¤  $1500 Library Books

¤  $500 School Store Purchase

¤  Future funding for Special Teachers for year 2015-16

What’s Next?

¤  Auction ticket sales start March 1st

¤  Auction Invites to New High Tech Families to be mailed mid-March

¤  Purchase Sponsorship Posters

¤  Uniform Recycling Program

¤  Lexia Core 5

7

¤  School yearbook – working with Ms. Bashor (librarian)

¤  Tiles/Bricks Sales for Founding Year

¤  Trike-a-thon coming in the Spring!

¤  Audio System Proposal Analysis

Masquerade Auction

¤  April 18th 2015 6-10pm

¤  Hangar 61 [Event Site]- $1750

¤  Caterer – Gourmet $4100

¤  Photo Booth Rented for 3hrs $193

¤  Online/Silent Auction – BlackTie $2100

¤  Auctioneer – Bryce 5% of Live Auction Funds Raised

¤  Liquor $1250 (est.)

8

¤  Marketing – Invites to new families/banners/etc. $550

¤  Save the Date Cards sent Feb. 9th

¤  Tickets available to purchase March 1st

¤  Entertainment – Fire Breathers, DJ, etc.

¤  Looking for Silent Auction Sponsors

Total Budget $9,943

Feb 2015 Financials & Q3 Disbursements Ann Masten – Treasurer

9

Income Statement

10 $36,180 Revenue YTD

Revenue Corporate Sponsors $ 9,250.00 Donations Community Donations $ 2,187.00 Direct Give Donation $ 12,050.60 School Store Donation $ 250.00 Total Donations $ 14,487.60 Fundraising Projects Family Karate $ 442.00 Original Works Original Works Pass-through $ 1,632.95 Original Works PTA Revenue $ 829.68 Total Original Works $ 2,462.63 Rewards Card King Soopers 5% Reward $ 698.95 King Soopers Initialization $ 350.00 Total Rewards Card $ 1,048.95 Write a Check to High Tech $ 8,128.36 Total Fundraising Projects $ 12,081.94 Membership Dues $ 360.00 Uncategorized Revenue $ 0.29 Total Revenue $ 36,179.83 Gross Profit $ 36,179.83

High Tech Elementary PTAIncome Statement

YTD through February 2015

Expenditures Total Community Event Fees $ 1,853.21 Corporate Sponsor Fees $ 163.72 Fundraising Fees Total Box Tops for Education Fees $ 218.28 Total Original Works Fees $ 1,662.63 Total Rewards Card Fees $ 410.00 Total Spring Fling Fees $ 825.40 Total Fundraising Fees $ 3,116.31 General & Administrative Total General & Administrative $ 1,378.89 Library Fees $ 500.00 Miscellaneous Fund Fees $ 440.50 Sales Tax $ 23.48 School Store Fees $ 744.96 Teacher Wish List $ 3,419.10 Technology Fees $ 2,635.50 Uncategorized Expenditure $ 12.50 Total Expenditures $ 14,288.17 Net Operating Revenue $ 21,891.66Net Revenue $ 21,891.66

Bank Reconciliation

11

Difference Details:

¤  Outstanding charges:

¤  Hall of Hearts Reimbursement

¤  Outstanding deposit for Hall of Hearts & Isabella Bird Council Seed Money Contribution

Beginning Cash Balance: 8,862.34$

Cleared TransactionsChecks & Payments (1,249.96)$ Deposits 11,770.69$

Total Cleared Transactions: 10,520.73$

Cleared Balance: 19,383.07$

Uncleared Transactions:Checks & Payments (19.06)$ Deposits 2,546.00$

Total Uncleared Transactions: 2,526.94$

Ending Cash Balance: 21,910.01$

Difference -$

High Tech Elementary PTABank Reconciliation Summary

For the Month Ending February 2015

Q3 Cash Disbursement

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EXPENDITUREYearly0Budget

Requested0Funds

Amount0of0Spent

Remaining0Funds Comments

Library'Fees $2,000 $1,500.00 $500.00 $0.00Technology $6,000 $3,400.00 $2,635.50 <$35.50 2'iMac'for'Computer'Room'&'Adobe'

Creative'Cloud'LicenseSchool'Store $2,000 $500.00 $744.96 $755.04 Big'purchase'to'push'through'the'end'of'

yearYearbook'Deposit $0 $2,100.00 $0.00 $0.00 To'be'reimbursed'through'parents'payment'

of'yearbookAuction $10,000 $9,000.00 $825.40 $174.60 Catering'Fees,'Auction'Software,'Liquor,'

Marketing'&'Venue'Fees

Requested0Disbursement $20,000 $16,500.00 $4,705.86

High0Tech0Elementary0PTAQ3'Disbursement'Request

For'the'Month'Ending'March'2015

Communication Samantha Bedford – Marketing Chair Todd Masten – Finance Chair + Webmaster

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Facebook & Webpage

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Uniform Recycling Courtney Harrison

15

Uniform Recycling Program

Recommendations: ¤  Allow donations year-round (clothes and hangers) ¤  Open the “store” for purchase or exchange once/month on a

designated day (e.g., the 2nd Tuesday of the month from 4-7pm) beginning in April

¤  Accept shirts (long-sleeve, short sleeve, polo, button down, t-shirt), shorts, pants, skirts, dresses/jumpers, sweaters, and sweatshirts. Size must be clearly marked; all items must be clean/laundered

¤  Give a “credit” for each donated item that can be used to “purchase” another item

¤  One price for all items; operate with cash/check or store credit only

¤  All money earned through uniform recycling goes to HTE PTA; receipts given for donations

¤  Items in poor condition will be donated to Goodwill (credit still given to donor)

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Uniform Recycling Program

Action items: ¤ Write and distribute a uniform recycling policy or program guide

¤ Purchase rolling racks and/or bins to keep clothes organized/clean

¤ Solicit volunteers (depending on decisions made we may need volunteers for Collecting, Storing, Sorting, Inventory, Order Processing, Distribution, Marketing/Awareness, Sales)

¤ Designate locations for:

¤ Drop-off of clothing (if we decide to accept on-going donations)

¤ Storage (do we have space at the school or do we need volunteers to house stuff until it is time for a sale?)

¤ Store

¤ Determine price ($3/item? to $5/item?)

17

Questions

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Addendum

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ASSETS Total Current Assets Bank Accounts Checking 19,383.07 PayPal 180.13 Total Bank Accounts $ 19,563.20 Accounts Receivable Accounts Receivable (A/R) 2,549.77 Total Accounts Receivable $ 2,549.77 Total Current Assets $ 22,112.97TOTAL ASSETS $ 22,112.97

High Tech Elementary PTABalance Sheet

For the Month Ending February 2015

LIABILITIES AND EQUITY Liabilities Current Liabilities Accounts Payable Accounts Payable (A/P) 53.16 Total Accounts Payable $ 53.16 Total Current Liabilities $ 53.16 Total Liabilities $ 53.16 Equity Retained Earnings Net Revenue 22,059.81 Total Equity $ 22,059.81TOTAL LIABILITIES AND EQUITY $ 22,112.97