High Plains PTCO
Board Meeting Minutes

Board Members & Attendance

Members marked present in the meeting document:

• Ashley Wilson - Co-President
• Robin Andersen - Co-President
• Michael Xie - Treasurer
• Jon Sweet - Treasurer
• Katie Ehlenbeck - VP Fundraising
• Brian Walker - VP Fundraising
• Danielle Phippen - VP Community
• Scott Rubin - VP Communication
• Principal Romero - Principal
• Jan Martin - Secretary

Nyx Fry, VP Community, was also listed on the meeting document without an attendance checkmark.

PTCO Mission Statement

Welcome & Board Operations

• Meeting began with a welcome, mission statement, and discussion of prior meeting minutes. Approval of the August 28 minutes was listed as an agenda item.
• Board members will submit their monthly updates through a Google Form on the Monday before each monthly board meeting.
• The secretary will compile the agenda and distribute it before the meeting.
• Approved meeting minutes will be uploaded to the PTCO website.
• Previous action items included community budget approval, adding new volunteers, and monthly board meeting procedures.

CCSD Parent Council Updates

• The community vote was approved and submitted.
• PTCO requirements and compliance work remain in progress.
• Communicating effectively with school communities remains a district-wide challenge.
• PTCO funding of instructional paraprofessionals is common across schools.
• Additional updates are expected regarding Gifted and Talented and Twice Exceptional programming at High Plains.

In-N-Out Spirit Night Recap

The board discussed the event's results, volunteer participation, and opportunities for improving future spirit nights.

What Went Well

• Strong volunteer participation.
• Cheer and POMS groups performed multiple times.
• Face painting was well received.

Opportunities for Improvement

• Clarify whether tickets must be purchased in advance.
• Improve management of the food line.
• Make student performances a more prominent part of the event.
• Consider scheduling performances later, allowing families more time to eat.
• Assign a designated cleaning crew.
• Improve supervision of activity booths, including the photo booth.
• Explore purchasing a reusable event backdrop that can be updated for different occasions.
• Provide clearer instructions for art activities.
• Improve signage, labeling, and decorations.

Principal Romero's Update

• Playground renovations were nearing completion.
• Fourth-grade students were participating in dissection activities.
• STAR and SES testing had been completed.
• Teacher goal-setting was ongoing.
• Hallways were expected to be painted during a future school break to help showcase student artwork.
• The PTCO was asked to assist with volunteers to display student artwork around the school.
• An improved visitor and volunteer sign-in process was introduced during the week of September 21.
• The new sign-in process includes a QR code that can be saved to Apple Wallet or Google Wallet, along with stored photos.
• School security systems were being updated using bond funding.

Treasurer & Budget Updates

• Parent Council compliance activities were progressing.
• August financial reconciliation was complete.
• September financial activity was increasing.
• A request for video equipment for Ms. CT's weekly school newscast was discussed.

• The board will revisit the possibility of a book vending machine later in the school year.
• The concept would allow students to select a book as part of a reading recognition initiative, with the goal of making books available to all students.

VP Fundraising Update

• The fundraising team was actively seeking auction items and business partners.
• Committee members were meeting regularly to manage action items.
• Starbucks donated approximately 250 mugs.
• Five kindergarten parents and two first-grade parents were helping prepare for the auction.
• All required fall volunteer roles had been filled.
• Additional volunteers would likely be needed for Hawk Dash in the spring.

VP Community Update

• The community team had approximately 10 volunteers.
• Trunk or Treat planning was underway, and event flyers were ready.
• Additional families were needed to decorate trunks and donate candy.
• The flyer would be provided to the VP Communication for distribution.
• A food truck option was being explored.
• Trunk signups would be monitored to ensure enough participating vehicles.
• The event would also provide an opportunity to promote the upcoming auction and make it more accessible to families and community members.

VP Communication Update

• The PTCO newsletter and website were operating reliably.
• The communication procedure was approved for distribution to subcommittees.
• The procedure was intended to improve consistency in messaging and the use of communication resources.
• Final content submissions were requested by Friday.
• Procedures for approving and publishing monthly board meeting minutes were discussed.

Committee Vacancies

A detailed committee vacancy review was scheduled but deferred to the next board meeting.

The planned review included:

• Confirming subcommittee descriptions and responsibilities.
• Identifying current committee chairs.
• Identifying vacant leadership positions.
• Discussing potential volunteers and recruitment responsibilities.

The original meeting document also contained a blank committee structure worksheet for Fundraising, Community, and Communication. No completed assignments were recorded in that worksheet.

Next Meeting

Attendees

Robin Andersen, Ashley Wilson, Katie Ehlenbeck, Robert Romero, Jan Martin, Michael Xie, Brian Walker, Scott Rubin, Jon Sweet, Nyx Fry, and Danielle Phippen.

Principal's Updates

• Enrollment: Approximately 438 students were attending High Plains Elementary.
• Playgrounds: Both the main playground and kindergarten playground were being fully replaced. Completion was estimated at four to five weeks, with mulch installation as the final step.
• Staffing: The school was fully staffed, although a replacement was needed for an instructional paraprofessional who was relocating.
• Kindergarten: Mrs. Schumacher moved to kindergarten to support over-enrollment.
• Instruction: Student interventions continued within classrooms during WIN time.
• The instructional coach continued supporting teachers through professional development and co-teaching.

Budget Review & Approval

Instructional Paraprofessional Funding

• Funding was reduced from three paraprofessional positions, approximately $90,000, to two positions, approximately $57,000.
• This reduction allowed the board to create a discretionary fund.

Proposed Book Vending Machine

• Principal Romero proposed considering a school-wide book vending machine.
• Students could earn tokens throughout the year to select a book.
• The intended goal was for every student to receive a book during the school year.
• The board planned to evaluate initial and ongoing costs.

Financial Reserves

Fundraising Goals

• The auction fundraising goal was established at $40,000.
• The auction was scheduled for November 20 at Curtis Ballroom.
• The board voted to increase the Hawk Dash for Cash goal by $5,000.
• The discretionary fund was reduced by $5,000 as part of the same adjustment.

Board Approval & Meeting Procedures

• A formal community vote for board members would be conducted through Google Forms.
• To improve communication and collaboration, future board updates would be collected before meetings using a Google Form.

PTCO Operations & Community Involvement

• The board discussed ways to increase PTCO involvement, including Leadership Cherry Creek.
• A potential teacher liaison role was discussed.
• Efforts were underway to establish a dedicated PTCO Google account to take advantage of nonprofit benefits.

Action Items

• Ashley: Email current board biographies and collect biographies from new board members.
• Board Members: Complete the Google Form with updates before the next meeting.
• PTCO Presidents or Treasurers: Contact the bank to obtain the nonprofit status number needed for Google account setup.
• Group: Investigate the feasibility and requirements of creating a PTCO teacher liaison position.
• Group: Evaluate the best timing for Hawk Dash for Cash to maximize student and family participation.

Next Meeting

Principal's Report

Robert Romero / Charmaine Jackson

Teacher & School Funding

• Teacher funding was discussed, including a reduction in the individual teacher amount from $200 to $150.
• Pooling funding by grade level was discussed.
• Robert Romero was to provide additional figures.
• Notes reference $1,200 for library supplies and expenditures involving school equipment, snow removal, and technology accessories such as mice and headphones.
• Approximately $9,000 remaining was noted, with additional funds possibly expected.
• Teacher aide payments needed confirmation.
• Discussion included instructional paraprofessional funding, with amounts of approximately $42,000 and $25,000 noted. The specific funding adjustment was not fully documented.

Student & Staff Recognition

• Battle of the Books was reported as achieving second place.
• Mrs. Patterson was mentioned in connection with Educator of the Year recognition.
• Eighteen High Plains nominations were referenced.

Educational Resources

• Conscious Discipline was discussed, including a $500 amount and Mrs. Patterson's involvement.
• An EPIC purchase was discussed, with questions about equity and technology needs.
• Pantry-related needs were also discussed.

Key Agenda Items

• Budget update and spending priorities.
• Planning a general meeting to review school bond funding and explain how the money was being used.
• Video equipment request associated with Ms. C-T.
• Fundraising updates.
• Spring Fling, scheduled for the evening of the meeting.
• Teacher Appreciation Week: theme and schedule of events.
• Committee openings for the following year, including identifying vacant positions and advertising opportunities on a regular basis.
• PTCO bylaws rewrite.
• Parents' Council meeting report, including updates from Ashley.

Additional Board Updates

• Teachers should receive early and regular reminders about Teacher Enrichment Funding.
• Board members were asked to check in with their committees before board meetings.
• Board members were encouraged to regularly thank committee members and chairs.

Upcoming Events Discussed

• Hungry Hawks: Red Robin fundraiser on April 14, all day.
• Next PTCO Board Meeting: Friday, April 24.
• Kindergarten Orientation: April 30. PTCO participation and needs were to be determined.
• End-of-year volunteer recognition or gathering was discussed.
• Hawk Dash for Cash and auction planning included the need for additional volunteer support.
• Kindness Week ideas included branded kindness stickers and the message "Be the reason someone smiles today."

Other Planning Discussions

• September event dates were discussed, including the 10th, 17th, and 20th, without a clearly recorded event assignment.
• In-N-Out was discussed positively, with the line also mentioned in the notes.
• Arts and activities planning was mentioned.
• September and October scheduling was discussed.
• Outreach to hotels along Arapahoe Road was mentioned.
• An additional reference to the 21st was recorded, but the associated event was not identified.