5th Grade Promotion Parent Kick-off Meeting

Agenda• Promotion – Tuesday, June 16, 2015

• Budget - $25 per student fee (make check payable to SCES 5th grade promotion)

• Miss Spring - overview of the day

• Theme Ideas

• Committees

• Website

Theme Ideas• Previous Themes – Blazing the Trail, Carnival,

Stars of Tomorrow

• Suggestions – stick with one used in the past 2 years to reuse their signs, or go with a new one like Luau, Futures so Bright for you- 2022, ???

• Need to decide SOON if we want to reserve a video truck or other vendor… Games 2U - $503, DJ - $250.

5th Grade Promotion BudgetSchool Year 2013-2014

VarianceINCOME

Parent Donations 75% of 115 Children @ $25 each) $1,630.00 $2,156.25 (526.25) $3,830.00 3,280.00 (asked $35 in 2012) PTA Donation 300.00 300.00 - 300.00 426.95 Rolled over from previous year 1,183.04 1,183.04 - - - Fundraising: 750.00 (291.00) take Zinga in coupons instead?

50/50 raffl e in Fall 258.00 - - Raffl e at Bball game 41.00 - - Subway fundraiser 160.00 Rebounderz -

Outside Donations:Mr Kirwan's Uncle - - - 1,000.00 - Phoenix - - - - 250.00 Fuddruckers - - - - 50.00 Misc. Donations - - - - 150.00

TOTAL INCOME 3,572.04 4,389.29 (817.25) 5,130.00 4,156.95

EXPENSESClass Gift to School - 200.00 (200.00) 125.88 126.95 Give Back program-to community - 250.00 (250.00) - - Scholarship to Senior - 1,000.00 (1,000.00) 1,000.00 1,000.00 Invitations/Programs - 25.00 (25.00) 81.22 167.93 Photos of AM ceremony - 25.00 (25.00)Decorations - 200.00 (200.00) 96.71 125.00 DVD - 250.00 (250.00) 204.75 219.30 Gift to Students - 1,000.00 (1,000.00) 903.14 940.00 Lunch

Pizza & Tip 420.00 (420.00) 320.83 332.00 Water donated 25.04 47.00 Fruit 70.00 (70.00) 25.00 Donated

Afternoon EventDJ n/a - - 250.00 250.00 Games/Activities 899.00 1,000.00 (101.00) 503.00 175.00 Raffl e Prizes 100.00 (100.00) - Donated Snacks 175.00 (175.00)Event Misc. Expenses - 25.00 (25.00) - -

Miscellaneous 25.00 (25.00) 411.40 - TOTAL EXPENSES 899.00 4,765.00 (3,866.00) 3,946.96 3,383.18

NET INCOME (LOSS) $2,673.04 $(375.71) $1,183.04 $773.77

2013 - 2014 Actual

2013 - 2014 Budget

2012 - 2013 Actual

2011 - 2012 Actual

Committees – How you can help1. Program/invite: Designs, type, and prints program

and invitations for ceremony. (Do we want invitations?)

2. Food: Arranges food and beverages served after the promotion and also coordinates with 4th grade parents to help with the morning reception. Food – pizza and water and dessert – budget $400 – need to try to get as many donations as possible.

3. DVD: Collects photos from past and present and puts together to show during ceremony. Makes copies for children. (Do we want to do this? Issues in the past about privacy? Will students use in the future?)

Committees – How you can help4. Decorations: Makes decorations for ceremony and

afternoon event. – Balloon bridge for ceremony, decorate gym.

5. Afternoon Event: Responsible for planning and executing fun event for students following promotion ceremony. Possible events – Games run by parents, DJ, Raffle, Games run by Vendor. Ice Cream truck with cheap and loved by students last year.

6. Financial and Budget (Treasurer): Oversee the collection of money and disbursement of funds for the events.

Committees – How you can help7. Class Gift/Scholarship: Coordinates with

Principal/Admin. and students to come up with a gift for the class to give to the school (school would like a new Laptop for the SC News or maybe Room Tags). Also oversee scholarship process. Contact SBHS, advertise or candidates, receive submissions, help with selecting 2 winners.

8. Student Gift: Coordinates with afternoon event committee to provide gifts for the students and raffle items. Should we keep it simple and do just a Class of 2022 shirt and donations from local businesses?

Committees – How you can help9. Community Give-Back: Coordinates with a

community service project for the students to work on. Projects in the past – book shelves for TMS, cards for pediatric patients in INOVA Loudoun hospital, trash pick up. Other ideas – helping the elderly in our community (mulching or easy yard work), trash pickup on the routes to the school, paint what needs painting at the school, yard work at the school (work on one of the flower beds), or donate books for another school.

10. Fundraising: Need a $4,000 - $5,000 budget so need to raise $$. Restaurant Night and 50/50 Raffles, Volleyball or Kickball game???

Timeline• January – Committee Chairperson meeting, Book entertainment (if

needed), finalize theme – narrow down to 3 and kids pick the winner

• February – begin asking companies for donations, 5th Grade Promotion meeting for all (Committees give their reports)

• March – all donations should be received and DVD pictures collected (if we decide to do the DVD) Committee Chairperson meeting

• April – draft of program (and invitation, if we chose to do one) complete, committees finalize their plans , 5th Grade Promotion meeting for all (Committees give their reports), SBHS contacted about scholarship, teachers send home notes on how names will be printed on program

• May – invitations sent home, SBHS scholarships awarded, committees confirm plans Committee Chairperson meeting, Community Project

Timeline

• June (beginning ) - 5th Grade Promotion meeting for all (Committees give their reports)

• June 12 – stage setup by custodians

• June 15 – Rehearsal – Committee Chairpersons attend if possible, evening – set up decorations

• June 16 – GRADUATION! Tentative schedule - 8:15 – Breakfast for parents, 9:00 – 11:00 Ceremony, 12:00 – 12:45 - students lunch in classrooms, 12:45 – 2:00 – Party, 2:30 – Clap out

Where To Find Information

• Volunteer Spot: Sign up to be a committee chair or committee member. http://vols.pt/DxDNM5

• 5th Grade Promotion Website: http://lcps.org/Page/119956

Questions??Before leaving, please consider:

1. Signing up for a committee or leading a committee.

2. Pay for your student’s donation.

3. Share any ideas you have for promotion.

4. Contact us! jencramer26@gmail.com

Or hungrybug@gmail.com

THANK YOU!!!!!