taking responsibility for our school’s future friends of mayer meeting august 10, 2011

Taking Responsibility for Our School’s Future

Friends of Mayer Meeting

August 10, 2011

Agenda

Introductions Farah Denahan 6:30-6:40

Financial Report Maureen Riordan 6:40-6:45

Celebrate Success of 2010-2011 Farah Denahan 6:45-6:50

Fundraising Goals Farah Denahan 6:50-7:00

Pledge Drive Tracy More/Amy S. 7:00-7:15

Board Covenant Pam Lookatch 7:15-7:30

Fundraising Options Carol Deely/Pam Lookatch 7:30-7:45

VOTE on Fundraisers Farah Denahan 7:45-7:50

Budget Proposal/VOTE Farah Denahan 7:50-8:00

Back-to-School Events Carol Deely 8:00-8:15FOM Board Representation Pam Lookatch 8:15-8:20Parent Newsletter Debbie Hilander 8:20-8:25

All Other Business Farah Denahan 8:25-8:30

4

2010-2011 Financial Reporting

Maureen Riordan

Friends of Mayer 2010-2011 Spending

BudgetTotal Spent in

June

Total Spent This School

Year BalanceCopier 12,000$ $562 $9,868 $2,132General Office and Art Supplies 15,000 331 5,801 9,199Field Trip/Bus Fees 7,500 556 7,922 (422)Staff Support 5,000 2,016 2,984Technology 5,000 0 5,000Sports 2,500 25 801 1,699Hospitality 1,700 2,212 (512)FOM Maintenance (bank fees, tax filings, etc) 1,500 11 108 1,392Printing of Parent Newsletters 1,000 116 599 401Community Outreach 1,000 1,491 (491)Student of the Month Breakfasts 700 86 583 117Honor Student Awards 600 90 397 203Pledge Drive Expenses 1,250 576 4,227 (2,977)Walkathon Expenses 5,650 6,022 (372)Blanket Project 225 225 0Barnes & Noble Bookfair Expenses 200 175 25Zephyr Dance 5,000 5,000 0Funding Positions 130,000 130,000 0

195,825$ 2,353$ 177,447$ 18,378$

Agenda












Friends of Mayer 2010-2011 Fundraising

*$1,793 gift card worth $2,151 with 20% discount on purchases; $2,734 for books purchased off wish list and donated

Estimate Total Raised in June

Total Raised This Year

Total Raised Last Year at This Time

Pledge Drive $125,000 $18,643 $152,356 $98,681Walkathon 75,000 $4,235 73,546 60,956Barnes & Noble* 3,000 4,885 3,227Gifts and Grants 2,500 2,259Dominicks e-Scrip Program 1,500 $273 1,700 1,558Box Tops 1,000 398 1,041School Picture Day 750 1,407 758Wellness & Sustainability 100 0 91Apparel Sales 100 29 119 Total $208,950 $23,151 $236,581 $166,431

Friends of Mayer Year End Fundraising Comparisons

Where Does the Fundraising Money Go?

Based on a CPS requirement, Farah and Katie sign an agreement noting where the money raised from each fundraiser will be allocated: Pledge Drive = Teacher Positions Walkathon = FOM Annual Expenses (i.e., copier, field trips,

student awards, sports team fees, etc.) Barnes & Noble Bookfair = Books/Nooks for Classrooms Other Fundraisers = FOM Discretionary $$ (i.e., Give Back

Programs, FriendRaisers, Sheffield Garden Walk, etc.)

2010-2011 Spending AllocationAs of June 30, our fiscal year end, we raised over: $152,000 from the Pledge Drive $73,000 from the WalkathonCombined with CPS Discretionary money, we helped fund teaching positions: 3 Classroom Teachers An Assistant Principal An EL1 Assistant An Office Clerk A Response to Intervention (RTI) Specialist Technology Support Services Instructional Materials/SuppliesWe also paid for: Field trip buses Small tokens of appreciation for our teachers and staff including two report card

pick-up lunches and the holiday cookie supplies Referees for games for our sports teams Rental and upkeep of the copy machines Office and art supplies Student of the month breakfasts and honor student awards

Agenda












2011-2012 Fundraising GoalsFUNDRAISING GOAL of $400K….WHY?If we use 2010-2011 year as a baseline: FOM gave $200,000 FOM gave $60,000 from previous year Expect CPS budget to decrease at least $50,000 due to

lower number of free and reduced lunch students We need to raise $310,000 to just get us back to the same

baselineWish List: Another EL1 Assistant ($40K) Air Conditioning Other ½ of Art Teacher More RTI Spending More Technology Support

Agenda












14

Pledge Drive Plan

Tracy MoreAmy Sprenger

Data From 2010-2011 Pledge Drive

$102,147

$33,113

$10,863

Participation Percentages by Grade

GradeTotal

Percentage for Entire

Grade

Percentages by Classroom For Actually Gave

EC 66% 96%, 76%, 65%, 58%, 58%, 57%, 55%, 43%

ELI 36% 57%, 42%, 33%, 31%, 14%, 7%

4th grade 15% 17%, 13%

5th grade 10% 10%, 9%

6th grade 8% 10%, 5%

7th grade 5% 5%, 5%

8th grade 4% 4%, 4%

Breakdown of Pledges vs. Received by June 30

$146,123 Received by 6/30

$13,605 Still expect to receive, recurring credit card or said would come this summer

$600 Lost due to credit card cancellation, no response

$1,700 Lost due to gave at walkathon instead

$1,460 Lost due to change in financial circumstances

$6,225 Lost - no response to request

$169,713

Survey Feedback

Highest dissatisfaction of pledge drive is not knowing how money will be spent Received great feedback in response to Farah’s

recent email stating exactly how the money was spent

60% of survey respondents want names and amounts to remain confidential Will start this year by emphasizing classroom

competitions

Findings

Need to encourage/remind families that suggested giving amount is per student

Need to increase participation (stress giving at any dollar amount)

What Is New This Year? Asking FOM board and LSC to pledge early so we

can promote 100% participation from the two boards at Open House

PHONE-A-THON: Dinner & Dial before October 12th FOM meeting All Board Members must attend

Promoting classroom competitions: Tiered Approach Extra recess/Homework Passes – 75% participation Popsicle Party - 100% participation OR Teacher

Experience? Using room parents more to add personal touch Teachers promoting giving at Open House

Pledge Drive 2011-2012 Communication Plan

Ask FOM and LSC boards to pledge before 9/21 Open House Aug 8 LSC & Aug 10 FOM

New Parent Orientation (introduction to FOM – focus on volunteering and fundraising, mention walkathon and emphasize pledge drive)

Mon, 8/29/11

First letter in backpacks and emailed via FOM Mon, 9/19

Open House (reinforcement of pledge drive starting – letter on Monday, announce everyone from FOM and LSC boards have pledged)

Wed, 9/21

FOM email blast update regarding progress Mon, 9/26

Room parent email update regarding progress Fri, 9/30

Second letter in backpacks and emailed via FOM Mon, 10/3

Update to room parents - focus on individual room percentage Thurs, 10/6

FOM email blast regarding progress Tues, 10/11

FOM Meeting – FOM Board Phone-A-Thon & Celebration of success to date Wed, 10/12

Third letter in backpacks and emailed via FOM Mon, 10/17

Email reminder to drop off check when at school for report card pick-up Mon, 11/14

Email reminder to drop off check when at school for report card pick-up Mon 4/16/12

Individual email reminders to those who have pledged for final payments Wed, 5/30

Weekly room parent emails Ongoing

Monthly parent newsletters Ongoing

Acknowledge donors/thank you notes Ongoing

Agenda












23

2011-2012 Board Covenant

Pam Lookatch

Board Covenant

Each Board Member must read & sign FOM 2011-2012 Board Agreement tonight

Responsibility Summary: Support mission, image & fundraising initiatives of FOM

throughout school Remain informed of school-wide and FOM programs Serve/Chair one Fundraising initiative and one Outreach

initiative during term Be an active participant on Board and Committee

assignments Set up a structured Communication Plan for your

committee’s events/initiatives

Board Covenant

Time Commitment: Attend 11 Monthly FOM Meetings

Must attend 9 out of 11 meetings per yearMay not miss 2 consecutive meetings

Be an FOM Board Representative Attend Mandatory Events (i.e., New Parent

Orientation, Open House, Friendraisers)Sign up to represent the Board a minimum

of two additional times per year (i.e., School Tours, Community Nights, School-wide Programs)

Agenda












27

2011-2012 Fundraising Options

Carol Deely & Pam Lookatch

2011-2012 Fundraising Options –Up For Vote

PLEDGE DRIVE—ALREADY APPROVED

REMAINING FUNDRAISERS TO BE VOTED ON:------------------------------------------------------------------------ Walkathon Barnes & Noble Bookfair Sheffield Garden Walk

NEW FUNDRAISERS TO BE VOTED ON:------------------------------------------------------------------------ Series of Socials with online auction component Online Stand-Alone Auction Cookbook Halloween Costume Sale

$ 1,793 Gift Card (compared to $1,509 in 2009)$ 358 20% Educator Discount$ 2,151 Total Value at List Price

Barnes & Noble Book FairSunday November 13th

- 31 teachers filled out wish lists (compared to 27 last year)- 249 books were donated during the fair (compared to 118 books in 2009)- 249 books donated were worth about $2,734 (compared to $1,416 in 2009)- $1,368 worth of books remain on wish list which leaves a remainder of $783, given to Lartarsha to buy ebooks for the Nooks- Total value of promotion (value of donated books plus value of gift card) = $4,885

Some Statistics Regarding Donated Books:

2012 Sheffield Garden Walk

Thanks to Vicki & Mark Duhon & the 2011 SGW Committee for an amazingly successful event! 2011 total raised = $2,359

$2,890 in sales less $531 in cost of goods Mayer was asked to handle food

concessions in the Kids Corner for 2012. Fundraising Goal of $3,000

NEW! Series of Socials (Friends & Fundraisers)

Survey results show that parents want more opportunities to socialize FOM is the vehicle to make that happen Events will be 75% social with a

fundraising component for those who want to participate

Three Adults Only Parties plus one Family Event

Estimated total amount raised = $41,000

31

The Social Line Up Meet & Mingle with Mayer at Lake Shore Sports Fitness Rooftop

- Friday, Sept. 30th

$15/person, beer/wine and light appetizers Invite Mayer teachers/staff to meet & mingle with parentsParking spot & more in silent auction (est. $ raised = $3000)

Emerald City Comes to Mayer - Sunday, January 22th 2012$75/family for show, classroom art projects & teacher

experiences in silent auction (est. $ raised = $5000)Stay for a family spaghetti dinner and cake walk – $12 for

Ages 11 and up & $6 Ages 3-10 March Madness Party – Location TBD on March 22, 23 or 24th

$35/person, all inclusive evening at a sports barSilent auction with early items gathered from Walkathon

Solicitation, BB pool, Sports tickets (est. $ raised = $3000) The Big Bash: ”Good Bye for the Summer!” – Location TBD on

Friday, June 1st

$65/person, possible live auction, paddle raise for any budget shortfalls, large raffle items from Walkathon & summer parties in silent auction, iPad 3 instant raffle (est. $ raised = $30,000) 32

Online Auction Easy to administer using www.biddingforgood.com Site sends email alerts to registered users regarding:

Status of auction items Last chance bidding as auction comes to a close

Users have two ways to purchase items:“Buy it now” price = face value of the itemA true eBay style auction including:

• Minimum initial bid price• Specific bidding increments• Auction close date

Used in conjunction with fundraising activities at Mayer social events to enhance auction & fundraising potential before/after event or as a stand-alone year-round auction

• “Buy it now” option prior to End of Year event to sell higher valued gift certificates

• Auction style to sell remaining items, experiences or party spots after events throughout the year

Inclusive of everyone, not only available to those who attend events

http://www.biddingforgood.com/

Healthy Cookbook Fundraiser Letter to families asking for favorite breakfast,

lunch, snack, and dinner ideas. Will include a sample of the ideal way people can submit via email as well as filling out back of form.

Focus on healthy, quick, and yummy recipes Planning to have a pre-order option (with deals) to

encourage people to order. Need to be sensitive to timing of other fundraising/Walkathon so not asking for too much money at once

Targeting Cookbook sales to be in FEB 2012

34

FOM Halloween Costume Fundraiser

175+ costumes have been donated.Dry cleaned by Cleaning Club & ready to be organized & sold.Sell before or after school - one to two days a week

Starting the week of September 19th through the week of October 24

At Fall Community Night on October 27th

Costumes Prices: Full costumes sell for $10-$15Costume parts (capes, masks, crowns, wands, etc.)

sell for $5.

Agenda












2011-2012 Fundraising Options –Up For Vote

PLEDGE DRIVE—ALREADY APPROVED

REMAINING FUNDRAISERS TO BE VOTED ON:------------------------------------------------------------------------ Walkathon Barnes & Noble Bookfair Sheffield Garden Walk

NEW FUNDRAISERS TO BE VOTED ON:------------------------------------------------------------------------ Series of Socials with online auction component Online Stand-Alone Auction Cookbook Halloween Costume Sale

Agenda












Proposed 2011-2012 Budget

2010-2011 Budget

Total Spent in 2010-2011

Suggested Budget for 2011-2012

Copier 12,000$ $9,868 $10,000General Office and Art Supplies 15,000 5,801 10,000Field Trip/Bus Fees 7,500 7,922 8,000Staff Support 5,000 2,016 2,500Technology Support 5,000 0 5,000Sports 2,500 801 1,000Hospitality 1,700 2,212 2,500FOM Maintenance (bank fees, tax filings, etc) 1,500 108 150Printing of Parent Newsletters 1,000 599 750Community Outreach 1,000 1,491 1,000Student of the Month Breakfasts 700 583 700Honor Student Awards 600 397 500Pledge Drive Expenses (excluding online fees) 1,250 4,227 725Walkathon Expenses (excluding online fees) 5,650 6,022 5,000Blanket Project 225 225 0Barnes & Noble Bookfair Expenses 200 175 175Zephyr Dance 5,000 5,000 0RTI (Response to Intervention) 0 0 2,000

65,825$ 47,447$ 50,000$

FOM Current Financial State

Balance in FOM Bank Account = $20,291 Money left over after $200,000 given to

Katie based on 2010-2011 fundraising efforts

Spending Proposal to vote on tonight: Sound System for Gymnasium Air Conditioning

Spending Proposal #1 – Sound System in Gymnasium

Necessary for hosting all-school events (New Parent Orientation, Open House, Walkathon Pep Rally, etc.)

Discounted Price = $5,000—Regular Cost would be $10K+ Jon & Alice Singer donating $2,500Need to approve $2,500 from current FOM balance

left over from last year Long term investment

Vote tonight to purchase & have installed by New Parent Orientation (8/29)

Spending Proposal #2 –Air Conditioning

Air Conditioning installed thru Phased-in Approach (TBD by Katie/Administration)

Cost Structure: $1725 MAX per classroom

$4000 from Kith & Kin parking lot money—already approved by LSC

$10,000 matching contribution has already been donated

Send out request for donations (not in lieu of pledge drive or walkathon contributions, but in addition to)

Vote on $5000 of FOM money to allocate towards A/C slush fund

Agenda












44

Back-To-School Events

Carol Deely

Fall Friendraisers

Back-to-School Friendraiser Picnic Saturday, September 10th

11:30-2:30pm Trebes Park Bring a blanket & lunch Meet new families & visit with old friends

Fall Friendraisers

Meet & Mingle with Mayer Friendraiser Friday, September 30th

7:00 – 10:00pm Lakeshore Sport & Fitness Rooftop Childcare Available for a fee $15/person Admission Charge Cash Bar Small Silent Auction including a monthly Mayer

Parking Spot

Fall Friendraisers

Buddy Program: 5 New Families & 10 Existing Families signed up

for Buddy Program Receive your buddy family’s information by 8/30 Contact buddy family to meet at one of the Fall

Friendraisers or the Back-to-School events Act as their liaison to the school by answering

their questions & introducing them to others Contact Stephanie to join at

[email protected]

mailto:[email protected]

2011-2012 Give Back Programs

Programs set up to help schools raise money by using products and services that families would be using anyways.

Need to market to every new and existing family to capitalize on these programs.

Goal this year - to ensure that we are making every dollar available to us from retailers & FOM’s corporate partners.

2011-2012 Give Back Programs (cont)

Sign up your card to give back to Mayer: Target RED Card – 5% back to users + 1% back to

Mayer eScrip – 1-4% back to Mayer with your

Dominick’s Fresh Values card Between 8/10-9/13 – Mayer receives 10% back

At checkout, let them know you want your purchase to count towards Mayer’s give back: Office Depot – 5% back to Mayer Red Balloon – 3% back to Mayer

2011-2012 Give Back Programs (cont)

Lakeshore Sports & Fitness: Donates $10 per month for each new Mayer

family that joins for as long as they remain members

Online retailers giving back: Mayer will receive 15% back from every costume

purchased with a specific promo code at www.wholesalecostumeclub.com

Mayer will receive a % back from purchases made at multiple retailers through www.goodsearch.com/nonprofit/oscar-mayer-elementary-school.aspx

http://www.wholesalecostumeclub.com/

http://www.goodsearch.com/nonprofit/oscar-mayer-elementary-school.aspx

http://www.goodsearch.com/nonprofit/oscar-mayer-elementary-school.aspx

Box Tops 4 EducationFall 2011

Summary: Introduce and Promote BT4E to current and new families and students by a series of handouts, emails and

facebook postings. Goal: Increase the number of online supporters to 100.

Raise the percentage of ‘marketplace’ shoppers.

Agenda












53

FOM Board Representation

Pam Lookatch

FOM Board Representation Sign Up

Back-to-School Activities Meet & Greet - Friday, 8/26

• Meet new families at table promoting FOM and Give Back Programs

• Mingle at school-wide picnic• Volunteers needed 8:30am-12pm

New Parent Orientation – Monday, 8/29• Mandatory attendance for Board Members• Meet new families at table promoting FOM and Give

Back Programs• Volunteers needed 5:30pm-7pm to sit at table

FOM Board Representation Sign Up School Tours

Attend program in library prior to tour Take parents on tour of school Answer perspective parents’ questions Volunteers needed 9:45am-11am

• October 13• November 30• December 22• February 23• March 22• April 26• May 24

Agenda












FOM Parent Newsletter

First Newsletter of the year will come out on September 21st for Open House.

Deadlines are scheduled sooner than the rest of the month’s of the year:

Article ideas/Space Holding Requests by 08/31/11 Articles Submitted by 09/07/11 Design/Photo’s Taken – 09/08 – 09/13/11 Proofing – 09/14 – 09/19/11 Hardcopies at school 09/21/11 (in AM)

Please use the email address [email protected] when submitting articles to the newsletter.

Further instruction on how to communicate FOM information in the school’s many communication vehicles will be sent out following this meeting and reviewed at our September FOM meeting.

mailto:[email protected]

Agenda












2011-2012 FOM Meeting Dates

Wednesday, August 10 TUESDAY, September 13 Wednesday, October 12 TUESDAY, November 15 Wednesday, December 14 Wednesday, January 18 Wednesday, February 15 Wednesday, March 14 Wednesday, April 25 THURSDAY, May 17 Wednesday, June 6

All meeting times are 6:30 PM, in the school

library, except as noted

Other Business

Trebes Park Renovation Update – Initial CPD Budget Meeting was successful –

thanks to everyone who was there in Mayer gear!

Trebes Park proposal was forwarded to next round of budget meetings which will be held – September 22nd at 6pm (Warren park – 6602 N. Western)

Please come out again in your Mayer gear to show support for playground improvements for all our Mayer students.

Next FOM Meeting

Tuesday, September 13th @ 6:30pm 2nd Floor School Library

See you there!

taking responsibility for our school’s future friends of mayer meeting august 10, 2011

Documents

fundraising money

spending slide

donated slide

fundraisersfarah denahan7

board covenantpam lookatch7

pledge drivetracy moreamy

fom discretionary

school eventscarol deely8