FOM Board Meeting

FOM Board Meeting

Wednesday, June 14th

Mayer Library

6:30PM-8:00PM

6:30pm Welcome & Introductions

(Attendance: John G., Millie M., Pam L., Erika V., Roona S. Ursula G., Deny M., Stacey K., Melissa S., Natalie P., Julie S., Sandy B., Olivia L., Tara K.)

6:40pm Thanks & Appreciation Pam Lookatch

·  Thanks to Sandy Baccam & Millie Mast – an amazing duo who have brought Mayer’s relationships with local businesses to a new level. Our new 2017 Sponsor banner is up on the corner of Webster & Racine, and it boasts the reach that Mayer has within the community and the power our parent community brings to our neighborhood. Kudos to Sandy & Millie for their relentless efforts to connect with sponsors, add value to their business and in turn lend support to our school.

·  Thanks to Nisha Hazra, Stacey Hara & Reatha Kay for running another successful Walkathon. It was a great day for the kids, parents, sponsors and everyone involved. The communication and fundraising efforts get better every year, and this year the cupcake incentive truly helped excite and motivate the kids. Thanks for all your hard work to continue to make the Walkathon the greatest day of the year!

6:45pm Important Board Votes

·  By-Law Revisions Roona Shah

·  By-laws were from 1980.

·  Revisions include:

·  Removal of mention of an annual meeting since we now conduct elections at either May or June monthly meeting.

·  Set one year term as July 1 – June 30.

·  Updated language regarding notice of meetings via email now instead of written notice.

·  Set quorum as five members since we have always used 5 instead of one-third (which is 4.3).

·  Added that if email vote taken in lieu of a meeting, must be a unanimous vote to pass.

·  Changed the rule that any two positions can be held by the same person except for President and Treasurer.

·  Bullet pointed officer responsibilities to more concise.

Bylaws were discussed (per bullet points, below), Roona to make edits, email to then-current FOM Board, for voting/approval of at the next meeting in July.

·  Board Elections - Postponed Erika Vogel

·  Due to a great deal of last minute interest, the current Board will take an anonymous survey to elect a new slate of Board of Directors for a one year term from July 1, 2017-June 30, 2018.

·  Election Process is as follows:

·  A note will go out tomorrow to all those interested as well as the entire Mayer community to notify them of this election taking place next Tuesday, June 20.

·  All interested parents will submit answers to the following questions by Sunday, June 18:

·  Why they are interested in being on the FOM Board?

·  What they hope to accomplish as a Board member?

·  Current Board will vote anonymously to elect 13 Board of Directors.

·  New Board will be announced on Wednesday, June 21.

6:55pm Financial Updates Pam Lookatch

·  Review of YTD Budget (see attached)

·  Pledge Drive updates –

·  Will send one more reminder to donate if you have not done so already before the end of the fiscal year (June 30) in Bulldog Blast

·  Treasurers continue to send monthly reminders to those who pledged with a future date for payment; will send final reminder before June 30

Pledge Drive Results YTD / $ Raised / Participation
EC / $201,826 / 84%
ELI / $149,570 / 58%
ELII / $50,655 / 50%
MYP / $35,674 / 31%
Unassigned Donations / $14,200
Totals / $451,925 / 59%
Total $ Received / $391,563.20
Total $ Pledged / $60,362.25
Total / $451,925.45

At the meeting, it was suggested that we add a column as to where we want to be in the future, with our $’s, #’s, goals, etc.

Another suggestion was made to add a column for comparison to last year re: participation #’s.

7:05pm 2017 Walkathon Recap Pam Lookatch

·  Walkathon Revenue breakdown – Final Numbers as of 6/13/17

2017 Walkathon Revenue Breakdown
Donations / $48,762
Spirit Wear / $7,774
After Party Wristbands / $6,030
Total Gross $ Raised / $62,566

Last Year Revenue totals - $64,993 (Gross) $60,886 (Net)

·  Fundraising –

·  Changed goal from arbitrary #: 4 donations to 3 donations per student this year + added cupcake incentive for any class that met its goal (3 donations x # of students).

·  Mid-way through fundraising period not one class was on track to meet its goal, so dropped goal to 2 donations per student.

·  In end, 21 out of 27 classes met or exceeded their goals to bring in 1660 donations. (Goal was 1450)

·  MYP and 1 ELII classroom did not meet their goal. Highest MYP class was at 81%.

·  Need to determine if MYP or older grades need different incentive next year and how to increase # of donations brought in because total # of donations similar to last year.

It was suggested that maybe parents are burnt out by the tie WAT comes? Why do we have to lower the donation goals from 4 to 3 to 2?

It was suggested that we suggest a donation amount to help those donating.

It was suggested we switch to a competition bt EC and EL, but that’s hard bc all families finances are different.

Then it was suggested we say $__ buys you a plant for the school, $__ buys you _ for the school.

It was suggested that in our communications, we say that you don’t have to create a username or password.

·  Mayer Spirit Wear Tara Konecny

·  Sales process –

·  Conducted pre-sale two weeks before Walkathon

·  Distributed shirts via backpacks day prior to Walkathon

·  Sold $3,755 in pre-sale + $4,019 day-of = $7,774

·  Shirts cost $3,359 to print = $4,415 Net Profit

·  Going forward follow same strategy - print amount ordered + a few samples + inventory needed to sell at events

·  Will add items/styles before next pre-sale (based on parent feedback) to take place before school begins in Fall – suggestions???

·  Planning to take orders or sell on-hand inventory at Summer Social (July 25)

It was suggested we move spirit wear tent to same area as other sponsors

·  Walkathon After Party Stacey Kaplan

·  500 tickets sold out; never cleared waitlist due to families remaining at LSF until end of party

·  About 110 people on waitlist which equals between 25-30 families – some families on waitlist traded wristbands to enter the party as people left

·  Sent an email to all waitlist families to let them know that party was at capacity at 5:30pm and we are unable to clear the waitlist

7:20pm Sponsorship Update Sandy Baccam

·  Sponsor banner is up and will remain up all year at the corner of Webster & Racine

·  Able to reach out to all Past Walkathon Sponsors; all but 3 signed up to support Mayer again this year with one increasing their pledge

·  Ideas to Thank Sponsors –

·  Thank You for parent donors – Roona – did these emails go out to parents yet?

·  Thank You Fair – on blacktop after school on June 2nd; 5 sponsors on-site including: Menchie’s yogurt, White Tiger Martial Arts demonstration, LSF, Universal Sole & 2 Point Perspective

·  Walkathon– Sponsors on-site last week on the field during Walkathon; sponsors included: SNA, LSF, Galileo, Mother Nurtture, Hakka Bakka, Floriole, Core4Skills, Mathnasium, The Exercise Coach & Innovative Express Care

·  Sponsor To Do’s:

·  Sponsor Directory – Natalie volunteered at last meeting – anyone else want to help?

·  Decal Delivery – Sandy – how many more of the decals do you have left to distribute?

It was discussed that:

-  In July, drop off a directory of sponsors,

-  The sponsor banner can stay up at school over the summer,

-  Maybe a sponsor directory that we can pass out to families in the fall, or that they can print for their records

2017 Sponsorship Level Breakdown
$300 / 32
$500 (28 in-kind/7 cash only) / 35
$1000 / 23
$2500 / 10
Total # of Sponsors / 100
Total Gross $ Raised / $19,059

7:30pm Summer To Do’s

·  Teacher Advisory Role Erika Vogel

·  Have not heard from any interested teachers

·  Need follow up to help recruit teachers for these roles before the start of next school year

·  Looking to receive feedback on new ideas and increase communication between staff/FOM

·  School Supply Ordering Erika Vogel

·  Deadline to order - June 30 at 1st Day School Supplies

·  Please promote to friends and classmates

·  Order online based on grade level and supplies delivered directly to school in August

·  Need volunteers Monday, August 28 to sort supplies by classroom

·  Summer Social Sandy Baccam

·  Family event held at Chicago Columbia Yacht Club on July 25 from 4:30-7:30pm

·  Gave out post card to invite new parents at New Parent Orientation

·  Have already received RSVPS from new parents

·  In Bulldog Blast last Friday to invite whole parent community

·  Would like as many FOM representatives to be there as possible

·  New Board To Do’s:

·  Vote on Board Officers

·  Create Committee Structure for the following:

·  Beyond the Classroom/Community Events

·  Benefit

·  Pledge Drive

·  Finances/Budget

·  Calendaring the school year’s events

·  Budget Approval - New Board will meet over summer when budget is due to vote on giving school the amount of money Katie/LSC request to supplement Mayer’s budget allocation from CPS.

7:45pm Adjourn & Thank You