St. Bernard School
SAC Fund Raising Subcommittee
June 7, 2006 Meeting Minutes
The meeting began at 7:00 pm in Fontenay Center.
The purpose of the meeting was to discuss with representatives of the PTG and the SBAA how the fund-raising efforts of the three groups could be better coordinated to achieve maximum results. The concept was proposed that by working together as a unit more funds can be raised than if the three groups continue to work separately on their own projects. Another element of this concept was that more money needed to be brought into the St. Bernard School community from the surrounding community. The parents cannot be the major source of the funds being raised.
The initial proposal entailed the groups working together on a few large projects and splitting the results on a proportional basis. The reasoning behind this proposal was the incentive that all of the groups shared the successes if the overall target was exceeded and shared in the pain if the target was missed. This approach also aimed at reducing the overall number of fund-raisers by eliminating most if not all of the smaller events.
The SBAA is estimating a budget for 2006/2007 of approximately $60,000, the PTG is estimating approximately $20,000 and the SAC has committed to $60,000 for a total of $140,000.
The SBAA identified their fund-raisers as the Golf Outing, the Charger Club and participation fees for a total of 3 events. The PTG identified the Chinese Auction, the Innsbrook Wrap, the Book Fair and Membership as their major fund-raisers. The SACC identified May Mart/Friday Night Event, the Fish Fry and an as yet unidentified Big Event for a total of 3.
The idea of using the work done by the SBAA on the Charger Club and its February reverse raffle as the foundation of the Big Event was discussed. Ultimately it was decided the SBAA and the SAC would work together to expand the Charger Club and it’s reverse raffle. The SBAA would take the first cut and the rest would go toward the school fund-raising effort. The method of determining the amount going to the SBAA still needs to be determined however it could be based on an average of past events. One of the main points of this idea is to make the SBAA whole on the event as though it were still an entirely SBAA event. The details on how this would work still need to be discussed.
A similar approach to the SBAA Golf Outing was agreed upon. The SBAA and the recently formed Alumni Association would work together to expand the event. As with the Charger Club event the SBAA would be made whole with the excess going to the school. The method of determining the amount going to the SBAA still needs to be determined however it could be based on an average of past events. The details on how this would work still need to be discussed.
The PTG’s Chinese Auction was discussed. The possibility of returning it to its original size was suggested. In the past the items auctioned were mainly hand-made. This would allow the larger items to be included either in the Charger Club reverse raffle event or in some other major fund-raiser. This approach would necessitate some of the PTG budget items being moved to the school budget.
One of the issues facing the groups was soliciting the vendors in the area either for sponsorships or donations. Each group in the St. Bernard School community has competed with each other over the years by approaching the same population of vendors. To better coordinate this aspect of the fund-raising efforts a gift solicitation committee will be formed consisting of a representative from the PTG, the SBAA and the SAC.
It was pointed out that the 7th and 8th grades have a number of smaller fund-raisers to help finance their trips/retreats, etc. One of the suggestions was to have them take responsibility for developing and growing the new paper recycling initiative and eliminate the school store and the other smaller fund-raisers. They would take what they needed from the proceeds and the rest would go to the school. This will provide them with the incentive to grow the program.
Several other fund-raising ideas were briefly discussed. They were a speaker series featuring local personalities, working the concession stands at Heinz Field, some form of mandatory fund-raising such as raffle ticket sales and some form of mandatory volunteer hours. More information is needed on these items.
One concern was brought up regarding any fund-raising shortfalls. Currently each group is responsible for any shortfall. Under the proposed approach the question was asked if the Pastor could cut the athletics programs to make up for any shortfall in the school fund-raising target. How will athletics be kept safe if it is incorporated into a unified fund-raising effort with the PTG and the SAC?
Another concern about the coordinated fund-raising approach centered on the budget setting process. Would the SBAA and the PTG need to submit their budgets to the SAC for approval? The approaches decided upon above would make that unnecessary.
The following action items resulted from the meeting:
1. Names for the gift solicitation committee will be provided to Eric Schorr by June 30.
2. Stephanie Lackner will forward a draft letter/proposal to the SAC, the PTG and the SBAA regarding the mandatory fund-raising/volunteer hours idea.
3. Patrice Hart will gather more information regarding Heinz Field concession stand fund-raising opportunities.
4. Eric Schorr will talk to Father Driesch regarding the athletics concern.
5. A volunteer is needed to explore the possibility of having the 7th and 8th grades take responsibility for the paper-recycling program. Barring that the volunteer will look for ways to maximize the benefits to be gained from the program.
6. Mary Beth Frank will gather information regarding a speaker series.
The meeting adjourned at 9:30 pm.
St. Bernard School
SAC Fund Raising Sub-committee
March 28, 2006 Meeting
Minutes
The meeting began at 7:00 pm in the conference room of Fontenay Center. Ann Cognetti, Susan Pavlick, Thurman Gardner, Ted Pettko, Bob Schilken and Eric Schorr were in attendance.
The idea of approaching the SBAA and the PTG about their fund raising needs was discussed at length. Those in attendance believed it best to reduce the number of fund raising events in order to reduce the number of times parents are approached and to reduce the “fund raising fatigue”. It is also believed a concentrated effort will be more successful in raising large amount of funds than many smaller uncoordinated efforts.
The big event was discussed. A number of those in attendance had attended some of the large fund-raising events for other Catholic schools in the area. Those events were mostly auction nights that brought in anywhere from $40,000 to $80,000. It was agreed this type of event is what St. Bernard’s will pursue. February was believed to be the best time of year for the event because it is after the holidays and before Spring. The event will need to be held off-site to encourage attendance by the greater community. It is believed holding it on St. Bernard property will limit the number of those attending to parishioners. Those in attendance concluded it was best to determine what committees were needed for the auction night and find volunteers for those committees before seeking someone to chair the event.
There was some discussion surrounding the relationship between this event and the Friday Night event before May Mart. This will need to be discussed with the Friday Night committee.
Thurman Gardner gave a brief report on the Alumni Association progress. He has names of thirteen interested alumni. He will have a kick-off meeting/mixer on April 18. Efforts are needed to sift through old records to develop an alumni database.
Action items:
1. Eric will contact the SBAA and the PTG to arrange a meeting where their funding needs will be discussed as well as their fund-raising efforts. The proposal of reducing the number of events and coordinating the efforts of the groups will be discussed.
2. Ann Cognetti will contact St. Alexis to gather information about their major fund-raiser.
3. Eric will contact Stephanie Lackner about the proposal to require families to sell tickets as part of a fund-raiser.
4. Eric will contact Jim Baranowski regarding progress on the paper recycling initiative.
The next meeting will be held in late April. The date will be announced soon.
The meeting adjourned at 8:15 pm.
St. Bernard School
Fund Raising Sub-committee
December 6, 2005 Meeting
Minutes
The meeting began at 7:00 PM in room 302 of the school.
Alumni Association – Thurman Gardner briefly reviewed the draft plan he developed to establish an alumni association for St. Bernard School. He also gave an overview of its purpose, mission, structure, activities/tasks, finances and next steps. The association will need some seed money to finance its initial activities. The plan calls for it to be formed in the summer of 2006, however much work needs to be done between now and then.
Next steps:
1. Announce the association has started and begin looking for alumni volunteers.
2. Ask Mr. Buffington to put an announcement in the blue envelopes or in his shirt pocket notes.
3. Include and announcement in the PTG newsletter.
4. Include and announcement in the church bulletin.
Eric mentioned the possibility of including the parents of alumni in the association.
Thurman will continue to move the project forward for now.
Apple Pies – Eric mentioned that there are only about 100 pies left for purchase out of a total of 1,664 made. An announcement will go out in Mr. B’s shirt pocket notes.
The Apple Pie team is in the most need of help in the support roles. More specifically volunteers are needed to provide breakfast, lunch or desserts or assist in laundering the aprons at the end of each pie making day. Help in the other areas of the pie making process will also be welcomed. The next pie making session is scheduled for the week of January 30.
Eric will contact Susan Hagen for any comments she wants to have posted on the school web site. Additional announcements will be made in the church bulletin.
Monthly Second Collection – Ted Pettko had been in contact with Father Driesch about the feasibility of replacing the monthly second collection for the school with an independent mailing. The purpose was to exempt these funds from the diocesan assessment. Currently the second collection is treated as part of the church collection. The diocese assesses all collections at 18%. The study has been placed on hold.
Paper Recycling – Ted will look into the Sunday Post Gazette column by Brian O’Neill about the money to be made by recycling paper. One Catholic school in the area expects to collect $5,000 this year alone.
Max and Erma’s Flyers – Stephanie will gather more information on flyers distributed by Max and Erma’s restaurant. The restaurant will set aside a night where patrons can present the flyer and have a certain percentage of the bill donated to the school.
Major Fundraiser – A number of items were discussed for a major, signature fundraiser for the school. Dave Scotti will gather information of St. Louise’s Men’s Fish Fry. It is basically a Monte Carlo night and makes a significant amount of money.
No other decisions were made other than the time of the year for the event. It was suggested it be held in late January/early February to avoid conflicting with other school fundraisers. The first event will most likely take place in 2007. This will be the only agenda item for the mid-January meeting.
The meeting adjourned at 8:45pm.