Wednesday, April 27, 2016

May 7, Casady Wing, 1:30-4:30 FEDEX STRATEGIC PLANNING


Minutes of the meeting forthcoming 
YAC, YLOKC and Peace Week
Why?
YAC
YLOKC
Peace Week
What?
YAC
YLOKC
Peace Week
How?
YAC
YLOKC
Peace Week
For first meeting of 2016-2017


Facilitator:  Mr. Evan Walter, Casady's Development Director
I have the privilege of working with a talented group of colleagues and volunteers who share a common passion for Casady School and our students. As a team, we engage the Casady Community strengthening relationships and philanthropic support for our school and students.

Before Casady, Mr. Walter was a Principal at Gossamer Advisors.  He mentored clients on the art of fundraising in order to develop donors who: 

a. Give consistently,
b. Increase their giving over time, 
c. Give significantly at a time of great need, but not at the expense of their annual support; and 
d. Are loyal advocates for the organization in the community. 



To prepare for our FEDEX time, please take a few minutes to send your answers to the below questions to our facilitator of the Strategic Planning, Mr. Evan Walter  waltere@casady.org by 7:00 pm Friday.

1. Why are you actively involved in YAC?
2. What got you excited about YAC?
3. How can you inspire others to be involved in YAC?
4. What personal talents can you bring to YAC to make it good and be successful?

If you are not attending, please consider sending your answers, they are very much appreciated.

A.B.
1. I am actively involved in YAC because I want to make a difference in the community.
2. Hearing everybody in YAC talk about how great it was made me excited to join.
3. I can inspire others to be involved in YAC by encouraging people to join the club, donate in drives, and come to meetings.
4. I can bring my leadership and organizational skills to YAC in order to make it good and successful. 
Unfortunately I will not be able to make it to the YAC planning meeting this Saturday. I will be attending a fishing tournament in memory of Will Harris' 16th birthday from 11 to 3. However, I would like to be a sophomore chair for the 16/17 school year. In addition to being a sophomore chair I would like to run for any other possible positions.

I am interesting in learning more about filling the treasurer position. I would like to chair the Fall Fest Clubs fundraiser and be involved in YAC's Fall Fest booth, etc. 

YAC could be improved by letting people know how many people are involved in YAC and how much they like being in the club. This year it seemed that the meetings lacked a leader and that they did not have a lot of organization. However, the members of YAC were always well informed about meetings and upcoming events because of the emails and announcements in chapel. 

What is PINK's FEDEX Time?


What is Strategic Planning?


Goal of the FEDEX Strategic Planning   (One adult perspective)
A more interactive, creative, collaborative and well organized club/student organization
-Mission, Vision, and Purpose 
a. Why do we exist?
b. How our mission, vision and purpose are reflected in our daily actions, weekly meetings and monthly activities
c. How can the meetings, calendars and activities promote the values of the club/organization and increase voluntary and connected SUSTAINABLE participation?
d. How can older students (juniors and seniors) be more connecting, collaborative and supportive to younger students (sophomores and freshmen)?
e. What should the role of the adult sponsor of the organization be?

-Leadership: Officers
a. What are the offices of the club/organization?
b. Are new positions needed to improve the engagement and retention of participants in activities?
c. What are the responsibilities of the offices?
d. Who can apply to be in that office? Why?
e. How are they selected?
f. Why are they needed?
g. What measures are in place to manage inactive officers and/or participants?  Why is this necessary?


- Yearly Schedule
Theme of the year
What do we want to do? Why? Who will be the main facilitator(s) of the project(s)?
What is ACTIVE in the Community?   Direct, Indirect, Advocacy, Research Projects
How are the theme and the mission connected to the monthly activities and weekly meetings?

Calendar for 2016-2017
August
September
October
November
December

January
February
March
April
May



Summer Strategic PlanningPlanning- Via SKype/ Face Time/ Google Hangout
YAC data from past strategic planning
https://docs.google.com/document/d/1qQ6I2QPfSoB3im6csHXrPpkzER_WJnvdi1OxPKzAJrg/edit
Needed Resource
Service Learning Brochure for parents and faculty
YAC brochure for students, faculty, admission, clubs
YAC and Service Lerning Open House is August
YAC freshman activity in August????
PEACE WEEK 2016 brochure

Time, dates, purpose
June
July
August


Data
Officers


If you are not able to attend, but are interested in running for the positions, please let Mrs. Clay know via e-mail what position.

Find below the positions YAC is in the process of developing from past Strategic Planning.  Also please send the project or projects you want to facilitate next year.  I attached a brochure that was created after 3 strategic planning sessions which has the YAC/YLOKC/and Service-Learning Program calendar
YAC Planning Team Executive Board (Aubrey)
How are the officers selected? Time spend on YAC and desire to make things happen in a collaborative inspiring way.
          - Co-presidents: Miranda Tortoricci,  Isaiah Levingston
          Vice president: Miriam and Safra Shakir 
          - Secretary:  Katherine Shoeffler
          - Treasurer: Johnny Lee 
          - Marketing/Communication/Social Chair: Grace Patton 
          - Grade Reps
                - Freshman: 
                - Sophomores: Anna Buckley, Sahanja Backtaram 
                - Juniors: 
                - Seniors:


Co-Presidents
-main speaker, leadership, guidance on projects, filter agendas, sets calendars.  Participates in service projects when schedule permits it.  Promotes "active" in the community

Co-Vice-Presidents
-work with the presidents to be the voice, VP steps up to lead meetings when president(s) are not present
-Help set and handle the agenda at meetings and participate in projects when schedule permits it.  This position is a step towards having full leadership of YAC the following year.  A President in training.  

Secretary
-take notes, filters YAC Pic for the week for DA and works with Co-Presidents and Vice-President to have the agenda set for meetings.  Takes minutes during meetings  Works closely with the Marketing and Communication offices on flyers, posters, business cards, t-shirt.  The Secretary has to know every decision officers are making to inform the Executive Board and the members

Co-Treasurers  (grant writer and handler)
-budgets
Needs to develop a grant application system to allocate $100 a month coming from S-L budget
Other funding comes from dues??? and Fall Fest fundraiser
Needs money for: Snacks for meetings.  Supplies for projects not available from the S-L program
We need to decide on a system for the snacks
a. Dues to purchase snacks for every meeting and thank you gifts to YAC leadership at end of year
b. Voluntary sign-up knowing that some will not sign-up or will forge

-Manage the funding YAC raises at Fall Fest and create a grant proposal for the $100 the service-learning budget provides to help youth initiatives on a monthly basis.  Read the proposals and make a decision of who gets the funding.  Sometimes teachers and students will be competing for the funding.  It can be tricky sometimes and you might not always make everyone happy.  That is why an application process is needed.  

-Apply for grants to enhance what YAC does and maybe help an intentional and direct funding connection with YLOKCasady needs.
Adult Grant Writing Resources:   Mrs. Clay helps  with grant writing, but we need to have grants checked by Mr. Evan Walter, our Development Director because he is an expert in the field and because we need to make sure he knows about any fundraising efforts going on at Casady at any level.

Marketing/Communication/social Chair:  
Undefined - New Position

Class Reps or Class Chairs:  
Facilitates grade projects.  Keep grades inform of YAC activities

Here are the guidelines on who can get what office.  The nomination coming from the seniors is a new development

YAC Officers - E-PLANNING TEAMS:  IN PARKING LOT: DEFINITION OF POSITION AND RESPONSIBILITIES.  
Facilitation Team
Management Team:  CO-PRESIDENTS: Main speakers, leadership, ownership - Seniors and Co-VP's: Familiar with all different areas - Juniors

Archives and Communication TeamSecretary  Any grade   Marketing and Social Media: Any one with the interest and skills in this area

Ways and Means TeamTreasurer  Any grade.  Position handling money has to have checks and balances.  Fall Fest Funding. $100 from S-L per month ($900 per year.  If not used by YAC, money is used for operating the service-learning office)  Grant Writer and overseer  Money coming to projects or going to projects
Human Relations Team: Social Relansionships Chair  Any grade.  Relationship builder.  We need to have one meeting a month dedicated to learn about who are the people around the table, connecting to each other.  Also we need to celebrate b-days at least 3 times a year, one per trimester.  This position will facilitate those activities in direc

Membership and Action Team:  Membership Team Chair should be a sophomore
-Freshman Project Chairs/ Class Reps
-Sophomore Project Chairs/ Class Reps
-Junior Project Chairs/Class Reps
-Freshmen Project Chairs/Class Reps





YAC members interested
I am interesting in learning more about filling the treasurer position. I would like to chair the Fall Fest Clubs fundraiser and be involved in YAC's Fall Fest booth, etc. YAC could be improved by letting people know how many people are involved in YAC and how much they like being in the club. This year it seemed that the meetings lacked a leader and that they did not have a lot of organization. However, the members of YAC were always well informed about meetings and upcoming events because of the emails and announcements in chapel. 
Thanks!

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