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HomeMy WebLinkAboutPFM092506CENTRAL POINT PARKS & RECREATION FOUNDATION 1VIEETING 1VIINUTES Septe~-ber 25, 2006 REGULAR MEETING CALLED TO ORDER The meeting, was called to order at 6:08 pm. 11. ROLL CALL AND INTRODUCTIONS Members Present: Jim Harleman, John Beck, Eleanor Holbrook, Richard Halley (Council Liaison), Kerry Bradshaw, Neil Olsen, Patricia Alvarez Staff Present: Katherine Boxer, Executive; Matt Samitore, Development Services Coordinator; Jennifer Boardman, Program Analyst; Dave Jacob, Interim Parks and Recreation Coordinator; Charlene Weston, Recreation Technician; Shelly Brown, Secretary III. ELECTION OF OFFICER(S) There was no election of new officer(s). AVice-Chairman is currently needed and this will be addressed at the next meeting. It was noted that Mr. Harleman will be stepping down as Chairman at the end of December and the Vice-Chairman will become Chairperson. IV. MINUTES The Board reviewed and approved meeting ,minutes for June 27, 2006. V. STAFF REPORTS (a) Finance Report Central Point Parks ~ Recreation Foundation Treasurer, Jill Turner, presented the Foundation Revenue and Expenditure Report for the period of July 1, 2006 to date. Total revenue to date is $20,343.87, expenditures to date are $8,525 leaving a bank balance of $11,818.87. Ms. Tumer presented the Balance Sheet for the period of July 1, 2006 to date and defined how funds have been used. Balance to date is $11,818.87, matching current bank balance. $6,818.87 of this balance has been designated to the Skateboard Park, memorial bench in Forest Glen Park, Art and Science Camp scholarships and Day camp Scholarships. The remaining $5,000 (from the Gordon Elwood Foundation) is to be used in future board development and fund raising development. (b) Grant Update Ms. Boxer reported the State of Oregon has granted $50,000 for matching funds towards the development of Blue Grass Downs. The grant was given to the City of Central Point as the grant proposal was submitted by the City. The grant contract has been signed, the money has not been received as yet, but is forthcoming.., There are requirements for receiving the money that we have the park construction completed by certain dates and we will be sending the state updated reports. Parks and Rec Foundation Meeting Minutes September 25,'2006 Ms. Boxer amended Ms. Turner's report by stating The Carpenter Foundation awarded $5000. We have received $2,500 to date and will be receiving another $2,500. The Gordon Elwood Foundation has awarded $10,000 for a fundraising plan. They are giving $5,000 this year and $5,000 next fiscal year as we conclude the development of the fundraising ,plan. We have applied for a few other grants. One of the challenges with grant writing is being successful every time. Not only do you have to provide the requested information for the specific project with great detail, but you have to make sure you are requesting the appropriate or acceptable amount of money. that is traditionally given by the foundation you are asking support from. It also depends on who you are competing with for the grant(s). Our track record is good so far. As staff time allows, we will continue to apply for grant funding to enhance recreation programs and scholarships, as well as future capital items. (c) Fundraising Ideas and Planning Ms. Boxer gave a Power Point presentation on Foundation Development • We hope to have a consultant who specializes, in fundraising at the next meeting. • We've had fairly significant transition in both members of our Non-Profit Foundation Board as well as the Parks and Recreation Commission. • The Non-Profit Foundation was established in 2005. • Things we need to discuss are what we want the goals of the Foundation to be other than enhancing funding opportunities for the City and Parks and Recreation, but also what specific goals we wish to achieve and what are those objectives and what are the action items associated with those objectives. A study session is needed to focus on these items to better understand the direction we want to go and what types of financial objectives for operations of the organization and getting the funds to support the goals and objectives. • Within any strategic session there is identification of timelines and who is responsible for them. As we get a better sense of how much money we want to try to bring in and the different ways to bring in funding, we will need to look at what are our internal staff resources to help accomplish these goals and what kind of support might we get from the non-profit board in these actions. • The Foundation does not have a brochure. That is one of our next steps. We want to integrate what we come up with in our strategic planning into the brochure. We also want to develop .materials for presentations to the community to get our fundraising activities established and going. Presentation materials will vary from formal Power Point presentations to large groups to private individuals and families that might be thinking of estate planning,, • An Annual Report is a good vehicle to present what has been accomplished in the last year by an organization. It is good to point our monies that have been awarded and how they were distributed in detail. We want to talk about any other activities that we've conducted, grant monies received and :other :partnerships that have been developed. In our promotional materials, we want to develop the categories for what people. can do to help us in the enhancement of Parks and Recreation Page 2 of 3 Parks and Rec Foundation Meeting Minutes September 2S, 2006 programs. • In our promotional materials, we want to develop the categories that people can contribute to. We must be specific with each project, providing examples so that when the material goes out to the community, they have a good understanding of what they can potentially contribute to. We want to assign .costs for various types of donations. • The ultimate goal of the Gordon Elwood Grant is to make our non-profit foundation relatively self-sustaining. We figure out how to generate our own monies without having to go back to the same organizations year after year requesting funding. • The consultant that does work locally can take up to a year to work with a board. We want to shorten that time. • The next steps in the Foundation Development are to develop a strategic fundraising ,plan with a planned session date with the non-profit board and the consultant. Staff will be working on the other elements mentioned above such as the brochure, categories for donations, etc. Another aspect of is to develop a community kick-off event for the Foundation to make the public aware that this organization .does exist and this is what is can do with community support. There are a variety of different types of events to consider. Ms. Boxer will contact the fundraising consultant to see when she will be available for a strategic plan session. Ms. Boxer also mentioned to the board to inform her if they. know of any, other consultants available for this type of action for contingency purposes. The strategic plan process is rigorous. The board seems in support of a meeting at 4:00 p.m. on a weekday in late November. Not on Monday or Tuesday, or the 3`d Wednesday of the month. We will look at some dates that will work with this time frame and send them out with the minutes of this meeting. (d) Kick-off Event Discussion Mr. Harleman suggested discussion of the kick-off event should take place during the Foundation's strategic planning session with the consultant present. In the meantime, board members can focus on their individual ideas for akick-off event to present at the session. VII. OTHER BUSINESS There-was no other business. Vlil. NEXT MEETING DATE The next Central Point Parks and Recreation Foundation meeting will be December 21, 2006 at 6:00 p.m. VX. ADJOURNMENT The meeting was adjourned without objection at 7:00 p.m. Page 3 of 3