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HomeMy WebLinkAboutPFM122106• CENTRAL POINT PARKS & RECREATION FOUNDATION MEETING MINUTES Deceffiber 21, 2006 I. REGULAR MEETING CALLED TO ORDER The meeting was called to order at 6:00 pm. II. ROLL CALL AND INTRODUCTIONS Members Present: Jim Hazleman, John Beck, Richazd Halley (Council Liaison), Kerry Bradshaw, Neil Olsen, Patricia Alvarez Staff Present: Katherine Boxer, Executive Director; Jennifer Boardman, Program Analyst; Bambi Powers, Senior Center Program Director; Shelly Brown, Secretary III. ELECTION OF OFFICER(S) John Beck motioned Kerry Bradshaw be elected at Chairman of the Boazd, Doug Palmer seconded the motion. All were in favor. John Beck motioned Pat Alvazez be elected Vice-Chairman, Doug Palmer seconded the motion. All were in favor. IV. MINUTES Approval for September 25, 2006 meeting minutes motioned by Pat Alvazez with the • correction under ELECTION OF OFFICERS section be revised; eliminating the sentence "vice chairman will become chairman", seconded by John Beck, all were in favor for approval of September 25, 2006 meeting minutes with above mentioned correction. V. STAFF REPORTS A. Grants Katherine Boxer presented an overview of awazded scholarships to date for Discovery After School Club and an overview of grants received to provide scholarships. We received a total of $27,475 in grants this last year. We applied all to funding partial or full tuition for Discovery After School Club for socio-economic disadvantaged families. Of the $27,475 received we have given $17,000 with a remaining $10,000 balance. In addition we have scholazships we will be awazding for the last trimester (March through May, 2007) of Discovery After School Club. A list of families who have received scholarships and the amounts awarded to each family through the Foundation was provided to the boazd. While the city funds the bulk of recreation division staff costs, our operating costs are in lazge part balanced by fees we charge. The scholarship money we give out is fully dependent on obtaining grants. For two, one week sessions of Art & Science Camp in 2006, $8,750 was given in scholazships support. Summer Daycamp attendance was down this last yeaz; we gave over $1,100 in scholazship support. For Discovery After School Club we can give out • anywhere between $15,000 and $17,000 in a given school yeaz. Page 1 of 5 • Overall percentage of participants in Art and Science Camp, Summer Daycamp and Discovery After School Club who receive scholarship support is approximately 50%. This speaks directly to the socio-economic conditions of families m our area. The Discovery After School Club is already run at a much lower cost than most after school programs in the country. We don't want to turn away families who are in need of the program, but cannot afford the full cost. That is why grants are important. The qualification criteria for scholarship funding approval have been revised. Previously we only asked if the child was on the free or reduced lunch program. We will now be requiring written verification that they participate in the free or reduced lunch program. Recognizing that the Foundation was established to enhance funding of parks and recreation, without a formal fundraising plan, we were able to obtain $27,000 in scholarship support this last year. All of our fundraising activities have been focused on grants for scholarships. We haven't begun to look at capital improvement funding, with the exception of the two state grants we've applied for which we did receive one for $50,000. Katherine reviewed the proposed 2007 Foundation budget for preliminary approval from the board. The revenue and expenditure report for the Foundation shows a carryover of $11,000 from previous funds. It is anticipated that we need total budget of $55,000 in 2007. That does not include staffing or administration costs. • Recognizing that we Have some grant money, but in the 2007 projected budget we want to add an annual campaign of at least $18,000 and another $10,000 to put into park improvements. We will need to raise almost $38,000 this next year for the Foundation to fund scholarships and park improvements. Katherine recommended that the Parks Commission consider recommending to City Council, that Council allocate $20,000 in social services money this next fiscal year for total dedication to scholarship support. It is a social service function. Council awards $10,000 to RVCOG each year for their ACCESS program on a social services basis. It is typical of other jurisdictions to give Council the authority to award funds for social service causes of their choosing each year. Jennifer Boardman summarized that the money in the fund at this time is closer to $9,000. The remainder is already designated. We received a $12,000 grant from Cow Creek which we will receive in January. Of that $12,000, $7,523 is already earmarked for Discovery After School Club scholarships leaving approximately $2,500 for scholarships through the remainder of the year. $2,000 from this grant is earmarked for enrichment pieces for Discovery After School Club. We will be receiving $5,000 from the Gordon Elwood Foundation that is earmarked for fundraising and board development. So there is an anticipated need of approximately $25,000 in scholarship funds for Art & Science Camp, Summer Daycamp and Discovery After School Club combined through • December, 2007. Jill Turner, Foundation Treasurer, is anticipating about $10,000 for Page 2 of 5 • park improvements and $2,000 for fundraising and administration. Based on this summarization, the total need for funding is approximately $37,970. B. Fundraising Ideas and Planning Lisa James, of James Consulting, Inc., presented an overview of her fundraising philosophy and how she might work with the Foundation to develop a fundraising plan. It is important when applying for grants that the Foundation appears to be as self sufficient as possible. A plan needs to be put in place where the Foundation can grow momentum and be successful. There is not an official contract yet for the specific work Lisa will be doing with the Foundation but the goal is to reach an agreement on what the mutual intent and purposes of the Foundation are in order to create and implement a plan. Ms. James presented a philanthropic pyramid to the commission to give a bird's eye view of developing a fundraising plan. As you work your way up the pyramid, you work your way into a more personalized and intimate conversation with perspective donors which would lead to more involvement. The Philanthropic Pyramid is, from bottom to top, as follows: • Identify measurable and quantifiable goals to seek funding of: It is imperative that to have a plan and measurable goals that can be articulated in a compelling way to state the reason funding is being sought and what a • difference it will make; this is what will be new, better and different if contributions are received over another charity or organization. It is important to find contributors whose values match the Foundation's mission. • Funding Statistics 80% of contributions come from individuals, not large corporations. The remaining 20% is from Foundation Grants, Corporation Grants and government contracts. The intensive work is with individuals. • Acquisition: Identifying, getting people interested, involved and engaged in giving to the Foundation and investing in the Foundation's programs. It's the most expensive and intensive part of fundraising because it's making new customers. It's much easier to maintain and strengthen relationships with existing customers than to acquire new customers. It's the most expensive, but the most necessary. As they get more involved, more knowledgeable and more excited about the Foundation's programs, they increase their relationship and investment. City of Central Point Parks & Recreation Foundation is fairly new (incorporated in 2005) and has already done an excellent job building a base in Foundation support. The Foundation has demonstrated outcomes that can be used to entice support from outside sources. • Employing different methodologies to raise the money: a. Cause related marketing: Percent of sales goes to Foundation cause b. Direct mail-must have and maintain a mailing list • c. Newsletters Page 3 of 5 • d. Special Events has a role in fundraising development. It's very labor intensive, cost intensive for the return on investment when you net all of it out after overhead costs to run the event. But it's an acquisition and engagement technique. e. Telephone campaigns Sixteen times more effective than mail since it is more personal. A personal visit is sixteen times more effective than a telephone call. f. Special Campaign Gifts: Very specific goal for donations to be attributed to. g. Endowment Gifts: More difficult to obtain. Often times there is no sense of urgency That compels people to give immediately in order to see the Result they are anticipating. They are often received by bequests Through wills and trusts. Couples with exciting and urgent things that can be successful. h. Corporate and Foundation Grants: Require research, stewardship, relationship building and follow-up reporting, i. Individual giving (repeat & upgraded gifts) j. Capital Gifts k. Long-term commitment: Willing to make continuous commitment to giving 1. Lead Major Gifts: • Standard qualified to be around $100,000 gifts or greater. • The Better Business Bureau recommends that for every $1 raised, fundraising should not be more than .35 of that. That statistic is based largely on national organizations. Very efficient organizations should operate on about .25 per $1 raised. e City Council can assist as necessary in some or all of the following steps: a. Presenting the role and responsibilities of anon-profit trustee b. Conducting a brief organizational assessment; donation history, infrastructure, budgeting, record keeping, etc. c. Strategic Planning and measurable Goal Setting d. Staff and Trustee Coaching e. External environment analysis f. Review of Foundation Grant research and writing g. Development of a fundraising strategy with prospect profiling and acquisition techniques, including purchasing mailing lists, telemarketing, special events, cause-related marketing and individual solicitation training, etc. h. Outlining various methodologies for fundraising relative to the philanthropic pyramid i. Development of a Case Statement /Organizational marketing materials j. Public Relations and Marketing plans k. Conclusion with a written fundraising plan and Parks Foundation marketing ® materials Page 4 of 5 • VI. OTHER BUSINESS VII. NEXT MEETING DATE The next Central Point Parks and Recreation Foundation meeting will be March 15, 2007 at 6:00 p.m. VIII. ADJOURNMENT Kerry Bradshaw motioned to adjourn, Patricia Alvarez seconded. The meeting was adjourned without objection at 7:30 p.m. • • Page 5 of 5