Ronald McDonald House Charities of Oregon and Southwest Washington Board to Trustees Meeting Oregon Medical Association May 12, 2015

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1 Ronald McDonald House Charities of Oregon and Southwest Washington Board to Trustees Meeting Oregon Medical Association May 12, 2015 In Attendance Board Member: Grant Jones, David Stoller, Michele Ferree, Randy Beaulaurier, Julia Brooks, Jodi Coombs, David Payne, Jared Ray, Annie Sakaguchi, Mona Westhaver, Cindy Luckman, Dave Girt, Phil Fogg, Kiersten Shaw, Steve Scott, Jessie Minton, Buz McDonald Staff: Jessica Jarratt Miller, Eric Brown, Ashley Schmidt, Julie Miller, Molli Mitchell, Diana Copeland, Kari Christensen Absent: Mady, Murray, Doug Wirges, Val Hadwin Monica Wehby, Andy Davis, Mike Francis, Janelle, Irick-Bynum, Janice Swanson West House Guest The Gabby Family attended the board meeting and discussed their experience and the support of the Ronald McDonald House during their daughter s treatment at Doernbecher. They included the importance of having separate kitchen space, access to services and activities, and good transportation/access to the hospital. They thanked the board for the commitment to families. Call to Order Grant called the meeting to order at 4:30pm Ratification of minutes The minutes for January and March were sent in advance of the meeting. Mona Weshaver made a motion to approve minutes from both months with no edits. Julia Brooks seconded the motion. The board approved unanimously. Final Audited Financials for Dave Girt reviewed the key finding from the audited financials for 2014: a. The audit resulted in no adjustments. b. There were no material weaknesses identified. c. Recognized considerable in-kind contribution from Doernbecher related to the Marriott and West House: $1,234,224 d. Program support increased significantly due to recognized In Kind and adjustments made to allocations (76% programs, 16% Fundraising, 8% Admin) 1

2 2. Mona stated the importance of the program expense allocation improvement to improving our non profit rating publicly, considering the change from the historic 64%. 3. Julia Brooks made a motion to accept the audited financial statements for Annie Sakaguchi seconded the motion. The board approved unanimously. Financial Overview 1. Dave Girt provided an overview of the first quarter financials for the organization: a. Revenue is on target i. Donations and Grants below budget ($28,000) ii. Offset by event sponsorship ($16K above budget) and McDonald s promotions: Happy Meals and Have a Heart ($25k above budget) iii. Service revenue on target based on adjusted expectations b. Expenses 6% below budget i. G&A, Programs under budget ii. Fundraising over budget due to software renewal ($9500), printing costs related to the Have a Heart campaign ($5300) c. Cash and Investments 2. Financial Summary: i. Overall cash and investments are down $172k from the end of 2014 Jan-Mar Performance 2015 Budget Variance Total Income $ 448,233 $ 450,013 $ (1,780) Total Expense $ 558,046 $ 595,259 $ (37,213) Net Ordinary $ (109,813) $ (145,246) $ 35,433 Other Income $ 78,735 $ 36,567 $ 42,168 Other Expense $ 14,365 $ 41,610 $ (27,245) Net Other Income $ 64,370 $ (5,042) $ 69,412 Total Net $ (45,443) $ (150,289) $ 104, Eric noted that, starting in April, the Board of Trustees and staff will be receiving an electronic dashboard that will include summary financials, program performance, guest satisfaction results, volunteer hours, and social media statistics. Signature Authority for United Bank 1. United Bank is the financial institution that is utilized by our third party direct mail vendor (True Sense). Funds are deposited to the account from donors who respond to the any 2

3 direct mail appeal. As of May 12, 2015, the only signature authority on the account is former COO, Siri Hamil. Annie Sakaguchi made a motion to remove Siri Hamil from the account and add Jessica Jarratt Miller and Eric Brown as authorized signers on the United Bank account. Jessie Minton seconded the motion. The board unanimously approved. 2. Jessica asked the board about the bylaw requirement to have full board approval to update signers on our bank accounts. It was agreed that most board delegate that authority to the executive committee. ACTION: Grant asked Eric to review and make suggested edits to the bylaws for board review (and include a review of any additional/suggested changes. Advisory Board Nominations 1. Jessica review the follow slate of advisory board members nominations: a. Ann Adrian, Vital Life Foundation b. Lauren Taylor, Marriott Residence Inn c. Cynthia Whittington, McDonald s Owner/Operator d. Scott Miller, Marquis Companies e. Tracy Powelson, Small Business Owner f. Jen Pucillo, Czopeck Design g. Randi Ray, McDonald s Owner/Operator h. Dave Frank, Parr Lumber 2. Randy Beulaurier made a motion to approve the slate as presented. Mona Westhaver seconded the motion. The board approved unanimously Events Kari Christensen review the 2015 events: 1. Golf Classic (Monday, July 20) a. Highlights i. Pledged Revenue: $156,950 of $240,000 goal ii. 27 Sponsors $137,050 (37% growth over 2014) iii. 35 Foursomes Filled $13,700 iv. 66 Lexus Raffle Tickets Sold $6,600 v. In-kind sponsors: Nike Mobile Pro Shop, Menlo, Dr Pepper, Coca-Cola, 4 Spirits Distillery, Fort George Brewing, Good Life Brewing, McDonald s, KUNI Lexus b. Board request i. Golf with us! ii. Sponsor the Tournament iii. Tell your Network iv. Promote the Lexus Raffle Tickets 3

4 2. Hearts and Hands Gala and Auction (Saturday, October 10) a. Highlights i. Pledged Revenue: $25,000 of $444,000 goal ii. 4 Sponsors $25,000 iii. Return of the Diamond Dig! iv. First round of procurement letters sent b. Board request i. Mark your Calendar & Tell Your Network ii. Sponsor the Gala iii. Donate to the Board Gift (TBD) iv. Join us for the Procurement Party (June 1) c. Discussion: i. Kari asked about the Board gift for the auction. The Board agreed to do a combination of wine and gift cards to restaurants. ii. Phil Fogg asked about the ability to have mobile bidding. The board discussed the downsides (gala attendees provided negative feedback from last year) and the positives (expanding to an remote audience and providing the auction virtually). Kari indicated that the committee will consider a hybrid/middle ground to accomplish both the traditional approach and some options for mobile bidding. 3. Stronger Together Walk (Sunday, November 8) a. Highlights i. Corey Mehl, Walk Coordinator ii. 3 Locations iii. Anticipating $100,000+ in revenue iv. Mr Rooter Plumbing, Michele Ferree SW Washington Lead Sponsor v. TeamRaiser Website b. Board request i. Experts Needed site locations, potential sponsors, community connections, ambassador committees ii. Support the Walk financially, in-kind donation iii. Tell your Network CEO Update 1. East House is under construction with the reception and common areas demoed and being rebuilt. The ground breaking for the playground and beginning of the external work began on May 11 th, with the key leadership of Vital Life Foundation and Marquis Companies. Details on the project to follow. 2. Legal Agreement finalized with PeaceHealth and signed by RMHC 4

5 Next steps are to meet new leadership, officially retain our project manager and finalize our construction budget 3. RMHC officially accepted as a partner for OHSU and Doernbecher s proposed Patient & Family Housing project Next steps are to identify RMHC s key stakeholders to participate in the design process 4. Hall of Fame Luncheon (June 3 rd ) 5. East House Remodel Event Series (May 20 th & June 16 th ) 6. Tanner Society Event Preview (Kartini Clinic Rooftop Reception) 7. Powerful philanthropic support: the community continues to respond to the needs of our families. Specific recognition to the Vital Life Foundation and Marquis for their generous $70k donation this week! 8. Updated Board & Committee Meeting Plan: Jessica reviewed with the board key board and committee commitments for 2015 to underscore the incredible work of the board and also a point of evaluation of structure and time commitment. The Executive Committee and Development committee will continue to ensure a reasonable structure for conducting Board business. 9. CARS HELP Billboard Campaign the car donation is in full swing. Jessica previewed the billboards! 10. Strategic Planning Follow Up: The work that was done by the Board during the March retreat is being carried forward by a newly established Long Range Planning Committee. The purpose of the committee will be to translate planning work into long-term guiding documents and principles and establish strategic growth benchmarks. The first meeting will be held on May 25 th. The committee is as follows: Phil Fogg Committee Chair Grant Jones Mona Westhaver Scott Gettel David Payne East House Remodel 1. Jessica updated the board on the updated capital plan: a. Updated Funding Goal = $1,729,900 b. Updated Completion Goal = December 31, 2015 c. Remodeling Budget remains on target d. $260,000 spent to date e. Bundled capital investments (Guest Room updates, Guest Registration software) allow for more effective foundation fundraising f. Extending the timeline improves fundraising outlook and accommodates newly bundled projects 5

6 g. Continue to approach key elements as pursue once funded h. Maintaining plan to use board-designated assets up to but not exceeding $750,000 (Current budget reflects $350,000) 2. Jessica reviewed the budget: Project Cost Interior Remodel $ 547,500 Annual Guest Room Update (5 Rooms) $ 25,000 Play Ground & Outdoor Grilling Area $ 550,000 Backyard Gardens & Play Area $ 100,000 Front Entryways, Gardens & Interactive Pergola $ 200,000 Roof & Exterior Painting $ 95,000 Guest Registration Software $ 40,000 Guest Computing Upgrades $ 172,400 East House Signage & Artwork $ 50,000 $ 1,729, Jessica reviewed the capital income: Income Cost Confirmed Gifts $ 406,936 Board-Designated Assets $ 350,000 RAISED TO DATE $ 756,936 REMAINING TO RAISE $ 972,964 Pending Requests $ 580,000 REMAINING TO SOLICIT $ 392,964 Funding Prospects $ 534,200 6

7 4. Discussion: Phil Fogg asked about the timing of raising these funds and the potential impact on the new housing at OHSU. Jessica indicated that building would not begin until late 2016 giving good separation between the two projects. In addition, Jessica assured the board that we are going after new funding sources (primarily foundations) to support the project, while relying solely on existing supporters for anything above their current commitment to the operation. Program Spotlight: Family Rooms 1. Eric discussed the family room concept, including a. Key metrics for success i. Number of unique families per month ii. Number of visits: hourly, per shift, daily iii. Out of town ratio to local families iv. Volunteer Retention v. Satisfaction (volunteers and families) b. Objectives for the PeaceHealth Family Room i. 1,000 Square Feet ii. Small kitchen iii. Living room space iv. Laundry v. Spa bathroom vi. Volunteer support vii. $200k to construct viii. $100k grant from RMHC Global Board Work Session 1. Based on the upcoming development projects (family room/patient and family housing), the board worked on addressing: a. Reflect on your best hospitality experiences. Identify the outstanding physical spaces, customer service or service offerings that characterized them. b. Reflect on your times of greatest need (specifically a family health crisis if you have experienced one). Identify moments of brightness, offerings of support that resonated and unmet needs) c. Translate both lists into opportunities for RMHC. 2. The board reported out on their work and items will be captured and incorporated into the design work. Adjourn: Grant adjourned the meeting at 6:10pm. 7