Opening/Introduction: Lila began the meeting at 6:00 p.m. with an opening prayer.

Transcription

1 Attendees: Lila Hofmeister Angel Spalding MerrieBeth Neuman Kay Fenhagen Donna Taylor Deb Raley John Kovich Donnie Tennyson Opening/Introduction: Lila began the meeting at 6:00 p.m. with an opening prayer. Minutes Review: The July 2014 minutes were reviewed. Donna went through the key areas of the meeting minutes for benefit of new board members. Minutes were approved as written. Treasurer s Report: Treasurer s Report was provided. Account balance as of 1 July 2014 was $31, The Foundation gift to the SMS Scholarship Fund was $30,000. Revenue since July in the amount of $12, was received. This revenue included a grant from Dollar General for accelerated reader. Foundation current balance is $8952. It was mentioned that for IRS purposes, there needs to be documentation on how the $30,000 gift was allocated to recipients. Donna has the information on how the monies was distributed and provide to John for recordkeeping purposes. It was discussed that last year letters went out to the parents advising of the tuition contribution that the foundation had made for their family. Board members were also made aware of the fact that the difference between tuition and Family s Household Contribution to Education does not come solely from the archdiocese. The Foundation s scholarship gift goes towards that remaining gap in tuition costs. Grant Status: The Shepherd Foundation grant application has been submitted. The Foundation requested $8000 this year. Foundation has not received any feedback at this time. School also received a grant from the Dollar General for $3400 for accelerated reader project. All board members were asked to look for grant opportunities. One area of new focus might be grants associated with student diversity. It was noted that about 28% of SMS student population is Hispanic. Future Action: Assign ownership of the Shepherd Foundation grant application for future years. Action: Donna to talk to Gail Dean about continuing to be a resource for the Foundation s grant research. New Board Membership: Donna provided update on board officers and membership. Gail Dean has given notice that she is no longer interested in holding official office. Donna and Deb were planned to be replaced as board officers this year. Foundation needs to maintain a membership of 9 board members. Two new members joined this evening Angel Spalding and Donnie Tennyson. Donna asked for help recruiting potential board members. Some discussion on potential new recruits was held. Officers were appointed as follows: 1

2 Treasurer John Kovich Secretary Donnie Tennyson Vice president Angel Spalding President Donna Taylor There were no potential nominees to replace Donna as President of the Foundation. The Board will revisit at next meeting. Action: Deb to send out skill set for board members that was presented at previous annual meeting of the Archangel Foundation. Slide is attached from our first annual Foundation Meeting in 2010 Database Research: Merribeth presented results of her database research efforts. She discussed needs and potential options. Her overall recommendation provided two choices: Continue with current excel database. Not the best option but it is free. etapestry Recommended as the best option. Features include ability to maintain 5000 records, 10 fundraising pages, merchant service account, national change of address (NCOA). Their fees are less than paypal. There are no up front costs. It will cost $200/month and requires a 3 yr agreement. Need to cleanup records before turned over to e-tapestry to do up front effort. Board asked Merribeth to ask company if the foundation can obtain a backup copy for foundation records each year for the yearly fee. Action: Merriebeth has 30 day trial. She will setup a webinex demo for board members to participate. Lila offered computer lab at SMS. Lila advised it would be important to have Paula Turner engaged, as computer lab instructor and from a cash bash perspective. Some discussion on how to pay for the database. Suggestions included: looking for grants that might help pay for IT improvements or a donor(s) pledge. Donna advised that Jason Summers will be working on the current website. Fundraising Plan. Donna reported that the Thrift Store has opened and very positive results so far. Father Peter asked the Board to plan for a goal of $150,000 for 2014/2015 Fundraising Activities. Goals are as follows: Cash Bash $ 40,000 Year-end letter 30,000 Year-end paypal 5,000 Thrift Store 20,000 Shepherd Grant 8,000 Phonathon/Spring 11,000 Golf Tournament 6,000 Archangel Envelopes 12,000 Memorials 10,000 Planned giving 5,000 2

3 Other 3,000 Calendar & Newsletter: Continue to provide calendar updates. Newsletter is planned for the first week of December. Donna writing an article - How I spent my summer vacation which will discuss the efforts of Nancy Frayser and Donna Taylor. Lila discussed a collage by the school kids. Donnie will provide an article on the Bermuda cruise. Donna to ask Father Peter for a pastor article. Next mtg: November 19 th at 6pm. Meeting closed at 7:30 pm with a closing prayer by Donna. Minutes submitted by: Deb Raley 3

4 Resource Needs Time and Talent Need (not treasure) Grant Research Team to identify the types of grants we will seek Identify potential sources Google, other research tools Requirements Filter Review of criteria for eligibility Cost/benefit analysis Application Process Need volunteers with good writing skills Prepare required written documents Follow Thru Create/maintain database of applications submitted Check status of our applications 1 4

5 OPEN ACTION ITEMS: 201 Items Description Resp. Ind. Due Date By Laws revision term of office and dues* Donna Completed Submit documentation for CY vs FY acctg Kay/John 4/ Shepherd Foundation 2014 grant application Paula M./Donna Completed Solicit quote for pre-printed thank-you cards Kay/Donna Completed (completed) Update: Cards Ordered Invite Joey Greenwell to next meeting to discuss Donna Completed phonathon details Review foundation documents regarding the Completed inclusion of other Catholic schools in the Cash Bash event Develop agreement for other Catholic Schools to Cash Bash TBD sign if they join in the Cash Bash event Committee Complete foundation board self-assessment (to be All 3/2014 sent electronically after the meeting) Thank-you Process All 4/ Update Phone Listing for Phonathon MerrieBeth/Donna Completed List of Top Donors 2012/13 John 3/ Webinar for e-tapestry Merribeth October 10-2 Copy of skill sets Deb October On-going Add new alum to database MerrieBeth 5

6 2013 ACTION ITEMS: 2013 Description Resp. Ind. Due Date Items Check with ADF Bingo regarding donation distribution Paula M Comp Check with Archbishop Neale and Little Flower to see if Donna Sep 15 they receive any funds from RAZOO Check into Combined Federal Campaign requirements Merrie Beth Comp Create database of donors/contact information Merrie Beth Comp Instruct Alice on planned giving process Paula Comp Send donor list to Merrie Beth Kay Comp Send supporter list from 1 st mtg. in 2009 on SMC possible closing to Merrie Beth Donna Comp Contact SMECO about incentive program Donna Comp Complete Aging School Grant Donna Comp 6