FOSA BOARD MEETING - DECEMBER 9, 2006
NOTES BY BILL
Saturday a.m. Laurel on Inviting Generosity
- Agenda and Outcomes Review
- 2006 Generosity Development Plan review & Update
- Capital Campaign Outline Review
- Action Plan Development
- Session Summary & Review
Session Outcomes:
- Shared understanding and agreement on specific recommendations for conducting the groundwork for implementing a capital campaign
- An action plan outlining specific next steps for capital campaign development
- How to cultivate the support/volunteers to do the campaignand what we are not doing
- Outline for retaining relationships
- Tips as we grow how can people here now adjust to changes of growth; not verextend ourselves
- Prevention of failure; doing too much with too little
- Gap between aspiration and reality
Review of Progress to date/ keyed to Laurel’s handout
- Develop and implement system for gathering contact information and distributing how to contribute materials
- Inserts for being involved (most on website)
- Ven. takes brochures when she travels & hands them out
- Ask local volunteers to do a mailing list
- Also, when Ven. teaches, many times the local people do not have computer, LCD projectors for her per the request
- Communication piece/ volunteersneed to have some project management
- Need logistic support for Ven. trips
- The remit envelopes are completed
- Do we have a combined list in e-tap of donor list and email list ?yes
- Have some email names without addresses
- Still need to check some old email addresses
- check EarthLink on spam filter
- don’t delete names bounced by folks being out of office
- need to get more information from those for whom we only have email addresses
- need guidelines for how to communicate with people
- Point person for donor managementin process
- Thank you letters being changed quarterly
- Monthly contributors, some give each month some sporadicallyso some don’t want a monthly thank you letter, but at end of year. Send them a letter that we will not acknowledge each month, but will summarize at the end of the year.
- Leahmaybe thank folks electronically who contribute electronically
- Volunteer Coordinator (the new hire Lori may do this) For Lori
- Kevinneed some liaison person from the Boardpart of Nanc’s weekly updates on what Lori is doing re volunteers
- How to recruit new contributors
- Had open house for neighbors
- Contacts with community
- Maybe have someone who loves to organize events, a party planner (and some way to help people contribute to Abbey)
- Need methods for someone to contribute to Abbeyneed to make sure that it happens someway
- some events make announcement
- some events make it available
- some events do a follow-up letter is more appropriate
- Events
- Ask coordinators to share mailing list
- Reinforce it when at the event
- Write them later to remind them to share the list
- And use eTap for this.
- For Lorito update the lists of people who attend events
- Special Appeals
- Spring and falldidn’t generate much
- Need to know the return from all mailing
- When Ven. teaches people pull out envelopes they have received.
- Need to have people attend the Abbey
- Retentionkeeping people involved
- Need to have 4-6 communications and opportunities to give each year
- Retention Template
- Message points
- thank you for being a support of
- this is what happens as a direct result of your support
- renewal notices
- who sends this out?
- Create and distribute anniversary letter
- Website and online donations. Need to discuss financial part of this.
- Evaluate volunteers vs. mailhousemailhouse is only way to do it to date
- Continue email updates
- Activity Updates
- Annual report and regular updates
- Evaluate Paypal and ecommerce
- Getting people who gives, say $100 a year on automatic withdrawal/ Paypal/ to join our monthly circle.
- Conduct events 1-3 times a year re Master Plan? Haven’t done that yet
- The website is being effectiveyoung adults
- Website updates happen at least once a month (Yea Tanya)
- Our great progress to dateeTap, website, getting volunteers, success at inviting generosity to date.
Capital Campaign Outline
- questions
- conclusions
- recommendations
- Questions
- What is the total amount?
- VTCmaybe 3.5 m to 5 million.
- $100,000 architect
- $50,000 engineers
- Well cost
- Roads
- Electricity
- Cistern
- Conclusions
- If started tomorrow (with resources) doing rough guess with minimum amounts could maybe generate $600,000 in the next 6 months
- We need Improvement with retention
- Need some large contributors to get to $5 million
- Need our own resources (dedicated staff and/or volunteers)
- Look at other people to get involved in addition to us
- Come up with interim ideas about the facility (it won’t happen in next year or so)
- More bathrooms/ showers/ kitchen are most pressing needs and more sleeping space behind that
- Need a dedicated development personsomeone to organize the entire system; someone to hold the big picture and make the pieces not collide. Maybe start with .5 time, volunteer/staff person
- Recommendations:
- How to maximize eTap and our other resources we already have.
- Is it time for more publicity for the Abbey, which we have not done to date because of small size.
- Identity stakeholders who are not involved and get them involved
- Laurel’s recommendationHere is the vision, go to the major donors, interview them and see what level they want to contribute. Do a conversation with them about a ‘feasibility study’ for the capital campaign.
- Say, take 6 months
- Need money to pay someone, $100,000 within the next year for capacity building (from major donors).
After Lunch on Saturday
To Complete Chenresig Hall
Generate 3.5 to 5 million
*Hire a development director
Hire an architect
Create the campaign materials
Architect coordinates engineering requirements
Schematics
Actual construction plan
Complete the site plan
Feasibility study
Major Donors for capacity building
Three Functions to perform
Leadership and major gifts teamdoing “asks”
Logistics, communication & other support
Coordination/consultation/(expertise)
 Identify; recruit those functions
Finance Plan/ cash flow predictions
General contractor
Phases (I & II) (14,000 sq ft and 2000 sq ft) for example
*Growing the community/ to assess the need
*Strategic plan (review and update)
Furnishings & Equipping the building
Project manager & project team
*Operating budgetannual business plan and budget
*Volunteer recruitment
*administrative assistant hired & Jillian
*=within the next 3 to 6 months
Tasks People will take on
| Programs |
Support Systems |
| Growing community |
Communication (external/ internal) |
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Staffing |
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Inviting Generosity |
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Technology |
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Facility |
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Board Support |
- BudgetingLeah will head up. She needs the following information
- Objectiveswhat want to do in 2007
- Do we have the capacity to do that?
- Do we all have the capacity to market that so we can do those things?
- Then Leah works on numbers
Leah, Barbara, Nance, Venerable, Allison, Tarpa
- Hire development director - Allison & Barb will draft this
- Strategic PlanKevin & Bill & maybe Kathleen
- Volunteersnew administrative assistant .
Need Board person to stay connected & support Lori
Barb will come up often; Kevin assist with eTap
Dianne will help with Lori
Leah and donations
Bill will come over and meet with Lori, the Venerables and Barb when they come out of retreat in the time frame immediately following the retreat.
Back to session outcomes:
*Outline for retaining relationships for inviting generosity (template for giving opportunities) Laurel will pull this together
*Loriwho will coordinate with Lori, show her eTap, and the volunteers,
Kevin will talk with Lori on eTap
Should do the letters through eTap
Need to look through outlook system and see how to coordinate with eTap
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