In Attendance: Christi Carlson, Jeanette Evans, Rick Evans, Ken Rapport, Virginia Aveni
Ken presented a detailed plan of procedures and job changes to manage both current and future revenues as the committee works to create a development plan. The Committee determined that there is urgency to find funds to purchase both the Richmond Heights and Highland Heights properties which were submitted to the Clean Ohio Fund, but which received only part of the available money. In addition to the $260,000 needed to purchase both properties, $20,000 is needed immediately to cover closing costs for Clean Ohio.
Ken’s plan which will be either attached or mailed separately, after he revises it, to represent a proposal for the Steering Committee’s consideration. The proposal would create two roles of responsibility for funds, the (1) Financial Director, who would oversee the reporting, in-house auditing, tax preparation, etc. and (2) the Treasurer, who would basically be the bookkeeper, which Ken thinks would be about 20 hours a week if FOEC is successful in raising much larger sums of money than we have in the past. At this time Ken’s plan would include his acting as Financial Director with Rick (who agreed) would conduct the day to day bookkeeping, picking up of mail, etc. As a change to the Treasurer’s role, the bylaws of FOEC would need to be changed.
Ken suggested that Friends needs to invest in accounting software to provide both the double accounting procedures suggested and the professional reports that will be needed in the future. Christi said that she is familiar with the small business package to which Ken referred. Her husband uses it and she could help Ken walk through the applications him. The Committee agreed to recommend this purchase to the Steering Committee.
Ginny suggested that the next discussion be on the list of tasks for raising money and asked Christi to follow up on her comments at the Wednesday night meeting. The opportunity to begin depositing funds immediately with the new PayPal link that is on Claire’s FOEC web link.
Christi said that the first place to look for dollars is at our own friends and family. Ginny added that people we all do business with would be added to that group. Everyone knows people who have businesses in the watershed which we patronize regularly. Ginny will complete the template for the land purchases and it will be available on the web and printed for the Steering Committee to hand hand out or mail to these contacts. Christi also pointed out that, using GIS or similar tools that Claire may have, would identify residents who actually live or work on the stream and we could mail to that group as well. Christi stated that the full Steering Committee – and by extension members, should be encouraged – could immediately identify a handful, six to a dozen people who to approach for a donation, size of contribution to be scaled to whatever they think is reasonable for their contacts, $10 to $100. Ginny will work with Claire to have the descriptive template converted to the Clean Ohio properties in time for the promotion.
Ginny suggested that the fund-raising task is a development role apart from financial management and control. Unlike money management and accounting, she believes that this is really more marketing and public relations. FOEC can begin to train teams to make major donor contacts as soon as the accounting procedures are in place. It will also need an updated packet of info to give to potential major donors.
Referring to the agenda for the evening, Ginny said that we need a grant-writing team. Three members of the Finance Committee were willing to work on grant writing, Christi, Ginny and Jeanette all have experience grant-writing. Christi had visited the Foundation Library and found several local foundations which could be on the donor list.
The Committee agreed that major fund-raising is the first priority for the land purchase goal. Ginny and Christi will cull the city business lists to find target businesses to approach for contributions. Ginny said that she had lists from all cities except for Euclid and Cleveland (Nottingham and Collinwood-Northshore neighborhoods). Christi has the Richmond Heights list.
The meeting adjourned with no meeting scheduled for the future, but with tasks for all to complete. The next meeting will take place after the tasks above require follow up work.
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