Cascade Community Foundation Minutes

Cascade Community Foundation

April 23, 2003

Cascade Township Conference Room

7:00 p.m.

Members present: Carpenter, Julien, Lewis, Parrish, Roeder, and Vredevoogd.

Absent: Robinson

Vice-Chair Roeder called the meeting to order at 7:10 p.m.

The next meeting is scheduled for May 21^st at 7:30 a.m.

Roeder believes there is a need to evaluate whether this foundation should remain a component fund of the Grand Rapids Community Foundation or become a separate entity. Will we have an identity crisis? We have an obligation to find out what else is available.

Julien commented this Board needs to put its time and energy into raising funds and not worrying about the fees paid to Grand Rapids Community Foundation. This Board has two choices. One is borrow GRCF tax-exempt status and remain a component fund or apply for 501c3 status. By remaining with GRCF we have the best situation. Why spend time and thousands of dollars to pay someone else to send thank you notes when we have one-stop shopping already.

Parrish related the fact that three members on this Board, Mary, Michael and herself, also served as the Township Board sub-committee that researched community foundations and made the recommendation to the Township that GRCF was the best option. The only other option is to create a 501c3.

Roeder, Lewis and Vredevoogd were never aware of this. They thought this Board was still on a learning expedition.

Vredevoogd related she started learning from the very first meeting. The question of whether to stay with GRCF or go out on our own really came up after the meeting that Molly Parker attended. Ms. Parker seemed to raise more questions about whether we really knew enough about GRCF and their fees.

Parrish related she feels GRCF was not prepared for our situation and needs to re-evaluate the fee schedule. She will talk to Ms. Parker again regarding fees. There is much to be done and we need to move forward.

Carpenter feels that GRCF has opened up a whole new realm of investments possibilities for this foundation.

Parrish commented she is very confident with GRCF. It is extremely well managed. Large donors will be more comfortable knowing we are affiliated with GRCF. GRCF has an 80- year history. Spring is the second best time of year to solicit donations. Year- end is the time for a direct mail piece.

Roeder distributed "Leaving A Legacy" letter. The letter will be inserted into the next Cascade Connections newsletter. Lewis will be re-ordering envelopes to go with the letter.

Vredevoogd expressed her feeling that she would like to establish a plan for fund raising. She will be more comfortable working according to a plan to achieve our goal.

Moving on to the Fourth of July activities Vredevoogd related she has some ideas for rocks imprinted with the foundation name. Big rocks are a foundation and a booth at the festivities should include rocks.

Roeder asked if this Board could voluntarily man a booth and hand out an engraved rock. Carpenter said she would be in the Historical Society Booth. Lewis and Parrish related they would be out of town. Vredevoogd said she would be busy with the parade contest in the morning but could help after 11:30. Julien volunteered to man the booth from 9:00 – 11:30.

Lewis suggested filling a jar with rocks and giving people an entry blank to guess how many rocks in the jar. That would give the foundation more names and addresses. A line could be printed on the entry asking if they wanted more information on the foundation. Lewis checked with a rental company and found that a tent and table could be rented for $100.

Carpenter related the Historical Society was going to rent from Funny Business because that is who will be doing all of the other activities. She will check on a price from them.

Roeder suggested we should have a handout in the booth. Extra copies of the legacy letter could serve that purpose.

Vredevoogd was instructed to go ahead and order 100 engraved rocks at $85. per hundred.

Julien commented he agreed with Vredevoogd’s suggestion to establish a plan for the year. He suggested the following:

Dec. 2002 Direct Mail

May 2003 Newsletter insert

July 2003 Awareness/Rock campaign

Sept. 2003 Major donor campaign

Dec. 2003 Direct Mail

Parrish emphasized a major donor gift campaign should be our concentration. A year-end campaign allows everyone to participate. Next year a letter should be sent to the 60 donors who gave last year. It should be personalized, thanking them for giving. We need to create a personalized database. Steps for raising funds should be to first build a strong case for making a donation. Identify gift amounts with names like Lewis suggested. (Peebles, Stones, Rocks, Boulders). Identify prospective donors. Plan an event. Put together a personalized handwritten invitation. Seek out a donor who has already made a donation and ask them if they would speak at the event or ask if they know someone else to approach for a donation. This foundation will be most successful with people we know. Each Board member will look at the list of the top 500 residential properties and come up with those who they would be comfortable writing. Next year a major donor campaign should be held in the spring.

Julien suggested developing a one-year rolling plan. Parrish volunteered to come up with a plan.

Reminder: next meeting is scheduled for May 21, at 7:30 a.m.

The meeting adjourned at 8:30 p.m.

Respectfully submitted,

Jeanie Neve

Deputy Clerk

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