Board of Directors Meeting

Date: August 17, 2020

Time:   6:00pm

Location: Via teleconference

Board Member

Present

Absent

Board Member

Present

Absent

Michelle Basman

x

Roy Goslin                    

x

Michelle Biros

x

Anne Hussain

x

Elena Condos

x

Rich Kleber

x

Robyn Coquyt

x

Peter Maritz

x

Brendon Dennewill

x

Jeff Nelson

x

Tammie Follett

x

Quorum requirements met.

Call to order

  • 6:05pm by Tammie.

Approval of minutes from previous meeting

  • Minutes from June 15, 2020 meeting approved. Motion by Jeff, second by Michelle Biros.

Chair’s Report (Tammie)

  • Update from Mark Chennells is that Covid-19 has greatly impacted the area, but they are committed to the mission. Building has resumed and there are now over 100 classrooms on the waiting list. This information should be considered for a newsletter article.

Executive Director’s Report (Robyn)

  • Fundraising
    • Rotary
      • Committed funds from Rotary clubs may still be available. ECAG and Eshowe Rotary have both indicated we should wait on pursuing Rotary grants until pandemic is over. They suggest immediate focus should be on water/sanitation. Board concern about scope being outside of ACC mission and grant for water/sanitation will not be pursued.
      • Brendon and Robyn meeting with Eshowe Rotary members July 23 to pursue new Rotary grant (which must originate with Eshowe club) without Rotary International match which is no longer allowed for buildings.
  • Virtual wine tasting event
    • Potential event pushed until Fall since there is more social competition with good weather and loosening of pandemic restrictions.
    • Roy learned that wine shops need orders pre-paid two weeks in advance and sausage orders would need to be pre-paid a month in advance.
    • Concerns discussed about ordering logistics, pick-ups, and costs to household of wine + attendance price. Possible mitigations are to limit number of wines, have cooking demo with recipes provided after the fact (vs live cooking with Roy/Peter), deliver wines to local participants, and consider a retailer that delivers.
    • Action: Robyn to engage event planner that is willing to volunteer time to pursue idea further.
  • AmazonSmile
    • ACC to receive quarterly disbursements of .5% of shoppers’ spend. This was highlighted in last week’s newsletter and an upcoming social post with a direct link to sign up in planned.
    • Action: Robyn to research PayPal Giving Fund.
  • Frontstream
    • Total of $190 received year to date from 2 Blue Cross Blue Shield employees through this workplace giving vendor.
  • Combined Federal Campaign listing is completed. Total fee of $881 to participate.
  • Freedom Day donor calls
    • Of the 45 donors who have contributed a cumulative total of $250 or more during 2015-2019 Freedom Day events, 18 do not have a Board Liaison assigned.
      • A future project will be to assign BLs to broader group of donors without one. Of donors who have given since 2010, 553 are not assigned; of donors who gave since 2015, 260 unassigned.
      • Elena indicated she can make additional calls and requested additional names.
        • Action: Board to identify anyone on list that they know.
        • Action: Robyn to assign anyone that remains on list and resend.
        • Action: Robyn to add example of what a donation will get in terms of classroom components or number of kids.
        • Action: Board to complete calls by August 7.
        • Action: Robyn to work on second tier of donors who have contributed $100 cumulatively from 2015-2019.
  • Communications
    • Newsletter
      • Newsletter was sent July 16. There was considerable delay getting contacts updated in Kindful, then working through Mailchimp issue. Simple stats via Kindful indicate 862 recipients, with 31.6% open rate.
      • Cadence of newsletter was discussed, with concern expressed over sending too often. Once per month considered too often. Agreement on shorter length. Per Brendon, blasting should be avoided, and list should be segmented in future. It should be determined why we are sending a communication and if we have a specific ask. Noted that email and newsletter are not the same.
      • Action: Board members to let Robyn know if it was not received.
      • Action: Brendon to pull further analytics.
  • Social Media
    • Statistics shared from Facebook and Instagram. Facebook is most active platform for ACC. Recent posts have also been made on Instagram and Twitter. Highest number of people who saw our content on Facebook for a single post was 336.
      • Action: Board members to share posts on social media to broaden network.
      • Unable to set up Facebook payments directly but will receive Facebook Fundraiser donations via Network for Good, which takes extra time to receive funds.
      • Unable to utilize previous Twitter account log in info is unknown, however number of current followers is very low. Posting instead on new Twitter account which was advertised in newsletter.
  • Google Voice (free VOIP) set up. ACC phone number is 612.470.7023. When dialed, goes directly to voicemail and Robyn receives email notification.
  • St. Paul Sunrise Rotary Club expressed interest in having an ACC presentation at an upcoming meeting. Recommended that presentation be made by Rotarian from Board and Robyn. Slide deck needs to be updated and plan is needed on how to approach Rotary clubs.
    • Action: Robyn to revise existing slide deck.
    • Action: Robyn and Rotarians (Rich, Roy, Brendon) to create plan to approach clubs.
    • Action: Robyn and a Rotarian to present to St. Paul Sunrise club.
  • Volunteers
    • Consulting firm and University of Minnesota Center for Community-Engaged Learning have been engaged for potential pro bono website development and design work. Robyn has interview July 21 with U of M computer science student.
    • Penn International Impact Consulting is a group of undergraduates that utilize financial, management, and marketing skills and resources to identify and provide business solutions for short-term consulting projects. Alumni and advisors are pulled in to support the team as needed.
      • Priority work discussed with PIIC includes: creating and implementing an overall development strategy, identifying and writing grants, expanding donor base, marketing, social media, and fundraising events.
      • ACC is competing other nonprofits and needs to be selected by PIIC. Determination August 1.
      • Engagement could start in August, with full team of 4-6 starting in September and working through May.
  • Thank you contacts
    • List of donors since January 1 was reviewed. Board Liaisons were assigned to those that were missing.
    • Action: Board members to let Robyn know if simple format of receiving monthly donations list is acceptable (current donation vs. historical giving).

Treasurer’s Report (Jeff)

  • Reports are not available currently due to migration from Pearl to QuickBooks.
  • Total assets: $60,051
    • General charity account balance: $46,341
    • Travel account balance: $13,710
  • Major transactions:
    • Bromelkamp - $510, $433
    • Audit $2,900
    • CFC $328
    • Credit card ~$300
    • Financial report approved as presented. Motion by Rich, second by Robyn.

  • Reminder that an invoice or receipt must be sent to Mary Jo for any purchase.

  • Thresholds for spending approved as follows. Motion by Rich, second by Roy.
    • $500 or greater requires a Board vote
    • $250-500 requires notification to Jeff and Tammie
    • Up to $250 can be spent at Robyn’s discretion

  • Mary Jo has accrued many hours above what is expected during normal course of business due to transition to and set up of QuickBooks, payroll system and payroll requirements. This is expected to normalize after initial set up is complete.

  • There was discussion regarding Mary Jo’s status as employee versus contractor. As employee, ACC pays taxes, etc. but investment is less than $400 annually. Mary Jo’s status as an employee approved. Motion by Jeff, second by Michelle Biros.

Technology Report (Brendon)

  • CAN-SPAM Act mandates that communications can only be sent to people who have given express permission to receive emails. They need to effectively opt in. Without this, it limits what Mailchimp will send. A group of ~400 contacts did not receive latest newsletter due to this.
    • Action: Brendon will spearhead efforts to develop strategy around this
  • Discussion regarding Kindful access options for Board members was tabled due to time constraints.

Meeting adjourned at 8:08 by group consensus. Next meeting will be held August 17th at 6:00pm.

Action Items (Items to be carried over on Minutes until completed or determined no further steps will be taken)

NEW Items

Responsible

Deadline

Status/Update

Engage event planner for virtual wine tasting

Robyn

Research PayPal giving program

Robyn

Identify anyone on Freedom Day donor list that is personal contact; inform Robyn

All

7/22/2020

Assign remaining donors on Freedom Day list and resend

Robyn

7/23/2020

Add example of what a donation will get in terms of classroom components or number of kids

Robyn

7/23/2020

Develop second tier for donor calls; include those who have contributed $100 cumulatively from 2015-2019

Robyn

7/25/2020

Complete Freedom Day donor calls

All

8/7/2020

Inform Robyn if newsletter was not received

All

7/23/2020

Pull newsletter analytics

Brendon

8/1/2020

Share social media posts to broaden network

All

Revise existing slide deck

Robyn

Create plan to approach Rotary clubs

Rich, Roy, Brendon, Robyn

Present to St. Paul Sunrise Rotary Club

Robyn and Rich, Roy or Brendon

Inform Robyn if streamlined format of receiving new monthly donations list is acceptable (current donation vs. historical giving)

All

8/1/2020

Lead efforts to develop strategy around contacts opting in to communications

Brendon

Request local Rotary club to release additional funds

Roy

7/20/2020

Follow-up with Rotary clubs that previously committed funds

Brendon

7/20/2020

Inform Robyn of interest in making donor calls

All

6/30/2020

Develop options for a virtual cooking class

Roy & Peter

6/1/2020

Contact wine shops for potential participation in virtual wine tasking

Roy

6/30/2020

Previous Items

Responsible

Deadline

Status/Update

Request local Rotary club to release additional funds

Roy

7/20/2020

Follow-up with Rotary clubs that previously committed funds

Brendon

7/20/2020

Follow-up with Collegiate Churches of New York

Tammie

2/14/20

3/16: Pending; in need of new contact at church

Respectfully submitted,

 

 
   

 

Robyn Coquyt, Secretary

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