Development Committee Meeting MINUTES                                               October 13, 2011

In attendance: Joanne DelCarpine, Amy Elmore, Paul Lindenmaier, Hilary Ferrone, Lisa Kantor, Wendy O’Neil, Paige Orloff, Claire Pollart, Marianna Poutasse, Laurie Schiff, Judy Usow, Cara Vermeulen

1.      The meeting convened at 8:10 a.m. Lisa introduced Judy Usow as a new committee member and thanked her for her service.

2.       Mission Statement – Lisa read the finalized development committee mission statement

3.       Annual Fund Update – AF co-chairs Hilary and Wendy reported on their introductory session held with AF committee members last week. Letters to (a) new parents or those who haven’t yet given and (b) parents who have previously given are finished and ready to mail.

Amy reported that the AF is already 18% towards goal; $37K has been raised to date, mainly due to board and faculty pledges.  This year’s goal is $206K. While last year there was 82% parent participation, this year’s goal is 100%.

Alumni letters have been mailed. The next group to be mailed will be to current parents; letters to grandparents will be mailed next month.

There was a discussion about how much (if any) of a presence the AF should have at Grandparents’ Day – minimal presence best but giving envelopes to be available on table with other materials such as last year’s AF report, BCD Today, a Faculty Book and copies of the strategic plan.

4.            Major Gifts Update – Amy reported that focus is on the AF right now; an updated letter for Hirt Library donors is in draft form and being reviewed. Amy and Paul are scheduled to meet w/few major donor prospects this month.

Paul explained the history of the Hirt Library funds and indicated there is still approximately $300K held for a future project.  Donors have been kept up to date with master facilities plan.  This money is managed separately from BCD’s endowment.

Kaptyn Endowment – Amy has reached out to a few donors but has not heard back yet.

5.            Major Donor Reception –at Claire and John Pollart’s on Fri, Oct 28 5-7 p.m. 25 have rsvp’d thus far.

6.            ArtSoirée – Marianna reported that an introductory meeting was held; theme being discussed. There are 28 members to date, including many new parents. The event is set for Saturday, May 5 at Stonover Farm.  Sub committees are currently being formed. First meeting of full committee is Fri, Oct. 28^th. Letters soliciting sponsors won’t be sent until after all Annual Fund initial solicitations have been made.

7.            Campaign Planning – Amy and Paul outlined the preliminary, behind the scenes work being done on a capital campaign, including initial budgeting for staffing, travel, consultants, etc. Paul explained that this figure, combined with estimates for the master facilities plan and input from the finance committee, will help make the case for prioritization of the capital campaign – first to the board, and later to the entire community.  There was a discussion of how a campaign committee structure would look.

8.            Annual Fund Training – Lisa and Amy reviewed the AF script and facts and the assembled group spent a few minutes role-playing solicitor/parent.

9.            Gift Acceptance Policy – was reviewed. Laurie suggested an outside perspective/view would be helpful as addition to the committee.  The policy will be explored in greater detail at a future meeting.

The meeting was adjourned at 9:35 a.m.

Respectfully submitted,

Marianna Poutasse

Development Committee Meeting MINUTES                                                                        September 23, 2011

In Attendance: Joanne DelCarpine, Amy Elmore, Paul Lindenmaier, Lisa Kantor, Paige Orloff, Claire Pollart, Marianna Poutasse, Laurie Schiff, Suzannah Van Schaick, Cara Vermeulen

Absent: Hilary Ferrone, Wendy O’Neil, Judy Usow

1. Dr. Kantor reviewed the committee’s mission statement:

The Development Committee of the Board of Trustees at Berkshire Country Day School serves to promote, build, nurture and sustain a culture of philanthropy to BCD within the school and external communities.

2.  Committee members introduced themselves, highlighting past development experience.

3. Ms. Orloff reviewed parameters for future meetings, which will begin at 8:10 and end at 9:30 unless previous arrangements are made for extra time. Agendas will include four standing items: Annual Fund, Major Gifts, Events, and Campaign Planning.

Ms. Poutasse offered to act as scribe for the next meeting; an additional volunteer is needed to alternate with Ms. Poutasse.

Dr. Kantor reminded members of the confidential nature of information discussed with the committee.

4. Ms. Elmore reviewed the calendar she has prepared for the year’s fundraising activities. The current phase is primarily Annual Fund planning. She noted that no regional events will be held this year, in order to keep the focus of her office on connecting with individual donors.

5. Standing Items:

Annual Fund:

Ms. Elmore discussed the formation of the Annual Fund Committee which was met with great enthusiasm and support by the committee.

Major Gifts:

The first prospecting session is scheduled for Tuesday, Sept. 27 at 1 p.m. and all members were encouraged to attend. This will enable Ms. Elmore to refine her timeline for specific asks. Top priority is to finish the Taylor challenge.

Mr. Lindenmaier reviewed the specifics of the Taylor challenge and the Kevin Hirt library fund.

Campaign Planning:

Ms. Elmore explained that the primary objective in this pre-campaign period is to build capacity through training, developing materials, reconnecting with past donors and creating necessary policy, e.g., Gift Acceptance Policy. Longer term, we will need a feasibility study to align goals with capacity.

Events:

Members were reminded about the major donor party scheduled for 10/28 at the home of Claire and John Pollart. Invitations have been sent and responses are coming in.

6.  The group participated in a silent prospecting exercise.

7.  Ms. Elmore asked members to review the Gift Acceptance Policy draft in preparation for the October 13 meeting.

Respectfully Submitted,

Paige Orloff