Camps and Conferences Board APPROVED MINUTES Saturday, September 12, 2015 10:00 am – 12 Noon Mission House, Lexington Present: Jane Brantley, Hillie Gaither, Ned Crankshaw, Katherine Harper, Randy Railey, Kara Evans, Nancy Grayson, Meg Koehl, Andy Sigmon, Bishop Hahn, The Rev. Robert Sessum-Visitor Excused: The Rev. Linda Young, The Rev. Peter Doddema; Chris Vogel (called in), Diane Zwick (sick) Absent: Topic Discussion Action Items Opening Prayer Note Taker for Meeting Adopt Minutes of August Meeting Capital Campaign Documentation and Update Assigned To: Bishop Hahn No Volunteer, Jane and Ned will take notes and develop minutes. Randy moved/Katherine seconded. Minutes approved as corrected. A. Presentation by Fr. Bob Sessum, Dio. Finance Committee: Fr. Sessum is developing documentation to protect donors and to govern the Endowment in perpetuity. It is standard procedure to ensure the Endowment is used as it is intended. He asked the Board to make suggestions re: how funds might be spent in the event the Cathedral Domain no longer exists. He has spoken with principal donors for their input. Suggestions are to use $$ for scholarships to send children/youth/adults to camps and/or conferences. Jane suggested wording to ensure that the Cathedral and Garden of St. Mary Magdalene are retained/maintained. C:\Users\elliotma\Dropbox\C&CB\2014\June\C&CB June Meeting Agenda.docx Duties: take minutes of this meeting and send DRAFT within 48 hours to members for additions/corrections 1.Send adopted August minutes and Director’s Report to Ellen for Ex. Council A. Develop list of suggestions for use of Endowment Funds in the event the Domain ceases to exist. List development by email. Present and approve at Oct. Board meeting and send to Fr. Sessum by Oct. 12. Jane/Ned 1. Jane A. Board B. FYI: Current Campaign Totals Per Dave Sevigny: Total Campaign raised/pledged: $801,011.83 Total Pledges outstanding $174,317.52 Total Collected thru Aug 31 2015 $626,694.31 Expenses for the campaign were $140,664.28 C. Donor Thank You Letter: Signatures obtained Director’s Report Committee Reports 1. Estimate of $1,500 for removal of 2 trees; will use remainder of B/G funds for 2015. 2. Detailed and lengthy discussion re: problems at Trinity, Covington Parish weekend with bed bugs, snakes, cleanliness of cabins concerns. Loss of approx. $4,000 from weekend . Bishop Hahn will write Thank You letter to clergy/vestry for pool pump. Thank You letter for parish newsletter for pool pump and letter addressing concerns to clergy/vestry to be written by Jane/Ned on behalf of the Board. 1. Building and Grounds: No report. No September Work Weekends. Follow up on Horine garden phase 2: Will invite Carolyn Witt and Susan Thompson to Nov. 14th meeting. C:\Users\elliotma\Dropbox\C&CB\2014\June\C&CB June Meeting Agenda.docx B. Develop list of potential donors by Oct. mtg; Send list of campaign pledge amounts without donor names to Board. B. Andy/Jane C. Jane/Katherine C. Letters/Statements compiled for Sept. 17 mailing. 1. Schedule tree removal. 2. Bed Bugs Plan: a. develop and post containment protocol in cabins when bed bugs detected by guests. b. Continue professional exterminator Tx c. Continue use of heat Tx using extended time due to thickness of cabin walls; chart dates/times of Tx. d. Propose purchase of High Temp fans to use w/heaters. $350 each, need 4. e. Contact UK’s Mike Potter, bed bug expert, to consult/visit/recommend Tx. f. Research “bed bug sniffing dog” for visit to Domain. g. Continue to caulk cracks in cabin walls 3. Cleaning/Maintenance: a. Develop prioritized maintenance list b. Develop cleaning checklist for staff, do walk-through of cabins prior to opening of rental events c. Develop and post Clean Up Checklist for Guests Prior to Oct. meeting develop a prioritized maintenance check list. IDEA: Work Weekends before and after Camp Sessions using volunteers to assist Andy/Board 1.Chris with preparations/cleaning/minor repairs 2. Communications: Work continues. Thanks to Matt Elliott for his design work. A. New Website update: B. E-Newsletter Publication in late Sept. per Communications calendar. Still working with Diocese to resolve email address issues, Boomerang vs Constant Contact. Katherine meeting with Lynn to review. FB Ad follow up: Nancy reviewed FB ad stats. 2 A. Notes: Add Cancellation Policy in “Things to Remember” text box; Use current Mission Statement. 2 A. Nancy/Matt 2 B. FB Stats: 8,360 people saw the free ad, 287 people clicked on it, 310 total Likes, shares, etc. 2 B. Nancy 3. Finance: A. 2016 Camp Fees: Jane moved, Nancy seconded. Discussion followed. 2016 Camps will cost $450 and $230. B. DRAFT 2016 Budget Review: Rental income for 2015 negatively affected by weather related cancellations. Amount of “subsidy” from Diocese discussed. It is approximately 12% of Domain budget and is less than it was a few years ago. Domain programs are the Diocesan Youth Program. C. Seasonalized Budget Review C:\Users\elliotma\Dropbox\C&CB\2014\June\C&CB June Meeting Agenda.docx 3 A. Katherine will adjust draft budget figures to reflect new fees. Katherine, Ned, Andy meeting w/ Dio. Finance Comm (which includes Peter) on Sept. 15 to discuss current year profit and loss statement variances. 3 B. Budget presentation to Dio. Budget Committee on Sept. 17. Katherine, Ned, Peter and Andy will attend. GOAL: Increase each camp session by 4 campers; Need to generate INCOME. 3 C. Randy will send to Board. 3A. Board 3B. Katherine 3C. Randy 4. Hillie/Committee 4. Fundraising: A. Gaither Fundraising Print/Capital Campaign: The basic presentation sent w/August agenda. As a “Friends and Family rate” previously worked out with Butch Clements, this is not on a scaled cost, just $30 without anything upfront. From Tom Gaither: “The framed prints are normally $40 and I will make them for $30 each. As a 6 year commitment from your donors at $100 per year, each print (if fulfilled) will net $570 (medallion cost - $3.). Simple math = nearly $10,000 per year for every 100 you place.” 4. A. Hillie and Meg will present project to Bishop Hahn. Could use as new project and as thank you to Capital Campaign donors who have fulfilled their pledges. Costs would be covered from endowment generated interest. From Aug. Mtg: Discussion re: use as Thank You for current campaign donors; Range of Pledge Amounts: 1 @ $250,000 1 @ $30,000 1 @ $25,000 3 @ $20,000 1 @ $15,600 2 @ $15,000 2 @ $10,000 11 prints would cost the Domain $330. Where would the money come from to pay for this? Continue for October meeting: Questions re: Print as new fundraiser: 1. What's the next step? 2. Does the Finance committee need any considerations? 3. How do we get this in front of the Bishop? 4. Would Board want Mr. Gaither to make a presentation? 5. Governance: A. Follow up on Revisions to Facilities Manual and Facilities Use Agreement: Time constraints limited discussion. Continue in Oct. C:\Users\elliotma\Dropbox\C&CB\2014\June\C&CB June Meeting Agenda.docx A. Katherine to send Nancy notes/questions for edits. Continue review by email if needed. Finalize at Oct. meeting. 5 A. Nancy B. DRAFT of Nomination Procedure 6. Program Development/Outreach: In August, Katherine & I worked on the 2016 proposed budget. It looks really good, realistic, and attainable. I am working on dates to meet with both EKU’s Center for Regional Stewardship & with Estill Co’s Health Dept. I’m interested in discussing ways that we can partner to promote the Domain & further the Bishop’s desire to make the Domain more engaged in the community around it. I’m excited by Andy & Zach’s recent work on climbing routes at the Domain. If this work continues, we may be able to do some marketing to climbers in 2016 & raise more off-season rental revenue. Andy & I are working on dates to meet with Catholic Heads of Schools in the Lexington Area. We want to reinforce their importance to the Domain & our gratitude for encouraging their students to attend Domain camps. I’m hoping that these visits will result in more students at the Domain, both during summer camps & during non-summer events like Happening / New Beginnings. I continue serving on the Diocesan Finance Committee. This is proving very valuable for the Domain, because it’s a voice for the Domain at C:\Users\elliotma\Dropbox\C&CB\2014\June\C&CB June Meeting Agenda.docx B. DRAFT document has been sent to Gov Committee for consideration and report at Oct meeting 5 B. Jane/Nancy/Linda 6. Peter Diocesan financial conversations. I’ve seen the mood toward the Domain shift in a much more positive direction in recent months - Andy, the Board, & I have worked hard and it’s lovely to be able to share this hard work (and positive outcomes) with these Diocesan leaders & let them see firsthand how the Domain continues to be strong / growing stronger. Pool pump: really exciting that Trinity, Covington provided most (?) of the money for this purchase & worked with us to located one & get it installed. Regardless of any other issues, this is a really positive event for the Domain & for our parish relationships. Resignation of Jenny Williams, Class of 2016 Jenny will continue to serve on the Food Group Committee. Other Identify names to submit to Bishop for Board member to fulfill unexpired term Closing Prayer Reminder: Ned/Jane Randy Next Meeting: Sat., Oct. 10, 10:00 AM at Mission House, Lex. C:\Users\elliotma\Dropbox\C&CB\2014\June\C&CB June Meeting Agenda.docx Andy and Randy will be absent.