2013 1121 November Board Agenda

THE COMMUNITY FOUNDATION OF GRANT COUNTY – BOARD MEETING AGENDA
THURSDAY, NOVEMBER 21, 2013 - 11:30 A.M. – 1:00 P.M. @ MESHINGOMESIA COUNTRY CLUB
Next Board Meeting  Thursday, January 19, 2013 @ 11:30 a.m. – 1:00 p.m. @ Meshingomesia Country Club
~MISSION~
THE COMMUNITY FOUNDATION CONNECTS PEOPLE, RESOURCES, AND CAUSES
TO PROMOTE SUSTAINABLE IMPACT TOWARDS THE BETTERMENT OF GRANT COUNTY.
~TAGLINE~
CONNECTING PEOPLE WHO CARE WITH CAUSES THAT MATTER.
~Lunch will be served upon arrival~
1. CALL TO ORDER, ASSURANCE OF QUORUM/NOTICE OF ATTENDANCE DEFICIENCY—President, Marty Harker
2. CONSENT AGENDA ITEMS: (Motion)
a. Approve minutes of the October 17, 2013 Board Meeting [See attached]
b. Permanently remove Financials from the Consent Agenda.
c. Approve Fund Distributions [See attached]
d. Close Fund: Close COMMUNITY THANKSGIVING DAY DINNER FUND (Pass-Through) as recommended by the
Compliance Committee. Check sent for $2428.04 for the 2013 Thanksgiving Dinner.
d. Reopen Fund: Re-open GILEAD MINISTRIES FUND (Endowed) to support Gilead Ministries. Fund opened with
$5,000 donation.
e. New Fund: Open the PSI IOTA XI PASS-THROUGH SCHOLARSHIP FUND as recommended by the Compliance
Committee to provide grants for Grant County students pursing higher education who (a) have speech
or hearing impairments, (b) are entering a career in speech or hearing, or (c) are majoring in music
and/or art.
f.
Grant Recommendations:
#
Organization
1
2
3
Hands of Hope
Fairmount
Christmas
Decorations
Junior Achievement
4
GROW Nurses
5
Circles of Grant
County
Sweetser Switch
Trail
$9,500
$7,500 Carpenter
$6,000
$6,000 Irving
The Crossing
Education Center
$6,008
$6,008 Sanborn
6
7
Requested
$19,458
$4,900
Awarded
Awarded From
$19,458 Harrison
$3,500 Pulley, Gottschalk
$5,130
$5,130 Sanborn
$5,695.81
$5,695.81 Sanborn
Reason if not Funded or
Conditions to be met
**Foundation will pay the
invoice
*Contingent upon
receiving Bicentennial
grant
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3.
REPORTS—BOARD ACTION REQUIRED:
a. TREASURER KAREN BEHNKE—Approve October 2013 Financials [see attached]—MOTION NEEDED
b. FINANCE COMMITTEE—COMMITTEE MEMBER KAREN BEHNKE WITH CFO SHERRI RUSH PRESENTING
1. The final results for both audits/990’s— MOTION NEEDED TO ACCEPT AUDIT
2. Rick Harris Life Insurance Policy Recommendation—MOTION NEEDED TO ACCEPT
4. REPORTS—NO BOARD ACTION REQUIRED
a.
COMPLIANCE COMMITTEE—CHAIR KAREN BEHNKE will report on progress of bylaws revision portion of strategic plan.
b. DISTRIBUTION COMMITTEE—CHAIR JOHN JONES—Board Action on any grants moved out of the Consent Agenda due
to Board Member Conflict of Interest—MOTION NEEDED
c. SCHOLARSHIP COMMITTEE—CHAIR CHAD LEIGHTY--UPDATE
d. EXECUTIVE COMMITTEE – PRESIDENT MARTY HARKER
e. EXECUTIVE DIRECTOR’S REPORT—DAWN BROWN--The Pulse
f.
STRATEGIC PLANNING—
1. Strategic Planning Progress Chart [See attached]
2. Impact Model Concept – Develop and Test different models [See attached]
5. ADDITIONAL BUSINESS
6. PRESIDENT’S REMARKS
7. ADJOURNMENT
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BOARD MEETING - MINUTES OF MEETING – OCTOBER 17, 2013
BOARD OF DIRECTORS
THE COMMUNITY FOUNDATION OF GRANT COUNTY, INDIANA, INC.
MESHINGOMESIA COUNTRY CLUB
DIRECTORS PRESENT: Marty Harker, Mary Eckerle, Dru McCoy, Karen Behnke, Dave Raabe, Kyle Persinger, Chad Leighty,
Jackie Certain, Georgette Miller, Chris Oliver, Judy Fitzgerald, Reggie Nevels, Steve Wampner, Janet
Barnett, Mike Falder, Nedra Sutter, Mike Cline
DIRECTORS ABSENT:
John Jones, Dennis Banks, Jane Merchant,
CF TEAM MEMBERS PRESENT: Dawn Brown, Sherri Rush, Ashley McKnight, Deb Williams
1. A quorum being present, the meeting was called to order at 11:36 am by President Marty Harker. Marty mentioned
that Jane Merchant had surgery and will be out for 6-8 weeks. The Foundation sent her flowers on behalf of the
Board and Staff.
2.
It was moved to approve the Consent Agenda a-h. Motion carried.
CONSENT AGENDA ITEMS:
a. Approve minutes of the August 15, 2013 Board Meeting [See attached]
b. Approve Fund Distributions [See attached]
c. Close Fund: Approve distribution of $45,696.70 to close out the Episcopal Church Children’s Health Care PassThrough Fund as approved by the Compliance Committee.
d. Close Fund: Approve closure of Community Disaster Relief Fund with remaining $102.17 placed in the
Administrative Endowment due to lack of fund activity as recommended by the Compliance Committee.
e. Reopen Fund: Approve the reopening of Ramie’s Run Non-Permanent Fund to support the health, wellness,
and fitness of youth in Grant County, Indiana.
f.
New Fund: Approve the Thomas F. Helvie Memorial Scholarship Fund to provide scholarships to Mississinewa
High School graduates majoring in Science, Technology, Engineering, and Math as recommended by the
Compliance Committee.
g. Fund Name Change: Change from Marion Lions Club Scholarship Fund to the Marion Lions Club Von Pinkerton
Scholarship Fund as recommended by the Executive and Compliance Committees.
h. Proactive Grant: Approve a proactive grant of up to $5,000 toward marketing for a Job Fair to be held in
October and organized by Ivy Tech, VIA Credit Union, the Chamber of Commerce and multiple other community
partners as approved by the Executive and Distribution Committees.
3. TREASURER KAREN BEHNKE made a motion to approve August 2013 Financials [see attached]. Motion carried.
4. TREASURER KAREN BEHNKE made a motion to approve September 2013 Financials [see attached]. Motion carried.
5. COMPLIANCE COMMITTEE—CHAIR KAREN BEHNKE reported on progress with bylaws as part of the strategic plan.
6. CHIEF FINANCIAL OFFICER REPORT – SHERRI RUSH reported on new quarterly reports that will be sent to fund advisors.
[See attached]
7. EXECUTIVE DIRECTOR’S REPORT—DAWN BROWN reported on the publishing of the Annual Report, the new website, the
Pulse, the Text to Donate survey and the Transfer of Wealth study.
Additionally she gathered feedback on the End of Summer Celebration including:







Schedule early as not to conflict with other events.
Try 5-7 instead of 4-6.
Possibly having a donor match next year if they attend.
Like the concept of appreciating our donors, the target group for this event.
It gave us more time to interact with our donors one-on-one.
Possibly have some thank-you announcement during the event, even if it is an open house concept.
Talk it up more in the media.
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BOARD MEETING - MINUTES OF MEETING – OCTOBER 17, 2013
BOARD OF DIRECTORS
THE COMMUNITY FOUNDATION OF GRANT COUNTY, INDIANA, INC.
MESHINGOMESIA COUNTRY CLUB
8. STRATEGIC PLANNING—We reviewed the results of the community priorities survey and did a SWOT Analysis of moving
to funding projects that have a sustainable impact.
STRENGTHS: We can designate funds for a specific purpose, we could build up stronger relationships with other
community partners, we could attract more donors.
WEAKNESSES: If we don’t see the project through it could be problematic, if we focus on only one area then we aren’t
focusing on other areas, monitoring the expenditures of such large grants, being mindful of the entire county.
OPPORTUNITIES: Choosing a relevant impact area.
9. With no further business, the meeting was adjourned at 12:45 pm.
Attest: ______________________________________________________________________________________
Secretary
Date
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Distributions to be Approved by the Board of Directors
(Endowment funds in blue; Pass-Through funds in orange)
Gas City Veteran’s Monument Fund - Support for a veterans' monument to be erected on city hall property in Gas
City.
•
10/18/13
$575.55
Payable to Gas City Garfield Project for brick pavers
GM Foundation Fund for Educational Excellence - To provide support to Marion Community Schools.
•
•
10/28/13
$2,159.86
10/28/13
562.82
prep study guides
Payable to Amazon for advanced placement testing prep study guides
Payable to D&S Marketing Systems, Inc. for advanced placement testing
Ramie’s Run Fund - To support the health, wellness, and fitness of youth in Grant County, Indiana.
•
•
11/13/13
11/13/13
$252.00
703.50
Payable to IMG for event insurance
Payable to T&T Sales & Promotions for t-shirts and a banner
Rescue Mission – Thanksgiving Meal Temporary Fund - To support the Rescue Mission's partnership with the
Thanksgiving Meal.
•
10/28/13
$2,428.04
Payable to Community Thanksgiving Day Dinner to close the fund
S.O.S. Historic Preservation Fund - To support the operations of S.O.S. including, but not limited to, assisting with
and recognizing preservation efforts, bringing recognition to historic structures in our community, and educational
opportunities to expose the community to preservation efforts.
•
•
10/28/13
10/28/13
$400.00
44.00
Payable to IRS for filing fee for Form 1023
Payable to Postmaster for post office box rental
Special Projects Fund - To support special projects and initiatives taken on by the Foundation.
•
11/13/13
$1,400.00
Payable to Community Thanksgiving Day Dinner for pass-through grant
from Fairmount Round Robins
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MINUTES OF MEETING – NOVEMBER 6, 2013
DISTRIBUTION COMMITTEE
THE COMMUNITY FOUNDATION OF GRANT COUNTY, INDIANA, INC.
FOUNDATION BOARD ROOM
DIRECTOR’S PRESENT: John Jones, Dru McCoy, Steve Wampner, Jane Merchant, Judy Fitzgerald, Reggie Nevels, Nedra Sutter, Kyle
Persinger
DIRECTOR’S ABSENT: Trent Dailey
CF STAFF PRESENT: Ashley McKnight, Dawn Brown, Sherri Rush, Shelly Jones (Intern)
1.
2.
3.
4.
A quorum being present, the meeting was called to order at 11:00 am by Chair, John Jones.
It was moved to approve the minutes from August 12, 2013 and September 5, 2013 (Motion carried)
Ashley and Dawn reported on Final Grant Report Successes
Chair John Jones informed the committee that the following monies were available for distribution:
o Community Impact Fund 
o Total Discretionary less grants and scholarships 
o Total Field of Interest less grants and scholarships 
Total
5.
Motions were made to approve grant requests 1-8 below. Motions carried.
#
Organization
1
2
Hands of Hope
Fairmount
Christmas
Decorations
Junior Achievement
GROW Nurses
Energize ECI, Inc.
3
4
5
6
7
8
Total Requested
Monies
6.
$73,433
$42,204
$63,751
$179,388
Circles of Grant
County
Sweetser Switch
Trail
The Crossing
Education Center
Requested
$19,458
$4,900
$5,130
$5,695.81
$5,000
Awarded
Awarded From
$19,458 Harrison
$3,500 Pulley, Gottschalk
$5,130 Sanborn
$5,695.81 Sanborn
$0 NA
$9,500
$7,500 Carpenter
$6,000
$6,000 Irving
$6,008
$6,008 Sanborn
$61,692
Reason if not Funded or
Conditions to be met
**Foundation will pay the
invoice
More economic development
vs. community development
*Contingent upon receiving
Bicentennial grant
53,291.81
With no further business, meeting adjourned 1:08 p.m.
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The Community Foundation of Grant County, Indiana, Inc.
Consolidated Financial Statement
Financial Position: Combined Balance
October 31, 2013
Oct-13
1
2
3
4
5
6
7
8
9
10
11
12
Oct-12
ASSETS
Cash
Assets in Endowment Pool
Assets in Non-Perm Pool
Accounts Receivable
Pledges Receivable
Tuition Loan
Prepaid Expenses
Cash Surrender Value - Life Ins
Building/Equipment/Furnishings (net accum depreciat
Garfield Garden (net accum depreciation)
Whiteridge Lots
574,783.97
18,567,453.60
286,011.64
(12,747.52)
2,500.00
12,600.00
4,793.74
17,795.85
211,285.68
85,395.40
0.00
499,564.41
16,680,172.42
480,410.75
0.00
2,500.00
16,800.00
4,938.11
17,795.85
189,947.09
84,627.05
38,000.00
TOTAL ASSETS
19,749,872.36
18,014,755.68
69.00
0.00
14,769.73
87,591.66
2,125.00
11,498.22
14,838.73
101,214.88
577,906.05
(15,657.15)
553,287.85
(28,964.41)
562,248.90
524,323.44
327,012.75
(8,126.09)
305,207.46
5,471.92
318,886.66
310,679.38
334,626.15
(46,166.95)
609,236.60
(143,117.51)
288,459.20
466,119.09
13
14
15
LIABILITIES
Grants Payable
18
Adm. Expenses Payable
19
Annuities Payable
16
17
20
21
TOTAL LIABILITIES
22
FUND BALANCE - ANNUAL/OPERATING
Fiscal Year Beginning Balance
25
YTD Changes to Balance
23
24
26
27
Ending Balance
28
FUND BALANCE - CAPITAL DEVELOPMENT
Fiscal Year Beginning Balance
31
YTD Changes to Balance
29
30
32
33
Ending Balance
34
FUND BALANCES - NON-PERM
Fiscal Year Beginning Balance
37
YTD Changes to Balance
35
36
38
39
Ending Balance
40
FUND BALANCES - ENDOWMENT
Fiscal Year Beginning Balance
43
YTD Changes to Balance
41
42
17,946,585.55
618,853.32
17,306,024.60
(693,605.71)
18,565,438.87
16,612,418.89
19,749,872.36
18,014,755.68
44
45
Ending Balance
46
47
TOTAL FUND BALANCES AND LIABILITIES
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The Community Foundation of Grant County, Indiana, Inc.
Operating Statement
Annual Fund
For The Period Ending October 31, 2013
Actual Current
Month
Actual YTD
Total Budget
Remaining Budget
% of Budget
REVENUES:
1
2
3
4
5
6
Donations
Management Fees (Qtly)
Interest on Deposits
Rent Income - CVB
Interfund Gifts
Other Income
a
(10,987.20)
2,759.41
151.26
0.00
0.00
3,410.52
(11,537.52)
83,495.35
635.35
0.00
0.00
8,417.74
0.00
308,000.00
2,000.00
3,600.00
630.00
26,737.00
11,537.52
224,504.65
1,364.65
3,600.00
630.00
18,319.26
0.00
27.11
31.75
0.00
0.00
31.48
TOTAL REVENUES
Spending Policy (Qtly)
(4,666.01)
0.00
81,010.92
5,690.31
340,967.00
24,470.00
259,956.08
18,779.69
23.76
23.25
TOTAL AVAILABLE
(4,666.01)
86,701.23
365,437.00
278,735.77
23.73
15,153.86
622.96
282.50
1,127.23
60,615.44
1,719.61
1,130.00
4,509.90
203,151.00
10,582.00
4,126.00
15,541.00
142,535.56
8,862.39
2,996.00
11,031.10
29.84
16.25
27.39
29.02
17,186.55
67,974.95
233,400.00
165,425.05
29.12
962.89
612.60
0.00
30.00
0.00
64.20
2,493.45
1,700.68
1,072.91
121.00
695.00
461.09
5,400.00
4,800.00
3,110.00
700.00
0.00
500.00
2,906.55
3,099.32
2,037.09
579.00
(695.00)
38.91
46.17
35.44
34.50
17.29
0.00
92.20
1,669.69
6,544.13
14,510.00
7,965.87
45.10
350.65
454.84
0.00
1,408.33
3,316.42
32.00
3,700.00
9,000.00
1,890.00
2,291.67
5,683.58
1,858.00
38.05
36.84
1.69
TOTAL OCCUP
805.49
4,756.75
14,590.00
9,833.25
32.60
RESOURCE & DEVELOPMENT
Insurance - Board Life
Dues & Subscriptions
Reference Library
Printing/Development
Stationery/Supplies
Travel & Conference
Meetings - Board/Committee
Meetings - Donor Development
Seminars and Workshops
0.00
30.00
205.27
0.00
0.00
539.41
811.59
0.00
0.00
790.00
566.00
257.76
875.00
1,680.00
1,804.46
1,503.73
57.88
0.00
1,380.00
6,500.00
200.00
3,200.00
1,500.00
4,000.00
4,500.00
600.00
1,500.00
590.00
5,934.00
(57.76)
2,325.00
(180.00)
2,195.54
2,996.27
542.12
1,500.00
57.25
8.71
129.00
27.34
112.00
45.10
33.42
9.67
0.00
1,586.27
7,534.83
23,380.00
7
8
9
10
11
12
13
14
EXPENSES:
15
PERSONNEL
Salaries
18 Insurance
19 Retirement Contribution
20 Payroll Taxes Expense
16
17
21
22
TOTAL PERSONNEL
23
24
25
26
27
28
29
30
ADMINISTRATIVE COSTS
Office Supplies
Postage & Shipping
Telephone
Bank and Online Fees
Youth Grants (adj from FY2012)
Miscellaneous Administrative
b
c
31
32
TOTAL ADMIN
33
OCCUPANCY
Utilities
36 Maintenance
37 Insurance - Business
34
35
38
39
40
41
42
43
44
45
46
47
48
49
50
d
e
51
52
TOTAL RESOURCE & DEV
15,845.17
32.23
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53
54
55
56
57
58
59
MARKETING
Annual Donor Event Expense
Annual Report
Advertisement & Promotion
Newsletter
Website
380.41
5,693.16
1,068.47
0.00
117.00
1,245.40
5,693.16
1,118.47
0.00
117.00
3,000.00
7,600.00
1,500.00
1,100.00
3,200.00
1,754.60
1,906.84
381.53
1,100.00
3,083.00
41.50
74.91
74.53
0.00
3.66
7,259.04
8,174.03
16,400.00
8,225.97
49.84
0.00
0.00
125.00
134.17
0.00
300.00
7.14
0.00
0.00
887.50
402.51
0.00
625.00
7.14
200.00
25,000.00
400.00
1,253.00
933.00
1,500.00
50.00
200.00
25,000.00
(487.50)
850.49
933.00
875.00
42.86
0.00
0.00
222.00
32.16
0.00
41.67
14.00
TOTAL COMPLIANCE
566.31
1,922.15
29,336.00
27,413.85
6.55
EQUIPMENT
Office Equipment Expense
Software and IT Support
Service Contracts
Profiles Update
Depreciation Expense
0.00
165.00
830.36
0.00
121.19
159.95
2,503.97
2,302.86
0.00
484.76
600.00
9,500.00
8,100.00
2,000.00
5,102.00
440.05
6,996.03
5,797.14
2,000.00
4,617.24
26.67
26.36
28.43
0.00
9.51
TOTAL EQUIPMENT
1,116.55
5,451.54
25,302.00
19,850.46
21.55
TOTAL EXPENSES
30,189.90
102,358.38
356,918.00
254,559.62
28.68
(34,855.91)
(15,657.15)
f
g
60
61
TOTAL MARKETING
62
63
64
65
66
67
68
69
70
COMPLIANCE
Accounting Services
Audit/990/Consultation
Legal Services
Insurance - D/O Liability
Insurance - Workers Comp
Interstate Solicitation
Misc. Compliance Expense
h
71
72
73
74
75
76
77
78
79
80
81
82
83
84
85
NET REVENUES
a
b
c
d
e
f
g
h
Correction of grant from Lilly Endowment Inc. for intern program deposited to wrong fund.
Over budget
Under budgeted item
Reference material for Office Coordinator
Mileage reimbursement
Printing and CT insertion
Drink tumblers
Under budgeted item
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COMMUNITY FOUNDATION OF GRANT COUNTY
STRATEGIC PLAN PROGRESS CHART
UPDATED: NOVEMBER 2013
Objective 1: Form a Governance Committee to review the organization’s policies, recommend additional policies, and draft revised Bylaws.
Activity
A.
B.
C.
D.
E.
F.
G.
H.
I.
J.
K.
L.
M.
N.
Chief Worrier(s)
Create Compliance Committee Policy
Board approves Compliance Committee Policy
Create a Scholarship Committee Policy
Board approves Scholarship Committee Policy
Create a Finance Committee Policy
Board approves Finance Committee Policy
Create a Distribution Committee Policy
Board approves Distribution Committee Policy
Create an Executive Committee Policy
Board approves Executive Committee Policy
Review and Modify Bylaws, as needed
Board approves Bylaw revisions
Review all existing CF Policies
Board approves various CF Policies recommended
by the Compliance Committee
On Schedule
Lags Schedule
Way Behind
Not Started
(3)
(2)
(1)
(0)
Compliance Committee
Board of Directors
Compliance Committee
Board of Directors
Compliance Committee
Board of Directors
Compliance Committee
Board of Directors
Compliance Committee
Board of Directors
Compliance Committee
Board of Directors
Compliance Committee
Board of Directors
Completion
Target
March, 2013
March, 2013
April, 2013
April, 2013
April, 2013
April, 2013
May, 2013
May, 2013
June, 2013
June, 2013
August, 2013
August, 2013
December, 2013
December, 2013
Budgeted vs.
spent
None
None
None
None
None
None
None
None
None
None
None
None
None
None
Percent
Complete
100%
100%
100%
100%
100%
100%
100%
100%
100%
100%
90%
0%
10%
0%
Status Color
Status
Number
3
3
3
3
2
3
3
3
3
3
2
2
3
3
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COMMUNITY FOUNDATION OF GRANT COUNTY
STRATEGIC PLAN PROGRESS CHART
UPDATED: NOVEMBER 2013
Objective 3: Increase sustainable impact in the communities we serve.
Activity

Discovering strengths, weaknesses, opportunities
or threats to which the organization should
respond.
Board of Directors
Completion
Target
October 2013

Develop and test potential strategies.
Board of Directors
November 2013
None
0%
3

Use the following strategy screen to test the
viability of strategies presented in this plan:
Does this strategy:
1. Conform to our mission?
Board of Directors
January 2013
None
0%
3
2. Utilize our comparative advantage?
Board of Directors
January 2013
None
0%
3
3. Provide a clear understanding of costs
Board of Directors
January 2013
None
0%
3
4. When necessary, include an exit process?
Board of Directors
February 2013
None
0%
3
5. Result in something that can be sustained?
Board of Directors
February 2013
None
0%
3
6. Assign actions and timelines to individuals?
Board of Directors
February 2013
None
0%
3
7. Avoid unnecessary burden on staff or
volunteers?
8. Develop action steps.
Board of Directors
February 2013
None
0%
3
Board of Directors
March 2013
None
0%
3
July 2013
None
None
0%
0%
3
3

Chief Worrier(s)
9. Implement all action steps
Repeat for next goal.
On Schedule
Lags Schedule
Way Behind
Not Started
(3)
(2)
(1)
(0)
Board of Directors
Budgeted vs.
spent
Done
Percent
Complete
100%
Status Color
Status
Number
3
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