Coalition For Kids Board of Directors Meeting Minutes December 3rd, 2018 Directors present: Cay Greer (President), Jim Harlan (Treasurer), Maggie Ingram (Secretary), Randy Hensley (Executive Director), Jennifer Keller (Member at Large), Tom Krieger (Member at Large), Nancy Berry, Colin Chesley, Annie Howard, Sharyon McKinney, Dr. Wendy Nehring, Kevin Peters, Harrison Wexler, Sheila Whitlock and Bethany Patton (Director of Operations). Call to Order, Opening Prayer and Welcome Cay Greer opened the meeting in prayer, then welcomed the Board of Directors and the new Board Members Annie Howard and Kevin Peters. Kevin Peters is from Elizabethton, he works as a CPA for Blackburn Childress & Stigall. Kevin is also on the board for the Ronald McDonald House. He is looking forward to serving on the Coalition’s Board of Directors. Annie Howard is from Elk Park, North Carolina. She currently is a health care attorney with Hancock Daniel. Annie is excited to be a part of Coalition’s Board of Directors. Approval of minutes (PowerPoint included at end of minutes) Cay Greer presented the October board minutes, it was noted for the PowerPoint presentation to be included in the minutes from this meeting forward and add a summary of the PowerPoint. Maggie Ingram made a motion to approve the October minutes as presented and Harrison Wexler seconded the motion; approved as presented. Finance Report (see handout for report details) Jim Harlan Jim reports current assets are in good shape. The November income is up 3K compared to the budgeted November income with the November expenses slightly over the budgeted expenses. The YTD income is only about 3K below budgeted YTD income; therefore compared to budget we are flat. Jim also noted the last 5 months it’s been pretty flat. Randy reported the Direct Mail was sent on November 16th, asked for sponsorship towards Shopping 4 Others and volunteer applications. He also noted Summit Marketing is doing a great job at pushing Shopping 4 Others via Social Media. Cay Greer proposed a motion be made to approve the financials as presented, Tom Krieger made the motion, seconded by Sheila Whitlock and approved as presented. Fundraising report: Randy Hensley Bethany Patton reported on Shopping 4 Others. Coalition has 131 kids that are registered to shop. Last year was Coalition took 119 kids shopping. To date we have 67 volunteers who have submitted an application to shop. Summit Marketing put a online application on our website, even though there have been a few kinks in the process, it is great! Bethany reported we are still in need shoppers. She reiterated the event is Tuesday, Dec. 11th at 5:45, shopping starts at 6:30 and there will be Shopping 4 Others shirts for kids and staff. There will be shirts for sale if volunteers would like to purchase one. Shirts are $20 and available online till December 5th. Bethany noted, Coalition staff will be placed at all doors for security. Details for the event will be emailed to all volunteers. 1 Randy reported, Summit Marketing created the opportunity to do a mass text message to all of his contacts. He personally did a text ask for the raffle one contact at a time and it was very successful. The Shopping 4 Others text went out as a personal text message from Randy. He has over 2200 contacts! Randy’s phone blew up with responses from people wanting to participate or donate. He estimates it is possible to date that we have raised 8K! The text software cost only $240.00. Summit is currently very busy working on several marketing projects: Shopping 4 Others, Direct Mail, mass Text sent to all Randy’s contacts, Sponsor A Child database and pictures, donor database, and planning for 2019 events. Reimbursements & Grants Reimbursements: CACFP, 21stCCLC & LEAPS were received for September & October Grants received: Speedway Children’s Charites awarded Coalition $10,750 for programming support, Walmart Community Grant awarded $2,500 for Shopping 4 Others Grants: October: Awarded: Speedway Children’s Charities: Awarded grant for programming support Walmart Community Grants: Awarded $2,500 for Shopping For Others Submitted: Blue Cross Blue Shield Community Trust: Requested $5,000 event sponsorship November: Awarded: Speedway Children’s Charities: Received awarded funds $10,750 for programming Submitted: First Tennessee Foundation: Requested $25,000 for programming New and Old Business: Bethany Patton reported hiring 5 new employees saying it was a great set of candidates. In the next few weeks we have more students’ register therefore creating a need for more tutors. She also reported we’ve had 5 people turn in their notices due to graduating, college class schedule changes etc. Quality of our new hires are great and so was the quality of our staff that has left us. They’ve moved on to full-time jobs. Bethany reported since we added Town Acres, we have received 30 referrals already (principal has hand delivered his referrals)! Dr. Simmons, the principal thought Coalition was a Title VI only program, so he is excited to partner. She noted we have a classroom in every room on campus so we are now utilizing all spaces. Steve Dockery put the floor down in our last room and it is ready to go. It looks amazing after Don Wilcox waxed the floor. Randy reported school tours we given to Fairmont and Indian Trail. Indian Trail brought 20+ teachers and Fairmont has been here for 2 tours. The response from our teachers’ tours blown them away due to seeing we are more than a community center. Getting tours to happen helps us get the teachers on board. We’ve lost 4 CDL drivers-that is the most critical piece. Looking for 21+ due to cdl need. Need at least 7 new employee. Due to our LEAPS funding and it falling under DHS, the new hire background check has a new process in place which is a little more extensive. 2 Executive Director’s report: Randy Hensley- See PowerPoint Outline attached. Randy reported his meeting with Ballad, Jim Harlan and Mitch Cox went really well. Ballad has a lot of reports they have to create on how they are solving metrics and how they are impacting the community. Ballad is looking for partners due to the time frame of requirements. Coalition’s credibility and position is exactly what Ballad needs to meet their requirements of how a community is impacted. Ballad expressed an interested in partnering with Coalition. Ballad would start pilot projects first then open up the application to the idea of those who would want to host a pilot project. Randy’s question to Ballad is was “how can Coalition help Ballad instead of how can Ballad help Coalition.” Randy spoke about employee Isiah Porter. He was a speaker for one of our luncheons, he was in Coalition’s first, 1st grade class, graduated from High School and came to work with us while in college. Isiah faced and overcame many obstacles in life that have tried to keep him from graduating. Proudly we announce Isiah is graduating from ETSU!!! Calendar of events- Tuesday, December 11th- Shopping 4 Others Wednesday, December 19th – all programs have Christmas parties Thursday, December 20th – Staff Christmas party Dec. 26th-28th & Jan. 2nd-4th - Christmas break programming January 8th- Program is back in session 3 Board of Directors Meeting Executive Director PowerPoint Finances 1. Finances dead on after 4 and 5 months of operating 2. Doe river Gorge fundraiser - attended 3. Requested $$$$ from Mountain Empire oil Grants 1. Dollar General Literacy Foundation - $7k for books 2. Mooneyhan Family Foundation - 30K 3. Speedway Children’s charities - 10,750 Programming -October 1. Daniel Ritchie, special guest speaker, born with no arms (Allen Rothwell) 2. Fall Festival Stats - Total of 17 businesses participated in "trunks of treats" First Christian paid for two inflatables. Attendance was 736 (meal tickets) We had 80+ volunteers help with this event allowing our staff to mingle with parents and children. A large portion of the food was donated by PFG, Pepsi, Walmart and Second Harvest WJHL did a live feed from our campus from 4:45 - 5:30. 3. Project Mindfulness Enrollment AKC-234 -Oct, 252-Nov. Enrollment AKC and KIA-380 Oct, 407-Nov 4. 30 day evaluations for staff 5. Coordinated with Site Directors and each school to get State ID's and grade card reports for each student 6. Hired 4 new staff 7. Tour of the Coalition facility for Fairmont Elementary School teachers Programming - November 1. Hired new stem director - Kierna Mason 2. Received, organized, and distributed Read to be Ready books to designated sites 3. New - Family Engagement project-staff 4. New programming conversations regarding time design of day to day routine 5. Towne Acres principle/staff meetings and 20+ referrals 6. Indian Trail Teacher tour 20+ in attendance 7. Community Involvement award JC schools, Dr Stukes recommendation 8. Thanksgiving staff gathering with food and fun 9. 77 students receiving coats from alemite- info gathering 10. AAA. Sponsoring a family for Christmas 11. Nutrition curriculum - taught by UT extension office 12. A STEM boat challenge. Each grade had a certain amount of aluminum foil to create a boat. 4 General 1. New board member's names were submitted to the Directors for a vote: Annie Howard is an Attorney employed by Hancock Daniel, a National Healthcare law firm. 2. Kevin Peters is a CPA with Blackburn, Childress and Steagall as an Audit Partner. 3. HR workshop in Bristol 4. UW campaign report breakfast 5. Scheduled in house First Aid/CPR/AED training for 11 staff 6. Monthly Leadership Training Future Growth Met with Ballad representatives, Mitch Cox and Jim Harlan Volunteers -October 1.