Christy Lansford, Executive Director www.coastalbend.edu/foundation

(361) 358-2447 lansford@coastalbend.edu

Meeting Agenda Coastal Bend College Foundation Board of Directors

Tuesday, May 28, 2013 5:30 P.M.

R.W. Dirks Student Services Building, V-119

1. Call to Order John Galloway, VP Development

Call to order at 5:29 pm

2. Action on Minutes of April 23 Bridget Gayle, Secretary

Lou Adele May moved to approve the April 23rd, 2013 meeting minutes, Blant Miller seconded and the motion passed

unanimously.

3. College President’s Report Dr. Beatriz Espinoza, College President

Dr. Espinoza was unable to attend. Christy Lansford reported in her absence that graduation was a wonderful event which took a

lot of hard work, performed by many CBC employees. Two ceremonies were held, awarding 564 total degrees and certificates to

510 students; 95 whom graduated with honors. The Foundation hosted receptions for each of the ceremonies to honor the

graduates and their families.

Legislative update included details on:

SB1

o 50% cost sharing was adopted which is good for CBC for planning purposes going forward.

o The TACC methodology for funding was also adopted for which CBC was advocating.

o Success point funding will be based on a college competing against itself. If the college doesn’t meet the

requirement, money will be held and the college will have the opportunity to re-earn the funding. CBC should

fare well with success points given our history and continued oversight.

HB972 by Fletcher

o Prohibits concealed handguns on college campuses

o Doesn’t look like it’s going to get the votes needed to reach the Senate floor

o CBC does have a policy (GFA(LOCAL)) in place that strictly prohibits firearms or other weapons on college

facilities.

SB62 by Nelson

o Lowers the age requirement for bacterial meningitis shots to 22 years old

o Allows students opportunity to access an online portal to file a waiver for an exemption based on reasons of

conscience

o Good for our students—gives them more time to get the shot or file for the exemption, hopefully reducing the

occurrence of dropping for non-compliance

SB214 by Birdwell

o Amendment by Jones-Mclendon that added language requiring the phase in of the common course numbering

system across all institutions except UT Austin and TAMU College Station.

o Excellent for our students who will be transferring to a four year institution so they can easily see what classes

are needed in their degree program at their destination college.

4. Executive Director’s Report Christy Lansford, Executive Director

Christy Lansford gave an Executive Director’s Report on April24-May 28th, 2013 (see attached)

5. Committee Reports

a. Executive Committee John Galloway, VP Development

i. Resignations

Resignation of George P. “Trace” Morrill III due to his election to Beeville City Council.

ii. Elections

The nominating committee (Executive Committee and Laura Fischer) will meet to recommend

replacements for Trace and other “open” spots on the board. Trace’s replacement will only need

to fill the remainder of his term as president which ends in January

b. Finance & Governance Committee Daren Wilder, VP Finance & Governance

i. Audit Review

Draft presented by Daren Wilder.

Bridget O’Brien Gayle moved to have the audit finalized, for consideration in June; Chip

Latcham seconded and the motion passed unanimously.

ii. Dickenson Trust Update

The Foundation has no authority as this is a College held account.

College is aware of the situation through Dr. Espinoza’s and Marion Williams’ involvement in

the communication loop.

The recommendation of the F&G committee is that that issue be settled as economically as

possible, hopefully without the Trust having to pay lawyer fees. Lou Adele May moved to

approve the recommendation, Chip Latcham seconded and the motion passed unanimously.

c. Events & Marketing Committee Jim Kirkpatrick, VP Marketing & Events

i. Cinderella Update

Recaps on the Executive Director’s Report from Cinderella success.

Will check with CC Ballet Co. on upcoming ballets and report back.

ii. Giving Clubs

Life-time amount on giving clubs (see attached as amended).

Giving Club for all categories to be approved with the addition of “CBC Cougar Club” at $0-

$999; all accumulative; remove planting of a tree for last category. Bridget O’Brien Gayle

moved to approve, Blant Miller seconded and the motion passed unanimously.

d. Development Committee John Galloway, VP Development

i. Conoco Phillips Grant

Original instruction to Christy was to apply for $500,000 to support Allied Health at CBC.

Christy worked on the brief proposal—minimums set by Conoco Phillips application are 2000

characters per question on the application. She conducted research at the college and met briefly

with Dr. Espinoza to get input on the College’s vision. The project was monumental for such a

short application allowance and short time-frame. Christy called Glynis Strouse with Conoco

Phillips for input on what information was the most important to include and focus upon.

Glynis said that Conoco Phillips would only fund a maximum of $10,000 to non-profits and

that they would not pay to renovate a building. She suggested going a different route.

Innovative Teaching Grants is the $10,000 idea. Christy wrote the grant proposal and

submitted the draft for approval to the board (see attached). The Innovative Teaching Grants

would be offered for Spring and Fall Semesters of 2014--$10,000 total each semester if funding

is acquired from Conoco Phillips. CBC Foundation would commit to matching the $10,000

Conoco Phillips would provide. Shared fiscal responsibility will help, hopefully, with getting the

grant funded.

Discussion regarding asking Glynis Strouse to join the board instead of applying for the grant

resulted in the decision to apply for the grant now and after it is funded (or not) then ask Glynis

in order to avoid conflict of interest. Further discussion led to the consensus to ensure that Dual

Credit teachers could apply for the Innovative Teaching Grants as well.

Laura Fischer moved to approve the application, John Galloway seconded and the motion

passed unanimously.

ii. Capital Campaign

Christy Presented the Capital Campaign plan as presented to the Development Committee

earlier in the month (see attached as amended) calling special attention to the last page.

Development Committee officially declares that CBCF is in the “silent phase” of the campaign.

The goal for the Major Gifts portion of the campaign is to raise $2 million. Foundation Board

members will identify potential donors and indicate what the donor’s giving potential is.

John Galloway suggested to alter the giving pyramid—take off the $1M donor and allow for

more in the other categories to make up for that. Christy will make the edit and reminded the

group that the pyramid is a guideline only—if we raise $2M in $100K increments, that’s ok!

Kick-off of public phase is scheduled for Fall 2014 and the goal is to have half of the funds

raised at that time.

Grand finale is to coincide with the College’s celebration of CBC’s 50th anniversary celebration

in the Fall of 2015

Christy has planned to kick-off the employee giving campaign during Convocation in

September. Email information will be sent prior to Convocation and she is working with

Amador Ramirez and Monica Cruz to put together a video showcasing the options and

importance of the campaign. The video will be informative yet fun and will showcase

faculty/staff who are already participating. Anna M. Garza will conduct a break-out session to

answer any questions on filling out the forms or how to ensure the donation goes to the correct

fund.

Bridget O’Brien Gayle moved to accept the Capital Campaign plan, Jim Kirkpatrick seconded

and the motion passed unanimously.

e. Programs Committee June Hurley, VP Programs

i. Alumni & Friends Association Update

Foundation sponsored the two 2013 Graduation receptions in the amount of $1,320.00 on

behalf of the Alumni Association. Attendance was low for each reception but of those that did

attend, interest in the Alumni Association was great.

The Alumni & Friends had a table for the two receptions with Alumni information, CBC give-

aways and current Alumni members recruited new members.

6. Other Business

7. Adjourn

7:12pm

Lou Adele May moved to adjourn, Daren Wilder seconded and the motion passed unanimously.

Executive Director’s Report

April 24—May28, 2013

April

Meeting pending with BHP Billiton Petroleum—interested in safety training and other workforce related

training. CBC offerings have been sent to my contact.

The door is definitely open for contribution discussion.

BHP invited me to press conference—met representatives from about 6 other companies and set up follow

up meeting with one

Met with Marathon Oil representative regarding partnering with CBC to educate employees in Equatorial

Guinea

Met with Chamber of Commerce Executive Director in Kingsville, Alice Byers—have a solid list of

potential donors that have an affinity for CBC and are in the position to make meaningful donations in

Alice and Kingsville

Spoke at Rotary in Kingsville

Met with Michael Kellam, City of Kingsville, Director of Planning & Development Services

Met with representative with Blake Fulenwider dealerships and are in the process of setting up a meeting

with Mr. Fulenwider and the general managers of the Beeville and Kingsville dealerships

Foundation sponsored Texas Workforce Solutions—Alamo Board of Directors meeting at the Pleasanton

CBC site.

May

CINDERELLA—was a wonderful success in so many ways! Thanks to each of you for your hard work.

Spoke to Faculty during their mandatory Advising 101 to lay groundwork for employee giving campaign

Met with Jim East, San Patricio Electric Coop—thanks for support of CBC Foundation Cinderella event

and begin discussion of other opportunities to support CBC

Coordination of a meeting with ConocoPhillips representative, Karnes City ISD Foundation and CBC staff

to discuss plan for Karnes City education center and establish provision of CBC educational services

Spoke to Karnes City Rotary

Anna coordinated Alumni outreach for graduation. CBC Alumni volunteers did an excellent job!

Worked diligently on two separate versions of Conoco Philips grant proposal.

Humanities lecture series (see attachment) planning committee working for August 29 event

Foundation Income Report (as of January 1, 2013)

Athletics: $10,164.33

Memorial Donations: $1,700

Pledges: $6,000 pledged; $800 collected

Fundraisers: $20,772.16

Other Donations: $84,000

Additional Scholarship Donations: $4,900

Total Income: $122,336.49 (includes only $800 of pledge amount)

Scholarships Report Spring and Summer Semesters

Spring Fest—awarded to 4 students in Beeville and 2 in Kingsville @ $250 each

Marathon Oil—awarded to 4 students @ $750 each

Davidson Scholarship—awarded $1,200

Vi Shirey Special Donation—awarded to 2 students at $200 each

Beeville Masonic Lodge—awarded 1 scholarship of $400

William R. Dobson III Memorial Art Scholarship 1 @ $500

Total Foundation Scholarships Awarded: $6,100 ($3,000 from Marathon Oil Fund)

CBC to Foundation Support—Goal is 100% in each area

CBC Board of Trustees—about 43% (3:7)

Foundation Board of Directors—about 63% (15:24)

President’s Leadership Team—about 25% (1:4)

Foundation Staff—100% (payroll deduction) (2:2)

Cinderella Financial Report

Total Income (including receivables): $40,053.50

Total Expenses: $19,531.34

Total Profit: $20,522.16

Giving Clubs (Lifetime cumulative)

CBC Cougar Club

$0-$999

Window Decal

Foundation Friends

$1000-$2499

Window Decal

Forum E-newsletter

Foundation Supporters

$2,500-$4,999

Window Decal

Forum E-newsletter

Listing in the Forum

Coastal Bend Society

$5,000-$9,999

Window Decal

Listing in the Forum

Forum E-newsletter

Two tickets to any home game

Heritage Society

$10,000-$19,999

Window Decal

Commemorative Lapel Pin

Listing in the Forum

Two tickets to any home game

President’s Circle

$20,000-$49,999

Window Decal

Commemorative Lapel Pin

Season Pass to CBC home games

Listing in the Forum

Invitation to appreciation event, hosted by the CBC President

Living Legacy Society

$50,000-$99,999

Window Decal

Commemorative Lapel Pin

Season Pass to CBC home games

Feature article in the Forum

Invitation to appreciation event, hosted by the CBC President

Name on the “Tree of Life” wall display

Founders Circle Legacy Club

$100,000+

Window Decal

Commemorative Lapel Pin

Season Pass to CBC home games

Feature article in the Forum

Invitation to appreciation event, hosted by the CBC President

Large imprint on the “Tree of Life” wall display

Innovative Teaching Grants

Guidelines for Grant Applications

Purpose:

Innovative Teaching Grants are designed to encourage, facilitate, recognize and reward innovative and creative

instructional approaches to the accomplishment of program objectives. The Coastal Bend College Foundation

(CBCF) is offering teachers and administrators the opportunity to apply for grants to support innovative programs

or projects to support higher levels of student learning. The grants must enhance student academic performance and

support the objectives, goals, and initiatives of CBC’s Institutional Effectiveness plan.

Persons Eligible to Apply for Grants:

Individuals or teams of individuals employed by Coastal Bend College who are involved in the instruction of

students are eligible to apply, including Dual Credit instructors.

Eligible Proposals:

Instructional approaches or projects designed to begin during the 2013-2014 school year and which meet the

selection criteria. Grants may fund instructional and classroom materials or any activity or material which supports

higher levels of student academic achievement (no text books, however).

Award of Funds:

There is no minimum request, but a maximum of $1,000 can be awarded per application submitted by an

individual. A maximum of $3,000 will be awarded for a group submission. Up to $10,000 will be awarded for each

of the Spring 2014 and Fall 2014 semesters. Funds not awarded will be carried over to be following semester.

Selection Criteria:

The degree to which the grant supports the District goals and the Institutional Effectiveness Plan and is specifically designed to address an area of need substantiated by data.

The degree to which student academic performance is emphasized.

The degree to which sound evaluation procedures are incorporated in the proposal.

The degree to which the proposal represents a creative or innovative approach to the accomplishment of objectives.

Funds are not typically available for recurring programs/projects. (The proposal should address a new project as opposed to one accomplished or under way; however, if an implemented grant can show substantial improvement in student performance, then applicant can reapply using data to prove need for recurring program.)

The degree to which the proposal is clear and logical, including (a) specificity of objectives; (b) clarity of description of instructional procedures, methods or treatments; and (c) correspondence among evaluative procedures, objectives and treatments.

Selection Process:

1. Application forms may be obtained online through the Foundation web page

(http://www.coastalbend.edu/Foundation/) or through email from Foundation office

(foundation@coastalbend.edu). 2. Applications must be reviewed by the division chair and dean for congruence with campus programs and signed

by the VP of Instruction. 3. Signed applications are due to the CBCF office, no later than the date selected by the CBCF Board of Directors. 4. Applications will be reviewed and commented on by the grant application review committee made up of the

following members: a. Four CBCF directors appointed by the president of the CBCF Board of Directors b. Foundation Executive Director c. CBC administration/faculty/staff member d. Others as determined by the CBCF Board of Directors

5. If recommended for approval, the application is presented to the Board of Directors of CBCF for review and formal approval.

6. Applicants will be notified of decisions by the date specified in the grant timeline.

Responsibilities of Grant Recipients:

Use the awards for the purposes intended.

Funds must be expended and projects must be fully implemented by the end of the semester.

Project must be fully implemented and final report submitted to CBCF before recipients can submit an application for another grant.

Agree to share successful procedures in staff development sessions and at one CBCF Board meeting

Take pictures of students engaged in active learning

Create and facilitate student evaluation and participate in faculty directed survey

Capital Campaign Plan

Note: this is a compilation of information found on various websites/resources NOT intended to be exhaustive

1. Pre Campaign Phase

a. Identify community attitude toward organization

b. Identify potential leadership in the community with affinity to CBC

c. Identify unique challenges, opportunities and strategic initiatives and priorities identified by staff and

leadership (attain prioritized needs list from CBC leadership)

d. Acquire financial records of past giving

2. Have leadership in place

a. Any experience with capital campaigns?

b. Are all Board members current donors?

c. Are board members currently involved in the identification, cultivation and solicitation process?

d. Are your board members able to open doors?

e. Is the board 100% committed to the project—there will be setbacks, can the board weather the

storm?

f. Have full BOD buy-in and CBC leadership commitment (including BOT and CBC administration)

g. Train faculty and staff on key messaging and purpose

h. Campaign chair=VP Development Committee

i. Identify co-chairs by geographical location

3. CBC Campus Internal Campaign

a. Procure a match gift?

b. Choose campaign captains from each campus and department (more than 1 per campus)

i. Be a cheerleader for the Foundation

ii. Importance of the Foundation

iii. Collect employee giving forms to turn into the Foundation

iv. Train these people!

c. Provide incentives

i. First campus/department to reach 100% giving will get

a…party/breakfast/lunch…whatever

ii. Tshirts…free stuff!

d. Payroll Deduction/Giving Forms at Convocation

i. Mail before convocation (with incentive for dept with most return)

ii. Hard push at convocation (put giving form in Employee packet too)

iii. Make message fun

iv. Make message meaningful “how affects me” (innovative teaching grants)

v. Explain the form (1x giving vs payroll deduction)

4. Identify Campaign Leaders

a. Not necessarily board members but certainly can be

b. Leader in the community—well connected, highly respected

c. Can sit on a “planning committee” that only meets a couple of times—engage the powerful people

in your community that might not be willing to sit on a board but will attend 2 meetings

5. Put together a case statement—focus on benefits, not needs

a. Create a vision of the campaign, explain the details, and explain why you’re undertaking such a

major building project

b. Keep it concise, easy to read and prominently feature the benefits of the campaign

c. Create campaign prospectus, video, newsletters and other materials based on case statement

6. Create Budget

a. Include all outreach, printing materials, graphic design, travel etc.

b. Estimate of 10% of goal

7. Forms/Internal

a. Pledge form—use long form or short—see what we have and edit as you see fit

b. Giving levels

c. Recognition—naming opps, donor recognition wall, benches, trees, fountain support and pavers

8. Prospectus—soliciting internal leaders

a. cover sheet (personalized with prospect’s name),

b. cover letter (must contain specific request for funding),

c. the case statement and

d. a simple campaign gift intention form

9. Fundraising Brochure—external leaders/donors (quality but not extravagant)

a. Follow case statement as a guide

b. Outline the challenges and summary of why CBCF is doing what it’s doing

c. Explain what the campaign is about

d. Last page—summary and sales vehicle to drive the donor to give

e. Folder type can include letter in the front (including specific request for funding) and the back cover

can hold the pledge card

10. Video—quality!

a. About 7 minutes long

b. Visually explain the need for campaign

c. Emotion to grab attention, outline the challenge and explain how CBCF will meet the challenge

d. Don’t mail in lieu of meeting a prospective donor

e. Tell donor the meeting will be shorter if you can show this short video

f. Take your own portable DVD player

11. Gift Range Chart/ Giving Pyramid

a. 40-60% of the goal is provided by six to eight donors

i. 1 gift will provide 10-20% of the goal

ii. 2 gifts will contribute 10% each

iii. 3-5 gifts will make up the remaining 10-20%

b. The rest will be made up of smaller amounts

i. Generally, capital gifts are $1,000

ii. Smaller gifts are OK but will most likely negatively affect your annual campaign

c. Remember that ½ will not give and those that do, typically only give ½ of what you ask

12. Communication to the masses

a. Press releases

b. Social media

c. Website

d. Mailers

13. Identify prospects

a. Board members to each submit donor list ranked by giving potential

b. Solicit internal—employee giving campaign

c. Strengthening relationships with current donors—for a cause

14. Other details

a. Always use pairs of askers

b. Emphasize closing the deal—get the pledge form

c. Tease giving levels upwards if gift is close to next level

d. Use media/events to create and sustain excitement

Basic Structure

“Simple” $2.5 million campaign

Major Gift ($10,000+)

Major gift campaign to raise $2M, which will fall on the board and their prospects.

Giving pyramid example

500K gift–1 person

250K gift–2 people

25K gift–20 people

10K gift–50 people

Board members identify who can give at this level. Bring prospects to campus to meet with faculty and/or students.

Annual Giving

(<$10,000 gifts) goal is 500K over 18 months.

Ask everyone who has given a gift to the college to give again and send out letters in the mail to alumni, parents,

any/all contacts we have

Case Statement Outline—Basic

1. BENEFIT/NEED

a. Allied Health Initiative (Texas Health Resources and Services Administration, a majority of the EFS production area is considered a primary medical shortage area. Population boom dramatically increasing the strain on all Allied Health industry)

b. Innovative Teaching Grants c. Scholarships

2. EVIDENCE a. Allied Health In Eagle Ford Shale b. Budget cuts, enrollment down, morale c. Economically depressed area

3. ORGANIZATION QUALIFIED? a. CBC Service area w/in Eagle Ford b. CBC is responsible to students, faculty and staff as well as the public to provide quality educational

opportunities and learning environment c. Opportunities to draw students to CBC instead of going straight to work

4. TIMELINESS a. CBC Service area w/in Eagle Ford b. CBC has faculty who are hungry to prove themselves as well as ensure success of the student c. EFS hiring frenzy has slowed