Communications & Development Committee

Communications & Development Meeting

August 31, 2022, 7:00-8:20 pm

Attendees
Chris Pelly, Christina Maggi (Chair), Michael Harrison, Phil Trunnell

Unable to attend
Krista Gamble, Rick Fornoff, Suzanne Amelung

Notes

Christina and Phil had a call on Aug 16 with Suzanne, who indicated that although she hasn’t worked with WildApricot (WA) she’s heard good things about it and would recommend that we move everything to WA as WordPress updates are time consuming

Suzanne noted that our ilovehawcreek.com domain and server space is paid through May 12, 2023; she will purchase/set up the new domain that the committee agreed to, hawcreekavl.com, for $10 for the year (registration will be up for renewal on Aug 23, 2023)

Suzanne agreed to set up an email address using that domain, hawcreekavl@gmail.com, using the server space that we have for ilovehawcreek.com (paid through 5/12/23); after that we will have to renew the server space, which is about $100/year

Phil received the master list from Krista and will format/upload it to WA

Phil and Christina will work together to:

  • Recommend website template theme/color scheme
  • Determine member/donation specifications
  • Set up electronic acknowledgment language
  • Establish process for $100+ gifts to get acknowledgment letter

Phil will provide login access to Michael, who will review WA and offer suggestions on a plan to migrate ilovehawcreek.com WordPress to hawcreekavl.com WildApricot

Christina will work with Michael/others on content and structure of pages on WA site

Christina will undertake webpage editing and/or writing tasks with assistance as needed

Phil will prepare a 10-15 minute presentation to show board members how the WA system will work for us at the Sept 13 board meeting

Everyone agreed that an Oct 1 live date is unrealistic and acknowledged that the goal is to have the site up and running by the Nov 10 public board meeting

Committee should conduct a tab-by-tab review of the new website to ensure all pages, especially donation pages and links, look and work as expected

Everyone agreed to the fall fundraising plan that Christina presented at the last meeting, which will launch at the Nov 10 event followed by a series of emails and social media outreach beginning on Nov 29, Giving Tuesday

Christina will put together a draft schedule for posting events

Michael volunteered to post on Nextdoor (Haw Creek, Sondley and Bull Mountain)

Chris volunteered to post on Instagram

Chris is working on ideas for the next newsletter, which should mail in late October

Christina will explore vendor and mailing list options

Chris is drafting a brochure, which should be ready in time for our Oct events

Christina will create a welcome packet and connect with new residents in Nov/Dec

Phil will research the cost of having a Google business account and Gmail accounts

Christina will work with Krista to set up a Google Workspace account where we can archive HCCA documents

Christina will set up a shared Google calendar enabling board and committee members to view all meeting and event dates

Next meeting is Wednesday October 5 at 7:00 pm

 

July 27, 2022, 7:00-8:30 pm

Attendees

Chris Pelly, Christina Maggi, Phil Trunnell, Rick Fornoff

Unable to attend

Krista Gamble, Michael Harrison, Suzanne Amelung

Notes

Everyone present agreed to serve on the committee and Christina volunteered to chair

Christina will email Suzanne, Michael and Krista to seek their opinion about WildApricot, the new information management system that the board approved and we are planning to use; target date to go live is October 1

Christina will arrange a meeting/call with Phil, Suzanne, Michael, Krista and Chris to discuss and determine which option we want to go with:

  • Keep existing WordPress website, which will require viewers to leave our site in order to make a donation, or
  • Migrate our WordPress website to a WildApricot template to create a seamless experience when making donations

Phil will prepare a presentation and show board members how the WildApricot system will work for us at the September 13 board meeting

Chris will talk with Michael about posting new content to the website

Rick suggested HCCA open a Twitter account

Phil will research the cost of hiring a social media consultant

Rick will find out what Gmail options are available for HCCA and if we can get the same address for our URL

Krista will set up a Gmail account using the name Rick recommends and create a Google Docs Work Space where we can archive HCCA documents

Christina will set up a shared Google calendar using the Gmail address and enable board and committee members to view all meeting and event dates

Christina will follow up with Michael about setting up a Get Involved page on the website

Christina will follow up with Krista, who is organizing the various lists into one master Excel spreadsheet, which Phil will format and upload to the new system

Phil will work with Christina to set up automatic electronic acknowledgment emails and a system to identify larger ($100+) gifts that will receive an acknowledgment letter

Christina distributed draft language for use on the website and in HCCA materials, which was reviewed and approved; a slightly revised mission statement will be reviewed for approval at a future board meeting

Christina distributed a draft marketing plan for a fundraising campaign that would launch in October with a newsletter appeal (and announcement of a public board meeting on November 10), followed by a series of emails and social media outreach beginning on November 29, Giving Tuesday

Christina suggested exploring event sponsorship and foundation funding—to be discussed with Sarah/others at a future date

Committee should conduct a tab-by-tab review of the website before the newsletter mails to ensure all pages, especially donation pages and links, look and work as expected

Chris is working on drafting a brochure that can be used as a handout at events

Chris will order HCCA stickers with the website address—pending a new URL

Christina will follow up with board members and compile brief bios for the website

Christina will work with a local realtor to identify new residents and deliver a brochure/membership form to introduce them to HCCA

Next meeting: Wednesday August 31, 7:00 pm

 


June 29, 2022, 7:00-8:30 pm

Attendees

Chris Pelly, Christina Maggi, Krista Gamble, Meghan Quinn, Phil Trunnell, Renate Rikkers, Rick Fornoff, Susan Michael

Unable to attend

Michael Harrison, Suzanne Amelung

 

Notes

Chris and Christina co-chaired the meeting and Chris will recommend that the board formalize a Communications & Development Committee at the July 20 meeting (members would include Chris, Christina, Krista, Meghan, Michael, Phil, Rick, Suzanne)

Rick will review the website to see if he can work with WordPress (an open-source content management system) and help improve its functionality (Chris will get access info from Michael and send it to Rick)

Phil is researching subscriber database options that will enable us to capture donor and gift information and will present examples and costs at the next meeting

Krista will organize the existing membership Excel spreadsheet so it can be used for mailings (Chris will send her the most recent list)

Phil will receive all new donor information for accounting purposes and then forward data to Krista for incorporation into member spreadsheet—need to determine how acknowledgment letters will be processed and mailed, and how to link new information to the email list, which is managed by Michael

Krista will set up Google Docs (with seamless sharing) as a way to archive HCCA documents/achievements for future reference as board members change

Meghan will continue to serve as the website content manager and upload HCCA committee descriptions (Christina to send document)

Meghan will update the website calendar weekly (tentatively on Wednesdays) with events as provided by committee chairs

Christina and Meghan will review and refine the mission statement, value proposition and other language for the website with assistance from Chris and Rick

Krista volunteered to manage the HCCA Facebook page

Meghan will manage the HCCA Instagram account (Christina to send her password)

Chris will draft a brochure that can be used as a handout at events

Chris will order HCCA stickers

Christina and Krista will put together a sample welcome package for new residents

Christina will draft a marketing plan to launch a fundraising campaign in November

Christina will recommend to Leslie that the Community Outreach Committee make connections with local groups and/or table at local events such as the tailgate market, PTA, Haw Creek Commons, etc.

Integrate QR code in all media

 

Next meeting: Wednesday July 27 at 7:00 pm