resource campaign cabinet visitors training

Campaign Cabinet & Visitor Solicitation

Training Manual

FOR USE BY: St. Anthony of Padua’s Campaign Cabinet

Copyright (C) 1990-2012 Development Systems International VISITOR’S MANUAL - Pg. 2 Unauthorized Reproduction is Prohibited

Campaign Cabinet & Visitor Solicitation

Training Manual

Introduction Pg.3

Donor Relationship Cycle and Solicitation Process Pg.4

Campaign Breakdown & Goals Pg.5

Campaign Timeframe Pg.6

Cover Letter & Gift Proposal Pg.7

Arranging the Visit Appointment Pg.9

One‐On‐One Solicitation Pg.9

Response to Objections Pg.10

Gift Agreement Pg.11

Ways to Give Pg.12

2011 Campaign Cabinet Meeting Dates Pg.13

Commemorative Opportunities Pg.13


Weaving a Bright Future

In Greenville County, an overwhelming number of children, mostly African-American, are denied the opportunity to achieve their full potential. A majority of our students are from an impoverished area of West Greenville, near an old mill village, and 20 adjacent zip codes. Many of our students deal with day-to-day situations that are unimaginable to most of their peers and many adults in more affluent areas of Greenville. Common circumstances include: homes without heat, air, or ample food, exposure to mental, physical, and drug abuse, absence of a parent due to incarceration or other factors, and lack of support for high academic achievement. Nearly nine in ten students come from households that qualify for the National School Lunch program for free or reduced lunches. The likelihood of these students falling into a group of dropouts versus a class of graduates, into a gang versus a team, or becoming a burden to everyone versus an asset to society is far greater than most. Despite this adversity, the high school graduation rate for St. Anthony of Padua students exceeds 90%, which is significantly higher than the 50% graduation rate of their peers in neighboring local schools. Additionally, over half of our alumni continue their education at post-secondary learning institutions, as funding allows, after graduating from high school. St. Anthony of Padua School is not just another elementary school, but an educational institution with a mission to inspire a life-long desire for learning in each of our students, and to encourage self-confidence, high self-esteem and mutual respect for themselves and one another. Our shared beliefs guide our policies, decisions, and actions. In order to raise $5 million to build and equip the new school to prepare for the next 60 years, it is going to take the right people, who have already committed financially to the campaign, to visit potential donors to ask them to consider giving a specific amount over two years to help fund a specific part of the project. Ask amounts proposed to prospects will be determined in advance. Cabinet members will determine which prospects they will meet with, and will be trained in the art of listening and asking for a gift. Each Cabinet member is asked to call their assigned prospect to set the appointment at which they will ask for the gift. After each ask, Cabinet members will follow‐up according to each prospects’ response, and will report results and next steps to Erena Allen and the full Cabinet. The Core Team will meet every week through the duration of the solicitation campaign to report progress in each division toward their goals and resolve pertinent issues that arise in solicitation visits.


Cultivation ‐ the Development Cycle

Sequence of Cultivation

1. Determine personal contribution to the project

2. Identify the prospective donors to be visited

3. Determine or estimate his/her Linkage, Ability, and Interest

4. Determine if there is a need for further cultivation prior to solicitation

5. Initiate Cultivation activities if needed, or

6. Initiate Solicitation Sequence

a. Determine ask amount, consider possible commemoratives b. Arrange meeting to invite him/her to participate in the project c. Review video and Case Statement together d. Ask about naming opportunity which implies a specific amount e. Listen for his/her response and answer questions

7. Follow up his/her immediate decision

8. Set date, time, place for next meeting if necessary (do not leave Pledge Card to be mailed)

9. Document his/her final decision on signed Letter of Intent or Pledge Card

10. Report results and give Letter of Intent or Pledge Card to Erena Allen

11. Campaign Status will be shared at each monthly Campaign Cabinet Meeting


Campaign Goal Breakdown

Capital Costs:

• Construction costs $3,612,400 • Land acquisition $111,000 • Interior finishings: furniture, equipment, signage, etc. $653,200 • Attorney Fees (NMTC Legal Fees) $40,000 • Architect’s fees, designer fees (GIFTED) • Permit or zoning Fees (GIFTED) • Contingency (10% for costs overruns, change orders, etc.) (GIFTED) Subtotal $4,416,647

Campaign Stewardship Costs:

• Campaign Assistant $25,000 • Campaign Consulting $25,000 • Campaign Materials (print & audio/visual) $10,000 • Fundraising Costs (2 campaign-related events) $20,000 • Office Expense (Telosa fundraising database & postage) $5,000 • Meals & Travel (staff & volunteers) $3,000 • Interest/closing costs for line of credit $40,000 (allows for building costs to be incurred prior to multi-year pledges fulfilled)

• Relocation costs $12,000 (moving expenses for relocating into new school, including trailer rental)

Subtotal $140,000

Operating Expenses:

• Increase in operating support for next 3 years $411,000 (based on increased cost of running new facility)

• Operating Endowment $32,300 (all funds raised above the campaign goal will help to build the endowment fund whose annual earned income will help to offset operating and maintenance costs of the new building)

Subtotal $443,300

TOTAL CAMPAIGN GOAL ESTIMATE: $5,000,000

Campaign Income Projections:

Leadership Team Gifts $1,300,000 St. Anthony Parish Family $1,200,000 Foundations/Corporations $1,000,000 Community at Large $700,000 Government/New Market Tax Credit $800,000

Total Campaign Goal $5,000,000


Campaign Timeframe

Pre-Awareness Event Asks: by 11/18/10

1. Family Gifts Secured 2. Cabinet Members 3. School Board

Awareness Event Follow-up: 12/5/10 – 3/31/11

1. Major Gifts Cultivation 2. Personal follow-up of all attendees including major gift parishioners and new prospects 3. Schedule personalized cultivation activities at school, bringing them to a fuller

understanding of the school and the project, and getting to know them and their philanthropic goals and interests

4. For major donor parishioners in this list, include special two-part appeal for operating support and capital support

Campaign Asks: 1/1/11 – 6/1/11

1. Major Gifts Secured 2. All identified Major Gift Prospects Followed up by Cabinet Members 3. Master assigned list with appropriate ask amounts

Parish Campaign (w/Annual Appeal) 1/1/11 – 8/1/11

1. Combine with School Annual Appeal, stressing importance of both multiple year one time capital pledge and annual support for 2011

2. Focus Annual Event in July on Capital or Operating Needs, depending on status of campaign at that point

3. Follow-up with written appeal to any non-responders from Parish

Community Campaign Launch 7/1/11 – 11/1/11

1. Broaden ask to surrounding community members, prospects who have not yet responded to Awareness event or other interested parties

2. Direct mail package

Campaign Conclusion & Wrap-Up 11/1/11 – 12/31/11

1. Written Campaign report to full board and Campaign Cabinet 2. Campaign Success Celebration Event


Cover Letter Included With Gift Proposal January 31, 2020 James Jackson 123 American Way Anywhere, USA 12345 Dear James, It is with great excitement that St. Anthony of Padua Catholic School submits this proposal requesting your assistance in building a new school. This is a once in a lifetime opportunity that has come just when we needed it – not a moment too soon. The new school will directly impact hundreds of students and will have an indirect impact on thousands of Greenville residents for generations to come. This proposal invites the ______ family to invest a $________ leadership gift in the overall $5 million campaign. Attached to this letter is a single page proposal, with an accompanying case brochure that overviews this critical campaign. Please let me know if there is anything more I can do to support your decision process. I look forward to working with you on this valuable and important project. Please feel free to give me a call with any questions you may have. Thank you in advance for your consideration. We look forward to hearing of your involvement. Sincerely Yours, Erena Allen Marshall Collins Co-Chair Co-Chair Weaving a Bright Future Campaign Weaving A Bright Future Campaign Sr. Catherine Noecker, OSF Rev. Patrick Tuttle, OFM Principal Father St. Anthony of Padua Catholic School St. Anthony of Padua Catholic Church


JACKSON FAMILY GIFT PROPOSAL

To: James Jackson From: St. Anthony Catholic School Weaving a Brighter Future Campaign Date: January 31, 2011 Memo: Proposal for investment into St. Anthony’s Capital Campaign

Mission and Purpose: St. Anthony of Padua Catholic School is dedicated to creating a respectful and spiritually uplifting learning environment that encourages and inspires both its students and teachers to succeed. We are distinctly Franciscan, faithfully Catholic, proudly diverse, courageously supportive and ultimately successful in weaving a bright future.

Project:

Through prayer, hard work, strength and determination we have managed to move from a dream to reality; from an old farmhouse to a 55-year-old school building, all while meeting the critical needs of our school family and community for over six decades. We dream now of a facility dedicated to broadening the horizons of our children, our most precious gifts from God. The Weaving a Bright Future Campaign is a $5 million campaign that will build a new school for the next 60 years. Thankfully, St. Anthony of Padua has a very strong and loyal support base and we can expect this to expand as we bring the message of our school to the parish and the broader community. Working together, we will make this new school a reality for our community.

Proposal: St. Anthony of Padua Weaving a Bright Future Campaign Cabinet respectfully asks for your support in this effort with a $ gift towards the $5 million project. Thank you in advance for your consideration.

Erena Allen Marshall Collins Co-Chair Co-Chair Weaving a Bright Future Campaign Weaving A Bright Future Campaign Sr. Catherine Noecker, OSF Rev. Patrick Tuttle, OFM Principal Father St. Anthony of Padua Catholic School St. Anthony of Padua Catholic Church


Arranging the Visit/Appointment Pick up the phone and make the call. Exchange pleasantries.

“We appreciate your commitment to learning about the Weaving a Bright Future Campaign for St. Anthony’s.” “(Campaign Cabinet member name and) I would like to come and speak with you about your participation in the campaign. Would that be alright with you?” “When would be a good time for you?”

Confirm date, time and place for the meeting in writing, via email, hand‐written note, or on your business stationery. Call a day ahead to confirm the appointment.

Solicitation Visit Outline Exchange pleasantries

“Thank you for meeting me/us today. I/We appreciate your interest in this project.”

Review the project “Let’s take a look at the brochure.”

Open the brochure and lay it in front visible to both, or hand one out if not at a table. “Do you have any questions about the project?”

Draw out his/her observations, discuss concerns, and repeat issues in different words.

Give evidence of listening by taking notes and committing to follow up. “Have you identified a specific feature you are interested in?”

Acknowledge and affirm his/her interests.

Be ready to answer the question, “What do you have in mind for me?” “Your family has been important to this community (church) for a long time. We think it would be fitting for your name to be on (commemorative feature)” “I hope you will consider a gift of $________ over the next two years to underwrite the (commemorative opportunity).”

‐ Wait quietly for the prospect to speak first. (Resist the urge to break the silence.) ‐ Answer objections and expect to be asked for more time to make their decision. ‐ Report current accumulated total committed if asked. ‐ Set specific time and place to receive answer and follow‐up on issues raised during visit. ‐ Keep the appointment to get final answer, fill out the pledge card and secure signature.


Responses to Objections

1. Cost is too high

It is a lasting improvement that will benefit generations to come and is worth doing with excellence and substantial cost so that it will last.

2. We don’t need it

Our students deserve to have the type of school that others take for granted. The gym will be a central gathering place for the entire neighborhood and will help to improve the quality of life and benefit current and future generations.

3. We give financially to other projects

This project communicates the value that we place on this community, our children and our history. It is as deserving as any other charitable project that you could support in our community.

2. The new building will be too expensive to run and maintain

We know that it takes more than just the members of the parish to reach the $5 million goal. A portion of the campaign goal is set aside to help offset increased operating costs of the new school for the next three years. While we currently raise more than $300,000/year to support the school and subsidize tuition for our students, we know that this amount will increase with the opening of the new school. We are confident that the campaign will bring in new donors who will want to continue their support of this important community asset. We feel that in the long run, donor support from the community will provide needed resources necessary to continue our great tradition of quality education for deserving students.

3. Will a new cafeteria be included in the new school plans?

Plans are currently being explored to determine the added costs of including a new cafeteria to the existing plans. The total support for the project will need to exceed the original goal by at least this amount in order for this addition to be possible.


Gift Agreement

CAMPAIGN GIFT COMMITMENT PLEDGE:

1 - OPERATIONS GIFT COMMITMENT (Five-Year Gift):

Yes, I/we would like to make a pledge commitment to support ongoing operations. $_______________ remitted over ______Year(s) First Remittance: $_______________ Remainder: $________ Annually Quarterly Monthly To Begin:____/_____/_____

2 - PROJECT GIFT COMMITMENT:

Yes, I/we would like to make a capital gift to the special project

$_______________ remitted over ______Year(s) First Remittance: $_______________ Remainder: $________ Annually Quarterly Monthly To Begin:_____/_____/_____

3- ENDOWMENT GIFT COMMITMENT:

Yes, I/we would like to make a gift to the Endowment Campaign. $_______________ remitted over ______Year(s) First Remittance: $_______________ Remainder: $________ Annually Quarterly Monthly To Begin:_____/_____/_____

Yes, we/I would like to make a gift to the Endowment Campaign through our will/estate and understand that a representative from St. Anthony of Padua will be in contact.

TOTAL CAMPAIGN GIFT COMMITMENT: $___________________


RECOGNITION OPPORTUNITIES:

THE PADUA SOCIETY:

I would like to join the PADUA SOCIETY as a member of the:

COMMEMORATIVE OPPORTUNITIES:

I would like to associate my gift with one or more of the following naming opportunities:

MEMORIAL & TRIBUTE OPPORTUNITIES:

I would like to make my gift in:

Honor of: ______________________________________________________

Memory of: ____________________________________________________

I understand this commitment may be changed or canceled at any time, if circumstances require, by informing the organization in writing. All gifts are fully deductible for federal income tax purposes to the extent allowed by law. Thank you.

Donor Name_________________________________________________________________________ (as you wish for it to appear in print)

Address _____________________________________________________________________________

City/State/Zip _______________________________________________________________________

Phone ___________________________________ E-Mail ____________________________________

Campaign Representative ______________________________________________________________

Signature of Donor(s) ___________________________________________________Date ___________

Please make all payments (check, stock transfers, etc.) payable to:

ST. ANTHONY OF PADUA 887 Grand Avenue - Langston, PA 15445-9901 Voice: (722) 432-4912 Fax: (722) 432-1415

E-Mail: [email protected] Web: www.saop.org

Bleachers $50,000 Teacher's Lounge $50,000 Classrooms (6) $50,000 Classrooms (3) $30,000 Nurse's Office $25,000 Kitchen $25,000 Elementary Wing Stairway $25,000 Accounting Office $10,000 Benches (up to 10) $5,000

Education Center $1,000,000 Gymnasium $1,000,000 Entrance/Foyer $300,000 Elementary Wing $300,000 Library $250,000 Playground Area $200,000 Kindergarten Wing $150,000 Principal's Office $100,000 Circular Stairway $100,000 Art Room $75,000

FOUNDER’s CIRCLE ($1,000,000+) DEAN’s CIRCLE ($25,000+) CHAIRMAN’s CIRCLE ($250,000+) HONOR ROLL MEMBER ($5,000+) PROVOST’s CIRCLE ($100,000+)

mailto:[email protected]

http://www.saop.org/


Ways to Give

1. Gifts and Pledges of Cash: A gift of cash is the most popular type of charitable gift. Pledges allow donors to make a substantial gift and spread the payments out over several years. Gifts of cash are fully deductible in the year each gift payment is made up to 50% of your adjusted gross income. Any excess over the 50% deduction ceiling can be carried forward for up to 5 additional years.

2. Matching gifts: Today, many corporations have matching gift programs for their employees charitable giving. Please check with your company to see if they offer a matching gift program. Doing so can substantially increase your gift.

3. Gifts of Real Property: Contribute a gift of real property by either bequest of lifetime transfer, and realize significant tax benefits. Contact our Development Team for assistance with this type of contribution.

4. Gifts of Appreciated Assets: A gift of long term appreciated assets allows you to realize tax savings on both income and capital gains tax. You get a charitable deduction on the full fair market value of the gift, and save on capital gains tax if you sold the asset. Gifts of appreciated assets are fully deductible up to 30% of your adjusted gross income for that year. Any excess over the 30% deduction ceiling can be carried forward for up to 5 additional years.

5. Planned Giving: There are many options for planned giving that will benefit both the donor and the campaign. Please contact our Stewardship Office so that we may arrange an appointment with a Planned Giving Advisor.

Campaign Collateral Documents & Campaign Costs

Campaign Expenses:

1. Counsel fees 2. Additional staff 3. Campaign Events 4. Campaign printed materials 5. Direct Mail/Postage 6. Phone Campaigns 7. Travel for Solicitations 8. Donor recognition awards 9. Computer hardware/software

Campaign Literature Components:

1. Case Statement Document 2. Personal Presentation Manual 3. Team Leader Kits 4. Visitor kits 5. Private Communiqués 6. Campaign Brochures 7. Campaign Newsletters 8. Campaign Direct Mail 9. Named Gift Opportunities 10. And Much Much More


2011 Campaign Cabinet Meeting Dates:

January 13 5:30 pm Dinner; 6:00 pm Meeting February 24 5:30 pm Dinner; 6:00 pm Meeting March 17 5:30 pm Dinner; 6:00 pm Meeting April 28 5:30 pm Dinner; 6:00 pm Meeting May 19 5:30 pm Dinner; 6:00 pm Meeting June 23 5:30 pm Dinner; 6:00 pm Meeting

Commemorative Opportunities: Naming Opportunity Gift Level Reserved

Education Center $1,000,000

Gymnasium $1,000,000 Reserved

Entrance/Foyer $300,000

Elementary Wing $300,000

Library $250,000 Reserved

Playground Area $200,000

Kindergarten Wing $150,000

Principal's Office $100,000 Reserved

Circular Stairway $100,000 Reserved

Art Room $75,000

Bleachers $50,000

Teacher's Lounge $50,000

Classrooms (6) $50,000

Classrooms (3) $30,000 Reserved

Nurse's Office $25,000

Kitchen $25,000

Elementary Wing Stairway $25,000

Accounting Office $10,000

Benches (up to 10) $5,000

Endowment/Named Scholarship Fund $100,000+


AUTHOR – CAMPAIGN CABINET VISITOR’S MANUAL

James P. LaRose, CFRE, CNC - Founder - James P. LaRose Companies Phone: (803)808-5084 Email: [email protected] James P. LaRose, CFRE, CNC known around the world as “Jimmy LaRose the Fundraiser's Fundraiser," continues to transform nonprofit executives tasked with the raising of money in a tumultuous 21st Century economy. His passion for the nonprofit sector is without bounds and his love for the leaders who serve is unparalleled. His heroes are those men and women of the

charitable world who lay down their lives daily for the hurting and the hopeless. He’s spent the last twenty years supporting executives, volunteers, staff and board members across six continents who spend themselves in service to others. Jimmy is fond of sharing with professionals that, "Money chases after ideas, and there will always be generous people who will amply support a great dream backed by a sound plan." Jimmy is the founder of the National Development Institute, Development Systems International and ProPlatforms.com. He is the author of the internationally recognized fundraising series MAJOR GIFTS RAMP-UP and is the designer of the MAJOR GIFTS RAMP-UP CLOUD, a

complete back-office for nonprofit executives. Jimmy led the design team that established Certified Nonprofit Consultant (CNC), a credentialing process that supports nonprofit executives committed to sharing their management experience with their peers. He is the co-founder of the CauseCause.com platform, an online social media community network that supports citizens of the world committed to advancing the common good. He is the co-founder of DonorScope.com, a web-based research portal that identifies philanthropists, altruists, and leaders and their capacity to give to causes for which they personally care. Jimmy has been credentialed by the National Development Institute as a Certified Nonprofit Consultant (CNC) and holds the Certified Fund Raising Executive (CFRE) certification. He is the founding President of the Western Maryland Chapter of the Association of Fundraising Professionals (AFP) and is a graduate of AFP's Faculty Training Academy (FTA) and has been named by the AFP as a “Subject

Matter Expert” on the raising of money. Jimmy has also served as a specialist with the U.S. State Department's Speakers Bureau and has traveled the world working with embassies, foreign governments, and leaders to promote philanthropy and civil society in developing countries. He is a graduate of Indiana University's Executive Leadership Program, Indianapolis, IN, the National Planned Giving Institute, Memphis, TN, Tennessee Temple University, Chattanooga, TN and the Word of Life Bible Institute, Schroon Lake, NY. Rev. LaRose was ordained as minister of the gospel by the Ecumenical Church of Christ in 2010 to further support his service to the hurting and the hopeless around the world. Jimmy and his wife Dianne make their home in Columbia, SC and are blessed with three children and three grandchildren.


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Voice: 803-808-5084 Fax: 803-808-0537

[email protected] www.Development.net

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