Community Relations Committee
Cayuga Lake Watershed Network
August 27, 2008
Stewart Park Ithaa NY

Open House
· Wells College – appreciation for Wells and what they have done to assist CLWN.
· CLWN needs to let people know who we are.
· Date – establish by date President Ryerson is available.
· Invite Wells students, staff and faculty.
· Obtain an attractive durable guest book to capture names.
· Event budget – roughly $1,000.
· Develop schedule of events.
· Speakers should take a total of 20 to 25 minutes at the max:

o Board Chair – open the open house
o Wells College President – 2 – 5 minutes
o Student Speaker – Heather Philip – 5 minutes
o Donor Testimonial – John Dentes – 5 minutes
o Board Chair - close the event

· Invite 200 (plus membership) and expect 50-60 to attend.
· Sharon :

o Obtain open house date by Wells College president availability.
o Ask the president whom she would like to invite or not invite.
o Meet with event coordinator to determine food supplier, caterer (do we need to use campus food service), is it OK to serve wine and what is the protocol for addressing potential under- age drinking, and supplies (are table clothes, real glasses and silverware available).
o Power Point with CLWN facts (Marsh Land, black and white lettering, pictures, Salmon Creek, features of the lake and watershed, Lansing rain garden).
o Pam Sheradin, Director of Alumnae/i Relations, contact her about reaching Wells College Alumni who are in the area.
o Contact Todd Walters to attend event and utilize his color coded map of phosphorus and sediment loads in the lake.

· Steve:

o Design invitations
§ Set 4 to a page with print on one side to fit in stock envelops.
§ Key language points including RSVP date.

· Dan Carrion, CLWN Office Manager:

o Look up addresses for invitation list as needed.
o Merge invitation list with Ronda and committees invitee additions.
o Arrange for distribution of invitations to campus facility mailboxes and determine number of invitations needed.
o Send postcard invitation to members based on invitation Steve designs.
o Be available to meet with media who request advance interview with the Wells College President.
o Arrange to have the chairs removed from the conference room.
o Work with caterer to order food and establish RSVP date.
o Clean office in preparation for the event.
o Decorate office with displays and posters of CLWN projects.
o Create and post schedule of events on the wall.
o Setup PowerPoint made by Sharon on a loop.

· John:

o Ask Milene Morfei, new Board member and Wells College faculty, to assist with this event and perhaps to serve on the committee.

· Ronda:

o Contact Kate Beckley – local artist, request artwork to exhibit, donate with rotation of other artwork from additional artists.
o Prepare a list of invitees to add to the invitation list prepared by Dan. The committee will review the list and make recommendations for additions as appropriate.
o CLWN board and members will be invited.
o Others to be invited include but will not be limited to: Mr. Nozzolio, Emerson, Triad, Park, Finger Lakes Institute, Aurora businesses (Rhonda), wineries and micro brewers around Cayuga Lake, CLWN membership, Morgan Opera House.
o Circulate invitation list for review to Bill Shaw.
o Complete over email before next committee meeting and get to Dan any he is to print

· Carmel:

o Contact Ginger Peters (local photographer) for artwork to donate and exhibit of the lake/marshlands.
o Will hand address envelopes to special invitees.

· Open unassigned items:

o Encourage Wells College student participation in artwork exhibit of the lake and surrounding environment.
o Who will obtain wine donations from local wineries?

Agenda Item – Appeal and Membership Campaign
· Goal –last year’s $5,000 plus combine with annual appeal as two lines in the budget for a total of $12,000.
· Need to determine how to change the process for success and submit the appeal plan to the board.
· We will enhance the appeal process through personalized letters sent to those who have made donations within the past 3 to 5 years.
· Steve will design the letter for the fall appeal with key presentation points:

o Projects
o Partnership with Wells College
o Need additional gift
o Personal and compelling
o A famous quote that applies to this endeavor may be added
o The letter should be approved by John
o Provide Sharon with the merge fields that will be used in the letter

· Dan will print list of people who will receive the appeal once the committee provides him with the criteria.
· Ronda and John to ask Board members to determine which letters they will personally sign (donors they have relationships with or knowledge of are ideal). The same board member will conduct a follow-up telephone call using key talking points within 2 to 3 weeks after the mailing. (Who will draft the script?).
· We will use mail merge with letterhead and envelopes.
· Dan will create a merge field with the Board members name so the letters are customized to their signature and print the letters in the office.
· If not practical to print addresses directly on envelop, Dan to inquire if Gnomon or Kinkos can print envelopes.
· Bulk mailing with postage stamp.
· Timeline – 2-3 weeks post the open house.
· Membership goal is $20,000. Appeal goal is in addition to this.
· Carmel to locate lake people home addresses through Genoa land/tax information.

Next meeting agenda:
· Review mailing list(s)
· Review and approve appeal letter
· Determine appeal time line

Next meeting: Wells College on 9/15 @ 4:30. Sharon to see if Dan is available and to provide directions to the CLWN building and office number on the Wells College campus.

Community Relation Committee Members: Ronda Fessenden, Steve Mount and Carmel Schmidt
Ex Officio Members: Sharon Anderson and John Mawdsley