“Forging Futures Classic” meeting notes 2-7-’17

Forging Futures Classic Golf Tournament     Sun. & Mon.:  Oct. 15 & 16, 2017 at Boot Ranch in Fredericksburg, Texas

            Tues., February 7, 2017 Meeting Notes

Many thanks to the 11 committee members present:  Alice White, Bob Bates, Bob Hickerson, Brad Hardin, Kathy Estes, Kelly Fox, Kim Kimmey, Lance Pickle, Marc Williamson, Paul Hayes & Tom Hutton … and to all other committee chairs / members — who are proactively and creatively continuing with their respective roles, plans and activities.  For the future, please save the 2nd Thursday, 9:00 AM, for monthly meetings starting March 9th.  We will meet in HCUC Room 137 unless otherwise notified.

Overall status report

  • We are urgently awaiting, any-day-now, approved, signed Memorandum Of Agreement contract from Texas Tech University System legal office. This is required before donors may actively be solicited by the Coalition.*
  • We have the signed agreement between the Coalition and The Community Foundation (TCF) to set up an account. With this agreement, we can accept and deposit the $9K start-up funds committed by our four participating entities (Hill Country University Center Foundation, Texas Tech University in the Hill Country (FBG), Texas Tech Alumni Association of the Hill Country and Osher Lifelong Learning Institute in the Hill Country). These funds will go into the coalition’s account with the Community Foundation of the Texas Hill Country, our Coalition’s fiscal agent.  (The Community Foundation Texas Hill Country / TCFTHC; 607 North Milam, P.O. Box 212; Fredericksburg, TX  78624-0212; 830-896-8811 & 830-343-7712; CommunityFoundation.Net)
    • We are currently editing the required Donor Form and when this is completed these forms will clearly define who the payee should be for donor checks. These donor forms with checks attached can dropped off at or mailed to the HCUC (exact location TBD).  These will be picked up by Bob Hickerson or one of the other Finance Committee personnel and taken to TCF.
  • Hill Country University Center Foundation will fill in needed cash-flow gaps in case immediate expenses exceed current balance for our Coalition’s fiscal account with the Community Foundation of the Texas Hill Country
  • We need to continuously provide Alice.White@TTU.edu with e- & hard-copy versions of your reports or summary notes. Alice has agreed to compile a helpful roadmap for 2018 and subsequent years’ committees.
  • Draft budget (attached) assumes 100 players and 75 spouses, 25 FFC Core Group members and 50 underwriters/sponsors.
  • The final decision need to be made regarding:
    • How best to show case our HCUC Site
    • Where to have our “gala” (or whatever we decide to call our special event)?
    • Players are entitled to how many guest at Cocktail party and Gala?
    • Sponsors/Underwriters will be entitled to 2 guests (or more, TBD) at No Charge for to-be-determined level of sponsorship.
    • If other guests are invited, what fee should be charged?
    • How many tents to order for Boot Ranch and/or HCUC? — given that Becker Vineyard’s concurrent event at HCUC has been postponed for 1 yr.
    • Process to send Forging Futures Golf Classic branded, personalized thank-you notes to all sponsors, donors, volunteers, etc. Community Foundation will provide a donor-friendly IRS approved receipt for donations.
    • Cocktail party at Boot Ranch: to see place, enjoy amenities & have directions for next-day breakfast & golf-tournament

 Committees’ Status Reports

Continue to be synergistic.  Whenever you need assistance from other committees, proactively ask. 

For your convenience in e-communicating with each other (alphabetized by first number or letter of reader-friendly e-address — ready to copy & paste into the “To” or “cc” or “bcc” area of your e-correspondence):  1943RAB@GMail.com; Alice.White@TTU.edu; ALogue@AllenLawLLP.com; Brad.Hardin@ABTexas.com; BrentWaldoch@Live.com; dawn@august-es.com; DonnaM@GasteHaus.com; ED@HCUCenter.org; HayesPE@GMail.com; JThomas_Hutton@Yahoo.com; Kathy.Estes@FrostBank.com; Lance.Pickle@TTU.edu; Marc.Lee.Williamson@GMail.com; MesquiteSage@Yahoo.com; Mike@MikesProjects.com; PMMoser@SBCGlobal.Net; RHickerson9@GMail.com;

Names of 18 committee members, alphabetically by the 1st letter of 1st name:  Alana Logue, Alice White, Bob Bates, Bob Hickerson, Brad Hardin, Brent Waldoch, Dawn Ouanesavanh, Donna Mittel, Kathy Estes, Kim Kimmey, Lance Pickle, Marc Williamson, Mike Skinner, Paul Hayes, Paulette Moser, Sam & Patti Sagebiel; and Tom Hutton

Coordination & Steering:  Bob Bates.     Event is on the 2017 FBG/Gillespie County Calendar, available to residents and visitors through the Visitor Center.  Bob continues to follow all aspect of the tournament planning and peripheral activities that will make this event successful.  This includes getting the Texas Tech/Coalition documents signed, sealed and delivered.

Continuous Improvement / Quality Control monitor:  Tom Hutton.      Tom continues observing what we are doing and making suggestions for improvement for this and future events.

Marketing / Correspondence:  Kim Kimmey, Mike Skinner     Reminders:  Kim & Mike have reserved www.ForgingFutures.org & http://www.ForgingFutures.com for future use and/or to keep others from “borrowing” our Website for their uses.     Kim gave a quick but thorough tour of the Website & invited all committee members to copy-&-paste or key into our top-bar / Internet browser:  MikesProjects.com/project1 [then use password = ffgc123] to take your own, self-guided tour at your convenience.  Afterwards, please share your comments with her at ED@HCUCenter.org & with Mike at Mike@MikesProject.com  They will add respective sponsor-level benefits onto the Website’s Sponsor page.

Finance:  Bob Hickerson:     Contact Bob Hickerson to comment on his proposed budget (attached).

Sponsorships:  Brent Waldoch:      Brent is continuing to gather lists of potential contributors and request that all members of the Core Group provide them with contact information for people and/or organizations that might donate.

Golf:  Paul Hayes:     Boot Ranch personnel have provided logistical information for the event & have ideas about what BR might offer as activities to add a little “flavor & fun” to the on-course experience.  On-going discussion about “goody bags or memorabilia” for participants.  Paul and Bob B will be attending a meeting with Boot Ranch personnel in the next two weeks to discuss the latest planning for the event.  I think it would be good if Dawn and possibly Brent could attend as well.

Housing/Transportation:  Donna Mittel:       Donna will provide information for our Website & collateral materials.

Hospitality:  Dawn Ouanesavanh and Paulette Moser:      Dawn, Brent and Bob B met at August E’s in January to discuss several options for both the cocktail party and Gala dinner.  This planning continues.  As noted in the “final decisions” bullet point, with the cancellation of the Becker Winery event, we will continue to discuss where the Gala (or whatever) will be held.

Volunteer Coordination: Marc Williamson:     FBG High School Golf coaches & their student, golf team will assist whenever they can.  If you know of other groups who might possibly be interested in helping, please contact Marc with those names.

Auction:  Alana Logue and Kathy Estes: (Jeannie Jackson, Liz Neuberger & Janet Smiljanic)

Kathy has contracted with popular, energetic auctioneer Mr. Bost and his spotter @$3,700.  To avoid donor fatigue, live-auction items will be limited to 10 or fewer, ranging in price from $7K – $36K.   This committee is actively working on potential auction items (e.g., Belize Islands’ tour package:  5 nights for 5 couples – an entire island to themselves … plus, a personal chef, staff; signed sports mementos from TX Tech; exotic hunting trip; trip to Burgundy-area in France; golf week-end at Pebble Beach, CA; antique rifles, guns, clocks, estate jewelry & art; up-scale dinner-for-12 at a FBG home; purchase of a pedigree Longhorn with an event at a rancher’s home; etc.) & a donation-only event at the conclusion of the live auction.

Caveat:  Minimum bid required to ensure payment-in-full to person or company offering certain items for auction.  Thus, if the minimum bid is not met, then it is a no-sale item and there will be no loss for person providing the item and no cost for our four-entity coalition.

Closing Comments:     Thank you for your can-do, creative, generous spirit.  With your support, together we will fulfill our vision of Texas Hill Country:  Enriched through Higher Education!

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