3/29/11 VADP Meeting in Charlottesville - DRAFT
Participants: Steve Northup, Michael Stone, and Matt Sellman
Decisions Reached:
Internal Communications - call between 3 staff persons on
weekly basis - Thursdays at 3pm. (April 7" will be initial call.)
Steve will provide 3-way calling from his office.
Matt will produce bi-weekly reports to staff regarding
donations, new sign-ups, or other pertinent developments. [is bi-
weekly twice a week or every other week? I am never sure what
it means. We ought to say one or the other.] [I thought that we
had said weekly, the day before each of our calls. But Iam fine
with every other week.
Matt will reconcile 2010 finances and produce Balance Sheet
and Profit and Loss Statement for accountant.
Steve and the Board will focus on cultivating major donors while
Michael will focus on education and grassroots organizing.
Staff will cooperate in creating a Communications Strategy and
Calendar with objectives to include:
- Bi-annual Fundraising Appeals - general membership and
major donors (need to plan our Spring appeal)
- Newsletter - online quarterly (utilizing “shells” provided
by database for efficient production and consistent look).
Print and mail newsletter by USPS twice/year_[Hopefully
with a new database the number of snail mail newsletters
will drop significantly.
- Facebook - postings at least bi-weekly. Matt will talk with
VO’s Facebook person and investigate advantages of
“group” vs. “individual” accounts
- Google Calendar - staff can see each other’s schedule of
events and tasks [how will this work? and how can I keep
you two from seeing personal stuff on my Google
calendar?
- Spreadsheet with current grant deadlines and potential
grants opportunities and their submission deadlines
New Database: (Doug Smith offered VADP use of Convio and
Salesforce)
What do we need a database to do?
Import all existing information from current database
Communicate to members and legislators based on any
available criteria
- Assist in snail mail accuracy (i.e. import National Change of
Address (NCOA) data after each mailing
- Lobbying related efforts - by district
-__Track responses to legislative alerts
- Ability to do mail merges
-__Financial Reporting & donation management
- Ability to segregate c3 & c4 finances
- Online access for real-time updates and anywhere access
- Reliable and affordable customer service
Matt will send Michael:
¢ VADP Online Board Manual
¢ Prepared testimony for Jerry Givens before 2010 Senate Courts
of Justice Committee on SB7 “triggerman”
¢ 2010 Budget with year end totals
¢ 2009 Radford Univ./VADP cost study of VA’s death penalty
Steve will send Matt email list from Bon Air Presbyterian and St.
Charles Borromeo film screenings. Matt will invite them by email to
join VADP.
Steve will speak at April 13" event in Williamsburg to an organization
of retired grasstop individuals about the death penalty.
(NermitNorment’s district)
Steve to send Michael copy of cost study from Beth’s VADP files.
Given the sensitive nature of the study and its conclusions, we will not
circulate it any further without both agreeing to do so.
Additional Notes:
Need to be disciplined in seeking event opportunities - less reactive.
| Do we focus our speaking event efforts on the 5key republican
districts, law enforcement, fundraising (i.e. churches)?
| Steve, Michael, and NCADP ED Dianne Rust-Tierney are meeting to
discuss roles, responsibilities, work flow, and expectations between
the two organizations.
| Have fun!
CC BY-NC-SA 4.0