Locker Room Conference Call – February 4, 2019

Attendees: Joe, Wally, Paul, Kathy, Dwayne, Rachel, Dave

Dwayne reported that we received two bids, one lower than our estimate.  P.O. has been issued to Feghali Brothers for demo and painting.  Their final quote was $28,900 for demo, $6,000 for wall painting and $4,000 for ceiling painting (vs original estimate of $42k/$10k/$7k) bringing their bid to $38,900 vs $57,000 budgetary estimate. This company has done work for CSU in the past.

P.O. has been submitted by Dwayne; now waiting on Jamar Ross to authorize. Kathy to request Jamar to authorize ASAP so scheduling can be set in place.

Locker delivery still committed for w/o March 4th (Mike/Joel are working to confirm move to alternate locker locations prior to that time). Joe will continue weekly check-ins with Gear Boss team

Lower-than-estimated bide provides option for some additional work to be included.  Paul to complete a list and submit to Dwayne for change-order (two items should be bathroom partitions and fixing shower room floors).  Is there a need for one or two benches in any of the locker room spaces -Paul ???

Paul and Dwayne will work with Stephanie in the architects office to identify possible color palettes.  Paul will also work with student design teams on color selection (which should be part of CSU color options to enable future maintenance without special color matching).

Cost of lockers – Original cost was $54,049 for 66 lockers.  Quote was updated to add two additional lockers plus the storage option – bringing the quote to (ESTIMATED) $60,379.   Joe/Dwayne to confirm exact $$ please.

Re Giving Day: donors will be able so sign in and make multiples gifts to scholarships, which will be via pull-downs.  Then make one payment to cover all selected gifts.  Extra Mile campaign donations will be made by using the “other” pulldown and entering “Extra Mile”.

 

Locker Room Conference Call – January 24, 2019

Invitees:           Paul Graham, Wally Morton, Joe Stockwell, Dave Guinther, Saunjula Staton,   Rachel Robinson, Dwayne Wilson and Jamar Ross

 

1. Construction Update (Paul)

• GearBoss update (Paul to confirm w/Wayne re delivery 1 week earlier than stated (
• Demo update (Dwayne: 5 RFPs sent, 2 responded; bids in 1 week)

 

                        Action items

• Paul working with Dwayne on demolition timetable
• Continued communication with GearBoss (Joe Stockwell??)

 

1. Fundraising Updates (Paul)

• Zavagno??? – Wally
• Dave is reviewing reports from Rachel about campaign

 

                        Action items

• Get a firm number on lockers available (Paul, Wally, Dave, others??)

 

 

III.        Locker Design for Leaders & Milers (Dave)

1. Other Items?? 

Next call – January 31, 2019                        10:30am

Locker Room Conference Call – January 17 CANCELLED

(NOTE:  On January 18th  Joe, Paul and Dwayne received confirmation from Gear Boss that Locker room installation would be accelerated one week to w/o Marcy 4th

Locker Room Conference Call – January 10, 2019

Attendees: Dave, Kathy, Dwayne, Wally, Paul

 

Locker Room Conference Call -December 20, 2018

Attendees:       Paul Graham, Wally Morton, Joe Stockwell, Dave Guinther, Rachel Robinson, Dwayne Wilson

1. Construction Update (Dwayne)

• Pipe issue in Men’s

1. Move locker to the end of “C” (Door Issues??)
2. Fur out the wall

• Demo bid update

2.Fundraising Updates (Saunjula, Rachel, Dave, Wally, Paul)

• Updated report

1. Wright State moved to Milers-combined w/my donation
2. Ted Goble donation – matching??
3. Leaders – $105,000, Milers – $59,400.45

Donors – $12,658, Pledged – $11,600

4.    TOTAL = $188,658.45 (Adjusted for Starrett)

• Peter van Dijk visit
• 62 lockers as of 12/20
• Scalefunder updated

III.        Locker Design for Leaders & Milers (Dave)

 

Locker Room Conference Call December 13 – pre-agenda notes

Locker status, schedule, project tracking – Paul and Dwayne to report

Funds Required –  $175k including graphics, IFF no increase in demo/paint/fix estimates

Fund Raising (below estimate pending final report 12/13)

• Total ~~ $190k vs target $200k
• Donors Likely ~~ 170 including checks + SF
• Lockers – ~~ 55 sold, 13 available
• Status/plans for phone-a-thon pledges
• Still a few larger gifts in the works
• Not so bad to have a few extra lockers available, a dozen seems more than needed – how to make final push

Locker tracking

• Make 1-68 listed by date as first step
• Then assign W 1-36 and M 1-32 based on donor preference (also separate list by location, or add these to the locker room layout which would be simpler if we can do so and make them visible for selection ?)
• Publish names (except anonymous) and donor plaque on-line so donors can see
• CONNECT with each donor for a second thank you and explanation of what next re the plaques
• How to let donors edit their plaques (the text)? Based on email submitted (lots of work) or on-line doc (use unpublished URL, perhaps password protected ?)
• Also need to publish ALL NAMES ( not anonymous) for the Donor Recognition Panel to make sure those also spelled correctly and have proper icon ( nothing, heritage (?), miler, leader)

How to close out last dozen or 20 donations, including a few lockers, easiest way?

• Use “other” from SF link?
• Open up SF first couple weeks of January ?

SF Page Update

• Can we edit the jump page?
• Need to update description and update
• WHAT IS OUR FINAL “CALL TO ACTION” ?

Promotion – need to develop a plan so we promote success in the new year within and outside the university and our swim/dive network.  This includes finalizing artwork for plaques and DRPs

 

 

Locker Room Conference Call – December 6

Locker Room Conference Call – November 29

Locker Room Conference Call – November 21, no call

Locker Room Conference Call – November 14, 2018

Attendees: Paul Graham, Wally Morton, Joe Stockwell, Dave Guinther, Saunjula Staton,
Rachel Robinson

1. Purchasing/Bid Updates (Paul)

• GearBoss is the preferred locker provider -bid has been reviewed by swimmers & coaches and has approval from Dwayne
• NOTES:  Quote slightly higher than anticipated, 2 lockers added; Previous budget estimates did not include benches, which will not be required with these; this supplier on the state contract so paperwork simplified; 

           Action Items needed

            +Approval from group to go with GearBoss;  APPROVED
           +Submit account number to Dwayne for PO:

ACTION: Joe to work with Dwayne to ask Gearboss for schedule acceleration where possible

• NOTES:  Project management ( schedule, deliverables, vendor integration, etc) was discussed.  Suggestion made to find parent/alum with experience to help manage the many “moving parts” of this project to make sure sequencing is correct (for example if lockers are delivered and can’t be installed GEARBOX will charge us for return trip).  Mike Lehto also suggested as candidate to help.  ACTION: Paul to identify proper resources (internal or volunteer) to support the project.

2. Fundraising Updates (Wally, Saunjula, Rachel, Paul)

• Wally/Paul still asking for major gifts
• Snail mail went out last Friday NOTE: Received in CA Tuesday

             Action Items needed
               +Final push for donations

Update Scalefunder – TODAY
Social Media reminder – Daily
Constant Contact blast??

• Milers & Donors

            -Phonathon has been completed
             -Over 50 athletes made calls

            Action Items needed

            +Follow up with the phonathon people that have pledged $$$
            +Rachel has completed template to send as follow up

Important to get thank you post-cards in the mail to all who have donated. Fastest may be to buy cards from Bookstore if Athletics does not have any.  Nothing fancy, just a hand written not of thanks.  Who can find others to help, by when ?  If funds not available we can pay with Heritage monies.

 

 3. Other Discussions and Actions:

• Agreed that ScaleFunder site should NOT be closed on Monday 19 November.  Extended date not set – should be at least into December, perhaps but probably not end of the year.
• ACTION: Saunjula/Rachel to provide recommendation for positioning and messaging and closing date – by Friday COB.  Dave, Wally, Joe, Paul to do same as viewed from team/alumni view.  Dave to combine into draft for review by Monday am
• ACTION – Dave/Rachel will connect by 2:30 pm ET Monday to EXTEND SF web site close date 
• Next email blast will be to all with update and introduction of Locker Plaques
• No call scheduled for next (Thanksgiving) week.  Be prepared for short call Monday/Tuesday if any open issues require discussion – will plan to close via email
• Expect 16 women’s teams and 9 men’s teams at Magnus Cup this weekend !! (FLASH- 438 swimmers and divers in the pool as of Friday afternoon)

 

Locker Room Conference Call – November 7, 2018

Invitees:           Paul Graham, Wally Morton, Joe Stockwell, Dave Guinther, Saunjula Staton, Rachel Robinson, Jamar Ross, Dwayne Wilson, Joel Eckert, Mike Lehto

1. Purchasing/Bid Updates (Paul, Dwayne)

• GearBoss is the preferred locker provider – security box in the lower compartment, to avoid custom lockers

                        Action Items needed:       +Submit bid to purchasing

1. Fundraising Updates

• Wally/Paul still asking for major gifts                                               

                        Action Items needed:     +Stay in contact with people that have not committed

• Milers & Donors

            -Two phonathon sessions completed, three more scheduled
              -Snail mail letters are getting put together today

 

                        Action Items needed:    +Follow up with the phonathon people that have pledged $$$

                                    +Snail mail letters out by Thursday

 

Locker Room Conference Call – October 31, 2018
                   (Notes added are bolded)

Attendees::      Paul Graham, Wally Morton, Joe Stockwell, Saunjula Staton,  Rachel Robinson, Jamar Ross

1. Purchasing/Bid Updates (Paul)

• Bid documents have been completed and is in review with team and others(wall between men’s showers- removed)
• Will have 36 women’s & 32 men’s lockers
• Dwayne will present to purchasing-they put out bids on Tuesday and have a 15 day window to stay open

                        Action Items needed

+Complete review and get any changes to Dwayne – complete by November 2nd

+Submit bid to purchasing – ASAP, done by November 7th

2.Fundraising Updates

• Wally/Paul still asking for major gifts

              See agenda/notes sent by paul for specific donor interactions

                        Action Items needed

+Stay in contact with people that have not committed

+Wally staying in contact with donors

 

• Milers & Donors

            -Team dinner, appeal made for help

-Calling list has been completed

-Script has been completed

-List being reviewed by Rachel & Paul today

-1st calling crew begins November 1, four others are scheduled

-Snail mail list has been completed

-Snail mail letter has been completed

-Have given Masters group brochures

                        Action Items needed

                                    +Snail mail logo being completed

+Finalize brochure for snail mail- TODAY!!!!

+Review calling list – TODAY!!!!

+Print & send snail mailing – complete by November 7

+Continue calling centers – last date is November 13

+Brochure for snail mail finalized-Renee & Saunjula

 

• Social Media

 -A schedule for posting has been created and is being followed, hitting Facebook, Twitter and Instagram multiple times during the week

                                   

                        Action Items needed

                                    +Follow and adhere to schedule – DAILY

                                    +Identify people to help highlight posting

                                    +Constantly update and recognize donations

 

 

Locker Room Conference Call – October 24, 2018

• Attendees:       Paul Graham, Wally Morton, Joe Stockwell, Dave Guinther, Rachel Robinson, Saunjula Staton

1. Purchasing/Bid Updates (Paul)

• No response from Dwayne re bid package.  ACTION: Joe to contact Dwayne

2. Major Gifts (Wally, Paul and Saunjula)

• Wally and Paul continue to contact major donors
• See agenda email for specific calls in progress
• Saunjula to provide update of Leaders, Milers and Donors prior to conference calls

3. Locker Sales / ScaleFunder (Paul, Dave, Rachel)

• Student calls now scheduled for T/W/Th – 2 weeks starting Oct 30th
• Rachel already changed campaign end date to Monday night Nov 19th (day after Magnus Cup)
• October newsletter shipped yesterday

4. Immediate Action Items

• Update scalefunder page with adapted message from newsletter
• keep recruiting ambassadors
• Snailmail message – Saunjula to draft by 10/25; Paul will provide resources for folding/stuffing.  Need Date for mail drop!
• Dave to adapt snailmail messaging for use in alumni email going out this weekend or by Tuesday (in advance of calling campaign).  Will remove current parents from list (or e clear to ask for their help to promote rather than give)
• Paul to send email to parents tonight re general campaign
• Saunjula to use revised Brochure_1650 to create 50 packets for Saturday dinner (brochure, pen, envelope)  NOTE: Saunjula please confirm mailing address on brochuree.
• Dave to provide updated snailmail, phone and email lists by Monday am
• Tanner to drive social media messaging – re-purposing newsletter content plus general campaign status and messaging.

 

 

Locker Room Conference Call – October 17, 2018
Attendees:       Paul Graham, Wally Morton, Joe Stockwell, Dave Guinther, Rachel Robinson

1.  Purchasing/Bid updates (Paul)

• As of October 10, Dwayne has information needed to complete bid package (and is keeping Joel and Paul in the loop).
• Sean Mulvin has a call with an alternate locker supplier this Friday
• ACTION: Paul to get specific date from Dwayne for release of bid package to purchasing

2. Major gifts (Wally, Paul, Saunjula)

• Wally has secured a $5,000 donation from Mark Krusinski and Dave Guinther, and has identified additional potential donors to be called.
• Paul has followed up with donors (and scheduled additional calls) as identified in his notes sent prior to the meeting.
• One $10k donor has verbally committed to provide funds by year end (NOTE: will need to track that as program ends to make sure timing works for project launch)
• Dave provided unofficial  summary as-of 10/17: 
  Leaders 6/$85k (including the year-end $10k mentioned above); Milers 8/$13,200; Donors 26/~$3.8k   Total:  $102,030

3.  Locker sales/Crowdfunding (Paul, Dave, Rachel)

• Call center dates on Tuesday, Wednesday & Thursday for 2 weeks, starting on October 23rd (NOTE: Rachel will assist callers with tools, techniques and scripting; will have ability to take donations in real time or will provide link to SF page).
• 10-12 callers for 6, 2 hour sessions (NOTE: estimate call list ~ 400-500, after removing duplicate email names and multiple names / families ) (Note: Rachel felt that time would enable coverage for our call List)
• ACTION: Dave to review/edit/combine various lists for review on Monday (Paul has .xls resource who may be able to help).  (NOTE: lists to be shared with Wally for ideas for other leader solicitations – in additions to calls and names already reviewed.
• Don Arslanian call is scheduled for 500pm today – to discuss plans for parent donations (ACTION: Paul to contact a few additional parents to ensure message gets out to parents of “recent (3-5 year)” grads, with option to have students name in locker under parent plaque).
• Paul E-mailed Helen Curak to help with Ambassadors
• Newsletter to be sent out ASAP, as soon as tomorrow- ?? re appropriate message
• “The Message” – needed for SF update ASAP and will be needed for calling as well as other posts and communications (see below).
• LONG DISCUSSION re what other communications will be used to sell lockers, accuracy of Constant Contact DNO’s, use of texting, importance of ambassadors, and timing for snail-mail, and locations where Locker Room SF links will be posted/promoted/stored. 
  In addition to calls, parents and ambassadors, we will use snailmail (Saunjula to draft with Paul using similar messaging as phone calls);  constant contact, with focus on DNO’s to drive as complete coverage as possible (no specifics discussed);  texting (Wally to drive, however will need SPECIFIC LINKS  customized for his use); Facebook group and page (as previously discussed, Paul and other coaches will keep team page “fresh” – volunteer needed to re-post/re-purpose same/similar to friends/alumni page).

4. Immediate Action Items

• Update scalefunder page with positive, energetic message (video better) from Paul
• Post Wally “why locker rooms, why now” blog with link to extra mile $1,650 brochure to Heritage Website (ACTION: Dave G by next Wednesday)
• Promote both alumni group and team page (Coaching staff team page, volunteer needed for alumni group)
• Message, write and ship letter to all (at least most)
• Plan out updates (SF) and blogs (Heritage site) through Nov. (open)
• Finalize calling plan for athletes and calling center (Rachel, Paul, Dave)
• Re-energize and expand ambassadors< ENERGY NEEDED
  “Please take these actions using this info by this date” (Helen to help, time frame ?)
• Link to Locker Room Campaign from Heritage Site (Action: Dave G – no time frame)

5. Other Discussions

• CSCAA called out use of CSU for NIC in October Newsletter – “To date, nearly sixty teams have declared their intent to compete at the 2019 National Invitational Championship in Cleveland” – read details HERE
• “The Message” – These bullet ideas were shared but not finalize
  • Men’s/women’s locker rooms not designed for today’s teams, and in sad shape after 5 decades of championship use -in need of major updates; student athlete leaders, coaches and alumni developed plan/budget to revitalize for today’s teams.
  • Thanks to leadership gifts from a dozen generous, engaged alumni we’ve raised half of the estimated $185,000 project cost
  • We’re now reaching out to parents, alumni and friends of CSU swimming and diving to purchase 60 lockers @ $1,650 against our campaign goal of $200,000
  • The time is NOW – this year’s team, with support from our coaching staff and dedicated alumni, put in countless hours over the summer to develop the requirements, specs and costs to make this a reality. The National Invitational Championships will take place in The Robert F. Busbey Natatorium March 14-16.  This is our chance to show off our town, school and pool to swimmers, coaches and future swimmers from 60+ Division 1 teams. 
  • Fenn/CSU has been honored to have two world-class coaches over the last 80 years – Bob Busbey and Wally Morton.  These locker rooms will be named for Wally to honor the time, effort and love he’s devoted to our school, our teams and especially each and every student athlete that he coached.

 

Locker Room Conference Call  – October 10, 2018
Attendees: : Paul Graham, Wally Morton, Joe Stockwell, Dave Guinther

1. Purchasing/Bid updates (Paul)

• Met with Dwayne Wilson, Joel Eckert, Jamar Ross and Mike Lehto on October 8
• We have enough cash to fund Phase 1 & 2, so Dwayne is putting together bid package for demolition and lockers/partitions.
• Dwayne to provide bid package in two weeks or less, purchasing then reviews and posts for 15 days – process will take approximately a month, this puts demo into a December date.
• Dwayne is not comfortable putting in bid package for phase without funds in-house. We currently have monies available for Phase 1 & 2, so he is moving forward.  This approach may lead to revising phases for project. New phase 1 (old P1 & P2); New phase 2 ( old P3 & P4).  Fewer phases also easier for purchasing to track because each project may be managed by separate purchasing person.
• NOTE: Sean Mulvin investigating alternate (better) locker source/design with “Gearbox”. Paul will close the loop with Sean re 1) use of engineered materials only (no press board) and 2) will include wall sealing/painting behind any installed locker surface.
• Action: Paul to closed loop with Dwayne to confirm of ownership for purchasing interface (either Dwayne “owns”, or Paul involved directly).  Dwayne has all drawing and specs from team to complete bid package.

2. Major gifts (Wally, Paul, Saunjula)

• Wally has made contact with people on the list
• Brochure to send out has been updated
• Has received commitment for a locker, Paul to follow up
• Wally and Paul reviewed status of the leader list – 50 names lead to ~~ 20 major gift opportunities. One additional $1,650 gift has been received, another $5k-$10k prospect is being pursued, and a larger major donor was discussed.
• We currently have $93,680 with 12 lockers sold as of October 8 (NOTE: Oct 8 data in incorrect – includes two names double counted between leadership and scalefunder).
• AGREED: For ease of promoting, tracking, closing and praising, we will use three categories for fundraising: leadership gifts are >=$5k and include naming for 1 locker, extra mile gifts are $1,650, and donors are all smaller gifts.  ALL donors will be acknowledged on a plaque in the pool (location, design TBD) and will list all donors with “flags” denoting leaders and milers.  Future status will be reported by these three categories.
• Wally to meet with Saunjula and Virnette to discuss major gifts.  Will recommend closing date for that phase of fundraising.

3. Locker sales/Crowdfunding (Paul, Dave)

• Met with Rachel Robinson, new director of Annual Giving on October 3. Discussed ways to energize campaign.  Keys to crowdfunding have been given to Dave.(NOTE: per dave’s discussion with Rachel she is investigating possibility of ranking giving opportunities from high to low on scalefunder page).
• Have reached out to parents group to mobilize (Working with parent volunteer to drive that portion of the campaign)
• Site deadline is now November 18
• Coordinating with Leadership Council and Rachel for Locker calls from student-athletes (with plan to start calls on (hopefully before) Oct 24th).
• Action: Dave G to draft initial messaging and additional details on promotion (by Monday for review on Wednesday).
• Next call Wed 10/17 @ 10:30.  Focus will be calling plan (location, timing, tools available, other CSU resources, etc.)  

 

Conf Call – Oct 3 – Dave-Saunjula

Donor tags in lockers – name + 2 lines x 16 characters too limited, especially as we provide options for “teaming” for more than 1 person to purchase a locker.  Dave to investigate options.

Important to honor all donors – whether leaders, extra milers or less.  Thoughts on how for further discussion.

Saunjula will track donors who pay by check – then follow-up for details on names and honoraria. 

Compare leader gifts with scalefunder – next week 

Dave G to update heritage database;  review Facebook (friend/alumni members; swim/dive team likes) to see if any new names for connecting; 

Saunjula to flag/list those who received initial 9/21 snail mail

 

Conf. Call –  Sept 26 – Dave, Paul

Job 1 – get final quotes, schedules and approvals to proceed from purchasing/contractors

• Paul to meet with Joel, Dwayne and possibly Mike L. ASAP next week to confirm approach with purchasing (need final costs for all 4 phases ASAP to complete fundraising; need schedules to plan 4 phases of the work; need to complete $$/schedules for ALL FOUR PHASES NOW)
• Mike Thomas in support – will help with purchasing as needed
• This is mission critical for all succeeding phases of the project

Job 1A – finish up leadership gifts so we know how many additional lockers must be sold

• Wally, Paul Saunjula review list of 50-ish prospects identified by CSU
• Paul estimates 10 or so could be major donors -$5k-$10k.  We also agreed that any major donor in this range would be considered a leadership gift.
• Wally primes, Paul follows up, Saunjula keeps track and finished up on the details as appropriate
• Those not able to give in the $5k-$10k range will be encouraged to commit to going the extra mile – $1,650

Four projects

• Agreed that was best approach for funding and implementing
• Joes leadership gift sufficient for Ph 1
• Matching gifts should take care of Ph 2
• This lead to discussion of the actual cost.  With current estimates and WITHOUT the $16k design fee the cost including CSU fees would be less that $175.  FOR NOW our story is “the project is estimated to be $185 and we’re shooting to raise $200.  Extra $$ will b e put into a scholarship fund”
• Paul will confirm ( with swimmers) that they are OK using temporary locker space – even during the season – if we can get this started.  Which goes back to the importance of getting final quotes and schedules.

Cost of a locker

• Clearly not $1,650 !
• Yes, cost ~~$700 however “selling” for more to cover demolition, lockers, plumbing, painting and design fees
• IMPORTANT – not all will be able to afford $1650.  We will suggest creative ways to afford, such as make it a family gift, get each “class” to collect funds in honor of their class, – – – and more ideas to come
• Long discussion on how to position the cost – all dependent on leadership gifts collected and final design costs

Fundraising

• This is not like giving day.  YES we need (would like) everyone to participate.  However this IS a fundraising project.  So, always lead with “extra mile”, then back off.
• Paul to get “keys” to the crowdfunding site so Dave G can re-order and add other key tabs; and remove links to existing CSU tabs that are not appropriate to our campaign
• Important we send SNAILMAIL to our list.  Have talked about this in the past, now is the time to take action.
• Will need help from university to produce and send.  Paul will write, with inputs from D/J/W as needed.  Saunjula et. al. will send.

Paul will set up weekly meetings first week in Oct -after meeting about purchasing with Joel/Dwayne, then meeting with purchasing.

 

Meeting Notes – Sept 25, 2018 – Saunjula, Paul, Wally, Mike T.

• Paul will follow up with Joel and/or Mike Lehto in regards to the construction phases, contact David Guinther to help with the crowdfunding site and Paul will utilize the help of his student athletes to make locker phone calls.
• Wally will contact prospects within his network and send us a summary of his progress.
• Saunjula will continue to reach out to swimming prospects, schedule one on one visits to solicit funds, keep track of the gifts as they come in and provide a weekly summary.
• The deadline for major gifts has been extended to October 15^th to give us more time to solicit larger funds. If a donor needs more time than October 15^th, we’ll discuss it on a case by case basis.