A note about our upcoming meeting….

Dear Board Members,

We are excited about our upcoming board meeting and the goals we are working toward together in 2025. We have some promising opportunities as we pursue The Road to Hope Campaign, and we look forward to premiering our new date for The Big Cheese!

Our Teams Channel is always available to you. This is where we generate our virtual calls and file electronic documents - such as board orientation, financials, board and staff contact lists, and meeting details. Click here to access our HHP Shared Calendar.

In preparation for the meeting, please:

  1. Review the Proposed Meeting Agenda (* indicates a vote is needed)

  2. Scroll down and pay close attention to each Pre-Read section (each section is no more than a 3-minute read).

  3. Review the votes we plan on taking during the Meeting.

  4. Add any thoughts or questions in advance using the comments section at the bottom of the page. Note that the team will only address the questions submitted based on your review of the materials, so it's important to share your insights beforehand.

We aim to maximize our time by thoroughly discussing each committee's business. It would be greatly appreciated if you could take the time to think through your questions beforehand.

Thank you for your continued support, and we look forward to a lively and productive meeting!

Board of Directors Meeting Agenda

Thursday, February 20, 2025

Be sure to let us know if you are unable to attend the meeting.

Unable to attend in person, but can attend virtually? Let Candice or Sabrina know and attend our meeting via TEAMS.

Microsoft Teams Need help?

Join the meeting now

Meeting ID: 226 199 680 424

Passcode: XP7Va3Nr

  • Jerry will offer this months blessing

  • Review the minutes in the link at the bottom of the page,

    Once you have read through ALL of the sections, submit any corrections you see, along with any other questions or concerns from the financials, and pre-read sections by 8 am the morning of the meeting.

  • Staff will address comments about their reports using the link provided in the pre-read sections.

    Once you have read through ALL of the sections, submit any corrections you see, along with any other questions or concerns from the financials, and pre-read sections by 8 am the morning of the meeting.

  • Heartfelt moments within our walls and/or Board-Led Community Engagements

    • Breanna will share inspiration from Good to Great.

    • Sabrina will share updates from our most recent Road to Hope meeting.

    • Needs to sign COI & Agreement

      -Heath

      -Sarah

      -Holly

      -Dakota

  • *Approval of financials

    -Linked at the last section of the page

    Once you have read through ALL of the sections, submit any corrections you see, along with any other questions or concerns from the financials, and pre-read sections by 8 am the morning of the meeting.

  • By-Law Review

  • Upcoming event needs:

    Wiley Hicks Memorial Roping Volunteer Sign-Up

  • Generations Mealtrain link

    Facilitator Training Mealtrain link

Moment of Hope

Heartfelt moments within our walls and Board-Led Community Engagements

We help with the “Ah-ha’s”

Before facilitator training, the incoming facilitators do a homework interview and share that conversation with the group. Krystalin (also one of our interns), interviewed her sister about their grandmother's death.  There is 7 year age difference between her and her sister.  This was the first time Krystalin was able to see the viewpoint of her sister after their grandmother’s death and why it seemed to Krystalin that her sister took the death much more challenging than she did.  We have that same opportunity with our participants, we give them a safe space to revisit the difficult emotions that come with grief and help them gain a greater or distinct perspective, which brings understanding, which brings hope and healing.

Helping Hearts Heal

Pre-Read | Financial Update

Finance Committee Remarks:

Jerry completed the monthly statement review on Tuesday, February 18th - there were no findings.

We had previously discussed an email scam that resulted in the purchase of $600 worth of gift cards. This was turned over to the ANB Credit Card Department for investigation. The investigator from VISA stated that since the card was not directly compromised, they were “unable to substantiate the claim.” The investigation is now closed. We will create a code within “Other Expenses” for these errors.

The F&O Committee met in January and discussed a few updates and clarifications for the Standard Operating Procedures for Accounting Delegation of Duties & Controls and made plans for what they will work on into the next quarter.

Controls to update/add (list controls at the top of the accounting SOP)

  •  Clarify the second signature/BillPay approver under BOD requirements. 

  • Add workflow of approval

  • Add ED/Office assistant to pull constituent database donations report to reconcile with bank deposits. 

  • ED should initial payroll and recon each month during the review.

  • Add Trust Docs to Teams

 The next Committee Meeting will be on Friday, March 21st and will address:

• Deferred Revenue

• Investment Policies

Pre-Read | Program Update

HIGHLIGHTS

All things new....again!  

🙌15 intakes and first-steps, totaling 24 adults and 30 students, for the upcoming cycle with new families (Jan 13-29) 

🙌Facilitator Training for 7 new and returning facilitators (Jan 24-25)  

🙌Facilitator Pep Rally – it felt like a family reunion 😊 (Jan 28) 

🙌Hosted Community Connection – BSA Hospice of the SW, Broken Vessels, and the Amarillo LOSS Team attended (Jan 30) 

🙌Interview with The Meadows Institute/ Foundation about how our programs function and how we care for enrolled families (Jan 31) 

🙌Thank you to Cynthia and Ellen for providing food for Facilitator training!   

🙌The roll out of the updated Adult curriculum this cycle.

LOWLIGHTS

We are on the lookout... 

  • Continuing to find places where verbiage needs to be changed to our new standard wording (Ex: Facilitator training binder and First Step packet 

KEY INITIATIVES

January was spent coordinating and confirming facilitators to serve this month and placing participants in correct groupings while deciphering which family’s stories will go will other family's stories and then choosing the personalities of the facilitators to compliment those participants.   

1  

Becky and I shared 15 intake phone calls.  (Interns were a part as well) 

2  

I met with all 15 families for the first step where I was able to meet 18 adults and 24 students.  

3 

18 facilitators joined together with the same common goal of bringing Hope and Healing to families (16 facilitators, 1 substitute facilitator, and 1 Jr. facilitator) 

LOOKING AHEAD

The month of February will be spent ensuring a smooth start to Generations and looking at when we might launch our next groups of HeartPrints and SOSL.  Also, the interns, Becky and I will begin to work through the Children’s side of the curriculum.  

 I'd love your feedback if you have any ideas. Be sure to submit your comments so I can provide sufficient responses.

Pre-Read | Development Update

HIGHLIGHTS

Collaborated with Key Players in HHPs Development Needs

🙌Had lunch with Karen Isern and Alisha Miliam to discuss a 2025 HHP Hero of Hope Sponsorship…

🙌 The WT social work department has placed two social work interns with HHP.  

  • Mariana Pina of Friona, WT full-time (32 hrs. a week during 2025 spring semester) social work undergraduate intern  

  • Amber Loudenback of Amarillo, WT part-time (15 hrs a week during 2025 spring and summer semesters) social work graduate intern 

  • Melissa Burkhalter of Pampa, UT of Arlington part-time (15 hrs a week during fall 2024 and spring 2025 semesters) social work undergraduate intern 

🙌 The Big Cheese 2025 is off to a good start. 

  • Save The Dates sent out.  

  • Social media successfully advertised the new date. 

  • Restaurant signup packets were delivered to 31 restaurants.

    -We have had feedback from multiple restaurants confirming they want to sign up for Oct. 7

     

LOWLIGHTS

Not all is fair in cheese, noodles & Panhandle weather

  • The “Restaurant Rally” on Jan 21st, 2-4, was not the success I had hoped for. Not a single restaurant attended. However, I received restaurant calls inquiring about TBC and an interview with KAMR. 

  • I was out on sick leave Jan 22-Jan 30

Closing the Gap and hitting the Target

Updating our brand awareness through multi-media avenues to enhance our partnership strategies!

I am currently reaching out to set up meetings with previous sponsors to discuss continued partnerships. Currently, I am focused on engaging Axigent Technologies and Baptist Community Services. Candice will reach out to them both to support my efforts in initiating these conversations so we can either secure their support or move on.

KEY INITIATIVES

  • Strategic Plan Objective: Increase Sponsorships

    Goal: $110,000 through our events

    Timeline: Half Marathon: May 10, 2025; Wings of Hope: September 6, 2025; The Big Cheese: October 7, 2025

    🟢 Current status: Of the $110,000 of events funds to be raised, $80,000 is through Sponsorships. As of today, I have raised 18% or $14,750 towards that goal, with 2partnerships

    • We will be driving the Half Marathon Route to garner more sponsorship opportunities.

  • Strategic Plan Objective: Increase Strategic Partnerships

    • Updated the HHP Development Calendar for Nobox & KAMR to ensure cohesion in messaging.

    • Creating a more immersive experience of HHP at the WHMR

    • Will be providing support to the High Plains Toy & Antique Tractor Show

ADDITIONAL RESOURCES

I'd love your feedback on how to better my approach. Be sure to submit your comments so I can provide sufficient responses.

Submit your pre-read comments here

Below is a list of items we will vote on during the meeting. Please review the information provided and submit any questions you might have in addition to your pre-read comments using the form.

Questions, concerns, and comments must be submitted by 8 a.m. on the meeting day.