A note about our upcoming meeting….

Dear Board Members,

We continue to see the vision taking shape through the dedication of our team and the support of our community. We are deeply grateful for the meaningful reception that helped strengthen relationships and expand awareness of the mission. The team worked collaboratively to launch programming that will serve families with compassion, while also preparing for upcoming fundraising events that will help sustain and grow this work. Along the way, we are investing in staff development to ensure our team is equipped to care for others with excellence. We remain encouraged by the momentum building around this mission and are thankful for the board’s leadership and partnership as we continue creating a place of hope and healing for families in our community.

📈Grant Budget Update

  • Submitted Xcel Energy Community Grant for $11,880

    🔐Key Initiatives

  • Loading the HHP Staff Policy Handbook to Mineral for update recommendations

  • Working with the Trust Departments of HSB and ANB to update and ensure trust documentation is properly recorded in QuickBooks.

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Please note that the purpose of this page is to allow you to review agenda items before the meeting and submit your questions, comments, and concerns in advance, ensuring we have sufficient information prepared to address each item. You are not submitting your vote before the meeting.

In preparation for the meeting, please:

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

  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. We would greatly appreciate it if you could take the time to think through your questions beforehand.

Additional Resources:

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.

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

Purpose

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Purpose 〰️

Board of Directors Meeting Agenda

Thursday, March 19, 2026

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 Morgan 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

    • Good To Great Discussion: Jose Morales, “Why Business Thinking is not the Answer.” 

    • Road to Hope updates & needs  

    • Any other business?

    • *Review January & February 2026 Financials 

    • *Update to 2026 Budget: Line item 6430.3 Insurance from $1900 mo. To $2092 mo

      Financial Review-Linked in the Finance Report portion of this 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.

    • *Board Seat Nominations: Tami Cox (interviewed by DP & JM) & Alisa Fox (interviewed by Sarah P. & CK) 

    • Currently have 11 seats filled, would like to maintain a minimum of 15 for committee needs 

    Any other business?

    • Half Marathon & Wings of Hope on May 9th 

    • The Big Cheese on Oct 24th 11 am-2 pm 

  • Generations Mealtrain link

    Facilitator Training Mealtrain link

Moment of Hope

Heartfelt moments within our walls and Board-Led Community Engagements

Our walls are full

The beginning of the semester has proved to be very busy @ HHP!  We concurrently had all three of our programming groups going at the same time, Generations, HeartPrints and SOSL.  The house has been full and the prep work for each group has kept us very busy.  Yes, each family came here because of a death they have experienced, but each family is also going through so much more.  As I finish inputting all the intakes for these participants, I am astounded at some of the true hardships these families and participants are walking though, in addition to the grief they are experiencing.   Thank you for believing in this mission as together we help heal hearts in our community.  It is not just the support groups we are providing, it is the warm meals, the fellowship, the come-as-you-are environment, the external supports we can point them to, and overall experiences they have in our support groups that help us tend to each participant as a whole being.  I know we are helping those hurting places with grief, but because of our mission, I have to believe that we are tending to other hurts as well.   

Helping Hearts Heal

Pre-Read | Financial Update

Finance Committee Remarks:

Sarah completed the monthly statement review on Friday, March 6th 2026.

  • HSB Checking Account Reconciliation was good. No missing receipts.

  • ANB CC Reconciliation was good. One missing receipt. Walmart purchase, believe to be for the reception.

  • ANB Checking Account Reconciliation needs receipts for storage.

Pre-Read | Program Update

HIGHLIGHTS

Happenings at HHP and around town......  

  • HeartPrints January 12th and 19th  

  • WOWW in Panhandle TX January 15th

  • NW4K January 15th   

  • SOSL January 29th 

  • Facilitator Training   January 30th/31st 

  • HeartPrints February 2,9,16  

  • SOSL February 5,12,26 

  • Generations February 10, 24 

  • WOWW @ Rolling Hills February 12  

  • Open House for First Steps February 2,4,5 

  • Facilitator Pep Rally February 3 

  • Met w/ Dr Greene from WT February 6 

  • Met with all CISD counselors February 16,25 

  • NW4K February 19

Lowlights…

The snowpocalapse.... 

Weather disrupted our original date for Facilitator Training which was originally on Jan 23/24.   We rescheduled for 30th/31st.   Not all of the facilitators were able to make the new date, leaving Becky and I to do a second shortened version of training this Friday, Feb 6th, with two more facilitators.  

We also had to cancel our third session of HeartPrints due to weather.  

The memory tree.... 

The tree that was cut down for the new parking had ribbons on it from our current HeartPrints group.  Thankfully we re-did that activity and put ribbons on the other tree outside my office window.   We had a comment on a HeartPrints ending survey that one participant was sad the tree had to go with their ribbon on it.   

HIGHLIGHTS 

On a good note...... 

  • Last minute we took an intern for the semester, her name is Courtney.   

  • Over the next couple of months, I will have the opportunity to speak about HHP to all CISD, AISD, and Region 16 counselors about our programs and how to refer families.   

  • The new parking is being utilized on program nights!   

  • Over the next couple of months, I will have the opportunity to speak about HHP to all AISD, and Region 16 counselors about our programs and how to refer families.   

  • One night 2 of Generations, all but one family returned!   

KEY INITIATIVES

KEY INITIATIVES 

The main initiative for Program will be continuing Generations strong while finishing SOSL.  

1    

Sixteen families will be attending Generations, Spring 2026. 24 adults and 23 kids 

2  

Four new facilitators will be joining us this cycle. 

3 

Maintain good communication and follow up if a family or participant is not in attendance.  

4 

 Help Cakki with kids' activities for Wiley Hicks.   

Your feedback is valued. Please share ideas and comments so we can address challenges effectively and strengthen outcomes.

Pre-Read | Development Update

HIGHLIGHTS

Building momentum through partnerships, innovation, and community impact.

🙌 Secured a $10,000 sponsorship and 4 additional prospects in the sponsorship pipeline. 

🙌 Confirmed venues for events, supporting sponsor confidence and operational readiness. 

🙌 Continued media partnership with KAMR and HM 2026 medal sponsor 

🙌 Implemented improved sponsorship tracking and reporting processes. 

🙌 Transitioned the Half Marathon registration platform to Race Roster. 

🙌 Molly Naylor is continuing her support of the Half Marathon Committee. 

🙌 Multiple sponsorship and product donation prospects currently in the pipeline for the HM 

🙌 Established a new partnership with Visit Amarillo for race promotion and regional support. 

🙌 Introduced a new Half Marathon logo incorporating Wings of Hope. 

🙌 Launched new combined event tagline: “Run. Release. Remember. Rise. “ 

🙌 Built positive connections at the Road to Hope Reception for potential future event involvement 

LOWLIGHTS

Early planning challenges and communication gaps impacting outreach momentum.

  • Changing the dynamics of events has caused logistical issues, slowing down planning progress

  • Delayed committee meetings for PR & Events Committee  

  • Sponsorship inquiry received that was later identified as a scam. 

  • Communication gaps between the PR & Events Committee and the broader board 

  • Limited board communication and signup for the Wiley Hicks Jr Memorial Roping 

  • Difficulty re-establishing contact with United Supermarkets following staff changes affecting sponsorship coordination. 

CLOSING THE GAP & HITTING THE TARGET 

Fundraising Goal: $87,500 in sponsorships across all 2026 events 

Strategies to Close the Gap: 

  • Expand the pool of new sponsorship prospects beyond repeat partners. 

  • Leverage board and community connections for sponsor introductions. 

  • Complete foundational event infrastructure to support sustainable revenue growth. 

KEY INITIATIVE 

Primary Focus: Strengthening event execution and sponsor support across all fundraising events.

UPCOMING EVENTS & BOARD PARTICIPATION 

  • Run–Release–Remember–Rise (Half Marathon & Wings of Hope) – May 9, 2026 

  • The Big Cheese – October 24  
    Board support is requested before, during, and after events through attendance, visibility, and sponsorship engagement.

STRATEGIC OBJECTIVE 

Achieve sustainable growth in sponsorship revenue through improved event execution, expanded corporate partnerships, and consistent board engagement.

TIMELINE 

  • Q1 2026: Finalize planning, venues, permits, and sponsorship packages 

  • Q2 2026: Execute Spring events and convert sponsorships 

  • Q3 2026: Steward sponsors and execute The Big Cheese 

  • Q4 2026: Evaluate outcomes and plan for 2027 

BOARD INPUT & NEXT STEPS 

  • Provide sponsor introductions and outreach support 

  • Engage through the PR & Events Committee 

  • Participate in event planning and execution support 

Your feedback is valuable! Please share ideas and comments so we can address challenges effectively and strengthen outcomes.

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.