ARARAT 2014 Quarterly Town Hall Meeting May 21, 2014 CEB Member - - PowerPoint PPT Presentation

• CEB Member Profiles / Responsibilities
• Status on FY14 Strategic Initiatives
• Status on FY14 Implementation Tasks
• UCLA Dream Fund Grant
• Public Relations / Marketing Dept Intro
• Current Financial Status
• Intro to Division Exec. Committees
• Open forum for Q/A and discussion

ARARAT 2014 Quarterly Town Hall Meeting May 21, 2014

ARARAT 2014 Quarterly Town Hall Meeting May 21, 2014

The Chapter Exec Board and The divisions’ Exec Committees wanted to take this opportunity to provide a mid year status report to our members, parents and coaches alike and provide a forum for any questions, suggestion or concerns. We hope that this meeting will allow us to assess if we are on track and if so how we are doing.

9 Member Chapter Exec Board ‐ CEB

Tomik Abrahamian

Chair redefine “office” / Exec. Dir. Role

Roubina Manouchehri

Vice Chair External Info. Officer GA Div Restructure Lead

Armond Simonian

Vice Chair Division Finances BB Div Restructure Lead

Medik Khachikian

Secretary Communication Officer Cultural Div Liaison

Anelka Khanlian

Treasurer Chapter Level Activities Standardize Chapters acct/reporting

Emil Der Gevorkian

Advisor Scouts Improvements Lead

Ano Mansourian

Advisor Fundraising Lead Youth & Family Guidance Initiative

Armineh Saint

Advisor Dream Fund Grant Mgr P&P Lead

Aram Yeremian

Advisor 4 Pillars Liaison to Regional Exec Committee

Armond Gorgorian

Executive Director

CEB FY14 Objectives & Priorities “Strategic Initiatives”

# Strategic Initiatives CEB Lead

• Ext. LeadGoals

Milestones ECD S1 Finalize Scouting division improvements Plan Emil Milen Arbi Plan was completed and submitted, needs approval by CEB Scouting Division Improvement Plan Complete S2 Instill 4 Pillars across all Ararat divisions / Leadership Training Aram Robert Gratziel a Communicate the 4 pilars of ararat values and insure that all chapter members and leaders understand that each and every chapter activity should be inlined with our values. 1) Communicate the 4 pillars to all members/ leaders 2) Help better define how each division's activities can suport our values. 3)Train leaders to enforce our 4 pilars 1) 5/31 2) TBD 3) 5/31 S3 Develop a Public Relations / Mktng Dept. and Strategy Tomik Sevada To have a fully functional PR/Mktg Department to consist of a Dept. Lead a PR lead and a Mktg lead as well as

• ther resources (both paid and

volunteer) with specific skills sets by 1) Define the overall PR/Mktg Plan 2) PR Lead (Sona) started on 2/1, Sevada lead for our Mktg 3) Define/assemble the Resources with specific skill sets 1) Complete 2) Complete 3) 5/31 S4 Overhauling/Standardizin g of Chapters Bookkeeping and reporting sys Anelka Linda

• 1. Completing the online access and

function of our acccounting software.

• 2. Finalizing the cash in process and

computerized receipts. 3. Updating the shop inventory program. 1) Completing the hosting of Quickbooks. 2) Finalize a new process for cash receipts 3) Have to look for a new program. 1) Complete 2) 2015 3) 6/30

CEB FY14 Objectives & Priorities “Strategic Initiatives”

# Strategic Initiatives CEB Lead Ext. Lead Goals Milestones ECD S5 Create a Plan for Financial Stability (Mortgage pay down?, advisory board?, endowment?, capital fundraising?) Tomik Mossig Have a plan to use the available "Funds" to stebilize our long term financial situation by end of 2014 1) determine avail options with existing Mortgage(Alexis) 2) Meet with Mossig to bring him up to speed with chapter Financials as well as the details of our SWAP 1) 5/31 2) 8/30 S6 Establish a Facilities Maint / Renovation Committee Aram Hamlet define a list of maint and renovation tasks and prioritize so the work on those can start asap 1) Approve committee members 2) Come up with a list of Maint/Renovation tasks 3) Prioritize the list 1) 5/31 2) 6/30 3) 7/3 S7 Update Chapter/Division wide P&Ps Armineh BJ Victor have updated P&P documents for chapter as well as division level activities available online and accessible by all members/leaders New revised Chapter P&P Division P&P for BB, Soccer, Volleyball and TT 6/15 ? S8 North Campus Utilization Strategy Roubina To define a plan to better utilize the North Campus during the off peak and peak hours. The plan should include all available resources (both gyms, TT room, Fitness room, Strength training room and YAC business plan to utilize the North Campus 5/30

CEB FY14 Objectives & Priorities “Implementation Tasks”

# Ops/Implementation Tasks CEB Lead Ext. Lead Goals Milestones ECD O1 Implement Scouting division improvements Emil Milen Arbi Implement improvements spelled out in the Scouting Division Improvement Plan Alumni Program

• Mentorship
• Fundraising

Under way O2 Implement New BB Restructure Plan Armond Armik Implement structural changes made to Basketball division and make adustments if needed to ensure an effective operation for the division Youth (G-D) Committee is working very well and have made great improvements in those divisions. Young Adults (A-C) committee is having problem getting traction. Because of this a decision was made to separate under 20 teams (C, B and some 3A) teams from

• ther A div teams.

Under way O3 Implement New GA Restructuring Plan Roubina Implement structural changes made to the GA division as per the plan approved in 2013. this includes creation of subcommittees for each of the 4 major sports Committees have been formed for: Soccer, Volleybal, and Table

• Tennis. A New Under 10 Tennis is

starting and will be lunched by May 28 Under way O4 Implement New Cultural Div Strategic Plan Medik Anelka Re-organize and re-structure the Cultural Division's programs. Priority will be on the children's art classes in order to recognize the art class with the learning steps and educational academic artistic curriculum. To have quality Cultural events in order to gain the trust and interest of capable instructors with artistic talent and knowledge in their fields to assist us. To use the manpower and talent in adult choir members for future programs. Follow up with exec committee to have the overall plan for 2014 cultural division's re-structure. Complete

CEB FY14 Objectives & Priorities “Implementation Tasks”

# Ops/Implementation Tasks CEB Lead Ext. Lead Goals Milestones ECD O5 Monitor & Enforce P&P Aram Reassess our existing monitoring and enforcement mechanisms and come up with more effective ways to both monitor and enforce our existing Processes and Procedures. Make P&P accessible to all members Educate division leadership O6 Expand the Implementation of the Youth and Family Guidance Initiative Ano Sona Aber Start utilizing the Youth and Family Guidance Center and its resources to education our BB, GA and Scouts members, leaders and parents about the alcohol/substance abuse, bullying and anger mgmnt amongst the youth. Organize and cary out age appropriate seminars for Atheletes and Scouts. Scouts Seminars (2 of 4 complete) BB div Coaches Seminar (1 done another 2 scheduled for later in May) GA div - Not yet scheduled. O7 Armenia Trips - Scouting & Pan Armenian Games Emil Roubina Armik Organize both the Scouts Jamboree in 2014 and Pam Armenian Games for 2015 2014 Scouts Jamboree is in the works and is being managed by Emil A committee needs to be formed to manage the 2015 Pan Armenian Games. 1) Complet 2) 5/31 O8 Implement Annual Dues Collection through Monthly billing Armond Tomik Varouj Fully implement our ability to provide Monthly billing option for our member to use to pay their annual dues. Implement the system changes required to .NET to authomatically process such payments 1) find solution of recurring payments to be identified and reported to Varouj 2) Meet with Varouj to define requirements .NET/Paypal 1) Complete 2) 6/30 O9 Manage Dream Fund Grant Armineh Armond G. Insure that the Grant is used for purposes identified in the grant application and the improvements/changes resulting from the grant can be measured and reported on transparently to CEB and UCLA DF 1) Provide preliminary plan to CEB 2) Communicate Plan with all divisions 3) Start Implementation 1) Complete 2) Complete 3) 5/1

UCLA Dream Fund Grant

As Many of you may know already we were awarded a five hundred thousand dollar grant from the UCLA Dream Fund late last year. The Grant was awarded to help Ararat improve in a number of areas with our current programs and offerings, facility/infrastructure upgrades, as well as provide a number of new programs and services which we currently don’t offer. This grant had a number of areas spelled out that needed improvements as well as pay for some of our existing operational costs.

UCLA Dream Fund Grant

1‐Improve Facilities 2‐Rental cost of other facilities 3‐Expand after school activities 4‐Increase operating hours 5‐Intensify community outreach 6‐Expand tutoring 7‐Expand mentoring 8‐Prevent teen pregnancy 9‐Prevent substance abuse 10‐Upgrade computer room 11‐Add art/music/drama classes 12‐College scholarship 13‐Improve Wi‐Fi/HS internet 14‐Library to transform to E‐library 15‐Advanced youth counseling 16‐Promote outdoor programs 17‐Subsidize tuition, uniform costs & field trips 18‐Adult services 19‐Provide health care advice

UCLA Dream Fund Grant

So the CEB had three different and at times conflicting requirements;

1. Satisfy the 19 areas set forth in the grant (details on next slide) to potentially qualify for any future grants. 2. Cover our existing operational costs and improve our facilities/programs 3. Use any cost savings in our existing expenditures to start a capital campaign to pay down our mortgage.

The 1st requirement basically bounded us in what exactly the funds can be used for if we were to have any intention to apply for possible follow on grants. After a very long process a management plan was devised to utilize the grant in a way to satisfy all 3 requirements, to the best of our abilities) and make sure that it in fact will be executed per the plan.

Dream Fund Grant PLAN

Armineh S.

Upgrade Facilities

1‐ Improve/ Upgrade facilities 10‐ Hardware /software for computer room 13‐ Improve Wi‐ Fi/HS internet 14‐ Library to transform to E‐ library

Community Outreach

5‐ Intensify community

• utreach

8‐Prevent teen pregnancy 9‐Prevent substance abuse 15‐Youth counseling 18‐Adult Services 19‐Provide Health care advice

Expand Activities

3‐ Expand after school activities 6‐Expand Tutoring 7‐Expand Mentoring 11‐Add art, music, drama classes 16‐Promote

• utdoor programs

Miscellaneous

2‐Rental cost of

• ther facilities

4‐Increase

• perating hours

12‐College scholarship 17‐Subsidize tuition, uniform costs & field trips

Accounting/ Bookkeeping

Implementation/Reporting

• Project Team will meet with co‐lead(s) for each

requirement to discuss and plan the implementation process

• Once finalized the initialized plans, including

milestones, will be presented to the CEB

• The progress report will be presented to the CEB
• n quarterly or as needed basis
• A progress report will be sent to UCLA on a

quarterly basis

Challenges

• Perception of the grant being a no strings attached donation

and having to justify the absence of 500K in the chapter’s assets.

• The funding received is 10% lower than the requested
• amount. This reduction will have an affect on the

implementation of certain requirements.

• Some of the requirements are dependent on the
• peration/initiation of other projects. Cancellation or late

start of these projects would have a major effect on their implementation and the set milestones.

• The grant funding allocated to each requirement might be

insufficient for effective implementation.

Division Liaisons Basketball Cultural GA Programs Scouts Fundraising Chapter Exec. Board

Marketing & PR Department

• Exec. Director

Public Relations Marketing Marketing Sevada Hemelian PR Sona Krikorian Resources Graphic Design Social Media Media Relations Special Advisors

Marketing@Ararat.org PR@Ararat.org

Marketing & PR Department

• Department Efforts & Focus
• Marketing Request Form

– Operations and Resources (turnkey & managed)

• Ie. Website, Database, Graphics

– Friend of Ararat Programs – Business & Community Outreach – Gifting, Grants and Sponsorships – Signature Events

• ElevateTalks, Red Poppy, Golf Tournament

Public Relations & Marketing

Public Relations

Brand creation and reinforcement Generate media relations & news Manage perception of organization Relationship of organization w/public, private and stakeholders Increase visibility of organization

Marketing

Define process Generate leads Sell product/services Create relationships/partnerships Create passionate supporters Connect with partners

Sales

• Org. V

alue Stakeholders Relationships Process Brand

PR Strategy In Phases

Public Relations Tools

Phase 1 listening exploring/developing brand develop values‐based message Phase 2 develop brand talking points core values crisis communication policy Phase 3 generating media pick ups sustain momentum

Current Financial Status

Revenue

$0.00 $200,000.00 $400,000.00 $600,000.00 $800,000.00 $1,000,000.00 $1,200,000.00 Projected Inc. Actual Inc. $0.00 $200,000.00 $400,000.00 $600,000.00 $800,000.00 $1,000,000.00 $1,200,000.00 $1,400,000.00 Projected Exp. Actual Exp.

• Ops. Expenses

Month Projected Actual Dec‐13

$130,375.00 $ 104,940.00

Jan‐14

$268,050.00 $ 321,423.00

Feb‐14

$412,225.00 $ 428,464.00

Mar‐14

$546,400.00 $ 542,310.00

Apr‐14

$624,075.00 $ 632,495.00

May‐14

$660,750.00

Jun‐14

$709,425.00

Jul‐14

$746,100.00

Aug‐14

$847,275.00

Sep‐14

$1,053,210.00

Oct‐14

$1,090,885.00

Nov‐14

$1,117,100.00

Month Projected Actual Dec‐13

$97,444.00 $ 64,100.00

Jan‐14

$220,798.00 $ 167,095.00

Feb‐14

$319,598.00 $ 257,726.00

Mar‐14

$419,898.00 $ 342,504.00

Apr‐14

$519,398.00 $ 455,503.00

May‐14

$640,948.00

Jun‐14

$744,998.00

Jul‐14

$854,052.00

Aug‐14

$993,104.00

Sep‐14

$1,105,658.00

Oct‐14

$1,219,716.00

Nov‐14

$1,317,428.00

Ararat’s Major Expense & Income

Membership Fees are Ararat’s only guaranteed income

Expense Monthly Annual Income sources Annual Mortgage (2 centers)

$4,200,000 (balance)

$33,500 $402,000 Membership $300,000 Insurance

(Property & Members)

$6,800 $81,600 Hall & Other Space Rental $130,000 Payroll & Payroll Tax $21,441 $257,300 Events $164,520 Membership to WR

($25 Per member)

$3,800 $45,600 Donations & Grants $398,500 Utility $7,500 $90,000 Legal Fees $1,500 $18,000 Field & Gym Rentals $3,000 $36,000 Repair & Maintenance $5,250 $63,000

Total

$82,790

$993,500 $993,500

Membership Dues

• If chapter collects 100% of our annual dues it will equal to

$382,000 total per year

• Historically we collect less than $300,000 in annual fee which

equals to 30% of Chapter’s total annual expenses

• 70% of Chapter’s revenue ($693,000) still comes from other

sources, and needs to be raised every year, and is NOT guaranteed

• Note: Ararat subsidizes membership dues for those members

with financial hardship.

Division Exec Committees

• Basketball Exec Committee

– Youth Program (G‐D) – Young Adults Committee (A‐C) – Fundraising Committee

• Cultural Exec Committee
• Fundraising Exec Committee
• General Athletics Exec Committee

– Soccer – Volleyball – Table Tennis – ATP4Kids

• Programs Exec Committee
• Scouts Exec Committee

10 and Under Tennis, featuring the 10 and under tennis play format, is a top priority for the USTA as it is the future

• f tennis. 10 and Under Tennis is designed and structured

for kids to learn, rally and play quickly in a way that is both enjoyable and rewarding. Following this new format ARARAT has designed and on May 28th is launching ATP4Kids which will follow the USTA 10 and under program with one big difference! We’ll be utilizing our North Campus facility to provide the program in a climate controlled, indoor facility, allowing kids to participate year around. Email: ATP4Kids@Ararat.org