Sustainability Program – Phase II

Client:

Grant Term:

10/2011 – 09/2012 Contact:

Alice Valdez, Founder and Executive Director alicevaldez4@gmail.com 832-865-6157 www.meca-houston.org

Mission and Vision MISSION

• MECA is a community-based nonprofit organization committed to the healthy development of underserved youth and adults through arts and cultural programming, academic excellence, support services and community building.

VISION

• MECA’s vision is to be a nationally-recognized multi-cultural community center know for its:

• High Quality Instruction, performance and demonstration of the performing, visual and cultural arts

• Excellent academic and social support services for youth and their families

• Leadership in building partnerships that celebrate cultural diversity

• Special events and celebrations that reflect our diverse communities

•

Dia de los Muertos Altar Tour & Workshop Quail Valley Middle School

Use of Funds Increase financial sustainability through Board and Staff intervention, thus strengthening MECA’s capacity to deliver ongoing programs.

( Towards the use … ) Key Activities

• Decide on formal membership system/campaign

for MECA • Leverage Crowdsource funding tactics • Cultivate Former Board Members • Identify staff person to assist Development Director • Hire a full-time Development Director • Implement PatronManager (PM) software • Develop & solicit MECA teacher curriculum program • Establish org wide policy on program fees to increase earned income • Increase corporate & foundation support (local & national) • Create multi-tier level of services for schools, tour buses, visitations, etc.

Key Deliverables • Implement BOD approved policy on MECA

membership system, with immediate staff implementation • Initiate 6 week$5,000 KickStarter (crowdsource) campaign for inspection certification • Host Committee of former BOD & MECA Alumni confirmed • Confirm Non-Profit Management Intern Position • Development Director Hired • Conduct Org wide PM training by Jessica & Mardi • Initiate 6 week $5,000 KickStarter (crowdsource) campaign for youth work program • Master Educational Intern is ready with materials to solicit schools & community centers • Development, Program, & Music Directors make recommendation (for fee schedule) to A. Valdez • Increased Corporate Support by $50,000 & foundation support by $200,000 • Create 10 new arts education programs

Use of Funds Continued

Key Resources • MODE $20,000 funding • MECA Administrative Staff • MECA Program Directors •MECA Development Staff •Hired Additional part time staff

•Anniversary Gala Coordinator •Art Curator •Graphic Artist

•All Board Members •MECA Advisory Board •Gala Planning Committee

Katrina at Calavera Rendevous Style Show

Collaboration with The Art Institute of Houston

Outcomes & Indicators ANTICIPATED SHORT TERM OUTCOMES

(beginning of grant)

ACTUAL SHORT TERM OUTCOMES (end of grant)

INDICATORS (Indicators measure whether or

not a program achieves its expected outcomes. )

Improve Cash Flow Improved Cash Flow 7 New Corporate, Govt., & Foundation Grants Awarded $58,000. Anniversary gala gross revenue - $60,563.00 Gala cash revenue included $7,600 from 11 new corporate donors In Kind donations for the gala from 15 new corporate donors valued at $13,300 Cut Summer Arts Day Camp for 2012 – reduced payroll & overhead for building utilities

Outcomes & Indicators ANTICIPATED SHORT TERM OUTCOMES

(beginning of grant)

ACTUAL SHORT TERM OUTCOMES (end of grant)

INDICATORS (Indicators measure whether or

not a program achieves its expected outcomes. )

Increase new ways to build sustainable funds (i.e. Individual giving & earned income).

Increase new ways to build sustainable funds (i.e. Individual giving & earned income).

•90 new gala sponsors, donors, and businesses that advertised will be cultivated for ongoing support of MECA •15% Increase in Tuition for Classes starting Fall 2012 •Increased Annual Contracts for Space Rental - 1 more space $6,000 annually •Rolled out MECA Membership plan to gala attendees •Rented 2 more rooms net $6,000 annually •Increased rental rates for daily use of rooms and auditorium •Reserve Fund - Working on challenge grant to raise money for 2 months operating funds

Outcomes & Indicators - Continued ANTICIPATED SHORT TERM OUTCOMES

(beginning of grant)

ACTUAL SHORT TERM OUTCOMES (end of grant)

INDICATORS (Indicators measure whether or

not a program achieves its expected outcomes. )

Increase “footprint” in the community via educational programs, building collaborations & new audiences.

Increase “footprint” in the community via educational programs, building collaborations & new audiences.

•3 Dia de los Muertos School Tours – Over 350 students and teachers on MECA Campus learned about Dia de los Muertos customs for ofrendas, participated in an art project, and viewed the altars. •Julio Martinez, Harpist with Mariachi Vargas, master class at MECA and performance with HSPVA Orchestra and Mariachi Ensemble •Jewish Community Center Dance Camp •“Mariachi High” & Lemon Film screening with Houston PBS& KUHF – 250 attendees at Talento Bilingue de Houston •Main Street Theater & MECA “Musica del Cielo Pastorela”

Outcomes & Indicators - Continued

ANTICIPATED SHORT TERM OUTCOMES

(beginning of grant)

ACTUAL SHORT TERM OUTCOMES (end of grant)

INDICATORS (Indicators measure whether or

not a program achieves its expected outcomes. )

Increase “footprint” in the community via educational programs, building collaborations & new audiences.

Continued

•Main Street Theater & MECA “Musica del Cielo Pastorela” •Advertising in new ways • “Houston Press” • “Mi Familia” • Azteca 51 Trade Agreement •Several other collaborations, classes and workshops El Librotraficante Underground Library Ballet Folklorico Workshop Jarana class Accordion Competition with Heritage Arts Productions Houston Heights Orchestra American Festival for the Arts Nameless Sound – Pauline Oliveros workshop KPFT Community Program

Outcomes & Indicators - Continued

ANTICIPATED SHORT TERM OUTCOMES

(beginning of grant)

ACTUAL SHORT TERM OUTCOMES (end of grant)

INDICATORS (Indicators measure whether or

not a program achieves its expected outcomes. )

Review staff realignment & invest in staff performance.

Review staff realignment & invest in staff performance.

•Hired Development Director in May 2012; •Reassigned 2 Interns to assist Development Director and Executive Director for grant research, gala planning, Dia de los Muertos marketing. •Staff attended conferences NPN Americas; United Way Outcomes sessions – 6 page report created to use for statistical tracking of outcomes •Adjusted responsibilities of management staff

Outcomes Summary

• Eliminated use of Ticket Web

• Implemented PatronManager Online Ticket Sales

• Dia de los Muertos Ofrendas (Altars) – changed set up deadline to 1 week prior to the start of the festival

• Art Curator Critical for Success – Designed, planned, executed displays for the Gala photography exhibit and Dia de los Muertos altars and art – Critical to look and feel of the building for those large events.

• Many attendees at gala had never been to MECA’s campus. Many said they will return for future concerts and festivals.

Dia de los Muertos Altars

Keys to Success Encouraged Board and Leadership

team to start implementation of MECA’s Strategic Plan

Solicited gala sponsors from list of large donors from recent years

Solicited gala sponsors from new sources including friends of board members, businesses along Washington corridor, and restaurants

New Development Director caught up on grant requests from sources who have historically supported MECA, then began applying to new funders from research in the Foundation Center system

Hired new visual art curator with funding

MECA and Dow School Anniversary Gala 35th/100th Committee Co-Chairs and Sponsors

Lessons Learned

• Defined too many tasks to accomplish in 1 year with small staff and small board.

• We had to rework the expected outputs for the year – Mariachi Curriculum Writing is an example.

• The Leadership Team discovered that one of us is a retired educator with a curriculum writing background. She is now spearheading the project.

• Having quarterly goals and deadlines for reporting to HAA kept us on track on the tasks. Everyone had goals for each period.

• Need for a Development Director who can focus on overseeing the grant tasks and deadlines and a fulltime project leader to continue with capacity building initiatives.

• Set funding goal too high in a recession year for the arts

Ceacatl from Huehuetl Performs Indigenous Mexican Music at Gala

Summary of Future Plans

• Continue the Membership Solicitation Project by creating a better marketing brochure and communicating via mail, email, and social media.

• Continue to upgrade the Mariachi Curriculum. When complete, write other curriculum for dance, music, and creative art.

• Continue to implement all phases of PatronManager – Contacts, households, PatronMail, tracking of donors, grantors, and use of the robust reporting system.

• Used Everyone Gives crowdsourcing functionality without much success. In 2013 will use Power2Give available through HAA for a new project.

Summary of Future Plans cont. • Acquired new donors who will be

cultivated – expect individual giving to improve.

• Volunteer list grew – cultivate them

• Build audience numbers from new donors, volunteers, and gala attendees who were impressed with the artistic excellence of the performers at the gala

• MECA is now part of Engage Houston a 3 year initiative funded by the MidAmerica Arts Alliance. Continue tackling the strategic plan in the areas of Board Governance, Finance and Fundraising, and Programs improvement

• Sell annual concert series program advertisement space to businesses

• Continue to complete strategic plan

MECA Ballet Folklorico