Sustainability Program – Phase II

Grant Term:

10/2011 – 09/2012 Contact:

Carrie Ray

Development Coordinator carrie@hitstheatre.org

713-880-3615 www.hitstheatre.org

Mission and Vision The purpose and mission of HITS Theatre is educational, cultural and civic, and includes the following:

• To provide professional-level training in acting, dance, singing, music, technical theatre and media by professional staff with theatre and education expertise;

• To enrich lives by broadening cultural experience and developing talent in those who participate at HITS as students or audience members;

• To enhance the cultural climate for children and their families in the City of Houston and surrounding communities;

• To establish an outlet for all young performers, regardless of financial status, to practice their skills through high-quality training;

• To serve all talent levels by teaching excellence and the discipline required to achieve it; and to provide a safe and professional facility in which to work.

Use of Funds Funding was used towards the engagement of consultants regarding facilities pro

forma and fund development

Key Activities

• Enlist an architect to develop a space plan for existing facilities & assess needs for additional space. Develop facilities plan that addresses HITS long term space requirements

• Based on needs identified in space plan, evaluate optimal leasing opportunities near HITS Theatre

• Create an annual development plan for HITS that includes a calendar and addresses staffing needs for all fundraising programs

• Create new website to enhance online presence and user accessibility, improve registration and ticketing processes and overall communications

• Increase individual donations, foundation funding and corporate sponsorships

Key Deliverables

• Lease agreement signed for administrative offices in August 2011

• Development plan and calendar adopted. Donor software purchased and uploaded over 1,500 donor records into database to assist in cultivation plan

• Individual giving increased by over 25%; foundation giving almost doubled (includes multi-year grant)

• Improved communications with donors, parents, and general public

Key Resources

• MODE $20,000 funding

• Staff, Board of Directors and Consultants

• Major donors with specialized expertise in real estate development and fundraising

• Individual, Foundation and Corporate Donors

• Funding from ExxonMobil Community Summer Jobs Program to hire intern to implement donor software system

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. )

Review space plan, do a theater evaluation and define next steps

Facilities committee reviewed space plan and has clearer understanding of current space & needs for lease space.

6 Dance classes added in FY2012 7-12 grade class was divided into 2 classes: 7-9 grade & 10-12 grade in FY2012

Lease agreement signed and timeline/plan in place for space modification if necessary

Lease agreement signed and timeline/plan in place for space modification if necessary

Administrative staff of 3 moved off-site, providing additional classroom space and offices for artistic staff

Define top prospect list and cultivation plan; Review development plan and calendar for board presentation; purchase donor software; develop website & donor collateral material

Defined top prospect list and cultivation plan; Staff and consultant prepared development plan and calendar and presented to board; Purchased and implemented DonorPerfect.

Individual donations of $5000 + increased from 5 to 11 in FY2012 Individual, foundation ,corporate and fundraising income increased from 51% of total revenue in FY2011 to 62% of total revenue in FY2012

Architect draws 1st draft facilities plan for board presentation

Presented facilities plan for extra rehearsal space to Board

2 musicals added in Summer 2012 1 voice teacher added in FY2012

Increase individual (by 15%), foundation giving (by 5%), and corporate (by $30K)

Exceeded individual and foundation goals, increased corporate giving

Increased individual funding by over 25%, foundation giving almost doubled and corporate grew $25K+

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$ 256 K

$289 K

$ 39 K

$149 K

FYE 2012 Total Giving = $733 K*

Foundation

Individual

Corporate

Government

Outcomes Summary What is different now compared to the beginning of the grant term?

– Overall giving increased by 53%.

– Making appeals for specific needs including facility needs, and onstage ask following performances, led to an increase in individual and family foundation donations.

– Better organization of donor data enables HITS to target funding appeals and maintain relationships with the HITS community and alumni.

– Separating admin offices from rehearsal spaces increased productivity and improved morale. Expanded voice and dance lessons in studio space previously allocated to admin.

– Staff and Board have better understanding of the

optimal student and class size for current space.

– Updated website allows better engagement with the HITS community, making it easier to purchase tickets, register online and find timely information.

– Redefined staff roles and recruited qualified part-time hires improved service to HITS families. (note: Executive Director resigned after taking maternity leave. Currently in search process for new ED.

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$138 K

$230 K

$13 K

$97 K

FYE 2011 Total Giving = $478 K

Foundation

Individual

Corporate

Government

*Includes multi-year grant

Before new Website…

…After

Financial Profile

$596,788

$734,706 $704,974 $716,991

$951,179

$1,184,128 $1,040,946

$0

$200,000

$400,000

$600,000

$800,000

$1,000,000

$1,200,000

$1,400,000

Sep-07 Sep-08 Sep-09 Sep-10 Sep-11 Sep-12 Sep-13 Sep-14

Op

era

tin

g B

ud

get

Revenue Expenses trendline: Revenues trendline: expenses

Sustainability Program

Actual Projected

Fiscal Year Ending

Keys to Success Significant accomplishments and strides made throughout grant cycle

– Leveraged the momentum generated by MODE grant funding to engage influential members of the HITS community to evaluate facility options

– HITS has generous individual supporters who value our programs and respond well to personal appeals.

– Engaging experienced consultants to help HITS meet goals of this grant.

– Designated an intern to help clean data files and populate records into donor software.

– Active Development committee and Finance committee comprised of Board members, staff and volunteers helped to execute goals.

– Drew on board resources and expertise to create a process to evaluate software options and scoring criteria.

– MODE grant provided a framework and helped keep the projects milestones on a schedule.

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Lessons Learned • What were your course corrections?

– Only one major technology change can be implemented at a time, i.e. donor software, ticketing system, website development. These technology changes may also require organization to adopt new routines and behaviors.

– Developed a better selection process for soliciting bids and evaluating options using a matrix of needs and deliverables. Used process successfully in selecting web consultants, donor software and roofing company.

– Having administrative staff at a separate location improved productivity, but we learned that being located within walking distance of the theatre is necessary for collaboration and communication.

– Try not to do too much all at once – be realistic with staff and board availability to work on projects. Small organizations must utilize volunteers who have limited time.

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Summary of Future Plans • Continue to grow our educational programs to

engage more children in the performing arts.

• Continue to build on increased foundation support and individual donations and use donor database to better target our donor campaigns.

• Expand the number of community partners, particularly with schools and local organizations.

• As revenue diversification continues and class offerings increase, plan for the launch of a capital campaign in 2-4 years for long-term facility needs.

• Drive more communications through HITS website, expand use of marketing tools including video and social media.

• Continue to reach beyond the Houston area to attract audience members and participants.

• Look for additional ways to enhance the work environment to attract quality employees, i.e. health benefits launched in FY2012.

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