Apply

Who is the contact person?

Virginia Rush is the Managing Director of the Capital Campaign Review Board of Berks County. Please call 484-509-5049 or use the contact form. Inquiries and letters of interest can be sent to 960 Old Mill Rd, Wyomissing, PA 19610.

What is the general overall process when working with the CCRB?

Preparing and executing a capital campaign can take between 1-3 years depending upon the size and scope of the project. A mini-capital campaign requires significantly less time to plan and execute. In most cases, a letter of inquiry and presentation to the CCRB is all that is requested. While the process is voluntary, many donors have established policies against funding capital requests not endorsed by the CCRB.

Churches, and elementary or secondary schools are not eligible to apply, nor are hospitals and colleges/universities. However, the CCRB requests notification of upcoming capital campaigns.

Step One:
An agency should attend a CCRB Orientation Session or meet with the Managing Director of the CCRB.

Step Two:
The agency’s Executive Director or Chief Development Officer should prepare a “Letter of Inquiry” and attach it to the contact form or mail the letter to the Capital Campaign Review Board of Berks County at 960 Old Mill Rd, Wyomissing, PA 19610. Please include:

  •  501c3 Status Letter
  • Agency background
  • Case for support – which includes a description of the project and how the project will address the need and/or problem
  • Strategic Long-Range Plan and Mission Statement
  • Current Board of Directors list

If further along in the capital campaign planning process, the following can be provided if available:

  • Capital Campaign Budget
  • What new programs will be added
  • The value the community will receive
  • Measurable outcomes expected
  • How the project or program will be evaluated
  • What alternatives were explored
  • Feasibility study
  • Campaign organizational chart listing responsibilities
  • Agency funds or reserves to seed the campaign
  • Plans in the event the campaign falls short

Step Three:
The CCRB Board will meet to review the preliminary inquiry.

(Please note that not all agencies who submit a letter of inquiry will receive preliminary approval. The process is intended to channel campaigns so that our community will be able to successfully support them.)

Step Four:
If an agency has received preliminary approval, they should:

    • proceed with a feasibility study
    • determine a preliminary plan with cost estimates
    • devise a campaign organization chart, campaign calendar including planned actions, and formalize Board member involvement
    • submit a formal CCRB application
    • The formal application will include:
      • General background/history of the organization
      • Strategic Long-Range Plan and Mission Statement
      • Current Board of Directors and critical staff members
      • Products/services provided by the agency
      • Constituents served (including demographic breakdown)
      • History of volunteer support
      • Two years of measurable outcomes
      • Current and future collaborative efforts
      • Fundraising history for the past four years from:
        • Corporations/Foundations
        • Board members (including participation percentages)
        • Other individuals/other sources
        • Special events and fundraisers net of expenses

Narrative portion, excluding attachments, shall be no longer than five (5) pages in total.

Case for support will include:

  • Community need to be addressed
  • Description of the project
  • How the project will address the need and/or problem
  • What new programs will be added
  • The value the community will receive
  • Measurable outcomes expected
  • How the project or program will be evaluated
  • What alternatives were explored
  • Feasibility study
  • Campaign organizational chart listing responsibilities
  • Agency funds or reserves to seed the campaign
  • Plans in the event the campaign falls short
  • How the project will affect operating costs and how cost overruns will be handled

Building and cost information will include:

  • Two years of operating statements, and a line item operating budget after the project is completed
  • A schematic of the building and related visuals
  • Capital Campaign budget, which should include costs related to land acquisition and site preparation, including architectural/engineering costs, utility connections, general contractor, mechanical, HVAC, plumbing, fire protection, electrical, technology (connectivity, hardware, software), and other costs
  • Expenses for construction; furniture, office equipment and fixed equipment; interest charges and bank fees; campaign costs (materials, events, postage, telephone, other)
  • Consultant fee and feasibility study fee

Approvals for a mini-capital campaign will be abbreviated in time and scope.

Step Five:
Agency will be asked to make a formal presentation to the CCRB Board.

Step Six:
CCRB notifies agency of final decision.

When can a Berks County Capital Campaign in Berks take place?

To recognize the importance to our community of the United Way of Berks County Annual Campaign, there are significant limitations on permissible solicitation during the period of September 1 to November 15. During this period, the solicitations for the campaign are prohibited, with the following exceptions:

  • The organization may solicit its governing board, its employees, and its campaign cabinet and the corporations that employ those individuals. In no event shall more than fifteen people be considered to be members of the campaign cabinet without the express prior approval of the Review Board.
  • United Way agencies are generally limited by their contract with the United Way in their solicitation of any individuals, corporations, foundations, or other organizations during this period.
  • Cultivation activities may take place during the period September 1 to November 15. Cultivation activities include pre-campaign publicity, educational sessions and information on the organization’s mission, activities, and future plans.
  • All phases of the campaign must be completed within the planned campaign time schedule.