INTRODUCTION

Working with the CCRB is voluntary. However, because many Berks County donors have established policies against funding capital requests not endorsed by the CCRB, it is advantageous for organizations to seek the CCRB’s approval. Discover additional valuable benefits, both to non-profits and the community, of working with the CCRB.

In most cases, a letter of inquiry and presentation to the CCRB is all that is requested.

Please note that the following entities are not eligible to apply: churches, elementary and secondary schools, colleges, universities, or hospitals. Nevertheless, the CCRB requests notification from these organizations of upcoming capital campaigns.

Time needed for campaigns

Preparing and executing a capital campaign can take between one and three years depending upon the size and scope of the project. A mini-capital campaign requires significantly less time to plan and execute.

THE PROCESS

STEP ONE

An agency should attend a CCRB orientation session or meet with the CCRB’s Managing Director.

STEP TWO

The agency’s Executive Director or Chief Development Officer should prepare a Letter of Inquiry and submit it to the CCRB. It can be submitted as an attachment to an email sent to contact@berksccrb.org or mailed to the Capital Campaign Review Board of Berks County, 960 Old Mill Road, Wyomissing, PA 19610.

The Letter of Inquiry will include:

  • 501c3 status letter
  • Agency background
  • Case for support (including a description of the project and an explanation of how the project will address the need and/or problem)
  • Strategic Long-Range Plan and Mission Statement
  • Current Board of Directors list

If the agency is further along in the capital campaign planning process, the following can be provided also, 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
  • Contingency plans in the event the campaign falls short

STEP THREE

The CCRB Board of Directors will meet to review the Letter of 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 from the CCRB, it should:

  • Proceed with a feasibility study
  • Determine a preliminary plan with cost estimates
  • Devise a campaign organizational chart, campaign calendar including planned actions, and formalize board member involvement
  • Submit a Formal Application to the CCRB

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

The narrative portion of the Formal Application, excluding attachments, shall be no longer than five (5) pages in total.

STEP FIVE

The agency will be asked to make a formal presentation to the CCRB Board of Directors.

STEP SIX

The CCRB will notify the agency of its final decision.

The 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/services 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
  • Schematic of the building and related visuals
  • Capital campaign budget, which should include costs related to land acquisition and site preparation, 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

TIMING OF CAMPAIGN SOLICITATIONS

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, solicitation for the capital campaign is 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 CCRB.
  • 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 of 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.