HG Relief Project

Board meeting Prep Starts Below!
Meeting: Oct 19, 1:30-3:30p, At Clinic

Meeting Prep

01 — IN ADVANCE

IN ORDER TO REDUCE THE LENGTH OF THE MEETING, CAN YOU PLEASE:

Review the Proposed Meeting Agenda
Review bios of our new Advisory Council members so we know all the expertise in our midst! Welcome, Analise, Jessica, Lydia & Ashton
Board Members: Review the Votes that we plan to take and Pre-Vote ahead of the meeting.
Review this whole page and bring your thoughts and questions to the meeting
We want to spend most of our time talking through our Stategic Discussion Topics. It would be awesome if you can think through the questions/ideas prior to our meeting.

We plan to host the board meeting at the clinic (join in person if possible!) and also from this virtual Google Meet.

Thanks for all your support and we look forward to being together!

Thank you for all your time and attention! - Kelly, President (Executive Director)

02 — Current Funds

Our group discussion will be mostly about how to use grant money! We have been awarded grants from the following organizations:

The Daniel Foundation: $15,000. While they are not restricting this grant, the heart of their new mission is focused on rural patients in AL. They are deeply interested in our care and case management of remote patients. I get the sense that if we prove our impact with this first 15K, they may fund a future rural project for us.
The YellowHammer Fund: Our YHF Reproductive Health Queens awarded us 20K. No restrictions (hasn’t hit our account yet)
United Ways of Shelby County ($1100) and St Clair County ($1500) gave us small grants, to be earmarked for patients living in those counties. This also gave us access to their nonprofit learning resources (see events below).
Community Foundation (not yet awarded)- site visit Oct 22 - possibly $8,000. CF wants their money earmarked for prescriptions and case management only. No $ to be paid to the clinic for copays or deductibles. Case management by Kelly only. (This is one of our Strategic Discussion topics)

Executive Director
Summary

Nov 2024-October 15, 2025

IMPACT OVER THE LAST 11 MONTHS

HGRP used $8,552.41 to help 29 patients whose high insurance deductibles or copays made essential treatment out of reach.
We provided $1,726.50 worth of medications—at or below GoodRx prices—to 54 patients whose medication costs were unaffordable.
We facilitated shipping of medications to patients in AL who faced barriers to obtaining medications.
We facilitated transportation for patients through KidOne
In the last 30 days, we tracked ~10 hours of case management time assisting patients with transportation, medication fulfillment, and employment advocacy. (Estimating a total of 110 hours of case management time since Nov 2024)
Counties served: 27%—came from Jefferson County, (Birmingham, Ensley, Hoover, Mount Olive) St. Clair County ~ 14% of patients, (Odenville, Ashville, and Springville) ~ 9% of patients were from Calhoun County (Anniston) and another 9% from Tuscaloosa County (Tuscaloosa and Northport). The remaining patients were Talladega (Childersburg), Walker (Quinton), Marshall (Boaz), Cullman (Hanceville), Shelby (Leeds), and Bibb (West Blocton) Counties, each representing about 4–5% of the total.

FUNDRAISING

Kelly wrote 8 grants to local organizations, 4 have been awarded, 1 pending, 3 declined.
Approximately 145 hours in grant writing, research, meetings, award luncheons with potential funders between June and October. (~29hrs a month)
Total raised to date: $37,600 (another $8000 pending)
Kelly has identified 9 additional grants to apply for in the next 6 months

BUDGET:

Currently our budget is spent in 3 areas: Medicines ($1,726.50), Copays/Deductibles ($8,552.41), and some small fees ($667.68 - such as 501c3 fees, printing fees for flyers).
Currently there is no paid staff, all Kelly’s time is volunteer

NEED TO WORK ON:

Dondations from individual donors. Eventually the IRS will require us to have a certain percentage of our donations from individuals. Kelly is still trying to understand this. Source article.
More Fundraising ideas! Jenni’s Ice Cream party
Ways to track counties, case managment time, impact

Strategic Discussions

These are the topics we will spend most of our time discussing!

Many funders are interested in our employment advocacy, how many women are able to stay or re-enter the workforce

How do we track this? How is this case management time reimbursed or paid for? Who does it?

Community Foundation

Wants to only fund medication costs and case management hours provided by the nonprofit. Who does this? How are they paid? How is it tracked?

Strategic Plans & Goals

What are our strategic plans for the next year?Kelly has prepared some ideas on what is doable! Let’s discuss and agree on our plans

Staffing, Paid vs Volunteer

100% of Kelly’s work at the nonprofit right now is making our org look legit, proving to donors and foundations that we are effective, impactful, and are good stewards of the funds we’re given. Organizations want to see that the organization is stable. Some foundations require at least 1 paid staff member, because all volunteer organizations are less stable. They see a paid staff member as critical for managing daily operations, fundraising, and strategic planning. Full‑time volunteer leadership often leads to burnout and governance red flags for funders.

Finding more rural patients, Daniel Foundation

The Daniel Foundation is very interested in rural care models and figuring out ways to get rural patients what they need. They mentioned being interested in funding a rural patient project. Need to discuss: Advertising spend to find rural patients. How to find patients?

Upcoming Events:
Free Nonprofit trainings

October 22

Join United Ways for Part Fundraising Excellence Series, where our panel will share actionable strategies for identifying, engaging, and retaining donors.
9:00 a.m. to 10:30 a.m.
AMFirst 1200 4th Ave North
Birmingham, AL 35203

January 27, 2026

Board/Executive Director Training

United Ways

December 15, 2026

Poverty Simulation Workshop (2hrs)