stockholders of the Sussex Railroad met at the Newton Depot to elect nine directors in place of ..... What are the best
PROPOSAL TO REHABILITATE
HORTON MANSION LOCATED ON THE CAMPUS OF SUSSEX COUNTY COMMUNITY COLLEGE HISTORY OF THE HORTON MANSION The Horton Estate (also known as the Don Bosco Campus) has great historical significance as the dwelling site of Newton’s first known settler. The frame tavern house of Henry Harelocker stood on that portion of the Pettit farm purchased by John A. Horton in 1855. Major John R. Pettit resided in this dwelling prior to construction of his Italianate brick residence (127 Mill Street) on the opposite side of the Halsey road in 1854-55. The old Harelocker- Pettit dwelling house was razed in January 1944. It occupied a site on the north side of Mill street (Halsey road) near to where the present tenant house on the Don Bosco Campus now stands. According to tradition, Henry Harelocker was buried near the gate house of the Horton Mansion when he died in 1779. A native of Vernon township, John Horton was born in 1807. He came to Newton as an apprentice to Samuel Rorbach in the saddle and harness trade when he was only thirteen years old. In May 1832, he became owner of his mentor’s shop. On May 12, 1833, Reverend Clarkson Dunn of Newton married John A. Horton to Sarah Pemberton Brittin, a daughter of Pemberton Brittin by his second wife, Elizabeth Rorbach. At least one son, Pemberton Brittin Horton, resulted from this union. John Horton died at the residence of his father-in-law, William Johnson, at Newark in 1858, thus proving a second marriage at some unknown date. John Horton settled his business accounts on April 1, 1835, and departed Newton. He worked for a time in the saddlery trade at Newark in the company of Smith & Wright, then entered the firm of Dodd, Bassett & Company. On April 4, 1835, Samuel Rorbach and Horatio N. Peters formed a partnership in the harness and saddlery at the Newton shop vacated by John Horton. In 1834, Thomas Gordon described Newark as “perhaps, the most flourishing town of the state.” He considered the town “remarkable for its manufactures, with which it supplies the market throughout the United States. The principal of these are saddlery and harness, carriages, shoes and hats. Sixteen extensive manufactories of saddlery and harness employ 272 hands, and a capital of $217,300, yielding an annual product of $346,280, and paying wages $70,000 annually. These are independent of the coach makers who make their own saddlery and harness.” Thirteen tanneries in the city employed 103 hands. By 1840, Newark manufactures of leather had capital of $285,951. The population of Newark rose from 10,950 in 1830 to 17,290 in 1840. John Horton later made his way to New Orleans where he conducted business under his own name for several years. Returning to Newark, he formed a partnership with Horatio N. Peters and afterwards, with Stephen H. Condict. The firm of Condict & Horton continued until 1857 when John Horton formed an association with his brother-in-law in California under the style of Page 1 of 1
J. C. Johnson & Company. At the time of his death in 1858, John A. Horton was described as “one of the leading manufacturers” of Newark, a city then renowned for its extensive leatherworking industries. After twenty years absence from his native county, John Horton paid $15,758 (about $100 per acre) for part of John R. Pettit’s farm on the outskirts of Newton, on November 21, 1855. He also bought two contiguous tracts of land from Nathaniel Pettit on March 25, 1858, and began to expend his wealth on a beautiful retreat on an eminence north of the village, overlooking the Halsey road. His country seat was described as one of the “chief ornaments of the neighborhood.” The newspapers reported that burglars entered John A. Horton’s residence in Newark on August 30, 1856, while he and his family were absent in Newton. Henry Adams, who slept there, narrowly escaped being killed but seriously wounded one of the thieves. John Horton’s country estate in Newton was not merely an ornamental retreat, but a productive farm. On May 27, 1857, John Horton held a sale of Devon livestock at Newton. A Devon cow, though fed only on sweet hay and clover, reportedly produced as much as 685 pounds of milk in two weeks, with sufficient cream to churn about 30 pounds of butter. On August 28, 1857, John Horton advertised five varieties of strawberry plants for sale (only one of these varieties, Hovey’s Seedling, was still being used by gardeners in 1897). John Horton advertised on December 10, 1857, for 1,500 cedar posts, seven feet in length and 4-inches square at the small end. He also offered to sell turnips, carrots and celery. On March 5, 1858, Horton offered to sell potato oats at $1 per bushel and all varieties of plants from his hothouse. Horton employed a Newark contractor named Mills to move a new two-story frame house on his farm from its original location. On March 29, 1858, the house still had 500 yards to go before reaching its destination. Traveling downhill, however, it acquired undue momentum and in spite of every effort to arrest its sudden progress, the building was wrecked when it slid off its ways. The loss was estimated at $3,000. The date of the Horton Mansion’s construction can be accurately stated as a consequence of a fatal injury to an Irish laborer employed in the work. Dominick Tiflin, a native of Ireland, aged about 50 years, was “instantly killed while at work on the large stone mansion house now in process of erection upon the farm of J. A. Horton, Esq., in Newton” on September 4, 1858. According to published report, he was engaged with a fellow laborer “in conveying upon a handbarrow a heavy section of dressed stone from the ground to the scaffolding, a height of some ten feet. Dominick was in front of the barrow, and had ascended the plank, until he was about 6 or 7 feet from the ground, when the handle of the barrow broke, and he lost his balance and fell heavily upon the ground. The stone, which was about five feet in length, slid off the barrow at the same time, striking the ground endwise, and surging over, the edge of it struck the prostrated man on the lateral part of his head, causing so violent a concussion on the brain, that the blood gushed from both ears, and after a few gasps, he expired.” The newspaper reported that: “He was a native of Ireland, of industrious habits, and had accumulated enough money to preserve his widow and children from a condition of dependence.” The Horton Mansion exemplifies the development of the Picturesque movement in American suburban architecture before the Civil War. While its architect remains anonymous, the ornamentation, setting and interior arrangements of this stone mansion conform with Alexander Jackson Downing’s recommendations for a suburban cottage in the Pointed Style, with the first floor devoted to social apartments, the kitchen being below stairs and the bedrooms located in Page 2 of 2
the upper stories. Stone construction was considered the only appropriate medium for Gothic architecture. Downing considered windows and chimney tops to be “the two most essential and characteristic features of dwelling houses, as contrasted with buildings for any other purposes; and to which, as such, decoration should always be first applied rather than to any less essential or superadded features...” On the Horton Mansion, the Pointed Arch is used in all principal openings, except the central bay of the facade. Other characteristic features of Rural Gothic architecture include: ornamental, clustered chimney pots; a tracery window centered in the facade; decorative window heads; mullions; and label hood molds or dripstones of cut freestone. The Horton Mansion’s absence of exterior shutters is also notable, since these were considered inappropriate to Gothic style. Its situation and surroundings conform in all aspects to the principles of the Picturesque movement; it was sited beside Horton Lake on a bluff overlooking the Kittatinny Valley for scenic vantage, set amidst “naturalized” landscaping on a model working farm. The George M. Hopkins’ Map of Sussex County, published in 1860, shows four houses on the estate of John Horton. One is clearly the gatehouse at the entrance road to Horton Lake and another, the stone mansion. A third farmhouse stood on the north side of Mill Street, southwest of the Pettit mansion (127 Mill Street). A fourth dwelling stood at the intersection of the Halsey road (Mill Street) and Plotts road. First Mortgage Bondholders of the Sussex Railroad met at the Cochran House in Newton on December 17, 1857, and proposed a change in the management and ownership of the railroad, whereby it would come under local control and be operated and improved as a valuable adjunct to the town and county. Peter Cooper and Abram Hewitt, owners of the Andover Iron Mine and controlling stockholders of the Sussex Railroad, sold their interest to Thomas N. McCarter, John McCarter, John Townsend, Edward C. Moore, Dr. John R. Stuart and other local persons of prominence for $82,000, of which $32,000 was raised in new stock to pay arrears of interest on the first mortgage bonds and part of a floating debt of $50,000. On January 12, 1858, stockholders of the Sussex Railroad met at the Newton Depot to elect nine directors in place of the incumbent Board of Directors whose resignations became effective on that date. David Ryerson, John Rutherfurd, John A. Horton, Martin Ryerson, Edward C. Moore, Thomas Hewitt, Aaron Peck, Thomas N. McCarter and John Linn were chosen directors. The new board met at the Cochran House on January 16, 1858. New stock was exchanged and bonds transferred. Advertisements list David Thompson as treasurer and George H. Nelden as secretary. One of first actions of the re-organized company was to announce that two daily milk trains would run on the Sussex Railroad, beginning about April 1, 1858, in connection with the schedule of the Morris & Essex Railroad. At the annual election for directors, held at Newton on May 5, 1858, John A. Horton, Aaron Peck, John Rutherfurd, John Linn, Thomas N. McCarter, Edward C. Moore, Thomas Hewitt, Samuel T. Smith and David Ryerson were chosen. The Board of Directors then elected John A. Horton, President, and George H. Nelden, Secretary.
After complaining of ill health during the winter of 1857-58, John Horton and family spent the following summer at his country retreat in Newton. In the first week of November, his physicians decided that the weather there was too cold for him and he was removed to Newark. His health failed rapidly. He died November 15, 1858, from consumption of the bowels, aged 51 years, at Page 3 of 3
the residence of his father- in-law, William Johnson, on the corner of South Essex and Warren streets. Plans called for attractive grounds and shrubbery to surround the stone mansion of John Horton, but these intentions remained unfulfilled at the time of his death. It was said that: “The wealth he had acquired, he was liberally disbursing to improve and beautify the retreat at Newton, wherein he proposed to end his days, when the heavy hand of disease was laid upon him, and he sank, after a few months of suffering, to his last repose, trusting hopefully in the mercy of that God to whose will he reverently bowed.” In the 1890s, Franklin Losee leased Horton Lake as an ice pond and it became a popular winter spot for ice skating. In summer months, Losee permitted Newton children to swim and fish in the lake. On April 1, 1921, Edward H. Horton and his wife Jessie sold the Horton Farm to James P. Donnelly. On the same date, April 1, 1921, James P. Donnelly and his wife Margaret sold the Horton Farm to Otto Galante, John Galante, Thomas Galante and Gerard Cauco. John Galante conveyed his quarter interest on March 31, 1923, to Otto Galante and Gerard Cauco. On September 12, 1928, Otto Galante and his wife Elda, Thomas Galante, Gerard Cauco and his wife Maria, of the Town of Newton, sold three tracts comprising the Horton Farm, reputed to contain 179 acres, to the Missionary Society of the Salesian Congregation. In December 1928, the Horton Estate was described as an “extensive tract of ground, with its wooded section, its well cultivated farm and gardens and open spaces adapted to recreational purposes for young men, skirted by a beautiful lake, contains three buildings, one a commodious stone structure, known as the Horton Mansion.” Renamed St. Joseph’s House of Studies, the sixteen large rooms of the Horton Mansion where altered to meet the requirements of class rooms, dormitories, recreation rooms, and study hall to accommodate about fifty novices. The first group of novices and aspirants arrived in December 1928. A new and more commodious Salesian House of Studies was built beside the Horton Mansion between 1929 and 1931 to provide dormitories, library, class rooms and laboratories for training Salesian teachers and priests. On June 22, 1984, the Salesian Society, Inc., parent corporation of Don Bosco College and the Salesian Society of New Jersey, Inc., conveyed the Don Bosco Campus to the County of Sussex for $4,209,800. Sussex County Community College is now located on the former Don Bosco Campus, College Hill, Newton, New Jersey. The history of the Horton Mansion was prepared by Kevin Wright.
THE PROPOSAL The Sussex County Historical Society is taking the lead in the preservation of the Horton Mansion.
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It is proposed that a two (2) year moratorium on demolition be agreed upon and that during that time period there would be no request made for the designation of Horton Mansion as a historic site. Additionally, during that two (2) year period, a joint committee be established including members of the College Board of Trustees and/or staff and the Sussex County Historical Society do determine the most appropriate uses for the building that will meet the needs of the college community. Further, during this time frame, funds will be raised and directed toward the stabilization and temporary mothballing of the Horton Mansion. This two year period will also permit the development of the necessary plans for the rehabilitation of the Mansion and the development and institution of the capital funding campaign.
This proposal for the rehabilitation of the Horton Mansion is a result of a luncheon meeting that took place in Sparta on Thursday, June 26th between Ed Fritsch (President of Sparta Township Historical Society and Chairman of the Sussex County Alliance), Wayne T. McCabe (President of the Sussex County Historical Society, and Sussex County Historian), Paul Mazur (President of the County Community College) and Glenn Gavan, Esq. (Chairman of the Board of Trustees of the County Community College). This meeting was held at the suggestion of Mr. Gavan during the latter portion of the Board of Trustees meeting last Monday, June 22nd. The purpose of the meeting was to discuss the preparation of a proposal that would be submitted to the Executive Board of the College Board of Trustees. Mr. Gavan indicated that we should put together the proposal/plan and submit it to Mr. Mazur and then meet with the Executive Board of the College Board of Trustees. Following that luncheon meeting approximately twenty members of the public met at the Museum of the County Historical Society on Monday, June 30th. At that meeting, many ideas were discussed: 1. Different types of possible uses that the building could be put toward. The following is a list of the possible uses that were discussed: a. b. c. d. e. f. g.
Formal receptions for college functions Location for wedding receptions (catered) Location for small conferences or training sessions Location for the College Foundation Office Location for college book store Location for the College Alumni Office Location for college orientation tours of the campus for students and parents (tied in with the College Admissions Office).
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h. Location for lectures (either college or community organizations) – this could include such events as a Governor’s Lecture Series, of a Senator Lecture Series – dealing with government, law, politics, community development, etc. i. Location for training / orientation for interns doing work at the college or with local business establishments j. Location for evening non-credit classes It should be noted that none of the proposed uses listed above are mutually exclusive of another. 2. A listing of the work to be done. This will have to be general in nature, until such time that we are permitted to gain access to the interior of the building with restoration contractors and a New Jersey licensed professional engineer who has worked with historic structures and / or an architect registered in the State of New Jersey. Following that inspection of the interior, we will be in a far better position to evaluate what work has to be done, and we will have sound ball-park figures for the cost of each element of work to be undertaken. Presently, we anticipate that a majority of these professional services will be rendered pro-bono. It is proposed that the work be broken down into two major phases: Phase I – mothballing the mansion; and, Phase II – rehabilitating the mansion. By undertaking the work in this manner, the mansion itself can be fully stabilized while the final use of the building is determined, the architectural plans for the rehabilitation are prepared and the major fundraising campaign is organized and implemented. PHASE I The process, referred to as mothballing, is a necessary and effective means of protecting the Horton Mansion while planning for the building’s future and raising sufficient capital for the rehabilitation of the mansion. Mothballing should not be undertaken without careful planning by professionals experienced in addressing the needs of historic structures to ensure that needed physical repairs are made prior to securing the building. We are cognizant of the need to do the following work to simply mothball the mansion for a short period of time while plans are prepared and the major capital funds are raised prior to undertaking the rehabilitation of the mansion: Documentation a. We will need to be afforded access to the interior of the mansion with experienced restoration contractors, a New Jersey licensed engineer experienced in historic building structures and / or an architect registered in Page 6 of 6
the State of New Jersey who is also experienced in dealing with historic structures, an architectural historian, a professional photographer, and possibly a representative of a specific restoration trade. The purpose of this interior inspection is to determine the extent of any preliminary stabilization work that will have to be done prior to sealing the exterior of the mansion. This will include a review of a set of floor plans of the mansion. As a result of this inspection, a condition assessment of the mansion will be prepared. This will provide an accurate overview of the current condition of the mansion, and will identify significant interior architectural elements that may need special protection during the period the mansion will be mothballed. Additionally, such an assessment will help set priorities for repairs necessary to stabilize the mansion for both the short and long-term. It will evaluate the condition of the following major elements: foundation; structural systems; exterior materials; windows and doors; roofs and gutter systems; exterior porches and steps; interior finishes, and special features such as chimneys. b. To record and examine the existing conditions of the mansion, it will be necessary to clean debris from the building and to remove unwanted materials, furniture or equipment from the interior, and the interior swept clean with a broom. In terms of an initial cleaning out of the building, Sussex County Sheriff Mike Strada’s program of making certain inmates in the county correctional facility available or individuals required to do community service time would provide the manpower required for such a task. This has already been confirmed with Sheriff Strada’s office. Building materials or architecturally significant features too deteriorated to repair, or which have become detached, such as moldings, balusters, and decorative plaster, and which can be used as a guide later for appropriate preservation work, should be tagged, labeled and saved. c. Photographs or a videotape of the exterior and all interior spaces of the mansion will provide an invaluable record of “as-is” conditions. If a videotape is made, oral commentary should be provided on the significance of each space and feature recorded. Likewise, if digital images are created as the method of recordation, the images should be numbered, dated and appropriately identified. Photographs should be cross-referenced to room numbers on a schematic plan. Further, the photographing of the rooms and details should follow a systematic method; as an example, a photograph of each wall in a room along with a corner shot to record the floor and ceiling sections on the images. Photographs of any unusual details as well as examples of each window and door type will be photographed. Dennis Becker, a very well respected local professional photographer, has agreed to donate his services for this aspect of the work. Stabilization
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Stabilization is part of the mothballing project and involves correcting deficiencies that will slow down the deterioration of the building while it is vacant. Weaken structural members, if any that might fail altogether during the period the mansion is mothballed, must be braced or reinforced. Insects and pests must be removed and actions need to be taken that they are kept out. The mansion must be protected from moisture damage both by weatherizing the exterior envelope of the structure and by the proper handling of storm water run-off. The condition assessment may reveal areas of hidden structural damage. Roofs, foundations, walls, interior framing and porches all have structural components that may require reinforcing. The work to structurally stabilize the mansion must be undertaken by a qualified contractor and based upon the recommendations of either a licensed structural engineer or an architect experienced with historic structures. Pests can be numerous and include animals like squirrels, raccoons or bats to termites, powder post beetles, ants and other wood destroying insects. Assuming the mansion contains evidence of an infestation of such pests, then the services of a state licensed pest control company or individual will need to be secured. Damp and/or infected wood should be treated with insecticides or preservatives, such as borate. If necessary, existing vents, grills, and louvers in attics and other areas in the mansion should be screened with bug mesh or heavy duty wire, depending on the type of pest being controlled. To say the very least, it is imperative to protect the exterior envelope from moisture penetration prior to securing the mansion. The roof was completely reshingled about 12 years ago. However, because the nails were not long enough to create a solid connection in some areas with the roof substrate, some of the new shingles have become detached. Likewise, where some of the window panes (fewer than a dozen) are broken, they will require replacement. The windows also have to be checked to make sure they are lockable. d. Repair the roof shingles have become detached. The majority of these shingles are still on the roof, having been caught by the roof ice guards. These shingles have to be put back in place and missing shingles need to be replaced. e. Make sure that all of the downspouts from the gutters are directing the storm water away form the foundation of the mansion and that an extender tube of at least three feet in length is at the end of each downspout. Mothballing The actual effort of mothballing the mansion involves controlling the long-term deterioration of the structure while it is unoccupied. This requires securing the mansion from unauthorized entry and providing adequate ventilation to the interior. Since there are no utilities currently functioning in the building, there is Page 8 of 8
no concern about the status of the electrical, gas or phone services. Once the mansion is secured, the long-term success will depend on periodic maintenance and surveillance/security monitoring. Securing the mansion from sudden loss is a critical aspect of the mothballing process. Because historic buildings, like the Horton Mansion, are irreplaceable, it is critical that the vulnerable entry points are sealed. Since the college campus has 24 hour security coverage, it may be appropriate to have high quality security cameras mounted on the Administration building, pointed to the front and back entrances, to help augment the campus security efforts in providing the mansion protection. Mothballed buildings are typically boarded up, particularly on the first floor and basement levels. This will provide protection for the glass in the windows and also eliminate potential illegal points of entry. Infill materials for closing door and window openings typically is executed with exterior grade plywood. The method of installation should be undertaken so that there is no destruction of the opening and all associated sash and doors should be protected or stored for future use. Plywood panels over a door opening should be screwed in place and not nailed so as to avoid damage to any historic fabric each time the panel might be removed. Likewise, the use of plywood panels is the preferred treatment for securing the opening, which will protect the frame, any sash and afford the means to properly ventilate the mansion. One common technique for covering a window opening is to bring the upper and lower sash of a double hung window to the middle of the opening and then install pre-cut plywood panels using long carriage bolts anchored into horizontal wooden bracing on the inside face of the window. These plywood panels are usually ½ to ¾ inch thick and would be of exterior grade. They should also be painted to help prevent delamination and offer a more finished appearance. Providing adequate ventilation to the interior It is essential to provide adequate air exchange throughout the building. Without this ventilation, humidity may build-up and lead to mold, rot or insect infestation. The amount of ventilation for the Horton Mansion will have to be addressed through passive techniques vs. electrically controlled means, as there is no electrical service presently available in the mansion. Based upon the building type (masonry) and the location (northeastern region of the country), the general rule-of-thumb for the percent of openings (louvered) for the winter is 10 percent and during the summer 30 percent. These premanufactured louvered units would be placed in openings cut into the plywood panels that cover the window openings. These louvered openings can be opened and closed for the summer and winter seasons using an interior slide or hinged door. The minimum air exchange for the mansion during the winter Page 9 of 9
should be one or two per hour and generally twice that during the summer period. f. Place painted plywood over the windows, with the appropriate number of protected air vents in specific windows so as to assure proper ventilation of the building. In light of the fact that there is no electrical service into the mansion at present, the use of passive louvered ventilation will be necessary. The plywood could be painted to try and replicate the windows that are being covered. Possibly the art students at the college would be able to assist with this specific task. g. Cover the three doors on the first floor level of the mansion with painted plywood, providing hinging for the plywood over the front and rear doors. These plywood doors can be padlocked for security purposes. Finally, during the period that the mansion would be mothballed, there is a need to implement a maintenance and monitoring program. Despite our best efforts to completely secure the mansion, there is still the chance the leaks may develop and unwanted intrusions may occur. Therefore, a regular schedule for surveillance, maintenance and monitoring should be established. Such a maintenance and inspection plan would be laid out in the Condition Assessment Report, and would identify what should be done and how often these tasks should be done. PHASE II Phase II will include working with the representatives of the college to determine the final use(s) of the mansion and then to begin preparing the necessary architectural plans, bid specifications and cost estimates. In terms of the full rehabilitation of the Horton Mansion, it is understood that a completely new heating system, electrical system and plumbing system will be required. Additionally, minor repairs to the windows, repairs to the floors and remediation (where necessary) of asbestos bearing materials will have to be undertaken. The same would be instance where the law requires remediation for lead-based paint. Additionally, we are fully aware of the need to undertake the cosmetic work of repairing the original woodwork, as well as any deteriorated plaster surfaces and certain plaster decorations. Obviously, painting throughout the building will also be required. Again, however, we will need to be afforded access to the interior of the mansion with experienced restoration contractors, a New Jersey licensed engineer experienced in historic building structures and / or an architect registered in the State of New Jersey who is also experienced in dealing with historic structures, Page 10 of 10
an architectural historian, a professional photographer, and possibly a representative of specific restoration trades. We have also begun to identify the sources of labor that are available for work in the rehabilitation of the Horton Mansion. Some of these sources include specific building trade unions that require apprentices and journeymen union members to donate one or two weeks per year to work on projects for non-profit organizations. Additionally, students at our County Vocational High School and other county high schools who are taking specific training in building or construction trades may be available for work. We are also mindful of the need to approach residents of our county who are licensed professionals in specific construction trades for the donation of their time and expertise. We have been successful with this approach regarding the restoration of the Newton Fire Museum. 3. Identify the different committees that will have to be set up to handle the entire project (administration, outreach, fundraising, etc.) At present, we have determined that the following committees or areas of responsibilities will have to be established: -
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Board of Trustees or Directors Campaign Director Legal Services Major Gifts Coordinator o • Corporate Giving o • Foundation Giving o • Planned Giving Volunteer Coordinator Prospect Researcher Proposal Writer Donor Stewardship Coordinator o • Event Planning o • Public Relations o • Direct Mail Web Site Designer Data Entry, Gift Processing and Pledge Reminders Coordinator with Design Professionals Admin Support Staff
Along with the Board and committees, it would be very advantageous to have a member of the college administration or Board of Trustees set as a member of the Board for this fund raising campaign as well. In this manner, a direct line of constant input can be afford to and from the college for this project.
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The Board will be responsible for the coordination of all fund raising activities for both Phase I and Phase II. The amount of time that the volunteers would be donating would be directly related to the position and/or tasks that they agree to take on.
4. Mr. Gavan and President Mazur requested that we provide an indication of each person’s interest or strength, in carrying out the plan. After each name of those participating, we should indicate “fundraising”, “grant writing”, “computer skills”, “restoration contractor”, licensed plumber, licensed electrician, etc. Attached to this proposal is a multi-page list of the individuals who have expressed their intent to work on this project, as well as their contact information and areas of interest or specialization. We anticipate a number of other individuals who have already contacted us to have their names appended to this list. 5. We will also have to indicate how pledges of monies will be handled, and how we will handle donations. Donations of funds will be maintained in a completely separate account in a local bank. Each donation, no matter the size, will be acknowledged in writing and a master list of the donations will be maintained, including: name, address, phone number and email address of the donor; the amount of the donation, when it was received and how the donation was made (mailed in or given at a function and if it was by cash or by a check). A copy of a check will also be maintained as a part of our record keeping. Likewise, pledges of money by individuals or companies will be recorded in a central ledger, and acknowledged in writing. A specific timeline or time milestones would be established for when pledged funds would be due to the organization, which would also be included in the correspondence acknowledging the donation or gift. In all events, required reporting of donations to the 501c3 organization will be made to the State of New Jersey and the IRS in a timely manner. It should be noted that we have already received two (2) pledges of five thousand dollars ($5,000) each. 6. Outline the actual fundraising campaign strategy. Page 12 of 12
Beginning on page 10 of this proposal is the preliminary outline for the fundraising campaign that will be undertaken. It should be noted that we have already been in contact with individuals who are experienced with fundraising for capital projects such as envisioned for the Horton Mansion. It should be noted that there will effectively be two (2) fund raising campaigns. The first, and somewhat limited will be to finance Phase I – the mothballing of Horton Mansion. The major capital financing campaign will cover all of the work involved in Phase II. Additionally, we have explored the use of on-line fundraising, which would supplement the efforts of the primary fundraising campaign. We have also looked at such fundraising programs as Kickstart as well as other community crowd-source opportunities. We have also discussed the possibility of donations from our local banking establishments, and have received very positive and encouraging feedback. Likewise, we have already identified a list of over thirty (30) companies in Sussex County that we believe would be receptive to being approached for donations. In addition to the above, fundraising activities will also include coordination with the College Alumni Office and College Foundation.
7. Set up a time line for each phase to be completed. Presently, it is difficult to state definitively a firm time line for the work to be achieved within. However, it can be stated that the proposed site inspection of the mansion by the identified professionals can be accomplished within three (3) to four (4) weeks and a detailed preliminary itemization of work tasks and associated costs could be finalized within an additional four (4) to eight (8) weeks. Once the detailed preliminary work task list and costs have been developed for Phase I, we will be in a position to develop a rational time-line for fundraising activities and actual stabilization and mothballing work to be done. This work will have to be done before another winter season sets in on the county. The cost estimating for that work would be an immediate priority and the acquisition of the funds and/or donated services for the work would likewise be an immediate priority.
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As noted above, once the mothballing work is completed, we will be in a position to undertake Phase II and to develop a realistic time frame for each component of that phase.
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Outline for a Proposed Capital Campaign
Horton Mansion Rehabilitation
Common campaign characteristics •
A narrowly defined need or focus of campaign (the rehabilitation of Horton Mansion)
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A specific financial goal
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A timeframe for meeting the goal
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An identified group of volunteers
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A focus on raising major gifts
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A plan for recognition of major gift donors
Capital Campaigns as Capacity Building •
The capital campaign should positively affect long term fundraising
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RUN RATES – overall annual fundraising efforts increase due to raised level of outreach and increased fundraising skills in staff and volunteer base
Getting ready for a capital campaign • -
Honestly assess our need to examine:
Organizational leadership •
Executive Director Page 15 of 15
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Staff
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Board of Directors- Volunteers- Campaign Chair
A review of the environment for fundraising •
Local fundraising success
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Peer organizations efforts
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Current donor pool
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Organization reputation
The feasibility study
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30-40 interviews
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Organizational Friends
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Board of Directors
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Staff, Volunteers & Potential Donors
Potential Funders •
Foundations
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Corporations
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Individuals
The feasibility study will tell us the following
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Organization reputation - Good, Bad or Indifferent
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Stickiness of the need
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Access to resources needed to meet goal
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Grading of your infrastructure
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Light a fire for your campaign
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Table of Needs
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A simple reflection of the costs associated with needs to be impacted by the campaign
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Creating accurate cost projections are essential to setting the funding goal levels and meeting the mission of the organization once that is achieved.
Ready- Time to Prepare the Campaign
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A solid plan will lead to success.
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Plans help to identify and eliminate mistakes
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Plans help those with little experience see the steps necessary to raise major funding amounts
Basic Plan Components for the Campaign
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SWOT Analysis
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Feasibility study results
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Campaign Goal- $$
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Timeline and phases of campaign
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Case Statement
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Campaign leadership and volunteer base
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Lead Gift
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Staffing and budget
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Campaign Gift Table
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Major Gift Prospects
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Best Case Staffing Structure
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• • • •
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• • • •
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• • • •
Board of Trustees or Directors Campaign Director Legal Services Major Gifts Coordinator o • Corporate Giving o • Foundation Giving o • Planned Giving Volunteer Coordinator Prospect Researcher Proposal Writer Donor Stewardship Coordinator o • Event Planning o • Public Relations o • Direct Mail Web Site Designer Data Entry, Gift Processing and Pledge Reminders Coordinator with Design Professionals Admin Support Staff
It should be noted that several of these positions or responsibilities can be combined as we are working on a capital campaign for a single building.
Campaign Phases •
The Quiet Phase –
Soliciting Donors close to Organization
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Testing the case statement
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The size of the gifts now will reflect the success later
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The goal here is to reach 50-70% of funds needed in this phase
Donation focus:
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Major gifts
The Public Phase
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Reach the goal
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Expand outreach to wider audience
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Marketing tools used such as •
Direct mail
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Telemarketing
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Advertising
Donation focus:
Moderate to Small Gifts
But we will still accept a big check
☺
Gift Tables
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Utilized to plan out the number of gifts of differing sizes needed to accomplish goal
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Typical format- Pyramid
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Few-Large
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Moderate-Medium
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Many-Small
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Largest overall gift should be 10% of total
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Assume 3-4 prospects for each actual gift
The Board will drive the campaign
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Our Board will take the lead on –
Initial donations to campaign Page 19 of 19
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Connecting to major donors
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Spokesperson for media
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Fiduciary responsibility for stewardship of gifts
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Building the case by sharing their reasons for supporting the organization
Case Statements
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Designed to motivate donors to give
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The campaigns outcome will help us to achieve our mission
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Themes emerge - which are the memorable concepts that will stick with the donors
Developing Themes
Determine what will resonate with donors: Ask: Why do people support us now? What are we perceived as having done well in the past? What are the best arguments for future support? How can we support those arguments with facts?
Community Fund Drives Committee
What we will be evaluated upon: 1.
Lead Gift?
2.
Organizational Information
3.
Purpose of Capital Campaign Page 20 of 20
4.
Overall Financial Goal
5.
Evaluation
Respectfully submitted
Wayne T. McCabe Wayne T. McCabe, President Sussex County Historical Society And in concert with many concerned citizens of Sussex County.
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