Friends of the Englewood Archives Inc
PO BOX 212
ENGLEWOOD FL 34295-0212
Mission
Helping to preserve the history of the greater Englewood, Florida area.
Leadership
CEO/Executive Director No Executive Director
Board Chair Nathan (Bart) Tracy
Board Chair Affiliation Lasbury-Tracy Realty, Inc.
General Info
Organization DBA
DBA
0
Supported Organization Englewood Archives
Tax Exempt Status Public Supported Charity
Incorporation Year 2014
State Charitable Solicitations Permit Yes June 2017
State Registration Yes May 2017
Financial Summary
 
 
Projected Revenue $6,369.00
Projected Expenses $1,370.00
IRS Letter of Determination
IRS Letter of DeterminationView
Impact Statement

Accomplishment 1. Evolved from a Steering Committee to initial Board of Directors functioning as a 501(c)(3) organization with By-laws completed and many Policies adopted and implemented.

Accomplishment 2. Completed website launch, added PayPal button for donations, created PowerPoint presentation for outreach to community groups, created membership brochure and developed a Donor Package for fundraising outreach and to help increase community awareness of the needs of the Englewood Archives.

Accomplishment 3. Gained 5 additional sponsors and received our first grant for purchase of specialty refrigeration unit, 2 data loggers, and some archival supplies from our needs list for the Englewood Archives

Accomplishment 4. Sent anniversary update to all members and sponsors and reported on progress to meeting of Joint County Commissioners (Charlotte and Sarasota Counties).

Accomplishment 5 Began Community Outreach campaign to increase awareness, membership, and donations utilizing personal community contacts, email and print media.

Goal 1. Meet fundraising goal for initial equipment and specialty items for the Englewood Archives

Goal 2. Increase community awareness of value of archives, the needs of the archives and volunteer opportunities.

Goal 3. Develop a plan for acquiring and processing several large historical collections.

Goal 4. Finalize the MOU (now in draft form) between the Friends and Charlotte County.

Goal 5. Recruit and recognize volunteers for the Englewood Archives.

While there are several differing historical groups in our area, the Englewood Archive is the first of its kind and has served as a model for the proposed archive in the more southern part of Charlotte County. We have reached out to historical organizations and some have begun to transfer documents into the archive. 
Needs Statement

1. Fund initial specialty equipment such as the large format scanner – scanner approximately $3,000

2. Fund additional items on wish list that totals approx. $7,000. Examples: Single roll wall rack-$104.60; Vertical file cabinet for maps - $991; 2 task chairs - $280; 2 Data Loggers- $240.00; Digital Camera- $500; Supplies- Archival quality: tissue paper, photo album pages, storage boxes , acid free sheet protectors, etc. – approx. $1075.00)

3. Find sponsor for cost of printing additional brochures - Cost $450.00 for print run of 5,000.

4. Find sponsor for organization overhead costs of website, required filings, p.o. box, etc. $480

5. Find sponsors for our Annual Meet and Greet ( any amount- first is scheduled for Feb 2016).

Background Statement

A community with a rich history is a more interesting place to live, work and visit, but we are losing bits of our past.  Early settlers have passed on with their memories. Lack of space, downsizing, or little time when closing out an estate leads families to discard old photos and documents not yet destroyed by climate.  Part of the answer lies in the Englewood Archives.

When renovation of the Englewood Charlotte Library was announced, a small but determined group lobbied for an archives space. Budgets tight, the Commission funded the specialized space but asked the community to help fund initial equipment and other costs. In April 2013 the Englewood Archives opened by appointment only with little equipment and no dedicated staff.

Subsequently, the community formed a Steering Committee for the Friends of the Englewood Archives (FofEA) to take on organizational tasks, such as filing for non profit status,writing by-laws and policies, setting up a bank account and post office box, publishing a brochure, etc.  The FofEA created an Archives Needs List.

By summer 2014 we had a handful of  members and sponsors. A Memorandum of Understanding between the FofEA and Charlotte County was drafted. We adopted Mission, Purpose, and Vision statements; opened a website; and set up email. A community outreach presentation in October 2014 helped us to gain momentum.  Needs List purchases began. In November,  Charlotte County hired a part-time program assistant for one day per week at Englewood Archives.

The initial FofEA Board of Directors met in January 2015 and consists of 4 local residents of Charlotte County and 3 from Sarasota County.  Meetings alternate between Englewood Charlotte Library and Elsie Quirk (Sarasota County) Library, reinforcing our bi-county focus on the entire Englewood area.

In April, the Archives second anniversary, an update was sent to all members and sponsors.  By October, a fundraising  presentation was developed showing our history, explaining how archives work, and seeking support for the Archives.  Community outreach continues. 
With a grant, we purchased a specialty refrigerator and data loggers to help  preserve photographs.  To date, more than 17,000 items have been collected,  many still requiring further processing.
The FofEA works to build the archive to contribute to cultural tourism and economic development; to make resources available to genealogists, historians and researchers as well as for our children and future generations. 

Areas Served
Areas Served
Area
FL- Charlotte
FL- Sarasota
Areas Served Comments Portions of both Sarasota and Charlotte counties that lie within the greater Englewood Florida area from the northern border with Venice southward through Englewood, Grove City, East Englewood, Placida, Rotonda, western Port Charlotte on the northern side of Myakka River and  El Jobean on the southern side. 
Service Categories
Primary Org Type Arts,Culture & Humanities
Secondary Org Type Public & Societal Benefit
Tertiary Org Type
Statement from the Board Chair/Board President

As a fourth generation native of Englewood with roots going back to the 1920's, I fell it is incumbent as a community pioneer to help preserve and protect historical links to our past. I have tried to instill this obligation in my children in the hopes a fifth generation will grow up respecting and protecting our local history. My great grandfather was an early land baron in SW Florida. There is plenty of documentation in the form of deeds, abstracts and court records of his investment activities. My interest in keeping these records was kindled back in 1980 when my wife and I purchased our first home in Englewood that came with an abstract. After reading this I noticed my great grandfather had owned the property on two different occasions during the preceding 50 years. I was fascinated to read the history of my home and then realized the days of abstracts were numbered. The advent of online record keeping made abstracts obsolete. I have often wondered how much valuable information was lost though our race to automate property records and regret parting with that living piece of my family’s history when we sold the home several years later.

In my profession as a Realtor, I see historical documents disappear every day. Family members arrive to spend a week sorting through and disposing of a lifetime of memorabilia collected by deceased family members. Unfortunately, many items – overlooked and often dumpster bound- hold significant historical value and could be crucial pieces to the puzzle of our past. I have been  passing the word to look through boxes in the attic before hauling them to the curb. Joining the Friends of the Englewood Archives helps to spread this message. The Englewood Archives can collect and preserve those one-of-a-kind threads to the past which, once lost, can never be duplicated.

But our new archive needs our help. Our Friends group started as a small gathering of interested citizens, most with busy careers or retirees with interest but little experience running a not-for-profit. Soon we found a retiree with the experience, time and energy to tackle the “red tape”. We work well collaboratively and  reach out to professionals in our community for help where needed. We formed our Friends group to raise awareness in our community of how the archive could work, what funding is needed to equip it, and to ask for donations to that end.  Seeing progress steadily made, I choose to volunteer as President of the Board of the Friends to further my aim of saving every bit of our cumulative history possible.

Challenging multiple delays caused by external issues that took priority of the county staff when assigned to add the archive to their already busy plates required patience. We addressed this by delaying recruitment of volunteers for the archive itself. We lobbied county commissioners to include a part-time position in the budget.

Another challenge is the expense of specialized archival supplies and equipment. We have concentrated on funding initial start up equipment and supplies. Later, we can evolve to help to obtain and to fund the processing of more collections to create this central repository of our rich cultural heritage. What a wonderful legacy to share with the future residents of Englewood.

Statement from the CEO/Executive Director
N/A
Programs
Description An annual event sponsored by the Olde Englewood  Village Association draws 100s of people to downtown Dearborn Street.  Friends of the Englewood Archives will have an informational booth to increase public awareness of the Archive and to solicit donations and members.
Budget $80
Category Arts, Culture & Humanities, General/Other History & Historical Programs
Program Linked to Organizational Strategy Yes
Population Served General/Unspecified General/Unspecified Adults
Short Term Success A new program that will hopefully be an annual event. Local residents and tourists were made aware of the resources of the Englewood Archives and procedure for donation of collections of items as well as the needs of the Friends as well as volunteer opportunities at the archives. An informal survey was taken that showed little awareness of differences between an archive and a library and a museum. 100% of survey takers either increased or remained same with knowledge of these differences.
Long Term Success The Englewood community will increase the use of  the Englewood Archive as a central repository of historic photos, documents and records.  Additional volunteers will be recruited.
Program Success Monitoring Membership and donation records of the Friends will be tracked.
Program Success Examples Since this is a new program, no data yet available. An increase in the number of donations of collections to the Archive, an increase in the number of new members/sponsors of the Friends and volunteers at the Archive will be tracked.
Comments
Program Comments by Organization No cost for booth space for our not for profit. A Board Member donated use of tent. $80.35 was spent on materials to create a reusable display that hangs on back of the tent space with historical photographs transferred onto fabric. This can be rolled up and reused at future events. We covered the costs, made a small profit and recruited newcomer with archival experience as a volunteer for the Archives and added several new memberships. We found the photos attracted much interest and Friends who "manned" the booth had a lot of fun! We definitely hope to continue this as an annual event.
CEO/Executive Director
CEO/Executive Director No Executive Director
CEO Term Start 0
CEO/Executive Director Email info@FriendsofEA.org
Former CEOs/Executive Directors
NameTerm
Senior Staff
NameTitle
Staff & Volunteer Statistics
Full Time Staff 0
Part Time Staff 0
Staff Retention Rate % N/A
Professional Development No
Contractors 0
Volunteers 7
Management Reports to Board N/A
CEO/Executive Director Formal Evaluation N/A
Senior Management Formal Evaluation N/A
Non-Management Formal Evaluation No
Collaborations
A non-voting representative of the Charlotte County Historical Center staff is given a seat and place on agenda at each of our board meetings. We work in close collaboration with the county Historian.
Currently, one of our board members sits on the Charlotte County Historical Advisory Committee to serve as a liason between the Friends and the committee in addition to representing the Englewood community at large. 
Several members of our board have attended meetings of the History and Prservation Coalition of Sarasota County.  We have placed on the agenda for the next board meeting a discussion of formally joining this coalition. 
External Assessments and Accreditations
Assessment/AccreditationYear
Risk Management Provisions
Government Licenses
Organization Licensed by the Government No
Plans
Fundraising Plan Under Development
Communication Plan Under Development
Strategic Plan No
Strategic Plan Years
Strategic Plan Adopted 0
Management Succession Plan No
Continuity of Operations Plan No
Policies
Nondiscrimination Policy Yes
Whistle Blower Policy No
Document Destruction Policy No
Directors and Officers Insurance Policy No
Policies and Procedures No
Board Chair
Board Chair Nathan (Bart) Tracy
Company Affiliation Lasbury-Tracy Realty, Inc.
Board Term Jan 2015 to Mar 2018
Board Chair Email bart@ltrhomes.com
Board Members
Board Members
NameAffiliation
Shelly Babington Community Volunteer
Joe Blais Retired
Diana Harris Community Volunteer
Carol Leonard Retired
Anne Merrill Community Volunteer
Herb Stephens Community Volunteer
Nathan (Bart) Tracy Community Volunteer
Constituency Includes Client Representation Yes
Board Ethnicity
African American/Black 0
Asian American/Pacific Islander 0
Caucasian 7
Hispanic/Latino 0
Native American/American Indian 0
Other 0 0
Board Gender
Male 3
Female 4
Unspecified 0
Governance
Board Term Lengths 3
Board Term Limits 8
Board Orientation No
Number of Full Board Meetings Annually 4
Board Meeting Attendance % 71
Board Self-Evaluation No
Written Board Selection Criteria No
Board Conflict of Interest Policy Yes
% of Board Making Monetary Contributions 100
% of Board Making In-Kind Contributions 100
Comments
Governance Comments by Organization
Using the uniqueness of an archive in Charlotte County, the Friends (FofEA) used this opportunity to draft a Memorandum of Understanding between FoEA and Charlotte County that reinforces the inclusion of the history of the entire Englewood area, on both sides of the Charlotte/Sarasota line. Due to staffing turn overs and diversion of the county's historical division staff to the move from and demolition of the existing historical center, this MOU has yet to be finalized.
Our initial Board of Directors was elected to serve staggered terms of either 2 or 3 years which will then transition to 3 year terms for all according to our by-laws. This will allow some consistency on the Board without all members being elected during the same cycle. 
Because the Englewood Archive was built but not staffed the Fof EA had to postpone recruitment of volunteers and that gave us the opportunity to focus on our organization set up. Now that we have someone to staff the Archive on one day most weeks, we can refocus our community outreach efforts to focus on the remaining items on our initial Needs List and the recruitment of volunteers for the Archives. 
In addressing community concerns regarding Charlotte vs. Sarasota, our By-laws require representation by residents of both counties.  We also decided to alternate meeting between the two libraries in town - one on each side of the political line. We emphasize in our community outreach that we are saving the history of the area, not just of one part of Englewood. 
We found little community awareness of the differences between a library, a museum and an archive. We include that information in our community outreach.
We are in process of reaching out to other community historical organizations, some of which have overlapping goals with the Friends.  As of this writing, 4 other community groups will join us in putting on a joint fundraiser, opening the door to further collaborations. 
Fiscal Year Projections
Fiscal Year Begins 2016
Fiscal Year Ends 2016
Projected Revenue $6,369.00
Projected Expenses $1,370.00
Organization has Endowment No
Capital Campaign
Currently In a Capital Campaign Yes
Anticipate Campaign within 5 years? Yes
Campaign Purpose To purchase equipment (special scanner, refrigerated storage, task chairs, data loggers,etc.). and archival supplies for the Englewood Archives needed for preservation of items.
Campaign Goal $10,000.00
Campaign Dates May 2014 to Dec 2016
Amount Raised To Date 4643 as of Oct 2015
IRS Form 990s
Historical Financial Review
Expense Allocation
Fiscal Year201520142013
Program Expense$4,610$0--
Administration Expense$468$0--
Fundraising Expense$0$0--
Payments to Affiliates$0$0--
Total Revenue/Total Expenses0.74----
Program Expense/Total Expenses91%----
Fundraising Expense/Contributed Revenue0%0%--
Assets and Liabilities
Fiscal Year201520142013
Total Assets$374$1,909--
Current Assets$374$1,909--
Long-Term Liabilities$0$0--
Current Liabilities$0$0--
Total Net Assets$374$1,909--
Top Funding Sources
Fiscal Year201520142013
Top Funding Source & Dollar AmountContributions, gifts, grants $3,779Contributions, gifts, grants $185--
Second Highest Funding Source & Dollar Amount0 $0Membership Dues $20--
Third Highest Funding Source & Dollar Amount0 $00 $0--
CEO/Executive Director Compensation
Tax Credits No
Solvency
Short Term Solvency
Fiscal Year201520142013
Current Ratio: Current Assets/Current Liabilities------
Long Term Solvency
Fiscal Year201520142013
Long-Term Liabilities/Total Assets0%0%--
Financials Comments
Financial Comments by Organization
The Board has voted to use the difference between the revenue and expenses to purchase equipment on the wish list.  As of June 15, 2016 the major items have been purchased and several have been removed from the list in consultation with Charlotte County staff.
 
Financial Comments by Foundation Financial information taken from unaudited compilations as the organization files a 990-N.
Nonprofit Friends of the Englewood Archives Inc
Address PO BOX 212
ENGLEWOOD, FL 34224 0212
Phone 941 870-8105

THE COMMUNITY FOUNDATION OF SARASOTA COUNTY, INC. IS A REGISTERED 501(C)(3) NON-PROFIT CORPORATION. A COPY OF THE OFFICIAL REGISTRATION AND FINANCIAL INFORMATION MAY BE OBTAINED FROM THE DIVISION OF CONSUMER SERVICES BY CALLING TOLL-FREE WITHIN THE STATE (1-800-HELP-FLA) OR FROM THE WEBSITE: WWW.FRESHFROMFLORIDA.COM. REGISTRATION DOES NOT IMPLY ENDORSEMENT, APPROVAL, OR RECOMMENDATION BY THE STATE. ONE HUNDRED PERCENT (100%) OF EACH CONTRIBUTION IS RECEIVED BY THE COMMUNITY FOUNDATION OF SARASOTA COUNTY. REGISTRATION #SC-02471.