Partnership Check-In

One team, one path to 2028.

A short agenda for today: keep the wins coming, get our payment rhythm healthy, and shape the next chapter of this partnership.

Monday, July 27, 2026 · Prepared by SYNHERGY

01Payments & Process

Let's get payments back in rhythm.

Our top priority today. A healthy payment process protects timelines, the dev team behind your projects, and the pace you count on from us.

Where things stand

Our agreement (signed Feb 18) sets invoices at net 7.
Recent payments have arrived 30 to 60 days after invoicing.
Terms shifted in practice, but no written amendment yet. Changes just need to be agreed on paper.
Ripple effect: we can't reserve dev resources, so website work is on hold.
We know there's a new CFO and new systems. Let's align the process with the paperwork.

Proposed fix

Bring the account current on open invoices, target date agreed today.
Written amendment: we move from net 7 to net 15, meeting in the middle.
Standing approval for the retainer: the signed agreement itself authorizes the monthly fee, so Finance processes it every month with no sign-off step at all.
Extras approved before work begins: those invoices flow straight to Finance too. Questions get flagged within 3 business days; undisputed amounts keep moving.
Invoices route to Finance + a named backup. We're already set up in Billpay, so approved means paid on schedule.

02The Next Chapter

One structure: base + reserve.

Our first six-month term is wrapping up. Here's how we keep going: an updated scope we both agree on, plus a reserve that finally covers the extras that always come up.

The Base · Updated SOW

$7,500 /month

A refreshed SOW we shape together, today: remove what you don't need, add what you do.
First swap on the table: project management training hours move to sponsorship lead gen.
Work inside the SOW keeps moving: 3-business-day feedback window, then we proceed as planned.

The Reserve · For Everything Extra

+ up to $2,500 /month

Covers event weeks: rush delivery and requests from every direction, with no time to scope and quote each one.
Covers the extras between events too: promo toolkits, sponsor graphics, partner and volunteer requests.
Until now these have been absorbed at no charge. The reserve gives them a home, so they get done fast.
Could stretch to a basic logo refresh: let's discuss.

Simple guardrail: the month stays between $7,500 and $10,000, and anything beyond the reserve is approved in writing before it happens. Ads, software, developer builds, and event production remain separate external costs.

03Scope Clarity

Clear scope is what keeps us fast.

Everything below is absolutely doable. These bigger builds sit outside the base and reserve, so each gets a quick estimate and green light first.

✏️

Logo & Brand Identity

Full identity work sits outside the agreement. A basic refresh might fit the reserve.

Path: discuss today, estimate follows

🛍️

Merch Store

Store build, products, payments, and fulfillment: development work with real moving parts.

Path: scoped SOW with estimate + timeline

🏗️

Major Builds

Full website redesigns, new builds, and custom development.

Path: scoped SOW with estimate + timeline

One front door for every request

Requests reach us from every direction, especially during events. Going forward there is one lane: work starts only when it comes from your authorized contacts.

The rule

Work comes from authorized contacts only

Your three: CEO, President, and VP. That's who can green-light requests.

→

Everyone else

Warmly redirected, never started

Volunteers, performers, and partners are pointed to your three contacts. No side-channel work.

→

Then

Scheduled and delivered

Green-lit requests are prioritized against scope and hours. Urgent items flagged same day.

04Workstreams

Where each workstream stands.

A quick status pass, and the one thing each lane needs to move.

Workstream	Status	Where it stands
Sponsorship lead generationApollo pipeline + 9-step outreach sequence already built	Proposed swap	Project management training hours move here. Fundraising comes first. We document the swap in the renewal.
Meta adsCreative concepts below, ready to launch	Awaiting response	Ready on our side. Awaiting your response on budget: where it stands, what's earmarked, whether we invest more.
Email marketing2 sends per month	On track	No change. Handled as scoped.
Website consolidationUnified OutAF site + streamlined donation flow	On hold	Resumes once the account is current and payment terms are signed.
Apollo CRM setupSponsor pipeline + sequences built	Complete	Done and ready to use. Invites and trainings are out; awaiting responses so it goes into daily use.
ClickUp workspaceCentral home for projects, tasks, and requests	Awaiting adoption	Set up and organized. Trainings and invites sent; attendance is the missing piece. Let's pick dates that work.
Graphic designWhere most monthly hours go	On track	Healthy and flowing. The only strain is rush delivery, which is exactly what the reserve covers.
Social media3 posts per week	On track	Posting as scoped across Facebook and Instagram.
Analytics dashboardCity reporting	On hold	Paused months ago by agreement; those hours moved to graphic design. Revisit when city reporting returns.
Photo & asset managementDigital asset library	Organized	All assets live in ClickUp, structured and findable.
Project managementWorld Cup debut weekend	Delivered	We PM'd the entire debut: weekly calls, everything run through ClickUp, deliverables on track. On-site production stayed with the events team.

05Meta Ads

Ready to launch: three ad concepts.

Draft creative for today's discussion. First, the budget conversation: where does ad spend stand today, what's earmarked, and do we want to invest more. Once that's set, these launch within days. Final copy and creative go through brand review.

Concept 1 · Donations

Pride House LA/WeHo

Seven decisions to leave with today.

Each one takes a minute. Together they reset the partnership for the next six months.

Catch-up date for open invoices.
Payment amendment: net 15 + standing approval for the retainer.
Finance routing: AP contact + backup named; 3-day flag window for extras.
Renewal structure: $7,500 base + up to $2,500 reserve.
Meta ads budget: where it stands, what's earmarked, do we invest more.
SOW update: remove what's not needed, add sponsorship lead gen.
Estimates wanted: merch store · full logo work · anything beyond the reserve.