Associate Executive Director Training

1
Welcome

• Associate Executive Director Training
• Presented by
• Anne Bradley-Sosis, MA, CFRE

2
Training Agenda

• Fund Development Overview
• Fund Development Plan
• Management Team Meetings
• Continuous Quality Improvement
• Fund Raising Practices
• Risk/Safety Management
• Volunteer Opportunities
• Wish List
• In-kind Donations
• Donor Log/Thank You Letters
• COA

3
Fund Development Overview

• Since the beginning of time, in every society and
  in all cultures, human beings have cared for each
  other.
• This is philanthropy

4
Adage

• People Give Money To People

5
Fund Development and Relationship to Rest of
Organization

• If the rest of the organization has problems,
• fund development will too. For example
• Poor service quality affects the ability to raise
  charitable gifts.
• Poor leadership affects the ability to raise
  charitable gifts donors prefer to give to
  well-managed and well-governed institutions.

6
So What is Fund Development?

• Fund development is effectively and efficiently
  using public resources through designing,
  directing and implementing diversified funding
  strategies to support the programs of Somerset
  Home.

7
Current Fund Development Plan

• There are monthly fund development activities
  that take place to meet support the operating
  budget.
• These activities are planned at the end of each
  year for the next year.

8
Fund Development Staff

• Executive Director Jeff Fetzko, ACSW, LSW, CFRE
• Associate Executive Director Anne
  Bradley-Sosis, MA, CFRE
• Communications Manager Tracey Costanzo, MBA
• Administrative Associate Tierney ODonnell

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Annual Run for Runaways
10
More Run for Runaways
11
Kid Sprints at the Run for Runaways
12
Fund Raising Practices

• The management and board are to spend funds for
  the purposes for which they were solicited.
• Acknowledgements are to be sent in a timely
  fashion, preferably within 24 hours of receipt of
  a gift.
• A donors right to confidentiality is to be
  respected at all times.

13
Management Team Meetings

• At monthly management team meetings, staff report
  on the activities of their department (shelter,
  street outreach, Pathways, Passages, fund
  development, etc).
• Management team consists of the executive
  director, associate executive director, fund
  development staff, program directors, manager of
  administrative services and bookkeeper.

14
Continuous Quality Improvement (CQI)

• CQI is a management philosophy which contends
  most things can be improved. 
• This philosophy does not subscribe to the theory
  if it aint broke, dont fix it.
• At the core of CQI is serial experimentation
  applied to everyday work to meet the needs of
  those we serve and improve the services we offer.
• The process includes input from consumers of
  service, the governing body, staff, volunteers,
  and other stakeholders.

15
Core Concepts of CQI

• Quality is defined as meeting and/or exceeding
  the expectations of our clients.
• Most problems are found in processes, not in
  people.  CQI does not seek to blame, but rather
  to improve processes. 
• Unintended variation in processes can lead to
  unwanted variation in outcomes, and therefore we
  seek to reduce or eliminate unwanted variation.
• Continuous improvement is most effective when it
  becomes a natural part of the way everyday work
  is done.

16
Model for Improvement

• Improvement is based on building knowledge (of
  what works and does not work) and applying it
  appropriately.
• The model offers a trial and learning approach
  that helps reveal the outcomes of change.
• Keep in mind three basic questions    1. What
  are we trying to accomplish?    2. How will we
  know a change is an improvement?    3. What
  changes can we make that may result in an
  improvement?

17
CQI Committees

• Somerset Home maintains the following CQI
  committees that meet quarterly
• Staff and Volunteer Development and Training
• Client Care and Professional Services
• Risk Management
• Membership is open to anyone (staff, residents,
  or any stakeholder) who cares to participate. See
  your program director to sign up.

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Risk Management

• Is the organized treatment of the probability of
  a loss occurring, as well as the recovery from
  the actual loss.

19
Risk Management Responsibility

• The risk management function is the ultimate
  responsibility of the executive director.
• However, every staff person and volunteer is
  responsible for managing risk by reporting any
  situation that could lead to a loss as previously
  defined.

20
Risk Management Committee

• A risk management committee meets at least
  quarterly in January, April, July, and October.
• The committee may consist of the executive
  director, associate executive director, program
  directors, and clients and child care worker
  staff, when necessary.

21
How to Identify Risks

• Risks are identified and analyzed in terms of
  their nature, severity and frequency.

22
Four Part Test for Negligence

• Scope of Duty
• Intentional Harm
• Actual Harm
• Bodily Injury
• Property Damage
• Pain Suffering
• Prudent Person Rule

23
Insurance Coverage

• It is the responsibility of the manager of
  administrative services (Barbara Kreutzer) to
  disclose each year to its board members, trustees
  and/or officers, employees and volunteers, the
  insurance coverage which is provided on their
  behalf by Somerset Home.
• Anyone requesting insurance information at any
  other time is to see the manager of
  administrative services.

24
Reporting Risk/Loss

• Reporting of risk/loss is to be complete and
  contain the following on an incident report
  (staff member)
• description of the problem
• analysis of the problem and
• proposed action you believe will fix the
  situation.

25
Volunteer Opportunities

• Every volunteer is screened using the same
  process used for staff. Volunteers are not
  trained for one-on-one interaction with clients.
• Volunteers are to be referred to Tracey Costanzo
  the communications manager, who will then refer
  to program directors, etc.

26
Wish List

• We maintain a list of items that are needed
  frequently to give to members of the community
  and community groups to purchase or collect
  donations using the list as a guide.
• The list is on the website and can be printed.
  Please direct anyone interested to the website
  (or print them a copy). The website address is
  www.somersethome.org.
• We are also registered at Target (and
  www.target.com) for people who shop there to
  purchase items on the bridal registry.

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In-Kind Donations

• In-kind donations are donations that are not
  cash. In-kind donations are things like clothing,
  games, food, cars, exercise equipment, etc (and
  items found on the wish list).
• We do not appraise items or make a judgment on
  their monetary value. It is up to the person to
  determine the value. If they tell you what they
  think its worth, we simply send a letter stating
  what they told us the value is. If no value was
  given, a letter simply describing the donation is
  sent.
• We sell items on ebay (www.ebay.com) as well. So
  keep that in mind if someone wants to donate an
  item you dont think we can use. The item can be
  converted into cash for programs.
• Please be diligent about being polite and
  thanking the person for the donation.

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Donation Log

• It is imperative all donations are recorded in
  the donation log. Accuracy, spelling and legible
  handwriting counts!
• Please make sure you can read the information the
  person wrote before they leave. If they say they
  are in the log already or dont want a thank you
  letter, you are still responsible for making note
  of the contribution.
• The log is used by the development coordinator to
  send thank you letters to donors.
• As previously mentioned, thank you letters (and
  saying thank you) are an important piece to
  successful fund raising.
• A lot of donations come in during December. Staff
  have each resident write a wish list and work to
  get every item on the list. This is a very hectic
  time of year. Its of vital importance to be
  friendly to individuals dropping off items and
  obtaining their information for the thank you
  letter.
• Some organizations and individuals have a special
  sheet specific to them because they are frequent
  donors to streamline the process for them.

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Donation Log Form

• Somerset Home for Temporarily Displaced
  Children a non-profit corporation
• P L E A S E P R I N T
• Date______________ Staff Accepting
  Donation_____________________
• Name/Organization/Contact Person
  Mr./Mrs./Ms./Other (please circle one)
• Street Address
• City
• State
• Zip Code
• Telephone
• E-mail Address
• Description of Donation__________________________
  ____________________
• Tax Letter Needed Yes No
• (please note you will receive a thank you letter
  even if you dont request a tax letter.)
• For office use Date thank you sent__________
  Date tax letter sent_____________

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Ray Fantuzzi, Board Member Aka Santa at Shelter
Party
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Passages Holiday Party
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COA Team Leaders