Standards for Excellence ClinicSecond in a Series

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Welcome to the Standards for Excellence® Clinic

Agenda: Introductions Topic #1: Financial and Legal Topic #2:Human Resources Lunch discussion with Standards for Excellence

Seal Holder Topic #3: Fundraising Wrap Up and Evaluation

Introduction

Name

Organization

Something you learned from the previous session

Organizational Assessment/ Implementation Worksheet

Quiz

Financial and Legal

Main TopicsA. Budgets

B. Audits

C. Financial Reports

D. Financial Impropriety

E. Written Financial Policies

F. Legal Compliance

Annual Budget

Board Approved

Two Types Operating Budget Capital

Contain same categories as the Form 990

Expenses and Revenues

Annual Budget Audit

Budget > $500,000 Financial statements

accurately reflect finances of the organization

Recommended if budget exceeds $500,000

Management Letter

What are some indicators of good financial

performance?

Financial Reports

Should be prepared at least quarterly

Reported to board

Budgeted vs. Actual revenue and expenses

Reporting FinancialImproprieties

Foster a culture of openness

Methods for reporting improprieties Board Representative Suggestion Box Ethics Hotline

Financial Policies (Board Approved)

Investment of Assets

Internal Controls

Unrestricted Net Asset (Reserves)

Purchasing Policies

Small Group Activity

Peer to Peer Exchange

Financial Policies

Legal Compliance andAccountability

Assess need for insurance coverage General Liability

Insurance

Directors and Officers Insurance

Board makes decision not to insure

Compliance with both state and federal law

General liability and directors and officers coverage

Periodic internal review of regulatory requirements

Legal Compliance andAccountability

Questions and Answers

Human Resources

Main TopicsA. Personnel Policies

B. Volunteer Policies

C. Employee Evaluation

D. Employee Orientation

Personnel Policies

Should include: Grievance procedures Confidentiality Staff development Working conditions Employee benefits Vacation and sick leave Employee evaluation

Volunteer Policies

Volunteers policies and procedures should address:

Initial assessment/ screening

Assignments and work responsibilities

Ongoing supervision and evaluation

Opportunities for advancement

What are some of the benefits of consistent

employee evaluations?

Employee Performance Evaluation

Based on job description, performance goals

At least annually

Should not replace other periodic discussions about performance

Employee Orientation

Formal Orientation Process

Distribute Employee Handbook

Orientation Checklist

Small Group Activities

Peer to Peer Exchange Employee Orientation Programs/Checklists

Developing an Employee Evaluation Form In a small group develop an employee evaluation

Questions and Answers

Panel with Standards for Excellence Seal Holders

Questions and Answers

Organizational Assessment/ Implementation Worksheet

Quiz

Fundraising

Main TopicsA. Fundraising

Activities

B. Donor Relations/Privacy

C. Acceptance of Gifts

D. Fundraising Personnel

Fundraising Activities

How do you calculate a fundraising ratio?

1) Fundraising Costs

Use the 990 to determine ratio

3-5 years

Not per event/proposal

Organization A Organization B

Direct Public Support

250,000 100,000

Indirect Public Support

50,000 50,000

Net Revenue Special Events

150,000 100,000

Fundraising Expenses

200,000 50,000

What is the Fundraising Ratio for Each Organization?

A = B=

Fundraising Activities

Fundraising Activities

2) Solicitation Material

and Receipts should: Identify the organization Identify the mission Identify the intended use of

funds Include all required

disclosure statements (State and IRS)

State Disclosure Requirement for Solicitations

Sample Solicitations andAcknowledgements

Peer to Peer Exchange Solicitation Materials

Fundraising Activities

3) Statements about the Use of a Contribution

4) Honoring donor intentions

What is the donor bill of rights?

Donor Relationships and Privacy

Respecting Donor Privacy

Donor Anonymity

Removal of donor’s names from lists upon request

Honor requests to stop repeated mailings

Solicitations free from undue influence or excessive pressure

Acceptance of Gifts Policy(Board Approved)

Procedures that determine limits for Gift Acceptance Type of gifts Donor source

Purposes for which gifts will be accepted

Type of property accepted

Whether to accept an unusual or unanticipated gift

Small Group Activity

Develop a gift acceptance policy (major components)

Test the policy by considering gifts suggested by facilitator

Why shouldn’t you pay fundraisers commission?

Fundraisers

1) Fundraisers should not be compensated on a commission or based on % of monies raised

2) Use only properly registered fundraising consultants

Fundraisers

3) Monitoring those who Solicit on Your Behalf

Staff, volunteers, consultants, contractors, businesses, other organizations

Organization must be responsible in all cases where money is raised in its name

Questions and Answers

ConclusionWrap Up and Evaluation

“Displaying the Standards for Excellence® seal provides reassurance to donors that they are contributing to an agency whose services are of high quality and whose administrative and financial practices are sound.”

-John F. Plaskon, Executive DirectorCrossroads Community, Inc.

Benefits of Earning the Seal of Excellence

“To review every level of PLASE’s program and operation helped us to revisit, fine-tune and improve -- like a spring housekeeping or renewal.”

--Mary C. Slicher, Executive Director, Project PLASE, Inc.

Benefits of Earning the Seal of Excellence

“An important outcome of this process has been better trained staff and volunteers that have a stronger understanding of our mission, philosophy and operating systems. We believe we are a stronger organization, as a result.”

--John Sciavone, Executive Director St. Vincent de Paul of Baltimore

Benefits of Earning the Seal of Excellence

“Since the Resource Center received the Standards for Excellence three years ago, we have received funding from foundations that never looked at us before.”

-Prince George’s Child Resource Center

Benefits of Earning the Seal of Excellence

Your Next Steps

How will you proceed in your own organization?

Wrap Up and Evaluation

Evaluation

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