Coordinator Training - SECC Background and History

Statewide & Local Organizations

SECC Materials / Administrative Duties

Coordinator Planning Workshop

Catrina Clemens, MSW – Directorcclemens@healthcharities.org

Antonia Gonzalez- Campaign Associate

agonzalez@healthcharities.org

State Employee Charitable CampaignDFW Metroplex Area624 Six Flags Drive, Suite 216Arlington, Texas 75019817.997.4413

SECC History & Facts

Created by legislation in 1993 Payroll deduction campaign for state and higher education employees September 1 – October 31 Covers 18 counties:

Collin, Dallas, Ellis, Erath, Henderson, Hood, Hunt, Johnson, Kaufman, Navarro, Palo Pinto, Parker, Rains, Rockwall, Somervell, Tarrant, Van Zandt and Wise

Local Campaign Manager: Community Health Charities Texas

Charities Must meet stringent legal requirements and be scrutinized by teams of state employees to ensure: 501c3 nonprofit organization

and are registered with the Secretary of State

Audited (or reviewed) annually by an accountant in accordance with generally-accepted auditing standards

Provide direct or indirect health and human services

Spend no more than 25% of their funds raised on administration and fund raising Unless they qualify for an

exception due to special circumstances

SECC Structure

State Policy Committee

(SPC)

Local Employee Committee

(LEC)

State Campaign Manager

(SCM)

Local Campaign Manager

(LCM)

The State Policy Committee provides governance and oversight at the state level. Four members are appointed by the Governor and three each by the Lieutenant Governor and the Comptroller of Public Accounts. They are responsible for a campaign plan, a budget and ensuring the eligibility of statewide organizations.

The State Campaign Manager assists in the execution of the campaign from the state level.

The Local Employee Committee provides governance and oversight at the local level. The SPC appoints the LEC Chair, which recruits a local committee of up to 10 members. They are responsible for a local campaign plan, a budget and ensuring the eligibility of local organizations.

The Local Campaign Manager assists in the execution of the campaign at the local level. The LCM is responsible for developing local materials, serving as a fiscal agent, distributing, collecting and processing pledge forms, and training campaign coordinators and other personnel.

Chair- Lindsey Klein (Comptroller of Public Accounts) Vice Chair- Thom Chesney, Ph.D. (DCCCD)David J. Brown (Comptroller of Public Accounts)Jean Deakyne (University of Texas at Arlington)Mary Golden (Comptroller of Public Accounts)Doris Hickerson (DARS/Division for Rehabilitation Services)Natalie Layfield (DARS/Division for Rehabilitation Services)Shanon Patrick (University of Texas at Dallas)Joan S. Reisch, Ph.D. (UT Southwestern)Angela Rivers (DFPS)Terri Tackett (Office of the Inspector General)

DFW Metroplex Area LEC Members

The 3 C’s of the SECCConfidence

Convenience

Payroll deduction is easy, convenient and confidential

Every charity application is reviewed by a team of state employees

Choice

There are over 600 charities to choose from. Something for everyone!

The Coordinator – SECC MVPo Set and implement goals

o Use different methods to solicit donations

o Distribute and collect materials/forms

o Submit paperwork to SECC by Nov. 9,2012

o Submit paperwork to payroll contact by Nov. 15,2012

o Thank everyone!

Understanding Coercion

The SECC is voluntary

Important to ensure each employee’s decision to give or not to give is respected

Important to ensure that each employee’s decision is confidential

2012 SECC Materials Full Charity Guide

Mini Charity Guide

Pledge Form

Collection Envelope

Charity ListingKey elements include: the organization’s six-digit SECC code, the charity name, the contact phone number, web address, a 25-word statement of purpose (except in abbreviated listings), and the administrative and fundraising expense rate (AFR).

For a full charity list of all participating charities across Texas:www.secctexas.org/search_brochures

Statewide & Local FederationsA key role of a federation is to evaluate member charities annually to ensure they meet high standards of performance and financial integrity.

Statewide: Provide services across the state of Texas and locally.

Local: only provide services in the DFW Metroplex area

Local Unaffiliated Charities

Not affiliated with a federationOnly provide services in the DFW Metroplex Area

Ways to Support

Payroll DeductionStarts With the 1st Calendar Year pay check, January 1st, 2012. Easy and impacts agency all year!Must be renewed annually

One-Time Gifts:Cash Check- Made payable to DFW SECC

Fundraisers:Cash Check- Made payable to DFW SECC

Leadership Giving Program

Leadership Givers make annual gifts of $1000 or more to the DFW Metroplex Area SECC.

Levels:Yellow Rose Circle: $1000-$2499

Bluebonnet Circle: $2500-$4999

Alamo Circle: $5000-$9999

Lone Star Circle: $10,000 or more

Completing and Auditing Pledge Forms

Donor Info:

Double check to ensure all information is filled out. - Name, SS#/EIN, Phone, email, agency, dept/unit, location, county, Coordinator name & phone #

This area is also used to grant permission to publish their name as a leadership giver if applicable.

Acknowledgement:

For no acknowledgement- leave blank.To receive acknowledgement… Must have PERSONAL mailing address.

FundraiserFill out State Agency Info and place Fundraiser title in name section with Date of Fundraiser

Leave Acknowledgement Empty

Include designated charity codes (if applicable)

Select ONE-TIME GIFT OPTION

TOTAL ONE-TIME GIFT box should equal fundraising total

Auditing the Forms:Important Information to Remember

Payroll Deductions:

One pledge form per donorEnsure each section has been completed & signedMinimum donation per charitable group is $2Charity codes are 6 digits with a choice of up to 6 All payroll deductions must have DESIGNATED charities written in

One-Time Gifts/Fundraisers:

One-Time Gifts/Fundraisers CAN be undesignatedLeave charity code section blank if undesignatedNEW- $5 minimum donation to process

Tax Information2012 Campaign: Payroll Deduction

Cannot claim gift until completion of the 2013 year Donor must keep their copy of the pledge form Obtain a copy of the last pay stub of the giving year or W-2

2012 Campaign: One Time Gift (on or before December 31)

Can claim these deductions for 2012Donor should keep their copy of the pledge form Gifts over $250 will receive a tax deduction letter from the State Employee Charitable Campaign

Submitting Forms

Payroll Deduction/One-Time Gift Forms:

• PINK copy – Donor receipt• White copy - Payroll office• Yellow (with cash & checks) SECC Staff

Fundraiser Pledge Forms-

• PINK copy- keep in records as receipt • White & Yellow copy (with the cash &

checks) SECC Staff

Collection Envelope

1.) ALWAYS check Final

2.) Complete entire section• DO NOT SIGN UNTIL FORM IS AUDITED WITH YOUR SECC CAMPAIGN CONTACT

Collection Envelope 3.) Payroll Deduction Pledges-

a) Separate pledge forms into 2 categories: Leadership Givers (LG) $1000+ and non-leadership less than $1000

b) Add # of payroll deduction pledge forms in each category.

c) Add total of ANNUAL contributions from each group (pledge forms) together (this will equal total payroll deduction pledges)

Collection Envelope 3.) Fully-Paid Pledges (One-Time Gifts)-

a) Separate pledge forms into 2 categories: Leadership Givers (LG) $1000+ and non-leadership less than $1000

b) Add # of One-Time gift forms in each category.

c) Add total of One Time Gift contributions from all forms (this will equal total One Time Gifts)

Collection Envelope 3.) Special Events/Fundraisers-

a) Add totals from all Fundraiser forms

b) Place amount in space provided.

c) This will equal total of all Fundraisers

4.) Totals for this envelop:

A. Add the total number of givers from each section. Maintaining the separation btwn donors of $1000+ or $24-$999

B. Add total of all pledge formsPayroll deductions+ One-Time Gifts + Fundraisers

Collection Envelope: Auditing Envelope

A. Ensure contact information is completed and correct. Schedule a pick up

B. SECC Staff will count out each section with you

1) If large cash/chk amt, Staff will bring additional envelopes to separate.

C. SECC Staff will sign to verify envelope is complete and correct

D. Coordinator will sign to verify hand off to SECC Staff

BEST PRACTICE:MAKE COPIES OF YOUR PLEDGE REPORT ENVELOPE TO VERIFY ACCOUNT NUMBERS

Administrative Procedures: NEW

• Always check for correct math on payroll deduction forms• PAPER CLIP One-time Gifts of Cash/Check to corresponding

form • DO NOT STAPLE!• PAPER CLIP ALL Cash/Check donations with corresponding

Fundraiser. DO NOT STAPLE!

2012 Coordinator Workshop

Objectives:• Set Goals• Overview NEW Coordinator Resources• Create a Campaign Action Plan• Create a Campaign Timeline

Goal Setting: 6 Steps to Success

Step One: Determine Your Goals 1) What successes and hurdles did you experience last year?

2) What is the culture of your agency and how can this campaign improve the morale at your office?

3) What are is best to focus on this year?• Increasing participation• Increasing total dollars raised• Increasing SECC Awareness

Step Two: Set Your Goals

SMART Goals:

Specific: clear and well defined Measurable: precise amounts, dates and so on Action-Oriented: have deadlinesRealistic: should be possible to achieve, but not too easyTangible: real and concrete

Step Three: Set Goals in Writing

Goal Setting Activity:Reference Material Section for 2011 Totals

Worksheet Section for Goal Setting Wksht- SampleWorksheet Section for Goal Setting Wksht

Set 2012 Goals: 15 Min Group Activity

Step Four: Make an Action Plan

What is an Action Plan?It is the “How” in accomplishing your goals.

Step Four: Make an Action PlanSuggested Campaign Action Steps:

Promote & Market your Campaign Host Charity Speakers Use Campaign in a Bag Items Host Special Events Conduct a Fundraiser Understand Your “Why”- Develop your

Pitch

Step Four: Make an Action PlanSuggested Campaign Action Steps:

Promote & Market your Campaign: Email Stories of Impact Dollar Statements Give Up & Give Statements Charity Videos

Step Four: Make an Action PlanSuggested Campaign Action Steps:

DFW Metroplex SECC NEW website

www.dfwmetroplexsecc.org

Step Four: Make an Action PlanSuggested Campaign Action Steps:

Host Charity Speakers: Staff Meetings SECC Events Speakers Request Form• Complete ALL sections• Include all parking, set up info• Send request 2 weeks prior to event

Step Four: Make an Action PlanSuggested Campaign Action Steps:

Use Campaign in a Bag Items: SECC Materials- Forms, Guides, Posters Charity Marketing Materials Incentives

Step Four: Make an Action PlanSuggested Campaign Action Steps:

Host Special Events: SECC Kick Off or Wrap Ups

Use Campaign Closet Items: Campaign Closet Info- Reference Material &

Form Sections Submit 2 weeks prior

Step Four: Make an Action PlanSuggested Campaign Action Steps:

Conduct a Fundraiser: Foodie Fundraisers- Bake Sale Ferris Bueller’s Day Off- Trainings off site First-Place- Competition

Step Four: Make an Action PlanSuggested Campaign Action Steps:

Understand you “why”- Develop your Pitch:The 9 C’s of an Effective Elevator Pitch

ConciseClear

Compelling

CredibleConceptualConcrete

CustomizedConsistent

Conversational

Step Four: Make an Action Plan

Campaign Action Plan Activity:Reference Goal Setting Worksheet

Worksheet Section for Action Plan Wksht- SampleWorksheet Section for Action Plan Wksht

Create 2012 Action Plan: 20 Min Group Activity

Step Five: Create a Campaign Timeline

What is Campaign Timeline?It is the “When” in accomplishing your goals.

Step Five: Create a Campaign Timeline

Campaign Action Plan Activity:Reference Action Plan Worksheet

Worksheet Section for Campaign Timeline Wksht- SampleWorksheet Section for Campaign Timeline Wksht

Create 2012 Campaign Timeline: 15 Min Group Activity

Step Six: Say Thank You & Evaluate Results

Saying Thank You is one of the most important things you can do as a coordinator.

After you wrap your campaign, take a moment to evaluate the successes, hurdles and changes you think should be made for the next year.

Q & A

Thank you!!!