Assuring Your Financial Future: Strategies to Sustain Your Program - - PowerPoint PPT Presentation

Collaborative Mentoring Webinar Series

Assuring Your Financial Future: Strategies to Sustain Your Program

January 21, 2016

Collaborative Mentoring Webinar Series

2016 Collaborative Mentoring Webinar Series Planning Team

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Good to Know…

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• Instructions for how to access PDF of presentation slides and

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• Link to the Collaborative Mentoring Webinar Series webpage,

where all slides, recordings, and resources are posted. Please help us out by answering survey questions at the end of the webinar.

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Participate in Today’s Webinar

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DOJ Financial Guide Section on Fundraising

• OJJDP grantees must adhere to DOJ Financial

Guide Section on Fundraising

• “You may not charge as direct or indirect costs

against your award the costs of organized fundraising, including financial campaigns, endowment drives, solicitation of gifts and bequests, and similar expenses incurred solely to raise capital or obtain contributions”

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• Dr. Susan G. Weinberger
• President of the Mentor Consulting

Group located in Norwalk, CT

• Pioneer in the creation of school-

based mentoring in America in the early 1980s

• Served on the Board of MENTOR and

was Chair of its Public Policy Council

• Received President Clinton’s coveted

Volunteer Action Award at the White House

• Has mentored a young woman since

age 7 who is now 29

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Jerry Dash

• CEO of VIP Mentoring,

Inc.

• Has led grant-seeking

efforts for 27 years

• Resulted in $15 million

in Federal, State and Foundation grant awards

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• Dr. Susan Weinberger’s Presentation

Four areas for discussion

• The need for fundraising
• Board development and engagement
• Individual and annual giving
• Corporate and foundation giving

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Mentor Coordinators Job Description

• Create long range and marketing plans.
• Recruit, screen and train mentors and

mentees.

• Match the pairs and monitor the relationship.
• Keep accurate data reporting and tracking.
• Evaluate the program and celebrate success.
• Create long term marketing plans.

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How can I do all that is required of me in my busy job and FUNDRAISE, too?

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Fundraising

• If more than 30% of your budget comes from
• nly one source, you are already in a crisis

mode.

• We must get comfortable with the “f” word:

FUNDRAISING.

• Key to fundraising is to DIVERSIFY and work at

it 365 days a year.

• Number 1 reason people donate to charity –

because they are asked. Don’t be afraid to ask…..

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Need to Fundraise - Why Diversify?

• One funding source could dry up.
• Don’t wait for the crisis.
• Building a stable, diversified base will give you

“breathing room.”

• Prospective donors and funders will be
• impressed. They will only invest when they

know you are financially stable.

• Not when program is in final year of a grant.
• Not a solution to a crisis, but rather a

comprehensive effort over 365 days a year.

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Interesting Factoid

How important is each of the following reasons to contribute to a charitable organization? 72.1% Someone I know well asked. 60.7% Have volunteered at the organization. 59.1% Asked by the clergy. 43.3% Read or heard a news story. 38.2% Asked at work Door-to-door solicitations and

• Phonathons. Where are they in the mix?

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Your Private/Public Partners

• Identify your current private and public

sources of funding.

• Consider both your successes in engaging

them along with issues and challenges you have encountered.

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Challenges for Mentoring Programs

• Government funding cutbacks but good

news…NMRC portal – FREE TA & Training

• Shortfalls in traditional grant sources.
• Competition with other programs.
• Small staff with limited time beyond program
• perations.

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Engaging the Private Sector Program Components in Place

• By-laws and 501(c)(3) status.
• Clearly written mission statement.
• Compelling and well defined goals and objectives.
• Long range plan for long haul.
• Statement of critical need.
• Detailed budget.
• Financial statement of growth outcomes.
• Data collection procedures.
• Demonstrated fiscal responsibility and accounting

system.

• Track record of successful outcomes.. ”how do we know

it is working?”

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Program Components in Place

• Current funding from multiple and diverse

sources.

• Passionate and qualified manager.
• Trusted by the community.
• Responsive to changing needs.
• Strong, active, experienced, enthusiastic and

effective Board of Directors and Advisory Council.

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Engaging Your Board of Directors/Advisory Council

Board for Directors

• 1. Has fiduciary responsibility for the agency.
• 2. Conducts year round fundraising.
• 3. Hires and fires Executive Director (Governance)
• 4. Appoints designee as liaison to Advisory Council.

Advisory Council/Committee

• 1. Helps with fundraising and marketing.
• 2. Opens doors and rolodex to recruit mentors.
• 3. Offers internships, part time employment and expertise

for students.

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Preparing to Engage Your Advisory Council

• Formation or expansion of a strong Advisory

Council.

• Do you have a Council now? Who sits on it?
• Poll #3 – Who sits on your Council now?

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Advisory Council

Roles and Responsibilities:

• Provides input and leadership to the program.
• Provides a voice to constituents and stakeholders

as the program evolves over time.

• Ensures youth, volunteers, and others have a say

in how services are delivered and that the program gets the support it needs to recruit volunteers, provide meaningful match activities, and effectively engages the community.

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Roles and Responsibilities

Select only the right volunteers to serve.

• Diversify your Council. Invite those who believe in

your mission, your mentees and mentoring.

• Consider current volunteers for the Council.
• Identify natural leaders for membership.
• Select among significant donors.
• Meet on a regularly scheduled basis.
• Indicate that serving is an honor and a privilege.

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Advisory Council - Three “t’s” Time, Talent and Treasure

Business Leader Community Organizer Financier-Accountant Fundraiser Educator Politician Philanthropist Grant Writer Public Relations Media Marketing Faith Community Tax Advisor Attorney (only one!) Physician Foundation Rep Juvenile Justice Municipal Employee

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How Effective is Your Council?

All members must be willing to:

• 1. Roll up their sleeves.
• 2. Work on the fundraising campaign.
• 3. Make the right contacts and ask for $$$.
• 4. Open their Rolodex.
• 5. Give annually to the mentoring program

themselves.

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Six Sources of Funding

• 1. Individuals/Annual appeal
• 2. Corporations
• 3. Private/Public Foundations
• 4. Government
• 5. Special or 3rd party events
• 6. Tax Credits, In-kind

And the art of grant-writing

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Additional Sources of Funding

• Planned Giving
• Program Events and Direct Marketing
• Direct Mail and Phonathons
• Fee for model replication
• United Way – designated donations

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Individual Giving - Some Good News!

• A total of 83% of all giving comes from

individuals.

(American Association of Fundraising Counsel & Giving Institute)

• Nearly 9 out of 10 families make charitable

donations.

• People give to something that satisfies them
• n a deeply personal level.

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Individual Giving

• Misconception that only persons of wealth give.
• Most annual charitable giving comes from

middle-income, working-class, and poor people.

• Study showed that 19% of families living on

welfare give away average of $72/yearly.

(Blocks, Syracuse University)

• Seek Advisory Council/Board to help brainstorm

all people they know that could give.

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Best Time of Year for the Ask

• Varies but most solicitations arrive in December

before the holidays and year-end tax deductions.

• Consider shifting to a request during January,

National Mentoring Month. Make it the same date in subsequent years.

• Annual campaign letter cosigned by you and a

Council member who knows them. Have them write a personal note and follow up by phone.

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Engaging the Private Sector - Business Benefits of a relationship with local Chamber of Commerce

• Paying for membership: non-profit rates.
• Rub shoulders with businesses; serve on

committees.

• Chamber publishes a list for and about

members; potential donors will evolve.

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Engaging Business: Identify Funding Decision-Maker

Typical title of employee making funding decisions:

• Corporate Manager of Community Affairs
• Marketing Manager
• Community Relations Director
• Public Relations Manager
• Director of the company’s Foundation

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Approaching a Company/Foundation

• Identify whom among Board, Council, staff

and volunteers has a close contact inside the company or foundation.

• If the company/foundation already provides

mentors, one or two of them become the champions to contact top management. What comes first – mentors or money?”

• Most companies and foundations would

rather give to a specific cause or need than general operating.

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Getting to Know the Company/Foundation Do Your Homework

• Research the company/foundation’s policies

for giving to nonprofits, giving priorities, published grant guidelines, beginning and end dates of their fiscal year and what types of requests they honor.

• Read their Annual Report.
• Based on subject matter, geographic focus,

type of support and grant range, decide if your needs can be met by their grant making program.

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Research Focus of Business/Foundation

• Employee volunteer and matching gifts

programs.

• In-kind donations of services and goods.
• Sponsorship of events.
• Direct cash donations.
• Mentors and tutors.

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Is your program and the Company/Foundation a good fit?

• If your program fits corporate/foundation

giving priorities, ask to set up a visit. Invite key person to visit your program first. This person should be the decision-maker for giving.

• Don’t waste your time if not a perfect match.

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Remember the A, B, C’s

Any company or foundation you plan to approach must be researched first.

• Ability to give you money;
• Belief in your mission;
• Contact in the organization to get YOU in

the door.

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Forms Of Corporate/Foundation Support General Operating VS Specific Cause

• Direct unrestricted to your program
• Specific activities or projects

– Special after-school activity – Sponsorship of events such as a conference or fundraiser – In-kind donation of equipment such as furniture

• r computers

– Transportation to a group activity such as the museum, zoo or baseball game – Summer program – Donations to a scholarship program for mentees heading to post-secondary education

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Practice Makes Perfect

• Practice your presentation “ask” over and over

again in front of the mirror, to your family, friends, and even the family dog.

• Never go along. Bring a mentor and/or

mentee to the “ask.”

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Benefits to Company/Foundation

• Expect the company/foundation to ask what is

in it for them.

• Be prepared to state the benefits:

– Publicity in the local press – Recognitions – Placement on a yearly Corporate Honor Roll – National Mentoring Month celebrations – Sponsorship acknowledgements – Website features

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Bringing Closure

• Never leave an “ask” without discussing next steps.
• Ask when you can expect a decision.
• If your ask is not within their budget, offer to

negotiate.

• Send a thank you note for the visit.
• In spite of your efforts, what if the company refuses?

If your request is denied, never give up. Ask if you can resubmit at a later date.

• Continue to send information about your program’s

milestones and successes. It keeps the lines of communication open.

Never give in to potential requests to alter your “focus.”

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Preparing for Support

• 1. Identify challenges you will encounter. Ask

Board, Council and others to help you.

• 2. Establish tracking system to collect data and

monitor revenue sources.

• 3. Identify mentor alumni to help fund your

program.

• 4. Join the Chamber of Commerce.

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Preparing for Support

• 5. Identify a champion among local,

state, or federal legislators.

• 6. Create a list of companies with

a strong history of support for your program.

• 7. Invite attorney and insurance agent to serve on

your Council and provide pro bono advice.

• 8. Create written policies around fundraising.
• 9. Be timely to say “thank you” to donors.
• 10. Prepare for rejection.

.

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Corporate Philanthropy Volume 30, No. 4 April 2015

• Youth Mentoring offers social and business benefits.

Mentoring:

• Engages employees, provides opportunities for skill

building and improving retention.

• Develops future talent.
• Strengthens local community.
• Aligns mentoring programs with corporate strengths.
• Fosters employee engagement.
• Facilitates increased peer learning and idea sharing.

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References

• Weinberger, S.G. (2013) Program Funding. In D. L.

DuBois & M.J. Karcher (Eds.), Handbook of Youth Mentoring (2nd Edition). Thousand Oaks, CA: Sage Publications

• Weinberger, S. (2005). Direct corporate support. In
• M. Garringer (Ed.), Sustainability planning and

resource development of youth mentoring programs. (pp.41-49). Portland, OR: Education Northwest

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Q&A

Type your questions in the question box:

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Introduction to Grants

Writing compelling grants is an art, not a science!

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Grant Definition

A grant is a financial award given through a fierce competitive process to an organization to be used toward a specific purpose that is deemed worthwhile by the grant giver

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Writing Grants is a Fierce Competitive Process!!!!!

Writing compelling grants is a competition!!!!!

Reducing the Betting Winning the

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Writing Grants is a Fierce Competitive Process!!!!!

To compete effectively (and write compelling grant

applications), you need to develop a Game

Plan (and have some fun in the process!)

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Writing Grants is a Fierce Competitive Process!!!!!

The first step to developing a great game plan: Identifying and understanding who you are playing against (who you are targeting)!

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Writing Grants is a Fierce Competitive Process!!!!!

Identifying and Understanding Who You are Targeting

• 1. Identifying potential funding sources.
• 2. Information gathering.
• 3. Rating compatibility.
• 4. Identifying relationships.
• 5. Scheduling meetings.
• 6. Making a decision.

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Writing Grants is a Fierce Competitive Process!!!!!

Identifying Your Target(s)

Foundation Collection Centers The Foundation Center 79 Fifth Avenue New York, NY 10003-3076 800-424-9836 http://fdncenter.org

The Foundation Directory The Foundation Grants Index

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Writing Grants is a Fierce Competitive Process!!!!!

Identifying Your Target(s) The Family Foundation Community

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Writing Grants is a Fierce Competitive Process!!!!!

Scouting Report: Family Foundation Trends

• Roughly half of all family foundations anticipate the influx of

additional assets during the next four years.

• As millennials continue to come of age and take an interest in

philanthropy, they will have a greater voice in their family foundations.

• During the next four years, 43 percent of family foundations

expect to add to or increase the number of younger-generation family members on their boards.

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Writing Grants is a Fierce Competitive Process!!!!!

Collaborative Mentoring Webinar Series

Writing Grants is a Fierce Competitive Process!!!!!

Understanding Your Target(s)

“People (i.e. Funding Sources) Give Money . . .

(1) To People . . . (2) To People They Know . . . (3) To People They Know AND Trust”

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Writing Grants is a Fierce Competitive Process!!!!!

• 1. After Identifying potential funding sources (People-Know-Trust)
• Information gathering.
• Rating compatibility.
• Identifying relationships (Board members)
• Scheduling meetings.
• Making a decision.

A = Funding Source B = Your Program C = Timing

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Writing Grants is a Fierce Competitive Process!!!!!

W

Game Plan

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Writing Grants is a Fierce Competitive Process!!!!!

Core Game Plan Elements (Outcome of

breaking down the RFP into its smallest elements)

• Background to and History of Your Program
• The Problem/Needs Your Program Addresses
• Objectives of Your Program That Meet the Problems/Needs
• Methods Your Program Uses to Achieve the Objectives
• How Do You Evaluate (Objectives, Outcomes & Processes)
• What is Your Sustainability Plan to Continue Your Program/Operations
• What is Your Operating and/or Program Budget
• Strategic Plan, Recent Independent Audit, 990 & Interim Financial Statements,

Recent Annual Report, Program Reports/Newsletter, etc.

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Writing Grants is a Fierce Competitive Process!!!!!

W

My original Game Plan from 1991 from which I wrote my first successful Federal grant application

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Writing Grants is a Fierce Competitive Process!!!!!

How it has evolved

Collaborative Mentoring Webinar Series

Writing Grants is a Fierce Competitive Process!!!!!

To compete effectively (and write compelling grant

applications), you need to develop a Game

Plan (and have some fun in the process!)

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Q&A

Type your questions in the question box:

Collaborative Mentoring Webinar Series

Additional Resources

National Mentoring Resource Center Apply for no-cost help for your mentoring program www.nationalmentoringresourcecenter.org Mentoring Connector Recruit mentors by submitting your program to the Mentoring Connector (previously called the VRS) https://connect.mentoring.org/admin

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After the webinar:

• Please help us out by answering survey questions at

the end of the webinar.

• Everyone will get an email with information on how to

download the slides, recording, and resources on the CMWS webpage on the MENTOR website: http://www.mentoring.org/program_resources/training_

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