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James Madison University
By: Liz Wilson, Raquel Suarez, Micah Smith, Sophie Kwok, and Carol Fleming
Hope Distributed
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S
1 Hope Distributed: Community Project............................................................................................1—1
1.1 Executive Summery................................................................................................................1—1
2 Visibility.....................................................................................................................................................2—1
2.1 Plato’s Closet................................................................................................................................2—1
2.2 The Coat Drive............................................................................................................................2—3
2.3 News Publications....................................................................................................................2—5
2.4 Pickup.................................................................................................................................................2—7
2.5 Date......................................................................................................................................................2—7
2.6 Items...................................................................................................................................................2—7
3 Board Roles............................................................................................................................................3—1
3.1 Life Cycle of a Nonprofit....................................................................................................3—2
3.2 Board Evaluations....................................................................................................................3—3
3.3 Creating an Advisory Board........................................................................................................3—8
3.4 Building a Board........................................................................................................................3—9
4 Funding and Partnerships –......................................................................................................4—1
4.1 Potential partners for funding, storage, visibility.............................................................4—1
5 Grants............................................................................................................................................................ 5—1
5.1.1 Storage Facilities............................................................................................................5—4
5.1.2 Trucking.................................................................................................................................5—4
6 Example Grant Proposal:............................................................................................................5—1
7 Best Practice on Fundraising for Hope Distributed.............................................6—1
7.1 Special Events.............................................................................................................................6—1
7.1.1 Turkey Dinner....................................................................................................................6—1
7.1.2 Christmas Drive...............................................................................................................6—2
7.2 “Donate” Bottom.......................................................................................................................6—3
7.3 Thank You Call............................................................................................................................6—4
7.4 Minor Donor Groups..............................................................................................................6—4
7.5 Prioritize Year-end Fundraising...................................................................................6—5
8 Transportation/Population Serviced..................................................................................7—1
8.1 Need.......................................................................................................................................................7—1
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8.2 Location...............................................................................................................................................7—2
8.3 Transportation............................................................................................................................7—4
8.4 Hours..................................................................................................................................................7—5
9 Appendix...................................................................................................................................................... 8—1
9.1 Images/Tables..................................................................................................................................8—1
9.2 Pickup.................................................................................................................................................8—3
9.3 Date......................................................................................................................................................8—3
9.4 Items...................................................................................................................................................8—3
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1 HOPE DISTRIBUTED: COMMUNITY PROJECT
1.1 EXECUTIVE SUMMERY The PUAD 573 Team partnered with Hope Distributed over the
course of the semester as part of an
applied project for Dr. Swartz’s
Economic and Community
Development class. The group met
with Jenny Meadows, the
administrative assistant for the
organization, to discuss the
challenges and needs of Hope
Distributed as well as what the
group can do to assist the organization. From our meeting, we learned
the top priorities were to increase community visibility, to secure
additional funding, a larger storage facility, and to secure a new box
truck. We visited Harrisonburg's Plato Closet and we were able to
connect the store manager with Hope Distributed. Because of the
contact initiated by the group, Hope Distributed now has a
partnership with the store and has collected several bags of clothing
from Plato’s Closet which was estimated to contain close to 500
clothing items. The group started a Coat Drive at James Madison
University and placed five collection boxes throughout the campus. A
MISSION Increase Community
Visibility
Secure additional
funding,
Secure a larger storage
facility
2
total of 123 items were collected. We also contacted the Daily News
Record who released a short blurb on the Coat Drive while specifically
mentioning Hope Distributed in the segment.
We have also researched a number of areas of best practices
that Hope Distributed may take into account when running their
programs. The team researched a formula that displays the
Harrisonburg area’s need for the services provided by Hope
Distributed. This formula will calculate the number of pounds of food
needed in the area that are not currently being provided by other
organizations similar to Hope Distributed. This calculation will show
just how much food Hope Distributed should be prepared to provide,
and will really portray the need of the area they serve. The second
practical research we examined aimed to determine what is the best
day and time to reach the population served by Hope Distributed. By
determining the times those served are free, we can create an ideal
schedule to allow those individuals to come and utilize the services of
Hope Distributed.
The group also looked into best practices of other similar
organizations within Virginia. These organizations are I Live Here, I
Give Here, North Carolina Community Foundation, and All Faith Food
Bank. These organizations have utilized several techniques to
promote and expand the visibility of their organizations that may be
useful for Hope Distributed when promoting their programs. These
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techniques include various fundraising events and capital campaigns
to help raise money and improve programming for Hope Distributed.
With the increase in services provided and the staff that certain
fundraising and capital campaigns require, the group has also begun
researching how best to develop Hope Distributed’s Board of
Directors so that they may help in supporting the organizations with
these new programs. We researched steps that may be taken to
introduce new members and ideas into the board so that the
organization may continue to move forward in achieving their overall
mission of improving the lives of people living in Harrisonburg. A
nonprofit's board has the responsibility of ensuring that an
organization’s programs are being run effectively and efficiently, and
by taking the recommendations we provided into account Hope
Distributed will be able to transform their board for the better.
Lastly, we examined other organizations in the area that Hope
Distributed may be interested in partnering with, and a number of
grants and storage facilities that they can take advantage of. In order
to keep up with the increased need of the Harrisonburg area, Hope
Distributed needs to continue seeking out financial opportunities and
locations that will allow their services to continue to grow. By
creating a list of grants, potential partners, and storage facilities that
meet the need of the organization, our group believes that we can
4
truly help them to become more visible in the community, so that they
may continue to provide quality services to those who need it the most
2 VISIBILITY
2.1 PLATO’S CLOSET Hope Distributed has been successful in creating partnerships
with different food vendors such as Wal-Mart, Food Lion, Costco,
Kroger, and Blue Ridge Area Food Bank. Our group wanted to help
Hope Distributed gain new partnerships with local clothing
consignment stores to increase their supply of clothing for their
Clothes Closet Program. Plato’s Closet is a consignment store that
purchases and sells gently-used clothing. Since Plato’s Closet is rather
selective about the clothing they purchase, they often overlook good
quality clothing solely because the item is two years out of date.
Knowing this, we visited Plato’s Closet in Harrisonburg, VA on
October 9, 2014 and spoke with the employees about potentially
setting up a donation box for the clothing items that Plato’s Closet
chooses not to purchase from customers. Since the supervisor was not
available that day, the employees provided us with the email address
for the manager, Kathleen Lantz, and recommended we email her
about the collection bin. Below is the email that was sent to Ms. Lantz
regarding Hope Distributed.
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Image 1
Unfortunately, the franchise agreement for Plato’s Closet
prohibits the store from setting up a donation bin in or around the
store due to some issues that other locations have had with customers
and employees abusing the donation bin. However, Ms. Lantz offered
to donate the pile of clothing items that have been taken out of the
store’s sale system as well as the items that have been left behind by
customers. Harrisonburg’s Plato’s Closet typically has donated these
items to the Salvation Army or local churches but was willing to
donate them to Hope Distributed. We forwarded Ms. Lantz’s response
to Jenny Meadows on October 15, 2014 who then connected Jane
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Thompson, Hope Distributed’s Clothes Closet manager, with Ms.
Lantz.
Because of the contact initiated by the group with Plato’s
Closet, Hope Distributed now has a partnership with the store. As of
October 31, 2014, Hope Distributed has made two pickups at Plato’s
Closet which consisted of four large, garbage-sized bags and six or so
white kitchen garbage-sized bags. Although, Jane Thompson was not
able to count the exact number of clothing items collected from
Plato’s Closet, she estimated that Hope Distributed has collected
about 500 clothing items from the consignment store. Ms. Lantz will
remain in contact with Jane as to when Hope Distributed can visit the
store again to pick up additional bags of clothing.
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2.2 THE COAT DRIVE
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Hope Distributed opened its doors in October of 2004, and
although they have been serving the community for ten years, they
are not as well-known as other similar nonprofits such as the
Salvation Army and Mercy House. In an effort to increase Hope
Distributed’s visibility in Harrisonburg, our group started a Coat Drive
on the campus of James Madison University. A member of the group
used her connection with the Office of International Programs in
order to reserve space on campus for donation boxes. As a result, the
group was able to place a collection box in five buildings at James
Madison University for about three to four weeks at the following
locations: Taylor Down Under, Warren Hall, Festival, Carrier Library,
and Suite 22 of the Office of International Programs. To promote the
Coat Drive, we posted flyers throughout the campus after receiving
stamp approval from Event Management Services, and we created a
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Facebook event for each week the Coat Drive was in session.
Image 2
7
Image 3
2.3 NEWS PUBLICATIONSThe group also contacted The Breeze, JMU’s school newspaper,
and Harrisonburg’s local paper, The Daily News Record, to inquire
about promoting the Coat Drive in order to engage and encourage
local residents to donate their new or gently-used coats. Although we
did not receive a response from The Breeze, the Daily News Record
ran a short blurb about the Coat Drive. As a result, two community
members in Harrisonburg dropped off some of their gently-used coats
8
at the Office of International Programs. A copy of the newspaper
article can be found at the end of this section.
Daily News-Record (Harrisonburg, VA)November 13, 2014
Section: News (Local)
Madison Coat Drive To Benefit Local Nonprofit ELAINA SAUBER
HARRISONBURG - James Madison University's Office of International Programs is sponsoring its first coat drive for HopeDistributed, a local nonprofit that provides food, clothing and furniture to low-income families in the community.
Raquel Suarez, a graduate student in the master's of public administration program and the coat drive's organizer, said she came up with the idea for the drive as a class project for her economic and community development class. The class is taught by professor Nicholas Swartz, the director of the recently opened Madison Center for Community Development.
"Through this class, I've definitely learned a lot about civic engagement, community engagement and engaged learning," Suarez said, referring to the three pillars of the Madison Center's strategic plan to make a difference in the community.Suarez, who is also a graduate assistant for the Office of International Programs, was able to get the office to sponsor the coat drive through her involvement there, as well as her experience in event planning and community outreach.She said she wanted to increase visibility for Hope Distributed, which has operated since 2004, both on campus and beyond "since they do a lot of great work for families struggling in the community."About 40 coats have been collected as of Tuesday, although Suarez hopes to collect 100 coats by the end of the drive.The coat drive is running until Dec. 4.Anyone interested in donating gently used coats can drop them off in the Office of International Programs located off Warsaw Avenue at 1031 Harrison St., Suite 22.According to its website, Hope Distributed has three "distinct branches of operation," which include its Food Pantry, Home to Home warehouse and Clothes Closet, where the donated coats will be sent.Those who qualify for the charity's services can visit its Clothes Closet every two months to receive four complete outfits of their choice.Contact Elaina Sauber at 574-6278 or [email protected]
Copyright (c) 2014, Byrd Newspapers, All Rights Reserved
Additionally, the Office of International Programs hosted a
Thanksgiving Potluck Dinner for JMU students, and the invitation to
the potluck asked students to donate any gently-used coats in the
spirit of Thanksgiving.
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In order to reach a larger audience, a group member contacted
the property manager of the apartment complex she resides in
(Lakeside Apartments) and asked to setup a collection box to continue
the Coat Drive in Charlottesville, VA. The collection box at Lakeside
Apartments ran for two weeks and during that time eight coats, five
sweaters, two scarves, one shirt, one pair of gloves, and one hat were
collected for Hope Distributed. These items will be part of the third
pickup scheduled for December 4, 2014.
The final day of the Coat Drive at all locations was on December
2, 2014. Since then, our group has successfully collected over 120
winter clothing items, 92 of which were coats. The following is a
breakdown of the number of items collected during the Coat Drive
and provided to Hope Distributed.
2.4 PICKUP
2.5 DATE 2.6 ITEMS
1 November 7, 2014 31 coats
2 shirts
1 pants
1 light sweater
2 November 20, 2014 47 coats
8 hangers
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2.4 PICKUP
2.5 DATE 2.6 ITEMS
3 December 4, 2014 14 coats
8 sweaters
4 hats
4 scarves
2 pairs of gloves
1 shirt
Table 1
3 BOARD ROLES
A nonprofit’s governing board is what can either make or break
the organization. In a recent conversation with a staff member from
Hope Distributed, it is clear that this nonprofit may benefit from re-
evaluating their board and its responsibilities within the organization.
By making improvements to their governing board, Hope Distributed
may improve the effectiveness and continue to further their mission of
improving lives within Harrisonburg and Rockingham County.
A part-time staff member at Hope Distributed recently shared
the current situation of their governing board. She stated that the
organization has a total of 10 board members, all of whom are
members of the church. Additionally, 8 of these board members
volunteer on a regular basis, and 5 volunteer twice a month. The
majority of Hope Distributed’s board is very active and engaged in the
organization’s everyday operations, which is ultimately necessary
when ensuring that a young, small nonprofit succeeds.
However, this staff member also mentioned Hope Distributed
wants to re-evaluate their current situation. Some of the individuals
who serve on the board are not helping the organization move
forward, and she hopes to encourage them to step down. In a small
nonprofit such as Hope Distributed, it is difficult to ask an individual
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to stop volunteering their time, even if they are not truly making a
difference. The following pages will include information about the
current board at Hope Distributed and how it may be improved.
3.1 LIFE CYCLE OF A NONPROFITMuch like living organisms, nonprofits go through a life cycle
with different phases that include: start-up, adolescent, mature,
stagnant, and defunct
(Boardsource 2010). Each
stage involves different
characteristics of an
organization. The future steps of nonprofit organizations dictate what
stage they will be included in, and whether they move forward in their
life cycle or remain in their current state.
In the case of Hope Distributed, it is in between the start-up and
adolescent phases of the nonprofit life cycle. A charismatic, visionary
founder and a hands-on organizational board characterize an
organization that is in the start-up phase (Boardsource 2010).
Additionally, a start-up nonprofit initially operates as an all-volunteer
organization (Ibid). Though Hope Distributed has two part-time
staffers, its board members are still very involved in running the
organization and volunteering their time to programs. They are not
Hope Distributed is in between the start-up and adolescent phases of the nonprofit life
cycle.
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fully in the start-up phase, but neither do they have all the
characteristics of an adolescent organization.
An adolescent organization is between its third and sixth year of
its existence, and has begun expanding its programs, hiring more
staff, and increasing its operating budget (Boardsource 2010). Hope
Distributed was established in 2004, and has been serving the
Harrisonburg community for 10 years. Though they have existed for a
loner time period than other nonprofits in this stage, they still embody
an adolescent organization. During this phase, Boardsource states
organizations, “undertake a formal self-assessment process to be sure
all board members are clear about their roles and responsibilities,
develop simple systems for gathering and using data about
programmatic outcomes, and incorporate all of this valuable
information into a strategic planning process” (2010). Hope
Distributed’s program and staff have expanded, but its board has
remained stagnant.
In order for Hope Distributed to move toward having
characteristics of a mature organization, they need to participate in
this board evaluation process, and continue to move toward becoming
an established name in the community. Boardsource states, “at this
stage, the board further reduces its operational role and increases its
policy, oversight, and fundraising role” (2010). By establishing these
4
separate duties, the staff and governing body will have the knowledge
and ability to move the organization forward. Additionally, “the
mature board continually assesses its own performance and modifies
its composition, roles, responsibilities, and structure to stay effective”
(Boardsource 27). By remaining dynamic in its operations, a mature
organization and governing board have the ability to continue to
provide services despite changing environmental circumstances.
3.2 BOARD EVALUATIONSIn Hope Distributed’s pursuit of becoming a mature
organization, it needs to initiate an overall board self-assessment, as
well as individual board member self-assessments. Boardsource
states, “Self-assessment can be particularly useful if the board is
exploring its roles and responsibilities... In the early stages of the
organization’s life, especially when the organization has hired staff
after having been largely volunteer-run” (2010). Hope Distributed’s
transition in creating increased programs and more involved staff
members is what has created this need for assessment. The following
tables are examples provided by Boardsource of self-assessment
surveys that may be utilized when participating in this process. These
examples are brief, and must be expanded upon to create effective
measurement tools:
Table 2: Board Self-Assessment Survey
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Does
Well
Needs
Work
Not Sure
Organization’s Mission
Do we use it as a guide for decisions?
Does it need to be revised?
Program Evaluation
Do we have criteria for determining program effectiveness?
Financial Resources
Do we understand the organization’s income strategy?
Do all board members participate actively in fundraising efforts?
Financial oversight and Risk Management
Does the budget reflect our strategic priorities?
Do we have a firm understanding of the organization’s financial health?
Relationship with the Chief Executive
Is there a climate of mutual trust and respect between the board and the chief executive?
Does the executive receive a fair and comprehensive annual performance review?
Board-Staff Relationship
Do all board members refrain from attempting to direct members of the staff?
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Do board and staff treat each other with respect?
Public Relations and Advocacy
Are all board members actively promoting the organization in the community?
Do we understand the organization’s public relations strategy?
Board Selection and Orientation
Does the board have the necessary diversity of perspectives and other resources needed?
Do new board members get an effective orientation?
Board Organization
Do board meetings make effective use of the time and talents of board members?
Do our committees contribute to the effective functioning of the board?
Table 2
* Table retrieved from Boardsource, The Handbook of Nonprofit
Governance (2010)
Table 3: Individual Board Member Self-Evaluation
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Yes No Not
Sure
1. Do I understand and support the mission of the organization?
2. Am I sufficiently knowledgeable about the organization’s programs and services?
3. Do I follow trends and important developments related to this organization?
4. Do I assist with fundraising and/or give a significant annual gift to the organization?
5. Do I stay informed about the organization’s financial health?
6. Do I have a good working relationship with the chief executive?
7. Do I recommend individuals for service to this board?
8. Do I prepare for and participate in board meetings and committee meetings?
9. Do I act as a goodwill ambassador for the organization?
10. Do I find serving on the board to be a satisfying and rewarding experience?
11. Do I attend at least 75 percent of board meetings during the year?
12. Write short answers to these questions:
a. What could the organization do to make my board service more productive and satisfying?
b. What could I do to make my board service more productive and
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satisfying?
Table 3
Table retrieved from Boardsource, The Handbook of Nonprofit Governance (2010)
Though boards are often reluctant to participate in evaluations,
it is a necessary step in moving the organization forward. Before
beginning this process, it is important for the board chair and
executive director to state why these assessments are taking place. In
the case of Hope Distributed, the purpose of the evaluation is to set
an established direction for the organization and its governing board.
It will answer the questions of what board members currently think of
their role within the organization, and will identify gaps that need to
be filled when continuing to move toward achieving the mission.
(Boardource 2010).
After the comprehensive board and individual board member
self-assessments are completed, Hope Distributed will be able to
address the strengths and weaknesses within the organization. These
strengths and weaknesses will show where the board can make
improvements, and where they can build on certain aspects of the
organization. One way for the board to make improvements is to
create an advisory council for board members who are performing
below the desired level. By weeding out ineffective or unproductive
9
board members, the organization may ultimately improve its
organizational oversight.
3.3 CREATING AN ADVISORY BOARDAn advisory council or board is, “a group that advises or
supports a nonprofit and its board and usually focuses on a specific
issue” (Boardcource 2010). Hope Distributed may benefit from
creating this type of board for members who have served a number of
years on the organization’s board, and who need to eventually be
phased out. This is an effective approach where board members are
not completely shut out of supervising an organization, but are not as
involved as being a member of the official governing board.
Boardsource states, “Through informal involvement, all former board
members can remain advocates and goodwill ambassadors for the
organization if the organization cultivates their willingness” (2010).
Though no longer directly involved in governance, members on the
advisory council will still be active volunteers and contribute to Hope
Distributed’s overall effectiveness.
Some of the members on Hope Distributed’s governing board
have been there since the organization was founded in 2004, and
show great dedication toward its mission. Despite their desire to
remain on the board, 10 years of governing service is much too long if
the organization wishes to continue to develop and produce
10
innovative, transformative ideas. Hope Distributed can still keep
these passionate individuals, however, by encouraging them to join
advisory councils, which may have a variety of responsibilities. They
may include councils that focus on fundraising, outreach, or public
relations, and continue to promote Hope Distributed’s mission of
providing the necessary service to people in the Harrisonburg
community (Boardsource 2010). Though these advisory councils do
not have authority to directly govern the organization, they have the
potential to continue to make a positive impact.
3.4 BUILDING A BOARDOnce Hope Distributed has addressed the current gaps and
needs within its governing board, it will be able to make effective
recruiting decisions in the future. Boardsource emphasizes creating a
diverse board, where its members may, “Promote exploration of a
wider range of ideas and options, reach forward-looking decisions,
and better represent community needs and interest… Boards that
include men and women with different skills and professional
backgrounds, ages, financial situations, and cultural and ethnic
backgrounds may be better positioned to steer the organization
through frequently turbulent environments than may boards whose
membership is more homogeneous” (2010).
11
This diverse board has a variety of expertise that governs the
organization in different ways including financial oversight,
fundraising, and public relations. By hiring individuals with these
types of skills, the governing board has the potential to make a
positive impact on the organization as a whole.
Reference:
Boardsource (2010). The Handbook of Nonprofit Governance. San Francisco, CA: Jossey-Bass.
4 FUNDING AND PARTNERSHIPS –
As part of this process, we determined that it is vital for Hope
Distributed to look at ways of diversifying fund raising opportunities.
From what we can tell, Hope Distributed has secured one grant in the
amount of $5,000. They have raised additional funds through
individuals, but have not been able to secure grant funding.
Our team has identified and met with a grant writer who has
agreed to work with Hope Distributed moving forward. We have
shared all the information we’ve been able to gather, and she has
been working to develop language that can be used as a template that
Hope Distributed can quickly adapt to future proposals and be able to
meet the needs of different grant applications. We have also identified
possible grant providers and have included that list in the folders
provided. In regards to cost, the grant writer will compose and submit
proposals on behalf of Hope Distributed and will only request
payment when a proposal is awarded. At that time she will invoice
Hope Distributed for 10% of the amount received.
In addition, we have identified several potential partners and
have reached out to several of them. They have already agreed to
meet with Hope Distributed and we are more than happy to help
arrange those meetings. A recommendation that came out of one of
these conversations is that Hope Distributed work with both a secular
2
and faith based partner. The reason, having a “lead” in each area
(secular/faith based) will help attract a more diverse audience willing
to support/fund the organization.
A final recommendation in regards to partnerships is that Hope
Distributed invest becoming a United Way certified organization. We
have met with the United Way to discuss Hope Distributed applying
for their certification, and have provided Hope Distributed with a copy
of the application. We recommend Hope Distributed meet with the
United Way as well as several of the organizations that are already
certified by the United Way to see if that certification makes sense for
Hope Distributed.
4.1 POTENTIAL PARTNERS FOR FUNDING, STORAGE, VISIBILITY
Gregory C. GodseySenior Vice PresidentHarrisonburg Commercial Market ExecutiveUnion First Market Bank440 South Main St.Harrisonburg, VA [email protected](540) 564-8280Fax (540) 432-1070
Cheryl MartinoRetail market managerUnion First Market Bank440 South Main St.Harrisonburg, VA 22801(540) 564-8280
Terry CunninghamSales RepresentativeInter Chage1346 Pleasants Drive, Suite 6Harrisonburg, VA [email protected]
Thomas Rea (rotary)Vice PresidentFirst Bank & Trust1880 E. Market St.Harrisonburg, VA [email protected]
Travis Vance (rotary)Wharton, Aldhizer, and Weaver, PLC100 South Mason St.Harrisonburg, VA [email protected]
Lori RemmelIndependent Grant Proposal
5 GRANTS
Hope Distributed has opportunities to look for grants in a number of
non-profit funded categories, including:
Hunger relief, Nutrition education/ innovation, Clothing and living assistance, and Organization capacity building.
Below are private foundations that could support Hope Distributed
programs for hunger relief efforts. Funding for nutrition education and
organization capacity building might be sought after further strategic
planning discussions with Hope Distributed to determine their future
direction, goals and commitment to those areas. Also, other state or
federal agency grants were not reviewed at this stage.
Bank of America Charitable FoundationApril 2015 proposal period
In 2013, provided $2.38 million in grants and matching funds in Virginia to support:
Jobs: Workforce development and education, Housing: Community development, and Hunger: Basic human services
Funding priorities for hunger relief:Providing access to critical food supplies and services to feed individuals, children and families
2
Hunger relief: Local food banks, soup kitchens, school- and after-school-based child feeding and nutrition programs, etc.
Food access: Food deserts, green/fresh food and produce availability, etc.
ConAgra Foods FoundationOngoing online application process that requires a letter of intent.
Grant range from $10,000-$75,000 - average grant is $35,000. Approximately 30 organizations will be invited to submit a full application for funding and 10-15 will be awarded a grant. Grants go to anti-hunger non-profit organizations that align with our purpose and goals:
Pursuing sustainable solutions that increase food security among children and help families maximize their food resources
Providing kids and families with innovative nutrition and food skills education that is culturally relevant and leads to behavior change
Enhancing organizational capacity and knowledge to serve more people in a more efficient way
Building a community of people who are passionate about ending child hunger and inspiring them to get involved
Food Lion Charitable FoundationMarch 15, 2015 for May 2015 Board grant reviewGrants are for requests of $2,500 and up.
Food Lion Charitable Foundation focuses its philanthropic giving on eliminating hunger and food insecurity in our communities. Organizations must be within a 25 mile radius of a Food Lion store in order to be eligible for grant consideration.
Walmart FoundationGrant application period is December 31, 2014. Grants can range from $250 to $2,500.
Community Grant Program
3
Walmart and the Walmart Foundation have identified four core areas of giving:
Hunger Relief & Healthy Eating, Sustainability, Women's Economic Empowerment or Career Opportunity
Altria Companies Employee Community Fundongoing grant application period
(formerly the Philip Morris Employee Community Fund or PMECF.
ACECF will provide funding to organizations in Illinois, Kentucky, Pennsylvania, Tennessee and Virginia, and will continue focusing in the following giving areas:
Domestic Violence Emergency Services Homelessness Hunger Relief Senior Services (including Adults with Disabilities) Youth Services (including Youth with Disabilities)
The Dominion Foundationongoing grant application period Grants range from $1,000 to $15,000
We are interested in learning about opportunities to support projects in the following areas:
Human Needs Meeting essential human needs for warmth, energy-efficient
shelter, food, and access to medicine and basic health care. Supporting emergency preparedness and relief in the wake of natural disasters.
Environmental Stewardship Protecting natural resources and helping non-profit
organizations make efficient use of energy. Education Fostering an understanding of energy in our economy and
helping develop the capacity of the future work force in the energy field.
Community Vitality
4
Fostering an appreciation of diversity, revitalizing neighborhoods, and ensuring a vibrant community life through support of cultural endeavors.
5.1.1 Storage Facilities All facilities have climate/ temperature control and security.
Harrisonburg Self Storage2557 E Market StHarrisonburg, VA(540) 318-1608
Mini Stor-It190 E Mosby RdHarrisonburg, VA(540) 246-0181
North Main Mini Storage1614 N Valley PikeHarrisonburg, VA(540) 434-1188
Stow Away Self Storage4068 Early RdHarrisonburg, VA(540) 908-2431
5.1.2 Trucking
Truck Enterprises, Inc.3440 S Main StHarrisonburg, VA(540) 564-6900
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Harrisonburg Motor Express1451 N Main StHarrisonburg, VA(540) 434-4485
V & M Trucking205 Charles StHarrisonburg, VA(540) 433-2484
Southeastern Freight Lines241 Blue Ridge DrHarrisonburg, VA(540) 801-0690
Truck & Equipment Corporation Mac3640 S Main StHarrisonburg, VA(540) 434-2557
Dean Brothers Inc1358 N Main StHarrisonburg, VA(540) 433-8873
5.2 EXAMPLE GRANT PROPOSAL:
Hope Distributed – Harrisonburg VA
Proposal to _______
SUMMARY
Organization
Hope Distributed CDC
1871 Boyers Rd.
Harrisonburg VA 22801
EIN:
Staff
Sam Montanez, Founder & Director
Lyn Hill
Jenny Meadows
Phone: (540) 578-3510
E-mail: [email protected]
Funding request
$20,000
Description
Hope Distributed is a nonprofit corporation in Harrisonburg, Virginia, in accordance with Virginia Code Chapter 10 Title13.1. Established in October of 2004, Hope Distributes has served more than 18,878 displaced individuals, or those struggling financially that have experienced unexpected change in their life circumstances.
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The four distinct branches of operation include Food Distribution, Clothing Distribution, Home Furnishing Distribution, and Financial Education.
To-Date Hopes Distributes has provided 375,000 pounds of food through three methods. The Food Pantry, open to the public every Thursday from 3:30 to 5:30 p.m. and the first, second, and third Saturday of each month from 9:00 to 11:00 a.m., provides a variety of perishable and nonperishable items. Meat, produce, bakery, canned and dry goods are packed and provided to our clients. Food is also distributed via Hope on Wheels a mobile food pantry. Delivering to shut-ins and disabled individuals on a monthly basis, this program reduces the risk of hunger among some of the most vulnerable in our society. Hope on Wheels also makes a distribution of food in low-income neighborhoods throughout the city four times a year. And finally, Partnering with the schools of Harrisonburg and Rockingham County, Hope for Kid’s is a discreet School Pantry program designed to provide boxes of nutritious food and snacks for children and their families.
The Clothes Closet provides new or gently used clothing to families and individuals who are in need. Everyone who qualifies is welcome to visit our facility once every two months to receive four complete outfits of their choice including shoes and accessories according to the season of the year.
Home To Home is a communal warehouse with furniture and household items, for distribution to single mothers starting a new household, victims of house fires or natural disasters, or people who have been displaced or relocated, helping them to obtain the essential household items to restart their new home.
Hope Distributes also provides classes to help clients understand value and life goals along with financial recordkeeping and management. The key to it all is figuring out a spending plan that works for you and your family toward financial stability. There is a 1-hour meeting to help you understand the benefits of planning and a subsequent one on one appointment with a Financial Education
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Volunteer to assist you in figuring out a spending plan that works for you.
Annual Projected Budget
$
Program Expansion Start-up Costs
$
Fiscal Calendar
January 1 to December 31
Additional information
Lori Remmel, Grant Administrator
Phone: (540) 908-8834
E-mail: [email protected]
BACKGROUND
For the last 10 years Hope Distributes has served 22,731 individuals with a 140 volunteer workers and two volunteer part-time program administrators.
CAPITAL PRIORITY
A salaried full-time employee, small refrigeration truck & refrigeration warehouse space
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MISSION, CORE VALUES, PROGRAMS and OUTREACH
The mission of Hope Distributed is to provide and promote social well-being to the citizens of Rockingham County and surrounding localities by providing relief to low-income individuals and families with food and clothing in a dignified and respectful manner.
Hope Distributed CDC has two part-time positions, and employs 140 volunteers from two local colleges, and a neighboring church.
Two aging trucks and limited storage space provide the four branches of operation, Food Distribution, Clothing Distribution, Home Furnishing Distribution, and Financial Education.
ECONOMIC IMPACT
Approximately 31% of Harrisonburg residents live at or under the poverty line. Although family members may be employed, Free & Reduced Lunch Program through the public schools increases every year. Hope for Kids eases the risk of child hunger, reducing the threat to their health, growth, and development. The City of Harrisonburg and Rockingham County Virginia has 11,642 children in the school system. Of these children 7,974 are eligible for the free or reduced lunch program. These children belong to families that do not make enough income to supply the nutritious food they need. Often these children go home and the only nutritious meal they eat is in school, especially during the cold winter months when parents often have to decide between paying the bills and buying groceries.
Hope on Wheels benefits the elderly and shut-ins
CASE STATEMENT
Currently regularly scheduled volunteers drive trucks to collect donated goods on Tuesday, Thursday, Saturday, and Sunday.
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Volunteers also pack dry food and produce from Wal-Mart and other collection sites to be disbursed on Thursdays, and first through third Saturdays. Governmental reports are also filled out and submitted. Separately, volunteers are scheduled for the clothes closet, home furnishing delivery, and financial counseling.
STRATEGIC PLAN FOR FUNDRAISING
Funding for Hope Distributed CDC Source Amount
Corporate & Community Organization Sponsors
Private funds
In-Kind Services Land for Additional warehouse space -
Total
Walmart has contributed $20,000 plus $____ in goods and services annually over the past two years. Wells Fargo donated $5,000 in 2013 for __________. Hope Distributed requests $__,000 from ________ to support the ongoing programs with a permanent, full-time employee, additional warehouse space with refrigeration, and a medium size refrigeration truck.
ENCLOSURES
Strategic Plan Operating Budget
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Financial Statement Board Members IRS Tax Exemption 501(c)3 Letter
6 BEST PRACTICE ON FUNDRAISING FOR HOPE DISTRIBUTED
Today’s fundraising landscape is complex and changes quickly.
To navigate in this new world, we need to follow best practices, share
our experiences, and benchmark our results (Andresen et al., 2012).
Although there are many methods of raising money, such as grants,
direct mail, and individual giving, several other strategies on
fundraising aim to fill the gaps where the classic methods have
started to fail some local non-profit organizations and those
fundraising sources run dry. In this section, four practical and viable
fundraising best practices will be introduced to Hope Distributed for
future reference. These best practices are: special events, the
development of a “Donate” button and thank you call, minor donor
groups, and prioritize Year-end fundraising.
6.1 SPECIAL EVENTSSpecial events can play an important role in increasing an
organization’s visibility as well as raising money for the non-profit
organization. In this paper, we introduce two special events that are
considered viable for Hope Distributed.
6.1.1 Turkey DinnerAll Faiths Food Bank is a hunger relief regional non-profit
organization that distributes supplies to 195 non-profit agencies,
pantries, soup kitchens, churches, community centers, schools and
programs that offer hunger relief. As a special event, they host a
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“Turkey Dinner” which aims to provide those people in need with
turkey or thanksgiving related foods for them to celebrate with family
and friends during Thanksgiving. Hope Distributed could possibly
adopt the idea of Turkey Dinner in the coming fiscal year to provide
something special on special occations.
Additionally, instead of giving turkeys directly to the public,
Hope Distributed could have their volunteers sell Turkeys to those
people who are not in need of public food before Thanksgiving Day in
order to raise some money for itself. The sale can be conducted from
either Hope Distributed webpage or Facebook page; on campus or
even outside the supermarket. Since these foods are likely to be
provided by local sponsors for free, Hope Distributed can sell them to
the customers at a discounted price. Importantly, Hope Distributed
can put out posters and state that all money received will be used to
help our neighborhoods. So that, any potential customers might be
more interested in buying from Hope Distributed with the mindset
that, while purchasing, they can help others in the community. In that
way, both goals of raising money and gaining visibility can hopefully
be met.
6.1.2 Christmas Drive Samaritan’s Purse organization collaborated with Chick-fil-A to
run a program which collects shoeboxes full of gifts for international
distribution to children who live in Third World countries (Daily News
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Record, 11/12/2014). The hosting collection night at the restaurant
was a way to get new people involved by providing tangible incentives
to all participants. The incentives include a free voucher for chicken
sandwich provided by Chick-fil-A and a free movie for kids provided by
Veggie Tales.
Hope Distributed is currently receiving food supports from Food
Lion and Walmart, they then distribute those foods to the public on a
regular basis. It is also recommended that Hope Distributed
collaborates with its local providers to attract more citizens engaging
in Hope Distributed by providing incentives such as those that have
been adopted by Samaritan’s Purse organization. It could work in a
way that whoever brings gifts, such as a decorative Christmas tree or
a new pair of shoes, can obtain a voucher to purchase or receive a gift
from these local providers’ stores.
6.2 “DONATE” BOTTOM When people wanted to do something but did not act right away,
the subsequent result would be that they have forgotten about it later.
Braun (2014) says that visibility is essential to an organization, but it
does not necessarily lead to direct funding or support. While we try
hard to make Hope Distributed more visible in our community, we
also need to make sure that Hope distributed does not miss any
potential donors, irrespective of how much contribution they are
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going to make. It is important that we give them the opportunity to
convert their instant desires to donate, which probably would
disappear shortly if were not acted on, into actions.
We have realized that Hope Distributed website does not
contain any “Donate” equivalent button for people to make a
donation. The single most wasted resource on earth is human
intention (Braun, 2014). People probably have a strong desire to help
or donate at the moment when they visit the website, but fail to do so
because there is no convenient way to act immediately. The fact that
Hope Distributed does not have an easy and effective mechanisms to
convert that intention into action might turn some potential donors
away. In other words, people who want to make a donation might be
discouraged to donate by the fact that they have to take the extra step
of making a phone call to Hope Distributed first, with no guarantee of
instant response.
6.3 THANK YOU CALLIn addition, a few more volunteer or staff may be required to
follow up immediately on any
interest in Hope Distributed or
send our regards to any
donation made. It is possible
that their desires to help
In fact, there is a direct relationship
between thank-you calls and the following
year’s donation amount — donors who
received thank-you calls give 40 percent
more in the following year.
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might fade away within days or hours if no subsequent response is
given to them. There is a classic example in the charity industry. A
number of years ago, Penelope Burk, president of Cygnus Applied
Research, Inc., wrote about the importance of thank-you calls in
retaining donors. Through research, the president found that when
nonprofits call new donors to say “thank you”, those donors feel
significantly more valued and reward the organization with increased
loyalty and money.
6.4 MINOR DONOR GROUPSUndoubtedly, major donor groups are extremely helpful in a non-profit
organization. They are the significant attributors for an organization
to raise a substantial amount of money. The definition of major donors
varies for each organization, and it depends on the size and years of
establishment of that organization.
However, what we advocate here is minor donor groups. Using
minor donor groups to target those people who give small amount of
money per year have three advantages. First, these small fund-givers
are likely to stay supportive with one organization because of their
limited financial ability. Second, they are likely to make donation to
the non-profit organization at a consistent level each year. Third,
since they are growing with the organization year by year, they might
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feel that they are connected to the organization, and thus become
loyal volunteers which would consolidate the volunteer-base for that
organization.
6.5 PRIORITIZE YEAR-END FUNDRAISING The Figure 1 below shows a donation pattern by tracking annual
donations in the years of 2011, 2012, and 2013. The figure indicates
that 30% of all online donations are made in December and 10% of all
annual giving happens in the last three days of a year. On the very
last day of the year, online fundraising should be focused during the
period between 12pm and 7pm. Focusing fundraising on December
each year, according to the researches, could probably help Hope
Distributed to reach a more satisfying outcome. However, it does not
mean that we do not need to put effort on fundraising throughout the
rest of the year, indeed, it means we just need to be more proactive
during these periods of a year.
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Image 3
Image 3. networkforgood.org/digitalgivingindex
References:
Andresen K., Stepno, B. M., Braiterman A., Brigida D., Davis M., Golden C., Krackeler T.,
McLaughlin S. U., Swank K., Weeden C. (2012), Best practices for Fundraising Success Diversifying Giving Channels. https://www.blackbaud.com/files/resources/7-12.desktop.book.web.pdf
All faiths food bank URL: http://www.allfaithsfoodbank.org/Braun A. (2014), The promise of a pencil: how an ordinary
person can create extraordinary change. Mantra 21: 172-173.
Penelope Burk, Cygnus Applied Research, Inc. History of Direct Mail, Direct-Mail.org,
Duneroller Publishing, http://www.direct-mail.org/history3.htm
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Daily New Record – Harrisonburg 11/12/2014.
7 TRANSPORTATION/POPULATION SERVICED
7.1 NEEDThere are two aspects of best practice that can be immediately
drawn into use to effectively reach those n need in the
Harrisonburg/Rockingham area. The first is the total amount of food
needed in the area reached by Hope Distributed. Within the city of
Harrisonburg there are an estimated 9,060 food insecure individuals
(Feeding America). This number expands with the addition of the
6,690(1) (Feeding America) food insecure individuals in Rockingham
County to total 15,750 in the surrounding areas. This leads to a great
amount of need that Hope Distributed, as well as other food pantries
in the area, can address.
According to an informational packet published by River Bend
Food bank, a member of Feeding America, “It is difficult to predict the
exact amount of non-governmental food aid that must be distributed
in a given area to achieve our goal, but to make an approximation, use
the following formula:
Need = (number of people living at or below the poverty
line) x 234 lbs. of food aid per year.”
While River Bend is very careful to say that this is an approximation of
the total need, having a tangible number of pounds of food needed,
even as an approximation, will make the issue of food insecurity real
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for some donors, potentially increasing their awareness of the issue in
Harrisonburg and Rockingham County. The calculation is very simple:
15,750 Food insecure individuals * 234 LBS = 3,685,500
LBS of food needed every year.
We can imagine an advertisement comparing the 3.7 million pounds of
food needed to some everyday object to make this “real” in the eyes of
the community.
7.2 LOCATION There are 6 food pantries that are listed on
http://www.foodpantries.org/ci/va-harrisonburg, which is the first
website that returns under the Google search, “Harrisonburg food
pantry.” These food pantries can be located on the map created
below.
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Image 4
A few facts immediately are seen with this map.
Hope distributed is the only food pantry in the surrounding area
outside the city limits of Harrisonburg
Hope distributed is the only food pantry outside the downtown
area
As seen with the below map in comparison with the map above,
Hope Distributed has an easily accessible location to the surrounding
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area with the highest poverty rate according to City-data.com. This
gives Hope Distributed a unique opportunity in its location to serve a
large percentage of the impoverished community.
Image 5
7.3 TRANSPORTATION
Another important aspect of location is transportation. The
Harrisonburg Department of Public Transportation route 6 gives those
without access to their own transportation sources the ability to
access Hope Distributed’s current location every hour. This access
still requires walking as the closest bus stop is still a distance away.
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The current location of Hope Distributed is situated excellently
to reach those in the most need in the city of Harrisonburg. It has
strength in the ability for those without their own transportation to
access the location, as well as servicing an area not serviced by other
food pantries.
One potential partnership that could be formed is that between
Hope Distributed and the Harrisonburg Department of Public
Transportation. Route 6 already runs through the area and comes
close with the stop at the hospital. There could be a request to extend
the bus route to allow for easier access to Hope Distributed for those
without transportation.
7.4 HOURS
Below are the area food banks and their hours of operation.
Table 4
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From the chart above there are obviously two food pantries with
more hours than Hope Distributed. As the volunteer base for Hope
Distributed expands one change that could easily be made is the
expansion of hours. Expanding Saturday hours, in which most people
who volunteer will be free, will allow for more individuals in need to
access the pantry.
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References:
Gundersen, C., E. Engelhard, A. Satoh, & E. Waxman. Map the Meal Gap 2014: Food Insecurity and Child Food Insecurity Estimates at the County Level.
"Harrisonburg, Virginia (VA) Income Map, Earnings Map, and Wages Data."Harrisonburg, Virginia (VA) Income Map, Earnings Map, and Wages Data. Web. 04 Dec. 2014. <http://www.city-data.com/income/income-Harrisonburg-Virginia.html>.
8 APPENDIX
8.1 IMAGES/TABLES
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8.2 PICKUP
8.3 DATE 8.4 ITEMS
1 November 7, 2014 31 coats
2 shirts
1 pants
1 light sweater
2 November 20, 2014 47 coats
8 hangers
3 December 4, 2014 14 coats
8 sweaters
4 hats
4 scarves
2 pairs of gloves
1 shirt
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Does
Well
Needs
Work
Not
Sure
Organization’s Mission
Do we use it as a guide for decisions?
Does it need to be revised?
Program Evaluation
Do we have criteria for determining program effectiveness?
Financial Resources
Do we understand the organization’s income strategy?
Do all board members participate actively in fundraising efforts?
Financial oversight and Risk Management
Does the budget reflect our strategic priorities?
Do we have a firm understanding of the organization’s financial health?
Relationship with the Chief Executive
Is there a climate of mutual trust and respect between the board and the chief executive?
Does the executive receive a fair and comprehensive annual performance review?
Board-Staff Relationship
Do all board members refrain from attempting to direct members of the staff?
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Do board and staff treat each other with respect?
Public Relations and Advocacy
Are all board members actively promoting the organization in the community?
Do we understand the organization’s public relations strategy?
Board Selection and Orientation
Does the board have the necessary diversity of perspectives and other resources needed?
Do new board members get an effective orientation?
Board Organization
Do board meetings make effective use of the time and talents of board members?
Do our committees contribute to the effective functioning of the board?
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Yes No Not
Sure
1. Do I understand and support the mission of the organization?
2. Am I sufficiently knowledgeable about the organization’s programs and services?
3. Do I follow trends and important developments related to this organization?
4. Do I assist with fundraising and/or give a significant annual gift to the organization?
5. Do I stay informed about the organization’s financial health?
6. Do I have a good working relationship with the chief executive?
7. Do I recommend individuals for service to this board?
8. Do I prepare for and participate in board meetings and committee meetings?
9. Do I act as a goodwill ambassador for the organization?
10. Do I find serving on the board to be a satisfying and rewarding experience?
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11. Do I attend at least 75 percent of board meetings during the year?
12. Write short answers to these questions:
a. What could the organization do to make my board service more productive and satisfying?
b. What could I do to make my board service more productive and satisfying?
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