Our Vision, Today’s Reality and Tomorrow’s GoalsBoard of Directors, June 27, 2011

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TODAY’S PRESENTATION

MADA Overview

Client Services

Operations & Support

Board Committees & Projects

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OVERVIEW: MADA AT A GLANCE Registered Canadian charity since 1993 Our new charter defines us as a humanitarian

organization Largest food bank distributing directly to individuals in

Quebec and the largest kosher soup kitchen in Canada Provides clothing, furniture and other basic necessities to

people in need All services free of charge Volunteer-based; relies on public support to provide

services

MADA has evolved from a small neighbourhood centre to Montreal’s central address for fighting Jewish poverty

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OVERVIEW: OUR MISSION

To identify, reach out and help people in need with the basic necessities of life while preserving their dignity and helping them to become self-sufficient members of our community

To promote a sense of one caring family within our community

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OVERVIEW: OUR PHILOSOPHY

Provide a caring, family-like atmosphere

Regard recipients and donors as patrons

Prevent recipients’ temporary setbacks from becoming a permanently-impoverishing situation

Encourage recipients to become volunteers as a first step towards entering or re-entering the work force

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OVERVIEW:FOOD OPERATIONS

FOOD BANK

CAFETERIAS- Main Cafeteria

- 3 Satellite Cafeterias- Mobile Cafeteria

TAKE-OUT & HOME DELIVERIES

New Shabbat-To-Share program

COMMERCIAL KITCHEN Services cafeterias, takeout & home deliveries, community

holiday celebrations

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OVERVIEW:OTHER ASSISTANCE

CLOTHINGGently used clothing depot

New clothing store for a dignified “shopping” experience

HOME FURNISHINGS DEPOTNew and gently used furniture,

appliances and household goods

SOCIAL & CULTURAL ACTIVITIES*

CRISIS INTERVENTION& REFERRALS

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CLIENT SERVICESHelping families and individuals in a dignified manner

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OUR SERVICES – LIFE’S BASIC NECESSITIES

FOOD BASKETS HOT MEALS

CLOTHING FURNITURE

COUNSELING SENSE OF COMMUNITY

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Cafeteria3 Satellite Cafeterias

Serving 500

meals/day in total

FOOD ASSISTANCECAFETERIAS – TODAY’S REALITY

3 meals a day, 7 days a week, 365 days a year

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FOOD ASSISTANCEMOBILE CAFETERIA – TODAY’S REALITY

2009 – 2010: 3 locations were

served daily

2010 – 2011: These 3 locations

expanded to indoor cafeteria

service

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FOOD ASSISTANCEHOT MEALS: OUR VISION

1995 2008 2009 2010 20150

100,000

200,000

300,000

400,000

500,000

600,000

15,000

144,400168,800

186,000

550,000

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FOOD ASSISTANCEWHAT’S IN OUR FOOD BASKETS?

Pasta products & Rice

Jam/peanut butter

Oil Canned Fish Breakfast cereal Flour

Coffee Tea Mayonnaise Canned fruit & vegetables

Sugar Salt

Tomato Product Dry and canned soups

Fruit Juices Beans & Legumes

Baby Food Diapers & Baby Wipes

Soap Toilet Paper and Paper Towels

Shampoo Deodorant Toothpaste and toothbrushes

Laundry Detergent

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FOOD BASKETS – OUR VISION

2005 2008 2009 2010 20150

20,00040,00060,00080,000

100,000120,000140,000160,000

8,40024,000

30,300 43,500

150,000

2005 2008 2009 2010 2015 $-

$100 $200 $300 $400

$35 $150

$200 $225 $350

Value in CAD$

Number of Food Baskets

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CLOTHING DISTRIBUTION – TODAY’S REALITY

20+ bins for used

clothing & personal items – recycled

and shipped overseas

1 bin in MADA is

sorted for distribution in the clothing depot

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CLOTHING STORE – TODAY’S REALITY

In 2009, the MADA clothing store was

added to our line of services

Poses as a store front, without MADA’s name

Open 6 days a weekHas a large storage

space

Patrons are invited to use complimentary gift certificates to

receive new clothing for the entire family

1 program worker collecting

donations in-kind; 1 PT Development

Manager

Store Staff: 3-4

program workers

1 Store Manager;

1 PT Administrato

r

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PEOPLE WHO BENEFIT FROM OUR CLOTHING SERVICES – OUR VISION

2005 2008 2009 2010 20150

1000

2000

3000

4000

5000

6000

7000

8000

9000

10000

200

2,6503,300

4,000

9,000

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HOME FURNISHINGS DISTRIBUTION – TODAY’S REALITY

Corporate Donors

supplying new furniture

Community-wide donations of used items

Email process limits donation

of unusable items

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PEOPLE WHO BENEFIT FROM OUR FURNISHINGS DEPOT – OUR VISION

2005 2008 2009 2010 20150

1000

2000

3000

4000

5000

6000

300

1,5501,900

2,200

5,000

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COMMUNITY: HOLIDAY CELEBRATIONS

The kitchen staff spends the immediate 10 days before the holiday preparing the meals

The Food Security team spends the week before

focusing on fresh produce, and the month before on targeted

donations in-kind

PR & Marketing must reach donors & volunteers to garner

support

We must also reach prospective clientele to

expand our net of recipients, all the while maintaining their

dignity

Every 6 months, MADA focuses on preparing 2,000 meals for 9 locations, 2-4

weeks prior to the holiday

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INTAKE ASSESSMENTCARING FOR THE COMPLETE PERSON Intake counsellors evaluate patrons’ needs with

sensitivity and caring. When people are referred to MADA for a specific service, the counsellor may identify additional urgent needs.

Patrons are given written requisitions to access suitable services at MADA.

Security cards are given to patrons who require cafeteria services.

We work closely with various organizations, Agence Ometz, rabbis, CLSCs, hospitals, shelters and the justice system to ensure that patrons who require special services are able to access them.

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OPERATIONS & SUPPORTHow do we do it all?

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MADA OPERATIONS & SUPPORT: The following departments support the delivery of the above-mentioned

services: Commercial Kitchen Donations In-Kind and Fundraising

Food & Product Donations Clothing Donations Private (person) Solicitations

Supply Chain Management Pickup and Transport Warehousing, Packaging and Distribution

Human Resources Government Program Management Staffing Volunteer Management

Technical Administration Office Administration Finance Project Management & Event Coordination

COMMERCIAL KITCHEN: TODAY’S REALITY

Staffing 1 chef, and a spectrum of volunteers preparing

full-course meals fresh every day

Raw Materials Food security works to obtain the lowest prices

possible while maintaining quality standards The kitchen is the Food Bank’s #1 client for

fresh produce and cooking ingredients

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DONATIONS IN-KIND: THE PROCESS

Research, Cold Call, and Cultivate relationships with manufacturers and distributers

Garner donations of products – large majority of companies donate because of “business sense”

Evaluate products being offered

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REASONS WHY COMPANIES DONATE...

Good Will Surplus inventory

Products with cosmetic or production

errors

Obsolete promotional or seasonal items

Sample itemsProducts that are near code

dates

Bulk and foodservice

sized product

Imperfect or underweight packaging

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65%

30%

5%

Smaller Distrib. & Manufacturers

Moisson Montreal

Large Manufacturers & Food Chains

DONATIONS IN-KINDTODAY’S REALITY

There is a frequent product exchange

with Moisson Montreal

60% of donations come from outside of Montreal (90%

of these donations are from Ontario)

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A very small portion of the donations come

from large companies and food chains

The food security team lacks contacts in major

food manufacturers (many of which have

the capacity to regularly donate enormous

quantities)

YOUR INPUT WILL MAKE A DIFFERENCE IN OBTAINING SIZEABLE DONATIONS

DONATIONS IN-KINDTODAY’S REALITY

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FOOD SECURITY: OUR CHALLENGE

2009

• 1 full-time staff member collected donations in-kind

2010

• 3 full-time staff

2011

• 3 full-time and 2 part-time, likely to expand

2015

• 10 full-time food security managers

This number is likely to decrease as the board assists with providing contacts in

large food companies

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FUNDRAISING: TODAY’S REALITY

Government Grants

Events

Foundations & Organizations

Government Work Programs

Mailing

Private Donors

Sources of limited funding

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FUNDRAISING BUCKETS

$2M Annual Operating

Budget

Ongoing Projects• Rosh Hashanah• Passover• Food Drive

New Projects• Shabbat to Share• New Warehouse

Events – Masterpieces

for MADA

Exception-Based: Urgent

Appeal Campaign

UPCOMING….Capital Building

Campaign

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FUNDRAISING- CHALLENGES

HR Challenge

s

Limited staff dedicated to fundraising

This staff must multi-task and

cover additional

responsibilities

Software Challenge

s

Working with Approach

Evaluating new software

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PICK UP AND TRANSPORT: LOCAL PICK UPS

2 HINO Trucks, 2 Vans travel throughout

Montreal, and as far as places like Boucherville,

Laval for In-Kind Donations

Logistics:• Incoming pick-up requests from

Food Security Team, Clothing Fundraiser, Furniture Donors, Corporate Donors, Private Donors

• A custom software for managing pending pledges, completed pickups, staff of drivers, fleet of vehicles

Maintaining a Fleet of 12 Vehicles – Trucks, Vans,

Automobiles, Mobile homes

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LOCAL PICK UPS - CHALLENGES

All incoming merchandise is

routed to its destination on as-

it-comes basis

Limitations in tracking &

feedback on incoming

merchandise

Unreliable drivers

Constant Vehicle Repair• Refrigerated Truck• Mobile Home• Used Cars

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TRANSPORT FOR IN-KIND DONATIONS – OUT-OF-TOWN PICK UPS

Evaluate Cost-Benefit of each donation

5O% discounted transport from Ontario

Developing transport from USA

Currently unable to cost-effectively transport shipments from Western Canada

Possible synergies with Robert Transport via Moisson Montreal

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WAREHOUSING 2005-2009 SNAPSHOT

Incorporated 2,000 ft2 Food Bank Operation from MERCAZ

Plaza Cote des Neiges Warehouse was 1 central point of receiving goods, sorting, repackaging and distribution

Grew to 6,000 ft2 and full capacity of 275 pallets, including 1,000 ft2 of refrigerated / frozen space

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WAREHOUSING – 2010

2 Points of Receiving

MADA relied on donated & borrowed

warehousing

A constant flow of traffic between

several locations

$1,000s of dollars and hours of

overtime from staff to relocate warehouses

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WAREHOUSING – TODAY’S REALITY

A new 20,000 ft2 leased

warehouse

1,500 pallet capacity for dry products

Projected 150-200 pallet

capacity for cold storage

Neighbors with Moisson Montreal

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WAREHOUSINGSTORAGE CAPACITY – OUR VISION

2005/2006

2008/2009

2010/2011

2011

2015

0 5,000 10,000 15,000 20,000 25,000 30,000 35,000

2,000

6,000

6,000

26,000

30,000

+ Borrowed Storage

Warehouse Space in

Square Feet

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PACKAGING

Items donated in

bulk are repackaged

for distribution to clients

Flour

Rice

Sugar

Dried Fruit

Granola

Oats

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DISTRIBUTION

Made-to-order food baskets

Several need-based categories of clients

Higher-need and larger families receive more support

Distribution calculations determine the amount available for the kitchen, and each category of client

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DISTRIBUTION:SAMPLE ORDER SHEET

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DISTRIBUTION:A TYPICAL WEEK’S CLIENTS

Daily Orders to the Kitchen Food Baskets Weekly Deliveries

Non-Kosher Food Baskets

Jewish Organizations – Schools, Camps,

Shuls

Community Organizations –

Moisson Montreal, Old Brewery

Mission

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58 Individuals on Payroll*

• 17 FT Paid Staff• 4 PT Staff• 14 Government Subsidized Workers• 23 Government Funded Workers*

30 Ongoing Regular

Volunteers

A constantly changing

pool of YMCA community

service “volunteers”

HUMAN RESOURCES MAKE UP

*Some are paid directly by the Government, not MADA

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MANAGEMENT HR – ORG CHART

Executive Director

Assistant Directors

Director of Operations

Food Security Team

Food Bank Mgmt

Warehouse Staff

Finance Kitchen Staff Departmental Managers

Project Managers

Conventional Volunteers

Handicapped & Disenfranchised

Minimal Paid Staff

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OPERATIONS HR – ORG CHART

Moshe Hirschhorn Dir.

Operations

Food Bank Food Security

Roni Alkobi Food Security

Manager

Daniel Amar Food Security

Manager

Samuel Stenge Food Security

Manager

Ossy Kashkash Food Security

Manager

Jennifer Auger Food Security

Manager

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FOOD BANK HR– ORG CHART

Moshe Hirschhorn Dir.

Operations

Food Security

Robert Guttman Client

Service Manager

Warehouse 2 Manager

Yoni Hetsroni Food Bank Manager

DanielleSorting & Stocking

Danielle Women's Clothing

Ursula Men's Clothing

Mike Krivorot Client Service

Shlomo Warehouse Manager

Brad Warehouse

Support

Jeff Warehouse Support

Phillip Lemay Warehouse

Support

Sheldon Inventory Control

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COMMERCIAL KITCHEN HR– ORG CHART

Rivkah Cohen

Anatoli Head Chef

Stock boy Runner Volunteer Volunteer Volunteer

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OPERATIONS SUPPORT HR– ORG CHART

Avishay Rebibo Operations

Support

Samuel Oukinin Grounds &

Maint.

Janitor Janitor Janitor

Driver Driver Driver

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MADA’S HR – TODAY’S REALITY

Challenges We Face Program volunteers are not always reliable High turnover leads to constant recruiting and

retraining Pushes managers down a level – They are

frequently held back on their own projects Staff needs more training

Constant Growth in Services & Programs More Volunteers are needed More qualified people are needed More job offers More training

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HR - GOVERNMENT PROGRAMS

Program Administration

Researching new

opportunities

Applying for Grants

Employee Applications

Reporting on Employees Work and

Skills Learned

Reporting on Project

Summaries

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HR – STAFFING DEMANDS

Assistant Director tracks staffing needs of each department

and matches available labor

Biggest Demand – Warehouse/ Food Bank, Kitchen, Cafeteria, Shabbat-to-Share

Biggest Supply –

Community-service hours,

government programs for

mentally/ emotionally challenged

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HR – CLASSICAL VOLUNTEERS

Typical Voluntee

r Positions

• Serving meals

• Cutting, Peeling fruits and vegetables

• Serving produce, food baskets

• Student class projects

• Rosh Hashanah and Passover

• Shabbat-to-Share boxes

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TECHNICAL ADMINISTRATION

• 24/6 Technical support• Network, Hardware and

Software Maintenance – Offices @ 6700 CDN, 6600 CDN, 6880 Cote de Liesse

• Web site design and maintenance

• Social Media Administration – Facebook, Twitter

1 Part-Time IT Staff Member

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OFFICE ADMINISTRATION

Reception & Admin Data Entry

Fundraising Support - Mailings

Donations and Receipt Processing

Clothing Store Administratio

n

Event Coordination

Public Relations Finance Purchasing

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FINANCE

Donations and Receipt Processing

Administer Payroll

Provide data to chartered accountantMaintain hardcopies of transactions

Revenu Québec Administration

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EVENT COORDINATION

Planning & Logistics

Fundraising, Ad BookVolunteer/Committee

CoordinationLiaison with Community’s

SchoolsMarketing and Advertising

Day-of-Event Management

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BOARD COMMITTEES & PROJECTSAdvancing the Future of MADA

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COMMITTEES GOALS

Reach out to as many recipients, donors and

volunteers as possible to create a sense of one

caring family, community-wide

Preserve MADA’s unique culture, which is based on the vision of the

Lubavitcher Rebbe – do everything you can to help your fellow friend

Increase and enhance service

Create financial transparency

Increase efficiency in labor, donations and

time

Develop regulations to implement

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Board of Director

s

Marketing, Public

Relations & Promotions

Audit

Development: Fundraising

Development: Donations

In-Kind

Management

Volunteers 

OUR VISION - DEPARTMENTS WILL BE ASSISTED BY 6 COMMITTEES

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SUBCOMMITTEE: MARKETING, PUBLIC RELATIONS & PROMOTIONS

Enhance MADA’s image, including communications with the press.

Identify potential donor and client markets

Promote MADA's services to these markets and to the community at large

Create networks and tools, utilizing traditional and social media

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SUBCOMMITTEE: AUDIT

Ensure accurate tracking, monitoring and accountability for funds

Help to prepare budgets and business plans

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SUBCOMMITTEE: FUNDRAISING

Create new ways, methods and events to raise funds

Lobby federal and provincial offices

Identify and solicit funds from other external sources for MADA’s ongoing services and for capital campaigns

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DEVELOPMENT: DONATIONS IN-KIND SUBCOMMITTEE

Create a network to identify manufacturers and solicit donations

Develop public awareness for donations in-kind

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SUBCOMMITTEE: MANAGEMENT

Review and suggest methods to improve efficiency of operations and for recruiting and training personnel

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SUBCOMMITTEE: VOLUNTEER

Develop a strong awareness and involvement in community needs through MADA’s programs

Recruit a network of volunteers to join and help develop the “MADA family” sense of community

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IN FOCUS:FILLING OUR NEW WAREHOUSE

The new warehouse is the lifeblood of our food services

Capacity is 1,500 pallets

Need thousands of pallets of in-kind donations per year to maximize capacity and continue to meet demand for food service

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IN FOCUS: SHABBAT-TO-SHARE

Shabbat-to-Share is creating an exciting new momentum for caring, community-wide

We currently reach150 patrons with this service; goal is to reach 1,000 patrons this year

Help to identify and involve suitable patrons, volunteers and sponsors

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IN FOCUS:BUILDING MADA’S FUTURE

Space limitations continue to severely challenge us, despite renovations and new warehouse space

Government is willing to help finance new premises

We have a property in mind but must continue to investigate other properties

Need ongoing capital building campaign in order to negotiate an eventual purchase