GettingStarted and Getting Results in Nonprofit,Charitable, Grass Roots, and Community_Groups Joan Flanagan MENT - GettingStarted and Getting Results in Nonprofit,Charitable, Grass Roots, and CommunityGroups JoanFlanagan Contemporary Books, Inc. Chicago Compliments of @ Mellon Bank Library of Congress Cataloging in Publication Data Flanagan, Joan. The successful volunteer organization. Includes bibliographical references and index. I. Voluntarism-United States. 2. Associations, institutions, etc.-United States-Management. I. Title. HN90.V64F55 658'.048 81-66080 ISBN 0-8092-5838-2 AACR2 ISBN 0-8092-5837-4 (pbk.) Copyright© 1984, 1981 by Joan Flanagan All rights reserved Published by Contemporary Books, Inc. 180 North Michigan Avenue, Chicago, Illinois 60601 Manufactured in the United States of America Library of Congress Catalog Card Number: 81-66080 International Standard Book Number: 0-8092-5838-2 (cloth) 0-8092-5837-4 (paper) Published simultaneously in Canada by Beaverbooks, Ltd. 195 Allstate Parkway, Valleywood Business Park Markham, Ontario L3R 4T8 Canada Contents Acknowledgments v The W. Clement & Jessie V. Stone Foundation Donna J. Stone viz How You Can Achieve Success W. Clement Stone xi How to Use This Book xix Part I: Getting Started 1 Dos and Don'ls J 2 From One Person's Idea to a Planning Committee 7 3 Choosing a Structure 18 4 How to Find Professionals to Help You for Free 38 5 Should Your Group Become a Tax-Exempt Nonprofit Corporation? 50 6 Federal Employer Identification Number and Fiscal Year 61 7 Steps to Incorporation and Tax Exemption 67 8 First Annual Meeting 89 9 Choosing a Method to Report Lobbying Expenses 96 Part II: Getting Results 10 Members., Committees, and the Board of Directors 105 11 Program Planning and Evaluation 129 12 Strategy for Self-Sufficiency 145 13 Fund Raising: How to Ask for Money 169 14 Making Meetings Fair and Effective 197 15 The Publicity Committee 225 16 How to Hire and Supervise Paid Staff 243 17 Change-The Only Constant 268 Part III: Getting Organized 18 The Job of the Secretary 279 19 The Job of the Treasurer 283 20 Budgets and Financial Reports for the Board 290 21 Annual Reports and Audits 296 22 Calt.'ndars: How to Get Control of Your Time 306 Part IV: Getting Advice 23 Free Government Publications and Services 313 24 Bibliography and Resources 325 25 Notes 359 Indt.'x 365 Acknowledgments The W. Clement & Jessie V. Stone Foundation is a pioneer among foundations in offering expert advice and technical assis­ tance to volunteer organizations as well as providing financial sup­ port. The staff provides consulting services to hundreds of volunteer organizations, and receives requests for help from thousands of others. To meet this need, the Foundation Board agreed in 1978 to launch a project to prepare a comprehensive "how-to" manual to help charitable organizations become more efficient and more ef­ fective. At the same time, I was directing a national technical assistance program based on my book The Grass Roots Fundraisz"ng Book. More than 1,400 volunteer leaders and staff attended workshops to learn how to raise more money. I discovered that most groups' fund-raising problems were the result, rather than the cause, of weak organizations. So I tried starting the workshops with a session called "How do you build an organization worth raising .money for?" Although it was not grammatical, it was very effective! I V vi The Successful Volunteer Organization decided to write a book on this topic to help nonprofit groups build organizations that their communities want so much that fund rais­ ing becomes a pleasure. So when the W. Clement &Jessie V. Stone Foundation asked if I would prepare a manual for volunteer organi­ zations, I immediately said yes! This book is the result. In addition to Donna J. Stone, who is the president of the W. Clement & Jessie V. Stone Foundation, I want to recognize the con­ tributions of the excellent foundation staff. They all helped make this book a reality. Maree Bullock, executive director, gave the leadership to make the project a reality. Jessye Payne served as proj­ ect coordinator. Ray Murray and Gloria Varona gave their experi­ enced advice and consulting skills. Librarian Kathy Hamilton helped find the best books and resources. Linda A. Hazlewood and Nancy ~abich helped to type mountains of drafts; Helen Reif typed the final manuscript. Lawyer Richard Golden reviewed and im­ proved Chapter 9 on lobbying. Special recognition must go to Karen Brownlee, who helped with the research, administration, typing, and preparation of the entire project. Over the last six years, I have talked to more than 2,000 com­ munity leaders who are doing the work and getting results in volunteer organizations. For the last two years, I have systematically looked for the answers to the question posed by organizer Jane Beckett: "How do you change a crusade into a serious, permanent organization?" Here are the answers that work. None of this advice is original. All of it is tested principles developed by outstanding citizens to help their own communities. You know who you are, be­ cause I have shamelessly stolen all your best ideas. Thanks for the advice-keep it coming! Most of all, I want to thank my family and friends for their en­ thusiasm and support. I couldn't have done it without you. JMF 1981 The W. Clement & Jessie V. Stone Foundation Donna J. Stone The story of the W. Clement &Jessie V. Stone Foundation is the story of riches that multiply when they are shared. Mr. and Mrs. W. Clement Stone dream of a world where each person can realize his or her potential and contribute to the welfare of mankind. The W. Clement & Jessie V. Stone ·Foundation motivates, inspires, and assists people, programs, and organizations. The foundation is distinguished by three characteristics: • principles of positive thinking • action grants for positive change • advice, counsel, managerial support, and fund-raising advice to charitable organizations This book was commissioned by the foundation to help people begin or succeed in charitable organizations. The project involved two years of research, testing information, and organizing and writing material so it is accurate and easy to use. We are proud to vii viii The Successful Volunteer Organization share this work, for by strengthening voluntary organizations we can make a better world in which to live. As the founder of the National Committee for Prevention of Child Abuse, I know by personal experience that ordinary citizens can make an enormous difference in solving many of the serious problems facing us today. In starting the National Committee in 1972, I had a goal, a borrowed office, determination, motivation, and a plan worth working for- the eradication of child abuse. Most people told me that it could not be done! By 1981, the National Committee has grown to become an effec­ tive national organization with its own offices, more than twelve skilled national staff members, a national public awareness cam­ paign supported by ninety million dollars of public service advertis­ ing, and a growing network of state chapters and local coalitions establishing multiple grass roots volunteer prevention programs. The National Committee is actively working to motivate con­ cerned citizens to become involved in child abuse prevention programs. Child abuse is an important national problem. The National Committee set a goal-to respond quickly to this serious problem -and has achieved it. Your group may not need or want to be as far-reaching in its goals. But I know that you can set your goal and achieve it if you follow the guidance in this book and are a positive thinker. Dare to aim high! Two national conferences in the early seventies concluded that Americans did not realize child abuse was a prob­ lem in their country. Our priority, therefore, was to heighten awareness of the problem, its incidence, and the causes of child abuse. The National Committee was the only national organization with the single goal of primary prevention of child abuse. A friend introduced me to The Advertising Council staff in New York. I shared my dream and my goal with them. They said they also had identified child abuse as a major problem and were seeking a national organization to assist them in their interest and effort. With their help and counsel, the National Committee grew to qualify for a full media public service campaign: car cards; billboards; and television, radio, and printed ads. People belz"eved inus. To our delight, Campbell Ewald, Inc., our volunteer advertising The W. Clement 8c Jessie V. Stone Foundation ix company, was awarded an international prize for our campaign as "the best public service announcements in the world." The public service announcements are now appearing in many foreign languages. Our efforts now have a worldwide impact. I know from my owh work with the National Committee and many other charitable organizations that what makes an organiza­ tion successful is one man or woman with the positive conviction that his or her idea will succeed. You may call it willpower, deter­ mination, or stubbornness. In any case, you can and will reach your goals if you believe you can, decide you can, and take action to achieve them. The results of volunteer efforts in the United States have been astounding. The practical advice in this book will make it easier for you along the way. How You Can Achieve Success W. Clement Stone When asked to write the introduction to The Successful Volunteer Organz"zatz'on, I realized from my many years of ex­ perience as a lecturer, author, and teacher in the Art of Motivation with PMA (Positive Mental Attitude) that the greatest service I could render to you, the reader, would be to help you identify, personalize and use the principles Joan Flanagan included in her manuscript.