Organization Team Work Plans 2018

Transcription

1 Organization Team Work Plans 2018

2 2018 ORGANIZATION TEAM VOLUNTEER SPONSOR PROGRAM Team: Organization Team Leader: Karen Ragland Project: Volunteer Sponsorship Program for 2018 year PROJECT LEADER: Jill Durnen/Karen Ragland Team Members: Phone: Last Revised: 11/14/17 SMS Approved: November 2017 Goal: Secure funding to cover Volunteer Recruitment and Retention program. Objective: Recruit, retain and support volunteers TASK RESPONSIBILITY HOURS DEADLINE Done! Determine goal for fundraising Jill Durnen/Karen Ragland 1 14-Nov $6, Goal is $6,000. Revise based on need from previous year Create budget based on established goal Jill Durnen/Karen Ragland 1 14-Nov Based on Volunteer Program goals/budget Identify potential sponsors Ask existing sponsors to renew 3 30-Nov Check existing first; BOAA, PSMi, Quantum Signal? Review volunteer sponsor packet if revised Org Team 2 30-Nov Make edits on volunteer sponsor packet if revised Karen 2 30-Nov Bring all materials to board for review if changed Jill Durnen/Karen Ragland 1 30-Nov Print Materials if required for new sponsor-t-shirts etc. Director 1 15-Dec Once approved meet with prospective sponsors Jill Durnen/Karen Ragland 3 15-Dec Confirm donation - submit invoice Jill Durnen/Karen Ragland 2 15-Dec Thank sponsors Directory 1 Immediate $0.00 Org Team Budget Line Item Measurable Goal: Secure funding to cover volunteer program. $6, Income

3 ORGANIZATION TEAM CORPORATE SPONSOR PROGRAM-2018 Team: ORGANIZATION Project: Corporate-Business Fundraising/Sponsorship Package Project Leader: Karen Ragland Team Members: Janet Dillon, Gigi Forner, William Smith Phone: Date: November 14, 2017 Board Approved: NOVEMBER 2017 Objective: Renew Corporate Fundraising Program 1X Ask TASK RESPONSIBILITY HOURS DEADLINE Done! Determine fundraising goal Team/Board 1 11/14/17 Increase corporate event fundraising by $10,000 - ($40,000 to $50,000) Annual Ask Package & Schedule Create annual ask schedule Karen Ragland /30/ November-December 31, 2017 Update event calendar for 2018 Karen Ragland 2 11/17/ Work with Promotion Team Leaders Reviewand update sponsorship benefits Karen Ragland 4 11/30/ Get feedback from targeted board Update Pro-ration strategy Karen/Director 11/30/17 Create written draft for team/board review Update policy for in-kind donations Karen/Director 11/30/17 Create written draft for team/board review Update sponsor package Karen Ragland 5 11/30/ Teach Executive Director Revise Form Karen Ragland 2 11/30/ Include area for 'about', Ask, do you have a social media page? How many employees? Submit image, etc. Ask existing sponsors for renewal Karen Ragland/Jill 20 1/15/ Durnen Develop list of prospective sponsors Jill Durnen/Board 2 11/15/ Industrial and commercial businesses in Saline & Ann Arbor Print package Karen/Jill 1 12/1/ Determine distribution method and Karen/Jill 3 12/1/ /mail/one on one visits based on targeted list distribute plan Maintain tracking document for 2017 Karen/Director 2 ongoing 0.00 complete contact information/google drive sponsors Follow up to prospective calls/mail, etc. Jill, Director 10 12/1/ Send thank you letters Director 2 ongoing Execute Sponsor Benefits Revise sponsor banners and print Karen/Jill 4 as needed Use Social Media Strategy?? Team ongoing Use MMS Communication Strategy,Share posts with sponsors, Develop event communication strategy for sponsors Katie/Karen Prepare blasts for each event for sponsors to share with staff, deliver posters/post cards, event schedule, volunteer opportunities. Prepare for Upcoming Year Send results letter to sponsors Karen/Jill 11/17/ include images of proof of exposure, google analytics, other statistics, images of events, etc. Start review of existing plan for future year Org Team 10/1/ TOTAL Measurable Goal: Increase sponsorship contributions by 20%.

4 2018 ORGANIZATION TEAM ANNUAL REPORT AND CELEBRATION Team: Organization Project: Annual Report Annual Celebration BOARD APPROVED FEBRUARY 2018 Leader: Kim Ahrens Phone: Team Members: Kim Ahrens, Julie Campbell, Katie Spense, Gigi Forner, Susan Knasiak, William Smith Goal: The goal of the Organization Team is to establish a strong, effective Main Street organization that recruits and retains volunteers; builds the image of the organization; and develops sound fundraising, fiscal and management policies and programs. Objective: Celebrate Volunteers, Sponsors, and Contributors. Develop Annual Report TASK RESPONSIBILITY HOURS DEADLINE Done! ANNUAL REPORT Contact Team Leaders Karen 1 10-Jan Request highlights and photos from previous year Update Annual Report Karen /Director Jan Update Timeline Karen /Director 8 30-Dec X Review Draft Annual Report Team Leads 4 30-Jan Print Annual Report Director 2 10-Feb 200 Make digital copy and share Karen /Director 2 15-Feb Post on website, enews, City, business owners, etc. ANNUAL CELEBRATION-Pre Planning Total Annual Celebration Budget; Choose date for event Org Team Dec X 3/12/2018 Choose location Org Team 1 31-Dec X Brecon Grille Plan entertainment Org Team 1 11-Feb $700 tbd Plan food Org Team 1 17-Feb Donated Work with business sponsors/business owners Plan Decorations Org Team 3 11-Feb $300 Theme Ideas: 70's, PJ Party, Jazz Party, Red Carpet Volunteer Award Party Create and send invite Cindy 2 11-Feb $0 Send to sponsors, volunteers, business owners, city officials, contributors Plan agenda and speakers Org Team 1 14-Feb Plan volunteer needs and post Org Team 2 11-Feb Miscellaneous Expenses $300 Misc printing, banners, etc. ANNUAL CELEBRATION-WEEK OF Touch base with venue, food, and entertainment Kim/Director 2 Week of * Entertainment and costs are included in Volunteer Recruitment/Retention Work Plan Create list of what is needed day of Kim/Director 1 19-Feb Printed Annual Reports, Timeline Poster, Sponsor Banners Plan Set Up Kim/Director 1 19-Feb FOLLOW UP Wrap up Team 1 12-Apr Send thank you notes Team 4 12-Apr $1,500

5 2018 ORGANIZATION TEAM VOLUNTEER PROGRAM Team: Organization Project: Volunteer Retention & Recruitment Program 2018 Project Leader: Bill Smith Ph: Team Members: Gigi Forner, Julie Campbell, Kim Ahrens, Cathy Koning, Susan K. and Kathy G. Goal: Develop and maintain a sustainable Volunteer Management program for the Saline Main Street organization. Objective: Recruit, Retain and Support Volunteers Approved: FEBRUARY 2018 TEAM LEADER: Karen Ragland TASK RESPONSIBILITY HOURS DEADLINE DONE Volunteer Needs Create a goal for Volunteers needed for SMS Projects All Teams 3 Per Event Coordinate with Team Leaders Beginning of each year request dates from Team Leader Team Leader Per Event Have a Volunteer information table at each event if condusive Project Leader Per Event Develop promotion plan to promote Volunteering. Team 10 $ Promote in newsletters, on the web, Lucy Anne Lance, Saline Post, Volunteer Hub, on Volunteer Washtenaw Site, Facebook, Twitter and all SMS Events. (Promote Semi- Annually) Review/Team Leader, Board Member, Team Member Job Descriptions and share Volunteer Recruitment/Initiation Director/SMS Board Chair 8 $0.00 Team Leader and Project Leader to review Review Volunteer Orientation Plan: Single Page of Events Team Leader 2 Review plan with Team Leaders and make changes if necessary Volunteer Information Night(s) Collaborate with Project Leader on Main Street Information Night Kim Ahrens 1 $0.00 Develop draft agenda Create Presentation Format Team Open House style/tables with information with volunteer from each team Get food/drinks for Information Nights Kim Ahrens 2 Delegate to team members Plan Handouts and other logistics Kim A./Julie C. 2 1 month before Sign-in Sheet, brochures, Signs, meeting Set Up for Information Night Kim A./Julie C. 1 1 hour before Delegate to team members Follow up and thank you to Attendees Kim A./Julie C. 3 within 2 weeks after meeting Volunteer Retention Volunteer Management (Admin) Update Volunteer job descriptions for Sign Up Genius Cathy Koning 2 ongoing Each event leader should submit job descriptions at least 1 month before the event. Manage Volunteer Online Program and User Fees Karen R./Cathy K. 24 ongoing Enter New Volunteer Information insignup Genius & Access Database if deemed appropraite Cathy Koning 24 ongoing T-shirts: Maintain Inventory Director/Gigi 4 as needed check inventory ongoing especially pre-events Volunteer Recognition Do Volunteer Spotlight in Newsletter, etc. Director/Team 10 Quarterly Ongoing: Mailchimp Newsletter Order Thank You cards and Postage Director/Bill 1 As Needed Postage & Cards for 2018 Send out Thank You cards Each Team/Event Chair As Needed $ At conclusion of event/activity Brainstorm other methods of recognition/appreciation Team Ongoing $

6 Team: ORGANIZATION Date: 01/11/2018 Project: Annual Communications Strategy 2018 Team Leader: Chris Kochmanski Phone: office, mobile Approved: FEBRUARY 2018 Team Members: (in alphabetical order) John Ambrose, Jill Durnen, Vi Kellersohn, Chris Kochmanski, Jim Park, Katie Spence Goal: to develop a communications strategy that works to build Downtown Saline's desirability as as a destination brand, and to build community awareness of Saline Main Street as the organization primarily entrusted with nurturing Downtown Saline as the vibrant core of our community. Objective: for our communications strategy to figure out how to bring more spending customers to Downtown Saline for shopping, dining, and fun, so as to help our current businesses succeed, as well as attract more destination-type businesses to set up shop in Downtown Saline. Project Leader: Chris Kochmanski TASK RESPONSIBILITY HOURS DEADLINE DONE!!! Recruit Comms Strategy team Chris Kochmanski 4 31-Jan Prepare to apply the seven-step process from Destination Branding for Small Cities for developing the SMS communications strategy Chris Kochmanski 4 31-Jan We will identify SMS's top communications priorities, along with the investments required to meet them. The result will be a complete action plan, with schedule and budget, for implementation in Step 1: Assessment Chris Kochmanski 8 28-Feb Step 2: Analysis and Advantage Chris Kochmanski 8 31-Mar Step 3: Architecture and Alignment Chris Kochmanski 8 30-Apr Step 4: Articulation Chris Kochmanski 8 31-May Step 5: Activation Chris Kochmanski 8 30-Jul Step 6: Adoption Chris Kochmanski 8 31-Aug Step 7: Action Chris Kochmanski 8 30-Sep 2019 plan, schedule, and budget Chris Kochmanski Dec TASK RESPONSIBILITY HOURS DEADLINE DONE!!! Update SMS PowerPoint presentation to better explain the SMS value proposition to community stakeholders throughout the year Chris Kochmanski 6 31-Mar TASK RESPONSIBILITY HOURS DEADLINE DONE!!! SMS logo and tagline refinement plus other brand identity work, as needed, to support SMS designs and promotions during the year. Chris Kochmanski Sep $2,000 TOTAL $2,000 Measurable Goal:

7 2018 ORGANIZATION TEAM Leadership Development Training Team: Organization Team Leader: Janet Dillon Project: Leadership Development Training Board Approved: February 2018 Team Members: Project Lead: Janet Dillon/Karen Ragland Goal: Provide leadership and non-profit organization education to board and interested team members Objective: Provide education to build an effective and informed board and team leaders TASK RESPONSIBILITY* HOURS DEADLINE Done! PRE-PLANNING Determine dates for training for Conflict Resolution and Volunteer Mgt Identify target audience Board Members 1 02/14/18 $0.00 Board Members, Team Leads and b 1 02/14/18 $0.00 Board and Team Members, Invite other organizations and charge fee? Determine location and time Dillan/Ragland 1 02/14/18 $0.00 Location based on who we are targeting,. Time: 6;30 to 8:30? Update quotes for Professional Workshop Dillan/Ragland 1 03/14/18 $1, Non Profit Network (500 x 2) Investiage other options if needed Plan communication method to get the word out Dillan/Ragland 1 03/14/18 $0.00 Mail Chimp, direct s, etc. Develop agenda for Training Dillan/Ragland 1 04/11/18 $0.00 Work with Non Profit Network to determine agenda WEEK OF Order Refreshments Dillan/Ragland 1 2 weeks before $ Plan handouts for the meeting Dillan/Ragland 1 1 month before $0.00 If needed. Create sign-in sheet Dillan/Ragland 1 Week of $0.00 Set up room Dillan/Ragland 1 TBD $0.00 AFTER WORKSHOP Create survey to determine value Dillan/Ragland 2 within 1 week $0.00 Provide evaluation sheet at end of workshop. Wrap up at Org Team meeting Team Total Budget $1, Measurable Goal: 12 Provide Training for all board members and team leaders to gain knowledge for effective board and team leadership.

8 ORGANIZATION PROJECT Leader: John Ambrose Phone: Team Members: Jill, Karen Goal: A complete Policies and procedure manual Objective: Update the SMS policy and proceures manual by EOY 2018 TASK RESPONSIBILITY HOURS DEADLINE Approved: FEBRUARY 2018 Done! Date: 12/30/2017 Review current P & P manual, collect all into one location if not John Ambrose In progress Survey Board for percieved deficiencies. John Ambrose Survey those involved in temporary transition of percieved deficiencies John Ambrose In progress Survey new director after one month in job for percieved deficiencies. Find P & P manual models from national and Michigan MainStreet. Present and seek approval from Board for proposed table of contents or list of P & P that should exist AND a list of priorities for those missing. John Ambrose John Ambrose John Ambrose May Board Meeting Set schedule for the creation or update of P & Ps. John Ambrose Immediately after prior Execute schedule, present P & Ps for Board approval as they are written. John Ambrose EOY Measurable Goal: Complete updated manual by the end of the year unless the number of P & Ps needed are a large number. $100 Copies $100