Volunteers & Leadership Councils
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- Elwin Holland
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1 Volunteers & Leadership Councils Linda Domeyer Washington University Catholic Student Center John Hopke College of William & Mary Catholic Campus Ministry
2 Volunteers - are they worth your time?
3 Volunteers Who are they? Parishioners or support community members Students paying back scholarships Local parents Potential or existing BENEFACTORS ENGAGEMENT leads to INVESTMENT
4 Volunteers Capitalizing on volunteer opportunities Avoiding volunteer fatigue Have a volunteer sign up ONLY for the opportunities for which somebody will actually follow up Insist your staff at a minimum send an thanking volunteers for signing up Volunteer appreciation
5 Where do you utilize your most high value volunteers? On your organizations Leadership Council Utilize other volunteer opportunities and committees to determine if a volunteer would be a good candidate for your Leadership Council
6 Leadership Council Purpose A Leadership Council is comprised of committed volunteers passionate about your ministry who are willing to work on high-level strategy and help network with prospective donors and partners They guide long term vision and goals and keep staff accountable to them They lend resources and talents to help fulfill your mission
7 Inviting your top benefactors, prospects and allies achieves: Credibility Fresh ideas Accountability Time with your best supporters Investment in your organization
8 Composing your Leadership Council People of great faith, affluence and influence who are passionate about your mission High level representatives from university and diocese Student representatives Diversity in backgrounds and skills The right Chair
9 Logistics Membership # of Meetings Terms Attendance
10 Sample Agenda Opening prayer Introduction of new members and/or visitors Approval of minutes Follow up on action items from last meeting Directors Report/Pulse of the Ministry Student presentation Development Report Finance Report Key decisions to be made Next steps Closing prayer
11 Avoiding meetings that could be done over
12 Leadership Council Case Study
13 W&M Leadership Council ca Same 10 members who had been on since 2004 All local community members - some big supporters, some not Ex oficio seats for Pres. and VP of Student Leadership Board 9-10 meetings/year Same few discussion topics cycled through Benefit Gala Endowment Relationship with Local Parish Drain on staff energy and resources with very little return
14 W&M Leadership Council ca Meeting Format (1 Hour): Welcome and Opening Prayer 5 mins. Business (approve minutes from previous meeting) 5 mins. Finance Update 10 mins. Development Update 10 mins. Programming Update 10 mins. Open Discussion 15 mins. Final Business and Closing Prayer 5 mins.
15 W&M Leadership Council ca Invited some new membership, but did not cycle anyone off Moved to Quarterly Council meetings Addition of two Committees, each of which also meets quarterly Development Finance Added expectation of annual giving Same basic meeting format Most helpful and motivated member still frustrated Staff still generally frustrated with lack of added value from Council
16 W&M Leadership Council ca Return to By-Laws; made some edits Membership terms Annual giving threshold of $1,000/year Importance of WHO is around the table targets set for new member diversity (esp. diversity of constituency) Alumni Parents Faculty/Staff Administration Community/Parish Diocesan Leadership
17 W&M Leadership Council ca Intentional focus on membership terms Lengthened some terms to avoid too much turnover Invited some members to renew Did not invite some others to renew positive, gratitude-filled approach Clear expectations laid out for new (and old!) members Philanthropic giving to CCM (min. $1,000/year) and willingness to assist Development Dir. in setting up meetings and making asks 75% attendance at meetings (in person or teleconference) Preparation for L.C. and subcommittee meetings through review of advance materials sent and preparation of notes and questions in advance of discussion Membership on subcommittee Sponsor, bring a table, or contribute a live-auction item to Benefit Gala
18 W&M Leadership Council ca New Quarterly Meeting Format: Opening Prayer (2-3 mins) Council / Membership Business (5-10 mins) Updates on Old Business (5-10 mins) Subcommittee Reports (3-5 mins each) Student Testimony (5-10 mins) Discussion Topic (45-60 mins) Review of member action items from meeting (2-3 mins) Closing Prayer (2-3 mins) Discussion Topic: Topic and preparatory info sent in advance
19 W&M Leadership Council ca Addition of Annual Retreat ½ Day (incl. Breakfast and Lunch) Facilitated by someone other than staff Purpose: clarifying vision and translating into short-medium-term goals Past year retreat format: Prep: Staff research visits to three peer-istitutions outside of Diocese Part 1: Information sharing from visits Part 2: Discussion of trends and common threads Part 3: Brainstorm and ranking exercise for next 12 month priorities Post: Synthesize chosen goals into a concise working document
20 Maximizing your Council Involve them in your decisions, if not in making them, in giving advice before you proceed Keep them informed Use them to set long and short term goals for your ministry Place responsibility for assuring goals are met on the Council Have a healthy rotation of members
21 Utilize your Council s skills & resources They want their participation to make a difference Ask them to make connections to others Ask them to lend the marketing/it/hr resources of their businesses if you need them Give them tasks like prospect qualification
22 Sample decisions for LC s Goal setting How does your ministry define success How can you measure that success Annual goals Long term goals Staffing How are staff evaluated Is supervision effective Are responsibilities appropriately allocated Is compensation adequate Programming What standards do you set for programs such as each semester must have social, retreat, service, small group, on campus opportunities etc Are resources appropriately allocated for programming Finance How to utilize bequests How to address budget surplus and shortfalls
23 Listen to your Council Invite them to suggest agenda items Survey them on satisfaction
24 Questions? What is your experience?
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