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2010 AFP International Conference. Baltimore, MD April 11-14 Megan Brignon, Kobi Nix, Jeff Whitsell. Kobi Nix Gail Perry, CFRE- “Create a Fundraising Action Plan for Your Board Members and Put Them to Work Where You Need Them” Information Courtesy of Gail Perry Associates. What to do First.

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2010 AFP International Conference

Baltimore, MD

April 11-14

Megan Brignon, Kobi Nix, Jeff Whitsell

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Kobi Nix

Gail Perry, CFRE- “Create a Fundraising Action Plan for Your Board Members and Put Them to Work Where You Need Them”

Information Courtesy of Gail Perry Associates

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What to do First

  • Get to know your board members.

  • Choose what fundraising jobs you want them to do.

  • Allocate your own time for this project.

  • Enlist your board leadership first.

  • Create a snappy brand name.

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Five Step Action Plan

  • Step One: Fire up your board about the cause

  • Step Two: Crucial conversations to inspire new attitudes

  • Step Three: The right tools and skills

  • Step Four: Very specific jobs to do

  • Step Five: A great reporting and support structure

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Step One: Fire Up Your Board

  • Mission moments

  • Testimonials

  • Field trips

  • Your impact

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Step 2: Three Crucial Conversations

  • What are we raising money for?

  • Why do you care about our cause?

  • Why are volunteers so powerful?

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Step 3: Training: Tools and Skills

  • Friendraising

  • The process of fundraising

  • Relationship building

  • It’s NEVER about money

  • High intention low pressure

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Step 4: Give Them Very Specific Jobs

  • Narrow, narrow focus

  • Keep it very simple

  • They get to choose

  • Not too many choices

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Step 5: Reporting and Structure

  • What do we want to accomplish?

  • What results do we want to create?

  • What will happen if we reach these goals?

  • What will happen if we miss these goals?

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What Now?! What to Do After You Get The Grant

Megan Brignon

Cheryl L. Kester, CFRE

Thomas-Forbes & Kester, LLC

Grants Consultants

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Why Grants Management?

  • Affects success of your project(s)

  • Affects future fundability

  • A Grant = A Contract

    • Improperly managed grants

      • May lose funding

      • May be required to RETURN funding!

      • People go to JAIL!

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Grants Management Process

  • Notifying Internally

  • Saying Thank You

  • Post-Award Meeting

  • Establishing Management Procedures

  • Publicizing Grant

  • Implementing Project Activities

  • Reporting to Funder & Stewardship

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Notifying Internally

  • Your Boss

  • Executive Director

  • Project/Program Director(s)

  • Accounting

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Saying Thank You

  • INSTANT thank you letter from E.D./Program Director

    • Return any forms/supplemental info

    • Turn downs get thank yous too!

  • Press Release

  • Thank you meeting

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Post-Award Meeting

  • Who comes?

    • Grant Writer

    • Executive Director

    • Project/Program Director(s)

    • Accounting

  • Content

    • Review of timeline and objectives

    • Evaluation plan

    • Reporting deadlines

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Establishing Management Procedures

  • Grant Notebook

    • Post-Award Checklist

    • Complete copy of proposal and budget

    • Reporting deadlines

    • Copies of ALL contact between funder and organization

  • Spending Policies

    • Appropriate spending and accounting

    • Expenditure approval processes

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Grants Office - Responsibilities

  • Regular Project/Budget Reviews

    • Quarterly meetings

    • Who should be there?

    • Expenditure questions

    • Program Questions

    • Next year’s budget or program

  • Liaison with program director

  • “Urging” grant compliance

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Publicizing the Grant

  • Is a form of stewardship

  • Motivates other gifts

  • Set policies re: gift size to PR

  • ALWAYS follow funder’s preferences

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Implementing the Project

  • Always refer to the grant proposal; don’t assume

  • Watch progress toward milestones and objectives

  • Track all grant activities and outcomes

  • NO major changes without checking with funder

  • Make sure money is spent – no bonus for not spending $$!

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Best Stewardship Practices

  • Say Thank You Promptly, Often, and Creatively

  • Include participants in thanking

  • Communicate year round

  • Invite to events or to a site visit

  • Submit well-written, timely reports

  • Fully expend funds within timeframe

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Sample Post-Awards Checklists

  • Community College of Allegheny County


  • St. Vincent University


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Jeff Whitsell

Kent Stroman, CFRE and

Phil Lakin, CFRE-

“7 Reasons

Campaigns Fail and How to

Avoid Them”

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3 Key Questions

  • Where do you see your organization right now?

  • Where would you like to be when you leave?

  • What will have to happen to achieve your wish?

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Reason Seven: Last Things First

  • Some of the things that demand the most time are not critical to campaign success.

Pareto’s Law









Where are you spending 80% of your time?

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Reason Six: Crazy Goals

  • Unrealistic Goals

  • Feasibility Study

  • Know Constituents

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Reason Five: Not Ready to Succeed

  • The “Big Gift”

  • The organizations mission must be clear

  • Have a solid plan for the campaign and the program(s) that will be funded

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Reason Four: Know It All

  • Some people feel that they have to know it all before they begin their campaign

  • The “same old” campaign sometimes isn’t good enough

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Reason Three: Impatience

Pyramid of Giving

Planned Giving



Capital Giving

Capital Giving

Special/Major Gifts

Annual Giving

Repeat Annual Gifts

First Time Annual Giving

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Reason Two: Fuzzy Goals

  • Clarify timelines

  • Clarify goals

  • Most board members do not know the campaign goals of their organization, goals must be set by the board

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Reason One: Leadership Deficit

  • You must have the right Campaign Chair

  • Use caution with people who have lead campaigns several times in the past

  • Executive leadership