ANNUAL REPORT GUIDELINES

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1 ANNUAL REPORT GUIDELINES Reporting provides an opportunity to document success. The collection of data is a year-round activity. By tracking volunteer hours, in-kind contributions and donations, affiliates are able to share the results of their ongoing efforts with government officials, sponsors, media and community leaders. The Annual Report is a requirement of Good Standing and is used to document other affiliate requirements. REPORT TIMEFRAME Reporting is based on a July 1 to June 30 timeframe Due August 1 ANNUAL REPORT COMPONENTS The Annual Report is available through Re-Trac. The Report includes: Cost-Benefit Analysis /Program and Project Data Collection and Community Appearance Index-Litter Index including General Survey. The Annual Report collects information on Good Standing requirements. SEMI-ANNUAL REPORT The Semi-Annual Report, a Good Standing Requirement, includes demographic information and organizational structure information to help KAB assess affiliate the health and strength of the affiliate network. The Semi-Annual takes approximately minutes to complete and does include budget information. If you need to come back at another time to complete the survey, select SAVE to return to your answers. When you are finished, please select SUBMIT. Your survey will then be locked for editing and your answers will be electronically submitted to KAB. The Report is due on March 15. COST BENEFIT ANAYLSIS The general requirements include entering your event names, dates, and identifying if it was part of a KAB program. You may select more than one response but please do not select both Great American Cleanup and America Recycles Day. Affiliates are required to complete one activity in each Focus Area: Litter Prevention, Beautification and Recycling/Waste Reduction. One entry may include all three. o Section 1 collects number of event volunteers and event volunteer hours and/or number of event community service workers and hours o Section 2 collects cumulative number of volunteers and volunteer hours and/or cumulative number of community service and hours. (This section is used if you have total numbers to transfer from another form such as an excel spreadsheet). o Section 3 collects participants, attendees or audience. DO NOT use same numbers. o The report collects data on the number of youths educated and number of youths reached. Read definition and DO NOT use same number in both. o Section 4 collects data on contributions received either in-kind, cash or grants (nonadministrative) o Section 5 collects cost data including government budget or in-kind (to calculate a ratio per program or project you must enter at least $1 in one of the line options) In order for the overall annual cost benefit ratio to calculate you must enter city costs which may include entering annual government budget (if applicable) as a program or Keep America Beautiful 1

2 o Section 6, select type of Program/Project. If program or project was Litter Prevention, you will click for a list of data collection possibilities including number of bags collected and miles cleaned. Similar items will appear if beautification and community greening is clicked such as number of flowers or trees planted and number of graffiti sites removed. For Waste Reduction and Recycling, the pounds of recyclables collected. If not one of these types such as reporting board meetings then click Not Applicable and no additional items will appear. In each type you may leave blank any items that are not applicable. o This Section has changed substantially in Number of questions has been reduced. DEFINITIONS Volunteers: Those people who have active working involvement in an event. A volunteer does work that would otherwise be done by a paid staff person. Does not include a person or prisoner on court-ordered community service time or work release time. Participants: Those people who actively contribute to an event or ongoing program (in a way other than just attending) conducted by an affiliate such as at a recycling drive or recycling drop-off center. Attendees: Those people who are part of a structured event and a program conducted or coordinated to inform or educate the audience such as a classroom presentation, teacher training workshop or a Waste in the Workplace workshop. Community Audience: Those in attendance who receive an affiliate s educational materials at a fair, parade, exhibit, litter-free event, etc. Community Service: A court-ordered person or prisoner on court-ordered community service time or work release time. Example: A volunteer unloads a computer from the vehicle of a participant whose spouse was an attendee at a KAB recycling workshop and shared the information. Example: 40 parent attendees enjoyed the KAB workshop presented by 6 volunteer teachers, who had staffed the booth at the environmental fair where parents participated by bringing PET bottles for the Return the Warmth program, and the fair had a community audience of 600. Educate: To provide information, experience and/or tools to gather knowledge that may impact cognition, which are the processes that include learning, reasoning, problem solving and decision-making. May be in a classroom, after-school, outdoor environment setting and includes experiential education during activities, such as discussing sources of littering during a cleanup or demonstrating a lesson on recycling to youth or adults. (See also volunteer, participant, or attendee definitions). Reach: To contact, interact and/or communicate about a topic or area of interest, such as information displayed at an event (See community audience Keep America Beautiful 2

3 How to Determine Dollar Value of Benefits The Cost/Benefit ratio analysis is a tool that measures affiliates ability to leverage community resources. By determining the dollar value returned to the community for each dollar invested by government, an affiliate may show government, business and civic organizations, as well as individual volunteers, the value of community partnerships. Affiliates track volunteer hours, cash contributions, in-kind donations, non-governmental and foundation grants. The Annual Report should include data collected from Great American Cleanup and America Recycles Day. Volunteer Hours Each volunteer hour should be assigned the national or applicable state value provided by Independent Sector unless a professional provides a specific value for professional services. Type of Volunteer All volunteers (adult or youth) Board Professional $ Value/hr $23.07 Hourly Rate 2015 (per Independent Sector)* $23.07 Hourly Rate 2015 (per Independent Sector)* Current market/hr * Independent Sector updates the rate annually in April. The current value is availablehttp://independentsector.org/programs/research/volunteer_time.html. It is not necessary to revise figures calculated prior to release date. You may also check the current volunteer hourly rate for each state, which is compiled every other year. An affiliate may choice to use the national average or the state average, but national is recommended. Donated Goods or Services: Your KAB affiliate may receive non-monetary contributions of goods or services, often referred to as "in-kind donations" from businesses, groups and individuals. Examples include: private waste hauler services, "pro-bono" accounting services, food/drinks, donated advertising space (see Media below), or office space in a non-government building. The dollar value of any donated goods or services is equal to the market price of the goods or services contributed. Whenever possible, ask your contributor to submit the dollar-value in writing. A list is provided below for Great American Cleanup (GAC) and America Recycles Day (ARD) items distributed through these programs. Additional values for GAC items may be found in the GAC Book at GLAD Trash Bag: $.24 each GAC Banner: $6.00 each GAC Poster: $.30 GAC T-Shirt: $3.25 each ARD Reusable bag: $3.25 each ARD Banner: $39.00 each ARD Buttons: $30.00 per 100 ARD Pencils: $40.00 per 144 ARD Stickers: $40 per 500 ARD Bookmarks: $2.00 per 50 Values for America Recycles Day product kit: $61.50 Waste in Place kit: Keep America Beautiful 3

4 Media Value (optional): If you enter media value we request that an affiliate enter the data as a separate program or project (such as GAC Media or Cleanup Media and enter values in Section 4. Values should be provided by the specific media source (i.e., television station, radio station, newspaper, etc.) based on comparable paid space or airtime. The following are guidelines for determining media value: Print advertising space: The media source may provide you with a specific value for each advertising space or you may need to calculate column inches by measuring down the column. If the ad crosses more than one column, multiply the inches down by the number of columns across. Value of newspaper or print articles/press clippings: When a positive article exclusively or extensively features your organization, measure column inches dedicated to your organization and multiply by the value provided by the media source. If your affiliate is mentioned briefly within the larger context of an article or calendar listing, it should not be measured. A newspaper may not be able to provide a specific value for a front-page news article since the space is not available for advertising. Radio/Television Show: Typically, shows or news spots would not count in Cost/Benefit Analysis, but you may include estimated audience, if known, under the General Survey in the Community Outreach section. If the television or radio station provides a value, in writing, for the airtime value, you may include in the Cost/Benefit Analysis. Public Service Announcements (PSA): If the production of the PSA is done by local media or a PR company, request a value from them for production cost. You may also request value of airtime at their advertising rate. Government-owned Cable Channel. If government employees are involved in producing the news or PSA, the amount may be an in-kind government cost. If the news or PSA was produced by a non-government source and is aired on the station, the value may be included if the channel has an advertising rate. You may include estimated audience, if known, under audience in Section 3 in the report. Website/Blog/Social Media: No value is assigned to the number of hits a website receives but all donated time to manage the website or to write content may be included as volunteer time and/or in-kind services. If a Webmaster or company donates service, ask for the value in writing, to include in the in-kind section. Similarly, no value is assigned to Facebook, Twitter, or other similar sites. Community Service (optional): Affiliates that administer programs for a person or prisoner on court-ordered community service time or work release time may use this section to calculate the value of time and the cost of administering the program. The online report has a line to enter community service. Please separate community service workers from volunteers and enter on the community service line. The values calculated will remain separate for use by KAB. Cost Avoidance (optional): Cost Avoidance is the dollar-value of a project based on what your local government budgeted and would have spent for government sources to achieve the same results. The project must be currently within the scope of services offered by the local government departments or agencies to be considered in a Cost Avoidance assessment. You cannot assume the project would be conducted by the government and you estimate should be based on known or actual employee and equipment cost figures. Note: Since 2007, Cost Avoidance has been optional Keep America Beautiful, Inc. 4

5 For Example: As part of its scope of services, the public works department is responsible for illegal dump cleanup. There has been a recent rash of illegal dumping activity. Your KAB affiliate organizes volunteers and private hauling services to clean up illegal dumpsites. In addition to volunteer time and donated hauling services, there is a cost avoidance benefit, since the city avoided the costs of assigning employee time or equipment to accomplish the same task. The public works department must provide cost estimates, and that figure is the dollarvalue of the cost avoidance for each dumpsite cleanup undertaken by your KAB affiliate volunteers. How to Calculate Government Costs Government employee time and services for which they receive government salary, overtime or compensatory time are considered a cost. If a government employee is working on your project on their own time, as a volunteer, you may calculate their time as a benefit. Government Employee Time This includes assistance from anyone who is being paid by local government to work on your KAB affiliate s projects other than as part of their regular duties or working hours (i.e. overtime pay for sanitation workers, city landscapers or the mayor s secretary, etc.) Government In-Kind Services Government in-kind goods include hauling by sanitation vehicles, printing and the use of consumable supplies. To calculate the value of in-kind government agency costs, estimate the market value of the goods or services provided to your affiliate and add to that the dollar-value for each hour of work given by government employees. Adding your total inkind government costs to the total amount of monies given from government sources will give you your total KAB affiliate costs. NOTE: If you receive no direct funding you still must enter a value in the Cost section of the report in order for a Ratio to calculate. Please put a minimum of $1 in one line. Consider any time spent in meetings with government officials including public meetings or personal visits. Resulting Cost/Benefit Ratio The final step in determining the ratio is done by dividing the total benefits (volunteer time, in-kind contributions, cash donations, revenues and optional items if applicable) by the costs. The calculation is done automatically using the on-line reporting tool. The final reported information is: For each $1 Invested by Local Government an average of $ is returned in Community Benefits. The report will calculate for you automatically. Each program or project shows on the Dashboard and the overall value will calculate by clicking on Affiliate Summary for Organization under Program Analytics. COMMUNITY APPEARANCE INDEX Keep America Beautiful strives to provide metrics to determine the impact of community appearance on quality-of-life. One of the tools used for measurability and accountability is the Community Appearance Index. The Community Appearance Index includes the Litter Index and Optional Indices for Illegal Signs, Graffiti, Abandoned/Junk Vehicles and 2013 Keep America Beautiful, Inc. 5

6 Outside Storage. The Litter Index conducted as part of the affiliate development provides a baseline which affiliates may use to monitor educational efforts and determine if littering behavior is changing. The Litter Index is an annual requirement for Good Standing conducted annually, at approximately the same time each year. The report requires the date completed and number and type of volunteers (be sure to enter conducting Index in Cost Benefit section). The report also requires you to enter the location and total score for the Area (maximum number value is 4 since scoring is done on a Likard scale of 1-4. GENERAL SURVEY General Survey is included at the end of the Community Appearance Index. Good Standing questions cover: Active Affiliate Board/Committee/Commission Good Standing Requirement Executive Director (Volunteer/President/or Other Title) Good Standing Requirement Training - 6 hours for Executive Director Good Standing Requirement Questions A PowerPoint presentation and Webinar on Recordkeeping and Reporting is also available in the KAB Forums File Cabinet. Go to After login, go to Share on top tool bar then File Cabinet. In the cabinet look down the left menu and click the + sign next to Webinars. If you need assistance please contact Grace Massinello at gmassinello@kab.org or or Cecile Carson at ccarson@kab.org or Keep America Beautiful, Inc. 6