INDIANA STATE COUNCIL KNIGHTS OF COLUMBUS THE THOMAS F. O ROURKE CHARITY DRIVE BENEFITING CHILDREN WITH DISABILITIES

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1 INDIANA STATE COUNCIL KNIGHTS OF COLUMBUS THE THOMAS F. O ROURKE CHARITY DRIVE BENEFITING CHILDREN WITH DISABILITIES Suggestions or material would be appreciated and credit given for any material used. Please send any suggestions to the State Community Director Permission is hereby granted to use or reproduce any material herein. 1

2 GENERAL INSTRUCTIONS This manual is designed to provide as much assistance as possible to carry you through the THOMAS P. O ROURKE CHARITY DRIVE BENEFITING CHILDREN WITH DISABILITIES from the appointment of the Council s Chairman of the Drive to the final accounting, reporting and distribution of funds. The success of any fund raising venture is predicated on planning, organization and people. Without these three ingredients you might be just spinning your wheels. The planning process starts with the Grand Knight s appointment of a Chairman (or Co-Chairmen). This should not be considered as merely a prestige position in the Council but the selection should be made-up of an individual who can be expected to perform. With proper organization the Chairman should be expected to supervise and coordinate the whole operation and not have to devote his time to doing the things that others are responsible for. He must be in a position to continuously monitor the performance of others in order to assure that everything is proceeding according to the timetable. Although the drive is conducted on two or three days, it is imperative to recognize that much has to be done in preparation for those days perhaps commencing as much as two months prior to the drive. It is recommended that you participate in the drive on the days recommended for all Councils in the state. It is not mandatory as the State Council recognizes that there are many factors that may cause the council to choose other dates. Keep in mind that you lose much of the benefits by not participating on the same days as the statewide drive, such as publicity, posters, proclamations, etc. You might consider soliciting on your special request dates in addition to the recommended dates. SECURITY Any time the collection and accountability of money is involved certain precautions must always be taken. It is not just a matter of trusting your Brother 2

3 Knights, but many outsiders are normally involved in the solicitation, some of which are not previously known to Council members. There have been situations where volunteers have erroneously turned over collections to individuals representing themselves to be collectors for the Council. And, of course, pure carelessness has occurred when volunteers do not immediately turn in collections and take it home, temporarily. But often they either forget or never find it convenient to turn it in. You want to be sure that nothing happens that would raise any question by the public as to conduct of the drive, i.e. accountability and distribution of funds. Could you imagine what would happen if cans used in the collection were found empty, in a trash can? We don t have any reports to this effect on our drive, but it nearly scuttled another fraternal organization s efforts in one community. Following are some suggestions: 1. Appoint a treasurer for the drive who will be responsible for the collection of funds from volunteers and the deposit of such funds at a local bank or savings & loan. 2. Arrange to have the collections counted by your bank. This eliminates the necessity of counting it yourself and limits the exposure of having the accumulation of funds in your Council Chambers or someone s home. Do not hold funds overnight but deposit immediately or use the bank's night depository. 3. Number the cans and account for their return. Record the names of volunteers and the can numbers assigned to them. Make sure you have a sufficient number of cans so you don t have volunteers passing a can on to a volunteer whom will be relieving them. LOCATIONS - GENERAL INFORMATION The best starting point for determining the locations to be solicited is last year s program. You should have some forehand knowledge as to the best time to solicit and whether the locations were properly manned. Some examples of locations to be solicited are: 1. Key street intersections for both auto and sidewalk traffic. 2. Bank and Savings & Loan buildings. 3

4 3. Shopping centers or malls. 4. Railroad and bus commuter stations. 5. Special community functions (Sporting events, county fairs, etc.) 6. Supermarkets 7. Factories 8. Churches As a matter of courtesy, it is important that you write business establishments for permission to solicit. Some businesses might object and it is better to ask first, to avoid a public confrontation on the day of the drive. A sample letter is included in this section. In areas where there is more than one Council, it is suggested that you honor your neighbor s territorial limits, whether they be well defined or not. If you know that a neighboring Council does not cover a key location, advise that Council s Grand Knight that you would like the location. Avoid any public bickering by clearing the air before the drive. As a word of caution, don t spread yourself too thin, i.e.; don t attempt to try to cover too many locations if you don t have the manpower. Make location assignments for the best locations first and cover the poorer ones last. Some K of C Councils have found it advantageous to leave cans in the stores of local merchants. Should you decide to do this, here are some useful tips: 1. Have the can displayed for a month before the drive. 2. Do not leave candy with the can. 3. Mount the can on a piece of cardboard or a poster. 4. Record the stores where cans are displayed to make sure that they will all be picked up the day after the drive ends. 5. Arrange with the merchant to identify persons picking up cans. The following is a sample letter that can be sent to businesses requesting permission to solicit at, near or inside their premises. Type in Duplicate on Council Letterhead Send both Copies to Business 4

5 Dear, As you may have heard, our THOMAS P. O ROURKE CHARITY DRIVE BENEFITING CHILDREN WITH DISABILITIES will be conducted this year on (DAYS: Friday, Saturday and Sunday) (DATE: ). This is a most noteworthy cause and we are therefore asking you for your cooperation in this endeavor by allowing the Knights of Columbus to use your facilities and area in the solicitation of funds for these needy handicapped children. Please acknowledge by returning a copy of this letter. On behalf of the Knights of Columbus and these children may we say THANK YOU and MAY GOD BLESS YOU. Fraternally, (name) Chairman, Charity Drive Program Approved: Company: By: 5

6 PEOPLE It has been proven that the more volunteers you have working the better the results. Every can in the hands of a solicitor will add $35.00 to $50.00 to your total collected. Following are just a few sources from which you can recruit volunteers. 1. Council Members 2. Disabilities Citizen Organizations 3. Families, friends, relatives of members 4. Other Fraternal Organizations 5. University Clubs 6. Ladies Auxiliary 7. Newman Centers 8. Squires 9. Churches (Catholic & non Catholic 10. Boy Scouts 11. Civic Groups 12. High School students Ask if they can work for only two hours, you will find people can get away for two hours but sometimes not any longer. Remember the highest productive hours are A - the two rush hours in the morning B - the two rush hours at lunchtime C - the two rush hours in the evening It is particularly important to approach groups (institutions, parents-groups) that are involved in the field, as in most instances they are quite cooperative. After all, they are the ones to benefit from the distribution of your funds. You might consider appointing Council members to recruit volunteers from specific sources. For example, someone should be designated to work with high school students; another with organizations benefiting children with mental retardation, etc. If you should need assistance at the State level for any problems you might encounter, feel free to call upon your District Deputy or the State Director. Forms In the following pages of this section, you will find forms that may assist you in 6

7 organizing volunteers. As there is only one copy, therefore, it is suggested that you reproduce the original on a photocopy machine for any number you might need. Please maintain the original in the manual for future use. Volunteer forms are designed to assist you in getting pertinent information from volunteer help. There are two types of forms, one to recruit on an individual basis and another to be used for group sign-ups. FORMS INSTRUCTIONS AND INFORMATION This section will give you an indication of how to go about ordering candy and other supplies. Samples of order forms and some supplies are included here. Candy We will again be using the Tootsie Roll bar. They are packed 300 to the case. Again there is a 33 case limit on individual shipments, but don t let this deter you from participating. You may be able to arrange to combine smaller orders with other Councils in your district. Please follow these guidelines: 1. Determine the number of cases you need, starting with what you used last year and adjust up or down based on how you think you will do. 2. Complete your candy order by 60 days before your planned event and send the original to the Tootsie Roll Co., Box 633, Oak Lawn, IL , duplicate copy to your community director. Triplicate copy is for your Council files. 3. Indicate on the form where the candy is to be shipped. It must be to a location where somebody will be during the day all day, preferably a place of business. There will be no home deliveries; some trucks cannot go down residential streets or small roads. 4. A supply of cannisters and paper hats is provided with each order of 16 cases or more. Aprons You can order additional aprons direct from the supplier. An order form is mailed to each council s financial secretary at the same time as the candy order form. 7

8 VOLUNTER WORKERS MARCHING ORDERS YOUR CHANCE TO HELP THE DISABLITIE IN INDIANA AND IN OUR COMMUNITY: WILL WORK FROM (name) A.M./P.M. to A.M./P.M., and from A.M./P.M. to A.M./P.M. on (date) Your supplies should be picked up at (place) on (address) (date) at (time) While you are working, the supply depot nearest to you is (place) (phone) During, CANDY DAY, if you have questions, or need supplies, please call (name) Please turn extra supplies over to (name) (phone) who will relieve you at this post. Please bring your canister to at (place) (address) 8

9 Dear Friend: DID YOU KNOW THAT... One out of every 10 persons has a disability person in his/her family There are approximately 6 million mentally retarded people in the United States today? Mental disability affects more individuals than all other handicapping conditions combined? One out of every 33 children is a potential victim? As you can see, mental retardation is not someone else s problem; it potentially affects all of us. The concern for the mentally retarded and the prevention of this disability is the responsibility of the Community at Large. The Knights of Columbus initiated a program several years ego to benefit the children of Indiana who have disabilities. The general public has lent its support through contributions during the annual Knights of Columbus drive the first weekend of every May. This year the Knights of Columbus is expending its appeal to encourage business leaders to join in the campaign to better life s opportunities for Indiana children who have disabilities. 100% of the funds remain in the community in which they are received. Among the programs and services made available with your funds are: Residential Care On the Job Training Community Living Facilities Recreation and Physical Ed. Training Centers Social Training Workshops Advocacy Service Day Care Centers Guardianship Programs Nursing Care - Prevention Programs Vocational Training Research Sincerely yours, Grand Knight Council (# ) INDIANA KNIGHTS OF COLUMBUS THOMAS P O ROURKE DRIVE FOR THE CHILDREN WITH DISABLITIES 9

10 Volunteer Form I will be able to solicit for the K of C charity program benefiting children with mental retardation and would be available: Day Time: From To Day Time: From To Day Time: From To Location Preferred Name Address Telephone No. HOW TO GET PUBLICITY 1. Determine your needs 2. Call the proper person to let him (her) know that your material is in the mail 3. General Rules A. Personal address B. Send material at least two weeks before event C. Brevity is clarity, the shorter and more concise the news release, the better D. Follow-up Call, contact person you sent release to after he s received it, because personal interactions are always a plus for you. HOW TO WRITE NEWS RELEASES I. All information must be in title and first paragraph (which should consist of two sentences) 2. Background on event, etc. must go in following paragraphs 3. News release should go on two pages, maximum 4. Print contact name, number and address at end of release 10

11 NEWSPAPER PUBLICITY Common-sense is the real key to getting your organization into print. Just put yourself in the position of the person who is receiving your materials (as well as those of hundreds of other organizations) and make it as easy as you can for that person to give you the publicity you want. Further, always keep in mind that community and neighborhood newspapers are usually much more interested in your organization s activities than the major dailies. So you will have to work harder to make your story have more general interest to daily paper readers. Here is the method we suggest: 1. When you call a publication, ask for the name of the person in charge of receiving information from community organizations. Then ask to speak to the person directly, and tell him or her that your material will be coming in the mail. (This is also a good time to check if the specific publication has any special requirements for information that is submitted.) 2. Carefully address the information you send, including an accurate spelling of the person s name and title. (Materials sent to just Editor or blindly addressed to the publication usually do not get the type of results you want.) 3. Send your material at least two weeks before the event you want publicized. 4. Brevity is clarity. The shorter and more concise the news release you send, the better. Editors at either a daily or community newspaper do not want to read long news releases. They do not have the time. You are helping yourself as well as the editor when you keep it short. 5. Follow-up calls are a must. Contact the editor after he or she has received your news release. Personal interaction is always a plus for you. (Squeaky wheels get oiled first.) Last year, 1999,the Knights of Columbus raised $290, for children with mental retardation. With the support of the citizens of Indiana, the Indiana Knights have set a year 2000 goal of $310, Council has raised over with this program, and the principal beneficiaries have been, 11

12 , and. (Names of organizations receiving your funds) Knights of Columbus volunteers will be easily visible because of the bright yellow aprons they will be wearing and the Tootsie Roll cannisters and candies they will be carrying. Citizens with disabilities need the support of the general public so that they can develop and be productive, contributing members of society. Thanks to programs like the K of C Thomas P O Rourke Drive, the future continues to look promising. 12

13 (Send to local Disc Jockeys and Talk Shows) (On Council Stationery) Mail this out about 30 to 45 days before the Drive Dear The Knights of Columbus and volunteers on (Friday, Saturday and Sunday) will conduct the Annual Thomas P O Rourke Day Charity Drive for children with disabilities. Some noteworthy facts concerning this program follow: -For (Number) years (your council) has participated in this charitable program. -Total $ raised all years and last year. -Names of organizations receiving your funds. -This is a statewide effort in which over 100 Councils participate. -Approximately 5,000 volunteers participate statewide, with almost soliciting in the area. Many of the volunteers come from the retarded citizen organizations benefiting from this program. -The funds raised by individual K of C Councils are donated to local community organizations serving children with disabilities. -Since the pilot program initiated by Past State Deputy Thomas P. O Rourke (79-80), millions of dollars has been raised to benefit children with disabilities. -Forty States have since adopted the Candy Day program to benefit children with disabilities. -Other than the cost of the candy, expenses are negligible, resulting in a distribution of more than 80% to retarded organizations. -Our goal this Year is to raise $310, for distribution. As you well know, a program of this sort can only be successful through people awareness and for that reason we would appreciate any mention you might make of it on your very fine program. Very truly yours, 13

14 REPORTS This section is intended for the filing of final reports on the drive. The reporting form will be sent to you immediately following the Indiana State Convention, another copy of the form can be found in the Grand Knights handbook. It is recommended that you also place in council files any internal reports or program notes that will be useful in future drives such as total collected by locations, a final report by your Chairman noting short comings, pitfalls, and recommendations, etc. Some thoughts for your report that you send to the Indiana State Council on the drive. This is a public solicitation for funds and as such is considered to be monies collected in trust. Therefore, the whole program is approved under Indiana law, Federal regulations and given the imprimatur of the Supreme Council. It is run under the auspices of Indiana Knights of Columbus Charities, Inc. Important! These are only permanent approvals insofar as we conform to laws and the policies of the State of Indiana. The local council must check with the governing bodies of the county in which the charity drive is conducted county in order to insure that the proper Solicitation Permits or Licenses are obtained! As you know, funds collected should be remitted to the State Council at the time the report is submitted. Any delay could raise the question of a Council using these funds if only temporarily. It. cannot be stressed enough that these are monies held in trust and as such, cannot be used for any other purpose. Even one Council attempting to circumvent the rules can jeopardize the whole program. The State Council recommends that within 45 days from the close of the drive you submit your report and remit the funds to the State, after paying for your candy and other expenses. You are not to make distributions directly to organizations. 14