ywca greater baltimore Standard Operating Procedures Manual Development Director

ywca greater baltimore Standard Operating Procedures Manual Development Director YWCA Greater Baltimore 505 Park Avenue, Suite 100 Baltimore, MD 21201

Table of Contents Preparation Morning 3 Preparation COB 3 Voicemail/Email Passwords 3 Other Logins and Account Numbers 3 Paper Files 4 Electronic Files 4 Grants Management 4 5 HUD Continuum of Care 5 6 Other HUD Grants 6 Community Development Block Grants (CDBG) - Baltimore City 6 7 Community Development Block Grants (CDBG) Baltimore County 7 FEMA/Emergency Food and Shelter Program 7 Maryland Affordable Housing Trust (MAHT) 7 8 Annie E. Casey Foundation/Associated Black Charities 8 The Harry and Jeanette Weinberg Foundation 8 United Way of Central Maryland Grants Program 8 Maryland State Dept. of Education (MSDE) Nutrition Programs 8 9 Workplace Campaigns 9 10 Major Donors/Major Giving 10 Annual Giving/Direct Mail Campaign 10 11 In-Kind Donations 11 Leader Lunch 11 Annual Meeting 11 Board Development Committee 12 Appendices Selected Sections from the Operations Associate and Executive Assistant SOPs Grants Snapshot FY08 FY09 YWCA Greater Baltimore Development SOP 2

Preparation - Morning 1. Check in with CEO to discuss pressing or new matters. 2. Check phone messages by hitting vmail button (or extension 123), wait for prompt and hit the * key, then dial extension 123 and pass code 4567, then proceed to listen to messages. 3. Return all phone calls in a timely and orderly fashion, depending upon priority. Preparation - COB 1. Return all incoming calls as appropriate. 2. Make preliminary to-do list for the following day. Voicemail/Email Passwords 1. Email and General Login Password = ywca000 2. Voice Mail Password = 00123 If red light is flashing, press it and then wait for prompt to dial password. If there is no flashing red light, then a. Dial 000 b. wait for voice greeting prompt c. press the * key d. wait for voice prompt for mail box number e. enter 000 f. wait for voice prompt for access code g. enter access code 0000 Other Logins and Account Numbers Foundation Center Online (http://fconline.fdncenter.org/) User name: XXXXXXX_YWCA Password: ywca000 Member ID: 000000 DocuShare (MSDE nutrition programs, http://docushare.msde.state.md.us/) User name: ywca-123 Password: ywca000000 Sponsor number: 0000000 esnaps (HUD application submission) User name: abcdefgh Password: ywca12345678 Question: 0000 Email: ywcayourlocalassociation@yahoo.com FedEx (for YWCA deliveries) Account number: 0000-0000-0 YWCA Greater Baltimore Development SOP 3

Paper Files Most files are in the development director office (room 000), pending the creation of a development files room. Some documents may be found elsewhere, such as in s old files or in previous development offices. 1. The file drawer at my desk (to the right of computer monitor) includes foundation files and project files only. 2. The top drawer of the rolling cabinet contains federal, state, and city grant files (HUD, FEMA, CDBG), MSDE nutrition program files, and workplace giving campaign files. 3. The bottom drawer contains individual giving (annual giving) files for direct mail appeals, online giving files, major donor files, and volunteer files. 4. The white filing box labeled 1 contains more general files, including administrative, general development, marketing, and YWCA-specific files. 5. The white filing box labeled 2 contains Leader Lunch files only. There are also grant binders in the development director office specifically for government grants. Each grant will have its own binder for each fiscal year. The binders include the grant application, grant contract, grant reports, relevant correspondence, and other items as appropriate. These should be used for audit purposes, since they ll be easier to deal with than files in the filing cabinets. For each binder, however, there should be duplicate documents in the paper files. Files in current use may also be found in the racks on and next to the desk. In general, relevant email (printouts) and handwritten notes should be filed in the appropriate locations in order to ensure that all paper files are as up-to-date and informative as possible. Electronic Files In order to ensure the safety of electronic files, all electronic development files are saved to the your location folder on the server. None are saved to the computer s hard drive. Regular backups of the files are made to the external hard drive located next to the computer. For grants pertaining to particular programs, look under the name of the program (i.e., Druid or Arbutus). Grant files may also be located under the funder s or funding program s name, such as HUD, CDBG, etc. The grants management and compliance calendar is in the Grants Management General folder. Grants Management The development director works closely with the CEO, Vice President for Operations, CFO, and program directors to manage grants, from writing and submitting applications to preparing final reports. YWCA Greater Baltimore Development SOP 4

The development director must notify program directors three weeks in advance of reporting deadlines to be sure to submit their reports to the Vice President for Operations and the development director at least 10 workdays prior to the report s due date. When mailing, emailing, or faxing reports and applications, the development director must follow up to be sure they were received by the appropriate person. If necessary, send by certified mail. When delivering reports and applications in person, the development director must ask the person who receives the report to sign a statement to that effect, then file the statement with the development office copy (copies) of the report. Listed below are procedures for each of our current funders. HUD - Continuum of Care Grant programs under HUD s Continuum of Care include the Supportive Housing Program, the Shelter + Care Program, and the Section 8 Program. The YWCA currently receives funding from the Supportive Housing Program (Druid) and is seeking funding under the Shelter + Care program. We submit applications for these programs through the local Continuum of Care agencies: the Office of Community Conservation for Baltimore County, and Baltimore Homeless Services (BHS, under the Department of Health) for Baltimore City. SHP funding is subject to renewal by BHS through its HUD CoC application every year. The Druid Heights THP is, as of September 2008, the only program that is currently receiving HUD Continuum of Care funding. (This is likely to change by July 1, 2009, when we hope to have CoC funding for the Arbutus permanent housing facility.) Records pertaining to each HUD grant must be maintained for either three (3) years following receipt of final payment under the grant agreement, or for three (3) years following any audit pertaining to an agreement (unless unresolved audit issues require maintenance for a longer period). Druid s funding through SHP for FY09 is $160,681. The grant runs from February 1 through January 31 of the following year (so, for FY 2009, from 2/1/08 through 1/31/09). It requires the following reporting: 1. Homeless Statistical Housing Monthly Indicator Reports must be submitted by the 8 th of each month. These reports are generated by Druid s program director through the HMIS system. 2. Monthly Expenditure Reports must be completed by the CFO and submitted each month. This is how the YWCA receives reimbursement for expenses. 3. The Annual Progress Report (APR) is due to BHS within 30 days following the end of the program year (or by February 28). Data for this report is generated from HMIS. The development director must work closely with the YWCA Greater Baltimore Development SOP 5

Druid program director to ensure that the APR is completed in full and submitted on time. Important Notes The development director should have copies of every report submitted for the grant binder and duplicate paper file in the filing cabinet. The development director is responsible for submitting the APR, but should also check in with the program director and CFO regarding the monthly reports, if only to ensure that he/she receives copies for the binder. Consistent and up-to-date filing systems are crucial to the management of these and all other grants. Other HUD Grants Other HUD grant programs administered by Baltimore County and Baltimore City include the Emergency Shelter Grant program, the Emergency and the Housing Opportunities for People with AIDS program. The YWCA currently does not receive funding from those programs. Community Development Block Grants (CDBG) - Baltimore City The YWCA receives federal CDBG funding through the Baltimore City Department of Housing and Community Development (Baltimore Housing) for Druid Heights THP. As of September 2009, we are approaching the close of CDBG-33 and the beginning of CDBG-34. CDBG grants generally run from October 1 through September 30. CDBG records for each grant (including time sheets and receipts) must be maintained for four (4) years following the receipt of final payment under the grant agreement, or for four (4) years following the completion of any audit pertaining to CDBG grant funds (unresolved audit issues may require that records be maintained longer). CDBG grants require the following reporting: 1. Quarterly or monthly expenditure reports are prepared and submitted by the CFO for reimbursement through the grant. If expenditure reports are prepared quarterly, they may be submitted with progress reports (described below). 2. Quarterly Progress Reports must be submitted to the City by the 15 th of each month following the end of the quarter (i.e., April 15, July 15, October 15, January 15). These reports follow the Quarterly Progress and Performance Measuring Data Report format provided with each grant contract. It is the development director s responsibility to ensure that the Quarterly Progress Reports are completed in full and that all reports are fully executed by the appropriate YWCA staff before they are submitted to the City. S/he should also check in with the CFO regarding quarterly expenditure reports and double check to ensure that all forms are fully executed before they are submitted. YWCA Greater Baltimore Development SOP 6

Baltimore City releases its CDBG RFP in November, with application due the following January. Community Development Block Grants (CDBG) Baltimore County The YWCA does not currently have CDBG funding from the County. We plan, however, to seek a CDBG grant for the Arbutus permanent housing facility in FY09. The County will release its Homeless Services RFP for CDBG funds in November 2008, with applications due in January 2009. FEMA/Emergency Food and Shelter National Board Program The YWCA received funding for the Arbutus emergency shelter in FY08 through the Baltimore County EFSP (the agency that administers FEMA funding). The $35,000 grant was made for Phase 26 of the EFSP, and runs from November 1, 2007, through October 31, 2008. Given the pending closure of the Arbutus shelter, we do not anticipate renewing this grant for FY 2009. FEMA/EFSP grants require an interim report with agency requests for second payments. The YWCA has already submitted that report and request for the current grant. However, we will need to submit a final report for the grant by December 15, 2008. We will receive a final report form from the County. The original and two copies of the report form, in addition to required documentation, should be submitted to Terri Kingeter, the local EFS chair, at the Baltimore County OCC by that date. A copy of the full final report should be entered in the FEMA binder, as well. Information about our local EFSP boards is available at http://www.efsp.unitedway.org/. Also, the development director s FEMA grant binder includes a copy of the Emergency Food and Shelter National Board Program Phase 26 Responsibilities and Requirements manual. Maryland Affordable Housing Trust (MAHT) MAHT makes grants to provide bridge funding for programs that provide housing for low-income households. It publishes RFPs for two funding rounds per year. The YWCA received a grant of $53,440 under Round 28 to support the Arbutus emergency shelter. MAHT grants require Quarterly Progress Reports (forms provided with grant agreements) within 10 days of the end of each quarter (October 10, January 10, April 10, July 10) and a final report within 45 days of the completion of the funded project (in this case, around November 15, or 45 days following the closure of the Arbutus shelter). The final report must include a description of the completed Project and any problems encountered in completing the Project, as well as an expense and revenue summary of the Project, certified by the highest fiscal officer of the Grantee, which lists all expenditures relating to the Grant. (Quotations are from the YWCA s YWCA Greater Baltimore Development SOP 7

MAHT grant agreement.) We must submit a Request for Payment form with each disbursement request. Applications for MAHT grants are typically due in March and September. MAHT grant records must be maintained for three (3) years following completion of the funded project. Annie E. Casey Foundation/Associated Black Charities Druid Heights THP In 2007, the YWCA s Druid program received a grant from the Annie E. Casey Foundation for an afterschool enrichment program for children living at Druid Heights THP. The program was then extended for one year with an additional $10,000 in 2008. The grant period ends September 30 of this year, with a final report due October 31. The development director will work with the Druid Heights program director and CFO to complete and submit that report. The Harry and Jeanette Weinberg Foundation 2-year Operating Grant In June 2008, the Weinberg Foundation granted the YWCA a two-year grant of $40,000 per year for operating expenses. We received the first payment at the end of June 2008. The second payment will be made June 30, 2009, pending submission of a five-page Annual Program Evaluation Report, including financial report. This report should be submitted shortly before our request for the second payment. United Way of Central Maryland Grants Program The YWCA does not have current grant funding from the UWCM, but we will apply in December of 2008 for FY 2010. The RFP will be released in October, with proposal due by December 17. See http://www.uwcm.org/. [Information about grants will be added to and deleted from this SOP as needed. As of September 2008, the YWCA anticipates receiving new funds from Baltimore County through the HUD Continuum of Care, HOME, and CDBG programs, as well as from other state programs and private foundations.] Maryland State Department of Education (MSDE) Nutrition Programs The YWCA receives funds from the MSDE to provide free and reduced-price meals and snacks to children in our childcare centers and school-age programs. The funds come from the MSDE s Child and Adult Care Food Program (CACFP), to which we must apply annually. Fran Miller, YWCA s director of school-age programs, is currently in charge of routine administration of the CACFP for the YWCA. As the MSDE/CACFP officer, she is in charge of ensuring that all school-age and childcare center programs (currently a total of 12 programs plus a summer camp) submit monthly records covering the number of students receiving free/reduced snacks and/or meals as well as a count of total snacks/meals served. These Claims for Reimbursements submitted by child programs YWCA Greater Baltimore Development SOP 8

go to the CFO for submission to the MSDE. Fran keeps a complete record of all paperwork at the Franklin Street office for review as needed by the MSDE. The development director is responsible for following up monthly to ensure that all claims have been submitted to the CFO. It is essential that this is done in a timely manner, since there is a 60-day limit on reimbursements any claims not submitted within 60 days of the end of the month for which they are made are no longer eligible for reimbursement. In addition, the development director works with program directors, the MSDE/CACFP officer, and the CFO to complete and submit the CACFP renewal application annually. This application is due at the end of August every year. In addition to the renewal application and monthly reimbursement claims, the development director is also responsible for working with the MSDE/CACFP officer to ensure that the YWCA s CACFP sites receive the annual civil rights audit and selfreview audits. All forms relating to the CACFP are available online through the MSDE s DocuShare site at http://docushare.msde.state.md.us/. The user name for the site is ywca-1234, and the password is abcd000000. (Both are case-sensitive.) The YWCA s sponsor number is 0000000. Since the MSDE does not send out mail or email notices of program deadlines and developments, it is crucial to check the DocuShare site regularly for updates. Workplace Campaigns Combined Charity Campaign (CCC) for Baltimore City The application for this workplace campaign is due around the first of March annually. According to our records, the YWCA should be able to participate in the 2008 CCC. It is not clear that we submitted an application in 2008 for the 2009 campaign, however. We will probably be able to do so early next year, if not. Maryland Charity Campaign (MCC) The application for this campaign is due in early February every year. The YWCA is enrolled for 2008. Combined Federal Campaign (CFC) The CFC application is submitted through the United Way of Central Maryland, since the YWCA is a UWCM member agency. The application is due toward the end of March. Check the UWCM Web site for information. The YWCA is not enrolled for the 2008 CFC. For all workplace campaigns, we should send personalized acknowledgements to any donors who provide their name and contact information when they designate the YWCA. YWCA Greater Baltimore Development SOP 9

Other donors those who do not provide a mailing address or email address obviously will not receive an acknowledgement directly from the YWCA (although they will receive a tax receipt through the CFC). Donors who give through the CCC, MCC, and/or CFC should not be added to regular donor lists for direct mail appeals the assumption is that those who give through workplace campaigns will continue to do so or not at their discretion, and do not wish to be solicited for additional donations. The development director should work with the Executive Assistant to prepare acknowledgements and to ensure that workplace campaign donor contact info and history is retained in a separate donor list. There is a thank-you letter in the your name folder under Acknowledgements that can be used for these donors. Major Donors/Major Giving At present (September 2008) there is no defined major donor program at the YWCA. We anticipate launching that element of the organization s development plan in late 2009 or early 2010. For now, however, files on potential major donors should be kept with sufficient biographical and financial information to facilitate relationship-building and, when possible, cultivation for major gifts. Save biographical/financial information in the Major Donors file under your name on the server. There are a few pools of supporters who may be the focus of more purposeful cultivation following FY00. These are: 1. The Academy of Leaders, recipients of annual YWCA leadership awards 2. Former board members 3. Long-standing YWCA donors who can be identified through a review of historical donor lists The Development director will work closely with the CEO and board of directors as needed to build a successful major donor program at the appropriate time. Annual Giving/Direct Mail Campaign They YWCA conducts an annual giving campaign by direct mail at the end of the year. In keeping with United Way requirements, the fundraising appeal cannot be dropped until the end of the UWCM campaign. We have historically sent it out at the very end of November or beginning of December. Annual giving timeline: September October November Write appeal letter Make necessary changes to appeal envelope, donation form, etc. and send to printer for November completion Finalize mailing list Send letter and list to mailing house YWCA Greater Baltimore Development SOP 10

Acknowledgements and Data Entry This procedure will be determined in collaboration with the Executive Assistant. In any case, each acknowledgement must go out no more than 10 days after receipt of the donation. Copies of all checks and credit card receipts (without credit card number, or with the number blacked out) should be kept in the development files, stapled to copies of the acknowledgement sent out for each. See the appendices for more information about the Executive Assistant s process for donations. In-Kind Donations The following procedures apply to in-kind donations received or solicited by program directors. 1. Directors should call the development director to discuss any requests they wish to make to individuals or companies for donations before they make them, so that the requests can be recorded by development. 2. All in-kind gifts or gifts of clothes, toys, etc. received by programs should be acknowledged in writing by the program director. The value of the gift is not to be mentioned by YWCA. It is up to the donor to value the gift in his/her IRS reporting. Program directors should send the name and address of the person making the donation to the development director so that these can be formally acknowledged from headquarters as well. 3. In the unlikely event that program directors receive a gift of cash or securities, it should be forwarded to the development director to be deposited, acknowledged, and recorded as a gift. The gift will be credited to the program director s program budget. Leader Lunch See the Leader Lunch SOP. More details will be included here asap. Annual Meeting The YWCA s annual meeting is a development function. Procedures will be included here asap. YWCA Greater Baltimore Development SOP 11

Board Development Committee The development director will be responsible, at the CEO s direction, for supporting the work of the development committee of the YWCA s board of directors. Additional sections will be added to this SOP as procedures are developed. YWCA Greater Baltimore Development SOP 12

Appendices 1. Selected Sections from the Operations Associate and Executive Assistant SOPs 2. Grants Snapshot FY08-FY09 Network user/ password set up 1. Go to computer in server room/ fax room. 2. Log on as the your information here, (password: ywca00000000; Domain = YWCA.) 3. Go to START, then programs, then Administrative Tools (common), then User Manager for Domains. 4. go to tool bar at top and select user 5. from the drop down menu, select your information 6. in the user properties box a. Type in the username as person s first name initial with full spelling of last name. (i.e.: yname)(i.e. your name) b. type in full name of user in the full name box c. type in their job description d. create a password starting with ywcastaff000 (three numbers of your choice) e. reenter password you created to confirm 7. make sure user Cannot Change Password box is selected. 8. make sure Password Never Expires box is selected. 9. click profile button at bottom of user properties box a. in the logon script name box, under user profiles, type: login.bat b. then select the bubble next to connect c. select Y from the drop down menu with arrow d. next to To type \\ywca\your info\(your username) The Home Directory is also created; in this example the A: drive is mapped to user s folder on the ywca000 server. Email Set-Up All employees should have an e-mail address as such: (first initial last name@yourassociationywca.org) 1. Send Insert Name Here (InsertNameHere@yourdata.com) a courtesy e-mail request: At your convenience, please create an email address for the following people : (list the person(s) first name and Last name). Include how the e-mail should appear, (i.e.: yname@ywca.org) next to the person s name. Example: Hi, At your convenience, please create e-mail addresses for the following people: YWCA Greater Baltimore Development SOP 13

Happy YW Volunteer: happyywvolunteer@ywca.org Angelina Jolie: ajolie@ywca.org Thank you, Angelina Jolie (or e-mailer s name) Please copy (CC) Person AAA and Person BBB on the e-mail. 2. Person AAA or another tech will e-mail you back a response including: a. the name of the person b. new e-mail address c. user name for outlook setup d. password for outlook set up 6. When the person has a network user name and password or computer login name and password, outlook can be set up. 7. outlook e-mail setup instructions: (for Outlook 2000/ 2002/ 2003/) a) Click on the Start Bar button on the desktop. b) click on the outlook icon c) click on tools d) click on e-mail accounts e) You should now see a window showing two options Add a new e-mail account and View or change existing e-mail accounts. If an account already exists, select the View or change existing e-mail accounts and then click on the account name. Once the account name is highlighted click on the Change button. If an account doesn t already exist, click on the Add a new e-mail account and then select the XXXX server type. f) On the next screen, type in a display name (e.g. first and last name) into the Your Name field of the User Information. This name will appear in the From: field of any email sent with this account. g) Next, enter the email address of this account, (e.g. (first initial)(last name)@ywca.org ). h) Under the Server Information enter mail.yournetwork.com into the Incoming Mail and Outgoing Mail fields. i) Finally, under Logon Information type in the user name (e.g. ISP\ first initial)(last name) and password for this account (password is administered through your network. ) j) Click on the More Settings button to bring up the Internet e-mail settings. In the Mail Account field under the General tab, enter the label name (YWCA.org) for this account. k) Select the Outgoing Server tab and enable the My outgoing server (SMTP) requires authentication option. Make sure that the Use same setting as my incoming mail server option is selected as well. Click Ok. l) Click Next, then Finish. Steps to Backing Up Outlook Email on the YWCA Server YWCA Greater Baltimore Development SOP 14

This should be a daily task, if not, all personnel should have a schedule day to backup in case of computer failure or internet failure. 1. open outlook 2. under folder list, Highlight Outlook Today -[Personal Folder] 3. go to file in the upper tool bar, and click import and export 4. choose export to a file, click next 5. choose personal folder file (.pff), click next 6. choose personal folders. (NOTE: make sure box next to subfolders is checked or selected.) click next 7. type folder name and location for where you want the file to be saved. (Should be on the home drive- A ), click finish Accessing home drive on the network 1. click on the start button on the left bottom corner of the screen. 2. click My Network Places 3. click entire network at the left in the box titled other places. 4. double click Microsoft Windows Network icon. 5. double click ywca icon. 6. double click YWCA Windows NT 0.0 Primary Domain Controller (ywca 0000) icon. 7. double click home folder Postage Machine Only administrative staff is allowed to use the postage machine for business purposes only. To print postage on mail or label: 1. select user by pressing the blue button underneath user 2. enter user pin: 0000 3. make sure ywca 000 is highlighted on next screen 4. select ok by pressing blue button underneath user 5. press grey scale button (has picture of weigh scale) 6. weigh mail 7. press blue button under accept 8. if envelop is thin enough slide envelop through machine through the left side of machine. 9. if mail is too thick, press the gray label button on machine. Enter amount of labels needed. 10. When done with machine, press the grey lock button To wire postage on machine: 1. select user by pressing the blue button underneath user 2. enter user pin: 0000 3. make sure admin 000 is highlighted on next screen 4. select ok by pressing blue button underneath guide 5. press grey money bag button YWCA Greater Baltimore Development SOP 15

6. enter amount 7. confirm amount by entering amount again 8. after transaction is complete press the blue button under ok. Transfer Call to Another Phone 1. press the hold button on the phone 2. dial extension of other phone 3. hang up head set The green light on the phone will change to red indicating the call is being transferred to another extension. Leader Lunch 1. Thank you letters: As you receive checks in reference to leader lunch, generate a thank you letter for the donor from one of the form letters in thank you letter folder. There are several types of form thank you letters: a. Scholarship b. Tickets c. Sponsorship d. Contributions (no ticket purchased) 2. Ticket/ table/raffle/ sponsors/ scholarship/ads: daily as checks are sent in to the YWCA for tickets, update and record in the excel sheet 00 ABCD Function Sponsors Tx Schlrshp, DonorPerfect and check and receipts database for Board of Director (BOD) review. 3. Invoice: generate invoices for sponsors, companies who are purchasing ads and/ or tables. Form invoices are located in the Leader Lunch invoices 2000 folder in the Leader Lunch 2000 on the home drive. The title of each invoices INVOICE # LL-(year of the Leader lunch event)-(consecutive or following numbered invoice)-person or company purchasing the table or ticket. 4. Database Management:. a. Future leader Recipient: This is an excel sheet of contact information for all future leader recipient that is updated every year. b. Tickets/tables/raffle items/contributions: All items noted are in one excel sheet titled 00 ABCD Function Sponsors Tx Schlrshp. This sheet is kept up to date daily. YWCA Greater Baltimore Development SOP 16