Welcome 2012 with a boost for your marketing and outreach work with this year’s first Media Maven from CCTV/Common Good Vermont. “Freshen Up Your Communications Strategy” provides nonprofit leaders an engaging learning and networking opportunity.

Taking place at noon, January 19th, at the GNAT facility at 6378 Route 7A Suite 1 Sunderland, the two hour webinar will cover the basics of a sound communication plan, trends from 2011, what to expect in 2012, and then talk about how to set priorities and make the best use of your limited resources for the most impact.

This event will be made available free of charge for participants at the GNAT location.

Space is limited so reserve your spot now. To register, please call 802.362.7070 or e-mail amy@gnat-tv.org

I. Call to order
Seline Skough called to order the regular meeting of the Northshire Nonprofit Network at 8:00 am on Friday, January 6th, 2012 in the GNAT offices in Sunderland, VT.

II. Roll call
Attendees took turns introducing themselves and the organizations they represent

III. Introduction of Guest Speaker
Tammie Reilly, Executive Director of Greater Northshire Access Television

IV. Video Presentation
Tammie showed three videos: A video by See3 (www.see3.net) explaining the importance of psa’s for nonprofit organizations, a sample psa produced by GNAT for “March Money Madness,” a sample psa produced by GNAT for The Manchester and the Mountains Regional Chamber of Commerce, and “Gnatman” a psa for GNAT.
Also shown were slides of announcements for GNAT’s community bulletin board. Nonprofit organizations can make their own slides (800×600 pixels in .jpg or.png format) or submit their info to bulletinboard@gnat-tv.org and GNAT will create the slide on their behalf.

V. Testimonial
Chuck Sharp, formally of the Rutland United Way and currently a member of GNAT’s Board related his personal experience with psa’s, providing pointers (KISS – keep it short and sweet) and reinforcing the benefits of such productions.

VI. Closure of Formal Meeting
Tammie Reilly wrapped the meeting by reviewing the details of the Nonprofit Media Partner Program (pamphlet will be posted to NNN website) and the promise that a formal plan and timeline for the new GNAT nonprofit show, “Heart of the Community” will be announced shortly.

VII. Demonstration and Tour
Interested attendees remained on the premises for a brief tour of the studio and control room, followed by the filming of a GNAT production: the 50/50 raffle drawing presented by Tammie Reilly and Berta Maginniss.

VIII. Follow-Up
For additional information on topics discussed, please feel free to contact the GNAT team at 802-362-7070
For those of you who were unable to attend, the link below is the brochure describing GNAT’s nonprofit partner program:
Non-Profit

A Nonprofit’s Website…

…Is the place where you tell others about yourself. It is where you:

· Define yourself and others, i.e., you and your target audience

· Reach out and connect with others

· Put a face on your org. and help the viewer trust and like your org

· Can get people as excited as you are about your cause

Many nonprofits tend to speak like an organization, using “org-speak”, i.e. a lot of mission statement-like, lofty language. Most website viewers do not relate well to programmatic details.

· Instead, “talk” normally on your website to tell your org’s story.

· You have only 56 seconds or less to convince an online reader to connect with names, faces, and your compelling story so they’ll stay and possibly take action.

· To motivate action, you have to make your viewer THINK, FEEL, CARE.

· People relate to other people, not programs!

· Use stories and images to paint a portrait of your cause

Checklist about Story-Telling

1. Is this a story I want to tell?

2. Does it have a heartbeat? A human character(s) at its center?

3. Is the story transformative? Is there a change throughout the story?

4. Does it sound like us? Is it the voice of the organization?

5. Does it have an expiration date? (not like dated PR) Use archival, encyclopedic (not in length! J) stories that stand up to time.

6. Will it make the reader want to do something: sponsor, donate, think, care, tell someone else

You want success stories but you also want them to be genuine. And brief.

A Story-Telling Type of Website

1. Creates a higher % of online donations

2. Yields more $$ per online donor

3. Recruits younger and more generous donors.

Examples of story-telling websites:

Portland Rescue Mission: http://www.portlandrescuemission.org/

Feeding America: http://feedingamerica.org/

Humane Society of the U.S: http://www.humanesociety.org/

WorldVision: http://www.wvi.org/

Conservation International: http://www.conservation.org/

Mission of Mercy: http://www.missionofmercy.org/

Website Content Tips:

· Use action buttons (at top of site) to encourage action: DONATE NOW, CLICK HERE TO READ MORE, SHARE, ADVOCATE, GIVE TODAY, JOIN TODAY, LEARN MORE, MEDIA CONTACT, EVENTS, VOLUNTEER NOW, OTHER WAYS TO HELP, PERSONAL STORIES

· The use of photos and videos pull viewers into your story. They show context and your org’s “environment”

· A good website provides different levels of sensory information

· Don’t use dense blocks of text which discourages viewer interaction. Intermix graphics with succinct, reader-friendly text

· Put a Donate button on every page of your website

Using Social Media: Where To Put Your Org’s Stories

· Once you’ve got your stories, you have several areas to place them: web pages (Home page), multi-media representation, and print materials.

· Post a Donate Now and Tell A Friend button right alongside stories on your Home Page or in your sections about regions and people.

Using Social Media to Share Your Stories

1. Post videos to Vimeo (better quality) or YouTube

2. Post photos to Flicker/Picasa/PictoBrowser to create embed-able slideshows

3. Create a blog for your org

4. Newsletters (Constant Contact) with click-through donation button

5. Social Networks like Facebook, Twitter, and LinkedIn

6. Integrate audio stories into your media outreach

Videos

· Can show staff at work to personalize your org

· Profile people/efforts/events to provide window into your org

· Most powerful videos are 30 sec – 2mins. long

Recap of previous meetings, including summary of Program Comm, Website Comm, PR committee

Next Meeting: set to be at Riley Rink in January [This later changed to Hildene]

Website: needs some way for nfps to communicate through it; calendar; lots of enthusiasm for that. How do people find it?

Name change discussion – suggestions include: Nonprofit Network, Bennington County Nonprofit Network. Does this require a discussion of who should be involved/invited geographically? Current name is misleading.

Dick reprised the founding of NNN with Barbara McCarty and the purpose for gathering: to learn about each other and about how to instill best practices in your nfp.

Thus, website should facilitate communication & awareness about what we do. Secondarily, our value to the community is huge and if there were better ways to market our impact or influence so that others are aware of our efforts, we would all benefit.

Collaboration is key to funding.

Enthusiasm for the note Seline posted in November about Minnesota non-profit collaborative group – see: http://givemn.razoo.com/ to a broader scope to our thinking.

We could institute a givevt.org or a givennn.org and use the razoo.org, which does a lot to initiate buzz . Fundraising, publicity & web are all involved, so who will follow up on it? How does this affect anyone’s relationship with United Way, especially now that they are considering a new structure/executive director.

Fundraising Committee is requested to take the lead, explore this opportunity and bring a recommendation and report.

[at this point, the minutes recorder had to leave and missed the remainder of the meeting]

The meeting started with introductions and an announcement by Kathie Stone regarding the Marlboro College Board Development seminar for $100 this Saturday; David Katz announced the Make-A-Wish cookbook for $15 (contact David at katzmeow5560@yahoo.com). The Bart Center is hosting the Wounded Soldiers event on January, 29 & 30. Contact Joe Hurley bartcenter@comcast.net.
Each group has been working on creating action plans.

Programming Group
Programming Group (Tara Shannon, Martha Heilemann, Dick Malley and Lois Beardwood) presented a list of meeting subjects based on people’s responses and ideas for meeting format(s).

The group thought it would be helpful for many reasons to have three meetings in which our members present information about a topic that they feel they have something to offer and is a topic that the group wants. Then the fourth meeting would be an expert from outside to talk about something that we do not have expertise or want more in depth knowledge. If the topic is more suited to discussion then that will be the format of the meeting, the organizers can decide. Dick Malley mentioned that this is a great way to keep things fresh and engage more NNN members.

The attendees prioritized meeting subjects for January, February and March and people signed up to organize and facilitate that particular meeting which includes: speaker(s), agenda, facility and refreshments. Seline Skoug and Barbara Dooling will continue to send out meeting notices and press releases.

The meeting subjects and organizers are (Tara will be writing up a more detailed program description to follow):
January: Fundraising/Finance: Seline Skoug, Joe Hurley, Martha Heilemann, David Katz
February: Marketing/Publicity: Tara Shannon, Bruce Frauman, Richard Dundas
March: Board Work: Derek Boothby, Dick Malley
April: Grant writing—On standby since it’s a large subject and there are many interests. Perhaps a forum or speaker would be good. Karen Preisler volunteered to see if people are interested in joint grant writing.

Discussion also included Derek Boothby mentioning that the expertise is vast among the NNN members and organizations are at different levels and that we should keep focused on a common denominator, which is promoting non-profits and sharing ideas. The group agreed that even if certain subjects may not be as relevant we take something away from the meetings.

Other discussions:
Since the meeting focused on the Programming Group, next month’s meeting will be to hear from the other groups. If it will take more time to discuss these important subjects, then maybe we use another meeting to discuss the groups work.

Seline Skoug mentioned that the Battenkill Business Journal will be highlighting the NNN in their December issue and it would be important to get a current list of NNN members on the website. She will send out a form to people to complete-a 2 line description of your organization and contact information. She will also give the Program Group a list of facilities where we have held meetings. Please forward your meeting title, speakers, format to Tara Shannon (tara@thecollaborative.us).

Richard Dundas brought up the fact that the NNN seems to be geographically centered around the Northshire and that there are organizations in Bennington that are involved or could be. He suggested a name change that would better reflect the whole valley. The attendees agreed that it was important to address. The attendees felt that the Manchester Chamber is a great resource and the Bennington Chamber could be more involved. Joe Hurley will stop by the Bennington Chamber to see if someone can come to the meetings.

Seline Skoug mentioned that Margaret Donovan was working on reviewing the website and how we can improve it. The website/calendar group notes to follow.

Marketing NPO’s in the area. Dick Malley mentioned the Manchester Journal NPO page where NPO’s for a fee can list themselves. Discussion continued around if the NPO’s would have the funds to buy the full page ad or would the NNN members work to raise money. Martha Heilemann wondered if one meeting should focus on “NNN projects.” Derek Boothby suggested that the mission of the NNN was not to raise money as a group. The attendees agreed but also felt it important that marketing the NPO’s in the community was important. Discussion to continue.

Next meeting: December 3rd, Riley Rink, 8am.
Agenda: introductions; reports from Marketing, Website and Collaboration groups as time allows; next steps.

Send me a topic or a few topics you are interested in learning about.
Keep it brief…one-three sentences will be fine.
At our next meeting I will distribute a list of topics that I received. Naturally the most popular topic will be a priority and then we will go from there.

Thanks and if you have any questions feel free to contact me at 362-3770.
——————–
Marketing/Collaboration • contact: Beth Meacham (bmeacham@manchesterchamber.net)
Topics discussed that the group feels would benefit further outreach to organizations include:
a. collaborative office space with shared equipment and personnel (volunteer or paid)
b. collaborative grantwriting effort
-identify grant potentials that meet the goals of a number of non-profits (meals on wheels, for example, didn’t realize that they work with 30 partners)
-identify an individual who might do grant research to identify grantors who could address the combined needs of some of our area non-profits & discuss options of compensation for that individual to write grant (s). Information could be dispersed in “tweets” to NNN folks to bring forth collaborations
c. Create a central volunteer posting (maybe on the NNN website post needs and available volunteers AND put regular listing of
volunteer outreach in the local papers-see if papers would provide a free monthly slot for this

Maybe some of the above could fit into being a topic within the program outline below….maybe a couple of different sessions…
——————-
Website Revision • Contact: Margaret Donovan (margaret@temblorcreative.com)
The Homepage should be more welcoming, less a list of minutes, and should include:
• How to become involved with the NNN
• an Interactive calendar which would allow members to edit their events
• a feature on the calendar or another section on the page that would provide a forum for members to post needs (e.g. volunteers, chairs, venue, etc), or things they could offer to share, along with their goals — all of this promotes collaboration
• links

Who is the Audience for the Website?
• primarily it is each other – our own members – to encourage & promote collaboration
• other nfps to encourage their participation
• donors (e.g. VT Community Foundation)
• and lastly the for-profit community

How to Accomplish the Revisions?
• Check with BBA for a student intern
• Keep it simple
• Solicit the NNN for assistance
• Manchester Advertising (now Temblor Creative) to begin

• Distributed website list of NNN members already on website for for updating. Margaret will follow-up to add new listings and solicit descriptions & contact updates & will act as the contact

• What should a revised website incorporate? That will come clear from the other committees – Marketing, Resource/Collaboration, & Programming

• Community support/fundraising is an increasing challenge in the economic downturn. Our retailers & commercial establishments are seriously challenged by all the “asks.” Greater efforts at collaboration would reduce the number of asks. Reducing or taking advantage of the overlapping missions (something the website could help with) would be an excellent first step. For example – although the MMF recently did a free concert with/for children, it could have been enhanced by collaborating with a children’s organization.

• Chamber calendar and NNN calendar would allow information to flow more freely between the for profit & not for profit communities.

• Website is the vehicle for distributing info, including events. Floodbrook did a fundraising committee outreach that is worth looking at

• What areas do we want information gathered on? We can all send in that specific info and compile it.

• Send an email to the point person on each committee with information pertinent to that committee vis a vis their organization. Point person for Website: Margaret – margaret@temblorcreative.com; Marketing: Beth – bmeacham@manchesterchamber.net; Programs: Tara – tara@thecollaborative.us

Introductions

Donald Keelan, CPA — “Interpreting, Managing, and Internal Controls for Financial Statements from a Board and Executive Director’s Standpoint.”

The number of nonprofit organizations has grown tremendously.  The American Institute of CPAs conferences are largely attended by nonprofits.

Nonprofits are being watched by the state’s attorney general’s office and the IRS.  If an organization fails to file Form 990 for three years in a row, they can lose their exempt status.

When reporting financial information to the board, emphasize important items (i.e., issues with a donor donations).

Vermont law states that a nonprofit can rely on a board member who has a financial background.

Five key financial steps:  (1) gather data/information; (2) record it; (3) report it out; (4) analyze; and (5) interpretation.

Acid Protection

There is little protection of fixed assets; maintenance is deferred.  If an organization cannot fund the maintenance, track and report it to the board.

Reconcile/take inventory of fixed assets.  You need to know what you have and insure it.  If you dispose of a fixed asset, make sure to take it off insurance.

Time is an intangible asset (volunteers and board members).  Nonprofits need to recognize time.  In applying for grants, you can list it as a contribution.

Respect time and start on time. 

When hiring a new board member, for the first year assign another member to guide them through the organization.

Internal Controls

Without internal controls, organizations are a huge target for embezzlement.  If a nonprofit ignores internal controls, they will pay a big price.  Example – A Vermont town treasurer embezzled $382,000.  When asked how he did it, he stated that “everyone trusted me; no one looked at the financials; wrote my own paycheck and other checks to myself; if someone paid their taxes in cash, I gave them a receipt and pocketed the cash; and I didn’t go to a teller, used the ATM.”

The financial side of running a nonprofit is very important; it needs time.  Internal controls are a protection.

Questions/Discussion

How to find a source for internal controls?  Visit the following websites — New York Society of CPAs, American Institute of CPAs, or the Journal of Philanthropy.

How to find financial help?  Word of mouth; hire a CPA firm (some may do pro bono work); auditors; Vermont State Society of CPAs; or local for-profit organizations may donate time.

How to encourage board members and emphasize that financials are important?  Report adverse publicity to the board; have guest speakers make presentations.

Per IRS regulation, a nonprofit is not required to post volunteers as an asset.

Try to have professional help on the board.  Mistakes can be made through ignorance.

Martha Heilemann suggested calling Austin St. Hilaire, Compliance Officer at Southwestern Vermont Health Care.

How nonprofits form a board and get back to why boards exist as opposed to going after “deep pockets.”

It is difficult in our area to recruit board members (especially with financial expertise).  When recruiting, look at time, treasure, and talent; also need to balance the board.

Responsibility — Board members can be held liable.

Announcements

Harvest Ball – Southwestern Vermont Health Care – September 11th at the 1768 Hubbell Homestead at Colgate Park.  Dr. Richard Dundas will receive the SVHC Leadership Award.

C.A.R.E Program Golf Tournament – September 20 at the Tater Hill Golf Club.  The Masons will be hosting 4-man handicap scramble; $75 per person.  Contact David Katz at 362-1622.

Big Brothers Big Sisters Wii Bowling Tournament – November 6th at Burr & Burton.  Contact Nicole Pritikin at 442-5491 Ext. 287.

NOTE:  Send your announcements to Seline Skoug at selineskoug@me.com.

The next NNN meeting will be held on Friday, September 3, 8:00 a.m.., at the Berkshire Bank located on Richville Road, Manchester Center, Vermont.  We will be discussing the results of our survey and the direction of the NNN.  Please make every effort to be at this important meeting.

Location:  The Collaborative

Introductions

How to Plan a Successful Event — Liz Novak (Deloitte & Touche) and Kim Murphy (American Museum of Fly Fishing)

Goal – Why have an event?

Budget—Stick with it.

Audience – Who are your targeting for your event?

Three Phases of Event Planning

Preplanning – Set budget, form committees, mail invitations, market, and choose venue and decorations. 

For cost-savings measure, use “save the date” postcard or e-invite (for younger audience).  Also, check community calendar regarding dates of other events.

Venue is not just about price but also convenience, size, what decorations are built in, and special needs considerations.  Are setup and breakdown charges include in the fee?  When giving a headcount, go a little lower (check event history).  What impression do you want your guests to remember?

Event Day – Resolving conflicts/issues.

Post-Event Wrap up – Handwritten thank you notes to be mailed as soon as possible.  Conduct a survey and make changes for future events.

Guest Payment

Once you get a commitment, send a letter with an invoice.

Some organizations had committee members pay in full or a reduced rate.

Cost Check

If there is another event the day before yours, consider using their decorations.

A non-alcoholic event or offer a cash bar?

Bring your own wine, but beware of hidden corkage fees.

Setup self-serve non-alcoholic station.

Dress

Put your money where guests will spend most of their time.

Hand name badge to guest; don’t leave on table for them to pick up.

Consider renting plants.

For linen rental, go to bbjlinen.com.

Giveaways

Ask a board member to defray cost or ask an organization if they can donate item(s).

Giveaway should tie in with event message.

The next NNN meeting will be held on Friday, August 6, 8:00 a.m.., at the Mark Skinner Library located on West Road, Manchester, Vermont. Speaker Donald Keelan, CPA, will present “Interpreting, Managing, and Internal Controls for Financial Statements from a Board and Executive Director’s Standpoint.”