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Coordinator Training - SECC Background and History Statewide & Local Organizations SECC Materials / Administrative Duties Coordinator Planning Workshop.

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Presentation on theme: "Coordinator Training - SECC Background and History Statewide & Local Organizations SECC Materials / Administrative Duties Coordinator Planning Workshop."— Presentation transcript:

1 Coordinator Training - SECC Background and History Statewide & Local Organizations SECC Materials / Administrative Duties Coordinator Planning Workshop

2 Catrina Clemens, MSW – Director Antonia Gonzalez- Campaign Associate State Employee Charitable Campaign DFW Metroplex Area 624 Six Flags Drive, Suite 216 Arlington, Texas

3 SECC History & Facts  Created by legislation in 1993  Payroll deduction campaign for state and higher education employees  September 1 – October 31  Covers 18 counties: Collin, Dallas, Ellis, Erath, Henderson, Hood, Hunt, Johnson, Kaufman, Navarro, Palo Pinto, Parker, Rains, Rockwall, Somervell, Tarrant, Van Zandt and Wise  Local Campaign Manager: Community Health Charities Texas

4 Charities Must meet stringent legal requirements and be scrutinized by teams of state employees to ensure:  501c3 nonprofit organization and are registered with the Secretary of State  Audited (or reviewed) annually by an accountant in accordance with generally- accepted auditing standards  Provide direct or indirect health and human services  Spend no more than 25% of their funds raised on administration and fund raising  Unless they qualify for an exception due to special circumstances

5 SECC Structure State Policy Committee (SPC) Local Employee Committee (LEC) State Campaign Manager (SCM) State Campaign Manager (SCM) Local Campaign Manager (LCM) Local Campaign Manager (LCM) The State Policy Committee provides governance and oversight at the state level. Four members are appointed by the Governor and three each by the Lieutenant Governor and the Comptroller of Public Accounts. They are responsible for a campaign plan, a budget and ensuring the eligibility of statewide organizations. The State Campaign Manager assists in the execution of the campaign from the state level. The Local Employee Committee provides governance and oversight at the local level. The SPC appoints the LEC Chair, which recruits a local committee of up to 10 members. They are responsible for a local campaign plan, a budget and ensuring the eligibility of local organizations. The Local Campaign Manager assists in the execution of the campaign at the local level. The LCM is responsible for developing local materials, serving as a fiscal agent, distributing, collecting and processing pledge forms, and training campaign coordinators and other personnel. DFW Metroplex SECC Local Employee Committee Members Lindsey Klein (chair), Texas Comptroller of Public Accounts Thom Chesney, Ph.D. (vice chair), Dallas County Community College District David J. Brown, Texas Comptroller of Public Accounts Jean Deakyne, University of Texas at Arlington Mary Golden, Texas Comptroller of Public Accounts Doris Hickerson, DARS/Division for Rehabilitation Services Natalie Layfield, DARS/Division for Rehabilitation Services Shanon Patrick, The University of Texas at Dallas Joan S. Reisch, Ph.D., The University of Texas Southwestern Medical Center Angela Rivers, Texas Department of Family and Protective Services Terri Tackett, Texas Office of the Inspector General

6 Chair- Lindsey Klein (Comptroller of Public Accounts) Vice Chair- Thom Chesney, Ph.D. (DCCCD) David J. Brown (Comptroller of Public Accounts) Jean Deakyne (University of Texas at Arlington) Mary Golden (Comptroller of Public Accounts) Doris Hickerson (DARS/Division for Rehabilitation Services) Natalie Layfield (DARS/Division for Rehabilitation Services) Shanon Patrick (University of Texas at Dallas) Joan S. Reisch, Ph.D. (UT Southwestern) Angela Rivers (DFPS) Terri Tackett (Office of the Inspector General) DFW Metroplex SECC Local Employee Committee Members Lindsey Klein (chair), Texas Comptroller of Public Accounts Thom Chesney, Ph.D. (vice chair), Dallas County Community College District David J. Brown, Texas Comptroller of Public Accounts Jean Deakyne, University of Texas at Arlington Mary Golden, Texas Comptroller of Public Accounts Doris Hickerson, DARS/Division for Rehabilitation Services Natalie Layfield, DARS/Division for Rehabilitation Services Shanon Patrick, The University of Texas at Dallas Joan S. Reisch, Ph.D., The University of Texas Southwestern Medical Center Angela Rivers, Texas Department of Family and Protective Services Terri Tackett, Texas Office of the Inspector General DFW Metroplex Area LEC Members

7 The 3 C’s of the SECC ConfidenceConvenience Payroll deduction is easy, convenient and confidential DFW Metroplex SECC Local Employee Committee Members Lindsey Klein (chair), Texas Comptroller of Public Accounts Thom Chesney, Ph.D. (vice chair), Dallas County Community College District David J. Brown, Texas Comptroller of Public Accounts Jean Deakyne, University of Texas at Arlington Mary Golden, Texas Comptroller of Public Accounts Doris Hickerson, DARS/Division for Rehabilitation Services Natalie Layfield, DARS/Division for Rehabilitation Services Shanon Patrick, The University of Texas at Dallas Joan S. Reisch, Ph.D., The University of Texas Southwestern Medical Center Angela Rivers, Texas Department of Family and Protective Services Terri Tackett, Texas Office of the Inspector General Every charity application is reviewed by a team of state employees Choice There are over 600 charities to choose from. Something for everyone!

8 The Coordinator – SECC MVP o Set and implement goals o Use different methods to solicit donations o Distribute and collect materials/forms o Submit paperwork to SECC by Nov. 9,2012 o Submit paperwork to payroll contact by Nov. 15,2012 o Thank everyone! Understanding Coercion  The SECC is voluntary  Important to ensure each employee’s decision to give or not to give is respected  Important to ensure that each employee’s decision is confidential

9 2012 SECC Materials Full Charity Guide Mini Charity Guide Pledge Form Collection Envelope

10 Charity Listing Key elements include: the organization’s six-digit SECC code, the charity name, the contact phone number, web address, a 25-word statement of purpose (except in abbreviated listings), and the administrative and fundraising expense rate (AFR). For a full charity list of all participating charities across Texas: es

11 Statewide & Local Federations A key role of a federation is to evaluate member charities annually to ensure they meet high standards of performance and financial integrity. Statewide: Provide services across the state of Texas and locally. Local: only provide services in the DFW Metroplex area

12 Local Unaffiliated Charities Not affiliated with a federation Only provide services in the DFW Metroplex Area

13 Ways to Support Payroll Deduction Starts With the 1 st Calendar Year pay check, January 1 st, Easy and impacts agency all year! Must be renewed annually One-Time Gifts: Cash Check- Made payable to DFW SECC Fundraisers: Cash Check- Made payable to DFW SECC

14 Leadership Giving Program Leadership Givers make annual gifts of $1000 or more to the DFW Metroplex Area SECC. Levels: Yellow Rose Circle: $1000-$2499 Bluebonnet Circle: $2500-$4999 Alamo Circle: $5000-$9999 Lone Star Circle: $10,000 or more

15 Completing and Auditing Pledge Forms

16 Donor Info: Double check to ensure all information is filled out. - Name, SS#/EIN, Phone, , agency, dept/unit, location, county, Coordinator name & phone # This area is also used to grant permission to publish their name as a leadership giver if applicable. Acknowledgement: For no acknowledgement- leave blank. To receive acknowledgement… Must have PERSONAL mailing address.

17 Fundraiser Fill out State Agency Info and place Fundraiser title in name section with Date of Fundraiser Leave Acknowledgement Empty Include designated charity codes (if applicable) Select ONE-TIME GIFT OPTION TOTAL ONE-TIME GIFT box should equal fundraising total

18 Auditing the Forms: Important Information to Remember Payroll Deductions: One pledge form per donor Ensure each section has been completed & signed Minimum donation per charitable group is $2 Charity codes are 6 digits with a choice of up to 6 All payroll deductions must have DESIGNATED charities written in One-Time Gifts/Fundraisers: One-Time Gifts/Fundraisers CAN be undesignated Leave charity code section blank if undesignated NEW- $5 minimum donation to process

19 Tax Information 2012 Campaign: Payroll Deduction Cannot claim gift until completion of the 2013 year Donor must keep their copy of the pledge form Obtain a copy of the last pay stub of the giving year or W Campaign: One Time Gift (on or before December 31) Can claim these deductions for 2012 Donor should keep their copy of the pledge form Gifts over $250 will receive a tax deduction letter from the State Employee Charitable Campaign

20 Submitting Forms Payroll Deduction/One-Time Gift Forms: PINK PINK copy – Donor receipt White White copy - Payroll office Yellow Yellow (with cash & checks) SECC Staff Fundraiser Pledge Forms- PINK PINK copy- keep in records as receipt WhiteYellow White & Yellow copy (with the cash & checks) SECC Staff

21 Collection Envelope 1.) ALWAYS check Final 2.) Complete entire section DO NOT SIGN UNTIL FORM IS AUDITED WITH YOUR SECC CAMPAIGN CONTACT

22 Collection Envelope 3.) Payroll Deduction Pledges- a)Separate pledge forms into 2 categories: Leadership Givers (LG) $1000+ and non- leadership less than $1000 b)Add # of payroll deduction pledge forms in each category. c)Add total of ANNUAL contributions from each group (pledge forms) together (this will equal total payroll deduction pledges)

23 Collection Envelope 3.) Fully-Paid Pledges (One- Time Gifts)- a)Separate pledge forms into 2 categories: Leadership Givers (LG) $1000+ and non- leadership less than $1000 b)Add # of One-Time gift forms in each category. c)Add total of One Time Gift contributions from all forms (this will equal total One Time Gifts)

24 Collection Envelope 3.) Special Events/Fundraisers- a)Add totals from all Fundraiser forms b)Place amount in space provided. c)This will equal total of all Fundraisers 4.) Totals for this envelop: A.Add the total number of givers from each section. Maintaining the separation btwn donors of $1000+ or $24-$999 B.Add total of all pledge forms Payroll deductions+ One- Time Gifts + Fundraisers

25 Collection Envelope: Auditing Envelope A.Ensure contact information is completed and correct. Schedule a pick up B.SECC Staff will count out each section with you 1)If large cash/chk amt, Staff will bring additional envelopes to separate. C.SECC Staff will sign to verify envelope is complete and correct D.Coordinator will sign to verify hand off to SECC Staff BEST PRACTICE: MAKE COPIES OF YOUR PLEDGE REPORT ENVELOPE TO VERIFY ACCOUNT NUMBERS

26 Administrative Procedures: NEW Always check for correct math on payroll deduction forms PAPER CLIP One-time Gifts of Cash/Check to corresponding form DO NOT STAPLE! PAPER CLIP ALL Cash/Check donations with corresponding Fundraiser. DO NOT STAPLE!

27 2012 Coordinator Workshop Objectives: Set Goals Overview NEW Coordinator Resources Create a Campaign Action Plan Create a Campaign Timeline

28 Goal Setting: 6 Steps to Success

29 Step One: Determine Your Goals 1)What successes and hurdles did you experience last year? 2)What is the culture of your agency and how can this campaign improve the morale at your office? 3)What are is best to focus on this year? Increasing participation Increasing total dollars raised Increasing SECC Awareness

30 Step Two: Set Your Goals SMART Goals: S pecific: clear and well defined M easurable: precise amounts, dates and so on A ction-Oriented: have deadlines R ealistic: should be possible to achieve, but not too easy T angible: real and concrete

31 Step Three: Set Goals in Writing Goal Setting Activity: Reference Material Section for 2011 Totals Worksheet Section for Goal Setting Wksht- Sample Worksheet Section for Goal Setting Wksht Set 2012 Goals: 15 Min Group Activity

32 Step Four: Make an Action Plan What is an Action Plan? It is the “How” in accomplishing your goals.

33 Step Four: Make an Action Plan Suggested Campaign Action Steps:  Promote & Market your Campaign  Host Charity Speakers  Use Campaign in a Bag Items  Host Special Events  Conduct a Fundraiser  Understand Your “Why”- Develop your Pitch

34 Step Four: Make an Action Plan Suggested Campaign Action Steps: Promote & Market your Campaign:   Stories of Impact  Dollar Statements  Give Up & Give Statements  Charity Videos

35 Step Four: Make an Action Plan Suggested Campaign Action Steps: DFW Metroplex SECC NEW website

36 Step Four: Make an Action Plan Suggested Campaign Action Steps: Host Charity Speakers:  Staff Meetings  SECC Events  Speakers Request Form Complete ALL sections Include all parking, set up info Send request 2 weeks prior to event

37 Step Four: Make an Action Plan Suggested Campaign Action Steps: Use Campaign in a Bag Items:  SECC Materials- Forms, Guides, Posters  Charity Marketing Materials  Incentives

38 Step Four: Make an Action Plan Suggested Campaign Action Steps: Host Special Events:  SECC Kick Off or Wrap Ups Use Campaign Closet Items:  Campaign Closet Info- Reference Material & Form Sections  Submit 2 weeks prior

39 Step Four: Make an Action Plan Suggested Campaign Action Steps: Conduct a Fundraiser:  Foodie Fundraisers- Bake Sale  Ferris Bueller’s Day Off- Trainings off site  First-Place- Competition

40 Step Four: Make an Action Plan Suggested Campaign Action Steps: Understand you “why”- Develop your Pitch: The 9 C’s of an Effective Elevator Pitch Concise Clear Compelling Credible Conceptual Concrete Customized Consistent Conversational

41 Step Four: Make an Action Plan Campaign Action Plan Activity: Reference Goal Setting Worksheet Worksheet Section for Action Plan Wksht- Sample Worksheet Section for Action Plan Wksht Create 2012 Action Plan: 20 Min Group Activity

42 Step Five: Create a Campaign Timeline What is Campaign Timeline? It is the “When” in accomplishing your goals.

43 Step Five: Create a Campaign Timeline Campaign Action Plan Activity: Reference Action Plan Worksheet Worksheet Section for Campaign Timeline Wksht- Sample Worksheet Section for Campaign Timeline Wksht Create 2012 Campaign Timeline: 15 Min Group Activity

44 Step Six: Say Thank You & Evaluate Results  Saying Thank You is one of the most important things you can do as a coordinator.  After you wrap your campaign, take a moment to evaluate the successes, hurdles and changes you think should be made for the next year.

45 Q & A

46 Thank you!!!


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