1. AARP Foundation Tax-Aide Leadership Item
Local Coordinator Training
Based on feedback from wrapup mtg in May we need to focus more on “How To” training for new LCs vs just policy & Procedures and site requirements.
The other issue is a shortage of local coordinators. We have 124 sites and only 82 local coordinators. Half of the DCs are also LCs.
As of 10/21/2016

2. Local Coordinator Training Revisited
NY3 DC Meeting November 14-15, 2016
All of our leadership positions are well defined yet the priority of responsibilities are changing over time.
Growth
Scope of Tax Laws
Technology Changes
Site Requirements
Policy and procedures

3. Objectives
Help you understand your role and responsibilities as a Local Coordinator
Provide new information – awareness
Answer your questions
The goal of this presentation is to assist the LC better understand their role and how to get help in carrying out their responsibilities.
This is really a line vs Instructor responsibility.
There have been so many changes in the program over time that it is worh revisiting the program with existing LCs
NTTC – Dallas 2016

4. Tax Site Checklist for LCs
Assist in Recruiting Counselors, EROs and Client Facilitators for your site
Train EROs, Client Facilitators, and Counselors on Site Procedures
Staffing and Site Preparation
Generate Site Publicity
Order and Distribute Materials
Maintain Volunteer Rosters
Monitor and Approve Expenses
This is a long and daunting list.
These responsibilities are meant to be shared
NTTC – Dallas 2016

5. VS. How do I get the job done? ERO COU CF SF SCO Teamwork & Delegation
§  Most Tax Counselors and Client Facilitators who work at the site would not mind having one additional duty
§  Think about the strengths of the people on the site team – match the skills/strengths with the various tasks
§  Maybe even toss in an example – one possible scenario like:
·        Susan, the LC, insures that all tasks are assigned, know who will be staffing the site each day that it is open, and approves any site expenditures
·        Tony, an experienced TC, serves as the ERO
·        Ed, the CF, maintains the volunteer roster and insures the site is properly set up each tax session
·        Rita is a TC who lives near the tax site and will help with getting posters put up in the local area to advertise the service
·        Carlos, one of the TC’s is great at ordering things on-line; he will help determine what materials are needed and will order them
·        The district coordinator, Phyllis, heads up the effort to recruit new volunteers
·        The training coordinator, Roger, insures that the TCs and CFs are properly trained
  (This “example slide” might come later in the presentation, but if it does, I would say something like “I’m first going to cover what will seem like a long list of items – but then 
NY3 Tax-Aide Program

6. LCs Should assist in recruiting local volunteers for the site
Assist in Recruiting Counselors, EROs and Client Facilitators for your site
LCs Should assist in recruiting local volunteers for the site
Utilize Publicity Material available on the portal
OSHC > Communications > Support Material
Portal > Order> Catalog> Recruitment Material
Word of mouth is still key in recruiting. In the course of carrying out their responsibilities they come into contact with many people some of who may be volunteer candidates.
Publicity material has been much improved and is more role specific. Most local sites would be happy to display the material.
Leverage local publicity provided by District Communications Coordinator (e.g. Customer Testamonials)
NY3 Tax-Aide Program

7. Train EROs, Client Facilitators, and Counselors on Site Procedures
Tailor the process to fit the need of your site.
Set Expectations for both the clients and the volunteers
Utilize the Training material available on OSHC > General Program Mgmt > Training > Policies & Procedures
This is operationally the most important responsibility of the local coordinator.
Skills required are Organizational, Planning, Building relationships
Every site is different: (Clients, Volunteer mix, Site Personnel etc)
It sets the tone for everyone
The more well defined the process the clearer the roles and responsibilities are for the players.
NY3 Tax-Aide Program

8. Staffing and Site Preparation
Maintain good relationship with your Partners at the site.
Space
Facility Support
Publicity
Recognize their Contributions
Utilize Material On OSHC > General Program Mgmt > Training > LC Required Training
Don’t take your site partner for granted
Be aware of changes in mission and personnel
Be aware of their motivations
NTTC – Dallas 2016

9. Generate Site Publicity
Varies depending on the size and location and visibility of the site to clients.
Leverage District Publicity
Utilize material on the Portal
Orders> Catalogs> Publicity Material
OSHC> Communications> Communications Support Material
Many sites have their own communication channels to generate publicity in the community
There are many local examples (e.g. Libraries; Colleges)
NTTC – Dallas 2016

10. Order and Distribute Materials
Order volunteer materials available from the following sources:
AARP Portal> Orders>Catalogs
Admin Material
Handbooks & Digests
Training Resources
IRS Form 2333-V
NYS Form TBD
Portal order system is very responsive
Make sure that LCs are on the CAPS list
Currently discussing with NYS how best to replace the TP-3 order form
More on that tomorrow afternoon
NY3 Tax-Aide Program

11. Maintain Volunteer Rosters
Maintain a record of the volunteers who work at your site and when.
Should be a simple task to delegate (e.g. Client Facilitator)
Becomes important at end of season when approving reimbursements.
NY3 Tax-Aide Program

12. Monitor and Approve Expenses
Utilize the Volunteer Portal
Tip sheets available on One Support on how to enter and approve expenses via the portal
OSHC>  Operational Procedures & Volunteer Portal > Volunteer Portal Guide
Ginni will cover this tomorrow.
NY3 Tax-Aide Program

13. LC Schedule of Activities
Local Coordinator Activities
Jan
Feb
Mar
Apr
May
Jun
Jly
Aug
Sep
Oct
Nov
Dec
Recruiting
Training on Site Procedures
Staffing & Site Preparation
Publicity
Order & Distribute Materials
Maintain Volunteer Rosters
Monitor & Approve Expenses
This is my attempt to provide some insight as to when the LCs may schedule their activities.
Obviously this will vary by District and Site.
NY3 Tax-Aide Program