resource and crisis center of galveston county 2012 strategic planning session follow-up document...

Resource and Crisis Center of Galveston County

2012 Strategic Planning SessionFollow-Up Document

2012 Priorities and 2011 Evaluation

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2012 Planning Session

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• Objectives of Annual Planning1. Identify 3 – 4 priorities in the areas of

“improvement” and “growth”2. Identify owners (committee or task force)3. Provide opportunity for committees to

begin to identify goals/actions for the year


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• Assumptions1. We will continue to be in a stable

operational and financial position in 20122. However, the economy continues to be a

concern; we must be cautious in our planning and forecasting

3. Actions planned for 2012 should focus on “growth” and “improvement,” as they did in 2011


• 2012 Priorities• Volunteer Recruitment

• CASA• Client/Victim Services• Legal Dept. • Fund Development

• Facility Planning• Ensure Adequate Administrative Space• Investigate Potential for Transitional Housing

• Financial Stability and Sustainability• Community Outreach• Grow Donor Base• Continue Grant Pursuit

• Expand Off-Island Presence• Programs & Services, Public Relations First• Then Fund Development

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2012 Committee Structure

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Marketing & Public Relations Committee• Patti Pena (Chair) Angelica Hanley Janie Marshall Twila Lindblade Jennifer Dunne Samantha Coats Shameka Alexander

Fund Development Committee Susan Gregory (Chair) Debbie Williams (Co-Chair) Angelica Hanley Kay Barbour

Finance Committee Mike Crowley (Chair) Susan Gregory Annette Sowell Chris Roper Bonnie Martin

Building/Facility Committee Mike Crowley (Chair) Shameka

Alexander Susan Gregory Chris Roper Bonnie Martin Peggy Creed

Programs/Services Committee Janie Marshall (Chair) Mary Ramsell Bradley Cardenas (Co-Chair) Ian Kuecker Shameka Alexander Peggy Creed Rose Melton

Fund Development Committee Susan Gregory (Chair) Bradley Cardenas Debbie Williams Bonnie Martin Angelica Hanley Twila Lindblade Kay Barbour Vicky Petty Samantha Coats

Note:•Executive Committee includes Chris Roper, (Pres) ; person to be named (VP) ; Debbie Williams (Sec) ; Mike Crowley (Treas) ; and Janie Marshall (Member at large)•VP may participate in all committees as Board Development Chair and leader of strategic planning.


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• Next Steps for Strategic Committees1. Meet and refine 2012 action plans,

including due dates2. Ensure appropriate membership needed to

be successful3. Become familiar with reporting template

and be ready to submit each month prior to board meeting

2012 Detailed Discussion

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• Transitional Housing• Requires HUD funding• Of 323 people in shelter, ½ could benefit from transitional

housing• HUD requires 2 years in transitional housing, either working or in

school• Need overall program support• HUD would fund 13 beds @ $250K• Look at option of owning building or renting part of apt complex

(we have paid for apts in the past)• Legal Department Expansion

• Benefit to community to be able to modify custody orders when protective orders are in place

• Children fall through the cracks now• No one in county provides these two services together


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• Resale Shops• Fliers• Staffing training• Potential for boutique shop with outreach office in northern

county• Include mission statement on donor receipts

• Client Training• Re-create computer lab• Partner with Galveston College or other school

• Public Relations• Need updated posters, signs with pull tags (ex., at UTMB)• Brochures and fliers, including in Spanish, including for resale

shops• Client Services

• Need medical accompaniment volunteers (total of5)• Caseloads are growing, need staff back-up• Is UTMB a source of volunteers?• Retention of current staff including recognition and incentives


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• Outreach• Nursing students @ UTMB• Use CASA as model for volunteer retention• Potential for internship positions• Need to re-create volunteer coordinator position• Outreach leads to volunteers and to individual giving

• Expand Presence in Northern County• Texas City, Dickinson, Hitchcock• League City covered well by Turning Point• Begin with Programs/Services/Outreach, then move to Fund

Development and building donor base• Focus on CASA in League City• Join Chamber of Commerce in League City & others, BBB, Rotary

Clubs, etc.


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• Space and Facilities• Current admin space is inadequate• Minimal space for private client conversations/interviews• Could use more beds/space in shelter• Need space for volunteers and interns• Intermediate solution to expand in current space, potentially

extending lease• CASA

• Recruit total 30 volunteers in 2012• Last year, we supported 140 of the 300 children in the system• Need marketing in Friendswood and north

2012 Committee Report Template*

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2012 Committee Report Template

(Name of Committee)

Statement of 2012 Committee Priorities:

Date of Report: (month/year) Priority Due Date Status

(Red/Yellow/ Green/Blue)

* Due monthly 1 week before board meeting

Appendix

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• Review of 2011 Priorities• 2011 Committee Structure• 2011 Committee Plans and

Accomplishments

Review of 2011 Priorities

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• 2011 Priorities*1. Communication, Internal and External2. Financial Stability and Sustainability3. Facility Plan and Resolution4. Continued Growth of Programs & Services

* See detailed Committee action plans.


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• Committee Structure for 2011*1. Marketing2. Fund Development & Public Relations3. Programs & Services4. Facility Planning5. Finance6. Board Development7. Executive Committee

* See detailed Committee action plans.

Note:•Executive Committee includes Chris Roper, (Pres) Allison Lindblade, (VP) Debbie Williams, (Sec) Mike Crowley (Treas) and Janie Marshall (Member at large)•Allison Lindblade may participate in all committees as Board Development Chair and leader of strategic planning.


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Marketing Committee• Patti Pena (Chair) Angelica Hanley Janie Marshall Jennifer Dunne Shameka Alexander

Fund Development Committee Susan Gregory (Chair) Debbie Williams Angelica Hanley Kay Barbour

Finance Committee Mike Crowley (Chair) Susan Gregory Annette Sowell Chris Roper Bonnie Martin

Building/Facility Committee Mike Crowley (Chair) Susan Gregory Chris Roper Bonnie Martin

Programs/Services Committee Janie Marshall (Chair) Bradley Cardenas (Co-Chair) Shamika Alexander Peggy Creed Rose Melton Ian Kuecker Mary Ramsell

Fund Development Committee Susan Gregory (Chair) Debbie Williams Angelica Hanley Kay Barbour Vicky Petty Samantha Coats

2011 Committee Plans

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Fund Development and Public Relations Committee

Scope of Activities:•Identify new revenue sources and ensure financial sustainability•Build strong alignment between fund raising and other donor activities (ex., Donor List)•Align these with grant sources and information•Build relationships in the community•Increase resale shop revenue•Plan and hold fund raisers

2011 Priorities:•(See next page)

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2011 Fund Development Committee Priorities

Milestone/dollar commitment at risk . Have plan to resolve

Off track. Need a plan to resolve

On track, no issues Complete

Work with Marketing to ensure we maximize different options of donating on RCC website to include tracking of all the donations generated by the website

Work with Marketing to insure all options of giving are published in each Newsletter and to expand distribution to all donor lists being currently used by the Directors and the Fund Development/PR Committee

Publicize on Website and in Newletter all local company matching programs

Research non profit Donor List software programs for cost and ease of use for possible consolidation of all donor lists into one program

Research creating "RCC Womens’ Guild“ or "Young Professionals" group expressly for fund raising events

Expand presence on Ebay or other internet sales outlets for special items donated to the Resale Shops

Research/expand Estate Sale Management and Consignment in Resale shops

Re-establish relationships with large retailers in Galveston County for donated items for the Resale shops on a regular basis

Increase revenue and attendance at "Casino for a Cause" July 30th, 2011 by additional Board member participation in solicitation of sponsorships for the event and expansion of current Donor lists

Plan and execute new fundraiser for Spring 2012 to be held in League City;

Continue collaboration between Fund Development Committee and Angelica Hanley and Bonnie Martin as grant writers to insure we are maximizing our requests for funds.

Request monthly recaps from Samantha Coats concerning her community visits to include group name, contact info and her comments about future potential to assist RCC.

Research plan to set up program for local church participation in our quest for funding.

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2011 Marketing Committee Priorities

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Notes




Ownership of external communication around “this is what RCC is all about”

Responsible for creating elevator speech for all staff and board members

Create plan and implement roll-out of new logo

Update website, create new brochure, update and continue newsletter

Create standard marketing plans for resale shops (ex. Newspaper coverage)

Link with Programs & Services (which owns internal communication to the board)

Ensure coverage in all parts of the county

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2011 Programs & Services Committee Priorities




Ensure effective internal communication of programs/services between staff and board

Be a resource to staff for continued growth of existing programs/services and for the addition of potential new programs/services (ex., transitional housing)

Be a link with other board committees in support of programs/services

Institute training/curriculum services

Identify, purchase and install a data/case tracking system

Ensure appropriate staffing levels

Look into the possibility of transitional services/facilities

Solve the vehicle issue

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2011 Facility Planning Committee Priorities

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Notes




Make and implement decisions regarding the old admin building

Make and implement decisions regarding future building (long-termgoal), including timeline for completion (ex., to lease, build, buy)

Work with Finance Committee to develop a financial plan to bring thefacility question to a resolution.

In case of a decision to demolish the old building, determine any salvage opportunities and costs associated with demo. Develop a list, costs and plan for demo and necessary additional associated projects IE shared wall, fence etc. Refer to Finance Committee to review and present to Board

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2011 Finance Committee Priorities




Ensure financial stability through standard financial controls and processes

Provide standard financial reports to Finance Committee & Board

Determine investment strategy for investment fund (Trust Fund)

Conduct annual budgeting process, including adjustments during the year, if necessary

Review and revise, as necessary, RCCGC accounting policies

Determine the best resolution for the Admin building and the land associated. Develop a financial plan to bring this issue to a resolution.

Review all leases, contracts, loans, insurance policies, etc

Develop a format – and timeline -- for the annual budget process that will encompass all revenues and expenses (operational and capital).

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2011 Board Development Committee Priorities




Recruit new board members and provide new member orientation to ensure consistent knowledge and expectations. Identify potential board candidates based on expertise needed on the board (matrix) to achieve strategies and mission.

Analyze diversity of present board, draft board matrix that will benefit agency’s goals and recruit accordingly. Ensure all board members have Diversity training in 2011.

Lead strategic planning, create and submit reports detailing committee activities and accomplishments each month, and give to the Board of Directors for the monthly board meeting.

Complete any priority actions for this committee that spring from strategic planning activities.

Conduct yearly evaluation of board performance.

Update policies and procedures and by laws as needed.

Update employee handbook as needed. Work with ED to ensure bulletin boards are available and all legal notices are posted on them.

Revise and update hurricane preparedness plan prior to hurricane season 2011.

Identify board development/training opportunities and conduct regular training.

resource and crisis center of galveston county 2012 strategic planning session follow-up document...

Documents

board development chair

executive committee

committee structure

owners committee

year slide

leader of strategic

transitional housing

objectives of annual