Charity runs have become an American staple in recent years. In San Francisco, alone, there seems to be more than one going on every weekend. Chances are each of us has participated in at least one of them, or knows someone who has, and who does regularly. They help bring community and love to the otherwise indifferent and lonely streets and public spaces. The horrific acts at the Boston Marathon on Monday are exactly counter to what these marathons are all about.

But in the darkest hour the spirit of charity, community, and civilization shined through. I read somewhere someone remark how people ran toward the danger, not from it, in efforts to help those who needed help the most. Charity might include giving lots of money, but what good is money without civilization or a sense of community? Living in San Francisco I often fear the imminent next “big one,” and just the other day-Sunday, I think, oddly enough the day before the Boston Marathon-I thought what if I survive the tremors? Will the real worry be the panic and mayhem after? Perhaps. But perhaps there is no real need to worry. America’s best cities seem to have a track record of pulling through. Boston, this week, has done remarkably well to reaffirm that.

As we enter charity run high season, let us march bravely forth, remembering that it is not just the cause we are supporting, but that it is for the sake of civilization itself that we join the cause.

Spencer Doyle is Project Associate at My Dutch Uncle.

Reports are part of daily life for all businesses. For nonprofits there are some important reports that help distinguish how healthy the charity is and whether it is a good candidate for giving. Following is a list of two reports with links that must be kept up-to-date for all nonprofits in California.

• The Secretary of State’s office requires the form S-100 Statement of Information. See http://www.sos.ca.gov/business/corp/pdf/so/corp_so100.pdf.
• The Attorney General’s office requires the form RRF-1 annually for most nonprofits. See http://oag.ca.gov/sites/all/files/pdfs/charities/charitable/rrf1_form.pdf?.

Secretary of State’s Office

The Statement of Information (Form S-100) is filed initially within one month of incorporation. Thereafter the form must be filed by the end of the anniversary month every other year. Usually a pre-printed form is sent to the charity and a post card reminder as well. The filing fee is usually $20. There are exceptions to the 2 year rule for credit unions and consumer cooperative corporations.

Attorney General’s Office

The Attorney General’s office functions as the registrar of charitable organizations and fundraisers who raise funds for these charities. All non-profits, unless exempt under certain rules, must file the RRF-1 along with pertinent 990s, etc. The filing fee for the RRF-1 has a sliding scale according to Gross Annual Income from $0 to $300.

The AG’s office provides two handy tools to check on an individual non-profit’s standing with the AG.

• The Registry of Charitable Trusts (http://rct.doj.ca.gov/MyLicenseVerification/Search.aspx?facility=Y)
  • This is a searchable database that provides tools to find the status of any nonprofit organization in CA. If a non-profit is not current, it usually shows what forms are missing for what years.
  • As well, all forms submitted over the years are present in pdf format including incorporation papers, delinquent notices, etc.
  • There is also a searchable database, Charity Research Tool, for forms nonprofits file with the federal government that are then reported to the AG’s office. This can be a good source for finding older forms you may have misplaced. They are stored in pdf format. (http://oag.ca.gov/charities/charity-research-tool#Location:Default)

Failure to file the RRF-1 may result in a fine of up to $800 and the loss of charitable status.

Using the above mentioned tools it’s a great idea to check your status and, if delinquent, get cracking on filing any missing forms. Donors are encouraged to check these files when doing their due diligence on their own charitable giving. You clearly want your cause reported correctly!

*Hamlet, Act V, Sc 2

Peter R. McGrath is Director of Client Operations at My Dutch Uncle.

As online solicitation increases, it is important not to lose sight of the acknowledgement letter. Some non-profits seem content with the receipt generated by the solicitation program but that is never enough. Retention of online donors is not very high. A creative and sincere thank you email will go a long way to acknowledging your donor’s generosity and support, keeping the donor connected to your mission, and helping ensure the next gift.

Of course, the email acknowledgement letter also gives you much more flexibility in what you want your donor to know about your mission. Links, video clips, timely updates on projects, all are easily attached to the email. Following are some tips on how to make those emails welcome in the inbox.

Header information: be sure you have set up the email account you use for the acknowledgment emails to have the full name of your organization. This is not the place for a cryptic address that would stump the most tech savvy person. Use information from your database just as you would in a mailed acknowledgment letter:

To: full name of the donor appears here not just his or her email address.

Ex: John and Susan Miller <jsmill657@nowhere.net>

SUBJ: Thank You! Or some other direct, short description.

Body of the Email: again follow the same formal format you use in your acknowledgement letters. Use titles and a comma, not a colon.

Ex: Dear Ms. Faircloth, Dear Mr. and Mrs. Jameson, Dear Ed and Bets,

First paragraph engage the donor with a quick story about the appeal, the mission, etc. 2-3 sentences.

Ex: When our anonymous angel approached us to offer a matching gift opportunity we had no idea how many of our supporters would respond so vigorously. Her gift, matched 125% by our donors like you, enables us to launch the next phase of construction of our facility here on Meadowglen Road.

Second Paragraph: the explicit thank you with the appropriate gift information. Include any tribute info here as well.

Ex: I am writing today on behalf of the Board of Directors and staff of Alley Cats Anonymous (ACA) to thank you for your generous gift to our annual appeal. Your gift <include gift info here if not in the tax language below> will be matched by our anonymous donor. We have noted in our records that your gift is in honor of Ms. Abigail Smithson’s 90^th birthday and we have sent her a birthday greeting as you requested.

Third paragraph: a quick update on something of note in your work. Include links here to anything you want your donor to see, view, listen to, etc.

Closing: final thank you.

Signature: should be signed by the person who signs the mailed acknowledgment letters.

PS? yes, include the PS. Direct Mail folks tell us these work. Make it count!

Tax language: if you have sent the IRS tax deduction language in a receipt, it does not need to be mentioned here. If not, definitely include it here.

Once you have the format and language completed, gingerly use graphics to add information about the mission or the thank you itself.

Test the final product to be sure it prints easily for those donors who want a paper copy for their records.

While the initial set up may take some time, once you have a workable format, links and graphics can be changed easily for subsequent acknowledgements. As well, keep the verbiage updated too!

Peter R. McGrath is Director of Client Operations at My Dutch Uncle.

A REcipe for Success in The Raiser’s Edge

Much like preparing a fine meal, the first step is having a great recipe. Next, be sure you have all the ingredients.

One of the most common laments we hear at My Dutch Uncle is, “We are never sure that our reports are accurate.” Or, “We don’t trust the information we get from an export!” Just as you need butter and flour for a béchamel sauce, you must have all the correct ingredients for a reliable report.

Too many times, the reason for inaccurate or inconsistent reports and exports is the proper information was never entered into The Raiser’s Edge. Also, just as in the culinary arts, quality is a contributing factor. Like planning a menu, start with the end result in mind and work backwards.

A common complaint is that Addressees are inconsistent; or, we can’t get a breakdown of who purchased a Silent Auction item versus who participated in the Live Auction. The reason, obviously (or not so obviously) is the information was never entered when the gift was entered, or the proper procedures weren’t followed by those entering data. Like any successful venture, planning is vital, and following the plan is the key to success.

Always ask yourself what information you would like to have when the event or appeal is completed, and then make sure you collect that data. The best way to start this process is to review the information from the previous year’s effort, and make notes about any problems you may have had producing reports, queries or exports. Just as critical is the need to be consistent; you can’t vary the ingredients and expect the same result!

The more the merrier! Don’t try to do the job on your own. Make sure you get all parties who have contributed to the event/appeal at the same table so everyone can give you an idea of what information will be helpful to them. Don’t go shopping, until the list is complete.

The Raiser’s Edge is a powerful tool that is only as useful as you allow it to be. “TMI” is not a phrase that is ever applied to data entry in TRE. You may never choose to retrieve all the information you have in Raiser’s Edge; but it is a forgone conclusion that you will never be able to retrieve what isn’t there.

Just as delicious food and great service will keep patrons returning to a restaurant, accurate records and good stewardship will ensure life-long donors.

Plan, be consistent, be thorough, and …Bon Appétit!

Mark Fabbri is Manager, Database Operations & Training at My Dutch Uncle.

Join John Golenski and me again the for another Webinar Wednesday on the first Wednesday of August, August 1st, brought to you by My Dutch Uncle. We’ll be discussing Development Skills for Nonprofit Boards.

As part of their nonprofit governance role, boards are responsible for creating budgets as well as doing what they can to raise the funds needed to achieve their organization’s mission. As such, financial literacy, gift solicitation, as well as simply working together and administering productive board meetings are among some of the key skills every board and each board member should have.

To learn more about our Top Ten Goals for Nonprofit Boards, download our free e-book and sign up for our webinar!

We will be taking questions during our webinar, so please feel free to ask in advance or tell us what skills you would especially like to see addressed.

After signing up to the webinar you will receive an email confirmation with log in instructions via GoToMeeting. You may also join us live via Twitter @MyDutchNephew, where we’ll be using Twitter hashtag #nonprofit. You may ask your questions at any time there as well.

Looking forward to seeing you on Webinar Wednesday!

Spencer Doyle is Czar of Social Media at My Dutch Uncle.

Part III: Create your IRS-required 5-year fundraising plan.

• Complete your IRS filing requirements. Form 1023.
• Know your foundations.
• “Touch”your donors 5 times throughout the year. 2-3 “asks,” followed by acknowledgements, thank you letters, and progress reports.
• Follow the 3-day turnaround. Send acknowledgement letters no more than three days after receiving gifts. Be sure to include in your acknowledgement letters the forms and information your donors need from you in order to deduct their donations from their taxes.

Thinking of starting a non-profit? Tell us how My Dutch Uncle can be your Dutch uncle.

Call us for a no-obligation consultation to get started on the right foot. Or click Be MY Dutch Uncle.

Spencer Doyle is Czar of Social Media at My Dutch Uncle.

Part II: Building your board.

• What is your board’s purpose? The board’s primary role is to govern. However, when getting started it is often the case for board members to take on both the governance role of the board as well as management responsibilities usually left to the executive director and other staff. This should only be temporary, so that by the time you are well on your way to being a self-sustaining 501(c)3, your nonprofit board shifts completely into its role as a governing board, leaving management decisions to your executive director.
• Do you know the difference between governing and managing? Governance is the primary role of the board. It is often called the board of directors or the board of governors for this reason.
• Recruit the right board members. Is every board member able to read and understand your organization’s financials? Financial literacy of each board member is crucial to ensuring that your organization runs smoothly. A requirement for each board member should be the ability to read and understand financial documents, especially your nonprofit’s annual reports.
• How big is your board? How big should your board be?
• What are the roles of your board members? How will each board member contribute to your organization? At a minimum, each board member should be a financial donor to the organization. Ideally, each board member will solicit gifts on behalf of the organization, asking their friends, family, and community connections to donate. At My Dutch Uncle, we go by the rather frank but substantive mantra, “Give, Get, or Get Off!”. As a board member, you should give to the organization, as well as get donations. If you can do neither, then you should get off the board so that the organization may benefit from a board member who can help raise the funds necessary for it to achieve its mission.
• In addition to gift solicitation, boards are responsible for creating the budget and for submitting the forms that are required to obtain and retain nonprofit tax-exempt status.
• The first board’s role, however, is to just get the organization started. The second task for the initial board: raise money.

Thinking of starting a non-profit? Tell us how My Dutch Uncle can be your Dutch uncle.

Call us for a no-obligation consultation to get started on the right foot. Or click Be MY Dutch Uncle.

Spencer Doyle is Czar of Social Media at My Dutch Uncle.

Part I:  Start with your mission first.

You want to make sure that your mission-your vision-is shared by those who are helping you start your nonprofit. You can’t do it alone!

So your FIRST STEP should really be to articulate your mission together. This process will help you write your mission more effectively, which will ultimately help your organization focus its efforts toward achieving your mission.

A well-articulated mission is also extremely helpful in securing the financial support your organization will need as it begins to grow into a thriving and important nonprofit in your community.

Finally, it is vitally important that your mission uniquely benefits your community. You not only need to prove to the IRS and your state’s tax authority that your organization will provide a specific public benefit as a nonprofit, but, most importantly, being able to benefit your community in a unique way will help you build the community support you need in order to raise the money you need to grow, continue to thrive, and see your mission through.

• Is your mission written clearly and strategically enough to get the support you need for your organization?
• Is your mission concise?
• Is your mission to the point?
• Is your mission straight-forward?
• Does your mission focus on your community?

Thinking of starting a non-profit? Tell us how My Dutch Uncle can be your Dutch uncle.

Call us for a no-obligation consultation to get started on the right foot. Or click Be MY Dutch Uncle.

Spencer Doyle is Czar of Social Media at My Dutch Uncle.

There are probably more than one teaching moments from today’s BART fiasco. But if I had to choose one for a relevant blog article I’d simply choose to say, “Be prepared, nonprofits!”

It’s probably safe to assume there exists some protocol at BART for when something like a fire in Oakland happens to curtail all trans-bay services for the majority of a day (and counting…).

But then of course it’s not just an inconvenience at BART or just solely for BART riders. The freeways are also jammed, the buses are also crammed, and pretty soon the mess is so extensive throughout the Bay Area that people from all over decide to not even try to get to work.

So what does this mean for nonprofits? Well, let’s think about it for a minute. What if something happened like a fire at your nonprofit? Or what if you had a program activity scheduled in the East Bay today-or in the City? If the chaos thwarted people from going in to work today, it may as well have been enough to keep them from coming out to show their support at your event. So what would you do? What could you do?

Short of having superhuman predictive powers and the ability to have stopped the fire early (early!) this morning, there are still ways you could help mitigate the damage done. For example, use the chaos to your advantage! This would be a no-brainer if your organization happened to be mission-focused on improving public transportation somehow, or better yet if you were an organization who’s mission it was to put together a crisis team and plan in case of a sizable city-wide or Bay-wide emergency.

But what about the rest of us? Well, we can still use it to our advantage. It’s a popular news piece. Find a way to make sense of it for your org. That’s what I’m doing here, in this blog post. Consider this my tip of the day in our 100 tips in 100 days marathon. Heck, it even ties in perfectly with my last post about a fire…

Spencer Doyle is Czar of Social Media at My Dutch Uncle.

Last month, the Woodbury Foundation generously awarded the Hanuman Medical Foundation a $37,000 grant to support HMF’s continuing support for research that improves life for people with type 1 diabetes. Type 1 diabetes affects nearly 8 million people world-wide, and, different than type 2 diabetes, most type 1 diabetics are diagnosed early on in life. Hanuman Medical Foundation is pleased to accept this award as it continues to support research throughout the world in search for a cure for type 1 diabetes.

My Dutch Uncle is proud to have worked with Hanuman Medical Foundation in acquiring this grant. To learn more about Hanuman Medical Foundation, please visit their website.

Spencer Doyle is Czar of Social Media at My Dutch Uncle.