What is a Young Friends Board?

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2 TABLE OF CONTENTS I. What is a Young Friends Board? [3] II. Let s Get Started [4] III. Board Establishment Two-Year Timeline [6] IV. Executive Committee [7] V. Board Development Committee [10] VI. Marketing & PR Committee [13] VII. Membership Committee [17] VIII. Fundraising Committee [19] IX. Finance Committee [22] X. Who is Launch St. Louis? [24] XI. Appendices [25] 2

3 What is a Young Friends Board? A Young Friends Board is an organizational structure comprised of Young Professionals serving under the governing Board of Directors of a nonprofit. Unlike the Board of Directors, a Young Friends Board has little to no influence on the direction or the services a nonprofit may offer, but similarly, the Young Friends Board has its own checks and balances (with the Board of Directors having the final word). The primary purpose of a Young Friends Board is building a platform to engage and educate a younger demographic on the nonprofit and the services offered in ways such as: volunteering leadership opportunities special events By leveraging this platform, the nonprofit can successfully develop, incubate and groom future leaders. Nonprofits are always looking for alternate revenue sources. With a Young Friends Board, there will be opportunities to increase fundraising. However, should be viewed and treated as a secondary benefit. For Young Professionals, in particular Generation Y, it is very important to have them engaged, feeling a part of the team, and most importantly, delegating responsibility to them. If facilitated correctly, the money will follow. And most importantly, so will the leadership. What makes Young Friends Boards so beautiful, is that by design, they benefit both parties involved. For the nonprofit, there are the benefits of leveraging your nonprofit to a new demographic, succession planning and fundraising. The advantages for the young professionals are meeting new friends and networking, personal and professional development, and most importantly, making a difference in the community. 3

4 Let s Get Started Building Your Young Friends Board! STEP 1 Your Governing Board adopts a resolution authorizing the formation of the Young Friends Board. STEP 2 Identify a Young Friends Chairperson or Co-Chairs who will serve as liaison(s) to the Governing Board to insure transparency and verify compliance with the Charity s mission, calendar, and other similar items. We recommend this person serves on the Board of Directors of the governing board with full voting rights. STEP 3 To help track progress and Young Friends events separately, Launch recommends allowing the Young Friends Board to open a separate checking account under the main bank account of the charity (i.e., using the EIN of the charity). Signature authority should be carefully considered, and may be retained at the Governing Board level, if desired. Set up a schedule for regular Young Friends Bank account sweeps to main Charity account (may not be possible until fundraisers for have been held). Set up budget and fundraising expectations for Young Friends Board. Track progress through Young Friends bank account. STEP 4 It is important to develop a document that identifies rules and procedures for the Young Friends Board of Directors. The by-laws are not a governing document of the Partner Charity since the Young Friends Board is a not a separate legal entity (See Appendix; by-laws). STEP 5 Develop and establish the Young Friends Board s organizational structure. The structure is outlined in the by-laws. It is important to have this structure in place before you begin active recruiting for your Young Friends Board (See Appendix; Recommended Board Structure). STEP 6 Now you can begin recruiting your Young Friends Board! BOARD MEMBER RESPONSIBILITIES 1. Attend meetings and events 4

5 2. Be a co-chairperson on one committee 3. Make a personal financial commitment 4. Be an advocate on behalf of the nonprofit and newly formed Young Friends Board 5

6 Board Establishment Timeline Month 1 Discuss goals of Young Friends Board Identify deadlines Discuss Young Friends Board structure and committees Identify and contact prospective board members Month 2 Young Friends Board structure and process established Outline committees, identify interested chairpersons Month 3 First official Young Friends Board meeting Begin membership recruitment (Membership Committee) Month 4 First recruitment social gathering (Membership Committee) Begin recruiting members for committees Identify sponsorship opportunities (Fundraising Committee) Begin marketing initiatives (Marketing and PR Committee) Month 5 Committees begin meeting Identify 2 key events for the next year 6

7 Executive Committee PURPOSE The Launch Executive committee is responsible for administering the operational side of Launch, planning and administering the strategic direction of Launch, and leader and spokespersons of Launch. In cases where board approval is not required by the bylaws, the executive committee may meet and vote on a specific topic or issue without the consent of the entire board. There are six positions that make up the Executive Committee: Chairperson, Vice-Chairperson: Launch Development, Vice-Chairperson: Partner Charity Liaison, Secretary, Treasurer, and Member at Large. Each position holds its own set of responsibilities. TASKS Meet on a quarterly basis or as needed. MEMBERS TO RECRUIT Members are the officers of the board and one-member at large chosen by the chairperson of the board. Chairperson: The Chairperson will preside over all monthly board meetings with an agenda. When preparing the agenda, the Chairperson asks all committee heads and board members to send potential agenda items week before the board meeting. Once the topics are received, the Chairperson writes the agenda which he or she will send back to the board a few days prior to the board meeting. The Chairperson is a signatory on legal and financial documents of Launch. A Chairperson may or may not choose to join or chair a committee. Serving as Chairperson, you are viewed by fellow members of the board and friends of Launch as a leader and spokesperson of the organization. It is imperative that the Chairperson is active and involved in most Launch sanctioned activities. Time Commitment: 8-12 hours per month 7

8 Vice-Chairperson: Launch Development The Vice-Chairperson assists the Chairperson in Launch efforts and initiatives. In the absence of the Chairperson, the Vice-Chairperson takes over the duties of Launch. In addition to assisting the Chairperson, the Vice-Chairperson serves as chair of the Board Development Committee. See Board Development Committee for more information. A Vice-Chairperson may or may not choose to join or chair an additional committee. Time Commitment: 6-8 hours per month Vice-Chairperson: Partner Charity Liaison The Vice-Chairperson: Partner Charity Liaison works directly with the Chairperson of our partner and serves as Co-Chairperson of the new young professional organization. The Partner Charity Liaison will work with the Co-Chairperson of the partner organization in all their efforts and initiatives. Serving as Vice-Chairperson: Partner Charity Liaison, you are viewed by fellow members of the Launch board, friends of Launch, and our partner charity as a leader and spokesperson of the organization. It is imperative the Vice-Chairperson: Partner Charity Liaison is active and involved in our partner sanctioned activities. A Vice-Chairperson may or may not choose to join or chair an additional committee. Time Commitment: 7-10 hours per month Secretary: The Secretary shall (a) keep the minutes of the proceedings of the meetings of the Board in one or more books provided for that purpose; (b) see that all notices are duly given in accordance with the provisions of these Bylaws or as required by law; (c) be custodian of the corporate records and of the seal of the Corporation and see that the seal of the Corporation is affixed to all documents the execution of which on behalf of the Corporation under its seal is duly authorized; (d) keep a register of the post office address of each director and member which shall be furnished to the Secretary by such member; and (e) in general perform all duties incident to the office of Secretary and such other duties as from time to time may be assigned to the Secretary by the Chairperson or by the Board. A secretary may or may not choose to join or chair an additional committee. Time Commitment: 2-3 hours per week Treasurer: The Treasurer is responsible for all Launch assets. It is the responsibility of the Treasurer to prepare a budget and make sure the organization sticks to the budget. When developing a budget, the Treasurer must meet with the executive committee and each committee chair to get a sense of the amount of money each committee of launch may need. Tax reporting and receipts are the responsibility of the Treasurer. 8

9 The Treasurer is a signatory on financial documents of Launch. A Treasurer may or may not choose to join or chair an additional committee. Time Commitment: 2-3 hours per month Member-At-Large: The Member-At-Large is a Launch Board Member. This individual may be a past leader or a future leader of Launch. The Member-At-Large may or may not choose to join or chair an additional committee. Time Commitment: 1 hour per month TIMELINE Once established, the executive committee will meet on a quarterly basis or as needed. CHECKLIST 1. Evaluate the performance of all established committees, identifying any challenges or weakness that need to be addressed. 9

10 Board Development Committee PURPOSE The purpose of the Board Development Committee is to identify and recruit individuals with the skills and experience necessary to accomplish established goals of the Young Friends Board. The goal of the committee is establishing an engaged board that actively participates on their respected committee and moving towards the larger goals of the organization. Identifying a Chairperson and Committee: The Board Development Chair serves a dual role as Vice-Chair of the organization. Members on the Board Development committee should have the following traits and skills: willingness to make connections in the community strong leadership qualities organizational skills needed to manage and develop a process for a portfolio of potential members TASKS 1. Identify a Chairperson and Committee 2. Create your Board Matrix 3. Board Approves Board Matrix 4. Work with Young Friends Board and Governing Board to create a list of potential Board Members 5. From your list of potential Board Members, cross reference with Board Matrix to identify top prospects 6. Contact and Meet with Top Prospects with small group of current Board Members 7. Recommend qualified potential board members to Young Friends Board for vote of approval 8. Once new member is voted in by Board, invite the new member to next meeting and place on committee(s) 9. Repeat 3 7 as necessary MEMBERS TO RECRUIT Members on the Board Development committee should have the following traits and skills: willingness to make connections in the community, strong leadership qualities, and organizational skills needed to manage and develop a process for a portfolio of potential members. 10

11 TIMELINE Months 1-2: Develop a Board Matrix The Board Matrix is a tool that lists skills, talents, and experience needed for a successful nonprofit board (See Appendix; Board Matrix). The skills, talents, and experience needed for each nonprofit will vary. Although some of the skills listed may not seem relevant to operating your particular organization, they are entry points into different spheres of influence and peer groups that may lead to sponsorships, membership, etc. Once you have identified the skills, talents, and experience you are looking for, take this to the governing board for their suggestions on potential board members. Word of mouth and peer relationships will be your best referral source especially in the beginning. Months 3-8: Partnering with Membership Committee for Active Recruiting As the Membership Committee reaches out into the community educating the public on the organization and looking for interested committee members, leverage their contacts by identifying those who may fit into the board matrix and may be suited for a position on the board. As potential board members emerge, 2-3 board members should meet with the prospective member. During this meeting, you will be able to determine if their skills, talents, expertise, and aspirations meet the expectations of your board. This is also the time to give an overview of your organization and gauge the candidate s interest in the organization and cause. Assess what committee this individual may be fit to serve on as a committee member or Co-Chair. At the next Young Friends Board of Directors meeting, provided the individual is interested and willing to make the commitment, present the candidate s information: overview of the individual, skill set/what they have to offer, recommendation for what committee role this candidate would serve, and overall recommendation and/or nomination for board seat. If approved by a vote, extend an invitation to the new Board member to the next Board meeting. Repeat process as necessary, as this an ongoing process. Young Professionals are transient in their place in life. As there will be turnover, it is necessary to have an ongoing pipeline of potential Board Members. It is important to have Co-Chairs on each committee for this reason. CHECKLIST 1. Create your Board Matrix 2. Board Approves Board Matrix 3. Work with Young Friends Board and Governing Board to create a list of potential Board Members 4. From your list of potential Board Members, cross reference with Board Matrix to identify top prospects 5. Contact and Meet with Top Prospects with small group of current Board Members 11

12 6. Recommend qualified potential board members to Young Friends Board for vote of approval 7. Once new member is voted in by Board, invite the new member to next meeting and place on committee(s) 8. Repeat 3 7 as necessary 12

13 Marketing and PR Committee PURPOSE The focus of the marketing committee is to drive the goals of the Young Friends Board through awareness and communication. The overall job description includes: Promoting events Promoting membership Generating awareness for organization Educating on importance of getting involved Building and maintaining an online presence (examples: website, social media, marketing) The marketing committee should establish goals congruent to those of the parent organization and Young Friends Board. While actual goals are dependent upon each organization's unique situation, concrete, measurable goals should be established. Examples of goals for marketing an event might include: Ticket sales of 200 for the group s first event 300 website visits to the events page 25 shares of the event on social media Press coverage in one targeted local publication TASKS Once goals are established, tasks should be set to support those goals. Example tasks to support event marketing goals might include: Writing five blog posts to support an upcoming event Contacting five relevant local publications about potential press coverage Writing copy for a Facebook or LinkedIn post that all board members can post on their personal profiles Developing a series of 3 blasts to support event sales in the 2 months prior to the event MEMBERS TO RECRUIT The roles listed below describe the ideal skill sets filled in the Marketing and PR Committee. While none of the below roles are mandatory, recruiting members with the following professional responsibilities will maximize your chance of impact. 13

14 Marketing Strategist / Project Manager This person is the leader of the marketing committee and must be filled by someone committed to the organization. This person s responsibilities include guidance of marketing strategy and management of marketing execution. This position should be filled by someone with account service experience in a marketing-related field. Examples include an account coordinator or account manager at an advertising/marketing firm or an internal marketing manager from a corporation. Communications Specialist This position should be filled by a strong communicator with good writing skills and the ability to think strategically. Ideally this spot is filled by a copywriter at a marketing/advertising firm or someone with a journalism/writing background, but this is not mandatory. Responsibilities include crafting copy for marketing materials such as brochures, posters, direct mailers, website and other promotional materials. Graphic Designer / Art Director This position should be filled by a person with a strong graphic design background and ability to think strategically. Examples include an art director or designer at a graphic design/marketing/advertising firm or an internal graphic designer at a corporation. He/she should be proficient in Adobe Creative Suite (Photoshop, Illustrator and InDesign) and have access to these software applications. Responsibilities include conceptual development and design of marketing materials, including brochures, posters, direct mailers, website graphics and other promotional materials. Public Relations Specialist This position should be filled by someone with a public relations background in marketing, who is capable of connecting with relevant press outlets in order to tell the organizations story. This person needs to be well-organized and a background in social media is an added asset. TIMELINE Months 1-3: Establishment and Recruitment of Committee It is likely that many people will express interest in being a part of the marketing committee because marketing sounds (and is) fun. However, to assure long-term success of the Marketing and PR Committee, it s critical that the committee s positions are filled with people of specific skill sets and marketing backgrounds. This group is meant to function like a small marketing/communications firm. Reference the previous Members for Recruitment section. Months 4-6: Goal Setting and Branding GOAL SETTING: After you ve established the members of your marketing committee, you must determine concrete goals for your committee. These should be based off of the primary goals of your young friends group 14

15 and the parent nonprofit. This should happen in collaboration with the other committees since marketing functions to support the rest of the Young Friends Board. Each of your goals should meet the following criteria: BRANDING: Defined by a fixed number (e.g. $10,000 in corporate donations) Set to a firm deadline (e.g. $10,000 in corporate donations by the end of year 1) Tied to concrete tasks (e.g. To increase corporate donations, we ll connect with 30 companies through social media) Name: Our recommendation is to always build off the equity that exists from the parent organization. We recommend that the word Young simply be added to the beginning of the partner charity s name. Here s a blog post that explains this reasoning in more detail. Elevator speech: a paragraph summarizing the purpose of this group, its core values and its goals. Logo: We recommend again using the equity that the parent organization has created with their logo by simply adding the word Young into the design. Letterhead: We recommend a Microsoft Word Document template with a footer that includes the organization s name, logo and address. (Once social accounts and a landing page are created, this Microsoft Word Document should be updated to include those accounts and URLs.) Months 7-12: Online Marketing Infrastructure Given the demographics of a young friends board, the online marketing infrastructure will play an important role in spreading awareness and promoting the organization. The following components make up that infrastructure and should be established during this time: Web page on parent organization s website Social media strategy and set up (Facebook page, Twitter handle) marketing platform (If possible, utilize the third party platform of the parent organization or start with a tool such as MailChimp or Campaign Monitor) Months 13-24: Implementation and Delivery By the beginning of year two, the committee and infracture should be well established. At this point the Marketing and PR Committee s role is to support the rest of the organization. Reference the goals and tasks that you established in months 4-6. CHECKLIST 1. Recruit committee 2. Establish goals with concrete tasks assigned to each goal 3. Branding (name, elevator speech, logo, letterhead) 15

16 4. Online marketing infrastructure (web page, social media strategy and accounts, marketing) 5. Implementation and delivery 16

17 Membership Committee PURPOSE The Membership Committee is responsible for recruiting the initial board and place executive officers. This responsibility will be assumed by the board development committee in the future. The Membership Committee will assist in developing the larger board with candidates possessing relevant skills. They are responsible for reaching out to external partners/individuals, when applicable, about the newly formed Young Friends Board s mission and promote the cause. TASKS 1. Initial Recruitment (with full board and other Launch committees) 2. Assist new membership committee in organizing membership structure 3. Identify membership responsibilities with first year events/activities 4. Design a Membership Incentive Package a. Explore member benefits/gifts for members and donors b. Once in place, manage/execute special incentives c. Consider member recognition e-newsletter, etc. MEMBERS TO RECRUIT The Membership Committee needs people who are organized, willing to reach out to companies, associations and groups to recruit members for the board, committee and general membership. TIMELINE Months 1-6: Initial Recruitment (with Full Board and other Launch Committees) Hold informational gathering for interested individuals Recruit executive committee, place chairs and form committees from those selected Going forward, the membership committee will recruit members at large Think outside the box after you reach out to your network, expand your pool of potential members by reaching out to universities, civic organizations and corporations with young professional groups or volunteer groups and transplants Months 3-6: Organizing Membership Structure Determine how active the membership will be 17

18 Establish required contribution amount and membership tiers/levels Design benefits/incentives for membership Establish membership requirements, if any (commit to attend at least one activity annually, etc.) Set goals: Number of active members Year-to-year member retention Referral goals Identify incentives for membership Explore member benefits/gifts for members and donors Once in place, manage/execute special incentives Consider member recognition e-newsletter, etc. Month 4: Organize First Membership Recruitment Event Work with marketing committee to create materials (informational flyers, interest cards, etc.) Determine process for membership sign-ups at event (consider: option to sign up online, on written cards, offer when attendees arrive or later in the event, etc.) Staff shifts for working welcome table/sign-in Logistics to consider during event: At welcome table: printed sign-in sheets, list of existing members/online RSVPs, laptops if necessary Consider payment: where to keep cash, checks; credit card machine? After event: Organize data: track new members and attendees Send thank-you cards to all attendees (committee effort) Follow up with all interested individuals, set up one on one meetings to determine where they would be most effective in the young friends board. Analyze process: what could be done differently next time? CHECKLIST 1. Recruit committee 2. Establish goals with concrete tasks assigned to each goal 3. Organize first recruitment event 4. Follow up with all interested potential members 5. Implementation and delivery Fundraising Committee 18

19 PURPOSE The fundraising committee is responsible for all funds raised and must ensure that the board as a whole is engaged in fund development. (Ticket sales, corporate sponsorship, individual giving, etc.) Events Subcommittee GOAL: Create awareness and raise funds through events. TASKS: Create two events to take place in the second year of the partnership with Launch St. Louis that promote awareness and raise funds. Secure in kind donations. This committee takes ownership of this event and champions it through personal investment from start to finish. The committee is expected to attend the event from set-up through tear-down. A successful first event is something that appeals to a large constituency and has a ticket price that is easily affordable. While fundraising is a component, the larger goal is awareness. Coordinating with the membership committee will assist in building a larger Young Friends Board and lay the groundwork for a more successful second event. Examples include a trivia night, kickball tournament, walk/run or scavenger hunt. The second event will have a larger focus on fundraising. It is meant to further train the fundraising committee to handle more complex events. Because fundraising is the major component, the ticket price should be higher, while still affordable. (Under $100.) Examples include galas, golf tournaments, and auctions. It is recommended that the committee create a signature event that is somewhat unique and reflects and furthers the mission of the nonprofit. It is important that all events, at a minimum, break even financially. The events subcommittee is in charge of setting the budget, securing volunteers, vendors, venues, coordinating ticket sales, negotiating contracts, and all event details. See event timeline for all event guidelines and requirements. 3 rd Party Events Subcommittee GOAL: To create relationships with corporations and community agencies while raising awareness and funds. TASKS: To identify opportunities and coordinate partnerships. Organizations/companies decide to hold an event in which a portion or all of the proceeds benefit the non-profit. These events require little if any involvement in the planning, other than possible attendance at the event and potentially having a charity representative speak. Examples of these include percentage nights at restaurants, corporate jeans days, pajama days. 19

20 Corporate Sponsorship Subcommittee GOAL: To secure funding to meet financial obligations for event planning. TASKS: Identify corporate relationships within the newly founded Young Friends Board and secure corporate sponsorships. In order to implement an event, corporate sponsorships must be in place to finance the event. Corporations are more apt to donate to a non-profit if their employees are involved. This committee will work closely with the events committee to fulfill any sponsor obligations and budget needs. The entire board will be asked to assist in soliciting corporations. MEMBERS TO RECRUIT Types of people who would be useful in the Fundraising Committee 1. Event Planners 2. Project Managers 3. Corporate Fundraising/Development 4. Hospitality Specific roles within the committee 1. Event Coordinator (leading the planning/execution of a specific event) 2. In Kind Donation Coordinator 3. Task & Errands Running 4. Logistics Coordinator 5. Creative Design Qualities needed of committee members organizational skills ability to multi-task goal-driven creative great at accessing resources event experience detail oriented CHECKLIST 1. Recruit committee 2. Establish goals with concrete tasks assigned to each goal 20

21 3. Event Creation (type of event and fundraising goal) 4. Secure sponsorships 5. Event Implementation 6. Event Follow up 21

22 Finance Committee PURPOSE The purpose of the finance committee is to keep track of all the financial aspects of the group. TASKS 1. Track all moneys coming in or leaving the group 2. Collect donations and board capital contributions 3. Prepare financial statements 4. Prepare and file any necessary Federal or state filings 5. Prepare and mail tax contribution letters to all donors 6. Prepare budgets for any events MEMBERS TO RECRUIT Types of people who would be useful in the Finance Committee 1. Accountants 2. Financial Consultants 3. Bookkeepers 4. Anyone responsible and good with Microsoft Excel TIMELINE The timeline for the finance committee would include annual responsibilities plus any budget or financial responsibilities for events throughout the year. Year 1 Establish a bank account and add the appropriate check-signers to the account. Create an Excel spreadsheet to track your revenue and expenses. Collect capital contributions from the board members. Year 2 (and all subsequent years) File all 1099s by January 31st. Send out all tax contribution letters to any donors from the previous year by January 31st. Prepare financial statements for the previous year and present them to the board. File the 990 postcard by May 15th. 22

23 Regular responsibilities: Reconcile your spreadsheet with the bank statement each month. Pay all bills in a timely fashion Collect and deposit all donations Prepare budgets for any events organized by the group. CHECKLIST 1. Establish Bank account 2. Pay bills 3. Collect donations 4. File taxes 5. Send out tax letters 6. Prepare budgets 23

24 Who is Launch St. Louis? Launch St. Louis is a 501(c) dedicated to energizing and developing the next generation of leadership for St. Louis area non-profits. Put simply, we help nonprofits build Young Friends Boards. Additionally, Young Professionals ourselves, we help other Young Professionals experience meaningful involvement in the philanthropic community. The organizations we work with meet the following criteria: Our partners have a passion for developing their nonprofit with new energy in the form of a Young Friends Board. Our partners must trust us as the experts. We ve done this before, and if we re given ownership, we ll do it right for you. Our partners believe and understand the importance of developing new talent in the St. Louis area. Originally serving as the Young Friends of Gilda for Gilda s Club St. Louis, the Launch St. Louis team was assembled to be extremely diverse making us a well-rounded advisor. 24

25 Appendices Click or visit the link below to download a folder of appendix items containing the following resources. Board Member Profile Form Board Member Referral Form Recommended Board Structure Sample Bylaws Sample Event Budget A Sample Event Budget B Sample Event Planning Timeline 25