Organizational Chart 2014
Board of Directors Officers/Board Members (Administration) Strategic Plan Coordinators Fundraising Committee Team Leaders Data Entry Donor Relations Events Grants Team volunteers In Kind Donations
Mission-to partner with our community to save more animals in Loudoun County Vision- Loudoun County will be a No Kill County within 2 years Goal- decrease the number of animals entering the shelter system, increase the number that come out alive and enter loving, forever homes Strategic Plan- our plan consist of the components of the No Kill Equation 1. Rescue Partnerships 2. Volunteers 3. Foster Care 4. Trap, Neuter, Release 5. Pet Retention 6. Adoptions 7. Public Relations, community involvement 8. Medical & Behavior Prevention & Rehabilitation 9. High Volume, Low Cost Spay & Neuter 10. Proactive Redemptions 11. Hard working compassionate Board of Directors & Shelter Director Each of these components has many volunteer opportunities! You can do as little or as much as your time allows. One hour, two hours, a full day!
Rescue Partnerships Increase the save rate at our county shelter and other shelters in the area. *Build relationship with staff at county shelter. *Build relationships with other rescues and encourage them to become rescue partners with county shelter. *Help organize large multi rescue events at locations in the area. *Organize transports and help to transport animals between rescues and the county shelter. *Liason with the intake coordinator and help find rescues that can take animals at risk at shelter.
Volunteers Help HSLC to fulfill our mission Recruit and retain new volunteers using social media and networking Help to organize and attend meet up events Volunteer acknowledgement- write thank you notes, work at recognition events Help to organize annual volunteer open house Mentor new volunteers Become a lead volunteer for special events and adoption events! Join the Volunteer task force- we work on special projects such as policy, programs, orientations, and volunteer recognition and retention
Foster Care Increase the amount of animals we can save Foster an animal in need Bring your foster to adoption events Create flyers, facebook postings, and email blast to get your foster adopted Take your foster to vet appointments or help others get their fosters to vet appointments Mentor a new foster Assemble parts of the foster orientation package for new fosters Encourage people to become fosters
Trap, Neuter, Return Help manage the population of community cats in our area Answer calls from the helpline regarding community cats Trap community cats and get them to spay/neuter clinics, release back to their environment Create handouts to educate the public on community cats and humane trapping Socialize kittens that are brought in from TNR colony sites
Pet Retention Decrease the number of animals entering the shelters & rescues. Answer help line from pet owners with issues regarding their pets that might lead to owner surrender Train dogs and cats to correct behavior or enhance behavior so they can stay in homes or find homes Help rehome pets Research and provide resources to add to our website regarding pet retention ie; low cost vaccination clinics, behavior training etc Loudoun Pet Pantry work with pantry coordinator to get needed food to pets in need. Organize pet food drives and/or find community groups or individuals to host pet food drives Pick up food from donation drop off points and deliver to shelter Research and find micro chip programs
Adoptions Work to get animals in our care adopted so that more can be saved. Work at adoption events, hands on with animals Become a lead volunteer for adoption events Talk with potential adopters Market available animals for adoption- take pics & write bios for website, flyers out to the public, facebook etc Network & locate new venues for events Process adoption applications, do home visits Network & locate new venues for events Help assemble an adoption packet for new adopters with resources to help with their new pet Put new animals on petfinder Do home visits & take animals to their new homes!
Public Relations/Community Involvement Community support is key to our success and means more donations, more volunteers, more adoptions and more life-saving success. Help assemble a press kit for HSLC to use at events and to give to possible new donors and volunteers that explain our mission, programs, and who we are. Forge relationships with community groups Organize events that promote public support and investment for HSLC and our strategic plan Cultivate relationships with journalists and other members of the mass media. Send press releases to journalist, radio, TV and use social media to gain support and promote public awareness of HSLC Humane Education- give presentations to educate the public on proper and humane care of animals. Work with community groups to get them involved!
Medical & Behavior Prevention & Rehabilitation Keep the animals in our care happy, healthy and socialized in order to find them loving homes Medical intake of animals in our care. Track vaccinations and spay/neuter due dates Liason with fosters and get foster animals to the vet when needed Order needed vaccines for vet Socialization of animals in our care when needed Training for animals to make them more adoptable
High volume, Low cost spay/neuter Proactive approach to overpopulation and owner surrender Manage Snip trip program by working with Potomac Spay Neuter Clinic Promote spay/neuter within the community with social media, and marketing materials. Research & write grants for spay/neuter for companion pets, community cats. Community outreach to encourage the public to spay/neuter their pets
Proactive Redemptions Reunite lost pets with their families Locate & manage an affordable micro chip program for HSLC to be able to micro chip all animals during intake Manage resources on the website regarding lost and found pets Liason with the county shelter regarding lost and found pets Place pictures and write ups on facebook regarding lost and found pets Post flyers when pets are lost and help look for them
Compassionate Board of Directors & Shelter Director Oversee the implementation of all programs and components of NO Kill Equation and ensure they are implemented comprehensively Work together as a team to save more animals
Juanita Easton Humane Education, Adoptions, Loudoun Pet Pantry Lisa DeJohn Volunteer Task Force, Graphics Michelle Zebrowski Grants, Spay Neuter Lead Volunteers Thank you!! Mary Freeman Volunteers Katie Mcauliffe Fundraising Committee Leader Amy Lavigna Volunteer Task Force Pam Bove Foster Care, Fundraising Cynthia Mandelson Fundraising, PR Meredith Thomas Fundraising, PR Catherine Fletcher Loudoun Pet Pantry, adoptions
Board of Directors Kim Fields, Beth Cox, Christy Farver, Jen Reed, Lydia Best Purpose: Govern operations, lead volunteer workforce, establish policy, and implement programs in order to achieve the mission of HSLC. Term: One year renewable at annual election. Board Responsibilities: 1. Establish and implement programs that support HSLC mission. 2. Recruit, retain, reward Volunteers. 3. Develop and implement fundraising plan. 4. Create annual budget and manage financial resources. 5. Formulate, document, and oversee policies and procedures. 6. Evaluate programs and perform self-appraisal of Board of Directors for effectiveness. Expectations for Board Members: 1. Participate in Board Meetings & work sessions (meet once a month), Adoption events, and Fundraisers. 2. Promote HSLC to others in order to gain supporters both financial and volunteers. 3. Make fiscally responsible decisions 4. Demonstrate professional demeanor at all organization functions. 5. Represent & actively promote HSLC in a positive manner to all audiences. 6. Act in the best interest of the organization and disclose any conflicts of interest. 7. Support HSLC financially in a manner commensurate with one s ability. 8. Actively participate on at least one strategic plan team, task focus group, or committee. Members of the board will play an active role in the organization and share these responsibilities while acting in the interest of HSLC.
President Kim Fields Job Responsibilities: Prepare agenda and oversee board meetings. Ensure effective action of the board. Recruit new board members and volunteers. Conduct new board member orientation and evaluation. Act as a spokesperson for organization. Sign legally binding papers as needed. Play a major role in organizational development. Play a major role in fundraising. Collaborate in development of annual budget. Oversee organization to ensure on track with strategic plan. Expectations: Go to all meetings. Attend special events. Network to develop partnerships Be active in fundraising and make an annual contribution
Vice President Beth Cox Job Responsibilities: Carry out duties of President in the absence of the President Serve as Interim President if President resigns or leaves for any reason Play a major role in resource development and represent the organization at events. Assist in annual budget. Active role in organizational development of organization as a unit. Participate in board leadership. Work with President to network and secure new partnerships within the community. Expectations: Go to every meeting Attend special events Be active in fundraising and make an annual contribution
Secretary Jen Reed Job Responsibilities: Assist with agenda for monthly Board meetings. Take minutes at all board meetings and add to project site, relay to volunteers. Distribute action items from meetings. Keep track of board members and officers terms. Handle voting for all elections and relay results to board members and officers. Assist in annual budget. Assist with maintenance of organizations records and annual reports to be filed and renewed Expectations: Go to every meeting Attend special events Be active in fundraising and make an annual contribution
Treasurer Christy Farver Job Responsibilities: Manage QuickBooks (A/P, A/R, Journal Entries, Prepaids, Deferred Income). Create monthly financial statements for presentation to Board and other audiences. File annual IRS Form 990. Collaborate on development of, and provide regular reporting on, annual budget. Manage relationship with PNC Bank, record debit card purchases, and complete monthly reconciliation. Record transactions for third party payments (PayPal, Donate Now, Square). Ensure financial requirements and reporting are completed for grant funding. Manage insurance renewal process (General Liability and D&O policies). Implement Board-approved investment strategy. Maintain general knowledge of Non-Profit operations. Procure professional services for outside audit, as needed. Expectations: Uphold fiduciary responsibility for management of financial assets. Enhance knowledge of mission and strategies for implementation. Participate in Board Meetings, Adoption Events, and Fundraisers. Recruit, mentor, and direct activities of volunteers. Facilitate and expand positive relationships with rescue partners, donors, vets, and local government.
Fundraising Committee Goal- generate income to fund strategic plan Fundraising committee: * Gather information, build relationships, and raise awareness of the organization to gain supporters. * Build positive relationships with the media and influential people in the community. * Develop annual plan with realistic fundraising goals. * Create a diverse list of fundraising resources and organize fundraising events * Create budget and obtain Board approval for event funding * Manage donation boxes at various venues in community Events Team: * Create, organize, staff and work fundraising events * Assemble material needed for events including raffle items * Create advertisements for the events ie; newspaper, flyers, facebook Donor Relations: * Create and send supporter acknowledgments. Work with Data Entry volunteer * Build supporter base and work with Alpha Dog on direct mail campaign * Organize and host annual supporter dinner gala Data Entry: * Pick up mail weekly from post office, distribute mail, enter donations into data base * Send reports to Alpha Dog for direct mail distribution Grant Writing: * Research and write grants to receive funds to further our mission and strategic plan In Kind Donations: * Receive incoming calls regarding in kind donations and services. Return calls and arrange pick up of donations. * Distribute calls regarding in kind services to Board member.