JLD Application Workshop

1. JLDApplication Workshop March 9, 2010

2. Welcome Agenda • JLD Overview • Financial Guidelines • Placement Requirements • Application & Timeline • Research Process • Q&A

3. JLD Team • Wendy Messmann — R&D Chair • Susan McCutchan — President Elect • Katie Robbins — Finance VP • Amy Martinez — Community VP • Jana Shackleton — Grants Coordinator (jana_shackleton@jld.net)

4. JLD Mission Statement • The project must further the mission of the JLD, which is: The Junior League of Dallas is an organization of women committed to promoting voluntarism, developing the potential of women and improving the community through effective action and leadership of trained volunteers.

5. JLD Issue Areas • Arts & Cultural Enrichment • Education • Family Preservation • Health • Poverty Intervention • Violence Intervention

6. Community Impact • 120,000 + uncompensated hours given to 39 community agencies • Over $1 million given to support nonprofits in the Dallas community • JLD members serve on more than 50 boards and community coalitions

7. JLD Financial Guidelines A component of the research we conduct on each applicant agency is a review of financial information. The purpose of this review is to assess the ongoing viability and accountability for each agency where JLD funds and volunteers may be placed. • Pursuant to Junior League of Dallas R&D Financial Policies, the following documents are required in order to process the application: • Letter certifying 501(c)(3) tax-exempt status. • List of current officers and Board of Directors. • Certificate of insurance evidencing general liability currently in effect as of the date of this application.  (If approved, agency will be required to name JLD as additional insured by May 15, 2010.)  If your insurance certificate will expire prior to year end, please also forward a copy of the renewal when received.

8. JLD Financial Guidelines • Audited financial statements for the agency’s three prior years. Please provide a copy of the entire audit including opinion letter, statements, and footnotes.  If audited financial statements are not available, please submit an operating statement and balance sheet for the prior three years, the most recent tax return Form 990, and an explanation about why audited financials are not available. • Financial Statements should consist of the following: • (i) A balance sheet that details all assets, liabilities and net assets.  Net assets should reflect the amount of any temporarily or permanently restricted funds.  • (ii) An income or operating statement detailing revenues and expenses.  If such revenue and expenses can be further broken down into monies received and expended for programs, events/fundraising, and administrative, it is most helpful, but not required.

9. JLD Financial Guidelines Annual budget for current fiscal year. (a) Year-to-date actual revenues and expenses compared to year-to-date budget and (b) a balance sheet for the same period end. Prior year actual revenues and expenses compared to prior year budget. A statement explaining any special/particular financial circumstances the agency wishes to be considered. Helpful Reminders A submission of a complete application up-front makes the review process easier and demonstrates agency commitment to the process. If you see substantial variances in your financial documents that might indicate agency instability, please provide and up-front explanation.

10. JLD at a Glance General Demographics: - Diverse group of women - Between the ages of 22 and 50 - Believe volunteerism makes a difference - 78% of Actives are employed outside the home

11. JLD Placement Perspective • Offers day and evening placements, weekend placements and concentrated placements. • Each volunteer must complete 60 hours annually to remain active. • Three hour shifts seem to work best for our volunteers, or 20 three-hour shifts. • Concentrated placement are camps, etc.

12. JLD Placement Perspective • 78% working membership does not = night-only placements • Many members sign up for day, weekend, or concentrated placements. • Hours tracked by the JLD Project Chair and/or by the agency’s volunteer coordinator. • Agencies are to hold an orientation and training prior to commencement of volunteer shifts.

13. JLD Placement Perspective • We do not send money to agencies without sending our volunteers. • Some agencies request 10 or fewer volunteers, ideally the request is for more. Can request no fewer than 10 volunteers. • R&D evaluates requests for 10 or less volunteers and decide if it will make a large enough impact. • Ex officio seat for JLD representative on agency’s Board • JLD volunteers are not to be involved in fund raising, medical research, political and/or religious activities

14. JLD Board Parameters • The JLD Board of Directors will determine Parameters for the R&D Committee in July 2010. • It will include: • Maximum number of projects • Minimum/maximum number of community volunteers • Minimum number of volunteers to remain in Community Program • Grant budget • Additional policy regarding funding guidelines, clients served, Issue Area adherence, etc.

15. Research & Development Considerations • R&D Guidelines • JLD Board of Directors parameters • Placement perspective • R&D policies, procedures and bylaws • Financial review grade • Agency need • JLD fit

16. R&D Process • March • Agency Application Workshop • April: • Facilitator training • Application deadline—Friday,April 30 at Noon • May • Initial Review to ensure key application criteria are met

17. R&D Process • June • Agency Applications assigned to Researchers • Primary & Secondary Researchers visit agencies, write reports • July/August • Financial Review • Subcommittees begin meeting to discuss their reports • August • Subcommittee vote; Released agencies notified • August/September • Full Committee Update Reports and Q&A

18. R&D Process NOTE: Committee votes separately on volunteers and funding. Each component must receive at least 75% affirmative vote to pass • October • Full Committee reaches consensus on the agencies that will comprise the Community Program • Full Committee reaches consensus on number of volunteers for each Agency • November • Full Committee reaches consensus on funding amounts for each agency

19. Application Process • Deadline for accepting completed JLD Community Project Applications is Noon on Friday, April 30th. • Go to www.jld.net click on “requesting our support” and then Community Project Request (R&D) for application form.

20. Other JLD Assistance Opportunities • Community Assistance Fund • Provisional Project

21. Community Assistance Fund Emergency Funding to agencies that have a critical short term need: • Agency must address critical human needs • Agency faces the possibility of disruption of program or service • Agency has prospects for continued funding • Agency has an unforeseen need not covered by present financial resources • Funds will make significant impact on the agency’s clients • Application available on website Agencies may receive a maximum of $3,500 over a two year funding period

22. Provisional Projects • Trains new members to be effective volunteers • Must participate in 20 hours of community service • Each project must support a minimum of 20 volunteers • Each project must make an immediate impact to the agency • Project must provide an opportunity to work in a group setting • Application deadline is March 29, 2010

23. Top Reasons of Release • Volunteers can not get 60 hours • Unorganized request • No Volunteer Coordinator OR unclear who our volunteers would report to at agency • Poor financial / cash flow of agency

24. JLD Community Program Questions and Answers