Resources for Planning your Nonprofit for a Natural Disaster

By Sue Parris

Resiliency: “The ability to cope with adversity and grow stronger as a result.”

As we’ve seen in many natural disasters, nonprofits play a vital role in a community’s response and recovery.

The Community Foundation for Monterey County recently hosted a workshop, co-sponsored by NAMC, United Way, CERV and others and facilitated by Dick Bower and Sherrie Collins of Monterey County Office of Emergency Services.

A capacity crowd grappled with the important question: Could your nonprofit continue to operate following a fire, flood or other disaster?

OES staff walked us through the elements of a sound disaster preparedness/business continuity plan, including risk assessment, critical organizational functions, information technology and security.

There is a lot to consider. 

How would your staff and/or volunteers communicate during an emergency? How would you connect with the community you serve? What would you take with you if you had to evacuate your facility? How would you recover critical data and records? Probably a good idea to review and update your insurance coverage, too.

Although it can seem overwhelming, we are fortunate to have the Office of Emergency Services to help us prepare.

 An excellent and comprehensive Planning Workbook is available from OES to make planning manageable. There is even an awards program to help motivate you to complete the plan!

The OES is available to offer training to groups. Other resources suggested include: www.myhazardscalifornia (lists flood, earthquake and other hazards related to specific addresses) and www.Ready.gov for tool kits for families; CERV Monterey Peninsula http://cerv501c3.org/, a volunteer organization.

For more information on OES programs, contact Dick Bower, Emergency Planner, at 831-796-1902 or BowerD@co.monterey.ca.us

Photo by nbcnews.com

Helping to Create A Better World

In times of tragedy like those in Orlando, it's natural to feel overwhelmed by the trauma and the sadness and to be tempted to give in to despair. 

 

As Mister Rogers told us, though, let's look for the helpers.  They were there in Orlando too, by the thousands -- the first responders off duty and moving toward the crisis and the nonprofits organizing thousands of blood donors, hundreds of volunteers and the outpouring of funds and blankets and more for the survivors and families.

 

Our capacity to connect, heal and restore is unlimited when we work together to create a better world ...

 

Thank you for your own support and encouragement of our efforts and let us know how we can help you ...

Paulette Lynch, Arts Council of Monterey County

NAMC Awards Event Co-Chair and past NAMC Core Leader

NAMC’s 2016 Public Policy Update

There appears to be growing public perception that nonprofits acquire excessive overhead – administrative operating and other costs not directly spent on client services – even though for-profit overhead cost is typically about 35% vs. 12% compared to 14% for nonprofits, according to Nancy Berlin of California Association of Nonprofits

Berlin was a panelist earlier this month for NAMC's annual Public Policy Update which was attended by 28 nonprofit leaders at the Monterey County Bar Association offices.

Nonprofits provide about one million jobs in California, Berlin added, and generate about 15% of the gross product for the state.

She urged everyone to know how to justify their overhead costs. Nonprofits have to do a better job of promoting their message and explaining the cost of the work they do. This can help with getting contracts, as well as setting norms and best practices. She noted that the Charity Navigator Icon, which may be on your website, reinforces ranking nonprofits by overhead as a percentage of cost. It is much better to focus on accomplishments, which directs attention to the value of your work.

She noted that, according to federal regulations, you can claim a 10% indirect cost rate or share documentation if actual costs are higher, and negotiate for a higher rate. There are OME guidelines for indirect costs. Many people think 10% is the ceiling for overhead when, in reality, it is the floor. There is a need for training in how to best allocate and recoup overhead costs. CalNonprofits offers such trainings, including webinars. Its “Overhead Project” helps nonprofits effectively explain and account for their overhead.

Nancy discussed CalNonprofits’ opposition to Assembly Bill 2855, currently in Appropriations, which would require a link to a nonprofit’s 990, in 14 point type, on every page of a nonprofit’s website, and a link to the Attorney General’s report card on all fundraising communications, including flyers, websites, letters, etc. Over 800 organizations have opposed this bill, including NAMC. This bill would not increase transparency; however, it would create extra work for nonprofits. She said, “The fact that people feel these types of bills are necessary indicates we have more work to do in promoting our messages and how we pay to provide the good work we do.  Cal Nonprofits is looking at this issue and will talk more about details of how to do a better job in the fall.” To learn more, and to keep updated on this bill’s status, see this Fact Sheet on CalNonprofits’ website.

One important way we can work together is to ‘Vote Your Mission’: encourage staff, leaders, volunteers, donors, and constituents to vote. Nancy provided 2 buttons for us to share; one says “I work at a nonprofit and I vote” and the other says “I volunteer at a nonprofit and I vote.” She encouraged us to visit the CalNonprofits website to find other tools and suggestions.

Bill Kamp, Mayor of Pacific Grove, spoke about fees and taxes levied by cities, and Barbara Meister, Public Affairs Director at Monterey Bay Aquarium discussed the admissions tax proposed by the Pacific Grove City Council. Mayor Kamp said that the City of Pacific Grove is a kind of non-profit.

· It is required to have a balanced budget

· It has a mission.

· It provides public safety, a library, City infrastructure, etc.

· It is governed by a charter, articles of incorporation, etc.

· It has enterprise activities

· It seeks grant funding and also delivers services for a fee

· It can receive bequests

He said that Pacific Grove needs to increase revenues for the long-term success of the city. Those can come from real estate and business license fees, increasing transient occupancy taxes, or an entertainment admissions tax. He noted that there is a cap on sales and property taxes and most taxes have to be approved by voters; but very few people want to tax themselves. This leaves few options to increase revenues.

Ideally, tax revenue would be in proportion to the benefit received. For example, the Aquarium, movie theaters, concerts, etc. have a large impact on traffic, parking, etc. but it is hard to quantify the relationship between that impact and the additional income that is generated for the community through visitors paying for lodging, restaurants, etc. The PG City Council recently introduced a ballot measure to add an admissions tax at entertainment venues or events and places of amusement, such as races, movies and concerts. It would apply to the Monterey Bay Aquarium.

Barbara Meister said that she appreciates the difficult decisions city leaders must make to keep their cities healthy and understands the need to seek new revenue sources. She believes that an admissions tax is justified for a sporting event or if the city has made investments for which it needs to recoup costs. However, it does not make sense for the Monterey Bay Aquarium to be subject to an admissions tax, for several reasons:

· The Aquarium was started with private funding with the mission of conservation and education; advocating for the health of the world’s oceans. It is not primarily for recreation or entertainment.

· No city funds went into the Aquarium.

· The gift and book stores and restaurants already pay sales tax.

· The Aquarium brings in tourists who pay into the community by patronizing restaurants, hotels, etc.

40% of Aquarium revenue is from admission tickets, which barely covers front line staff and keeping the buildings open. The balance of its funding comes from membership, fundraising, endowments, donations, grants, etc. The Aquarium is willing to collaborate with the cities of Monterey and Pacific Grove to leverage income opportunities, such as at the Tin Cannery, which has been rezoned and will create new opportunities to generate revenue.

Thanks to Shannon Graham, Aurelio Salazar and Susan Breen for contributing to this article.

Volunteer Programs Discussed at NAMC Workshop

By Natalia Molina, Monterey Bay Aquarium and Sue Parris, NAMC

Nearly 1000 non-profits are registered in Monterey County, ranging in size, scope, and area of service, according to Guidestar, one of the premiere websites that gathers and disseminates information about IRS-registered nonprofit organizations. 

Many, if not all, Monterey County non-profits are fueled and ignited by the spirit and passion of volunteers who help to support their missions.  Knowing how to recruit, reward, retain, and redirect volunteers is critical to sustaining a thriving volunteer program.

Non-Profit Alliance of Monterey County (NAMC) is committed to increase the capacity and collective power of the nonprofit industry for the benefit of all people in Monterey County.

So, to explore best practices in working with volunteers,  NAMC hosted a sold-out workshop on Feb. 29, "How to Have a Thriving Volunteer Program," at Harden Foundation in Salinas.

The program featured three panelists who work regularly with volunteers from the Monterey County Health Department, Restorative Justice Program, and the Monterey Bay Aquarium.

Here are some key take-aways from the panel presentation:

Recruitment Ideas:

Post what you're doing with volunteers on social media.
Host a meet and greet for volunteers with "invite a friend."

Recognition on a shoestring:
Invite volunteers to other events, e.g., fundraisers, public meetings and presentations;
When giving speeches, always acknowledge how much volunteers contribute to your organization.

How to engage Latino volunteers:

Latinos are more likely to engage as a family.  Accommodations should be made to engage or care for children and/or elderly family members.

Translate and interpret materials accurately and well.

Overall:  Get together with staff to develop an agency-wide plan on how to better develop volunteers.

The selection of panel discussion topics was driven by the results of a survey that was sent weeks earlier to NAMC members.  Survey results indicated that the recruitment and retention of volunteers, recognition ideas for volunteers, and how to attract Hispanic/Latino volunteers were top choices.

During the workshop, the panelists offered lessons learned and best practices from their personal experiences, and a robust question and answer followed.    

“It was so exciting to have all of these volunteer professionals together in one room, said Sue Parris, NAMC Project Coordinator.  "Nonprofits know so well that we couldn’t do what we do without volunteers. I’m looking forward to more discussion like this so we can continue to build top-notch volunteer programs in our community.”

At the conclusion, nearly 20 participants expressed further interest in creating a Volunteer Manager Network, and NAMC plans to explore this idea.
If you have ideas on other topics you would like to see if future workshops, please contact sue@alliancemonterey.org.

Packed House Gathers for Community Engagement Training

 Non-profit representatives from all over Monterey County eagerly gathered last month to learn about organizing and engagement for each of their respective communities.

Individuals representing the Arts, Social Services, Environment, Education, Literacy, Housing, and others assembled to hear Tim McManus, the Lead Organizer for Communities Organized for Relational Power in Action (COPA) speak to “aligning interests for maximum benefit.” COPA does broad-based organizing.

Tim touched on the mission of COPA to develop the leadership skills of ordinary people to engage effectively in public life.

The engagement training, sponsored by the Nonprofit Alliance of Monterey County Advocacy Committee, provided some of the tools individuals would need to negotiate with public and private sector leaders.

These conversations can lead to changes in the economic, social, political and cultural pressures on their organizations and families served.

Tim differentiated between public and private relationships and how we can look at both ourselves and those with whom we want to engage.

It is important in any conversation that we remember the folks with whom we want to work also have influences in their lives – when we know those influences, we can find common ground and make a positive impact on our community.

Tim outlined the five key questions that each meeting must address to be successful. And while these conversations can take time and involve face-to-face interaction, the return on our investment can be invaluable to you as an individual and to your organization and those whom you serve!

Due to the success of this workshop and the long waitlist, NAMC will be schedule another session of this training in the future.

 --Tom Conway, Easter Seals of Central California NAMC Advocacy Committee