Mini Cd Jewel Case Label Templates

Document Sample
Mini Cd Jewel Case Label Templates Powered By Docstoc
					                               Operations Manual
                                         11/14/2010 1:07 PM


This documentation is a supplement to and int egrated with that found on the VOAz web site.

Contained in other documents available (or planned) at the web site

        Crew Leader Documentation
               Crew Leadership Manual
               The Joy of Trail Building
               Crew Leader E vent Cards (revision in process 2/15/09)

        E vent Managers/Project Leaders Handbook

        Technical Advisors Handbook

        E vent Managers FAQ

        Food Service Guidelines (?)

        OutdoorV olunteer.org Managers Handbook

        Those wit h Admin & Staff authority at voaz.org can view these and other documents and
        templates at the ―Forms, Docs, Links‖ page.



Contained in other documents at office

        VOAzAcessKeys.doc – password protected document of key account information.

        Computer Systems – notebook documenting hardware/software by NPower (includes DGC)

        Web Site Administration
                                                                                                           VOAz Operations Manual

                                                        Table of Contents

Governance, Management, and Administration - Overview ..................................... 4
Projects & Events................................................................................................................. 5
     Project Nomination & Initial Screening ................................................................................5
     Proposed Project Assessment ............................................................................................6
     Project & Event Naming.......................................................................................................6
        Project Name Structure .....................................................................................................7
         For trails: ............................................................................................................................7
         For other types of work projects: ..........................................................................................7
         For training projects: ...........................................................................................................7
           Event Names....................................................................................................................7
           Trail events: .....................................................................................................................7
         Other work events on habitat/conservation projects:..............................................................7
        Training ...........................................................................................................................8
     Project Memorandum of Understanding..............................................................................8
     Event Memorandum of Understanding................................................................................9
     Scheduling Events ...............................................................................................................9
     Event Support – Pre-Event ..................................................................................................9
         Day-of-Bundle ....................................................................................................................9
     Event Support – Post-Event ..............................................................................................10
         Certification of Participation ...............................................................................................10
         E vent folder ......................................................................................................................10
         Gear resets and storage....................................................................................................10
Leadership ........................................................................................................................... 11
     Training and certification....................................................................................................11
Outreach ............................................................................................................................... 11
     Brochure Placements.........................................................................................................11
Development ....................................................................................................................... 11
Finance & Administration ................................................................................................ 11
     Risk Management ..............................................................................................................12
     Annual Required Filings .....................................................................................................12
     Annual Reports ..................................................................................................................12
     Office Operations ...............................................................................................................12
     Photography - Archiving Images for Annual Report and Disk Storage ............................13
     Warehouse.........................................................................................................................14
     Bookkeeping ......................................................................................................................14
     Membership/Donor Management ......................................................................................14
     Professional Services Used by VOAz ...............................................................................14
Appendix: Bookkeeping ................................................................................................... 16
Appendix: Memberships Management......................................................................... 21
           Donation recording and confirmations - Overview ............................................................21
           Office processing of email confirmations of on-line donations ...........................................22
           NOL Donations – new and renewing................................................................................23
           Handling special membership conditions ..........................................................................24
           Renewal solicitation via surface mail and phone ...............................................................28
           Soliciting new members from events................................................................................29
           Soliciting past members to rejoin/donate ..........................................................................29
           Annual Campaign & Special Campaigns ..........................................................................29
           Regular maintenance.......................................................................................................29



61acd203-4895-4520-aa5d-e17c713d8c55.doc                                                                                         Page 2 of 36
                                                                                           VOAz Operations Manual

Appendix: SmarterMail Email Server............................................................................ 32
    Create a Mail List (General Setting information).....................................................................32
    Edit a Mail List and/or Complete the Creation Process ............................................................33
    Send Email to One or More Mail List(s).................................................................................35
    Email Reply with Subject Unsubscribe...................................................................................36




61acd203-4895-4520-aa5d-e17c713d8c55.doc                                                                      Page 3 of 36
                                                                                 VOAz Operations Manual


Governance, Management, and Administration - Overview
Ultimate res ponsibility for the operation of VOAz rests with a self-perpetuating board of directors.
Practice has been to limit board members hip to two cons ecutive two-year terms. Corporate officers
(President, Vice-President, Treasurer, and Secret ary) are elected by and serve at the pleasure of the
board of directors. Officers may or may not be board members as well.

The VOAz governance process is established in the by -laws and through resolutions passed at board
meetings. A copy of the by-laws is at the website, in the green corporat e notebook and on the
Computer in the ED’s office. A list of board members and their terms is at the front of this notebook.

The board established six standing committees (Strategic Plan 2004) as a means for distributing
some of the policy and program development tasks of the corporation and as a way to draw upon the
skills and interests of our members. The standing committees are:

       Projects (solicit and screen potential projects, assign leaders and event managers)
       Leadership (recruit, train and certify members of the leadership team)
       Outreach (recruit volunteers, prospective leaders, and publicize the work of VOAz)
       Development (fundraising, including membership)
       Finance & Administration (bookkeeping, taxes, basic administrative policies )
       Nominating (rec ruit new board members and offic ers-not currently active)

The chair of the Projects, Leadership and Out reac h committees are appoint ed by and report to the
Executive Director, who is the default chair. Normally a board member or officer chairs each of the
other committees. These appointments are made by the board. The President is the default chair.

A large number of volunteers, in addition to board members and officers, play important roles in the
work of VOAz. All of the work of these volunteers falls within one of the committee domains.

Holding all of this together and coordinating operations are the responsibilities of the President or
Executive Director (E D). The board created the position of ED as it is not provided for in the bylaws.
The intention was to fill the ED position only when funding is available to support at least a part-time
paid ED. It is also common for agencies we deal with, including funding sources, to expect there to be
an ED. In the absence of an E D, the President is the chief executive.

As VOAz has grown, it has become necessary to add other roles . Some relate to specific event,
project, or administrative tasks. These are described at the Leaders page of the web site.

E vent ually, most if not all of these positions, except for day-of assistant, should have a documented
training and certification program. In addition, there are other volunteer roles critical to VOAz
operations. Some of these may not have formal titles becaus e they are not managed through the
database.

While this is a sensible structure, it is typical difficult for such a small organization to maintain a
committee structure.

Starting in 2007, VOAz began implementing a state of the art web site using ASP programming to
allow online data storage and data management for projects and events. It has also added
OutdoorV olunteer,org to enable any Arizona organization to create a web presence and advertise for
volunteers and manage volunteer communications. The committee structure has not been changed to
reflect these new features as these may be considered tools. (See separate documentation for the
website.)

Copies of corporate documents are loc ated in a large green notebook.




61acd203-4895-4520-aa5d-e17c713d8c55.doc                                                          Page 4 of 36
                                                                            VOAz Operations Manual

Projects & Events
VOAZ conducts ―events‖ at which volunteers do some kind of outdoor work in order to complet e
―projects‖ that VOAz has planned with Host Partners. Host partners are usually what are know as
―land managers‖—agencies/organizations res ponsible for land that is to be protected or used
according to some set of laws, regulations or plan. A project always entails at least one event.

Projects and E vents are a responsibility of the Projects Committee. The Projects Committee works off
of an annual plan in the form of an internal MOU bet ween the committee and the board. The
committee is free to structure a calendar of project events as long as the board believes it presents a
program that will be attractive to potential donors and sponsors.

Project Nomination & Initial Screening
VOAz projects are generat ed from a variety of sources. A project idea may be suggested by anyone.
Potential projects are evaluated by the Projects Committee and if accepted event s may be scheduled.
At present, VOAz has an always-open project request policy. There is no deadline for submissions.
We consider projects when they are brought to our attention, provided there is a reasonable likelihood
that a project could be undertaken within the time frame desired by the land manager. There is a form
at the Docs, Forms,... web page from submitting a proposed project. However, any method of
proposing a project is acceptable. It is in VOAz’s interest to cast a fairly wide net and not place
barriers to anyone suggesting a project idea. The size of our leadership team sets the limit on the
level of project activity.

VOAz regularly screens out project requests that are last minute and very small. VOAz almost never
requests VOAz volunteers to attend work events put on by other organizations. We never give our
volunteer list to other organizations.

Phone, email, and face-to-face meetings on-site with representatives of the prospective host are used
to gather information needed to evaluat e a nominated project. Potential projects are initially screened
by at least two members of the Projects Committee. Because VOAz has little room to add projects to
its calendar, it is important that a good but brief initial screening take place.

There is no formal rating system to screen prospective projects (yet?). First priority is given to:
    Providing volunteers with a mix of projects within our current domain of priority work;
    Maintaining a mix of urban and rural projects on the VOAz calendar through as much of the
        calendar year as possible;
    Work that will appeal to VOAz volunteers; and,
    VOAz competence to deliver a product that meets host ex pectations.
    Host or other partner financial support – actual or prospective

Secondarily, consideration is given to:
    Cooperative land managers;
    Agencies that may be valued long -term partners;
    For trail work in particular, conformance with VOAz trail planning and design standards;
    Interesting and attractive destinations;
    Ability to meet the host’s scheduling needs;
    Innovative projects; and,
    Volunteer accommodations

If a prospective project appears to meet most of these criteria, a more detailed assessment is
undertaken. If not, the nominator is thanked and provided with an explanation in writing (email is
acceptable).

The online forms and guidelines are at navigation link ―Get Involved/ Nominate Project.‖




61acd203-4895-4520-aa5d-e17c713d8c55.doc                                                    Page 5 of 36
                                                                              VOAz Operations Manual

Proposed Project Assessment
Projects Committee members meet or consult on an as-needed basis to review prospective projects.
Cons ultations with outside experts can be used to obtain additional guidance if in-house expertise is
deemed insufficient to complet e a technical evaluation of a prospective project. Habitat projects in
particular are often difficult for VOAz to evaluate. Web research is one resource for pursuing the
technical assessment of a proposed project.

Sometimes it will be readily apparent that a project is either a strong or weak candidate. Discussions
with prospective hosts are always positive, but commitments —one way or another—are deferred until
the Projects Committee can evaluate the proposal.

VOAz has minimal competition from other volunteer groups for projects. We don’t have to worry too
much about another organiz ation scooping a great project out from under our noses. However, there
are times when flexibility and the capacity to act quickly are important. One example was with a
preserve where a group of volunteers who didn’t know anything about trail layout and construction
were about to start hacking in unsustainable trail. In this instance, VOAz initiated the contact through
a referral that was happenstance. By offering to help and quickly completing an initial trail survey,
VOAz secured an interesting project and helped to prevent another bad trail from being built.

A ―Proposed Project Assessment‖ form is used to guide information gathering for any project that
appears to be an attractive addition to our current program. This should only be undertaken for
projects with a greater than 75% chance of being accepted. This step gathers the information needed
to prepare Project and E vent MOUs and to begin detailed project planning.

An entry should be made for every item (NA for not applicable) to show that each item s has
been covered.

Project & Event Naming
Project and event names are proposed by the Projects Committee and confirmed by the E D. Name
conventions below are intended to facilitate coherence and consistency. VOAz must market its
projects to volunteers and to prospective sponsors, which also needs to be considered in the naming
process.

Some projects are connected or overlap, usually because of location and the history behind their
development. The web project reports show these connections.

In the material below, we refer to ―plac e‖ as a possible part of a project name. This can be good for
recognition value—it may make the project sound more interesting.

The general project-event name structure is shown below, where a hyphen separates project name
from event name:

        Trail Name (at place) – type of trail work
        Place name & general type of habitat work - specific habitat work
        Place ―Conservation Work‖ – type(s) of work

―Conservation Work‖ is for projects that combine widely varying types of work, but, for whatever
reasons we chos e not to separate into different project on the same sight. If larger, richer projects are
generally more marketable, we should favor aggregating disparat e tasks in the same area rather than
disaggregating them by type of work. Habitat restoration that involves different types of restoration
work only (invasives removal, native planting, wat er harvesting) may be labeled as ―Habitat
Restoration‖ or ―Habitat Recovery‖ – see below.




61acd203-4895-4520-aa5d-e17c713d8c55.doc                                                      Page 6 of 36
                                                                              VOAz Operations Manual

    Project Name Structure
    For trails:
Trail Name at/in/on Place (Place is optional landmark, preserve, park, lake, river or stream, historic or
arch site, ranch)

    For other types of work projects:

Type of Work or Product at/in/on Place (landmark, forest, preserve, park, lake, river or stream,
watershed, historic or arch site, ranch – more often a place reference will be needed because we use
very general type names such as ―Habitat Restoration‖ or ―Conservation Work.‖)

        Types of work :
               Cons ervation Work (the broadest category – Hart Prairie is labeled as a conservation
               work because of the wide variety of tasks. Likewise with Jewel of the Creek which
               included trail and habitat work)
               Habit at Restoration (taking it back to historic state)
               Habit at Recovery (taking it toward an ecologically healthier state- probably to subtle
               to be of much value)
               Habit at Protection (ditto)
               Repair & Maintenance
               ___________________ (unique like ―Deck Reconstruction‖)
               Nothing (sometimes the project name is enough or the tasks to numerous to
               encompass in a short name)

    For training projects:

Position Certification
        Positions: Crew Leader, TA, EM, Trail Worker, etc.

Orientation, Skills Building for Sk ill
        Skills: Basic trail Building and Maintenanc e, Rock walls, Switchback Construction, etc.

    Event Names
The event name will give a more specific reference to the kind of work. If it is mixed, it would have to
stay generic. It is possible that we could have no event name for single event projects or certain
training events.

    Trail events:
        Construction
        Rerouting (over 50% )
        Construction and Rerouting
        Repair & Maintenance
        Maintenance
        Trailhead Construction/ Repair/Maintenance
        Trail Building/Maintenance (when a mixed task site where we have been doing trail and
        habitat work)

        There are two large scale AZ Trail projects – Geronimo & Whitford Canyon where we have
        done multiple events (as of 2009). There is an ―Arizona Trail‖ project for all the rest. These
        events are labeled by the type of work and place. ―Construction (Picket Post)‖ for example.

    Other work events on habitat/conservation projects:
        __________ Eradication (plant or species)
        Invasives Removal (mixed)


61acd203-4895-4520-aa5d-e17c713d8c55.doc                                                     Page 7 of 36
                                                                            VOAz Operations Manual

        Native Planting
        Revegitation
        Fuels Reduction
        Fence Repair
        Fence Construction
        _________ Construction
        Erosion Cont rol
        Water Harvesting
        Assessment
        Monitoring

    Training
        E vent names may not be needed because training is usually a single event project

E vent names are not very informative in and of themselves. They must always be used in conjunction
with their associated project.


Project Memorandum of Understanding
Projects are given tentative approval pending completion of a Project Memorandum of Understanding
between VOAz and the Host agency. Other agencies providing critical event resources are also a part
of the MOU. Timely acceptance of an MOU commits VOAz. Project Management activities beginning
with the assignment of a Project Leader/ TA.

VOAz rarely secures a signed MOU. One reason is that this is an atypical approach to planning
volunteer events. Another is that some public agencies may not be permitted to sign them, even
though the MOU clearly states that the VOAz MOU is not a contract. Even if a MOU is never signed,
VOAz uses the MOU to clarify mutual res ponsibilities. Having most of the specifics in writing helps
avoid conflicts later on. It also serves to remind our partners of how much they are getting for their
money !

There is one firm requirement. This is the provision by the host of some form of volunteer medical
insurance coverage. For public agencies this is standard procedure and usually provides VOA z with
access to the agencies workers compensation program. For non-profits, the insurance usually covers
any unreimbursed medical expenses resulting from injuries that occur during a volunteer work event.
The board must approve any project that does not p rovide this coverage and may elect to purchase
coverage such projects.

The form for a Project MOU is a template. All of VOAz’s standard tasks are listed. The template may
be quickly revised for review by all project partners by deleting inapplicable item s and adding items
not already listed.

The final MOU is sent to the host and each partner and to Admin for posting at the web site.

By this point, the Project Leader/ TA position is normally filled. In fact, these individuals should be
involved in the completion of the Project MOU. A Project Leader/ TA should be the same individual
whenever possible. Most of the issues at the project level involve the specification and scheduling of
over all work goals. These decisions are largely in the domain of a TA. The Project Leader role at this
stage working with the host to identify any constraints and special requirements relating to recruiting
volunteers, getting them to the base station/camp and, where applicable, over -night accommodations.
These roles have been created to provide greater continuity, particularly in our relationships with land
managers.

See the ―Forms for Projects‖ section of the Docs, forms… web page.




61acd203-4895-4520-aa5d-e17c713d8c55.doc                                                    Page 8 of 36
                                                                             VOAz Operations Manual



Event Memorandum of Understanding
The E vent MOU is a short document prepared for each event. In part it echoes the Project MOU and
references the provisions of that document. Any event specific differences with the Project MOU are
noted. The E vent Leader, Date(s), rough agenda, work objectives, and a few other specifics are
noted. Completion of the E vent MOU is usually the responsibility of P roject and is covered in the
E vent Manager/P roject Leader Handbook that is accessible through the web.


Scheduling Events
In many cases, an initial event date is set at the time a Project MOU is complet ed. The Project
Leader/TA and the Host repres entative work toget her to schedule events for their project. The Project
Leader needs to secure and accept able date from those available on the VOAz calendar from the ED.

While it is desirable that Project Leaders and TAs also serve as E vent Managers and E vent TA’s,
sometimes this is not possible. The Project Leader may ask the ED to recruit an E vent Manager and
lead event TA. The responsibilities of the Project Leader/ TA with respect to events that they are not
directly responsible for is to make sure the appointed leaders understand the provisions of the MOU
and notify the host of their appointment. The host should also understand that the Project Leaders is
always available if they have any concerns or difficulties related to an event.


Event Support – Pre-Event
Admin provides services for events. These are referred to in the E vent Managers & Project Leaders
Handbook.

* Because of the small VOAz staff, the distinction between Webmaster and Admin is often blurred in
practice though the difference is that everything web base should be done by the former and
everything else by the latter. For the same reason, the distinction between Admin and Executive
Director is not always clear. ED functions are those having to do wit h program and staffing decisions
and consistent implementation of policies. Admin is more the simple execution of documented
procedure.

Admin must coordinate with EM to make sure those pulling and transporting t ools and gear can gain
access prior to the event.

Day-of-Bundle
Admin normally prepares a "Day of Bundle" on the Thursday before, unless the EM makes other
arrangements.

The Day of Bundle includes:

       Registration Case with roster, waivers, pins, decals, and other items needed at the event –
        see the list in the case (and web Docs, Forms… page)

            o   Waiver/sign-in may be printed from Roster page

            o   Blank waivers may be printed from the template available at the web

       An appreciation item for eac h volunteer, if available or not provided by host

       Drawing priz es (most events)

       VOAz merchandise, unless EM or Admin excludes
Prizes and merchandise are not part of mini-events.



61acd203-4895-4520-aa5d-e17c713d8c55.doc                                                   Page 9 of 36
                                                                             VOAz Operations Manual


Prize payout is twenty to twenty five percent of registrants, depending on available stock. If the
member/non-member division is used, check the current roster to get an idea of the proper
breakdown. There is a form for listing prizes. Admin does this selection to prevent abus e by EMs.

Event Support – Post-Event
E vent Managers are responsible for returning all gear clean and two its proper location and reporting
missing or damaged gear and supplies (cleaning and food servic e). This is not done that consistently.
Staff and volunteers need to verify these tasks.

Certification of Participation
Volunteers sometimes require or desire certification of participation in an event (IMBA, community
service, etc.). They may present a form at the event or request it on VOAz letter head. There is a
Letterhead Form and a Certification of Participation Template in Word format at the Forms,... page
under Administration. You may also complete the templat e and forward to Admin for printing and
mailing. As we no longer require complete addresses for volunteer account creation, be sure to get
this information. If you know in advanc e, ask the volunteer to bring a self addressed stamped envelop
or take a blank certificate that you may complete on-site at the end of the event.

Event folder
There are a set of folders and files for some VOAz projects and events. Site information, maps and
anything else that might be useful for the future may be stored there. These files are not created or
maintained in a consistent manner, but they provide a place to retain hard copy that may be useful for
future events and could be important in case of dis putes or legal action. If such mat erials are present
at the end of event and no file exists, set up a manila event file labeled ―yyyy.mm.dd & dd‖
corresponding to event date(s). If there is no project folder, create one using a hanging folder. All are
filed in the VOAz 4-drawer cab.

The following documents should be supplied by the EM or Admin for the event folder:
         E vent MOU (including E vent Safety Plan)
         Injury reports (if any)

Gear resets and storage
Most tools and service gear is returned to normal storage loc ation by those who return gear. Certain
items usually require attention.

        Reset Registration Ca se
Strip unused waivers and event specific documents from case – archive MOU and other relevant to
keep items (E vent Folder). Place completed Waivers in appropriate file cabinet folder. Orginize
content with tip sheet on top.

         Crew leader kits
Verify content of each returned kit based on plastic card found in each kit. Tell Admin if there are
missing items [locate supply now in office]. Pull evaluation cards from plastic bags. Leave pen cils in
plastic bags and place these and unused evaluation cards in storage for next event. Give complete
evaluation cards, grouped by crew leader, to admin.

        Radios
Set rechargeable radios in their cradle and plug them in. Make sure batteries are removed from all
others and stored in blue-top on case at white board unless they are less the 75% charge. It that
case, toss.

        Wet, dirty, and un-shelved return gear




61acd203-4895-4520-aa5d-e17c713d8c55.doc                                                    Page 10 of 36
                                                                              VOAz Operations Manual

If any items are left in the warehouse un-shelved, make sure they are dry before storing. Clean, if that
is the problem. Note if internal inventories are OK. Notify Admin of damaged or lost items. (EM and
Tool Manager should report lost items.)

The Condiments and Hot Beverage Service bins have forms inside that should be marked by food
service to indicate restocking needed. If there is insufficient material in the pantry to restock, notify
Admin. These bins are stored atop the dry panty cabinet in the workroom.


Leadership
Recruiting, training, and supporting volunt eer leaders is a major on-going activity (and challenge) for
VOAz. The ED appoints leaders for Projects and E vents or delegates this task. The development of
the VOAz Leadership Team is the responsibility of the Leadership Committee.

Training and certification
In preparation and revision


Outreach
The Out reac h Committee has the primary responsibility for devising and implementing strategies to
enhance general community awareness of VOAz, awareness among what are viewed as primary
constituencies and communications with the same, and recruitment of volunteers for all of the
volunteer roles that VOAz needs to fill.

Brochure Placements

       REI - Brochures are kept in bot h Phoenix stores. REI often publicizes VOAz events through
        their event email list as well as their event list online.
       Arizona Hiking Shack has accepted brochures
       Pinnacle Peak Park (Marilyn Schrab supplies)

Outreach Plan Location ???


Development
The Development Committee is responsible for securing the resources needed to maintain VOAz
operations, meeting its goals, and fulfill its mission. The work plan for development is documented in
the VOAz Strategic Plan.


Finance & Administration
The Finance and Administration Committee’s domain accompanies all of the basic business and
administrative functions of VOAz. Although web operation documentation is covered in a separate
document, web operations are a concern of this committee. Leadership and Projects both have an
interest in the design of leadership, project and event management processes, but the practical
implementation of the web site and office procedures to support these functions is a F&A function.

The Chair of this Committee is the default Administrator for VOAz, although this role may fall to the
Executive Director or be assigned to another individual (staff or vol unteer).

VOAz fiscal year is July1 through June 30.

VOAzAccessKeys.doc is a password protected file with all essential account access information.



61acd203-4895-4520-aa5d-e17c713d8c55.doc                                                     Page 11 of 36
                                                                               VOAz Operations Manual



Risk Management
VOAz does not have a board approved risk management program. However, much of the design of
the projects and events process reflects measures needed to minimize risk resulting from unplanned
outcomes. VOAz carries standard liability insurance, can obtain volunteer supplementary medical
coverage when not provided by project host. VOAz does not have a D& O Policy (January 2009).


Annual Required Filings
        IRS – Federal Income Tax (990) – 90 days after end of fiscal year (June 30).

        Arizona Department of Treasury – annual tax return based on Federal

        Arizona Secretary of State – Charitable Org. Registration Form (Month of September(

        Arizona Corporation Commi ssi on – Certification (mid-May)

All are on MB Google calendar.


Annual Reports
VOAz has published annual reports since it first began accepting donations and grants. These are
produced every fall and published at our web site. Members are sent print copies upon request.


Office Operations
Office operations pertain to security and routine office activities at the current office address.
Presently, VOAz maintains offices at:

        2140 East Fifth Street, Suite #8, Tempe, A Z 85281

This space is shared with the Dorothy Garske Center, which holds the lease and thus exercises
ultimate administrative control over the us e of all space.

Security – Office & Warehouse has an alarm system. See DGC list of ve ndors. City of Tempe
requires an annual confirmation, which can be done on line. This is a DGC account.

Mail in/ out – Delivery/pick up around mid-day & mail box one block west has 4pm pick-up.

Phone system – Qwest multi-line system installed new in 2008. Two lines for DGC, one for VOAz
(480.966.2689) and a shared fax line (480. 894. 4081). VOAz reimburs es DGC $77. 00 per month for
its usage of DGC account (include ISP).

Internet Access – Qwest DSL – Documentation in closet in copy room.

Photocopies _ DGC owns Del network copier and color print er (as of Jan 2009, VOAz not
reimbursing DGC for copies).

Computers and computer net work s and peripherals – All computers are DGC equipment and
interconnected by a wired network. Michael Baker’s comput er serves as a hub with all data requiring
backup stored on that computer’s hard drive. External hard drives are us ed to back -up dat a files daily
around 3PM using MS back-up utility. There are t wo external drives that are switched out weekly with
the second drive stored off site. Access to MB computer is password protected. (S ee
VOAzAccessKeys.doc).


61acd203-4895-4520-aa5d-e17c713d8c55.doc                                                      Page 12 of 36
                                                                             VOAz Operations Manual


All computer files are stored at Company/Common1/VOAz which can be accessed from any
computer through Windows Explorer. Note: “My Documents” i s not used for file storage.

Corporate files – A black four drawer file cabinet in the work room (NE corner) contains completed
event waivers for the past two years; membership payment records; membership proc essing
materials; event folders (MOU’s); old training materials and more. The wood lateral file next to
Michael’s desk has corporate documents (tax returns, insurance, etc.).

Work Room – This multi-use room includes three six foot high book cases for storing:
    Food service paper plates, cups, plastic utensils and plastic containers
    E vent gear (radios, name tags, etc.)
    Membership materials, brochures, and more

Prize and appreciation gear is stored in a tall met al storage cabinet near the door to the warehouse
(note shelf labeling), atop the cabinet, on open shelving (SW corner) along with merchandis e. (There
are vests in the merchandis e area that we tend to include as prizes during the winter months.)

There is a pant y cabinet next to the VOAz file cabinet. Notice shelf labels when returning items. All
items should be dated. Keeping a food service inventory

Stationary is in the low case below the white board. A DGC lap top that is only used by VOAz is there.
It contains a car-power adapter, card readers for trans ferring slides. (The battery latch is defective
allowing the battery to slide out.)

DGC/VOAz has easels for print displays, a small desk top video screen and a large screen; and table
top display gear for outreach events.


Photography - Archiving Images for Annual Report and Disk Storage

        In images (under voaz folder) a folder exists for the next annual report. Once hi-resolution
        images for events are in the event folder – see below - they may be screened with copies of
        the best of the lot made for the annual report. Organize within the folder by event to help the
        person producing the annual report.

        Images are eventually permanently stored on good quality CDs (Not e: where it says ―CD‖ this
        may now be red as ―DV D‖) and deleted from the hard drive in the image folder locations
        described above (in voaz-raw and voaz -albums).

        Copies of the images that are on the web are locat ed on the hard drive but are not deleted
        until they are deleted from all locations on the website.

        NOTE: Archiving may happen earlier if it facilitates sorting and captioning

        Archive P rocess:

               higher res. voaz images are saved in folders under the event date in
                voaz/images/event images first (or second) half of 20??..

               Project folders are added to CDs which are created as needed in a numeric
                sequence (001, 002, etc.).




61acd203-4895-4520-aa5d-e17c713d8c55.doc                                                    Page 13 of 36
                                                                             VOAz Operations Manual

                Judgment needs to be exercised regarding pot ential future additions to project files
                 on an existing CD in order to determine when it is appropriat e to start a new CD.
                 Since CDs are cheap, error on the side of under utilizing CD space.

                File should be copied to arc hival CDs after they are no longer needed for an annual
                 report

                CDs provided by other volunteers are retained and labeled.

                All archived CDs and CDs submitted by other volunteers will be stored in the
                 work room.


Warehouse
Security - See same topic under Office Operations

Shelving for gear and tools –

Refrigerator/Freezer -

Trailer – where is license info?

Inventory tracking and maintenance – Gear and tools should be inventoried annually


Bookkeeping

Quickbooks Basic software on Michael Baker’s computer is used for VOAz accounting. Password
protected. A set of bankers boxes holds current years deposit slips and invoices paid and Visa charge
slips. Notes contain reconciliation statements and PayPal payment receipts. Fund accounting i s
being implemented for FY 2010 (09-10).

See Appendix on bookkeeping.


Membership/Donor Management
VOAz uses its website for donor management. Giftworks is available for this function, but used only
for major donors, grants, corporations, etc.

See Appendix on membership management (currently under revision - Feb 2009)


Professional Services Used by VOAz
(As of Jan 2009)

Henry & Horne (affiliated with DGC) has completed federal and state taxes returns to date. A new tax
prep service will be used stating wit h 2008-09 tax filing.

Dick Mayo (member) has provided pro-bono accounting support to correct bookkeeping errors and
prep accounts for tax return preparers. (ProBono)

Mahoney Group is our insuranc e agent (for DGC also).




61acd203-4895-4520-aa5d-e17c713d8c55.doc                                                   Page 14 of 36
                                                                          VOAz Operations Manual

JWS Web Design (Jason Saunders ) created the asp.net web architecture and continues to complete
refinements.

Carla Olson (member) has provided graphics design support since 2007. Phylis Ralley designed the
initial logo, letterhead and first two annual reports.

Paul Mart ucci (member) now produces the annual reports (pro-bono)

Jim Cory (volunteer in Michigan) built projects map. See map to contact him (pro-bon)




61acd203-4895-4520-aa5d-e17c713d8c55.doc                                                Page 15 of 36
                                                                VOAz Operations Manual

Appendix: Bookkeeping
(pw=travessa)


Donations & Other Income

       PayPal (donations or merchandise sales)
         1. Print email notice of payment
         2. Enter Q – Banking/Make Deposit – select PayPal account
         3. Enter name of donor under ―from‖ and classify as ―customer‖
         4. Enter date received at PayPal
         5. Recording has been done in two ways.
            First way was:
            Divide donation into two account entries:
                   unrestricted: donations = net amount
                   administration: banking fees = fee deducted by PayPal
                   Total equals total original donation

                Late 2004 we changed at Dick Mayo advice
                Make two account entries for each donation
                      unrestricted:donations = full amount
                      administration:banking fees = negative entry of PayPal fee
                      Total equals net amount

                      The breakdown should be checked against account statement
                      found at PayPal web site. Here are current breakdowns

                      Donation     Fee           Net Amount
                      $35          1.32          33.68
                      50           1.75          48.25
                      100          3.20          96.80
                      250          7.55          242.55
                      See on-line account for other donation levels


      Check or Cash (checks should be deposited fairly soon after received,
otherwise they should be entered into system on date received in form of???)
          1. Make out deposit envelop and take to bank
          2. Attach deposit receipt to record of donations
          3. Open Q– Banking/Make Deposit – select Wells Fargo account
          4. Enter name of each donor or payee under ―from‖ and classify as
             ―customer‖
          5. Assign to appropriate income account, or if income is for expense
             items like volunteer food, enter the expense category under account




61acd203-4895-4520-aa5d-e17c713d8c55.doc                                   Page 16 of 36
                                                              VOAz Operations Manual

       Purchase CD
            1. Set up a new WW account for CD with no starting balance
            2. At top menu select Banking and Transfer under that to complete
               entry from a WF account to this new account.

       Grants
       Prepare an ―invoice‖ when grant awarded.
          1. Open Q – Customers/Create Invoices. Select appropriate customer.
          2. Enter description, date and amount.
       When payment arrives:
          1. Open Q – Customers/Receive Payments – select customer
          2. Check appropriate invoice
          3. Select: group with other deposits or make deposit.
          4. Make out deposit envelop and take to bank (make clear which
             account)
          5. Attach deposit receipt to record of donations – check stub or
             photocopy of check
          6. Record in Q – Banking- Make Deposits to correct Account, note date
             on deposit slip and file in deposits bin

       In-Kind Donations
              Income and Expense Accounts have been set up
              Company/Make General Journal Entries monthly and use Memorize
              transaction for recurring


Accounts Receivable (Contracts)

Invoices from VOAz & Depositing payments
      1. An invoice is created outside QuickBooks for the actual billing. A
          corresponding invoice is created within QuickBooks. This should contain
          each separate personal credit card charge or expense submission by
          expense category using the VOAz’s chart of accounts. Note date on copy
          of invoice
      2. When a reimbursement check is received go to Customers/Receive
          Payments and record payment at invoice covered by payments.
              a. Enter customer name in ―Received from‖ and outstanding invoices
                  should appear
              b. Use deposit with other funds or to correct bank account

       3. When checks are deposited go to Banking/Make Deposits. Click
          ―Payments at the top of the window to add paid invoices to the deposit
          record. (Add other deposits, if any, on separate lines.) Note date on
          deposit slip

Credit Card Charges


61acd203-4895-4520-aa5d-e17c713d8c55.doc                                 Page 17 of 36
                                                             VOAz Operations Manual

       1.   Open Q – Banking/Record CC Charges
       2.   Select ―Account‖ account
       3.   Enter charges, allocate to expense accounts
       4.   assign to customer:job if applicable



Debit Card Charges
  1. Use check register to record a charge to the bank account with no check
      number. Or, use the code on the back statement as the check number

Credit Card Deposits and Refunds
      1. Enter credit card payment and charge to ―deposits‖ (asset account)
      2. When refund appears on statement re-enter as a ―credit‖ for the amount. If
         something is deducted from the original deposit or payment, enter a
         cgarge for that (rent—might have to add an account)

Debit Card payments (Wells Fargo)
      1. Company, Journal Entry
      2. Column 1, row 1 enter expense category in
      3. Column 2 (Debit) enter amount
      4. Column 1, row 2, enter account (Wells Fargo)
      5. Column 3 (Credit) enter amount

Paying invoices for good and services
      1. Open Q – Vendors/Enter Bills
      2. Enter Vendor, date received and amount at top
      3. Enter each item billed as separate line, charged to appropriate account
         (first three columns)
      4. Assign to custormer:job account if applicable
      5. Save and close (or new if additional bills to be entered.
      ===========
      6. If paying now, enter Venders/Pay Bills
      7. check bill(s) to be paid
      8. At bottom make sure appropriate account is selected and choose ―assign
         check #‖ option, save and close

Writing checks without invoices avoid

       Refunds
          1. Open Q – Customers/Credit Memos/Refunds

Voiding payments (returned checks for example)
      1. Void the payment by going to the check number and under ―edit’ select
         ―Delete bill payment-check‖ Save
      2. Go to the original bill and under ―Edit‖ select ―Delete bill‖ Save


61acd203-4895-4520-aa5d-e17c713d8c55.doc                                Page 18 of 36
                                                              VOAz Operations Manual


Handling reimbursed expenses

       Sometimes VOAz is reimbursed for expenses. The accounting should allow
       those reimbursements to go against the expense accounts to which the
       expenses are originally charged. In these circumstances, the procedure is as
       follows:

       Expenses to be reimbursed are billed to the appropriate expense account and
       customer:job account when entered as credit card charges or paid by check
       to a volunteer or other ―vendor‖.

       When all expense items are assembled for billing purposes prepare an
       invoice outside the accounting system and submit to the customer.

       When payment is received, allocate the payment to the expenses (accounts
       and customer:job) as billed. If there is an excess payment, which usually
       happens when we are authorized to bill a fixed amount on a per -diem or per
       volunteer meal basis, any excess over expense should be entered as an
       unrestricted donation.

Bank Reconciliations

       PayPal (after 15th of month)

           1. Enter PayPal web site (need password)
           2. Print monthly statement
           3. Open Q – Bank/Reconcile select PayPal Account and complete
              reconciliation

       Wells Fargo (when statement arrives for bank and WF credit card)
             1. Enter WF CC auto-payment in check register with no number.
                Payee is Wells Fargo from WF CC Account
             2. Open Q – Bank/Reconcile select WF Account….


       Credit Card – Capital One (when bill arrives and ready to pay)
          1. Open Q – Bank/Reconcile select Reconcile CC Account
          2. enter new balance and clear payments and charges
          3. Pay using ―assign check number‖ option : account = Capital One
          4. Get check book and enter next check #
          5. Attach cc slips, write check number on bill & mail payment


Special Reports



61acd203-4895-4520-aa5d-e17c713d8c55.doc                                 Page 19 of 36
                                                                 VOAz Operations Manual

       Total spent by expense category
       Ordinary reports will offset expense with income that is applied to the same
       category as when VOAz is reimbursed by hosts or volunteers for volunteer
       food.
       To determine the total amount spent in a particular category over a given time
       period:

          1. open a R & L report for that period
          2. click on the category of interest and it will show a detail usually with
             positive and negative numbers
          3. click ―modify‖
          4. select filters tab
          5. account shout = selected account; set amount to > 0
          6. click OK
       For each Board Meeting
             Memorized Reports
                     Profit & Loss for FY to date
                     Balance Sheet for FY to date

       To get income and expense totals for a particular job or grant retrieve Profit
       and Loss by Job

** End of bookkeeping




61acd203-4895-4520-aa5d-e17c713d8c55.doc                                     Page 20 of 36
                                                                                                    VOAz Operations Manual

Appendix: Memberships Management
- [ ] indicate notes on incomplete documentation

                                                           CONTENTS
          Donation recording and confirmations - Overview ...........................................................................21
          Processing email confirmations of on-line donations ........................................................................22
          NOL Donations – new and renewing...............................................................................................23
          Handling special membership conditions .........................................................................................24
          Partial payment of membership dues (pledges) ................................................................................24
          Family memberships......................................................................................................................25
          Gift memberships ..........................................................................................................................26
          Corporate matching gifts ................................................................................................................26
          Blocking auto-email renewal notices for individual accounts ............................................................27
          Resolution of error reports from donors...........................................................................................27
          Renewal solicitation via surface mail and phone ..............................................................................28
          Soliciting new members from events...............................................................................................29
          Soliciting past members to rejoin/donate .........................................................................................29
          Annual Campaign & Special Campaigns .........................................................................................29
          Regular maintenance......................................................................................................................29

      Donation recording and confirmations - Overview
All individual memberships and other donations are recorded at the VOAz web site and in
               1
QuickBooks. Other donations (Corporate, Foundation, etc.) are directly entered int o Gift works and
QuickBooks.

This document details the membership and donation management process that takes place off-line—
normally at the VOAz office—and manually online. The VOAz web site program automatically notifies
members when membership is due for renewal and process es on-line donations made through Pay
Pal. This design of the web system is described in the Website Administration Manual.


Tax Related Reporting – CRITICAL
For those who pay online, the system will track payments by calendar year. Other payments that
must be entered manually at the web site could be in error unless all payments dated through 12/31
are recorded as paid by that date. For this reason all payment recording is dated as of the date on
the check or money order, or the date cash was received, as happens with on-line donations.


Office locations of templates/originals of form docs under:
Company/Common1/ voaz/development/memberships_c ash_donations/
         CASH DONA TIONS PROCESS ING form.doc (green office process form)
         thank-you-new-mem.doc (acknowledgement) – one folder down in new/


These forms are also at the Forms, Docs, web page. [ verify]



1
    Donors who elect not to have an account at www. voaz.org are recorded in GiftWorks.




61acd203-4895-4520-aa5d-e17c713d8c55.doc                                                                               Page 21 of 36
                                                                           VOAz Operations Manual

    Office processing of email confirmations of on-line donations
Two email messages are generate by an online donation. One is from our system and includes
member det ails and transaction number. The other is receipt from Pay Pal – this could have
family/gift/corporate match info if donor remembered to include. Look for this info at ―Memo:‖

Occasionally, VOAz receives a message from Pay Pal indicating that a donation is pending or has
failed. The VOAz web program responds to neither of these —only to donations confirmed by Pay Pal.
It may be appropriate to notify donors of failed attempts to pay. Pending donations should be followed
in a few days by an email from Pay Pal confirming the donation.


Filing Pay Pal payment confirmation emails: Each confirmation email may be directed to a
Donations folder in an email program (resident or web). For resident web, there will be no back -up.
To create a back-up, open the file and SaveAs the email as a text or html file in
common1/voaz/a_donation_confirmations. This folder is automatically backed up each weekday
evening.


New members When an online donation message indicates today’s date as the membership start
date, this donor is a new member. Send New Member Letter 1 (see location above) with a VOAz
patch and decal. Hard copies of the letter are available in the file cabinet in the work room for
completion by hand.




61acd203-4895-4520-aa5d-e17c713d8c55.doc                                                 Page 22 of 36
                                                                             VOAz Operations Manual

    NOL Donations – new and renewing
These donations should be processed once per week.
   1. Complete a Cash Donations Processi ng Form (Green) and attach the written
       membership application or other documentation provided by donor and the payment.
       (Members can print and use the automatic email reminders to submit payment by check.)
       Note: Accounting may get payment first and forward for processing with a completed green
       form sans payment.
   2. Note if any of the ―special conditions‖ apply (partial, family, gift, subject to matching
       payments, which should be indicat ed on green form). Instructions for these are in the next
       section.
   3. Login as Administrator to www. voaz,org. Click ―Volunteers‖ under Management and search
       for the name of the donor.
             a.   If you locate the appropriate record, click ―Membership‖ link.
                       i. For new members, select the appropriate membership level. Membership
                           Start Date should be set to the date on the check or the green form.
                     ii.    For renewing members, verify/reset the Membership Level. If the
                           membership is more than five months over due reset the Renewal Date to
                           one year from the check or the green form.
                      iii. Special conditions? See below
             b.   If you do not find a record do the following:
                        i. Redo the search with the ―exclude closed record‖ box unchecked
                     ii.   Make sure there is not record for this volunteer under a slightly different
                          name - truncate the name entry to cast a wider net,
                     iii. If there is no record, attempt to contact the donor and have her/him create
                          an account.
                     iv. If this fails, note this and send the payment to Accounting where it will be
                          entered as a general donation in QB (and possibly GW?).
    4.    Renewing members: Log on to donation_confirmation@voaz.org (pw= don-03-0463)
         http://mail.voaz.org. Edit the signature text that appears and send the email receipt/thank
         you.
    5.    New Members: Send New Member Letter 1 (locations noted above) with a VOAz patch and
         decal. Hard copies are available in the file cabinet in the work room. This letter needs to be
         completed by hand.
    6.   Check off completed tasks on Green Cash Donations Processing Form and pass on to
         Accounting (MB ) for deposit of payment.
    7.   Completed proc essing forms are filled in the four drawer cabinet




61acd203-4895-4520-aa5d-e17c713d8c55.doc                                                   Page 23 of 36
                                                                                   VOAz Operations Manual

      Handling special membership conditions
All of these require some entries at web site. There are two ways to enter and edit the donation
record of a volunteer from the Management menu of an administrator:
       1.    Click the Volunteers Link, enter the name of the person you are searching for and click
            Membership next to the name of the volunteer. This should work most of the time.
       2.    Click Donations and search in the same way and then click edit. The Donations search
            gives you a much broader range of search options, but will only show names for volunt eers
            who already have a donation record and past donations. Thus, you cannot use it to enter the
            first or new donations.



Partial payment of me mbership dues (pledges)
        Occasionally members will want to pay in installments. We have no direct way to automatically
                               2
        manage thes e pledges . There is some pot ential for confusion especially on-line. If a donor
        indicates a wish to make payments on an installment basis they can pay on -line and/or by
        check.


        For on-line installment payments:
           Encourage these donors to start with an initial membership payment at any level they wish.
           They may also use the non-membership cash donation button to pay any amount.
                 1.    Admin will set the members hip level to the pledge level and enter the following in
                      the description field: Pledged at the XXX Level ($xxx) on yyyy.mm.dd. (Note that
                                                                     3
                      donors may pledge at any level beyond $50.)
                 2.   Send them an email aft er the first payment is made and request they make
                      additional payments using the Donate button at the Donations after login page and
                      note this at "Add special instructions for merchants" on the Pay Pal web site while
                      they are completing their payment.

                      If installment pay ers continue to use the Membership payment s creen, Admin will
                      need to reset the Membership Type to correspond to the pledge after each payment.

        For installment payments by check:
            1.   With the green processing form in hand, login and manually record the donation:
                 a. Volunteers screen: Search for donor & click Membership
                          i. Verify Membership level
                           ii. If any changes made to upper screen, click ―Update Membership‖
                          iii. Click ―Add donation for this Volunteer‖ at bottom of screen
                                    1. Select Membership – (ignore membership level)
                                  2.   Enter to payment amount – and
                                  3.   add this Comment:
                                       ―Pledged at the XXX Level ($xxx) on yyyy.mm.dd‖
            2.   Send an email thank you using donation_confirmation@voaz.org (at
                 http://mail.voaz.org; pw= don-03-0463) stating the amount received.
            3.   Complete the processing as per basic non-online instructions above.


        Partial members hip payments are currently rare. We do not monitor fulfillment of pledges.

2
    Giftwo rks can handle pledges
3
    VOAz will accept any donation amount for a basic membership. This policy is not to be advertised.


61acd203-4895-4520-aa5d-e17c713d8c55.doc                                                          Page 24 of 36
                                                                           VOAz Operations Manual




Family memberships
    Anyone donating at the level of $100 or higher may elect to have it registered as a ―fami ly
    membership. ‖ This means that all family members (yes, kids too) are mark ed at the web as
    members (registration advantage). The couple’s name appears in the annual report. All
    donations are credit ed once to only one donor —who ever writes the check or pays on-line.



    For on-line family membership payments:
        1. The system will record and confirm for the payee so nothing else needs to be done in
             the way of confirmation unless it is a new membership. The web site instructs them to
             note their wish for a family mem bership at "Add special instructions for merc hants" on
             the Pay Pal web site while they are completing their payment. They may let us know in
             some other way.
        2. Admin logs in and clicks ―Volunteers‖ link in menu under ―Management"
            a. Search for donor
                      i. The membership should already be entered
                     ii. In Description enter and enter ―Shared with name(s)‖
             b.   Search for each additional family member
                       i. Set Membership Type to ―Honorary‖
                      ii. Dates should be the same as Donor
                     iii. DO RE CORD A DONA TION
                     iv. Check the ―Turn off Member Emails‖ box (to prevent renewal emailings )
                      v. In the Description field enter: Family Members hip Paid for by NAME

    For family membership payments by check:
        1.    With the green processing form in hand, login and manually record the donation:
             a. Volunteers screen: Search for actual donor & click Membership/Donations
                      i. Verify Membership level
                      ii. If any changes made to upper screen, click ―Update Membership‖
                     iii. Click Add donation at bottom of screen
                               1. Select Membership – (ignore membership level)
                              2. Enter to payment amount and
                              3. add this Comment: ―Shared wit h all names‖
             b.   Search for all other names
                      i. Set Membership Type to ―Honorary‖
                      ii. Dates should be the same as Donor
                     iii. DO RE CORD A DONA TION
                     iv. Check the ―Turn off Member Emails‖ box
                      v. In the Description field enter: Family Members hip Paid for by NAME

             c.Send an email thank you to actual donor using donation_confirmation@voaz.org
               (pw= don-03-0463) stating the amount actually received.
        2.   Complete the processing as per basic non -online instructions above.
    When family memberships expire, other family members should also expire.



61acd203-4895-4520-aa5d-e17c713d8c55.doc                                                 Page 25 of 36
                                                                              VOAz Operations Manual




Gift memberships
    A gift membership can be made if the recipient has a voaz web account.


    Online gift memberships:
        1. The donor to must establish a VOAz web account and complete the denotat ion which
            will automatically be recorded and acknowledged. The membership web payment page
            requests that they indicate the name of the gift recipient at the time the complete their
            donation. This should appear on the Pay Pal receipt.
         2. Admin logs in and clicks ―Volunteers‖ link in menu under ―Management"
               a.        Search for donor
                          vi. The membership should already be entered (as in family memberships)
                          vii. In Description enter and enter ―Made gift membership for NAME
         3.    Search for giftee accounts
                a. Set Membership Type to same as Donor
                b. Dates should be the same as Donor
                    c.    DO RE CORD A DONA TION

    For gift membership payments by check:
        1.     With the green processing form in hand, login and manually record the donation:
              a. Volunteers screen: Search for actual donor & click Membership
              b. Click ―Add a new donation…‖ at bottom of screen
                         i. Verify membership level
                        ii. Enter to payment amount
                       iii. Add description: ―Gift membership for NAME ‖
              c.    Then, search for recipient NAME
                      i. Set membership type and dates
                     ii. DO NOT RE CORD A DONA TION.
        2.    Send an email thank you to actual dono r using donation_confirmation@voaz.org (pw=
              don-03-0463) stating the amount actually received.
        3.    Complete the processing as per basic non -online instructions above. (new member
              packet, etc.)



Corporate matching gifts
    Members are encouraged to take advantage of corporate matching. These programs are varied
    but usually require VOAz to confirm the status of the member/ volunteer. The member will start
    with a members hip record recorded in the normal amount re flecting their personal donation.
          1. Complete, make a copy for VOAz, and submit the required match documentation.
              There is a notebook where we retain our copies.
         2.     When the matching donation arrives, prepare a green processing form
         3.     Login to Web and manually record the donation:
               a. Click Volunteers menu
               b.        Search for employee/donor & click Membership/ Donations




61acd203-4895-4520-aa5d-e17c713d8c55.doc                                                  Page 26 of 36
                                                                          VOAz Operations Manual

                       i. Reset members hip level to reflect the sum of the employee and corporate
                          donations.
                      ii. In Description add: COMPANY NAME match donation of $#### made on
                          yyyy.mm.dd.
                     iii. DO NOT RE CORD CORPORA TE MATCH AS AN ADDITIONAL
                          DONA TION as these funds are not tax deductible by the member.
         4.   The corporation should be in GW (not sure if we need to record each match??).

    Remember: The Membership Type is set to reflect the total of member and corporate match
    payment at the point the matching payments are received. The donat ed amounts are always
    only those payments made by the member.

Blocking auto-email renewal notices for individual accounts
    If for any reason it is appropriate to exclude members from renewal notices, this can be done at
    the Membership/Donations screen reach through a Volunteer search.



Resolution of error reports from donors
    The additional donation information presented through the web site, will likely lead to donor
    challenges to our records. Each should be logged, investigated, corrections made where
    appropriate, and the resolution logged. Create a log in memberships/ Donations notebook to
    document resolution of error reports.




61acd203-4895-4520-aa5d-e17c713d8c55.doc                                                Page 27 of 36
                                                                                VOAz Operations Manual

    Renewal solicitation via surface mail and phone
Additional renewal solicitations can be done when members fail to respond to email solicitations or
have elected to not get these. (does member have this option?)

          th
On the 15 of each month, login as Admin to web site
    1. Click ―Volunteers‖ on Management menu
           a. Search on
                     i. Membership Status = Active
                                                   st
                    ii. Renewal Date bet ween 1 of the month before last until the end the current
                         month
           b. Click on the csv file link at the top of the page and follow instructions (Be sure to
               delete file after it is downloaded) and Save to file to:
               My Documents/My Data Sources with the name ―renewals_yyyymmdd.csv‖, where
               date is today. Be sure to save as csv and not xls file.
           c. Open the saved cs v file in Excel.
                          i. Cut and past RenewlDate column so that in is in the far left of the table
                         ii. Sort on RenewalDate field and delete all rows where that dat e is last month.
                        iii. Save and close
               d.   Log off the web site

    2.   In Word, open,: ―first_letter_renew_mm.doc‖ in:
         \common1\ voaz\ voa\development\memberships_cash_donations\renew
             a. Click yes when it asks if you want to maint ain connection to the previous database
             b. When it opens a letter, click ―MaiLMerge‖ under ―Tools‖ on the top menu bar.
             c. In right pane your will use existing letter and ―select a different list‖ and slelect todays
                 csv file when the next screen appears
             d. At bottom of screen, click ―Next‖
             e. Review content, and update as appropriate – adjust data fields if necessary and then
                 click ―Next‖
             f. In right pane under Make Changes, click ―Edit Recipient List…‖
             g. The RenewalDate column should be first. Uncheck all names except those due this
                 month and click ―OK‖
             h. Follow on screen instructions to complete the merge by opening the letter file so you
                 can address envelopes.




    [ Thom: I set up a placeholder for first_letter_renew_mm. doc in the folder location – you can
    complete it and resave the mm so you keep the template – then you can start the process again
    for step three and modify it for the second letter needed for step 3 -- it may be that have one year
    full of renewals may make sens e rather than mont hly downloads??]




    3.   Print letters and envelopes

    4.   Repeat step 2, selecting for those due the month before last and using
         ―second_letter_renew_mm.doc ‖




61acd203-4895-4520-aa5d-e17c713d8c55.doc                                                       Page 28 of 36
                                                                           VOAz Operations Manual

    5.   Assemble for mailing
            a. letter
            b. return envelop with VOAz address
            c. renewal card with label on back
            d. card brochure




    Soliciting new members from events


    Soliciting past members to rejoin/donate


    Annual Campaign & Special Campaigns


    Regular maintenance

Review surface mail and auto email letters every six months to make sure cont ent is relevant.


Track renewal response rates
        email
         surface mail

Periodic export of donations records for back-up


Delet e old export files from our system




61acd203-4895-4520-aa5d-e17c713d8c55.doc                                                 Page 29 of 36
                                                                              VOAz Operations Manual

Appendix: Program Support Volunt eer Hours

Record non-event hours on a Volunteer Time Log (see sample of the Volunteer Time Log in this
section). Form is located on the Admin computer at C:\Documents and Settings\My Documents\
VOAz Administration\Admin Forms. The log contains the following information:

         Name
         Phone number
         Month and day
         Activity Code (see table)
          If there is any doubt as to what code to use, include the Activity description and leave code
          blank.
         Project Code (see table)
          If there is any doubt as to what code to use, include the Activity description and leave code
          blank.
         Record time to the quart er hour. For example, if you work 1 hour and 20 minut es, round to
          1:30.

If possible, make a copy of the blank form for spillover onto multiple pages or request an additional
form from VOAz as one is complet ed.

Hours under this category include all volunteer time not covered by event volunt eer hours . The
associated Activity and Project codes to be included on the Volunteer Time Log are:

        Acti vity              Description                                   Includes
         Code s
        00          General Office                   Mailings; filing, etc.
        01          Data Systems                     Database development; dat a entry for new
                                                     volunteers and changes to volunteer information
        02          Accounting                       Bookkeeping, financial reports, tax returns.
        10          Board Meeting                    As member or guess.
        11          Project Dev’l, Planning & Mgmt   Project selection; meeting with land manager; staff
                                                     recruitment, PM forms, event registration and
                                                     participation dat a entry.
        12          Outreach                         Publicity (preparing and distributing publicity
                                                     materials, presentations); volunteer recruitment;
                                                     membership recruitment.
        13          Leadership Dev’l                 Development of materials and training for crew
                                                     leader training, project leaders, event managers,
                                                     TAs.
        14          Leadership Trainee               Trainee participation in training to be a crew leader,
                                                     project leader, event manager, TA.
        15          Development                      Preparation and implement ation of fund raising
                                                     activities
        16          In-Kind Donations                Soliciting donations for food, materials, tools, etc.
        20          Website Maintenance              E vent image processing and captioning, updates to
                                                     website
        21          T. A. Work                       E vent work planning, field flagging, construction note
                                                     preparation.
        22          E vent Support                   Menu preparation, food purchas e, tool assembly, etc.
        23          Gear/ Tool Maintenance           Clean, sharpen, repair, purchase.

        Project             Description                                     Includes



61acd203-4895-4520-aa5d-e17c713d8c55.doc                                                    Page 30 of 36
                                                                         VOAz Operations Manual

      Code s
     000        Administrative (not project    Non-project related activities.
                related)
     001        All Projects                   A task that benefits all projects such as: refilling crew
                                               leader kits, sharpening tools, etc.
     100        <project name>                 The 100 series will have additional numbers added to
                                               the table as projects are selected and the <project
                                               name> will be the name of the project.

   What / When to Submit:

       Keep a running log of non-field event volunteer time and submit the Volunteer Time Log to
       VOAz as you complete a full page and at end of calendar (December 31) and fiscal (June 30)
       year to one of the following addresses:

           Volunteers for Outdoor Arizona
                    th
           2140 E. 5 St., #8
           Tempe, AZ 85281
           Fax: (480) 894-4081




61acd203-4895-4520-aa5d-e17c713d8c55.doc                                                Page 31 of 36
                                                                                VOAz Operations Manual



Appendix: SmarterMail Email Server
(in case we ever use this)

The SmarterMail email server will be used to send out mass mailings using mail distribution lists. The
process for setting up email mailing lists is described bel ow.

Create a Mail List (General Setting information)
The account may be accessed via webcontrolcenter.com/customer.aspx

    Log in with the following:

           Customer ID:          obtain from Executive Director
           Password:             obtain from Executive Director

          Select Mail link
          Choose Login a s Admin
          Select Config drop down menu
          Choose Mail List Administration
          Click add list
          You will receive an Add Mail List table with several choices (shaded areas either will not be
           used or have not been figured out yet):

        Add Mail List
        List name                           Name of your list without the domain name (@voaz.org).
        List moderator                      Drop down list of ALL voaz.org email accounts. Select an account
                                            where you would want replies to go.
        Description                         Additional descriptive name which does not show on emails.
        Post option                         Drop down list:
                                                Anyone: any one sends an email to the list, it will be sent out to
                                                 all list members
                                                Subscribers only: only subscribers listed in the mail list are
                                                 allowed to send and receive posts
                                                Moderator only: only moderator allowed to post to the lis t
                                                 (probably the one you want)
                                            See post option results under ―Send Email to One or More Mail
                                            List(s).
        Reply to list                       Need this checked along wit h ―Allow unsubscribe from subject‖
                                            whenever you want to allow a subscriber to unsubscribe.
        Disable list command                This disables the ability for someone to send a mail to the list and
                                            receive a reply of all list users.
        Disable subscriptions               Disables the ability for users to subscribe to the list via a subscribe
                                            email. Can’t figure out how to subscribe so not sure dis abling is an
                                            issue.
        Enable digest mode                  The server will store all posts to the list in a set folder. When the set
                                            ―trigger‖ is set off, all posts accumulated will be sent out as a single
                                            message. Probably don’t need this.
        Enable posters list                 Checking will allow a totally different set of folks not on the mail list
                                            to post to the list in addition to what was selected in ―P ost options‖.
                                            Probably don’t need this.
        Enable subject prefix               Check if you want to include a prefix in the subject of every post that
                                            is sent out.



61acd203-4895-4520-aa5d-e17c713d8c55.doc                                                       Page 32 of 36
                                                                             VOAz Operations Manual

     Subject prefix                       Subject you wish to include with every posting for a mail list.
                                          Recommend only using this when you know the subject will always
                                          be something like ―Revered Volunteers‖.

                                          NOTE: As you compose an email, the prefix will not show in the
                                          subject line but whatever is entered here will automatically print in
                                          the recipient’s Subject line. Since you will not see it, you may forget
                                          that ―Revered Volunteers‖ was entered as a prefix and you may type
                                          Revered Volunteers in the Subject line. In this case the recipient will
                                          see Revered Volunt eers Revered Volunteers in the Subject line.
     Enable password                      Posting on a list can be restricted by requiring a password. To post
                                          to a password protected list you must send the password in the
                                          subject enclosed by brackets and colons:
                                          Subject: [:password:] Attention all subscribers
                                          Probably don’t need this.
     List password                        If ―Enable password‖ is checked, then enter a password to be used.
     Enable header                        Check if you want to include a header for this mail list. See Edit Mail
                                          List table below.
     Enable footer                        Check if you want to include a foot er for this mail list. See Edit Mail
                                          List table below.
     Allow uns ubscribe from subject      When checked along with ―Reply to list‖, allows subscriber to
                                          unsubscribe by replying to the list with the word ―unsubscribe‖ in the
                                          subject line.
     Max message size                     Maximum size (in bytes) of a message. For Unlimited size, enter 0.
     Max recipients per message           Maximum number of recipients per message sent. For example, if
                                          there are 600 subscribers on a list and the max recipients were set
                                          to 100, then 6 emails would be sent out. This setting can affect the
                                          load on the server.

Edit a Mail List and/or Complete the Creation Process
Once the initial general setting is completed for a new mail list, you can either go back and edit the
General Settings or create such things as the header, footer, and subscriber list.

To edit or complete the creation process for a Mail List, select Choose an Option … drop down menu
where you can select and change the following (shaded areas either will not be used or have not
been figured out yet). To add a list of names to the mail list, see Subscriber List Management in
the table below.

                                                     Edit Mail List
     General Settings                     Used to edit the settings for a particular mailing list. Contains the
                                          same options as above except you cannot edit the ―List name‖.
     Digest Settings                      If you checked ―Enable digest mode‖, then the mail list subscribers
                                          will be allowed to subscribe with the digest mode. You can set next
                                          send dat e, set trigger (weekly, monthly, etc.), enter a Subject, strip
                                          non-text attachments, enable a header, footer, and separator
                                          between stored emails.
     Edit Header                          If you checked ―Enable header‖, then you would want to create a
                                          header that would always be the body header for the email.
                                          Hit Enter after completing the header so there will be a blank line
                                          between the header and the body of the email message.

                                          NOTE: The sender of the email will not see the Header information
                                          created for a mail list when composing the email.



61acd203-4895-4520-aa5d-e17c713d8c55.doc                                                    Page 33 of 36
                                                                            VOAz Operations Manual

    Edit Footer                      If you checked ―Enable footer‖, then you would want to creat e a
                                     footer that would end the email sent to all mail list subscribers.
                                     There is no need to hit Enter before typing in the footer as a blank
                                     line automatically separates the body of the email message and the
                                     footer.

                                     NOTE: The sender of the email will not see the Footer information
                                     created for a mail list when composing the email.

                                     Suggest the following footer for all VOAz mail list:

                                           Thank you for your attention!

                                           Volunteers for Outdoor Arizona
                                           2140 E Fifth Street, #8
                                           Tempe, AZ 85281
                                           Phone: 480.966.2689
                                           Fax: 480.894.4081
                                           www. voaz.org

                                         Please direct all other inquires to <?>@voaz.org.
    Edit Digest Header               If you checked ―Use header‖, then you would want to create a
                                     header that would display at the top of the message. A subscriber
                                     will either be a regular subscriber or a digest subscriber so digest
                                     header will not conflict with the regular header.

                                     NOTE: The sender of the email will not see the Header information
                                     created for a mail list.
    Edit Digest Footer               If you checked ―Use footer‖, then you would want to create a footer
                                     that would end the email. This will not conflict with the regular
                                     footer.

                                     NOTE: The sender of the email will not see the Footer information
                                     created for a mail list.
    Edit Digest Separator            If you checked ―Use separat or‖, then you would want to include a
                                     separator that will be placed between each message that a digest
                                     subscriber receives.

                                     The digest separator is placed in bet ween every post that is included
                                     when the digest is sent out. Enter the text here that you want to
                                     separate eac h post in the digest.
    Edit Subscribe File              When a user successfully subscribes to your list, this text will be
                                     sent. Often this is used to welcome them to the list and what rules
                                     they should follow.

                                     Have not figured out how to subscribe yet.
    Edit Help File                   When people fail to subscribe properly or they do not post messages
                                     properly a response will be sent to view the help. This text will be
                                     sent when they request help for this list.

                                     Have not figured out how to subscribe yet.
    Kill List Management             To help aid in controlling which people can subscribe to a list, you
                                     can add their email address in the kill list. These are the addresses
                                     you do not want to be able to subscribe to the list.




61acd203-4895-4520-aa5d-e17c713d8c55.doc                                               Page 34 of 36
                                                                              VOAz Operations Manual

                                          Adding and deleting from this list is similar to ―Subscriber List
                                          Management‖.
       Poster List Management             If you have enabled "use poster list" on the general settings page for
                                          the list, only email addresses in this list and the group y ou selected
                                          as posters will be allowed to post messages to the list.

                                          Adding and deleting from this list is similar to ―Subscriber List
                                          Management‖.
       Subscriber List Management         Add / edit subscribers you want on the mail list.
                                            Add email addresses individually by typing in the mail address in
                                             the ―add‖ text box and click the add button.
                                            Upload an entire list of email addresses using the upload list file
                                             button. This will take you to the upload file page. You can
                                             append (add to the current list) or replace the list with the file you
                                             are uploading. Use the browse button to find the file you’d like to
                                             upload, or enter the path manually, then press OK.

                                             An upload list needs to be a simple text file with a single email
                                             address per line. For example:
                                                 Bob@DomainName1.com
                                                 John@DomainName2.com
                                                 Jane@DomainName3. net
                                             Use Not epad, TextPad, or Word making sure the ―save as type‖
                                             is ―.txt‖.
                                            NOTE: when adding individuals or uploading an append or
                                             replacement file, the list of addresses will automatically sort
                                             alphabetically.
                                            Delet e email addresses individually by highlighting the address
                                             and clicking the delete button at the bottom of the subscriber list
                                             box.
                                            Delet e all email addresses by clicking the delete all button. It will
                                             give you a warning that you are about to delete all the
                                             subscribers in the list and is it OK.
                                            Down load an entire list of email addresses using the download
                                             list file button. This will allow you to download a mail list from the
                                             Mail List to a file.
       Digest Subscriber List             Same as above except for the digest subscribers.
       Management
       Delet e List                       This will permanently delet e the whole list selected.

Send Email to One or More Mail List(s)
        Each mail list included in the ―To‖ line of the email must include the domain name @voaz.org
         (<mail list name>@voaz.org). When a mail list is created, the domain name is not included.

        Separate each list with a comma ―,‖.

        In the ―To:‖ line of the email, include the email address where you would like replies (such as
         unsubscribe requests) sent. In the example bel ow, crewleaders is the mail list and the <list
         moderator> is where we want replies to be sent:

              To: crewleaders@voaz.org, <list moderator>@voaz.org




61acd203-4895-4520-aa5d-e17c713d8c55.doc                                                    Page 35 of 36
                                                                               VOAz Operations Manual

        If just crewleaders were included in the ―To:‖ line, the subscriber would have their email
        address removed from the crewleaders mail list but VOAz would not know this has occurred
        and therefore could not mak e the necessary updates to the Access database. Including a
        non-mail list email address will mean that if the subscriber replies to ―all‖ or ―every one‖, then
        VOAz would be notified. Other subscribers in the crewleaders mail list will not receive the
        reply.

        In the mail list footer, the subscriber will be informed to use the reply to all/everyone feature in
        their email account.

       When composing an email, there is no save as Draft option in SmartMail so compose
        carefully or compose in a text editor.

       Here are several examples where post option is set to moderator only or subscriber only and
        the email mail sent had either crewleaders@voaz.org or crewleaders@voaz and <list
        moderator>@voaz.org on the email ―To‖ line. Shaded areas are the least likely to be used.

     Post option                Email Sent To             Subscriber Replies To                      Result
 Moderator only          allvolunteers@voaz.org,          Sender                      Person responding to email will
 (use for general        <list moderator>@voaz.org        Subject: Anything other     be sent a message stating ―do
 mailings)                                                than Unsubscribe            not have permission to post to
                                                                                      the mail list‖.
 Moderator only          allvolunteers@voaz.org,          All / Everyone              Removed from list; <list
 (subscribers use this   <list moderator>@voaz.org        Subject: Unsubscribe        moderator> and unsubscriber
 method to                                                                            receive an email.
 unsubscribe)
 Subscribers only        crewleaders@voaz.org             Sender                      E very one in the crewleaders
 (use when                                                Subject: Anything other     mail list will receive the reply.
 subscribers are                                          than Unsubscribe
 allowed to
 communicate back
 and forth)
 Moderator only          crewleaders@voaz.org,            Sender                      Removed from list;
                         <list moderator>@voaz.org        Subject: Unsubscribe        unsubscriber receives an email.
 Subscribers only        crewleaders@voaz.org,            Sender                      Removed from list;
                         <list moderator>@voaz.org        Subject: Unsubscribe        unsubscriber receives an email.
 Subscribers only        crewleaders@voaz.org,            All / Everyone              Removed from list; <list
                         <list moderator>@voaz.org        Subject: Unsubscribe        moderator> and unsubscriber
                                                                                      receive an email.

Email Reply with Subject Unsubscribe
When a subscriber indicates that they would like to be removed from the mail list, the subscriber will
receive the following email:

    Subject: You have unsubscribed from crewleaders@voaz.org

    <email body>
    You have unsubscribed from crewleaders@voaz.org

If the ―Reply to list‖ and ―Allow unsubscribe from subject‖ are checked in the General Settings, then
the subscriber will be removed from the mail distribution list.




61acd203-4895-4520-aa5d-e17c713d8c55.doc                                                      Page 36 of 36

				
DOCUMENT INFO
Shared By:
Categories:
Stats:
views:60
posted:11/14/2010
language:English
pages:36
Description: Mini Cd Jewel Case Label Templates document sample