| CORE TASKS: | COMMUNITY TOOL BOX SUPPORTS: |
| 1. Assess organizational needs and resources and develop goals to enhance the functioning of the organization. - The group regularly assesses organizational strengths & weaknesses.
- The group regularly assesses organizational resources & community assets.
- The group regularly identifies organizational needs or barriers.
- Assess organizational needs & resources include diverse stakeholders with varied roles & responsibilities within the group.
- The organization has stated goals & objectives for improving the internal structure & operations of the organization.
| Chapter 3, Section 14: SWOT Analysis: Strengths, Weaknesses, Opportunities, and Threats Chapter 3, Section 6: Conducting Focus Groups Chapter 8, Section 3: Creating Objectives Chapter 3, Section 7: Conducting Needs Assessment Surveys Chapter 3, Section 8: Identifying Community Assets and Resources Chapter 14, Section 4: Understanding People’s Needs Chapter 38, Section 4: Rating Member Satisfaction |
| 2. Develop an organizational structure. - Establish a clear governing structure appropriate for the goals of the organization & its stage of development.
- Establish a clearly defined structure or method for operating to support the functions & activities of the organization or group.
- There are formal roles & responsibilities established for all levels of the organizational structure.
- The group regularly reviews the structure of the organization to identify potential needs.
| Chapter 9, Section 1: Organizational Structure: An Overview Chapter 9, Section 2: Choosing a Group to Create and Run Your Initiative Chapter 9, Section 3: Developing Multisector Task Forces or Action Committees for the Initiative Chapter 9, Section 4: Developing an Ongoing Board of Directors Chapter 9, Section 6: Maintaining a Board of Directors Chapter 9, Section 8: Including Youth on Your Board, Commission, or Committee |
| 3. Establish operating mechanisms for doing things within the organization. - The organization has bylaws.
- The organization has a document that summarizes the responsibilities & procedures of the organization including protocols & rules for decision making, information sharing, conflict resolution, & financial policies.
- The group uses & regularly reviews the operational procedures & makes any necessary changes.
- The group holds regular & consistent meetings at all appropriate levels.
- There is a clear method & protocol for communication in the organization across multiple levels.
- The organization appropriately documents & records organizational activities.
- The group has adequate access to technology including: (a) communication technology & (b) computer equipment & software.
- The group has an appropriate working environment & sufficient resources necessary to support the operations of the group.
| Chapter 9, Section 7: Writing Bylaws Chapter 15, Section 4: Promoting Internal Communication Chapter 16, Section 1: Conducting Effective Meetings Chapter 9, Section 9: Understanding and Writing Contracts and Memoranda of Agreement Chapter 20, Section 6: Training for Conflict Resolution Chapter 15, Section 1: Developing a Management Plan Chapter 15, Section 5: Day-to-Day Maintenance of an Organization Chapter 6, Section 2: Using Principles of Persuasion |
| 4. Determine how volunteers will be recruited and used in the organization. - Decide whether volunteers are appropriate to be used in the organization at the current stage of development.
- The organization has a process or plan for identifying & recruiting volunteers.
- The organization or group recruits volunteers with diverse skills, professional expertise, background, & experience.
- The organization provides orientation, training, & supervision for all volunteers.
- All volunteer positions have written roles & responsibilities that are clearly stated.
- Volunteers are screened as appropriate for their roles & responsibilities in the organization.
- There is a process for ensuring that volunteers are matched with appropriate volunteer opportunities that maximize the interest, skills, knowledge, expertise, & experience of the volunteers.
- The organization has identified & protected volunteers from any liabilities.
| Chapter 11, Section 1: Developing a Plan for Involving Volunteers Chapter 11, Section 2: Recruiting Volunteers Chapter 11, Section 3: Developing Volunteer Orientation Programs Chapter 11, Section 4: Developing Training Programs for Volunteers Chapter 7, Section 1: Developing a Plan for Increased Participation in Community Action Chapter 7, Section 3: Methods of Contacting Potential Participants Chapter 7, Section 4: Writing Letters to Potential Participants Chapter 7, Section 5: Making Personal Contact with Potential Participants Chapter 15, Section 2: Providing Supervision for Staff and Volunteers Chapter 15, Section 3: Providing Support for Staff and Volunteers |
| 5. Determine how the organization will recruit, hire, and use paid employees. - The organization has identified which roles & responsibilities are better served by staff, consultants, &/or volunteers.
- The organization has written job descriptions & responsibilities for all paid positions.
- The organization has a fair process & written protocol for recruiting & hiring staff & consultants.
- The organization regularly identifies the training & technical support needs of staff & develops ongoing plans to assure necessary training or technical support for staff members.
- The organization has an appropriate division of labor in which tasks are appropriately delegated to staff & other paid positions.
- All staff are adequately supervised & supported & have some form of accountability for work performance.
- The organization formally recognizes & rewards the performance & contributions of volunteers.
| Chapter 9, Section 1: Organizational Structure: An Overview Chapter 10, Section 1: Developing a Plan for Staff Hiring and Training Chapter 10, Section 2: Preparing Job Descriptions and Selection Criteria Chapter 10, Section 3: Advertising for Positions Chapter 10, Section 4: Interviewing for Positions Chapter 10, Section 5: Developing Personnel Policies Chapter 12, Section 8: Choosing a Consultant Chapter 36, Section 4: Choosing Evaluators Chapter 15, Section 2: Providing Supervision for Staff and Volunteers Chapter 15, Section 3: Providing Support for Staff and Volunteers Chapter 41, Section 6: Honoring Community Champions
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| 6. Evaluate and recognize the performance of staff and volunteers. - The organization formally recognizes & rewards the performance & accomplishments of staff on a regular basis.
- Volunteers & staff are given formal opportunities to regularly assess/provide feedback to management regarding the group.
- There is a clear evaluation process used by the group to assess performance of staff & volunteers (including board members.
- Establish clear benchmarks & a written statement for all staff & volunteers (including board members) regarding how individual performance will be measured & assessed.
| Chapter 41, Section 5: Honoring Colleagues Chapter 15, Section 1: Developing a Management Plan Chapter 15, Section 2: Providing Supervision for Staff and Volunteers Chapter 15, Section 3: Providing Support for Staff and Volunteers Chapter 15, Section 5: Day-to-Day Maintenance of an Organization Chapter 40, Section 1: Achieving and Maintaining Quality Performance Chapter 40, Section 3: Obtaining and Using Feedback from Participants |
| 7. Monitor financial resources of the organization. - The organization has clearly identified & written roles & responsibilities for the governing structure & staff for monitoring the financial resources of the organization.
- The organization has an operational budget that indicates all income & expenses from all revenue sources.
- Written policies & procedures are established & followed to assure appropriate financial procedures & fiscal controls.
- The organization or group has identified an appropriate level for cash operating reserves.
- The governing structure of the organization understands the financial position of the organization & regularly reviews financial statements & reports.
- Conduct regular audit & review of financial records by a finance professional with no vested interest in the organization.
- The governing body monitor requires financial reports & assures reporting requirements of appropriate federal & state agencies & funding agencies are appropriately filed & submitted.
- The organization has & uses a plan for securing financial resources for the organization.
| Toolkit: Sustaining the Work or Initiative Toolkit: Writing a Grant Application for Funding Chapter 42, Section 1: Developing a Plan for Financial Sustainability Chapter 42, Section 2: Creating a Business Plan Chapter 42, Section 3: Developing a Committee to Help with Financial Sustainability Chapter 42, Section 4: Applying for a Grant: The General Approach Chapter 42, Section 5: Writing a Grant Chapter 43, Section 1: Planning and Writing an Annual Budget Chapter 43, Section 2: Managing your Money Chapter 43, Section 3: Handling Accounting Chapter 43, Section 5: Creating a Financial and Audit Committee Chapter 46, Section 5: Marketing the Initiative to Secure Financial Support Chapter 46, Section 7: Becoming a Line Item in an Existing Budget Chapter 46, Section 15: Acquiring Public Funding |