Development Director
Onboarding I Expectations
Reports to:
Executive Director
Core Duty:
Fund Development
Hours:
Full time with flex for offsite visits
First Week Expectations
1. Orientation with Executive Director on history, vision, culture, philosophy
2. Schedule training with Development Assistant (Sally Horstmann) on eTapestry Donor Software: account
entry I general navigation
3. Request eTapestry account to be created (email Cyra Lohman)
4. Watch tutorials within eTapestry Help on generating queries and reports. Schedule training session with
Lohman once have general command of queries and reports. Lohman will train on LYBUNT reports for
Board of Directors, etc
First Month Expectations
Major Gifts: core priority – Schedule 10+ visits in August. See Lohman list of 300 to be visited. Each
call/visit has one purpose (thanking & reporting OR asking)
Develop calendar of visits, follow-up, begin structuring your major gifts strategy – ask Zach for help as
needed
Implement the coaching methods of Zach Clark I Development & Leadership Coaching. Prior to
requesting visit, see Clark’s scripts to get the visit and how to structure conversation of the visit. See /
ask Zach to explain follow-up after visits. Watch all archived videos, listen to archived coaching calls –
maybe 3/week, read all Uploads and Zach’s documents in the Drive. See also in filing cabinet “Coaching”
folder
Read the 10 primary CAC grant narratives to understand layout and our commitments. Schedule a
meeting with consulting Grant Writer, Christine Krueger ([email protected]) to review
her process of communications with the Development Director (DD) and what she will need from you
Ongoing
Donor Acknowledgement – Development Assistant thanks donors under $1,000. Ensure with new
donors that: Annual Fund Officer calls and thanks, uses “New Donor Thanks” on heavy letterhead.
Ensure Annual Fund Officer calls monthly donors 2x/yr so they hear a CAC voice live/get a visit in small
groups (See “Coaching” notes). [For uniform branding in font/style use Calibri Light 11 point].
DD thanks $1,000+ donors in 3 steps:
(1) Call of thanks immediately upon receipt (see Donor Management folder for a script to thank)
(2) Formal thank you letter on heavy letterhead within 48 hours of gift. Have Chet handwrite their
name and something kind by his signature. See the Major Donor folder for template letters
(3) Handwritten card from Chet or a child/teen within a month of donor’s gift.
Note: Watch for design of outgoing materials to appear professional. Use the graphic designer more
frequently as the agency nears $2 mill mark. This puts us in a new tier of donor expectations of appeal –
though full color high gloss (costly) cause donor skepticism. Just a clean, simple, well designed look in
letters, brochures, student profiles to donors, etc.
Grants – Manage consulting grants manager through proofread/approve submission of all proposals &
budgets and contributing report data & verbiage 9 consultant is offsite/will communicate with program
staff but need strength in language from DD), Attend to agency goal of 35 proposals/year; secure
$400,000+ in grant funding annually. Identify program opportunities to share with consultant for new
grant research/funding. Attend to matrix of deadlines, spend-down, reporting cycles.
Annual Fund/Child Sponsorship – manage work and writing / graphic design of Annual Fund Officer
{Child Sponsor Coordinator} through review of monthly thank you letters/attending to branding and
message. Goal: grow Child Sponsorships from 130 to 400 sponsors by 2018. Increase cost of a
sponsorship from $100 to $300/mo – develop a strategy for advising current sponsors of the
change/allowing them to remain at current payment level. (Sponsorships are a lot to manage for just
$100/mo – CAC’s cost to care for a child has tripled since campaign inception (2006). Review
periodically the Development Assistant’s communications/formatting with Child Sponsors and all
monthly donors to ensure quality / nurturing and movement toward growing commitments.
Events – Historically CAC’s three events have been Trivia & Silent Auction February, Golf Tournament
June, Fall Banquet (now Cheers for Children) September. Consider discontinuing some events if not
working, scale/build your event staff to try new events with the goal of reaching new audiences of
higher tier donor prospects
Calendar of Deadlines
January:
Jan 15 latest: Write year-end tax letter for prior year donors; to homes by Jan 31. In eTapestry query
prior year donors/contact [email protected] for how-to. Use “Communications” in eTap to mass
merge the letter. Send to printing & mailhouse: CAM Print, Clinton Covington
[email protected].
April:
Write camp appeal. See “Appeal” folder in electronic files for templates. Graphic Designer: Megan Ruff:
[email protected]. Printer: CAM Print, Clinton Covington & Kyle [email protected]. For
mailing list export to CAM, use in eTapestry under DD Routine Reports: Clean Mailing List. This screens
out the “do not mails” and “deceased” donors, from the Base – All Constituents/all accounts report.
May:
1st week – mail camp appeal. Put money on nonprofit mail permit. Request $600 check payable to US
Postmaster – ask office manager to ask LRM to hand deliver the check to the old downtown St. Louis
post office – where our meter is held.
June:
Begin banquet planning; see timeline in “Events” folder
September:
2nd Thurs Sept annually: Annual Fundraising Banquet
Begin writing Christmas appeal/to graphic designer before mid-October
October:
Christmas appeal to graphic designer & printer before Oct 15
Weekly Scorecard – established by Executive Director (ED)
1. How many spaces are blocked off/slotted for face to face meetings. (answer should be 12-50)
2. How many do you have actually scheduled?
3. How many did you have this past week? (add to follow up list) (Goal is to have 40-50 on follow up list for
movement to take shape)
4. How many are on your follow up list?
Monthly Scorecard
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
Number of new donors
Total number of donors
Donor re-acquired (first order of business?)
Giving YTD ( put on calendar check points. Recommended every quarter)
# Donors in total population
Average size of gifts by dollar (see chart)
# Donated last five years
# donors decreased giving from prior year same period
# donors increased giving from prior year same period
How many/who are the LYBUNTS and SYBUNTS (gave last year but unfortunately not this year. Or some
year but …)
11. Total potential giving of LYBUNTS/$1,000+ donors lost/could recapture
12. Total long term giving commitments
13. Total monthly giving commitments – church #, individual/household #
Church Relations – written by Executive Director
Church giving is rising. Ms. Sally is assisting Chet with speaking engagements (delivered). Matt letter of
introduction to Active Church list….( I am Matt, new chaplain, Chet has spoken much about your long term
involvement with us, how grateful we are… If there is an occasion or time I could come and share with you what
God is doing, I would be glad to do so…
Program Development – to elevate role to the Director of Advancement in time:
(1) Serve as thought-partner to ED and Program Director on emerging gaps in services to children. (e.g.
Do we need an in-the-home social worker?) Communicate new program needs to grants manager
for funding research
(2) Work with Operations Manager to study grant expectations against program implementation. (e.g.
State grant requires all kids keyboarding with two hands by end of 5th grade. Are we faithful to
making that happen?)
(3) Have a finger on the pulse of daily programming/observe/be with children an evening a week to
share stories and program strategies with donors firsthand/make your visits more authentic. Time
with kids/observing evening programming will help with numbers 1-2 above as well