constituent database

Outreach and Development Coordinator

Organization: 
Quote-Unquote
VISTA Name: 
Erica Jones
Program Start: 
9/2009
Program End: 
9/2010
Project Description: 

This VISTA member, in their capacity as outreach assistant, would serve to bring new organizations and communities in to work with QUQ. The role of outreach assistant would be valuable experience for the VISTA member in networking, community organizing and learning about the community that she/he would be working and living in. It involves calling people, talking to them, sending them information by email, asking them to come to a meeting and to tour our studios.

The VISTA member would keep accurate records of contacts and the process of recruitment, as well as the steps and the results of fundraising efforts. These records would be used for the manual that would be developed in conjunction with the executive director.

Project Outcome: 

Some main areas that Erica helped to develop and expand are: Volunteer recruitment/outreach, Partnership Expansion/Outreach, and Fundraising development.

Volunteer outreach: Erica has set up an entire program of recruitment of volunteers. As a result we had as many as 19 volunteer interns at one time at our facility during the fall, spring and summer months. The recruitment efforts targeted local universities and high schools. The success was due to setting up face to face meetings as well as using Craig’s List, social media and e-newsletter contact. This was done in conjunction with the Executive Director.

Partnership Outreach: Erica also worked on setting up partnerships with the Albuquerque Convention and Visitors Bureau, Media Literacy Project, The Alibi (local weekly newspaper), Enlace Comunitario, SWOP, KUNM Youth Radio, Albuquerque Film Festival, SW Gay and Lesbian Film Festival, Taos Shortz Film Festival, Experimental Cinema Film Festival, New Mexico Daily Lobo, Public Service Media Project, NM Film Office, NM Thunderbirds, CitizenSchools, and the creation of an accredited production class through the University of New Mexico Continuing Education department.

Fundraising Outreach: Erica worked on many small scale and large scale fundraising efforts throughout the year. Some examples of these efforts are: “Benefit Night” fundraisers being help at T.G.I.Friday and Fuddruckers, a “TV Dinner” benefit event, a concert event at a local venue, and the development of a monthly media industry networking event held at a local restaurant. Other areas have included working alongside the Executive Director on research for and preparation of grants and foundation money. Examples of this assistance was the working on a letter of inquiry for the Glaser Foundation which focused on Independent Media projects. We pitched the creation of a youth-focused journalism and mentorship program. A letter of inquiry into the MacArthur Foundation, regarding the same project. The creation of a profile in multiple local community foundations. She did extensive research and compiling together of regional, state-wide, and national grants and foundations that could be potential sources for income. Erica also helped Steve Ranieri with researching and preparing the application for a grant through the McCune Foundation, a local foundation here in New Mexico.

Other general outreach efforts that Erica engaged in were attending various local outreach events, such as: NM Film and Media Day, Digital Arts Conference, NM Film conference, SW Gay and Lesbian Film Festival, Fiery Foods Show, and other events where the positive image of our organization was represented. All of these efforts were tracked, documented, and written into a manual titled “How to Outreach: a Resource Guide for Quote Unquote.” This resource will be left behind for future staff and VISTAs to refer back to for guidance.

Two other projects Erica worked on were the transitioning of the paper newsletter to the electronic newsletter and the transitioning of the Dreamweaver based website to a user-friendly, more efficient website through the Grassroots.org services. It developed through the need of better organizational efficiency. There was an indication that some staff had additional responsibilities that were taking them away from their actual work. With Erica noticing this, she suggested making these two main transitions as a means to alleviate extra work from staff (printing of newsletters, mailing them, updating the website using software that requires skills) and to build a more sustainable infrastructure.

YEAR 2
 ——

Erica has been active at Quote-Unquote building capacity both internal to the organization and exteranlly in the community. This has included develping advertising/marketing partnerships, outreach events, and developing trainings, curriculum, and research. On of the major programs Erica developed is the New Mexico Community Journalism Program, for which she developed the initial grant and has formed the core board which meets weekly to continuously fine tune our mission and purpose in the New Mexico Community. Erica has drafted letters of interest for people to invest and join the project as an anchor organization (content providers, mentors, and a place for community journalists to use for resources). This will help form the state-wide network we envision to help sustain the information flow throughout the state and will also help community journlists with guidance and resources to better serve the needs of their communities. This mission is: “Strengthen an emerging state-wide rural and urban multilingual news network that represents unheard, marginalized, and diverse voices, independent of government & corporate control, values, and content. We will provide a multimedia outlet for the news that the local residents determine, produce, and contribute, thus connecting them to the needs in their community.” Erica has also been a devoted VISTA Leader coordinating 20+ VISTAs and participating as a Leader Guide.

Development and Communications VISTA

Organization: 
Prometheus Radio Project
VISTA Name: 
Ian Smith
Program Start: 
9/2009
Program End: 
9/2010
Project Description: 

The Development & Communications project would entail directing a fundamental change in fundraising policy, moving Prometheus towards a more grassroots fundraising strategy. This project would also include developing and maintaining systems for Prometheus’ donor and paid technical service relationships. It also entails creating communications tools, such as a regular and targeted donor appeal, for soliciting a broad base of financial support from those that access our services.

Goal 1: Help build and solidify Prometheus’ ability to engage community radio stations and community radio supporters in opportunities to support Prometheus financially and in a regular and sustainable fashion.

Goal 2: Create a more sustainable source of funding by developing technical services and products that Prometheus can offer for a fee.

Project Outcome: 

Ian’s work as been essential at building the capacity of the organization at a key time of growth and transformation of Prometheus.

Towards goal #1 of increasing regular, constituent contact, Ian has: shepherded the development of a new database merging 4 into one, developed a system for maintenance, trained all staff, coordinated a monthly eNewsletter, coordinated an annual mail appeal, implemented CiviEvent for pre-registration for events, and implemented a paper sign up sheet system for events. As a result, our database list grew by 7,456 new contacts, including over 600 from the US Social Forum where Ian’s sign up system was first used. We now have over 1000 facebook fans who receive regular updates thanks to Ian’s merging of our email, web, and facebook communications. A database consultant worked with Ian to build the CiviCRM database after which he largely implemented the above with input from Prometheus collective members.

Towards goal #2 of building grassroots fundraising support, Ian has helped develop a work plan and donation calendar for the Development Team which has guided our work throughout the year and made reporting on progress much easier. He designed and launched our new Sustaining Funders program. He also designed and launched out new major donor program by identifying potential donors and inviting them to key events and creating a donor packet. Ian assisted in writing a number of grants and grant reports for Prometheus, helping to gather statistics on the effectiveness of our programs and the demographics of our constituents. He did these in conjunction with our Development Director.

Towards goal #3 of developing web donor tools, Ian has built a number of custom donation interfaces to our new database and build contact and other forms on our website. As a result, the new website will integrate seamlessly with our database, cutting out costly duplication of data. We can now track what appeal or route online donations come from and better assess the success of our specific fundraising efforts. Ian was trained by our web developer to create these forms.

Fundraising

VISTA Name: 
Nathan Biggs
Program Start: 
6/2005
Program End: 
6/2006
Project Description: 

In short, Nathan is helping us build the sustainability to continue all of UTEC’s mission. He has spent much focus on building systems (i.e. donor recognition systems) so that his work will last longer than his immediate 1-year impact. he produced our first ever annual report!! And, he has excited the entire development departament about the possibilities inherent in individual donor fundraising through his infectious excitement about such fundraising.

Project Outcome: 

Nathan has done an excellent job in his role as a VISTA here at UTEC! He took on a leading role in coordinating UTEC’s most comprehensive and successfull fundraiser to date. He has contributed immensely by helping us organize and develop a new online grants database (which I strongly believe will be a model for other nonprofits on how to best integrate technology into their development work). He has written and won grants. He has created a well organized foundation/donor recognition system that has substantially improved our capacity for relationship building with funders. And he has provided much excitement around the development of a new individual donor organization process. I have been very pleased with Nathan’s work (this being his first time in a development position as this) and would rehire him in a minute.

Impact Quote: 

Nathan took a leading role in coordinating all aspects of our first major fundraiser. With our Dvelopment Director out sick for some time during this period, he was sometimes running this without a ton of support. He took this as a challenge and semed to be invigorated by the challenge… never pessimistic or overwhelmed by stress. In the end, we had nearly 200 guests attend and profited nearly $10,000. Moreover, all those who attended coninue today to talk about how professional and well orchestrated it was. Ultimately, Nathan was able to establish the inception of what will now be the annual fundraiser event for UTEC….each year building upon the success of all his work this past year.

Outreach and Development Coordination

Organization: 
Playing to Win (PTW)
VISTA Name: 
Kristen Wernicke
Program Start: 
6/2003
Program End: 
6/2004
Project Description: 

In the fall of 2003, the Playing2Win organization welcomed the assistance of two Vista- Fellows: Mr. Max Benitez, Youth Technology Instructor, and Ms. Kristin Wernicke, Outreach and Development Coordinator. During the course of their tenure, Mr. Benitez and Ms. Wernicke served the center in several component capacities.

As Outreach and Development Coordinator, Ms. Wernicke’s responsibilities included the following:

•Researched, coordinated, wrote, and edited general operation and program-specific grants including those to AOL, Ford Foundation, C. Virginia Fields Borough Needs, Home Depot, and William T Grant Foundation.

•Developed and maintained relationships with youth, media, non-profit, and public interest organizations on the local and national levels, including the above mentioned Harlem organizations as well as the Global Action Project, Educational Video Center, Reel Youth, Camp Interactive, Manhattan Community Boards 10 and 11, and community websites east-harlem.org, mibarrio.org.

•Created local resource list for community technology center issues and similar organizations.

•Worked on building an infrastructure for outreach (i.e., managing and creating databases) that is accessible to youth and other staff.

•Developed and maintained outreach database

•Expanded and intensified program partnerships in New York City and the US

•Developed programs and assisted with planning for future outlook of the community technology center

•Researched and wrote both general operation and specific program grants

Project Outcome: 

Vista Fellows were involved with the following:

• The development of research instruments and conduct of an on-going survey of 100 participants and adult and youth programs to better serve our community.

• The development of volunteer support program for the ongoing support of 10 volunteers and recruitment of 10 others.

• Oversaw teacher support assessments and provided ongoing support for 4 teachers in youth and adult programs.

• Provided technical support for our center to keep the 50 machines and network running smoothly

• Assisted with the development of 5-10 proposals to raise approximately $100,000

• Assisted in the development of our Job Training Program recruitment and development.

Impact Quote: 

As the purpose of the AmeriCorps*VISTA program is to provide useful outreach to local communities, our participants echoed their sentiment through visible outreach and service projects. One example I am reminded of was the special PBS viewing of “Every Mother’s Son,” coordinated by Mr. Bentinez. The event called for local law enforcement agents and community members to come together in support of the idea of social change, justice and a forum for communication and healing. This project used the power of media and the passion of human nature to discuss the realities of police brutality in New York City. This event is also an example of a sustainable solution effort and the ability of change.
- Shawna BuShell, Executive Director

CTC Technician and Database Development

VISTA Name: 
Jeff Blakely
Program Start: 
6/2006
Program End: 
6/2007
Project Outcome: 

Jeff has set up an exchange server for the UTEC network. This has helped staff better communicate with one another, and made accountability, reporting, and assigning tasks simpler and quicker, in order to better achieve our mission. Jeff is making progress with his project to update the teen log-in database which will keep track of interactions of senior staff with all UTEC teen members. Jeff has made a presentation and training manual on how to use the teen log-in database, and exchange servers. Jeff has been working consistently with the CSL (on site once per week) to continue to enhance UTEC’s tecnhical capabilities. Some of the projects he is working on in this regard are enhancing UTEC’s fundraising database, organizing the UTEC listserve, and his teen log-in database and exchange server projects. Jeff is still preparing equipment to kick off the next wave of computer repair classes at UTEC, which will begin when UTEC officially opens our new building this spring.

Community Outreach and Evaluation

VISTA Name: 
Karl Hedstrom
Program Start: 
11/2006
Program End: 
11/2007
Project Outcome: 

Karl has proved indespensible in helping our organization understand who our membership is and how we are serving them. With direction, Karl has developed a weekly and monthly statistics aggregation (our dashboard) that illustrates our level of community support and involvement. He has also developed many systems in our database to help us better communicate with our community through direct email and web publishing.

Transmission Project