Loading...
HomeMy WebLinkAbout1991-09-11 91-344 ORDERUPIC mill Data 2-11—g1 - Item No. 91-3 4 Item/Subject: (=ER Adsspt� CmCinm f9er1table Caupaign Polley Responsible Deparlml gbago l Commentary: Revamp. ppntbg ago, the City sae curOwsed by wil lac. corzarrsing Ha posafbflity of is ; iEntisg m tM1e City's meuaa1 t]urltable CmPnirye%v ymll DaWcti®s Progress. Msva9mxe is a ccas t t of o ganisatiana wotkim for peace, justice ami the prewar . res of the plaret. Ae you nay ba awre, until thio point PefrltwroL Valley @tired Way ran tha tasty annual cbartibl s cesgmasig s for tte City am has syeruvally been the mdy agaay pith access; m the City's si loyees through payroll dxWction. Givers the intmcet expre sm by Ma+w¢1w,o, am tle fact that there am otter Fade, FMietatior s and Q�zsatiwm tbat sag, rpt pemdsslon to cwvLle[ c ita4le ca paigns vdt1s City a ployxee and sones to the payroll dm was p 511, it sae aplmei to to prepare a Cmoblrim p table Caspaign l Ul . Aaonzl otter topics, the l Ili covers: Applicata.... pracaLsres, Qualificatlans for Particip tion, Assignment of C and FlVlolae Smolverent. afe lbldcy was prepared with na.e.t SrRut Eras both Nltted Way am Mainstem ami etmchmm aesistent with other inmicipal amt county cbaail a e cappairys sol3citatieR Policies. iwtieipal ,n� res discussed this issue voice, am at the last reestingr tepreperar ivy fess boas orgessizatiora vara Pasassant bo Caudae the p poem policy. From a gmt r stardlnir2, boils orgastzetiols am reasonably c®fosteble with the policy. However, there still's be mimar wording changes tbet nay be breugist to the Cwrclla' attention for coda' cvn[vvsm W OelwtlinaR ' Manager's Comments: city m.,mgrr Asswuted Information: mHar, proposal Potioy, tXler mlatv_d irSormatvn. Budget Approval: Aiwace Dimulur Legal Approval: 11 �r. CSryso i,imr Inlr aced For Passage ❑ First Reading Page _ of ❑Referral please rote tfiet tFe policy, as pmp i, lies ro e6litiaial fviarsiel isQlicatirnis m t City; S onpnurr tfws ie 1any aRxa cceTs. limieip l Cpewtiwis tlttl rot Yelm specific m [le I�luY otlws [tart m mfec it m me full Crnmctl m[ action. Ae®pied to Councilor Saxl, September 11, 1991 CITY OF BANGOR rdptirg a Caq)airyr Palicp 11 1. f t City. of B ' _ .._........ _------ .--- .:_. ...... _...__ _.... _.. BY tM City Coamil oft City Ofeaxpor: ORDEREDr MT the ptapoaed Policy is here y adopt and t t t City Mene9at ie autFnrtved to rnn,Nl ar=ty of tM1e Yolicy. omffiet RTi 91-344 s DRDEP - emy COUNCIL Septtemberr 11, 11. 1 1991m Tftle. City Manager v excused free. discussion because of his week with the United Way Campaign.- Ado Cin ...... d, ..p. g"s " F" FhPF}fip}R. GpmPp}%n Vote Co amend numbeS 2. 3, and 4 of Councilor Cohen's amendment policy for the City of Bangoi City of Unger Passed by the following yes and Poli..... .the no votes. CounBragg, lorsvoting yes:"., �/i •� .rj �( . Bragg, Coben. ndankel. Sawyer, Sawyer, Sosnaunc Stone and - Meig::ed to no - no: CouMended (� Feel. as fo lows. as follows. Saxl. 'teal of 2. instead of "appropriate (/lYv' ` �" Councilman b t th Cit C it I t that an appeal go to the full City Council. 3. In Sec. 6.2 recommend that language be added to requirethat the fee be paid in advance and in 4. In Section 7.2, similar to 5.2 prefer that the full City Council review any denied applications. Vote on Councilor Cohen'e amendment to number I failed to pans by the following yes and n votes. Councilors voting yes: Bragg. Cohen, Sawyer and Stone. Councilors voting no:f1aldacci. Frankel, Sail, Someone and Sullivan.Councilor Sawyer amendment Co add 7.3 - discussions o include or ei.cltde a qua a ganizatlon by City officials must be ratified by m.j rity of a. failed passage by the fallowing yes and no ve-co. oCounclloie. 'o yen: Bragg, Cohen. Sawyer and Stone. CounclIDrs voting m: 1 cal. Frankel. Seal, Soanaud and Sullivan. So,1 A to add ].3 y uncilor Cohen as follow: organizations providing dtr c2 cervices to &atizens of Bangor and not meeting policy Section 4.11. but meeting -rl ether require of the policy, can z apply for special exemption to conduct campaign - cng a such organist ion has act done so in the past three yeauS Amendment Passed. Order pensxo .n amended by the fol yes and no votes. Councilors voting yes: Baldacci. Cobe�el . Sawyer. sazly sna:iavd and Sullivan. Councilors voting no: Bragg and Stone. 91-344 Policy M. G.4.0. 1.0 Ames ata putlme of Hds policy ds w establish per b= and stadaxds for mun sting darltable fundvfsing cmpai� on City pr®nines ab autivrizirg the use of the ewlo payroll dshxYion aysreo for dmatfons to t itfes. 1te policy is infercM i to: 1.1 Msure that cmRxiwtiore axe solicital Erni City emplolees by qualified fords or �; 1.2 nan:m worlplsoe disruption a:d edvvustratiw costs of charitable solicitation; 1.3 Fhpv Ga range of clolces for City mploy vile wish to contribute to charitisa. 2.0 Oefinitfore ' follo;Ang definitions a hemby adoptal for d iptiw puxpoeas. 2.1 "Aad or fe • " n an a City serving as the agent of a getup of smibsr charitahle organizatiore w Much it dislmurees fulls or en a:tfty that gra fords to charitable o Zatf ns. 2.2 ••t9aritatile cxgarivat - macre m caity dear AEW in Internal ]awewe 61da flection 501(c)(3) (26 WC 5501(c)(3)) all exonpt [xm £slexal ince tar uM¢ Snternsl pa.ava Code Sectiw: 501(a) (26 WC 5501(a)). 2.3 "Oixect dssig:attar• mem., tint the £iutl or � penvits the door m design t a specific Progran. a9ercY or oths entity witldn the full or faieration to receive the Azatfay rather Tian eTu it that tM dviation be distributed reong program, idea or otter entities according to a echerbrle or for" � by tte find of fedzration. 3.0 Cnmly Pmniisl Charitable solloltatiaa of City ®ppl 3ses M on the jch during work hwrs stall be wrcku:tal ce y in oap1i with this wlfcy. Cn y fulls or feieratiore qualified under this policy shell W allaed w solicdt cxntrfbuttore by City mploysss during the ansa campaign. 4.0 for P tic�tim 0 y furuls or +m�cipew do tie CvobLed (Heritable fi:Mtaisirg drive and the fu:tl or federatia: vast vest the follow criteria: 4.1 Cettification Gat it operate^, in cmpli with all applicable fm3zral, State and local ]ass. 4.2 Certf£iration that it �te, intler cuw y valid articles of inocrp rstion a by-laws. 4.3 C ficetion that it auxantly posses® valid tl ignition by Ga Intewal Resmua Service as a 501(c)(3) tam exmpt •+rr� a:ei certifies that all orga:ivatima in Ge fund or fe aticn Fave Ha same valid dmiryation w a ter ermpe crvyyusatiui. 4.4 W fication that it is in cmplianosviN f9ine law ml.at i to registration of ciaritable crge at . 4.5 prwiaian of a duplicate colt' of its Foam 990 film wiN Gs xe5 for its mat ra tly copletctl fiscal } , or a copy of its audited f3mnciel sta nt for such }am as preprrai by a certified P:blic mmmtant. 4.6 Submission of a a;ry of its coam¢ operating bi get. 4.7 Oamnatrntiort Gat it mdntaLa a significant pmsmce in Barter 4.8 Damn atim that it hey wroised its c itable fulsome for M laa,t one to application. 4.9 C ficat Gat it will use funs from r Cmpaign colely in the e�rcise of ila charitable fun<tiaa provided by Gs enitty itself or throw Fneration members' agariee ixloling raneorable atLmudstratita costa of Gcir pmgrmm. 4.10 Certf£icat Gat its S wing body serves rritirat mopmieatlon. 4.11 FocwmRatfon that it d1sC[ilartes fans to at lava[ five olarJ.table orga:uvatims. 4.12 �on that tTa fun or fxlem[iw: eiGier Fawida eervicvs to local residents or works to i,o(sove the qualify of life using a regiaal or local focus. 4.13 Certfficatian that U fwd or fod a� prwldes a "direct designation" option for City mplo a - 5.0 Oimualifitation of F or vMcrnt+.... The City of Bm pr Shall disclua].ify any qualified fund or fnin.st:nn that: 5.1(A) Fail, to Substantially amply with the cmpaigu p.:.ei:.wm an stmtlaals w estabi.iahst by this policy; or 5.1(B) Includas or presents LrtaKiwally false or misleading infoveation. 5.2 A ratica of dtsgnali£iration shall be in writing ami atuLt advise ile recdp£erc of the right to appeal this decfsfon to tie appxoprfate suicvedttae of the Bangor City Cranoil. 5.3 A fund or £eieratica that is disqualified nay not p rticipata Ln tM charitable mlicitation p grmo for two cangaign years following tte disgaalificatfon. floe , mployse Mmatiaw stall caRvme to bs dfstrfbutel to tte disgnslified fool or federative un[ t end of the ceapaign year no eddch ile £inol decision xipNvg disqualifirat ds Issued. l#r , srw�tc e.scm- 6.1 the City of Bangor squires that Ue total cast for tle design arca printing of any oo tined bmctwxns, payroll dehctton foon, or relatnd doamenfs shell W laid by qualified finds or fedsratfam in prcpssifan to the amimt of fulls they raise daring the campaign. 6.2 In the event tnr the City payroll system umst be expanded or modifled to eLmnnotla[e the funds or fedecatims herein, the City Meager or his designer fs auWriam to fmpnoe a Ere payable by the parcicilatfrcg fund or federation to defray, the cost of the expansic n or modification caul d by such fond or federation. 7.1 Applfcatiom for qualification cm•au V all of tie tnfonmtion a l �tim regaiaai by the (?abi¢i Chazitable caqpai.gn loltcy mat ba milmi by 3epteotsr 20, 1991. Beginning fn 1992, the application must be received no later thve May 1st. ate City will notify applyfnq fouls or fedaratime of their statue no later i Sere 1st of each yaar. 7.2 In the event that an application is denied, the Beason for such dedal shall be made m writing all the applicant stall be advised of the right to appeal to tie appropriatn subomdttae of the Bangor City co=A. aha qualified funds or federations shall amorally � a Ieed Agcy which shall have overall cwolinatian duties and raspmeihtiities as with the City of Bangor. &Maki H £reds or £meratiena fall to agree m a 1 Agen:y, tha City Manager atoll dealgnafa tie lead Agency T a Iad Agecy shall present a camp gnn Plan to the City Manager or his dsafryee, and it shall frnlude ap2ropriate infoaretirn that velli allow for.a deteadn of its sufficie aul ade:Anmy. G'101a .�_-SIIT'TS'J The City Manager shall appoint an aplo}ee Cao sign comxittee to review and approve caR gn vmier+ and worksite preeanuitiore, to assist in sche xng worksite meetings to m+^+.: m d: rz +on and atLmidatrative m costs, to ndtor campa£gn prroce&mos, to evaluate tte rain gn upon lx to review fund or ea� applications as appropriate or necessary and to recon cba nges in policy or _ Aa to the City Manager for future cepaigns. f9an Tha Dssa:cnr of shell b the City Official xeepoeei of this policy. 11.0 Hf�w Dete 'hie Cab CMritehle Cmpalgn Policy will bx%oe affa:tiva �y. ftGeN A. eeaetf City mwger hi United Way Olk OF PENOBSCOT VALLEY 161 Correlated -P.0,I=- B11001. mem. 040Q-1070 Sep Beh UU-2600 FAX (M 941-C m �Aul. 0,- f, August 30, 1991 Edward A. Barrett Bangor City Ball 73 Harlow Street, Bangor, Maine 04401 DBaz fiat At the August 26, 1991 meeting of the Board of Directors Of United Bay of Penobscot Valley, the Board reviewed and discussed the subject of the City of Bangor's proposed Combined Charitable Campaign Policy. By un venue vote, the Board affirmed the following in relation to the proposed City of Bangor Campaign Policy: 1) It Is the purpose of United Nay of Penobscot Valley to increase the organized capacity of people to care for one another. Be believe that United Gay is the right local coordinating agency to help finance the direct human care services that are so badly needed by the people of the Penobscot Valley area. In the next several months, United Nays efforts will be directed towards raising the funds necessary to meet r community -2 needs, and maintain and enhance the quality of life In Our community. United Bay x111 work cooperatively with other charitable organizations to insure that the above -stated purposes are achieved. 2) United pay will loot advocate a position on the merits of the proposed Combined Charitable Campaign policy or inclusion of other cbaritabl¢ organizations in the City employees' fund drive. The Board balievee that this is an internal City of Bangormatter beat decided upon by the City of Bangor based on the needs and interests of the City. 3) United Nay is deeply appreciative of therive 1102 of requaeting payroll deduction gifts of City of Bangor employees. We believe that this annual privilege has been extended to United way in recognition of the services that United Bay funds have made possible for the people of Bongo[, and because United Bay has a longstanding tradition of responsibly Bud comparatively conducting its affairs. United Way MlWon: To increase the organizedom000dy of people to care for one another. Page 3 The Board is optimistic that United Nay will again be pareitted to request payroll deduction gifts of City employees. we hope that the City fund drive will, as always, be organised in a fashion that is economical, Pat raises more my co that more people can be helped. The Board encourages the City of Beggar to Consider thethoughts as decision in made ov se the Charitable Campaign policy please feel free to share this letter with others in the administrative staff or City Council as you deem appropriate. sincerely, Bernard ers Board President INTRODUCING MaineShare A Guide For Employers MAINESHARE is a cooperative fundrasing effort among several statewide social action organizations. Through particpation in workplace giving programs, ManeShare seeks to generate funding for its member organizations; improve community awareness of our member organizations and the problems they address; and promote unity and cooperation within the nonprofit sector. Thank you for your interest in expanding your workplace campaign to include MaineShare. your employees give to many advocacy, social change and environmental agencies; and increasingly around the country, workers have asked for the opportunity to support these agencies through payroll deduction. WHAT IS MAINESHARE? MaineShare is a federation of eight Maine -based 501(c)(3) nonprofits working for peace, social justice, and a healthy environment. We have come together to rasa money under one umbrella, primarily through payroll deduction campaigns in the workplace. Member organizations cooperatively manage the kind and its various fundraising efforts. The diverse organizations that belong to MaineShare represent some of the directors Mane people are tatting to live more fully and equitably, to achieve greater self-determination, and to create a safer and saner state and planet in which to live. Some member groups provide services and advocacy; others focus on educational programs and self-help. Some focus on specific issues such as the environment, peace, and women's opportunities; and others function to bring people together to examine and build action around critical issues of the day. All of the groups strive to address the root causes of social problems, and they all work to enable people to participate more fully in society through the elimination of social, cultural, economic, and political barriers. All members of MaineShare are statewide organizations. MaineShare is governed by a Board of Directors comprised of representatives of member groups and several at -large representatives. MaineShare does not fund organizations which receive funds from other charitable federations participating in local workplace campaigns. WHY MAINESHARE CHOOSES TO CONDUCT WORKPLACE GIVING CAMPAIGNS Individual donations account for 84% of all charitable giving in the U.S. By approaching individuals in their place of work, fundraising federations are able to reach large groups of people at one time. Rasing funds through annual workplace campaigns is cost-effective, with only 10 to 15 cents expended for every dollar raised. Increasingly sophisticated payroll systems can easily accommodate new charitable choices. In the wake of reduced support from government agencies and growing competition for foundation dollars, nonprofits must depend all the more on individual donors. Expanded workplace campaigns help spur giving by opening new avenues through which individuals may direct their gifts. By giving workers a way to make small, periodic gifts, payroll deduction campaigns enable them to give more (from 3 to 7 times more than with direct, one-time contributions). Access to payroll deduction campaigns is a key ingredient to long-term self-sufficiency for many nonprofits. Beyond the financial benefits of the workplace campaign, nonprofits benefit from being part of a charitable federation. Federations enable their members to pool resources, share responsibility, and distribute costs over a large base, saving money for everyone. Federations also serve as a meeting ground for nonprofits with common goals and concerns, promoting the exchange of ideas and innovative solutions to community problems. In the workplace, the introduction of new federations serves an important educational role as workers become better informed of the diverse organizations serving their community and their state. HOW MAINESHARE IS RELATED TO OTHER FEDERATIONS There are currently four federations in Maine using payroll deduction as a means of increasing support. The United Way is probably the mast well known. Combined Health Appeal represents health agencies; International Service Agencies represents agencies addressing human needs in developing countries; and MaineShare represents organizations providing services and advocacy on issues of peace, justice and environmental protection. IMPACT OF COMBINED CAMPAIGNS ON UNITED WAV There is understandable concern that additional donor choices might dampen support for United Way agencies, yet this is clearly refuted by national experience. A 1988 study by the National Commltte For Responsive Philanthropy examined results from 50 employers throughout the country which provide their employees charitable choices in addition to the United Way. Giving to the United Way increased more than 10% annually in over halt of the campaigns. This is better than results from campaigns in which United Way is the only option. Total giving to all participants in the expanded campaigns increased annually in 931/6 of the campaigns surveyed. A summary of this report is available through Mane$hare. . Adding choices to workplace campaigns inevitably leads to greater employee contributions. MaineShare believes that choice can benefit the United Way, bemuse it will faster a new level of interest in the workplace campaign, and muse many to look more closely at important work being funded by United Way and other charitable federations, SETTING UP A COMBINED CAMPAIGN The simplest and most effective way to set up a workplace campaign that includes more than one federation is to run a single "combined" campaign in which at federations participate equally. If you have had United Way campaigns in the past, a combined campaign is conducted the same way, just expanded to include ManeShare and any other federations you wish to include. It you have not had a workplace campaign before, MaineShare would be happy to provide a representative to participate in your planning process. Many employers choose to form a planning committee of workers representing various departments. The committee can set the dates for the campaign; plan any special events; schedule presentations by the participating federations; and arrange the distribution and collection of pledge cards. SETTING UP THE PAYROLL DEDUCTION SYSTEM Choice can be incorporated easily into your existing charitable deduction program. Most employers elect to follow, with vanahons, one of the two models described below. 1. Percentage Distribution of Employee Contributions This method.avoids having to create new fields or windows for the new federations in your campaign. At the close of the fall campaign, the total pledged to each federation is calculated as a percentage of the total amount pledged. Thus each pay period, the total dollars deducted are credited to the participating federations through the use of a simple percentage formula. Consequently, the payroll department does not have to concern itself each pay period with where each employee has chosen to direct his or her gift. As employees come and go, the formula can be changed to reflect the addition or terminason of pledge gifts during the year. Disbursements to the participating federations typically take place on a quarterly basis. 2. Tracking Employee Contributions Dollar For Dollar Some employers prefer this method, most often as a safeguard, and to provide employees with extra assurance that their dollars are being distributed as they have designated. Unless you have a small staff, this method would be difficult without a computerized payroll system. Assuming you have a computerized system, this method simply requires a separate field for each participating federation. Employee contributions are noted in the appropriate field. At the end of the month or quarter, the total withheld in each field is distributed to the appropriate federation. In both cases, the federations take responsibility for distributing the funds to their member groups and honoring any employee designations to specific organizations. THE BENEFITS OF A COMBINED FEDERATED CAMPAIGN For Employees 'The ability to make an informed choice among distinct, independent charitable federations 'A chance to learn more about community and statewide problems and varied approaches to solving them. The workplace campaign is a superb educational tool. 'An opportunity to discover community resources and programs that may benefit their families and neighbors. For the Company: 'The expansion and enrichment of a popular employee benefit in an easily managed way, without duplicating structures already in place 'Greater overall employee support and enthusiasm for the campaign 'Increased giving levels associated with the company 'The enhancement of the financial well-being of services and programs your employees may need. For the Community 'More resources are made available to meet and eliminate pressing human needs 'A wider range of organizations are able to participate in the highly efficient process of payroll giving, reducing fundmising costs for nonprofits, and advancing citizens' awareness of nonprofit activity. 'Combined campaigns help improve communication and cooperation within the nonprofit community. COMMONLY ASKED QUESTIONS ABOUT MAINESHARE Who Administers MaineShare? A volunteer Board of Directors consisting of one representative from each MaineShare member organization, as well as "at -large" representatives from the community. How is money allocated? Contributions are divided equally among the member groups, except for those gifts designated to specific organizations. Designated gifts represent an allocation above and beyond member groups' annual allocations. Do you "te ie any off the top?" MaineShare deducts 15% from workplace contnbuticns to cover costs associated with the campaign. This is comparable with other charitable federations conducting workplace campaigns. What about confidentiality? All pledges are kept in the strictest confidence. We respect the private choices donors make. We request the names of donors solely for the purpose of acknowledgement and "thank you's." Workplace donors will be solicited only through the annual workplace campaign. Are you open to other organizations? Yes. We have certain basic criteria that each member must meet, such as being certifed by the IRS as a 501(c)(3) tax-exempt organization; having a demonstrated base of community support, maintaining sound fiscal management practices, and working for social and economic justice. Commonly Asked Ouestions About MaineShare, cont. Have any of your members Intl to join the United Way? Some have applied unsuccessfully; others chose to join MaineShare because they felt it better served their goals, and more closely embraced their philosophies of social service and nonprofit management. Additionally, the United Ways are organized locally and fund primarily local service organizations. MaineShare organizations work on a statewide level. Why not just use the United Way Donor Option Plan? If offered at all, donor option does not provide your employees with information about MaineShare groups. Should we choose to pursue donor option gifts, we would be faced with unnecessarily high publicity and fundraising costs. I don't particularly like one member of your federation, and I bet many of our employees won't either. Charitable giving is a private matter. Your company need not endorse MaineShare -- our request is that you provide your employees with the opportunity to give to MaineShare if they so choose. Will a combined campaign be more costly to administeR There should be this or no additional cost than in the past. MaineShare provides brochures and pledge cards for each employee. If you choose to produce a combined brochure and pledge card, MaineShare is willing to cover its share of printing costs. As noted earlier, choice is easy to incorporate into most payroll systems. SOME MAINE EMPLOYERS THAT CONDUCT A COMBINED CAMPAIGN Aetna Life & Casualty City of Portland Pine Tree Legal Services Pratt & Whitney State of Maine SOME NATIONAL CORPORATIONS THAT CONDUCT A COMBINED CAMPAIGN Corporations throughout the U.S. are conducting expanded workplace campaigns. Among those offering charitable choice at one or more worksites are: Apple Computer AT&T Bell & Howell Dean Witter Reynolds Harvard Community Health Plan IBM Johnson & Johnson Lotus Development Corporation Pacific Power & Light PEI Safeway US. West SOME UNIVERSITIES IN NEW ENGLAND THAT CONDUCT A COMBINED CAMPAIGN Harvard University Ncrtheastem University Tufts University Brandeis University University of Massachusetts (all campuses) Brown University State University of New York City University of New Yark University of Rhode Island MAINESHARE -- EMPLOYER RESPONSE FORM Company/Organization Contact Person _ # Employees # Workeites We conduct a workplace solicitation drive and would like to meet with representatives of ManeShare to discuss offering MaineShare as a charitable option for our employees. Please call us to set up an appointment. We wish to include MaineShare as a giving option in our Fall, 1990 workplace campaign. Please send pledge cards and brochures for aur employees. Our campaign begins: _ We currently do not have a workplace giving program, but would like to explore the possibility of starting one. Please call us to set up an appointment. Please Return To: ManeShare P.O. Box 2095 Augusta, Maine 04338 622-0105 MaineSllare P.O. Box 2095, Augusta, ME 04338 (207) 622-0105 Each member group must meet all the following conditions to be considered for membership: BASIC CRITERIA 1. Must be a Maine organization working to enable people to acheive fuller participation in the life of society by eliminating social, economic, cultural and/or political barriers. - 2. Must be a statewide organization or answer a need that is unique to your community that has potential statewide impact. 3. Must he incorporated for at least two years. 4. Must he recognized by the IRS as a 501(c)(3) tax-exempt organization. 5. Must be committed to equal opportunities and be an affirmative action employer. Must not discriminate on the basisof sex, race, creed, age, disability, or sexual orientation for the purpose of service, _ employment, membership, or leadership. 6. Must comply with the laws and ordinances of the town or city in which your principal office is located, the state of Maine, and the United States. 7. Most have a demonstrated base of community support with the Maine population which you serve or empower. _ 8. The agency or project thereof seeking membership suet not be currently receiving funds fromanyfederated fundraising organization using a payroll deduction system, such as United Way. 0. Most not prohibit or inhibit your employees from organizing through a collective bargaining agent. PARTICIPATION REQUIREMENTS 1. Payment of annual dues, currently set at $100. 2. Representation on the Board of Directors, and designation of an alternate. 3. Minimum average provision of 7 hours/month in MaineShare activities. 4. Participation in annual membership reviews. 5. Maintenance of generally accepted accounting principles. 6. Availability of financial records reflecting use of MaineShare funds. 7. Acceptance of collected monies through MaineShare according to established allocations formula. S. A one to two page annual report of organizational activities. 1a 0a .e 0y eied vane, Responses to Questions posed by councilor William Cohen about Maineshare 1. How much money was raised for Maineahare in Portland and Augusta? The Portland campaign raised $1229 for MaineShere out of a campaign total of $26,796. In Augusta, we received $165 out of a total of $6516 raised. 2. How much did it east for Portland and Augusta is sat up this Program? The bulk of the administrative costs of both campaigns were shared on a prorated basis by the participating federations. The cities themselves should not have incurred any more acts than they normally have while planning and overseeing the campaign. city officials who would best be able to address this question are Diane Wolters, Assistant City Manager of Augusta, 626-2300, and Paul Colpitis, Accounting Manager in Portland, 874- 8665. 3. Do you have seed money available; does it count toward your overhead? Maineshare conducts our own fundraising to support the administration of soliciting in the workplace for our member groups. We have received several generous grants from individuals and foundations eager to support philanthropic expansion, such as the Maine community Foundation. We also raise money through an annual direct mail appeal and workshops offered for the nonprofit community. - 4. Can you provide a list of organisations that Maineehare distributed money to and how much anon organisation gave(sic)? Please see the enclosed brochure which lists our member groups. 1991 membership will increase by at least three Organizations. We do not raise money for any other organizations at this time, although future plans include the establishment of a fund through which one-time grants could be made. In 1990, our second year of participating in workplace campaigns, we raised $6176 for member organizations. Some groups received designated gifts, but since undesignated revenues are distributed evenly among all member groups, roughly each group will receive $656, after the 15% administrative fee. S. What are the criteria established for accepting an agency into MaimeShare? Ie there a written, formal policy? Can a copy he provided? Enclosed is a list of basic criteria for membership and participation requirements. organizations applying must provide Maineshare with up-to-date standard documentation verifying their tax-exempt status, fiscal responsibility, state registration as a charity, Office hours, and Board of Directors. 6. Would MaineShare pap for any setup and mngoing maintenance costa related to the city setting up the payroll deduction system? As stated earlier, MaineShare would contribute its fair share, on a pro rata basis, of campaign costa. ?. HOW does MaineShare insure that funds given to agencies are Spent AS approved? Are audita provided to you from those agencies? MaineShare does not place restrictions On how member agencies utilize the funds raised except that they must be used for education, self-help and advocacy programs as described by each agency. We review each member's financial and program status annually to ensure that the activities represented are those carried out. Audits are provided by each agency with budgets over $100,000, which reflects federal guidelines. Otherwise, finacial statements are accepted. S. Have any of the agencies you represent attempted to join one Of the other charitable companies; i.e. United Way, Heart Fund. Some of our member groups were denied membership in their local United Way because they did not meet the criterium of being a local human service provider. All MaineShare members run statewide programs which certainly have local application and presence, but also impact the entire state. Other members preferred to join MaineShare because our philosophy of self-help and indepth problem -solving better reflects their programs, they can participate more fully in the direction and policy-making of MaineShare, and they have a statewide focus. 9. Could you list sone of the employers in the state that conduct a combined campaign, which agencies (united Way, Maimeshare, etc.) are involved in those campaigns. Please see the enclosed sheet which lists the workplaces where MaineShare solicited employees. We are the sole Charitable federation soliciting in just seven of these workplaces; most of the campaigns involve the participation of several federations (United Way, MaineShare, Combined Health Appeal, and/or International Service Agencies.) 10. HOW much does it Cost to raise money in the Workplace; is the 10-15 cent range accurate? Payroll deduction giving still remains one of the most cost- effective and efficient methods of fundraising, with, yes, io-15 cents expended for every dollar raised. This covers bulk printing costs of brochures, pledge cards, pesters, and other miscellaneous campaign materials, financial recording and distribution, and preliminary work setting up the campaign. Certainly our work is year-round and entails much more than running campaigns, but the actual implementation of workplace solicitations is low -budget, compared to other types of mass fundraising. 9b: A cipal C rations Commitee �: Bili mien M: Ao t 2 an Chazitable Solicitaiiw aliry M:Augst 20, 1991 Due to prior commitsenta, I will be Doable to attend to Municipal Cparatfon Committee raeti g t t will be Mld on August 22M. I could like to pouv tl:e Cassittee with the following oo a regarding tl proposed Ch iteble Solicitation Nl icy. 1. In Setfat 4.7, I mould lilm to see a definition of "significant pre 0'. I wind Faopae Chet "Significant pxwmre" is dafi as an office or staff peomon(S) leoat ] in angor. 2. In SSLtion 5.2, 1 would suggest that inara-d of the "apprcp i to s:bcamitte of t City Council t t an apps go to tM full City Council. 3. In Section 6.2, 1 xacvmvd that langage M adtlxl to rayufm that H:e fee M lwid Sn advaree. 4. In :atirn ].2, sNdlar to 5.2, 1 wcvld pmfax t tM furl City Camcil review any &sial application. Finally, as was previously discussai, I mould ask that after reviav by Mudcipal Cpemtion, tlat this policy r prooe to t City C=cil as an age it for a ion. sRank you for your ooneideration of tMse issues. we/jr