Sharing Partners Action Network: 2005-2008 Quadrennium

Goal:

The goal is to establish a fund to provide the financial resources needed to assist institutions with program development and capacity building. The fund is established for institutional development and strengthening only.

Membership Criteria for National Mission Institutions:

All National Mission Institutions (NMIs) (including colleges and non-funded institutions) would be invited to participate in the 2005-2008 Sharing Partners Action Network (SPAN) Initiative. Membership is voluntary. Members shall contribute 10% of their annual appropriation for the next two years (2005 & 2006) toward the Institutional Development Fund (IDF). The membership fee shall not exceed 1% of their annual budget for the respective years.

The SPAN Advisory Committee has determined that the membership fee for colleges shall be 10% of their annual appropriation. For national mission institutions that do not receive appropriations, the yearly membership fee shall be a flat amount of $500.

(After the two-year period, the task force committee on SPAN will meet to discuss the membership fee for the reminder of the quadrennium).

Institutions can make their contributions at any time during the year. In the event of the contribution not being made by the fourth quarter, the membership fee for the institution would be deducted from its fourth quarter appropriation. Only upon review by the Community & Institutional Ministries Unit and approval by the Women’s Division directors shall a national mission institution receive a waiver of the membership fee. (Waiver procedures have been set in place for those National Mission Institutions that experience financial hardships as a result of their contribution to the IDF. Such institutions can apply for waivers through the Community and Institutional Ministries Unit).

Investment guidelines and amount of funds to be used in any year will be determined by Women’s Division Treasury Staff and Directors.

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Institutional Development Fund - 2001-2004 Receipts:

Place half of the available IDF funds, estimated to be $541,618, in reserve and use the other half for grant disbursements. Current SPAN members, who were not funded any IDF grants from the 2001-2004 SPAN Initiative, would be asked to apply, by June 15, 2005, for funds, not to exceed $25,000. Criteria for accessing these funds would be the same as set forth in the 2001-2004 SPAN Initiative (Attachment “A”). The only exception is that in addition to program development and capacity building, the fund could also be used for strategic planning.

Grantwriter/Fundraiser:

Hire a grant writer/fundraiser. The funds in the reserve will be used for this purpose.

Task Force Advisory Committee:

At the meeting of the Task Force Meeting held on January 6-8, 2005 in White Plains, NY, an Advisory Committee consisting of the following six executive directors of national mission institutions as well as a CIM staff member and a Women’s Division director has been formed:

1. Celia Rene Esparza, United Community Centers, Fort Worth, TX
2. Ricardo Ortega, Neighborhood House, Calexico, CA
3. Gloria Tan, Gum Moon Residence, San Francisco, CA
4. Fred Haggard, Red Bird Mission, Beverly, KY
5. Stephen Langford, Tampa United Methodist Centers, Tampa, FL
6. Kevin Drollinger, Epworth Children & Family Services, Webster Groves, MO
7. Joan A. Johnson, Women’s Division Director
8. Jerald Scott-McKie, General Board of Global Ministries

The committee’s responsibilities are to:

1. Review advocacy piece of the Task Force Meeting’s discussion;
2. Review documents to be presented to the Spring 2005 Women’s Division Board Meeting;
3. Represent the Task Force Group at the Spring 2005 Women’s Division Board Meeting;
4. Review ways to market the SPAN 2005-2008 proposals to national mission institutions during the open enrollment period;
5. Determine a fee structure for membership in the SPAN for colleges and for national mission institutions who do not receive appropriations;
6. Complete a Request for Proposal (RFP) for grant writer/fundraiser; define scope of work for grant writer/fundraiser; and determine their remuneration. (The committee will have the discretion to hire, supervise, and terminate the grant writer/fundraiser).
7. Provide progress report back to Task Force in two years.

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Waiver Procedures for National Mission Institutions:

Each year an institution may submit an application for a waiver of its membership fee to the Institutional Development Fund. In order for the application to be considered, the institution must comply with the following:

1. The application for a waiver must indicate how the membership fee contribution would result in financial hardships for the institution. Property issues will not be considered as part of the rationale. (Each NMI will be encouraged to contribute some amount to the IDF)
2. The application must be received by the Community and Institutional Ministries Unit (CIM) by July 1 of each year (FOR 2005, THE DEADLINE IS BEING EXTENDED TO JULY 29) for review by the Unit and the Extended Staff Committee.

Once the applications are considered by the Women’s Division directors, applicants would be notified of the status of their applications.

NOTE: Guidelines are subject to change after the first year.

Institutional Development Fund (IDF):
Criteria for National Mission Institutions to Access IDF Funds

(ATTACHMENT “A”)

National Mission Institutions must meet the following criteria to access developmental and capacity building resources (funds) from the IDF:

1. Must be a participant in the SPAN Initiative (which includes yearly payment of membership fee).
2. Must submit an IDF application.
3. Must have completed a community needs assessment and program evaluation within a three year period.
4. Must have participated in GBGM trainings offered for New Executive Directors, Board of Directors, and United Methodist Women Representatives.
5. It is no longer required to have a current Strategic Plan in place prior to applying for IDF. Instead, proceeds from the IDF may be used to fund strategic planning.
6. Must have a Board which abides by and reviews its by-laws annually.
7. Must be in compliance with deadlines for reporting finances, minutes, etc. (Women’s Division policies).
8. No institution would qualify for an IDF grant if it receives a waiver of its membership fee in the same year.
9. Must have never received IDF funding.
   

Caring Connection Mentors:
Levels of Mentoring, Selection Criteria and Guidelines

There shall be an official group of trained mentors who will provide consultative services for National Mission Institutions. Mentors (expense level only except if retired) and/or a Mentor agency shall be compensated for time spent. The levels of compensation for National Mission Institutions whose staff serve as Mentors shall be $3,000 for consultation and $5,000 for orientation.

Areas of Stipended specialized mentoring/consultative services are listed below:

1. Resource Development/Fund raising
2. Assistance with Funders and Public Relations
3. Agency Management C with initial focus on Financial Management
4. Marketing and Promotion
5. Grant Writing

New Categories can be put in place for stipended categories should the mentor provide to Office of Technical Assistance/Finance (OTA) proof of expertise in given area.

1. Individuals shall submit a Caring Connection Mentor application form and required documentation signed by the Executive Director of the NMI to the CIM Unit for approval.

MENTOR ACCESS:

1. Approved Caring Connection Mentors (CCM) and their expertise are listed on the web site.
2. An Executive Director or staff person with the permission of the Executive Director may select a CCM and establish contact with the Mentor.
3. The Mentor and Mentee inform the Staff Liaison of the selection of a mentor. Staff Liaison coordinates with the OTA.
4. The approved Mentor files a monthly report of the mentoring relationship with the Staff Liaison. Staff Liaison coordinates with the OTA.
5. The Mentee completes an evaluation of the mentoring relationship with the Staff Liaison within 30 days of services rendered. Staff Liaison coordinates with the OTA.

Payment for mentoring services shall be remitted to the institution that has provided the mentor following the final log, summary report, and evaluation.

PEER CONSULTATION:

General mentoring at the Peer Consultation level does not require any formal agreement or contract. Expenses such as travel, phone, copying, etc., incurred by one NMI staff or board member visiting or assisting another, can be submitted for payment to the OTA. Expenses in excess of $250 must be pre-approved.

More information on accessing persons to assist in non-stipended areas will be forthcoming after a detailed report on skill sets is generated.

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