1. About BCYMP ◦ Mission Statement and purpose of organization…………………..pg. 1 ◦...
35
Brookings County Youth Mentoring Program Board Handbook 1
-
Upload
oscar-hodges -
Category
Documents
-
view
218 -
download
0
Transcript of 1. About BCYMP ◦ Mission Statement and purpose of organization…………………..pg. 1 ◦...
Brookings County Youth Mentoring Program
Board Handbook
1
About BCYMP◦ Mission Statement and purpose of organization…………………..pg. 1◦ History……………………………………………………………………….pg. 2-3
Legal Documents ◦ Articles of Incorporation…………………………………………………pgs. 4-6◦ IRS letter of Determination granting 501c status………………….pg. 7-8◦ Licenses and Permits
SD Tax exempt status………………………………………………..pg. 9
Strategic Plan◦ Fiscal Year 2012 Five Year Plan……………………………………….pg. 10◦ Marketing and Recruiting Committee Goals……………………….pg. 11◦ Programming Goals……………………………………………………..pg. 12
Board Organization and Management◦ Board Member Application form……………………………………...pg. 13-16◦ Board Member Recruiting………………………………………………pg. 17◦ Member/Committee List………………….…………………………….pg. 18 ◦ Committee Charges……………………………………………….……..pg. 19
Board Operations ◦ Meeting Information…………..……………………………….………..pg. 20◦ Job Descriptions…………………………………………………………..pgs. 21-25
Policies◦ Bylaws……………………………………………………………………..pgs. 26-29◦ Principles of Good Practice……………………………………………pg. 30◦ Anti-Discrimination Policy…………………………………………….pg. 31
Financial Records and Data◦ Yearly budget……………………………………………………………pgs. 32-33
Table of contents
i
The Brookings county Youth Mentoring Program (BCYMP) promotes
one-on-one mentoring efforts to youth in the community. The program was
developed to ensure all youth have the guidance and support of a caring ,
stable adult. The mentor relationship is intended to empower youth to reach
their full potential as contributing individuals in their communities.
The Purpose of this organization is to:
1) Promote one-on-one mentoring efforts to youth in the
community
2) Ensure that all youth have the guidance and support of a caring,
stable adult.
3) Empower youth to reach their full potential as contributing
individuals in their communities.
Mission Statement and Purpose of Organization
1
The Youth Mentoring Program in Brookings County had its origin in
1997 as part of a state-wide effort to mentor returning graduates from the
South Dakota Department of Corrections (DOC) “Boot Camp Program”.
Governor William J. Janklow and the Secretary of DOC identified an individual
to establish the guidelines and parameters for implementation. The original
idea was that members of the South Dakota National Guard would act as
mentors.
Soon after the program was implemented it was determined that
the South Dakota National Guard in light of an ever increasing mission at both
state and national levels could not take on the additional workload of
mentoring returning graduates from the DOC. In 1999 a board was organized
to establish an expanded mentoring program in Brookings County whose goal
was to reduce juvenile incarceration and recidivism and to provide youth with
the necessary values, motivation, and awareness of personal responsibility to
guide him/her towards productive and positive citizenship.
The original board consisted of members from the Juvenile
Department of Corrections, the Unified Judicial Services, the Brookings School
District , the Department of Social Services, City Council, County Commission ,
Brookings Police Department , Brookings Ministerial Association, South Dakota
State University ( Extension Education, College of Family and Consumer
Sciences) and the South Dakota Legislature.
2
History
On April 23rd, 2001 Joyce Hazeltine, Secretary of State of the State of
South Dakota certified the Articles of Incorporation of BROOKINGS COUNTY YOUTH
MENTORING PROGRAM. The original officers included Representative Orville B Smidt
as President, Reverend Marcia Hunter as Vice President, Viola Richards as Secretary,
Dr Laurie Stenburg Nichols as Treasurer. Early meetings were conducted at the
Episcopal Church St Pauls and training was conducted each fall at the First Lutheran
Church of Brookings.
Following Incorporation as a Non-Profit Organization in 2001 the
Brookings County Youth Mentoring Program has continued to grow and mature. The
primary emphasis was always on reacting to the need of the county to provide one on
one mentoring to the youth of Brookings County . During this time however Healthy
Parents, Healthy Families became a sub-entity of BCYMP to provide education to
pregnant and parenting families.
In 2009, BCYMP received a grant from the Larson Foundation for
marketing and recruiting mentors. As a result of the grant and the marketing and
recruiting campaign the number of mentors has doubled from approximately 70 to
140. The Brookings Area United Way Agency has provided on-going funding for
BCYMP that has grown from a $3,300 request in 2005 to a $15,000 request in 2010.
The BCYMP total budget for 2011 is $30,450 with a 5 year projected budget of
$45,000.
BCYMP now has sub-committees that address recruitment, fund raising,
governance and activities/programming. BCYMP is jointly located in the office of
Counseling at Mickelson Middle School and regularly scheduled meetings are held at
the Boys and Girls Club of Brookings.
3
History Continued
4
5
6
7
Letter Granting 501 C Status
8
Letter Granting 501 C Status Cont.
9
SD Tax Exempt Status
2009 2011 20151. Review, analyze, & recommend budget
•Review 2008 budget•Analyze budget•Recommend budget•United Way $8000
•Review 2010 budget•Analyze budget•Recommend budget•United Way $15,000
•Review 2008,09 •Analyze budgets•Project budget•United Way $15,000
2. Develop Fundraising Plan
•Identify 15 individual donors @100 each= $1500•Identify 7 corporate donors @500 each= $3500
•Identify 20 individual donors @100 each= $2000•Identify 10 corporate donors @400 each= $4000
•Identify 40 individuals @100 each= $4000•Identify 15 corporate donors @$500 each= $7500
3. Plan & coordinate special events; fundraising activities
•Run concessions at basketball tournament $1600 approx.
•Organize special event fundraiser $1000 approx
•Organize Special Events Fundraiser$3000 approx
4. Identify and pursue Grants
•Identify and apply for 4 grants 4 @ $1500=$6,000
• Identify and apply for 5 grants 5@$1590= $7,950
•Identify and apply for 8 grants @$1750 each= $14,000
5. Identify level/method of Board participation
•Average $50.00 per member @16= $800
•Average $50.00 per member @10= $500
Average $100 per member @15= $1500
6. Annually evaluate goals
•Evaluate 2009 •Evaluate 2010•Submit Report
•Evaluate 5 year •Submit Report
7. Recruit fundraising members
•Recruit 6 members •Recruit 8 members •Recruit 10 members
Projected total Budget
$21,400.00 $30,450.00 $45,000.00
10
Fiscal Year 2012 Five Year Plan
2011 Goals 2 on campus recruiting events Monthly coverage in the Brookings Register of BCYMP events 6 to 8 speaking events per year to recruit new mentor Create an annual budget Presentation to the School Board as to your goals of our organization SDSU college class recruiting events Public Service announcements or talk arounds at the radio station.
5 Year Goals Keep expanding to all of Brookings County through the development of a
contact person in the various committees. Progress to make sure every mentee is assigned a mentor Raise our own money through grants if feasible Hopefully acquiring an administrative person to manage the affairs and
schedule recruiting events for the committee. This being financed by potential grants.
Marketing and Recruiting Committee Goals
1113
Programming One Year Goals
Five Year Goals
•Identify 3-4 large group activities per year; coordinate with Program Director
•Every board member attend at least one mentor/mentee event per year
•Involvement with local church community outreach.
•Brainstorm and identify reward and recognition strategies.
•Plan a variety of events rather than focus on one high-attendance event.
•Continue with SDSU student groups facilitating and organizing events.
•Every board member attend at least one mentor/mentee event per year
•Evaluate feedback from mentors on activities and store responses in a file.
•Plan a variety of events rather than focus on one high-attendance event.
•Survey review and respond accordingly activity by activity basis.
•Incorporate church activities-open community events to mentors/mentees.
•Community counselor and SDSU awareness and involvement to BCYMP events.
•Respond to the changing demographics and look ahead in terms of what committee could do to better serve our mentors/mentees.
•Continue with SDSU student groups facilitating and organizing events
•Attend/assist at large group activities
•Assess and monitor success of planned activities
•Contact key individuals in community and at SDSU to arrange activities. •Actively solicit ideas from, and community participation in, BCYMP activities
•Christina F. Research ideas from mentoring resources (internet, books, etc.)
•Coordinate all activity planning with BCYMP calendar/BCYMP Prog. Dir.
•Recruit committee participation from community (non-board) individuals
•Develop Programming Plan of annual and 5 year goals
•Carleen Holm—committee chair
•Annually evaluate goal attainment.
12
Programming Goals
13
1416
15
16
“Each find one”- Individual Board members bring Board Member
nominations to Board.
Board discusses and approves or recommends
◦ Not a nominee
◦ A committee member first
Board member meets with recruit and presents application
Board member receives application and turns it in to Program Director
Board member gives new recruit a copy of the handbook, and invites
them to the next board meeting .
Board member informs secretary to add new member to e-mail list.
New recruit is welcomed at the next scheduled Board meeting.
17
Procedure for Board Member Recruiting
Members at Large Laurie Sternberg-Nichols
Loreen Bunkers ◦ [email protected]
Staff Jo Woodard
◦ Program Director
Sandy McFarland ◦ [email protected]
Pam Merchant◦ [email protected]
◦ Grant writer
18
Board/Committee List
Ryan Nagelhout, Chair◦ [email protected]
◦ Marketing/Recruiting committee
Orv Smidt, Past Chair◦ [email protected]
◦ Fundraising committee
Connie Kupec, Treasurer◦ [email protected]
◦ Fundraising committee
Carleen Holm, Secretary◦ [email protected]
◦ Programming committee chair
Officer Joe Fishbaugher◦ [email protected]
◦ Marketing/Recruiting committee chair
Christina Fousek◦ [email protected]
◦ Programming committee
Sharon Klein◦ [email protected]
◦ Marketing/Recruiting committee
Bob Weisbeck◦ [email protected]
◦ Marketing/Recruiting committee
Theresa Plut◦ [email protected]
◦ _____________ committeee
Tom Fishback◦ [email protected]
◦ _____________ committee
Wendy Crevier◦ [email protected]
◦ _________________ committee
19
The BCYMP Board of Directors meets on the 2nd Wednesday of each
month from 12:00-1:00 at the Boys and Girls Club
January 12th, 2011
February 9th. 2011
March 9th, 2011
April 13th, 2011
May 11th, 2011
June 8th, 2011
July 13th, 2011
August 10th, 2011
September 14th, 2011
October 12th, 2011
November 9th, 2011
December 7th, 2011
January 11th, 2012- Annual meeting, 2 hours long
The Board of Directors must meet 10 times per year
All dates are subject to change
Meeting Information
2022
21
Job Description- Program Director
22
2325
24
Job Description- Office Assistant
25
Job Description- Grant Writer
26
27
28
29
3032
31
32
2011 Budget
2011 Budget/Income Analysis (YTD)
Proposed Budget Amount
Adjusted Budget Amount
YTD Income
PerCent of
Budget Committed Income Amount
100 United Way 15,000.0010,000.00 2,500.00 0.17 10,000.00
200Foundation/Pvt Grants 11,500.0014,000.00 1,000.00 0.09
300Contrib/Individual 1,000.00 1,500.00 0.00 0.00
400 Contrib/Business 2,000.00 2,500.00 184.43 0.09
500 Contrib/Board 1,500.00 2,000.00 150.00 0.10 600.00
600
Spec Events/Fundraising 2,000.00 3,000.00 0.00 0.00
33,000.00 33,000.00 3,834.43 0.12 10,600.00
33
2011 Budget Cont.
2011 Budget/Expense Analysis (YTD)
Acct No Category
Budgeted Amount
YTD Expenditures
PerCent of Budget Glossary
1000Program Administration 3,000.00 246.88 0.08
Running of BCYMP Program: Jo, Sandy
1010
Office Administration/Contract Labor 3,000.00 275.00 0.09
Jo, Sandy (office maintenance)
1030 Grantwriter 1,000.00 0.00 0.00Grant writer: Pam Merchant
1040 Intern 1,000.00 0.00 0.00 Intern
1050Board Recruitment & Training 250.00 73.00 0.29
Governance Committee Recruiting/Training Board
2000Mentor/Mentee Activity & Programs 10,000.00 1,693.15 0.17
Coupons and mentor program expenses
3000Professional Services/Fees 500.00 0.00 0.00
trainers, counseling services
3010Travel/Staff Development 500.00 30.00 0.06
BCYMP Staff Training (non board)
4000
Mentor Training/Support/Case Management 4,400.00 2,271.24 0.52
Mentor Support (trouble shooting)
5000
Office/Computer Supplies/Postage/Shipping/Printing 500.00 18.33 0.04
envelopes, file folders, tape, notepads, etc.
5010Postage/Shipping/Printing 200.00 0.00 0.00
Post Office; MMS Donation
5025Communication/Utilities 1,200.00 300.00 0.25
Phone usage, fax, e-mail
6000
Background Checks/Computer Fees 3,000.00 533.75 0.18 Mandatory procedure
7000Recruiting/Promotion/Marketing 4,200.00 1,178.55 0.28 Public awareness
8000 Other 250.00 92.25 0.37 Board Activities
TOTALS33,000.
00 6,712.15 0.20
