Board of Directors

 

 

620 Simms Ave.

Harrisonburg, VA 22802

(540) 437-9214

www.hrarc.org

 

 

General Information

  • Mission
  • The Movement
  • The Brand
  • Core Values
  • Guiding Principles
  • Affiliations
  • A Brief History of The Arc of Harrisonburg & Rockingham
  • Organizational Chart
  • Current Programs
  • Board of Directors and Staff Roster

 

About The Arc of Harrisonburg and Rockingham

Mission

The Arc of Harrisonburg and Rockingham protects and promotes the human rights of people with intellectual and developmental disabilities and actively supports their full inclusion and participation in the community throughout their lifetimes.

The Arc Movement

In 1950, a small group of parents and other concerned individuals came together to act as voices for change. At the time, little was known about the condition of intellectual disabilities (then referred to as ‘mental retardation’) or its causes. It was common for doctors to tell parents that the best place for their child was in an institution. The founders of The Arc wanted people with intellectual disabilities to lead fulfilling lives out in the community and not shuttered away in dark institutions. It was in that spirit that The Arc was born.

The Arc Brand

As a national organization, it is important that The Arc be a recognizable brand to policymakers, donors, individuals and families, and other stakeholders.  The Arc of Harrisonburg and Rockingham follows all of the guidelines of branding initiative of The Arc of the U.S., including:

  • Using the distinctive logo of The Arc, customized with our chapter’s name.
  • Using the approved fonts in all written materials.
  • Using the apporved colors in all writtena nd electronic materials.
  • capitalizing the first letter of the name: “The Arc”, not “the Arc”.
  • Referring to, and educating others about, The Arc as a name rather than as the acronym it used to be. We are no longer “The Association of Retarded Citizens”. We are simply “The Arc”.
Core Values
  1. People First. The Arc believes that all people with developmental disabilities are defined by their own strengths, abilities, and inherent value, not by their disability.
  2. Equity. The Arc believes that people with developmental disabilities are entitled to the respect, dignity, equality, safety, and security accorded to other members of society, and are equal before the law.
  3. Community. The Arc believes that people with developmental disabilities belong in the community and have fundamental moral, civil and constitutional rights to be fully included and actively participate in all aspects of society.
  4. Self-determination. The Arc believes in self-determination and self-advocacy. People with developmental disabilities, with appropriate resources and supports, can make decisions about their won lives and must be heard on issues that affect their well-being.
  5. Diversity. The Arc believes that society in general and The Arc in particular benefit from the contributions of people with diverse personal characteristics (including but not limited to race, ethnicity, religion, age, geographic location, sexual orientation, gender and  type of disability).
Guiding Principles
  1. Participatory Democracy. The Arc acts to ensure that people with developmental disabilities, their parents, siblings, family members and other concerned members of the public have meaningful opportunities to inform and guide the direction of the organization’s advocacy, including determining policy and positions on important issues.  The Arc strives for diversity in its leadership, as well as in all facets of the work of the organization.
  2. Visionary Leadership. The Arc leads by articulating a positive vision for the future of people with developmental disabilities and catalyzes public and private support in realization of that vision through carefully planned and well-executed goals, strategies and actions.
  3. Public Interest. The Arc represents the public interest, supporting and acting with and on behalf of all people with developmental disabilities and their families regardless of the type of disability or membership in The Arc.
  4. Collaboration. The Arc works with individuals, organizations and coalitions in a collaborative fashion. The Arc values and promotes effective partnerships between volunteer and staff leadership at all levels of the organization.
  5. Transparency, Integrity, and Excellence. The Arc conducts its business with integrity, accountability, and open, honest and timely communication. The Arc is committed to quality and excellence in all it does.
Affiliations

The Arc of Harrisonburg and Rockingham is one of more than 700 chapters affiliated with The Arc of the U.S. throughout the United States, and one of more than 20 chapters affiliated with The Arc of Virginia throughout the Commonwealth.  As members of The Arc network, we abide by the affiliation agreements of The Arc of the United States and The Arc of Virginia, pay membership dues to both, and embrace the mission and advocacy goals of The Arc statewide and nationwide.

The Arc of Harrisonburg and Rockingham is also a member of the United Way of Harrisonburg and Rockingham County, The Harrisonburg/Rockingham Chamber of Commerce, the Region 1 Local Human Rights Committee, and the Virginia Network of Private Providers.  We are represented by staff and/or Board members on the Special Education Advisory Committees for the Harrisonburg City Schools and Rockingham County Public Schools, and in the Shenandoah Valley chapter of the Association of Fundraising Professionals, the Harrisonburg Rotary Club, and the Pilot Club of Harrisonburg.

A Brief History

1962 The Association of Retarded Children: Harrisonburg and Rockingham becomes part of the United Fund.

1964 The Linville-Edom Sheltered Workshop is started by the ARC.

1968 Trinity Activity Center opens at Trinity Presbyterian Church.

1971 The Linville-Edom Sheltered Workshop searates from the ARC and incorporates as Friendship Industries.

1972 The City and County join with the ARC to form the first “trainable” class in the city.

1973 The Annual Art Contest starts.

1973 The first newsletter is written and mailed.

1973 Girl Scout Troop 871 is started.

1973 The national organization changes its name to the National Association for Retarded Citizens (NARC). Our local chapter become The Association for Retarded Citizens: Harrisonburg and Rockingham (ARCHR).

1974 Membership dues are set at $4.

1974 A local Youth ARC is formed.

1975 ARC “adopts” 48 women in the wheelchair ward at Lynchburg Training Center.

1977 A Boy Scout troop is formed.

1978 Dues are raised from $4 to $6.

1978 Cub Scout Pack 101 is formed.

1980 Dues increase to $8.

1982 A Parent-to-Parent group forms.

1983 Dues increase to $10.

1983 The Op Shop opens.

1986 The Op Shop holds its 1st Annual Crafts Open House.

1987 The Op Shop is certified by the Virginia Department of Mental Health and Mental Retardation.

1988 The Girl Scout troop becomes the ARC Women’s Club.

1990 Parent-to-Parent starts a Mother’s Group.

1991 The National ARC changes its name to The Arc (no longer an Acronym for Association of       Retarded Citizens).  Our local chapter opposes the change and does not follow suit.

1993 A People First group is formed.

1994 Dues are raised to $15.

1998 The Op Shop becomes a licensed day support program and Medicaid Waiver provider, transitioning from CSB funding.

1999 The ARC starts a community volunteer program.

1999 Still Meadows holds its first summer of camps.

2003 The ARC opts into a 19-year pre-paid lease in the Simms building and moves to 1000 S. High St. while Simms is being renovated.

2004 The agency’s name is changed to The Arc of Harrisonburg and Rockingham, following the national format instituted in 1991.  “Arc” is no longer an acronym.

2005 The Lucy F. Simms Center opens.

2006 The Arc is approved for LogistiCare transportation reimbursement.

2008 The U.S. Department of Justice begins investigating Virginia’s training centers and later expands its investigation to all I/DD facilities.

2011 The DOJ finds that I/DD facilities are not in compliance with the ADA and the Olmstead Supreme Court decision requiring services to be provided in the least restrictive settings.

2012 The Commonwealth and the DOJ enter into a settlement agreement requiring sweeping changes to Virginia’s I/DD service delivery system.

2012 A celebration of 50 years of The Arc of Harrisonburg and Rockingham is held.

2013 An electronic newsletter is developed. Print production continue.

2013 A 3-year strategic plan is developed.

2014 A community-based day support program (GOLD), and a parent resource center are developed.

2015 Respite and In-home supports programs are licensed by DBHDS and implemented in the fall.

2016 A DBHDS Community Engagement pilot grant in the amount of $375,000 is awarded to the Arc of Harrisonburg and Rockingham in collaboration and split equally with The Arc of Southside.

2016 Annual Membership Dues are increased to $20

2016 A Community Engagement program is licensed and implemented.

2016 The new waiver system is implemented in the fall.  Center-based rates were de-incentivized. Although a higher reimbursement rate, community-based waiver rates do not cover the cost of the service.

2016 In-home, respite and community engagement programs allowed for increases in the number of persons served from 27 to 42.

2017 A mural depicting the history of The Op Shop is designed by Sara Phillips, a JMU art major, and painted by the Rotary Club on MLK Day.

2017 The Community Engagement program is named SpArc.

2017 The Administrative offices move to the Resource Center on the second floor of the Simms Continuing Education Center, creating more space for program services on the main floor.

2017 The Arc celebrates 55 years of service with a fundraising breakfast on May 05.

The Arc of Harrisonburg & Rockingham Organizational Chart

Current Programs

Day Support

Formerly known as the Op Shop, The Simon-Edmonson Center, is a day support program licensed by the Virginia Department of Behavioral Health and Developmental Services (DBHDS).  It provides individuals with skill-builders, improvement in activities of daily living, and leisure activities defined in their individual service plans.  Participants also have the opportunity to earn small amounts of money by performing jobs such as folding pizza boxes for Papa Johns, sanding wooden items that are used in craft projects, and crushing cans for recycling.  Participants make a variety of craft items that are sold as fundraisers at our annual Holiday Bazaar, City Hall and throughout the year at our gift shop.  Participants attend up to 5 days a week from 9:00 a.m. to 2:00 p.m.  Outings into the community for movies, field trips, and lunch runs occur for those who wish to participate.  Most participants are transported to and from their homes by vehicles owned by The Arc.  The Simon-Edmonson-Center serves as a meeting and departure point for and an alternative to community engagement should participants so choose.

 

SpArc (Community Engagement)

Our community-based day support program, SpArc, is licensed by DBHDS and funded by a $187,000 grant for 2016-17.  Community Engagement “teams” of one (1) Direct Support Professional and up to three (3) program participants are engaged in volunteer, learning, and recreational activities as they discover and become integrated into their communities.  Current volunteer opportunities include Sentara RMH, Valley Wellness Center, RCPS Media Center, Salvation Army, Roberta Webb Child Care Center and Meals on Wheels. Additional sites are being cultivated.

 

Teen/Adult Canteens

Teen/Adult Canteens have been part of the service offerings of The Arc for many years in partnership with Harrisonburg Parks and Recreation.  During the months of September through June, Canteens are held twice monthly on Friday evenings, generally for 90 minutes.  Activities include dances, ball games, holiday parties, cookouts, and game nights.  Some years, participants (primarily from the Op Shop) have created and ridden on a float in the Harrisonburg Christmas parade. Canteens are open to any teen or adult with an intellectual disability.  Many of our participants attend, as well as the residents of many group homes.  JMU students volunteer in large numbers.

 

Information & Advocacy

Information and/or referrals about local services, Medicaid waivers, special needs trusts, residential options, guardianships, educational transition issues, supported employment, and other matters is available to individuals with I/DD, their caregivers, and professionals in the field.  Assistance and advocacy is available for families in the IEP process in schools, applying for or appealing denials of benefits, and other matters. In 2016 Inclusion in schools and community was adopted as a general advocacy platform in addition to advocating in response to any proposed legislation that would impact individuals with I/DD and their families.

 

Resource Center

A comprehensive Resource Center serves as a one-stop-shop for information about intellectual and developmental disabilities.  The Center offers a catalogued library of books and articles on different disabilities, and answer questions about every aspect of I/DD services and supports, changes currently underway in I/DD service delivery in Virginia.  Referral assistance will be offered to individuals needing more than information.  The Resource Center is available to persons with I/DD, their caregivers, professionals in the field, students doing research, and the general public. A series of six booklets, Transition Points are in development.  The booklets will also be offered online and will provide a step by step journey from birth through end of life and connect families to local and nearby resources.  Upon completion, workshops will be offered for each life-stage booklet.

 

In-Home and Respite Care

In-home care provides respite for caregivers of an individual with an intellectual or developmental disability who resides in the home (rather than in a group home or other congregate setting) and is unable to care for him/herself without assistance.  Care can take place in the home or the community based on the individual’s wants and needs.

Respite care provides the same care but does not include personal care.  Services take place in the respite provider’s home or other setting agreed upon by the individual and his/her family or caregiver.

In-home and Respite care differ in that Respite is restricted to 480 hours annually and is provided “as needed” while In-home hours are fixed and determined by the individual’s service plan and occur routinely for a determined number of hours per week.

In both cases, DSPs will go through the same interview, screening, and training process as regular direct support staff.  This includes extensive interview and reference checks, criminal and child abuse background checks, fingerprinting, TB testing, First Aid and CPR certification, and Mandt training and certification.

 

Membership Program

The Arc, from its foundation as a national organization in 1950, has always been a membership organization.  The Arc of Harrisonburg and Rockingham has had a consistently declining, and largely inactive membership for at least the last 10 years.  We are trying to create a membership program that will have meaning and value to our members and give them a reason to participate beyond paying their dues.  This will be done by communicating the impact our membership numbers have on The Arc’s legislative advocacy.

 

Board of Directors

James Ward, President

Adjunct Professor of Religious Studies
JMU, Cleveland 207
540-568-6394
wardjw@jmu.edu

1010 Forest Hill Rd.
Harrisonburg, VA 22801
540-442-9827
dschmink@verizon.net
parent

Officer Re-election Date: Currently serving 2nd 1-year term

Board Re-election Date: Annual Meeting, 2016

Date to Cycle off Board: Annual meeting, 2018

Carroll Ward, Vice President

Nursing Faculty & Advisor
JMU, Durruss 014
540-568-8964
wardlc@jmu.edu

115 Willow Dr.
Dayton, VA 22821-9501
540-879-2217 (H)
540-271-1091 (W)

Officer Re-election Date: Currently serving 2nd 1-year term

Board Re-election Date: Annual Meeting, 2017

Date to Cycle off Board: Annual Meeting, 2019

Jan Rhodes, Treasurer

Retired Special Ed. Teacher

107 Nover St.
Bridgewater, Va 22812
(540) 578-3803
rhodes4@comcast.net

Officer Re-election Date: Currently serving 2nd 1-year term

Board Re-election Date: Annual Meeting, 2018

Date to Cycle off Board: Annual Meeting, 2020

Jennifer Bridges, Secretary

Retired Special Ed. Teacher

1240 Waterman Dr.
Harrisonburg, VA 22802
540-434-3762
Jennifer_bridges@yahoo.com

Officer Re-election Date: Currently serving 1st 1-year term

Board Re-election Date: Annual Meeting, 2016

Date to Cycle off Board: Annual meeting, 2018

Kirsten Beachy

Eastern Mennonite University
kirsten.beachy@gmail.com

Officer Re-election Date: Beginning 1st 2-year term

Board Re-election Date: Annual Meeting, 2019

Date to Cycle off Board: Annual Meeting 2023

Ben Entsminger

Human Resources Director
LSC

207 20th St.
Grottoes, VA 24441

Officer Re-election Date: Beginning 1st 2-year term

Board Re-election Date: Annual Meeting, 2019

Date to Cycle off Board: Annual Meeting 2023

Jonathon Ischinger

VBS Mortgage

Officer Re-election Date: Beginning 1st 2-year term

Board Re-election Date: Annual Meeting 2019

Date to Cycle off Board: Annual Meeting 2023

Vanessa Keasler

Blue Ridge Legal Services
204 N. High St
Harrisonburg, VA 22802
540-433-1830 (W)
vkeasler@brls.org

355 Franklin St
Harrisonburg, VA 22801
540-236-4738 (C)

Officer Re-election Date: N/A

Board Re-election Date: Annual Meeting, 2017

Date to Cycle off Board: Annual Meeting, 2021

Sandy Minskoff

Airlie
6809 Airlie Rd
Warrenton, VA 20187
434-465-3080 (C)

111 Chelsea Circle
Harrisonburg, VA 22801
540-434-3330 (H)

Officer Re-election Date: N/A

Board Re-election Date: Annual Meeting, 2018

Date to Cycle off Board: Annual Meeting, 2022

Patty Knicely

700 Three Leagues Rd.
McGaheysville, VA 22840
540-289-9049
Northstar55@verizon.net
Parent
Chapter Representative on The Arc of Virginia Board of Directors

Officer Re-election Date: N/A

Board Re-election Date: N/A

Date to Cycle off Board: Annual Meeting, 2017

John Krall

Ritchie Law Firm, Partner
71 S. Court Square
Harrisonburg, VA 22801
540-433-6124
jkrall@ritchielawfirm.com

1881 Rhiannon Lane
Harrisonburg, VA 22801
Parent

Officer Re-election Date: N/A

Board Re-election Date: N/A

Date to Cycle off Board: Annual Meeting, 2017

Linda Magalis

Retired Special Ed. Teacher
 
693 Michael Lane
Elkton, VA 22827
540-289-5143
Turkfarm1@yahoo.com

Officer Re-election Date: N/A

Board Re-election Date: Annual Meeting, 2017

Date to Cycle off Board: Annual Meeting, 2019

Kate Renalds

VMRC
1501 Virginia Ave.
Harrisonburg, VA 22802
877-506-4952
Annual Giving Manager
katerenalds@gmail.com
 
1100 Robinhood Ct.
Harrisonburg, VA 22801
540-908-5391

Officer Re-election Date: N/A

Board Re-election Date: Annual Meeting, 2017

Date to Cycle off Board: Annual Meeting, 2021

Dick Simon, Participant Representative

Office Assistant
The Arc of H’burg & R’ham
620 Simms Ave.
Harrisonburg, VA 22802
540-437-9214
 
1034 Blue Ridge Dr., Apt. 6
Harrisonburg, VA 22802
540-432-0321

Officer Re-election Date: N/A

Board Re-election Date: Annual Meeting, 2016

Date to Cycle off Board: Annual Meeting, 2018

Kara Westerbeek

Marketing Research
Rosetta Stone

Officer Re-election Date: Beginning 1st 2-year term

Board Re-election Date: Annual Meeting, 2019

Date to Cycle off Board: Annual Meeting 2023

Heather Denman, Executive Director
(ex-officio, non-voting)

The Arc of H’burg & R’ham
620 Simms Ave.
Harrisonburg, VA 22802
540-437-9214, x131
execdir@hrarc.org
 
225 Betts Rd.
Harrisonburg, VA 22802
540-810-3000 ©
heatherhrarc@gmail.com
hdenman@comcast.net

Officer Re-election Date: N/A

Board Re-election Date: N/A

Date to Cycle off Board: N/A

Staff

Heather Denman
Executive Director
Terri Gibbs
Director of Support Services
Penny Fong
Assistant Director of Support Services
Jacob McCoy
Director of Communications
Sara Harper
Director of Development
Julia Walsh-Hornick
Director of Finance
Sharon Grandle
Director of Operations
Becky Wiggins
Director of Transportation
Tish Dunn
Administrative Assistant
Dick Simon
Office Assistant

Deb Armentrout
Transition Program Coordinator
Barbara Connors
In-home
Olivia Herrold
QDDP
Chase Imoru
In-home
Carolyn Jackson
In-home
Macey Kimsey
QDDP
Loni McCornell
DSP
Gayle Peterman
DSP
Emily Shifflett
DSP
Michelle Vaught
In-home
Nikki Wood
DSP
Barnes Yelverton
In-home
Lori Yost
DSP

Board Responsibilities

  • “Board and Staff Roles & Duties” – Gene Tagaki
  • “Becoming a More Effective Board” – The Bridgespan Group
  • Board Meetings
  • Committee Structure

Board/Staff Roles & Responsibilities

Activity

Planning:

Direct the process of planning

Provide input to long range goals

Approve long range goals

Formulate annual objectives

Approval annual objectives

Prepare performance reports on achievement of goals and objectives

Monitor achievement of goals and objectives

Programming:

Assess stakeholder (customers, community) needs

Train volunteer leaders (nonprofits only)

Oversee evaluation of products, services, and programs

Maintain program records; prepare program reports

Prepare preliminary budget

Finalize and approve budget

See that expenditures are within budget during the year

Solicit contributions in fundraising campaigns (nonprofits)

Organize fundraising campaigns (nonprofits)

Approve expenditures outside authorized budget

Insure annual audit of organization accounts

Employ Chief executive Direct work of the staff

Hire and discharge staff member

Decision to add staff not within budget (nonprofit)

Settle discord among staff

Community Relations:

Interpret organization to community

Write news stories

Provide organization linkage with other organizations

Board Committees

Appoint committee members

Call Committee Chair to urge him/her into action

Promote attendance at Board/Committee meetings

Recruit new Board members

Plan agenda for Board members

Take minutes at Board meetings

Plan and propose committee organization

Prepare exhibits, material and proposals for Board and Committees

Sign legal documents

Follow-up to insure implementation of Board and Committee decisions

Settle clash between Committees

Responsibility

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Board Meetings

 

Day: The 3rd Monday of the Month

Time: 6:30 pm

Where: The Lucy F. Simms Continuing Education Center

 Confrence Room, main floor

 620 Simms Avenue, Harrisonburg, VA 22802

A consent agenda is mailed to the board in the week prior to the board meeting.  The agenda items include the agenda for the upcoming meeting, financial statements, minutes of the previous meeting, staff reports and any documents such as new policies or policy revisions for approval.  These documents are reviewed in advance of the board meeting and amended if necessary and approved in a single vote following any pertinent discussion.

 

Finances

  • Sustainability Plan
  • Approved Annual Budget and Monthly Financial Report Provided with Minutes
  • Most Recent Audit
  • Most Recent 990

Monthly Meetings

Consent Agenda Items:

  • Staff Reports
  • Financial Statements
  • Minutes
  • Policies

Development

  • Fund Raising vs. Development vs. Advancement
  • Fundraising or Fund Development: What’s the Difference?
  • AFP Code of Ethical Principles and Standards
  • Donor Bill of Rights
  • The Board and Fundraising
  • Fifty-Three Ways for Board Members to Raise $1,000

 

Fundraising Or Fund Development – What’s The Difference?
By Ron Strand

The terms fundraising and fund development are bantered about almost interchangeably. But there is a difference, and if you’re interested in the nonprofit field, it’s a good thing to know.

The terms fundraising and fund development are bantered about almost interchangeably. But, there is a difference. Here’s my attempt at an explanation.

Fundraising is probably the easiest of the two terms to define. It is activity that is conducted with the intention of raising money for a nonprofit organization or charity. It usually involves asking people for donations, using a variety of communication methods, asking people to purchase a product or service that supports the charity, or having people participate in an event of some sort. Some extend the definition of fundraising to include activities like sponsorship sales, which is essentially a form of advertising, gaming and gambling activities that benefit charity, and application for funds from government programs.

Fund development is a bit less straight-forward and a bit more of an abstract concept. The way I think of fund development is the process by which organizations use fundraising to build capacity and sustainability. Fund development is a part of the strategic marketing of a nonprofit organization. It is the concerned not only with raising money, but doing so in a way that develops reliable sources of income that will sustain the organization through the realization of its long term mission and vision. Fund development usually involves building relationships with people and other organizations that will support the charity. It requires a strategic plan that relates funding to the purpose and programs of the organization. A part of the strategic plan will be a fund development plan that coordinates various forms of fundraising, marketing, communications, and volunteer management.

There are various ways of categorizing nonprofit organizations and charities. When it comes to determining which require fund development strategies, as opposed to fundraising, I tend to think in terms of three categories. There are organizations that do not concern themselves with development because the membership keeps changing, the goal for fundraising is almost always to meet the immediate needs of the members, and the infrastructure costs are supplied by a larger, affiliated organization. Church youth groups, bands, cheerleading squads, and sports teams, and so on, fit into this category. Participants in these groups are usually involved for a few years, so typically no long term relationships with people outside the group are established, there is no incentive for members to fundraise beyond their immediate needs and they are usually affiliated with larger groups, like schools or churches, which supply needs like meeting space and leadership. These types of groups typically engage in fundraising activities that require minimal organization, leverage volunteer participation and require simple communication strategies.

A second type of organization is primarily member based. Funds are raised from among the members themselves for the purpose of sustaining the organization’s needs, which are usually a building or meeting space of some sort and staff. The money required may be in the form of fees paid to belong to the organization, as in the case of a professional association, or in the form of donations, as in the case of a church. These organizations have a built-in fund development strategy. The supporters of the organization are the recipients of the organization’s programs and services. So the strategy for sustaining the organization and building its capacity usually revolves around the members themselves organizing in a way that provides trust of the leadership to spend funds wisely, communication about how funds are being used, involvement of the membership in budgeting and other decision making processes, and a strategy to build and rejuvenate the membership.

The third type of organization potentially describes the rest of the nonprofit and charitable world. This is the organization that serves the entire community or society in some way. It has a long term vision and strategic plan and requires funding to maintain its service to the community year after year. Sometimes organizations like this have a base of government support, but often must raise funds from a variety of sources to maintain their budgets. This type of organization must have a fund development strategy in place to ensure its long term viability and build its capacity over time. The methods of fundraising it uses may be similar to the other organizations described above, the difference being that underlying its choice of fundraising methods will be the desire to build sustainable relationships with all funding sources.

A key decision an organization must make is what type of fundraising or fund development strategy it should use based on the type of organization it is and if it has long-term needs. Many organizations start with meeting their needs through short-term fundraising strategies and at some point must make the transition to fund development strategies. Otherwise, they will flounder, moving from one fundraiser to another without developing sustainable relationships.

Ron Strand is a part-time Instructor at the Centre for Communication Studies at Mount Royal College and the President of Strateo Consulting Inc. – a strategic marketing and communications consulting firm.

 

An Overview of the Association of Fundraising Professionals

As an organization committed to the principles of ethical fundraising, we adhere to the Code of Ethical Principles and Standards and the Donor Bills of Rights approved by the Association of Fundraising Professionals.  AFP is the professional association of individuals and organizations that generates philanthropic support for a wide variety of charitable institutions. Founded in 1960, AFP advances philanthropy through its 30,000 members in 233 chapters throughout the world.

So that it can promote stewardship, donor trust and effective and ethical fundraising, AFP:

  • Promotes consistent and high standards of professional practice to ensure donor trust and guard against abuses that can occur in the fundraising process.
  • Requires members to comply with a Code of Ethical Principles and Standards that is designed to provide concrete guidelines for fundraising professionals in philanthropic organizations. The code is underscored with an enforcement process managed by the AFP Ethics Committee.
  • Was instrumental in creating and maintaining A Donor Bill of Rights, a document that outlines what donors have the right to expect from charitable organizations to which they contribute.
  • Is an original founder of and current participating organization in a worldwide certification program through Certified Fund Raising Executive (CFRE) International. The CFRE credential, held by more than 4,000 fundraising professionals, verifies experience and knowledge of fundraising and philanthropy. AFP also provides the Advanced Certified Fundraising Executive (ACFRE) credential for senior professionals.
  • Provides educational programs about fundraising, including the annual International Conference on Fundraising, the largest gathering of fundraising professionals in the world; the Hemispheric Congress on Fundraising—Latin America; First Course in Fundraising; CFRE Review Course, The Fundamentals of Fundraising Course and AFP Web conferences.
  • Provides information about philanthropy through its Fundraising Resource Center, which houses a comprehensive collection of books, periodicals, speeches and audio/visual materials on fundraising and the nonprofit sector.
  • Supports legislation and regulations to encourage philanthropic giving and ethical fundraising.
  • Raises public awareness and interest in philanthropy through programs such as National Philanthropy Day®, Youth in Philanthropy, and the AFP Awards for Philanthropy.
  • Encourages research on fundraising and philanthropy, including the Nonprofit Research Collaborative reports offering a look at how organizations fared in their fundraising each year, the Fundraising Effectiveness Project, which seeks to help charities increase their return on fundraising investment and the yearly Compensation and Benefits Study of fundraising salaries.

Partners with educational institutions to further the profession and philanthropy. Collaborators include the Institute of Fundraising (UK), North Park University, Tecnológico de Monterrey, and Stanford Social Innovation Review.

Legal Documents

  • Articles of Incorporation
  • Bylaws
  • IRS 501(c)(3) letter

 

BYLAWS
The Arc of Harrisonburg and Rockingham
Harrisonburg, Virginia
Unit #1354 of The Arc of the United States

 

ARTICLE 1:           GENERAL PROVISIONS

1.1          Incorporation. The Arc of Harrisonburg and Rockingham (“Association” or “The Arc”) is a non-stock corporation duly formed under the provisions of the Virginia Non-Stock Corporation Act, Chapter 10, Title 13.1 of the Code of Virginia (1950), as amended (“Code”).

1.2          Non-Stock Corporation. Non-Stock Corporation. In accordance with section 13.1-814 of the Code of Virginia, The Arc shall not issue shares of stock.  No part of the income of The Arc shall be paid to its officers or directors.

1.3          Corporate Powers. The Arc shall have those powers as enumerated in section 13.2-826 of the Code unless its Articles of Incorporation provide otherwise.

ARTICLE 2:           PURPOSE

The purpose of this Association is to promote and protect the human rights of people with intellectual and developmental disabilities and support their full inclusion and participation in the community throughout their lifetimes.  The Association shall be operated exclusively for charitable, civic, and educational purposes with the meaning of section 501(c)(3) of the Internal Revenue Code of 1986, as amended.

 

ARTICLE 3:           MEMBERSHIP

3.1          Eligibility for Membership.
Membership shall be open to any individual, business, or organization that supports the purpose statement in Article 2.  Membership may be obtained by submitting full contact information (including name, mailing address, email address, phone number, and any other requested information) and membership dues unless such dues are waived by the Board of Directors or the Executive Director.  Continued membership is contingent on being up-to-date on membership dues.

3.2          Annual Dues.  The amount of the annual dues shall be determined by the Board of Directors.  Payment of dues will convey membership in the local, state, and national affiliates of The Arc. The Board of Directors or the Executive Director may waive dues in specific cases where payment of dues would constitute a hardship.

3.3          Rights of Members.  Members whose dues are current or have been waived by the Board of Directors or the Executive Director shall be eligible to hold office, make motions, speak in debate of motions, and vote at membership meetings.

3.4          Speaking for The Arc.  No member shall act or speak in the name of the Association without the approval of the President or the Executive Director.

3.5          Members with Prejudicial Interests.  Any member whose actions are prejudicial to the interests of The Arc or of persons with intellectual or developmental disabilities may have his or her membership permanently removed by the following process:

3.5.1      A member may bring written complaint against another member and submit it to the President.  The complaint shall present evidence to substantiate the accusation.

3.5.2      The President shall notify the accused and set a date for a hearing before the Board of Directors within 30 days.  At that time, the accused shall be given an opportunity to be heard.  Upon a three-fourths (3/4) vote of the Board of Directors at a meeting at which a quorum is present, the accused’s membership may be revoked.

3.5.3      The accused shall have the right to appeal the decision to the general membership.  On receipt of the appeal, the President shall call a special meeting of the membership within thirty (30) days at which the membership may overrule the decision of the Board of Directors by a three-fourths (3/4) vote, a quorum being present.

ARTICLE 4:           MEMBERSHIP MEETINGS (formerly Article 5)

4.1          Regular Membership Meetings. Members shall be notified at least two (2) weeks in advance of all membership meetings.

4.2          Annual Meeting. The regular membership meeting in May or June shall be designated as the Annual Meeting for the election of officers and directors.  The Annual Meeting may not be cancelled.

4.3          Special Meetings of the Membership. Special meetings of the membership may be called by the President or shall be called on written application of five (5) members made to the President.  Notices stating the purpose of the meeting shall be communicated to all members, in print or electronically, not less than one (1) week prior to the meeting.  No other business may be transacted at a special meeting other than what is stated in the written notice.

4.4          Quorum for Membership Meetings. A quorum for meetings of the membership shall consist of not less than ten (10) members whose dues are current or have been waived.

ARTICLE 5:           FISCAL YEAR

The fiscal year shall begin January 1 and end December 31.

ARTICLE 6:           BOARD OF DIRECTORS
6.1          Responsibility of the Board. The Board shall be responsible for establishing a clear organizational mission, forming the strategic plan to accomplish the mission, overseeing and evaluating the plan’s success, hiring a competent Executive Director and providing adequate supervision and support to that individual, ensuring financial solvency of the Association, interpreting and representing The Arc to the community at large, and maintaining a fair system of operational policies and procedures.

6.2          Board Size. The Board of Directors shall consist of at least eleven (11) but not more than seventeen (17) members whose dues are current or have been waived, composed of the elected officers, and the seven (7) to thirteen (13) directors.

6.3          Meetings.  The Board of Directors shall meet at least quarterly.  The Executive Committee shall meet in any and all months the Board of Directors does not hold a regular meeting.  Meetings may be conducted in person, by telephone conference call, or by teleconference or other electronic means.

6.4          Special Meetings of the Board. The President may call special meetings of the Board, or special meetings may be called upon the written request of three Board members.  Special meetings shall be held on not less than 48 hours’ notice to the Board.  No other business may be transacted at a special meeting other than what is stated in the written notice.  Any Board member may grant a written proxy to another Board member to vote on his/her behalf at a Special Meeting of the Board pursuant to these bylaws.

6.5          Quorum of the Board. The quorum of the Board of Directors shall be fifty-one percent (51%) of the number of the members of the Board.

6.6          Term of Office. Directors shall serve for a term of two (2) years following their election.  Directors are eligible to serve three (3) consecutive terms.

6.7          Board Elections. New Directors and current Directors shall be elected or re-elected by the Members at the Annual Meeting.  Directors will be elected by a simple majority of Members present at the Annual Meeting.  The duly elected Officers and Directors shall take office immediately upon election.

6.8          Election Procedures.

6.8.1      There shall be a Nominating Committee composed of three (3) Members of The Arc appointed by the Board of Directors from among its members.  The board shall elect one of these three (3) as the nominating Committee Chairperson at least three (3) months prior to the Annual Meeting.

6.8.2      The Nominating Committee shall prepare a slate of Officers and Directors and shall secure the consent of its nominees to serve if elected.  The Nominating Committee shall report its nominations to the Board of Directors at least one month prior to the Annual Meeting.

6.8.3      Nominations shall be permitted from the floor at the Annual Meeting.  All nominees shall be Members whose dues are current or have been waived, and who have given consent to the nomination.

6.9          Vacancies. The Vice President shall assume the unexpired term of a vacating President.  If a vacancy occurs on the Board for any other position, the remaining portion of the term may be filled by the affirmative vote of a majority of the remaining Board members.

6.10        Resignation, Absences and Termination.

6.10.1    An Officer or Director may resign at any time by written notice.  The resignation shall be effective when the notice is delivered unless the notice specifies a later date.

6.10.2    Officers and directors are expected to be active, contributing members of the Board. Board members who miss three (3) regular Board meetings within a 12-month period may be asked by the Executive Committee to tender their resignation from the Board.

6.10.3    A Board member may be removed for other reasons by a two-thirds (2/3) vote of the remaining Board members.

6.11        Presiding Officer. If the President is not present, the Vice President shall preside.  If the Vice President is absent, the Recording Secretary shall preside.  If all such officers are absent, a chairman shall be elected by those present.

ARTICLE 7:           OFFICERS AND DUTIES (Formerly Articles 9 & 10)

7.1          Officers. The officers shall be a President, Vice-President, Recording Secretary, Treasurer, and Immediate Past President.  All officers must be current Members of The Arc.

7.2          Term of Office. The officers shall serve for a term of one (1) year following their election.  No officer may be elected to the same position for more than three (3) consecutive terms.

7.3          Vacancies in Elective Positions. All vacancies in the elective positions, except that of President, shall be filled for the unexpired term by majority consent of the Board of Directors.

7.4          Duties.

7.4.1      The President shall preside at all meetings of the Board, appoint chairpersons and members of all committees, serve as an ex-officio member of all committees, and perform other duties as may be required by the office.

7.4.2      The Vice-President shall ascend to the Presidency in case of a vacancy in that office, perform the duties of the President in the President’s absence, and undertake such other responsibilities as the President may assign.

7.4.3.     The Recording Secretary shall be responsible for the accurate record of the proceedings of all meetings of the Membership and the Board, and perform such other duties as may be required by the office.

7.4.4      The Treasurer shall see that a complete and accurate account of all funds is maintained and ensure that all funds are deposited and disbursed according to The Arc’s fiscal policies.  The Treasurer shall see that a financial report is presented at regular Board meetings.

ARTICLE 8:           COMMITTEES

8.1          Executive Committee.

8.1.1     The Executive Committee shall be composed of the President, Vice-President, Recording Secretary, Treasurer, and Immediate Past President if still available for service.

8.1.2     The Executive Committee shall have the authority to act for the Board in intervals between meetings of the Board.

8.1.3     All action taken shall be done by the majority of the Executive Committee.

8.1.4      None of the acts of the Executive Committee shall conflict with action taken by the Board.

8.1.5      Any action of the Executive Committee may be taken without a meeting if agreed to by all members of the Executive Committee.

8.1.6      All members of the Executive Committee shall sign their consent stating the action taken.  Such consent shall have the same effect of a meeting vote.

8.2          Other Committees

  The Board of Directors may create and dissolve standing and temporary              committees as it sees fit.

ARTICLE 9:           RELATIONSHIP WITH STATE AND NATIONAL AFFILIATES

The Association shall maintain membership in its state and national affiliates and adhere to their affiliation agreements.

ARTICLE 10:        CONFLICT OF INTEREST

Board members and employees shall disclose to the Executive Director and/or the President any potential conflict of interest arising as a result of business, financial, family, organizational, or personal relationships.  Board members with conflicts of interest shall abstain from voting on any related matters.

ARTICLE 11:        INDEMNIFICATION

Any officer or director who, by reason of being an officer or director, is a party to any proceeding shall be held harmless against all liabilities or expenses incurred in that proceeding.  This shall include attorney fees except those incurred as a result of willful misconduct, or knowledge of or criminal violation of the law.

ARTICLE 12:        AMENDMENTS TO THESE BYLAWS

Proposed amendments to these bylaws may be made by a majority vote of the Board. Proposed amendments shall be sent out with regular Board announcements prior to the meeting at which the amendments will be considered.

ARTICLE 13:        DISSOLUTION

In the event of the dissolution of this Association, the Board of Directors shall make provision for the payment of all liabilities and dispose of all assets exclusively for the purposes of The Arc or such organization(s) operated exclusively for charitable purposes as shall at the time qualify as exempt under Section 501(c)(3) of the Internal Revenue Code of 1986, as amended.

ARTICLE 14:        NON-DISCRIMINATION POLICY

The Arc will not discriminate on the basis of race, color, creed, religion, gender, sexual orientation, national origin, age, marital status, veteran status, or status as a qualified individual with disabilities or handicaps.

Policies & Procedures

  • Conflict of Interest Policy
  • Document Retention Policy
  • Fiscal Control Policy
  • Whistleblower Policy
  • Personnel Policies

This Records Retention Policy is intended to ensure and facilitate compliance with all applicable laws and regulations governing the retention and destruction of The Arc’s records. No relevant documents are to be destroyed once The Arc is notified of a lawsuit, claim or other legal proceeding.

The following table was compiled from information from the National Center for Nonprofit Associations, the Independent Sector, and other accounting websites.

The Arc of Harrisonburg and Rockingham, Inc. is a private, non-profit organization qualified under 501(c)(3) of the Internal Revenue Code.  These fiscal policies are to be reviewed annually by the Budget and Finance Committee or the full board. Amendments may be made at any Board meeting.

A. FISCAL YEAR

The fiscal year is January 1 to December 31.

B. FISCAL OVERSIGHT

  1. The Board of Directors has ultimate authority over fiscal matters.
  2. The Board adopts a preliminary budget for the upcoming fiscal year before December 31 or at the January board meeting. Amendments to the budget may be approved at any meeting of the Board.
  3. By vote of the board, one individual who does not sign checks or make deposits is appointed to open the sealed bank statements and make a photocopy for the Treasurer.
  4. All accounting adjustments (journal entries) made to QuickBooks by The Arc Administrative Director are reviewed by The Arc Executive Director or Treasurer.
  5. Monthly bank reconciliations are executed by the Treasurer and reviewed by the Executive Director.
  6. No individual or committee may enter into contracts or otherwise financially obligate the association without specific authorization by the Board or the Executive Committee prior to submission.

C. INCOME

  1. The Administrative Assistant opens the mail and records the date, amount, and origin of all checks received. Bank statements are photocopied and the copy is retained for the Treasurer.
  2. The Arc Administrative Director prepares/makes bank deposits and posts the income into QuickBooks.
  3. Each income check is endorsed on the back with a “FOR DEPOSIT ONLY” stamp.
  4. All deposits are made to the operating checking account.
  5. In-kind donations are chronologically recorded in a separate file.
  6. Cash waiting for deposit is kept in a secure location in the Administrative Director’s office.
  7. A copy of each income check is attached to a copy of the deposit slip and filed for verification by the Treasurer or other designated board member. The bank-generated deposit slip verifying the deposit is attached after the deposit has been made.
  8. Deposits are made at least once a week.
  9. Restricted donations are deposited and posted to the “restricted contrib” account in QuickBooks with a memo designating what the funds are for.

Acknowledgement of Donations

Thank You letters are sent within one week to donors in conformance with IRS regulations.

Restricted Funds

  1. Donor-restricted funds are not used for other purposes unless approved by the donor in writing.
  2. Board-designated funds may be re-designated by the Board upon recommendation of the Budget and Finance Committee.

D. EXPENSES

  1. The Arc Administrative Director coordinates the payment of all expenses.
  2. The Administrative Assistant stamps incoming bills with the date received.
  3. Invoices/receipts are attached to the bills and filed in a 15th or end of the month folder corresponding to the date they need to be paid.
  4. Checks are generated in QuickBooks.
  5. All checks over five hundred dollars ($500.00) require two (2) signatures. The President, Executive Director, Treasurer, plus one additional board member are authorized by vote of the Board of Directors to sign checks within limits of the budget. Checks for less than five hundred dollars ($500.00) may be issued with one authorized signature to expedite a payment when necessary.
  6. Invoices, receipts, and other documentation are attached to each corresponding check waiting for signatures.
  7. Before signing a check, each signer determines that the check amount and documentation match.
  8. The stub of each check is stapled to the invoice and filed with paid bills.
  9. Blank checks are kept in a secure location.

 

Salaries

  • Payroll checks are issued every two (2) weeks.
  • Time sheets are reviewed by a supervisor and turned in to The Arc Administrative Director who verifies the calculations.
  • The Administrative Director preps the payroll and calls in the hours to the payroll service, ADP.
  • ADP processes the payroll, makes the tax payments, and files the employment tax reports.
  • ADP generated checks and direct deposit verifications are delivered by courier and distributed to employees in sealed envelopes.
  • The Administrative Director verifies the accuracy of the ADP payroll checks each payday.
  • ADP direct deposit and payroll records are verified and approved by the Executive Director or Treasurer each payday.
  • The Administrative Director posts a journal entry to record the payroll transactions.

Purchasing

  1. The Executive Director or his/her staff designee approves purchases.
  2. Prior to purchase, the Board of Directors or the Executive Committee approves items not specifically authorized in the budget.
  3. Purchases over $100 must be approved by a supervisor prior to payment.

Staff Travel/Meal Expenses

  1. Employees and volunteers may be reimbursed for reasonable travel and/or meal expenses incurred on behalf of the association. There is no reimbursement for alcohol or personal telephone calls.
  2. Authorized travel in a private vehicle is reimbursed at the standard Federal reimbursement rate.
  3. Requests for travel and/or meal reimbursements must be submitted within thirty (30) days of the expenditures. All items must be detailed and have valid receipts attached.

E. PETTY CASH FUND

  1. A cash box totaling $300 is locked in The Arc Administrative Director’s office.
  2. Petty cash may be made available for budgeted purposes related to regular operations.
  3. Reimbursement from the petty cash account requires a receipt approved by a supervisor.
  4. The person receiving a cash reimbursement or a cash advance must sign the petty cash book that lists the amount, date, and purpose.
  5. A cash advance from the petty cash box is the personal responsibility of the person to whom it is entrusted.
  6. When the receipt and any change are turned in, the amount in the petty cash book is adjusted to reflect the actual amount of the purchase.
  7. When petty cash slips total approximately $100, a check is written to the bank and all purchases are expensed to the correct expense accounts. The check is cashed and used to bring the petty cash box total back to $300. To keep the expenses in the correct month, a petty cash check is generated on the last day of the month.

F. FINANCIAL REPORTS

  1. Reports are prepared on a modified cash basis.
  2. A financial summary and dashboard is prepared by the Administrative Director and is presented at each regularly scheduled meeting of the Board of Directors or the membership.
  3. The summary lists monthly/quarterly income, expenses, year-to-date totals, and percentage of the annual budget.
  4. A monthly Profit & Loss YTD Comparison generated in QuickBooks is also presented at each board meeting.
  5. A Balance Sheet is provided to the Board quarterly.
  6. Applicable reports required by the government and The Arc affiliates are filed as required.

G. ANNUAL AUDIT

The association obtains an annual independent audit.

H. INVESTMENTS

  1. Deposits into investment accounts are to be made from the checking account, and withdrawals from investment accounts are to be deposited in the checking account.
  2. The Executive Director or Administrative Director is authorized to transfer funds between the checking account and the investment accounts with approval of the Treasurer or Board President according to these policies and the budget. The President and the Treasurer are also authorized to transfer funds in the event that the Executive Director or Administrative Director are unable to do so.

I. COMPUTER BACKUPS

All QuickBooks transactions and financial summaries are maintained on the Administrative Director’s password-protected computer.  Computers are backed up every night on an external hard drive and weekly to the cloud.  Hard copies of computer generated financial data presented to the Board are filed with minutes of the meetings.

J. CREDIT CARD

A credit card in the name of The Arc of Harrisonburg and Rockingham can be used, with the specific approval of the Executive Director or the Administrative Director, for online purchases and other purchases where written checks are not possible. It shall not be used to pay routine expenses and must be paid in full by the due date.

The card shall be locked in the cash box in the Administrative Director’s office. There will be a sign-out sheet if the card needs to leave the building. The organization Treasurer shall review each monthly statement.

 

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