Holly Harlan

Holly Harlan

The Whidbey Institute Integration Circle

Purpose: To integrate perspectives in service to being a Place for those called by the responsibility and transformative potential of these times

  • Executive Director

    Purpose:

    Performing required functions of Executive Director to meet legal & financial expectations imposed upon 501(c)(3) nonprofits operating within Washington State and the United States of America

    Accountabilities:

    • Coordinating legally relevant activities with governmental and financial entities

  • General

    Purpose:

    To operationalize the work of being a Place for those called by the responsibility and transformative potential of these times.

    Accountabilities:

    • Reviewing timesheets at the end of each pay cycle
    • Addressing any significant variance between budgeted and actual payroll expenditures
    • Finalizing name selections for campus features and/or structures, with input from relevant role holders and contexts, while ensuring that names of Whidbey Institute features and/or structures reflect our organizational place, values, and purpose

  • Strategies Map Keeper

    Purpose:

    Care and guided evolution of the Strategies Map

    Domains:

    • Strategies Map

    Accountabilities:

    • Integrating perspectives from members and contexts to refine and improve the Strategies Map to meet emerging conditions

General

Purpose: To operationalize the work of being a Place for those called by the responsibility and transformative potential of these times.

  • Calendar Architect

    for One day programs and events

    Purpose:

    Maintaining calendar of programs, events and staff land and building needs

    Domains:

    • Calendar of events and site activities

    Accountabilities:

    • Scheduling groups on our calendar

  • Community

    Purpose:

    To create mission aligned offerings to Whidbey Community and Visitors

    Accountabilities:

    • Discerning who is our community
    • Connecting program leaders with our community as participants, faculty and donors

  • Financial Modeler

    for Mentee

    Purpose:

    Financial modeling for strategy and business development in service to healthy and viable organizational operations

    Accountabilities:

    • Designing and preparing detailed organization-specific models used for decision making and business development purposes
    • Forecasting for the purpose of coordinating cash flow and anticipating cash needs
    • Supporting all circles and roles with budget development for coordinated organizational financial actions
    • Coordinating projection updates for monthly financial reports with @Bookkeeper
    • Coordinating modeling and report for line of credit or banking needs with @Bank Relations
    • Updating and sharing monthly budget tracking report
    • Highlighting opportunities to increase revenue and decrease costs

  • Fundraising

    Purpose:

    Developing relationships with and creating opportunities for people and organizations to be inspired to contribute financial resources

    Domains:

    • Donation buttons on all on-line platforms including web site

    Accountabilities:

    • Stewarding long term ongoing donor relationships
    • Raising financial resources to increase access for diverse communities
    • Setting the guidelines for registration donation buttons with input from @Contract Administrator and @Registration Builder
    • Raising financial resources for operations and capital needs based on yearly budget

  • Lead Link

    Purpose:

    To operationalize the work of being a Place for those called by the responsibility and transformative potential of these times.

    Domains:

    • Role assignments within the Circle

    Accountabilities:

    • Assigning Partners to the Circle’s Roles; monitoring the fit; offering feedback to enhance fit; and re-assigning Roles to other Partners when useful for enhancing fit
    • Allocating the Circle’s resources across its various Projects and/or Roles
    • Establishing priorities and Strategies for the Circle
    • Defining metrics for the circle
    • Structuring the Governance of the Circle to enact its Purpose and Accountabilities
    • Removing constraints within the Circle to the Super-Circle enacting its Purpose and Accountabilities

Fundraising

Purpose: Developing relationships with and creating opportunities for people and organizations to be inspired to contribute financial resources

  • Foundation Fundraiser

    Purpose:

    Developing relationships with and raising funds from foundations

    Accountabilities:

    • Identifying and developing relationships with foundations
    • Maintaining foundation database
    • Identifying grant opportunities
    • Applying for grants
    • Thanking foundations
    • Reporting for grants awarded

  • Fundraising Strategist

    Purpose:

    Developing fundraising strategies

    Accountabilities:

    • Defining fund readiness of projects
    • Defining fundraising goals
    • Preparing budget for fundraising activities
    • Learning from outside resources to improve the organization's fundraising efforts
    • Designing fundraising strategies that increase access for diverse communities.

  • Giving Programs

    Purpose:

    Designing Giving Opportunities

    Accountabilities:

    • Designing fundraising events and developing work plans
    • Designing letter campaigns and developing work plans
    • Designing online campaigns and developing work plans
    • Designing estate planning giving communications and practices
    • Designing Fund for Preservation of Place endowment
    • Designing and maintaining In-kind giving practices
    • Deciding who writes personal notes on all thank you and appeal letters
    • Promoting monthly giving option
    • Designing donation requests with @External Communications for placement in monthly newsletters and on website

  • Lead Link

    Purpose:

    Developing relationships with and creating opportunities for people and organizations to be inspired to contribute financial resources

    Domains:

    • Role assignments within the Circle

    Accountabilities:

    • Assigning Partners to the Circle’s Roles; monitoring the fit; offering feedback to enhance fit; and re-assigning Roles to other Partners when useful for enhancing fit
    • Allocating the Circle’s resources across its various Projects and/or Roles
    • Establishing priorities and Strategies for the Circle
    • Defining metrics for the circle
    • Structuring the Governance of the Circle to enact its Purpose and Accountabilities
    • Removing constraints within the Circle to the Super-Circle enacting its Purpose and Accountabilities

  • Major Donor Fundraiser

    Purpose:

    Developing relationships with and creating opportunities for major donors to be inspired, involved and contributing financial resources

    Accountabilities:

    • Asking donors to give a gift
    • Identifying, prioritizing and building relationships with Major donors
    • Thanking donors personally
    • Providing notes and contact information updates to Salesforce and pledge tracking document
    • Coordinating major donor site visits
    • Providing major donors an opportunity to develop relationships with each other and offer fundraising circle input and support
    • Identifying responsible major donor fundraiser for each major donor relationship
    • Setting objectives for each major donor relationship
    • Working with @Giving Programs to develop campaigns and strategies
    • Coordinating logistics of donor visits

  • Organizational Fundraiser

    Purpose:

    Raising resources from organizations

    Accountabilities:

    • Asking organizations, businesses, and entities to give donations or in-kind gifts
    • Thanking organizations, businesses, and entities

  • Program Leader and Participant Fundraiser

    Purpose:

    Developing opportunities for program leaders and participants to be inspired to contribute financial resources

    Accountabilities:

    • Asking participants to give a gift
    • Inviting program leaders to share giving opportunities with their participants
    • Thanking program leaders and participant donors personally
    • Providing updates to @Donation Caretaker for maintaining donor database
    • Working with @Giving Programs to develop campaigns and strategies
    • Setting the guidelines for registration donation buttons with input from @Contract Administrator and @Registration Builder

  • Secretary

    Purpose:

    Steward and stabilize the Circle’s formal records and record-keeping process.

    Domains:

    • All constitutionally-required records of the Circle

    Accountabilities:

    • Capturing and publishing the outputs of the Circle’s required meetings, and maintaining a compiled view of the Circle’s current Governance, checklist items, and metrics
    • Interpreting Governance and the Constitution upon request
    • Scheduling the Circle’s required meetings, and notifying all Core Circle Members of scheduled times and locations

Programs

Purpose: Sensing, sourcing, and developing purpose-aligned programs

  • Business Development and Marketing

    Purpose:

    Increase mission aligned earned income

    Accountabilities:

    • Offering new business opportunities to appropriate circles
    • Offering business planning support to other circles including budgeting templates to support go/no go decisions on new business
    • Coordinating periodic business development strategizing meetings with inside and outside sources
    • Vetting long term business impact of strategies
    • Developing marketing plans for Whidbey Institute programming
    • Providing merchandise and merchandising strategies

  • Program Partnerships

    for Adult Programs

    Purpose:

    Developing relationships with program leaders aligned with our mission

    Accountabilities:

    • Learning on the leading edge of this circle's purpose
    • Identifying and inviting program leaders to bring their mission aligned work to the Whidbey Institute
    • Fostering relationships between Program Leaders
    • Convening Program Leaders

  • Secretary

    Purpose:

    Steward and stabilize the Circle’s formal records and record-keeping process.

    Domains:

    • All constitutionally-required records of the Circle

    Accountabilities:

    • Capturing and publishing the outputs of the Circle’s required meetings, and maintaining a compiled view of the Circle’s current Governance, checklist items, and metrics
    • Interpreting Governance and the Constitution upon request
    • Scheduling the Circle’s required meetings, and notifying all Core Circle Members of scheduled times and locations

Community

Purpose: To create mission aligned offerings to Whidbey Community and Visitors

  • Collaborative Liaison

    for Hedgebrook, Leadership Whidbey, Maxwelton Collaborative

    Purpose:

    Collaborating with select community partners

    Accountabilities:

    • Attending relevant community meetings
    • Reporting on developments happening in community collaborations
    • Representing Whidbey Institute in community collaborations

  • Community Engagement

    Purpose:

    Connect community members and families with our trails, labyrinth and common space activities

    Accountabilities:

    • Curating and scheduling community events in coordination with @Calendar Architect
    • Communicating with other relevant roles to ensure marketing, registration building and monitoring, and financial close
    • Proposing, designing, and implementing community festivals and events on trails, labyrinth, and commons spaces
    • Cohosting non-contract events with community and program partners

  • Community Wisdom Convener

    Purpose:

    Sourcing the wisdom of our communities

    Accountabilities:

    • Convening conversations with members of the broader Whidbey Institute community from a variety of backgrounds, identities, and subgroup memberships
    • Collecting information about lessons learned and pathways forward through conversations with community
    • Defining programs and projects that integrate community wisdom into action

  • Lead Link

    Purpose:

    To create mission aligned offerings to Whidbey Community and Visitors

    Domains:

    • Role assignments within the Circle

    Accountabilities:

    • Assigning Partners to the Circle’s Roles; monitoring the fit; offering feedback to enhance fit; and re-assigning Roles to other Partners when useful for enhancing fit
    • Allocating the Circle’s resources across its various Projects and/or Roles
    • Establishing priorities and Strategies for the Circle
    • Defining metrics for the circle
    • Structuring the Governance of the Circle to enact its Purpose and Accountabilities
    • Removing constraints within the Circle to the Super-Circle enacting its Purpose and Accountabilities

  • Visitor Donor Fundraiser

    Purpose:

    Developing giving opportunities for visitors

    Accountabilities:

    • Designing and placing donation boxes onsite in collaboration with @Place
    • Maintaining Kiosk communication to include information on who and how to donate