Purpose: To operationalize the work of being a Place for those called by the responsibility and transformative potential of these times.
  • 50th Anniversary Celebration

    Purpose:

    To initthe 50th Anniversary celebration(s) in 2022

    Accountabilities:

    • Gathering input for 50th Anniversary from all circles
    • Inviting a team to create the design of events
    • Determining who implements the plan
  • Business Operations

    Purpose:

    Caring for necessary operational infrastructure and practices

    Accountabilities:

    • There are no accountabilities defined for this role.
  • Covid Health

    Purpose:

    Create Covid-19 safe practices and protocols for staff, retreat participants, and visitors to the Whidbey Institute.

    Accountabilities:

    • Gathering and compiling information on Covid-19 safe practices and protocols related to retreat groups and onsite staff.
    • Proposing materials and equipment necessary to comply with Covid-19 safe practices and protocols.
    • Developing guidelines for Covid-19 safe practices and protocols for staff and board.
    • Developing guidelines for Covid-19 safe practices and protocols for retreat groups.
    • Disseminating Covid-19 safe practices guidelines to all staff.
    • Creating printed information with @External Communications on Covid-19 safe practices guidelines relevant to onsite retreat participants, staff, volunteers, and the visiting general public.
    • Developing protocol in the case of a staff member or retreat participant coming down with Covid-19.
    • Acquiring an inventory of necessary equipment such as rapid antigen tests
  • Info provider

    Purpose:

    Ensuring inquiries are answered by the appropriate role

    Accountabilities:

    • Responding to messages received at the info@whidbeyinstitute.org email address, or forwarding them to relevant role
    • Responding to voicemails left on the main telephone line, or forwarding them to relevant role
  • Rep Link

    Purpose:

    Within the Super-Circle, the Rep Link holds the Purpose of the Sub-Circle; within the Sub-Circle, the Rep Link’s Purpose is: Tensions relevant to process in the Super-Circle channeled out and resolved.

    Accountabilities:

    • Providing visibility to the Super-Circle into the health of the Sub-Circle, including reporting on any metrics or checklist items assigned to the whole Sub-Circle
    • Removing constraints within the broader Organization that limit the Sub-Circle
    • Seeking to understand Tensions conveyed by Sub-Circle Circle Members, and discerning those appropriate to process in the Super-Circle
  • 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
Purpose: Developing relationships with and creating opportunities for people and organizations to be inspired to contribute financial resources
  • Database Explorer

    Purpose:

    Mine the database to help us understand who our donors have been and what are their patterns of giving

    Accountabilities:

    • Creating database reports for donor fundraiser roles to support their relationship building
    • Creating database reports for @Giving Programs to support fundraising program design
    • Designing, generating and sharing reports of value, and responding to requests for reports
  • Donation Caretaker

    Purpose:

    To care for each donation from receipt to thank you

    Accountabilities:

    • Updating the donor database
    • Entering all fiscal and in-kind donations in the database
    • Generating thank-you letters for all fiscal and in-kind donations
    • Keeping records of all sent donor letters
    • Generating and exporting donation reports from database
    • Generating mail merge letters for donors, appeals, and announcements
    • Syncing and reconciling database donor report with Quickbooks report for accuracy
    • Downloading reports from online giving platform for database
    • Keeping targeted mailing lists up to date and synced between Salesforce and Mailchimp
    • Tracking and reporting appeal campaign gifts
    • Collecting funds from third-party giving sites such as CommitChange, Benevity, Paypal Giving, Fidelity Marketplace and sending reports to @Bookkeeper and @Donation Caretaker
    • Creating thank you letters for new donors twice a year
    • Creating thank you letters to monthly donors twice a year
    • Tracking and collecting funds from pledge donors with support from @Major Donor Fundraiser
  • Facilitator

    Purpose:

    Circle governance and operational practices aligned with the Constitution.

    Accountabilities:

    • Facilitating the Circle’s constitutionally-required meetings
    • Auditing the meetings and records of Sub-Circles as needed, and declaring a Process Breakdown upon discovering a pattern of behavior that conflicts with the rules of the Constitution
  • Mailing Coordination

    Purpose:

    Coordinating written fundraising appeal logistics

    Accountabilities:

    • Printing, stamping, addressing, and mailing in-house fundraising correspondence
    • Liaising with @Giving Programs and @Fundraising Writer to ensure timely mailing completion
    • Purchasing all materials for mailing based on @Fundraising Writer specifications
    • Designing complete mailers, including envelopes, stamps, labels, and enclosures, for in-house and outsourced mailings
Purpose: Caring for necessary operational infrastructure and practices
  • Database Adminstrator

    Purpose:

    Unspecified

    Accountabilities:

    • Building reports in the database
    • Syncing email addresses from database to email platform
    • Downloading program reports from registration platform to database
    • Entering program participants in database under program campaigns upon event close
    • Maintaining accurate information in database, and cleaning and updating as needed
    • Updating target audience lists
    • Entering new contact information in the database monthly (e.g., newsletter signups, new donors)
    • Keeping accurate relationship/program records in database
    • Generating and exporting mailing lists from database (email and physical)
    • Cleaning and sorting reports for use in mail merges
    • Maintaining current staff and board contact lists
    • Keeping targeted mailing lists up to date and synced between Salesforce and Mailchimp
    • Sensing needs and opportunities for database improvements and making those improvements with @Tech Geek support
  • Lead Link

    Purpose:

    Caring for necessary operational infrastructure and practices

    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
  • Rep Link

    to General

    Purpose:

    Within the Super-Circle, the Rep Link holds the Purpose of the Sub-Circle; within the Sub-Circle, the Rep Link’s Purpose is: Tensions relevant to process in the Super-Circle channeled out and resolved.

    Accountabilities:

    • Providing visibility to the Super-Circle into the health of the Sub-Circle, including reporting on any metrics or checklist items assigned to the whole Sub-Circle
    • Removing constraints within the broader Organization that limit the Sub-Circle
    • Seeking to understand Tensions conveyed by Sub-Circle Circle Members, and discerning those appropriate to process in the Super-Circle
  • 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
Purpose: Evolving Whidbey Institute into an anti-racist organization
  • Equity Fundraising Liaison

    Purpose:

    Equity projects are supported through fundraising

    Accountabilities:

    • Defining funding ready projects and communicating to fundraising
    • Supporting fundraising with grant and donor communications related to equity
    • Working with fundraising to include equity in our approach to fundraising communications
  • Equity Team Training Benchmarks

    for Budget

    Purpose:

    Whidbey Institute staff and board members continue to meet defined equity benchmarks

    Accountabilities:

    • Defining goals for equity training for staff and board members
    • Defining a budget to make the goals achievable
    • Defining benchmarks for staff and board members and propose policies around credentialing our staff
  • 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