Cathy Buller
General
Fundraising
Business Operations
Community
50th Anniversary
Purpose:
To operationalize the work of being a Place for those called by the responsibility and transformative potential of these times.
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50th Anniversary
Purpose:
To design and implement a celebratory 50th anniversary that engages our communityAccountabilities:
- There are no accountabilities defined for this role.
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Rep Link
from Business OperationsPurpose:
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
Purpose:
Developing relationships with and creating opportunities for people and organizations to be inspired to contribute financial resources
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Database Explorer
Purpose:
Mine the database to help us understand who our donors have been and what are their patterns of givingAccountabilities:
- 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
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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
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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
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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
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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
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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
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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 @Undefined_Role support
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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
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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
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Mainland Fairy
Purpose:
Supporting pickup/dropoff needs for items & services not available on Whidbey IslandAccountabilities:
- Procuring food & supplies (e.g., from Costco or PCC) and bringing to Whidbey Island
- Dropping off unwanted items at mainland thrift store(s)
- Bringing recyclables to mainland collection site (e.g., plastics & cardboard)
- Helping with other miscellaneous tasks connected to moving goods & people between the island and mainland
- Coordinating with Office Fairy or other relevant roles about mainland needs
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Rep Link
to GeneralPurpose:
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
Purpose:
Evolving Whidbey Institute into an anti-racist organization
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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
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Staff & Board Anti-Racist and Equity Learning
for BudgetPurpose:
Whidbey Institute staff and board members engage in anti-racist and equity learningAccountabilities:
- Defining goals & resources for anti-racist and equity learning for staff and board members
- Defining a budget to make the anti-racist and equity learning goals achievable
- Defining anti-racist and equity learning expectations and benchmarks for staff and board members
Purpose:
To create mission aligned offerings to Whidbey Community and Visitors
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Accountabilities:
- Gathering input for 50th Anniversary from all circles
- Inviting a team to create the design of events
- Determining who implements the plan
Purpose:
To design and implement a celebratory 50th anniversary that engages our community
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Lead Link
Purpose:
To design and implement a celebratory 50th anniversary that engages our communityDomains:
- 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