This article includes a link to check if the status your NPO or any NPO for that matter.   All NPO must file a 990 regardless of how much is earned.  Previously you only had to file if you made more thank 25k.  The deadline was on May 17.   Everyone in the nonprofit world has tried to do their best to share this info with some of the smaller orgs.  They will be the ones who will be most impacted.

So backing up a little:

It used to be that the biggest decision you’ll ever make is to figure out what to name your non-profit org.  Will the name convey everything you’re trying to do and accomplish?  Will the masses identify with it? blah blah blah.. figure that out and you can hurry to file the paperwork and poof your non profit is ready to go.   Unfortunately its not so simple anymore now that we have that pesky internet stuff and damnable social media thing.   The laundry list of  things to claim your name has gotten longer than the lines at DSW on sale days.

Assuming you already agonizing hours, weeks and months have already been spent on coming up with that perfect name here are some things that you may or may not have thought of before you lay register it.

1 – Is anyone else already using it?  Generally, a trademark search for the name is called for  – you’d be surprised who has what trademarked even if it’s not being used.

2 – What does the acronym sound, look and read as?  Often times, acronyms are used in place of long names-  can you live with what it is?  Ie. Association for Smart Singers = “ASS”  It is costly, time consuming and a pain in the butt to change your name later once you realize a mistake has been made.

3 – Is the domain  available online ?  Google it.. find out who else is using it!  Go to a domain website and do a search.  You’re going to want that precious “.org” .    If its already being used can you use something else?  Whats the chance for confusion?  Can you live with a variable i.e.  www.theASS.org?  www.assocsmartsingers.org? www.smartsingers.org?  Will your donors go instinctively to what they think is your website based on your name and end up at a porn site?  Important to know and find out NOW.   Its also possible that someone may be camping on your domain in which case you will have to PAY some bucks to buy it from them.  This is a big business – as the internet is becoming more crowded with domain names .com and .org are getting harder to secure and there are people out there buying up names with .tv, .net etc just to have in case someone wants it at a later date to be sold at a profit.

The Variables – speaking of domains…  we all know that if the big companies like coke, ford etc protect their names by buying up all the domains so no spoof sites can pop up.  How far do you need to go to make sure your identify to safe?   Sure you can buy up every domain out there that comes close to your name but that’s going to cost big bucks.  I’m not a lawyer or a trademark expert but from a practical small non profit point of view…

1 – The three big ones are .com, .org and .net… figure out what your domain name is going to be for your org and register those names.  If you have a special event, campaign, promotion or fundraiser you’re going to want to register those as well.    You don’t have to use them.. just register them.  One day you may want to and find that some other clever person having noticed that your  “NYC Jaywalkers ” fundraiser is taking off and register the domain and you will have to pry it out of their greedy hand or worse yet a disgruntled employee will use it to bash your org.    Ok.. more likely the first part but you get the picture.

2 – Claim your social media identity right away – go to all the popular social media sites ie. Facebook, twitter, linked in, etc.. and claim your name…   Again you don’t have to use them but make sure no-one else is either.  Eventually though you will want to figure out which ones you want to be active on and build a profile.  If you don’t someone else will and you don’t have any control over what they will say on your behalf.

Have anything to add?  What are your thoughts on this?

See ya,

Jenny “claim it” Lai

In a perfect world, people would be lined up and excited about your cause.  After all who doesn’t want to save the earth, kittens, children, etc..  Your cause is important!  Why should  you have to promote it?  People should just KNOW that you are doing good things and want to give you money and support!  Well the sad fact is that getting noticed among the many thousands of non profits out there is the name of the game.  As a consumer, if you had the same amount of money to spend on a can of soup would you spend it on the brand you know or one you’ve never heard of? The more noise you make the more attention you get.  Squeek squeek.

The easiest and fastest way to make noise is to have a dynamic online presences.  What you say?  I’m on Facebook!  I have a website!  You mean I have to do more?  Yeup sorry.  This is pretty simple stuff… and I do mean basic!  So why am I addressing this?  Unfortunately it needs to be said and it pains me when I see great organizations struggling and missing the basic stuff.

Facebook – so you set up a page.. what now?

1) First off.. yes you should set up a PAGE… not a group.  There are limits on what you can do with a group vs. page.   Identify yourself as a non-profit and make sure that info page is completely filled out.  Now is not the time to be coy.     As the administrator you can appoint other administrators to post relevant info on the page (staff or volunteers).

2) Causes – make sure you sign up for Causes!  This is the official Facebook non profit place for donations and other nonprofit activities.  Causes will verify that you are a non-profit and you can set it up to take DONATIONS on your behalf.  Go back and re-read that last sentence.  This means that your ‘fans’ can feel confident you are who you say you are and make a donation right from your FB page.    Make sure you add the Causes to your FRONT PAGE not in boxes so that everyone can see they have that option.   Micro philanthropy is the biggest trend right now -small donations by many people make a big difference.  Even if they don’t donate your fans can recruit others which means FREE publicity and yes NOISE.

3) Keep it current! – What should you post on your wall?  Other than the obvious – news, updates etc  link back to your website on those “spotlights” on who you are helping, what you are doing, relevant statistics.   One of the most effective messages I’ve seen is when xyz animal rescue org posts relevant news articles on animal abuse.  It doesn’t have to be about your org specifically it can be about HOW your org can help and or demonstrate why your cause is so important and necessary.

4) Motivate your fans – grassroots fund raising – Start a movement  for something tangible!  Sometimes its hard to keep going back to the same group for money for the same cause.. so I say mix it up!  If you have a large and diverse fan base you can target fans in a specific area.  For instance say you are a national recycling org so you identify something specific at a specific location (starting a recycling program in xyx, CA) and ask those CA fans to  donate a small amount ($5 or 10) towards the project and rally other friends to support it .   Small amounts make it attractive and doable in this economy and encourages fans to take action to recruit more friends in their geographic area to participate.  Change grassroots often… rotate… get different groups involved. Have a contest -who can get the most people from their network to join? or donate? (numbers not dollars)  send them a prize.   (Causes will track this for you)  Donors being able to take ownership of a cause  is very attractive. No matter how much money you raise… you have paid nothing and gained more NOISE.

5) Diversify your FB workload – Acknowledge your fans and stay current- so simple in concept and some of you will say are you insane?  Every time someone fans your page you should say thank you at the very least.   So who has time for this if you don’t have staff?  Your volunteers  aka friends and family… diversify the job so that not one person is responsible for everything.  One person is in charge of sending thank you’s, someone else is in charge of answering wall posts, another on finding relevant articles and posts.  Have one or two fans that are very active?  Recruit them !! or do a profile on them on why they feel your org is important.  You want to make sure that the people you are assigning are those whom you would TRUST to represent you and your organization.

Lets take a look at your website – or maybe ask someone who’s never seen it before to take a look at it.    Sometimes we are too close to our message.

1) When was the last time it was updated?  Weekly? daily? Monthly.. Make sure that you are making updates regularly – new pics, new events, results, stories etc.  Keep it fresh and alive.  Can the reader tell that your organization is ACTIVE and things are happening?  Or is your website just taking up space?  Can’t think of anything? How about a “spotlight” article on someone who benefited from your services?  The recipient of funds you raised?   Tell a story!

2) Is there a DONATE button on your website?  Where is it?  It should be on every page on the menu or navigational page. Don’t make your donors look for it!  What if you’re not equipped to take  donations online?  There are several services that will take a donation for you – all you have to do is sign up and use their button.  Typically there is a fee but it is usually minimal.  Shop around.

3) Who are you?  Pretty basic question… the ones that naturally  follow are: who do you serve?  where (community?, state?, country?, worldwide?) , Why?  Does  your “about us” page answer all these questions without legal mumbo jumbo and fancy filler?   My philosophy is give it to me straight.. at best I’m going to skim the info so the message has to be clear.  There is way too much information to be had in this world and only a limited amount of time.  Make the time spent on your website COUNT.

4) Whats Happening?  I can’t tell you have many websites I’ve been to and news letters I’ve received promoting events and KEY info is missing i.e. date, time, location.  Also don’t assume that your reader knows what the event is about.  Make sure your message is clear and say what  what you want them to DO.  Be clear! Do you want them to attend? donate money? buy something? or is it a FYI?

5) Contact info- Lets face it unless you are the Ford or Bill Gates Foundation (in which case you what are you doing here?)  you want your readers and potential donors to be engaged and you want them to contact you.  Remember you want this!  I can see that you don’t want to be inundated with calls by donors (ok raise your hands if this is a problem) but at the very least make sure there is an email and mailing address.   The mailing address helps your donor make sure you are legit if they want to research you and the email address  – need I explain?   Don’t hide it…and please please make sure you acknowledge the email.  Even if you can’t answer the email right away acknowledge that it has been received and you are working on an answer then FOLLOW through.

6) Make sure you link your website to your Facebook page and your email signature  – there are instructions on how to do this on FB.  Or if you need help you can contact me.

That’s all folks,  seems like a lot of work but how remember you get out of it what you put in.

Jenny “making noise” Lai

Check out the PAX/ SPEAK UP Poster Design contest – a creative way to get a community involved in a campaign to prevent guns in schools.  PAX created a program called “SPEAK UP” which allows kids to report weapons threats in school via text and 1800 number anonymously.    The contest call for kids to design a poster that displays the contact information.  The winner will get their poster turned into a billboard displayed this summer.    The contest helps the kids to know the program and the information and encourages them to understand that they can have the power to help themselves, their schools and their friends.

PAX is a nonpolitical nonprofit organization working with all Americans to bring an end to gun violence against children and families. PAX’s two innovative programs – SPEAK UP and ASK (Asking Saves Kids) — offer practical solutions for protecting children from gun violence. 70% of youth responded they would report another student who brought a weapon to school.

Panel Questions:

5.         What are the key aspects of the relationship that you expect to have with organizations before and after the grant period?

If I’m interested in your project I will work very hard to be your advocate to my board and my constituency.  I expect the same from you!  The process begins as soon as you submit that proposal.  I will help you shape and present it and work with you through out the year to make sure you are on the right track.  I generally meet with funders at least 2x a year and do a program visit at least once.  We only require two formal reports – an interim and a final report.  Please give these some thought and at least answer the five questions I ask!  In the best of all worlds I would love to hear from funders  throughout the year so I can share before AND after the grant has ended.  This is especially important if your project cannot be measured effectively.    If you are not keeping in touch after the grant is over you are loosing a great opportunity for future funding.  I would fall  off my chair if a past funder would email me unsolicited information on how a project we previously funded is currently being used and/or  continuing to help people etc.   Don’t miss this opportunity to tell your story AGAIN and set the stage for the future.  If it doesn’t work for me.. I might know someone else who is interested!

I also appreciate the not so good news  so we can work together to redirect the project.   No funder wants to hear from a Board member who says “did you hear this about xyz?”  (good or ba and not know anything about it!  Denise from the DYCD said it best “we just don’t want to be in the papers!”

I want to give a mention of something that Yancy of the Clark Foundation said about the relationship change that we, as Funders undertake.  There are three roles here: the grant seeker, grant maker and our BOARD.   In the beginning we are your judge and jury during the grant process but once you get the grant – we are then your biggest advocate to success.   Both the grant seeker and the Board remain the same however we as grant makers then become accountable for our recommendations  to our Board.

6.         Many smaller nonprofits often feel that funders overlook them in favor of larger organizations.  What can a smaller organization do to pique your interest?

I can only speak for myself to say that I would rather give to small-med  nonprofits since we are a small FDN and our grant money will make a greater impact.  I have found that the smaller groups have less bureaucracy, politics, and are much closer to their  organizations and programs than larger ones.  This usually translates to  better communication and staff consistency.  One of my biggest concerns is always  will a key staff person be there next year to continue this project?  Often a project will die a painful death when a key person leaves and a replacement is not found in time to continue the momentum.  Another big question is – how many kids will my dollars help  and where will we fall in the funding scheme?

7.         How do you evaluate the performance of your grantees?  What types of results do you look for?  And how do you evaluate the success of your own programs?

Evaluation/ assessment – always the subject of much debate.  I have always wondered.. given a choice,  what would you pick as a grant-seeker?  Evaluating yourself as an employee  or having to go through a program evaluation?

There is no right answer to this.  Everyone has a different answer and solution.  I expect that as the grant seeker YOU will know your programs inside and out which means you should know how to best approach a measurement.   Sometimes its impossible “measure that which has not happened” however there are certain things you can include that are specific to your program that will help us understand the impact.  For us, we identify certain goals from the original proposal and ask the grantee to address if the goals where met, how they where met, milestones, unexpected results (good and bad), and FUTURE plans .  As funders we love to hear about how a program we funded may have lasting impact.  From a business point a view, our Board will expect to see some numbers to back up your claims.  Its important you anticipate this and take post and pre-program data.

I mentioned in answer #5 that hearing from you through out the year helps to set the stage for success at the end of the year.  The more information can help off set a final report that is light on stats and heavy on examples/stories if we have been hearing about your win’s through out the year.

8.       If you could convey one “take-home message” to help nonprofits better understand the challenges faced by funders in today’s economic environment, what would it be?

READ/FOLLOW THE DIRECTIONS in the grant guidelines!  I can’t say that enough.  I’ve taken the time to put together grant guidelines which have gone through several drafts and stages of approval.  We get many many proposals and eventually they all have to be duplicated and shared …. we have certain restrictions and guidelines for the ease of this.

• Don’t try and file off or stuff  the corners of your square program to fit into our triangle funding model.  I can see that! We support technology for youth education programs.  Kids using the calculator function on their phone does not qualify for “math education”.
• To qualify you must be in at least two states – not two cities, towns, cornfields, teepees, igloo’s, communities etc.
• We only support programs in the United States – this means India, Europe, Africa etc is out.  If you’re not sure.. really, I can’t help you.
• Follow the formatting requests – its not hard.. double space, no more than xx for that question, 12 pt arial font.   Do I really have to specify portrait and not landscape?  Letter not legal?  If its too small or too fancy to read I’m not going to.   Did mention  I have to be able to duplicate your proposal?  If you send this to me bound.. I will need to gnaw off the binding.  I won’t forget that.
• Limit your attachment materials – don’t send me anything I have to “unpack”.. you’ve sent me too much stuff.
• Deadlines-  Its there for a reason so unless I tell you otherwise you need to stick to it.
• “Email preferred” – this may mean that at 11:59 PM my email server is jammed but that’s OK.  I prefer email – did I mention I have to share your materials?  Electronic documents are easier to store and share.  But if you insist on mailing.. yes postmarked deadline is fine or go ahead drop it off  if you’re in the neighborhood.  Don’t call me to ask if its OK.  Just do it.
• “did you get it?”  Please don’t call – we clearly state we will acknowledge receipt in a few business days.  If you don’t get one then email.  But 100′s of phone calls to ask if I”ve gotten don’t work.

You can probably tell following guidelines are a big thing for me.  Almost 50% of my proposals don’t qualify because of one MAJOR criteria that cannot be worked around i.e. not in the US) , not a charity and thus will be cut right of the bat.     Then there are the proposals that clearly are duplicated and sent to any company that has the word “Foundation” as part of their name.    This is a waste of your and my time, paper, ink , electricity, gas etc.  Proposals take time to write and read…please take the time to read my 1-2 pages of guidelines so we can save 50 pages of proposals.

Well that’s all folks, I really do encourage you to submit your questions.

Jenny “please follow the guidelines” Lai

There never seems for all the panelists to weigh in on all the questions and for the audience to ask their questions.  I thought it might be useful to include my panel answers.  This will be the first of a two part blog series. Any subsequent questions resulting from this workshop will be posted and answered as well.

Panel Questions:

1.         Tell us how your grantmaking changed last year and how you see the current economic climate affecting funding this year and in 2011.

Our Foundation is rather small and is supported by the industry and while the it has taken hits like everyone else, our grant making has not changed significantly due to the economic climate.  We do not have an endowment so whatever we raise we pass on to our programs (grants, scholarships and other special programs).  With that said we did make two changes that don’t necessarily have to do with the economy but for planning.   1) We made three grants for multi year support which allowed the organizations to plan more long term 2) We narrowed our grants focus to programs for youth that utilize technology and/or computer and video games.    Our target was too wide and we received too many proposals that were not a good fit.

2.         How do you make determinations regarding the direction of your funding?  Do you only fund youth/education organizations or will you also fund youth/education programs at agencies whose missions are broader based?

If you have a program that meets our requirements we are interested in it regardless if your  mission is broad or or specific to youth/education.  I do want to say though that you must demonstrate some expertise in the area that you are seeking  funding.  For instance if you are an organization focused on sports and you come to me to fund a math program..I”m going to want to know how your org is qualified to run a math program.

3.         What are the issues surrounding youth and/or education programs that will need more attention and funding in the future? How can your foundation be responsive to these needs as they arise?

My answer to this is that everyone has an important and worthy cause/program to fill a need whether its the three “R”s or the three “T”s (thinking,  talking, and  tweeting).  Funders in general will naturally gravitate towards those areas that are of interest to them.  There will always be “hot” issues that folks on both sides will jump on and then there are those who prefer the tried and true.  There’s room for everyone and new issues are comping up everyday.  When I was growing up .. there was no need for cyber safety.. now its one more danger our children have to face.

Wonder if there is a “friends of the children who collect feathers” non profit out there.. ?

4.         How do you balance sustaining support for organizations you are committed to, with allowing for support of new organizations and initiatives?

Our grant making dollars are divided so that there is money allocated to long term grants, new grants and our own programs.  I think its important to continue to explore  new projects to stimulate new ideas and growth.

I mentioned at the workshop that I consider grant making to be similar to balancing your stock portfolio.  I try and balance our grant portfolio with some “blue chip” stocks and bonds – those are the tried and true grantees, “moderate growth” grantees that are established and  launching new innovative programs and the “risky/high growth” grantees that are new and untried but with a lot of potential.  Like a financial portfolio I want to make sure that my grant portfolio is balanced.

Some of the factors in determining where your org /project might stand other than the obvious (financial, relevancy etc).

• How long has your org been around?
• Is this a new project? What is the timeline?
• Who are your other funders?
• How long has the project leader been on board? and how big is the team?
• What is the connection between the project and the organization if its not obvious?
• What is the scope? community?  state? country?
• What will I find if I google the org?  How about the project leader’s name?
• Who is your competition?

Part II of this blog answering Panelist questions 5-8 will posted at a later date.

Take care.

Jenny ” grant-makers are your friends” Lai

California is one of the toughest states to work with when it comes to being in non profit.  Seems everywhere you turn you get conflicting information and yes you have to send another filing fee for yet another form.

1. Make sure that you are registered to do business in state of  California and apply for tax exemption.
2. File the Application for Registration of Nonprofit Organization Fundraiser (http://ag.ca.gov/gambling/pdfs/bgc-sp001.pdf) with the Bureau of Gambling Control, and comply with all the requirements of Bus & Prof Code 19986 (http://www.leginfo.ca.gov/cgi-bin/waisgate?WAISdocID=06024727439+0+0+0&WAISaction=retrieve).
3. If there will also be a raffle, then register with the Attorney General’s office (http://ag.ca.gov/charities/raffles.php), and comply with CA Penal Code Section 320.5 (http://www.leginfo.ca.gov/cgi-bin/waisgate?WAISdocID=06020627098+7+0+0&WAISaction=retrieve).
4. Then you will need a permit from the city you are going to have the event – in this instance SF.

Couple of interesting points:

1. According to SF rules – anyone can come in an play the games.  So you may be having a private party but Joe Schmo can come in and ask to play.  Yes its silly, why would they want to do that since they can’t win any money.  But its a rule.  You particularly don’t want a stranger coming in and mingling among your guests and partaking in your food and drink.  So for me  I told my staff that in the strange chance that this happens they have to have an escort.  Thankfully it didn’t .. can you imagine?  So the next time you see an event with a casino charity event.. know that you can walk in and play if your that hard up for some casino action.
2. No real money can be used.  That’s pretty obvious right but did you know that if you want to sell play money it can only be a “suggested” donation?  So if that same Joe decides that your exchange rate is no good he can negotiate.
3. Be aware that only certain games are allowed.. and don’t be surprised if its  ambiguous. I like everyone else I spoke with will only say ” I can’t interpret the law for you”… and direct you to the list on the CA website.    Needless to say there are some games that are clearly prohibited and other that are .. then there are those that are not mentioned at all.  So are they or aren’t they?  Apparently its up to us to figure it out.

And we thought convincing people to donate money for our great cause was hard!  I completely understand the need to protect the donor but for those of us doing the good work so to speak we are exhausted just trying to keep up with the do’s and the don’t even think about it’s.

With that said a casino fundraiser can be lots of fun for your guests.  It encourages people to mingle and gives everyone something to do and talk about if your crowd doesn’t know each other.  Most events will offer a prize for the player with the most chips at the end of the night so that there is something to work towards.   You can even work the charitable angle with the the prize i.e. the winner gets a xxx donation to their charity. and trophy is always nice for something to take home.  I also like the raffle concept (that’s another permit) where players can exchange their play money for a raffle ticket for a specific prize.  The more play money the have the more tickets the get in the pot.

I’d love to about other experiences in other states/cities on casino fundraisers.

Jenny “check” Lai

http:www.techsoup.org – this is my all time favorite place!!   If you are a registered 501c3 you can purchase software and hardware at a greatly and I do mean greatly reduced price.   For small non profits this is god sent.  Some available products MS windows, MS office suite 2007 (wow), Nortan Antivirus, server software, refurbished hardware (desktops and notebooks).  Generally you pay only a small administrative fee.

http://www.causes.org – great place to list your charity and participate in an array of fund raising opportunities including social media and shopping.  My favorite is that you can download a search toolbar and each time you do a search using it a small amount is donated to a designated charity.. chump change you say? Well make sure all your friends and family, fb users etc.. use it. Plus it requires little to no effort on your part!  Causes will also list you on Facebook and allow your friends to adopt it.

http://www.philanthronpy.com – The website for the Chronicle of Philanthropy – great source of grant listings, who’s giving to who, statistics , job listings.  You can subsrcribe to the paper version but I’ve found that many of the articles are free when you go on the website.  I subscribe to their email alerts as well to get articles of interest emailed to me.

http://www.idealist.org – If you haven’t heard of this website I don’t know where you’ve been!  This is like the craigslist for non profit activities.  Post a job, find an intern, search the articles, post your events, look for volunteers .  Its all here.

http://www.volunteermatch.org/ – A website that lists volunteer opportunities based on skill, interest, location, topics.  You might find that some of the services you are currently paying for ie. event photography, website maintenance here.  Just a word of caution.. make sure you interview your volunteer like you would an employee for the important stuff.  Never forget that this person is representing you and your organization.  Free is not necessary free…

http://www.bbb.org or http://www.bbb.org/us/charity/ – The website for the Better Business Bureau for business and for charities and donors.  This seems like a no brainer.  But how many of us actually check to see if there are any complaints on file with the BBB before we sign on the line for a vendor?  We take it for granted that if it came through a referral or its listed someplace we think we trust that we won’t get ripped off.   Take the few minutes.. and at the very minimum look them up and do a general google search to see what is being said about them before you spend your hard raised dollars.

http://www.iconarchive.com/ – Great website that allows you to search for icons to include on your website and emails to link to your accounts on fb, twitter etc. And its free!

Have a great web resource you have used?  Share them here.

Thanks

Jenny ” loving the free stuff” Lai

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So, why now?  why here? Why  a blog now?  I’ve been thinking of this for quite sometime.  But, frankly haven’t had the time to do anything about it and well…  I really hate to write!  So please be gentle with me.  In my travels ( metaphorically) through the non profit word and  life,l I’ve come across so many great things and not so great things and wished I could share so that others would not have to struggle so….  Sometimes you wonder if anyone’s home!!  “Hellooooooo, did you read the directions? “, “What part of ‘DEADLINE’ do you not understand?”

A little about me, I am currently running a Foundation in NYC for an industry group.  From nuts to bolts, I’ve built this organization and can say that I’m truly a Jack and Jill of small non profits.  I say Jack as well because  truly I think this Jill does it better than most Jacks!   Primarily I’m a grant maker, special events / auction producer, strategist and general non profit bee.   I’ve encountered many small non profits that are on the verge of moving to the next level and just don’t quite know how to get there.  I get questions “growing pains”  all the time.  I’ll talk more about this at a later date.

I’m a great believer in multi-tasking.  Multi-tasking with MONEY and ACTIONS.  What does that mean?   How can we leverage our money and our everyday actions so they work fore fus us?  I’m talking charitable purpose of course!.   More on that later as well.

Thanks for reading,

Jenny “here now” Lai