Family Friends of Scouting Campaign 2019 Rio Grande Council Family Friends of Scouting Campaign 2019

Welcome and Introductions Why do FOS? Opens opportunity for financial support from: Scout Families Adult Leaders Only 12% of Families are asked

THE FOS CAMPAIGN Organization Chart 2019 Vice-Chair Finance 2019 District Family FOS Chair & Pacesetter Chair Unit Coordinators District Scheduling chair District Presenters 2019 FOS Council Chair

THE FOS CAMPAIGN Job Descriptions District Family Friends of Scouting Chair Responsibilities Accepts the responsibility for raising the district family Friends of Scouting goal of $______. Recruits a family Friends of Scouting team. Has adequate vice chairmen to oversee the campaign in the service areas of the district. Has adequate presenters to contact and tell the council story to the units in the district. Assures that each unit in the district is contacted and scheduled. Assures that each unit scheduled has a presentation on the date scheduled. Keeps the campaign on schedule by setting expectations and providing coaching for the campaign team when needed. Keeps volunteers motivated and committed to success. Hosts an orientation for presenters and other members of the campaign team. Hosts regular report meetings to make sure that team members have adequate supplies and opportunities to turn in contributions received. Contributes at a significant level to the Friends of Scouting campaign. Ensures that every prospect is contacted about contributing to the campaign.

THE FOS CAMPAIGN Job Descriptions FOS Unit Coordinator Responsibilities Makes a generous personal contribution to the Friends of Scouting campaign. Attends the unit campaign coordinator’s training. Follows the Pacesetter plan to successfully achieve the unit goal of soliciting Friends of Scouting support from 100 percent of all families in the unit. Ensures that all families in the unit are given the opportunity to give, whether or not they are at the presentation. Contacts all families not responding at the kickoff meeting (the date of the unit presentation) by letter or telephone and gives them the opportunity to support Scouting. Recruits help to do this, as needed. Works closely with your campaign manager and pacesetter chair

THE FOS CAMPAIGN Job Descriptions Family FOS Scheduler Responsibilities Reports to the Family FOS chair Identifies past participating and untapped units Schedules presentation dates to identified units Recruits and trains presenters Confirms presentations with units the week of presentation Financially Contributes at a Significant Level

THE FOS CAMPAIGN Job Descriptions Family FOS Presenter Responsibilities Reports to the Family FOS scheduler Attends presenter orientation meeting Conducts FOS presentation to assigned units Uses tools to organize and keep track of FOS gifts Returns FOS prospect cards and monies to FOS program district commissioner or campaign manager Financially Contributes at a Significant Level

THE FOS CAMPAIGN Campaign Schedule   By Date: Action Required January ◊ Develop Prospect list for volunteer structure ◊ Identify Pacesetter Units ◊ Council FOS Chair’s Orientation ◊ 2019 FOS Family Kickoff ◊ Recruit approved FOS Family Chairperson ◊ FOS Family schedulers to begin scheduling of units ◊ Recruit all volunteer structure – Presenters/Schedulers ◊ Begin Passing out unit commitment cards at Roundtable ◊ Staff Family Friends of Scouting Training ◊ District FOS Presenter’s Training ◊ Begin 2019 FOS Family presentations at unit level ◊ All Units FOS scheduled by March 1, 2019 February ◊ 1st Council Family FOS Report Meeting Feb 26th, 2019 ◊ Continue with Unit level presentations ◊ Presentation to the District Level volunteers.

THE FOS CAMPAIGN Campaign Schedule (Cont.)   By Date: Action Required March ◊ Continue with Unit level presentations ◊ Begin Phone-a-thon campaign ◊ 2nd Council Family FOS Report Mtg. March 28th, 2018 April ◊ Wrap up remaining unit level presentations ◊ Continue Phone-a-thon campaign May ◊ Complete Phone-a-thon campaign June ◊ Complete and Finish Family FOS Campaign ◊ Council Victory Celebration June 1st, 2019

FAMILY FRIENDS OF SCOUTING CAMPAIGN PROFILE Campaign Manager The role of the professional scouter Responsibilities include: Technical assistance & material distribution to volunteers Primary source of information Accountable for success of campaign

FAMILY FRIENDS OF SCOUTING CAMPAIGN PROFILE Volunteer Prospect Sources Families of scouts registered Unit leaders with no children in Scouting Unit alumni (NESA) All program district scouters (Commissioners)

FAMILY FRIENDS OF SCOUTING CAMPAIGN PREPARATION Vital Steps for Success Select & recruit all key volunteer positions Recruitment of Unit Coordinators Schedule presentations early Train volunteers & communicate your vision of success

FAMILY FRIENDS OF SCOUTING CAMPAIGN PRESENTERS Presenter Profile Current volunteer comfortable in a class A uniform Well spoken & personable Dependable & organized Committed to the Scouting program & mission

FAMILY FRIENDS OF SCOUTING CAMPAIGN PROCEDURES How does the campaign work? Conduct kick off at the February program district commissioner’s and District Committee meeting All campaign volunteers should be present at this meeting All pacesetter units should receive warm up letter & brochure 10 minute or less - unit FOS presentation should be done by a volunteer Conduct follow up with “no show” families

FAMILY FRIENDS OF SCOUTING CAMPAIGN PROCEDURES Reports/Communication FOS chair Conducts: Weekly contact with FOS team (via phone/e-mail/live meetings) Monthly report meetings with FOS team to provide support and set positive tone

FAMILY FRIENDS OF SCOUTING CAMPAIGN PROCEDURES Clean Up March - May Ensure 100% unit participation from program districts Conduct 2nd presentations if needed Ongoing process for units immediately after presentation is done Unit coordinator contacts “no show” families early in campaign Conduct Phone-a-Thon for all unworked donors

Friends of Scouting Report 2019 Rio Grande Council Friends of Scouting Campaign Progress Report & Capital Campaign Total 2/22/2019   2015 Actuals 2016 Actuals 2017 Actuals 2018 Actuals 2019 Actuals 2019 Goals 2019 % of Goal 2019 Dollars Needed TOT Community $47,380.00 $49,073.00 $39,351.00 $48,244.00 $2,040.00 $60,000.00 3% $57,960.00 TOT Family $10,615.00 $9,265.00 $13,770.00 $14,596.00 $4,640.00 $20,000.00 23% $15,360.00 TOT Total $57,995.00 $58,338.00 $53,121.00 $62,840.00 $6,680.00 $80,000.00 8% $73,320.00 Arroyo Community $94,608.00 $78,191.00 $57,873.00 $38,215.00 $0.00 0% Arroyo Family $10,265.00 $11,845.00 $11,970.00 $19,395.00 $2,307.00 $18,000.00 13% $15,693.00 Arroyo Total $104,873.00 $90,036.00 $69,843.00 $57,610.00 $78,000.00 $75,693.00 Arrowhead Community $29,545.00 $55,920.00 $40,402.00 $33,951.00 $700.00 $50,000.00 1% $49,300.00 Arrowhead Family $14,565.00 $30,775.00 $22,709.00 $25,071.00 $7,755.00 $30,000.00 26% $22,245.00 Arrowhead Total $44,110.00 $86,695.00 $63,111.00 $59,022.00 $8,455.00 11% $71,545.00 RB Community $17,808.00 $35,730.00 $18,013.00 $13,273.00 RB Family $4,713.00 $8,346.00 $21,419.00 $18,150.00 $1,720.00 $15,000.00 $13,280.00 Rio Bravo Total $22,521.00 $44,076.00 $39,432.00 $31,423.00 $35,000.00 5% $33,280.00 Executive Board $65,000.00 $40,320.00 $31,143.00 $9,770.00 $40,000.00 RGC Family FOS Total $40,158.00 $60,231.00 $69,868.00 $77,212.00 $16,422.00 $83,000.00 20% $66,578.00 RGC Community FOS Total $189,341.00 $218,914.00 $155,639.00 $133,683.00 $2,740.00 $190,000.00 $187,260.00 Rio Grande Council FOS TOTAL $294,499.00 $319,465.00 $256,650.00 $220,665.00 $19,162.00 $313,000.00 6% $293,838.00 Goals By unit

FAMILY FRIENDS OF SCOUTING CAMPAIGN PROCEDURES FOS VICTORY – In September Council wide dinner for all campaign volunteers in June Thank you for supporting Scouting, LET’S CELEBRATE! Every Donor and FOS Team member will be invited to a dinner in the new Dining Hall when the dining hall is completed.

FAMILY FRIENDS OF SCOUTING CAMPAIGN PROCEDURES Recognition Plan $199 & below: BSA FOS Decal $200: Friends of Scouting Cap $300: Friends of Scouting Strip Patch $500: Friends of Scouting Ghost Patch

FAMILY FRIENDS OF SCOUTING 100% PARTICIPATION MODEL Frequently Asked Questions 1: “I pay dues to my unit. Doesn’t that cover the council too?” No, the council does not receive any funds from your unit dues or registration fees. 2: “We pay for summer camp. Why do I need to donate further?” The fees charged for council camps are only a fraction of the total annual cost of owning and maintaining the properties and running programs. Your usage fees are subsidized by Friends of Scouting donations, so when you donate you are just paying back for benefits you already received. 3: “I give through the United Way at work and check the box specifically for Boy Scouts. That counts the same as Friends of Scouting, right?” No, the allocation to the council from the United Way is budgeted annually and is not increased by a directed donation. If you put your dollars toward Scouts, the corresponding amount of others’ dollars is subtracted. The net benefit to the local council is the same either way. One must specify Chicago Area Council, Boy Scouts of America when giving to United Way through their employer.

FAMILY FRIENDS OF SCOUTING 100% PARTICIPATION MODEL Matching Gifts…What are they? A way to increase a donors gift Place of employment matches the donor’s gift For example, if a contributor makes a $100 contribution, the company would match with $100 for a $200 gift total. The contributor must request the matching gift form from his or her employer. The form is sent to the council office. When a gift is confirmed, the company makes its matching contribution. The time frame is important! A 90-day period is standard after a contribution is made. Please don’t delay!

FAMILY FRIENDS OF SCOUTING THE UNIT PRESENTATION Early Planning (Tips for the Unit Coordinator) Contact the unit coordinator at least a week in advance Verify the location, date, & time of the meeting. Get directions if needed. Request that your presentation be scheduled right after they open the meeting. Ask who will be introducing you at the meeting. Let them know that you will need a small table near the exit of their meeting place to set up your materials. Contact the family FOS program district commissioner or campaign manager to get the statistics on the unit’s participation last year.

FAMILY FRIENDS OF SCOUTING THE UNIT PRESENTATION The Big Day Arrive at the meeting place approximately 20 minutes Give your introduction script to the person who will be introducing you. Request unit leader to be the 1st donor at unit (give pledge card) Recruit 2 older scouts to help with pledge distribution Recruit a unit family member to volunteer as time keeper Make sure the unit leaders has buy in and will publicly endorse FOS Set each of the recognitions somewhere close to the front so you can easily access them once you are introduced.

FAMILY FRIENDS OF SCOUTING THE UNIT PRESENTATION The Materials Brochures/pledge cards Recognition items Script Introduction Pens Audit forms Large envelopes for pledges

FAMILY FRIENDS OF SCOUTING THE UNIT PRESENTATION Your Presentation (Focal Points) The Goal: to motivate families to support Scouting Have presentations notes & blank pledge cards Keep it at 8 - 10 minutes It needs to come from the heart…practice! Stress that it is a pledge card…no money is required during presentation 20 second pause at end of presentation (cue to families) Have older boy scouts collect cards Positively report collection progress THANK THEM!

FAMILY FRIENDS OF SCOUTING THE UNIT PRESENTATION Card Collecting Pay attention to their meeting Do not demonstrate or pass judgment Check that cards are legible Check all credit card information is filled out Stay alert about matching gifts

FAMILY FRIENDS OF SCOUTING THE UNIT PRESENTATION Card Collecting (Cont) Have field receipt book for cash gifts Keep all pledge cards turned upside down Thank all families before conclusion of meeting & report on the level of participation in positive tone! Wrap up Wait until only a few people are left to pack up Do report at home

FAMILY FRIENDS OF SCOUTING THE UNIT PRESENTATION The Audit Form Fill out the information requested at the top of the audit form. In the column labeled “Amount Enclosed Today,” write the amount that is paid with cash, check, or credit card Total each column in the appropriate box The line that is listed “Currency Enclosed Today” is to be the amount of cash only. In the columns provided on the form, write the number of recognition items given out at the presentation. Turn in audit form & money in timely manner

FAMILY FRIENDS OF SCOUTING THE PLAN – SHARE IT, USE IT, & FOLLOW IT Resources in your FOS Manual Presentation Scripts Job Descriptions Sample Letters Timeline Sample Agendas

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