Notes to the General Manager's Report for the BoD Meeting 10Dec99 Fundraising Director & Membership Coordinator Job Description second draft only This full time job is really two (part-time?)jobs. They are linked so that we keep sight on what is the most important thing about Trent Radio, programmers and programming. Through this position, there is a direct connection to income and membership generation and relationships with programmers. That is to say that income generation is not an end in itself. The Fundraising Director & Membership Coordinator will coordinate and supervise all activities related to income generation and member services, except for granting programmes and rental of real property, which would remain largely under purview of the General Manager. Wherever possible specific tasks will be delegated to qualified volunteers, but the Fundraising Director will monitor and take responsibility for these tasks. The Fundraising Director & Membership Coordinator will work directly with the Programme Director and General Manager and will report to the General Manager. Fundraising - Core duties a) Developing and maintaining sponsorships (1) Contact previous sponsorship coordinators for reports and leads. (2) Prepare a data base of sponsors and potential sponsors with contact information. (3) Prepare a brochure on Trent Radio for sponsors (4) Follow through on sponsorship, that is write, edit and produce sponsorship notice. (5) Ensure all possible sponsorship time is full. (6) Maintain weekly sponsorship log and ensure that all are aired as scheduled. (7) Prepare certificates of support and distribute to sponsors each season. b) Managing an annual on-air fundraising campaign (inc. Giveaways) c) Overseeing other fundraising events and projects d) Working with General Manager and Board to develop and implement policies related to fundraising, sponsorship, and promotion. e) Maintaining complete and accurate records of donors and sponsors; (1) Plan and execute regular donor communications; (2) Process and record tax receipts f) Producing regular reports on the above g) Coordinating volunteer training in areas relevant to fundraising. h) Supervision of Volunteer Task Groups - Each of these groups will be supervised by the Fundraising Coordinator, who will ensure that the volunteer workers, trainers, and team leaders are properly trained and performing tasks in a satisfactory manner. Although examples are provided below, the makeup and mandate of Volunteer Task Groups will vary depending on the need. (1) Sponsorship Task Group - a select group who can work closely with the Fundraising Director in developing major sponsors. (2) On-Air Fundraiser Task Group - a group who handle most tasks related to the On-air fundraiser. (Phone supervision; pre-pledges; training for pitchers; data entry) Membership Coordinator - Core Duties a) Maintaining volunteer records (1) Design and test database using Filemaker Pro (2) Contact all existing volunteers and update information (3) Design and print volunteer contact list for staff (4) Develop volunteer run system for updating volunteer lists on an on-going basis (5) Develop system for recording and tracking Trent Radio alumni Note: Trent Radio has approximately 200 volunteers with a 30%-40% turnover each year b) Evaluating and designing training programs for new volunteers (1) Conduct follow-up interviews with workshop attendees to assess the effectiveness of existing workshops. (2) Act as primary contact for scheduling workshops and communicating the dates to interested new volunteers (3) Research and design new workshops as needed c) Developing advanced training workshops for more experienced volunteers (1) Identify areas where advanced training may be needed (2) Find qualified experts to teach these workshops (3) Provide whatever support is needed to make these sessions successful (4) Conduct follow-up interviews with participants e) Ongoing Volunteer Communications (1) Develop self sustaining ways of communicating with volunteers at Trent Radio. (2) Design an ongoing cycle for recurring announcements (3) Develop communications strategies for volunteers who have English as a Second Language (4) Research effective ways of monitoring content of non-English language shows. f) Morale & Security (1) Take a leadership role in planning socials; open houses, end of season parties, bowling parties to name a few. (2) be Attentive to programmers' lives outside of radio ie. cut out newspaper articles of them, send get well cards etc. (3) Take a role in planning and follow through of on-air events - live broadcast during intro week for example. (4) Research and budget various options for facility security and volunteer identification. Skill and Abilities needed; a) Proven experience in non-profit fundraising b) Proven experience in volunteer management, with particular attention to techniques for training and motivating volunteers. c) Proven experience in sponsorship development. d) Experience in working within a sometimes chaotic environment; needs to set and meet deadlines, be thorough, and have a demonstrated ability to work as part of a group. Huge social skills. e) Good understanding of, or ability to learn, database use and design, digital editing and graphics layout. f) Experience in donor communications g) Ability to deal effectively with corporate, government, and similar funders. h) Understanding of the purpose of Trent Radio and standard fundraising practices at other public broadcasters in Canada. i) Proven ability to work with persons from different cultures, with persons for whom English is a second language, and with members of under-represented groups. j) Demonstrated skills in planning and/or project coordination. k) Initiative, and the ability to identify and solve problems related to core duties. End of Season Notice from Barb Woolner and John Muir SUMMARY: Greetings Fall Season Ends - Fri, 17Dec99 at Noon ... pre-tape if leaving early Spring Season Start - Mon, 10Jan00 at 6 a.m. Other Important Dates & Activities John's new 12 week part-time JOB Radio Documentary Workshop /w CBC Producer Jane Farrow Sat 22Jan00 Hello Everyone! Hard to believe it's December already! I hope you all have had a successful broadcast season and have had fun doing your programmes. Some of you have been asking about what happens over the December holiday. Well, what I can tell you is that the Fall Season ends Friday December 17 at 12 noon. The Spring Season starts Monday January 10 at 6am. Trent Radio is closed for three weeks - watch the notice board in the kitchen to see if there's going to be an EntreSeason. If you plan to be leaving town before the end of the season, make sure you pre-tape a programme. Upcoming dates to put on your calendar: Wednesday December 8 and 15 12 noon - 3:00 * Trent Radio's Porch Sale and Loot Bag Extravaganza continues. Come and by and see all the loot you can get for a donation to Trent Radio. * Trent Radio is pleased to announce the PROLIX Poetry CD release Party at HOT BELLY MAMA'S on THURSDAY, DECEMBER 9TH at 10 PM. The PROLIX project involved fifteen Peterborough spoken word artists in a recording project completed at the end of November. Come and support our local poets. Friday December 10 * Radio Project Day on the theme of poverty issues. Contact krawlingstrentu.ca if you would like to participate. * Trent Radio's 15th anniversary since signing on with its own transmitter ... and our own house. Friday December 17 * Fall Broadcast Season ends at 12noon * 3rd annual Good 'n Country 24-hour marathon. This is a fundraiser for Trent Radio. A twoney for a tune. Barbie B and Barbie H are at it again. Come on down and make a request. * End of Season Social and Open House 12noon - 7:00. Come on down for great snacks and radio banter Monday January 10 6:00am Spring broadcast season begins! New Job for Johnny: John has been hired by the Cultural Studies Programme to act as a coach and instructor for the audio production techniques component of a CultStud course next term. This is Ellen Waterman's course, but she'll be rather busy with a new baby which is due on 1 Jan 00. While you don't need to know that John's excited and nervous about teaching, you probably should know that he won't be about Trent Radio much on Thursdays and Fridays. Also, the class (CU346) will be using Studio B in the early mornings for their projects. Radio Documentary Workshop with CBC Producer Jane Farrow. Jane Farrow from the CBC's "This Morning", is coming to OPIRG in Stratton House on Saturday, 22 January 2000 for the first activists' tool box workshop event of the next m- m-mille*&^*&% ... season. REGISTER @ OPIRG by Friday, 21 Jan 00! Special thanks to this years' Operators: Danielle Cooper, Matt Elliot, Nammi Poorooshasb, Erin Hawkins, Clay Jones, Nancy Logger, Chris Tonelli, Greg Conchelos, Kenisha Bennet, Emily Addison, George Kovacs, Emmy Pantin, Jordan McTavish and Mel Hannah. And to the Operators-at-Large: Jason Boudreau, Amelia McNabb, Paul Cleveland, Mathias Kom and Cliff Rutledge. And to our Co-op students Luke Allen with Lois Cooke and Chantal Barrette. And to the OWSPers (Ontario Work Study): Nancy Logger, Amy Dickerson, Kristine Williams, Mathias Kom, Chris Tonelli, Sarah Dauncey and Jason Boudreau. And to our Board of Directors: Grant Ball, Barb Bell, Emily Addison, Lauren Hughes, Derek Martin, Ellen Waterman and Nancy Logger. We hope you all have a happy holiday and good luck to those of you completing essays and exams. Barb Woolner, Programme Director John K Muir, General Manager