Computerbank Victoria Inc Fundraising Policy

Submitted by Patricia Fraser, 29 Mar 2004

Summary

This Policy forms the basis of the Vic Fundraising Procedures. It should be reviewed at least annually by the Committee of Management, along with the Fundraising Procedures in current use, and updated as necessary.

Computerbank's purpose is the refurbishment of donated computers and their installation with Free Software, in order to supply the computers, at no cost, to disadvantaged individuals and community groups. Free Software is an integral part of this supply, since it allows recipient individuals and groups to make optimal use of their system without any added cost. The Fundraising Policy is informed by this purpose, and any review must take this purpose into account.

Computerbank as part of its operational ethic supports:

1. reuse and recycling, particularly of electronic and computer components

2. ethical business practices which at the least do not add to the disadvantage already suffered by members of the general community; and

3. enerous business practices on the part of good corporate citizens which aim to alleviate disadvantage within the general community.

This policy reflects these operational ethics; any review must take these ethics into account.

Components of Fundraising

The Fundraising task consists of the following components:

Acceptable Methods

Acceptable Donors

Future Planning

Acceptable Methods

Any fundraising activity carried out in Computerbank's name must present Computerbank professionally, courteously and with consideration for the ethics Computerbank represents.

Raising funds to support Computerbank's ability to continue its work is important. However, the fundraising task must be done in accordance with this policy. A higher amount of funds raised will not excuse divergence from this Policy.

Fundraising Partnerships

Partnership arrangements between Computerbank and any potential commercial donor must be ratified in writing by the Committee. "Partnership" means that activities will be undertaken involving both the donor and Computerbank, where members of staff or volunteers from both organisations will work together to the mutual benefit of both organisations.

Where a fundraising partnership is to last more than three months, an agreed arrangement should be formalised in writing between the donor and Computerbank, with Computerbank's agreement to be signed by the Victorian State Co-ordinator.

Where a large sum is involved, the Committee or the donor organisation may require a contract to be entered into.

In each fundraising partnership, the Committee of Management is responsible for examining the proposal to make sure that it does not violate the Computerbank policy, ethic or purpose before ratification.

No person fundraising on Computerbank's behalf may enter into a fundraising partnership without a written agreement from the Committee, signed by the Coordinator.

Acceptable Donors

A list of ethical commercial organisations will be kept, to which new companies may be added from time to time, or from which companies may be deleted if the Committee decides that interaction with the company would risk a breach of our operational ethic, policy or purpose. The first list will be made available at the time fundraising according to this policy begins, and will be reviewed each year when the policy and procedure is reviewed.

An ethical company is one which:

1. does not make particular profit from disadvantaged people

2. has practices in place to alleviate disadvantage in the community, and displays social conscience in practical ways

3. has good equal opportunity practices

4. has sound environmental practices, such as recycling and minimisation of use of natural resources

5. has an open system of good corporate governance

Future Planning

The initial fundraising team will be composed of volunteers. The team will be headed by a Fundraising Coordinator, appointed by the Committee, who will then recruit volunteers as needed to carry out a fundraising programme. The Coordinator will present fundraising programme plans to the Committee quarterly in writing for ratification, and will report on the progress of the plans monthly or more often as required by the committee. The Coordinator's position will fall vacant each year, and reappointment or a new appointment should be made at the Annual General Meeting.As funds are raised Computerbank may see benefit in creating a Fundraising Co-ordinator position, as a salaried employee of the organisation. A draft position description outlining requirements, responsibilities and procedures is attached to this document. Should Computerbank decide to take up this option, a final form of the position description should form part of this Policy document.

Computerbank Fundraising Co-ordinator

Draft Position Description

Patricia Fraser, 29 Mar 2004

Role

The Fundraising Co-ordinator is responsible, under the direction of the Committee of Management, for the day-to-day activities required to raise capital and operating revenue for Computerbank's continued operation, expansion and any other requirements the Committee may have commensurate with Computerbank's purpose, ethics and policy. The Fundraising Co-ordinator, in representing Computerbank and its ethics and purpose, needs and wishes to the commercial community must at all times behave with professionalism and courtesy to donors, volunteers, members and recipients.

Responsibilities:

The Fundraising Co-ordinator shall:

1. develop fundraising programmes, following the fundraising policy, for ratification by the Committee

2. recruit and train volunteers as needed to assist in carrying out fundraising programmes

3. develop training materials as required

4. develop informational material regarding Computerbank, to be used in fundraising programmes, for ratification by the Committee

5. make personal contact with approved potential donors, and train volunteers to do this also

6. take responsibility for the conduct and outcomes of arrangements made with each donor

7. Report to the Committee monthly or more often as required by the Committee.

Preferred experience:

1. previous fundraising experience

2. previous experience working with volunteers

3. previous experience in the non-profit sector

4.  previous experience in dealing with the corporate executive level

Computerbank employees are responsible for making sure they are aware of current Computerbank policy and procedure regarding OH&S, EO and any other policy or procedure in force at any time. Employees are made aware of these policies and procedures on induction and when reviews and updates are made.