Pilgrim House
Unitarian Universalist Fellowship
Finance Chair
Prepared April 21, 2003
Responsibilities
The Finance Chair coordinates the annual pledge drive each spring. Normally this is a by-mail effort. However, an Every Member face-to-face canvas may be required to fund significant new initiatives.
By Mail Canvas
At Pilgrim House, a by-mail canvas is normally conducted each spring, as follows:
- In March, the finance chair obtains/prepares pledge cards for the coming year.
- In March, the finance chair obtains a record of all PH pledges and all PH contributions from the treasurer.
- In March, the finance chair obtains a record of all PH members from the PH membership chair.
- In March, the finance chair obtains a set of double mailing labels from the PH Newsletter Editor
- The finance chair combines these into a pledge spreadsheet indicating what each giving unit has pledged and paid to date.
- The finance chair uses the pledge spreadsheet to determine who will be canvassed in this year’s pledge drive.
- The finance chair drafts a pledge drive cover letter. This letter summarizes the key objectives of the pledge drive, with space to record appropriate pledge amounts and payments, generated by mail-merge. It gives a pledge drive deadline 3-weeks after the initial mailing (Note: this letter also serves as a reminder of pledge status and generates substantial catch-up donations shortly after it is received.)
- In April, the finance chair prepares a pledge mailing. Each envelope contains the appropriate cover letter and a blank pledge card. One mailing label goes on the envelope, the other on the pledge card.
- Weekly, the treasurer advises the finance chair of all pledge responses received. The finance chair records this information on the pledge spreadsheet, and summarizes it on a PowerPoint graphic to be posted at PH.
- After the pledge drive deadline, the finance chair with assistance from the finance committee, contacts everyone who has not responded to their pledge mailing.
- This process of weekly updates, bi-weekly contacts, etc. continues until the pledge drive is complete.
- At the May board meeting, the finance chair summarizes the results of the pledge drive, so the board can make meaningful budget recommendations for the June Annual Meeting.
Every Member Canvas
The UUA provides a “Blue Book” with suggestions for conducting a face-to-face canvas. This must start with a membership commitment to an all-out effort to significantly raise income in support of a major new initiative. The actual canvas is conducted on a well-publicized date by a canvassing committee representing about 20% of the membership. The board chair canvases the finance chair. The finance chair canvases the canvassing committee, and the canvassing committee canvases the remaining membership. An attempt is made to accomplish this on one weekend.