3/16/2013 Sonoma Heifer Volunteer Meeting

Posted by Heifer Sonoma/Napa On Friday, April 05, 2013
Follow-up and Reports
  • Accounting procedure:  Reviewed Jill’s e-mail re: separation of funds donated for volunteer operations from funds designated for Heifer, International programs, which need to be routed to HQ for a formal thank you and tax receipt. Donations made to Heifer by check can be forwarded directly to Jill without going through our bank account, keeping the donor contact information on the check linked to the donation. Linda will develop a dual copy receipt form to link donor contact info to cash donations and donations to Heifer Volunteer operations.
  • Thank you letter procedure: When Sonoma volunteers have had contact with a local group or congregation who have benefited Heifer, we will send the needed thank you letter as a means of furthering our relationship with the local group. Mary offered to take on this task and will contact Jill re: the one exception we discussed.
  •  The Joyful Noise Choir concert to benefit Heifer will be at St. Stephen’s Episcopal Church in Sebastopol on Saturday, May 4, from 4:00-6:00 pm with a 30 minute intermission. Volunteers will arrive at 3:00 pm. Admission will be by free will offering with a suggested donation of $10. Publicity will be by e-mail flyer to choir, church, and Heifer e-mailing lists. Attendance of approx. 90 anticipated. Heifer volunteers will provide refreshments and an information table at intermission. Emphasis will be on projects in the Americas (Cinco de mayo weekend) and volunteer opportunities in Sonoma County. Volunteers will also be available for the admission table and ushering. Please see separate document for Concert Task List.
  • Gravenstein Apple Fair, August 10 and 11.  At this time the fair management does not know if they will be offering non-profit information tables. At their suggestion Mary will re-contact them the first week of April. Vendor application deadline is May 1, so, if this applies to non-profits, it doesn’t leave much time for decision making. We need to assess if we have adequate volunteer support to take this on. If we worked in pairs that means 10 people for 4 hour shifts, 20 people for 2 hour shifts, or some variation of that. Mary will call Evie so that she can assess support in the Napa group at their next meeting. This would need to be a joint project.

New business:
  • Oak Grove Elementary School has requested Read to Feed materials. Linda will make contact with them to offer volunteer support.
  • Discussed potential of joining an Arbor Day, 3/7, observance next year. We could educate re: Heifer reforestation, prevention of deforestation, agroforestry projects.
  • Our next meeting, 4/13 instead of the 20th because of the Apple Blossom Parade on the 20th which makes it difficult to get to the church. It will be hands-on prep of our display materials. 
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