Coord 225 Charity Reports

Mind’s Eye Society is a strong supporter of philanthropy.  As a social organization, MES performs a variety of community service and charity work.  Organizing these charities is an important part of our organization.  It allows the organization to be recognized, and to recognize the hard work and dedication of its members.

Get the Information to the Members

In order for members to participate in charities, they first need to know what the charity is and how they can help, as well as be inspired to contribute to a worthy cause.  In this age of multimedia and social networking there are many tools at our fingertips to aid in getting this information to our members.  Sending out an email that states, “Our Domain charity this month is a Blood Drive” is not sufficient.  While the basic information has been conveyed to the members, as officers, we need to take this to the next level.  The following are things that should be included in Charity Information:

  • What is the charity?
  • Why is the charity a worthy cause ?
  • Where can members contribute?
  • What different ways are there to contribute?
  • What prestige can be awarded for participating in the charity?
  • When does the charity begin, and when does it end?
  • Who is tracking the donations?

Example:

Our Domain Charity for this month is the Children’s Hospital.

Their Message: The Children’s Hospital is an asset to our community that has touched many families within our Domain. 95% of all money donated goes directly to the children in need.

How to Donate: You can drop off new, unwrapped toys for children at any of the games this month.  We are also accepting cash donations for the hospital’s sponsorship fund that helps pay for treatment for underprivileged children in our community.

Example Prestige Awards:

  • Small toy is worth 1 General Prestige
  • Medium toy is worth 2 General Prestige
  • Xbox, Wii, and Playstation games are worth 3 General Prestige (used games in good condition are fine, but make sure they are age appropriate)
  • Cash donations are worth 1 prestige for every $3 donated

Time Period: The charity starts on the 1st and will run until the 31st.  All donations must be sent in to the DC by email no later than midnight on the 31st.

Now that you, as the Coordinator, have gotten the word out about the charity, it is time to follow through.  Collect items donated and get them delivered to the appropriate charity.

On Time Reporting

It is also the duty of the Coordinator to report the Prestige that the members have earned.  Reporting Prestige recommendations on time will make sure that members get the Prestige they have earned. This is particularly important for Regional and National charities since most of them require reporting the day after the charity ends.  Make sure that your Prestige recommendations are sent to the correct emails and that all of the donations that have been made are included.   Failure to report accurately and on time can upset members and discourage them from contributing in the future.  Check pages 27-30 of the Membership Handbook for the rules and guidelines of how to award and report Prestige.

Documentation

Charitable donations should be documented properly.  Receipts should include Mind’s Eye Society.  This allows organizations that work with the MES to provide overall totals on contributions and helps to make a positive impact on the community.

Example:

John Doe

Mind’s Eye Society

Your Street Address

Your City, State, Zip

If the receipt does not list each item donated individually, then it should be listed out by the member and be included when reporting.  If you are contributing to a clothing drive and the receipt says, “large bag of clothes” each item in that bag should also be listed in order to award the appropriate amount of Prestige.

Example:

  • 1 winter coat
  • 2 pairs jeans
  • 1 sweater
  • 3 pairs shoes

 

Formatting Prestige Reports

When formatting Prestige recommendations, it is very important to pay attention to the emails sent out by Regional Coordinators and National Coordinators.  These officers report for a LOT of members.  Having the reporting done in a format that is uniform and easy to transfer into their larger reports will help the Regional and National staff as well as ensure accuracy in reporting.   Spending hours pouring over reports from dozens of sources and trying to compile them into one cohesive report is a daunting task.  This job can be made much easier when coordinators take the time to follow the format set out when the charity is announced.