The success of the SML Charity Home Tour depends on the timely communication, cooperation, and teamwork of the Tour organizers and the volunteers from all eight charities. To eliminate any misunderstandings, the responsibilities of both groups are highlighted below.
The SML Charity Home Tour Board promises to fulfill the following responsibilities to each Charity:
- Provide the main contact of each charity with a calendar, noting training meeting dates, event dates, and due dates of assorted materials.
- Provide training and accompanying manuals and/or written information for all key volunteers.
- Appoint a Board member to serve as liaison to the charities. This person will:
o Answer any questions that arise, return all calls and respond to all emails (goal: within 2 days).
o Initiate periodic conversations with the charity’s main contact to review any issues.
o Notify the charity’s main contact person if any of its volunteers are not fulfilling their duties and be available to discuss solutions.
o Give and solicit performance feedback.
- Provide the basic supplies that are needed for the Tour days.
The Charity promises to fulfill the following responsibilities to the SML Charity Home Tour Board:
- Appoint a main contact to serve as a liaison between the Charity and the SML Charity Home Tour Board. This person will:
o Attend the informational meeting in January 2009
o Submit the key volunteer information (job, name, phone, address, and e-mail), the signed contract, and the official mission statement by January 31, 2009.
o Copy and distribute this agreement and the training calendar to all key volunteers.
o Assure attendance of key volunteers at all meetings.
o Along with the entire charity Board, work with the charity caller to secure AT LEAST one half of the needed hostess and traffic volunteers for the days of the tour. (Generally, the total needed is between 140-200; each works a 4 hour shift; key volunteers are not included in these numbers.)
o Solve any personnel issues by working with the non-performing volunteer or by replacing him/her with a more helpful volunteer.
o Respond to periodic conversations with the Board Liaison to review any issues.
o Give and solicit performance feedback.
o Attend the “distribution of funds” luncheon in November 2009.
- Appoint responsible key volunteers who will:
o Attend all training sessions.
o Read all materials pertinent to their jobs.
o Comply with all due dates.
- Promptly respond to all RSVP notices and return all calls and e-mails (goal: within 2 days).
- Have some representation at the Gala and any other special event (desirable, but not required).
Historically, the SML CHT Board and the participating charities have enjoyed a wonderful collaboration, but occasionally a charity has not fulfilled its responsibilities. In order to be fair to the charities that DO conscientiously complete their duties, the SML CHT Board reserves the right to reduce the allocation of the tour proceeds for any charity that repeatedly fails to perform. A verbal and written warning would be issued prior to such action. In addition, evaluation of future applications will include consideration of the charity’s prior commitment.
The signatures below indicate a commitment to fulfill the responsibilities listed above.
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Authorized Charity Signature and date
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Name of Charity (please print)
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SML CHT Board Chair Signature and date