Recommendations from the Ad Hoc Structure Committee
Re: Development of Organization Structure
For the Measuring Success CONSORTIUM
July 2014
Charge of the Ad Hoc Structure Committee
The Measuring Success Project report produced for the CONSORTIUM in April 2014,
noted the ongoing concern of CONSORTIUM members with the CONSORTIUM’s lack
of structure. The future, ongoing services and success of the CONSORTIUM hinge
upon the development of a formal organizational and reporting structure. While the
CONSORTIUM has served its members well as a basis for networking and discussion,
the lack of structure and functions has hindered its ability to produce documentable
results and attract new members.
As a result, an Ad Hoc Structure Committee was formed for the purpose of developing a
recommended structure for the future governance and operation of the CONSORTIUM.
Recommendations of the Ad Hoc Structure Committee
The Ad Hoc Structure Committee met in June and July 2014 to discuss the needs of the
Measuring Success CONSORTIUM and to develop a possible structure that would
provide the foundation for the CONSORTIUM’s future operations. The following are the
recommendations of the committee:
Vision, Mission and Strategic Goals
The committee reviewed the vision statement, mission statement and strategic goals for
the CONSORTIUM, as contained in The Measuring Success Project report, dated 2014.
The committee indicated that the vision statement is appropriate as written, however,
the group felt that the mission statement could be “tightened up” somewhat. It is
recommended that the vision and mission statements be reviewed at the beginning of
each CONSORTIUM meeting to ensure that the work of the CONSORTIUM remains
on-focus. The committee also recommends that these statements be reviewed for their
continued relevance at least once every 3 years.
Fiscal Administration and Nonprofit Status
Initially, the CONSORTIUM was a loosely formed organization, comprised solely of
individuals from the nonprofit sector interested in program improvement, the
development of measurement tools for reporting program results, and improving
accountability. In the early days of the CONSORTIUM, this was accomplished primarily
through networking and information sharing. As the CONSORTIUM continued its work,
volunteer groups were formed on an as-needed basis to provide more intensive forms
of assistance to some of the organizations involved in the CONSORTIUM.
It eventually became evident that the CONSORTIUM would, on a case-by-case basis,
need funding to continue its work. Because of the lack of a formal structure and the
volunteer nature of the organization, it was decided that the group would not pursue
status as a recognized nonprofit organization and would not seek 501(c)(3) status
through the Internal Revenue Service; however, the CONSORTIUM also recognized
that nonprofit status is a prerequisite for obtaining funding through foundations, local
government, or other funding sources. As a result, the CONSORTIUM engaged in a
relationship with the Nonprofit Resource Network at Millersville University, wherein the
Nonprofit Resource Network acts as fiscal agent for the CONSORTIUM. This
relationship enabled the CONSORTIUM to apply for grants and contracts, with all
funding processed through, and managed by, the Network as a service to the
CONSORTIUM.
At present, there is some question as to whether the Nonprofit Resource Network will
continue its relationship as the CONSORTIUM’s fiscal agent. Even if the
CONSORTIUM adopts the recommendations of the Ad Hoc Structure Committee, the
Committee would not recommend the CONSORTIUM pursue 501(c)(3) status as an
organization for a number of reasons, including expense and other federal
requirements. The Foundation for Enhancing Communities (TFEC) was suggested as a
possible organization to approach as a new fiscal agent. TFEC engages in similar
relationships with other groups in the community; however, it must be noted that there is
a fee associated with this service and the CONSORTIUM would technically become a
project of TFEC. The Nonprofit Resource Network did not charge a fee. The Ad Hoc
Structure Committee suggests that research be conducted to determine what a
relationship with TFEC would entail contractually and financially, and that research also
be conducted to determine other organizations that might be willing to engage with the
CONSORTIUM as fiscal agent, and the fees those organizations may charge for that
service.
Administration
In the past, the organization has operated without benefit of formal administration. The
Committee recommends that the organization engage someone to act as the
organization’s administrator. While this person could be a volunteer, the committee
feels that a part-time paid staff person would offer greater stability to the
CONSORTIUM. To support the position, the CONSORTIUM would need to secure
funding to pay for the staff position, necessitating grant writing efforts.
The administrator would be accountable to the MSC Steering Committee. With input
from the Steering Team, the administrator would be responsible for:
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Development of meeting agenda
Meeting notices and reminders
Development an annual calendar, with input from the Steering Committee and
the CONSORTIUM at large,
Solicitation of materials and team reports for each CONSORTIUM meeting
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Attending and documenting the operations of other teams
Tracking ongoing interest in discussion groups and advising the Steering
Committee of inactive groups for determination of whether group should be
continued to disbanded
Advising the CONSORTIUM of possible grant/funding opportunities
Grant writing ???
Steering Committee
The Ad Hoc Structure Committee recommends that a formal Steering Committee be
developed. The committee would be comprised of a group of interested and committed
CONSORTIUM members who are willing to guide the work of the CONSORTIUM. The
Steering Committee would be responsible for:
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Supervision of the CONSORTIUM’s administrator
Executive-level decision making.
Oversight of the organization’s operations to ensure the accountability of the
CONSORTIUM and that the CONSORTIUM’s work remains on-track and
relevant
Approval of formal projects that the CONSORTIUM will engage in
Ensuring that project committees are accountable and produce results
Recommending termination of projects and discussion groups when results are
not produced within an agreed upon period of time or progress is not evident
Approving pursuit of grant/funding opportunities
Ensuring that the CONSORTIUM continues to uphold its strategic goals, mission
and vision
Engaging the CONSORTIUM in a review of strategic goals, mission and vision at
least once every 3 years to ensure they are still valid and relevant to the work of
the CONSORTIUM
Working with the administrator to develop a calendar to guide the work and
administration of the CONSORTIUM
Approval of the agenda for each meeting
Working Teams
The Ad Hoc Structure Committee recommends the development of working teams that
can be activated, as necessary, in response to the needs and current work of the
CONSORTIUM. Members would activate a team based on a group of members who
have common interest.
Initially, the Structure Committee recommends the establishment of the follow teams:
Tools, Techniques and Practices Team: This team will identify and present the tools,
techniques and practices used by nonprofit organizations that may be of benefit to
CONSORTIUM members:
Techniques and Practices
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Identification of key areas of concern regarding measurement that exist
among CONSORTIUM participants
Identification and sharing of techniques and practices that may be of interest
or benefit to CONSORTIUM members
Locating individuals with experience in areas of concern and invite them to
attend and make a presentation to the CONSORTIUM.
Providing a venue for intraorganizational story telling, with an opportunity for
participants to learn from the experience of others
Tools
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Identification of measuring tools that may be of interest to CONSORTIUM
members
Providing support, feedback and assistance to the development of evaluation
tools and processes
Offering access to useful tools and techniques for measuring program
success
Dissemination of information about tools to CONSORTIUM members
Website Team:
The CONSORTIUM’s website was considered to be a critical component of the original
plans for the Measuring Success CONSORTIUM. As originally conceived, the website
would be used for members to share information as well as the results of their outcome
achievement, and aid in the development of benchmarks.
Over the course of the CONSORTIUM’s work, it has become evident that, while the
website could provide a valuable tool for members and the public, it requires a
significant level of support for administration and upkeep. Funding will be required to
develop and maintain the website.
The Ad Hoc Structure Committee strongly recommends that the CONSORTIUM
develop a website team. This team would be responsible for:
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Developing a plan to ensure the best possible use for the website.
Securing funding for support of the website
Development and maintenance of the website
Making recommendations to the Steering Committee for information and
categories of interest to CONSORTIUM members and inclusion of such
information on the website
Recommendation and implementation of changes to the website, as approved by
the Steering Committee and CONSORTIUM members
Ensuring an appropriate vetting process is conducted prior to placing tools, case
studies, techniques, etc. on the website
Addition of Other Teams:
The CONSORTIUM may wish to consider the addition of other teams, as the needs of
the group changes. For example, a Bridge Team could be activated at some point in
the future, should there be sufficient interest or on as needed basis. The Bridge Team
might serve as a “bridge” between practitioners, funders and policy makers for the
purpose of collaborating to maximize resources and achieve the mission of each
collaborating agency.
Conclusion
The development of a formal structure is needed to support the strategic goals and
ongoing work of the CONSORTIUM. The ongoing commitment of CONSORTIUM
members is also needed to ensure the viability, functioning and relevance of the group.
A strong Steering Committee, as well as the addition of an administrator are vital to the
ongoing and effective operation of the CONSORTIUM. The continuance of a general
CONSORTIUM membership, along with the development of the recommended teams
will add the structure needed to enhance and maintain a strong and relevant
organization.
With the exception of a paid administrator position, participation on the Steering
Committee and all teams should be voluntary; however, in order to work, team
members should be committed to their roles and achievement of their goals.
Submitted on behalf of the Ad Hoc Structure Committee
Susan D. Wokulich, Chair