3. Staff Orientation
Agenda
By: Janice Morgan, Special Assistant to CEO
Overview /History of Oklahoma Chapter
Chapter review
Administrative Information
Employee Policies and Procedures
Kate Scruggs, Director of Finance
Accounting Overview
Payroll/Benefits Review
Lindsay Jordan, Director of Development
Donor/Foundation Relations
Major events
Nellie Windsor, Director of Communications/Tulsa Programs
Randle Lee, Regional Director/OKC Office
•
Public Policy
Diane Wood, Director of Programs
Educational Programs
Training
4. Oklahoma Chapter
by Janice Morgan
Current Organizational Chart
Brief History
Key People – OK Chapter and National Alzheimer‟s Association
Mission Statement
Vision Statement
Current Chapter Strategic Plan
Financial History/Annual Report
Newsletter Sample(s)
5. Management Team
Mark Fried
President/CEO
Janice Morgan
Special Asst. to CEO
Debbie Ash
Director of Administration
& Board Relations
Kate Scruggs
Director of Finance
Lindsay Jordan
Sr. Dir. of
Development
Nellie Windsor
Director of
Communications
Randle Lee
Regional Director
Central OK - OKC
Diane Wood
Director of Programs
6. Our History
The Alzheimer‟s Association was founded in 1980. Tulsa was
known as the Tulsa Green Country Chapter – just one of 203
chapters nationwide over the next decade.
In 1996, the OKC and Tulsa Green Country Chapters merged to
become “The Oklahoma Chapter”.
Then, through a national realignment plan in 2001, many of the
over 200 chapters merged through a National realignment plan. It
was during this time that Oklahoma merged with Arkansas to
become: “The Oklahoma and Arkansas Chapter, Inc.”
For over 12 years, we remained a two-state chapter with 5 offices.
7. Our History
On June 30, 2013, the Board of Directors
voted to separate the Arkansas
operations in an effort to better serve the
overall mission of the Association.
Arkansas became a separate chapter
under the National Alzheimer‟s
Association: “The Arkansas Chapter”.
8. Return to a one-state Chapter
Effective July 1, 2013
We once again became a single state chapter:
“The Oklahoma Chapter”
Proudly celebrating
30 years of service to Oklahoma
families!
9. Our Chapter’s History
Our current budget is slightly in excess of $3.5
million.
The chapter’s headquarters are in Tulsa, with an
office in Oklahoma City and an outreach office
opened in Lawton in January 2014. Another
outreach office is planned in Enid later this year.
Currently there are 21 FT and 2 PT employees.
10. Our Board
Current Chapter Board membership stands at 27.
Our Advisory Board was formed in 2005 as a result of strong
leadership of Chapter board members whose terms were
expiring. In an effort to retain their valued leadership, vision
and commitment to our cause, the Alumni Advisory Board
was created.
As chapter board member’s terms expire, they are
considered for the Advisory Board as determined by the
G&N Committee. Current membership stands at 18.
11. Our History –
the National Perspective
The Alzheimer's Association® is the world’s leading
voluntary health organization in Alzheimer’s disease
care and support and the largest nonprofit funder of
Alzheimer’s disease research. It was founded by
leading Chicago businessman Jerome H. Stone and
representatives from several families who had met
with the National Institute on Aging to explore the
value of a nonprofit organization to complement
federal efforts surrounding Alzheimer’s disease. That
meeting resulted in the formation of the Alzheimer’s
Association in 1980 with Mr. Stone as president.
12. Our History –
the National Perspective
Today the Alzheimer’s Association includes more
than eighty chapters across America and national
offices in Chicago and Washington, D.C. Its mission
is to eliminate Alzheimer’s disease through the
advancement of research; to provide and enhance
care and support for all affected; and to reduce the
risk of dementia through the promotion of brain
health. Its vision is A World Without Alzheimer’s
Disease®.
13. Our History –
From the National Perspective
Harry Johns became
President/CEO of the
National Alzheimer’s
Association in 2006.
He formerly served the
American Cancer Society
for 23 years.
14. Shared Fundraising Model
In 2006, National developed a shared fundraising
model in an effort to emphasize cooperation, not
competition throughout the network.
Our chapter was the first nationwide to enter the
Shared Fundraising agreement with the National
office.
Over the next several years, as this model became a
best practice, other chapters also joined. While some
chapters elected not to join and thus are no longer
part of the National Association, we currently have a
total of 80 chapters nationwide.
15. Shared Fundraising
SF incentivizes the National
organization to invest in Chapters and
allows for an unrestricted sharing
formula of locally raised and
unrestricted funds, as follows:
10% - Nationwide mission
60% - Chapter
– 60% remains with chapter;
– 30% goes to National; and
– 10% Nationwide Mission
30% - National
This effort has strengthened our
nationwide competitive advantage,
pulled us together as an organization
and accelerated progress toward our
mission.
16. New Chapter Leadership 2010
Following the retirement of longtime
chapter President/CEO, Judi Ver Hoef,
Mark Fried was promoted to this position
effective July 1, 2010.
Mark joined the Association in 2005 as
regional director in the OKC office and was
later moved to EVP.
17. Our Mission
Mission Statement
Oklahoma
and
Arkansas
Chapter
‘To eliminate Alzheimer’s disease through
the advancement of research;
to provide and enhance care and support
for all affected;
and to reduce the risk of dementia
through the promotion of brain health’
18. Our Mission
Mission Statement
Vision Statement
Oklahoma
Oklahoma
and
and
Arkansas
Arkansas
Chapter
Chapter
‘To eliminate Alzheimer’s disease through
the advancement of research;
to provide and enhance care and support
for all affected;
and to reduce the risk of dementia
through the promotion of brain health’
‘A world without
Alzheimer’s disease’
‘
19. Annual Report
Annual report is available on website.
Questions:
Kate Scruggs, Director of Finance
Serves as staff liaison - Finance Committee
20. Strategic Plan
This is a collaboratively developed plan developed for all parts of the
Alzheimer's Association and includes the overarching Association-wide
strategic objectives and priority activities on which each part of the
organization and all staff are monitored and measured during the years
of the plan.
The Oklahoma Chapter will meet with National staff member, Jim Wilgus
on April 16 for an overview of the new Plan and determine the Oklahoma
Chapter‟s priorities as it relates to the SP.
Staff measurable(s) will be determined for the coming fiscal year and will
be reviewed quarterly as employees meet with supervisors to measure
success in their given goals.
22. NATIONAL ASSOCIATION
KEY PEOPLE
Harry Johns – CEO at the National office; formerly with
American Cancer Society for 23 years
Mike Houston, Director of Principle & Major Gifts, is our direct
contact for OK Chapter
Robert Egge, VP of Advocacy/Public Policy; Washington D.C.
office.
Scott Gardner, VP of Chapter Relations at the National Office
– Jim Wilgus, Senior Director of Chapter Relations, has
responsibility over our region and facilitates Chapter‟s Board
and Management Team retreats, and staff meetings as
appropriate.
23. Chapter Advisory Board
Leadership
–
Jackie Kouri: Served on Chapter board 2004-2012; Elected to
National Board in 2010. She is a leader in both development and
advocacy, having chaired these efforts at the local and national
level. She facilitates the board orientation for new board members.
–
Bob Thomas: (Past) National and local Board member; (former)
Vice Chair of National Development Committee. Bob is a staunch
supporter, advocate and fundraiser--Bob was #1 Walk Fundraiser in
the nation for FY13!
–
Others: Craig Silberg, Harry Sheline, served as Chairmen of the
Board
(See Advisory Board Roster for complete list of members)
24. CHAPTER
BOARD LEADERSHIP
LOCAL: (See Current Board Roster)
Charlie Harding:
Key chapter board members serving in key roles include:
Top Walk fundraiser in Tulsa over past 12 years, raising
over $325,000. Recognized in FY13 as 4th Top Fundraiser Nationwide. Has
served on board for 7 years (of 8 year term); was a former member-at-large of
Executive Committee; also served as Chapter Delegate to National Assembly in
2009.
–
–
–
–
2014-2016 Chairman of the Board – Jeff Cope
Immediate Past Chair: Craig Silberg (Fisher-Silberg Group)
Executive Committee: Jeff Cope (Tulsa); David Murlette(Vice Chair-Tulsa);
Jim Holman (Treasurer - OKC); Greg Shaw (Secretary – Tulsa); Susan
Dornblaser (Tulsa); Julie Sloan (OKC); Susan Walker (Tulsa)
Standing Committee Chairs: Personnel: Julie Sloan; Finance &
Compliance: Jim Holman; Development: Greg Shaw; Program: David
Murlette; Public Policy: Susan Dornblaser; Governance & Nominating –
Susan Walker; Compensation: Jim Holman; Audit – Paul Williams
26. Debbie Ash - Role
Director of Administration and Board
Relations, for the OK & AR Chapter
–
–
Executive assistant to CEO
–
–
–
Communication link for all staff; scheduling time with CEO
Liaison to Board of Directors: All board correspondence should
be directed to Debbie for distribution.
Chapter files/National reporting
Corporate records
NOTE: Human Resources: Janice Morgan, formerly Sr. Director of
Administration and Board Relations, now PT Special Assistant to
CEO, has responsibility for policies and procedures and is
responsible for new hire processing. Janice is the link with chapter
MT for hiring process/procedures; pre-hiring documentation and
orientation.
28. Supplies - Printed Materials
Stationery, envelopes, acknowledgement cards, donor
envelopes, and Chapter brochures should be
requested/handled through Debbie Ash.
Most Alzheimer’s brochures ordered through Insite/
Alzheimer’s Store online; others printed by chapter
(contact: Nellie Windsor). NOTE: All flyers,
invitations, notices, etc. should be reviewed by Nellie.
Routine office supplies: Office Depot
–
–
–
Online ordering (Debbie in Tulsa; Jan in OKC)
Use Office Depot purchasing card for urgent purchases from local
store ONLY. This assures we receive our discounted pricing; is
NOT a credit card; need to take Alzheimer’s credit card, petty cash
or be reimbursed (with proper receipts).
Remember: Sales tax exemption for OK
29. Approved Policies
Cell Phones
Inclement Weather
Communication Policy
Leases and Contracts
Computer Usage
Leave of Absence
Conflict of Interest and
Record Retention
Disclosure
Severance
Corporate Sponsorships
Shared Fundraising
Donated Hours by
Social Media
Employee
Travel & Entertainment
Dress/Appearance
Whistleblower
Incentive Compensation
30. Employee Handbook
Employee Handbook and Acknowledgment
– Acknowledgment and Statement of Disciplinary Action
–
policies is to be returned for personnel file
Upon receipt of revised Handbooks, old copies are to be
returned to Tulsa Administration. Also, in the event you
leave employment with us, the Handbook is to be given to
supervisor.
Please sign Handbook Acknowledgment and Statement of
Disciplinary Action Acknowledgement forms, returning to
Janice Morgan or Kate Scruggs.
Please note that handbooks should be returned
to Administration if employment is terminated.
31. Volunteer Recruiting
by: Janice Morgan
– Chapter - Volunteer Packets
Checklist
Application
Background Checks
Orientation process
Volunteer Handbook
– Volunteer Management : Everyone Ready
Insite: volunteer management/online training tool
available 24/7, allowing you to soak in information at your
pace. The site provides a new seminar or self-instruction
guide every third Monday of the month.
32. Administration
Phones/Internet Communication
Email accounts for all staff; not for personal use and are
monitored. Use “Out of Office Assistant” as needed; remove
when you return!
“Chat” via Google Chrome
Google Hangout – limited availability for face-to-face
meetings/communication purposes. (Cameras not on all PC’s)
Change VM as appropriate; i.e., out of office, vacation, etc.
Check/delete messages daily.
Intercall Teleconferencing
– each office and department has assigned passcodes for
use of Intercall teleconferencing. (Q’s? Contact Debbie
Ash)
33. Administration
Janice Morgan
Board Committee Reports and Minutes– These are
required for each committee meeting throughout the
year for chapter files.
– All Committee minutes are to be submitted to Debbie Ash/
Administration immediately following each meeting
(i.e., Leadership Council, Public Policy, Program, etc. using
appropriate templates for both agendas and minutes).
– Shortened “Board Reports” are also to be provided for
sending to board members for including only the highlighted
accomplishments from each committee (a short/concise
bullet list only)
– Committee rosters are to be kept current and provided to
Administration annually or as updated.
34. Useful Information
Directories
–
Debbie maintains directories for staff and board, including alumni
advisory board – NOTE: not for external distribution
–
National Office directory – available on Insite
Sam‟s Club (Tulsa) – for office “kitchen” supplies
Federal Express account
U.S. Mail
Branding – always seek advice from Nellie Windsor, Communications
Director, to ensure branding guidelines are followed! All flyers and
handouts used by staff should be reviewed before use!
Accident report form for use at all Association events/programs in the
event of accident/injuries. (NOTE: Find forms on Shared/Forms)
36. Staff Participation
Major Events
Walk to End Alzheimer‟s® – It is a requirement that all
staff engage as participants for Walks in each office.
Memory Gala attendance will be managed by supervisors
or development staff in each office. Staff may attend
events across office boundaries as needed.
Annual Education Conference* – Led by program staff
with development staff responsible for raising
sponsorship dollars.
– Special volunteer award recognition included during the
luncheon.
*Effective 2014, may be discontinued or changed from current format.
37. Programs Overview*
*Full Program Orientation provided by Director of
Programs and/or staff
Oklahoma Chapter
Diane Wood, Director of Programs
38. Purpose and Goals of Programs
The reason we exist!
Without help, families usually experience
serious consequences
We have provided CEU‟s for many of our
education programs in an effort to help
healthcare professionals receive credits as
part of their professional education
Our services help people cope, develop
care giving skills and deal with emotions
39. Program Materials
1.
Please review the following:
Basics of Alzheimer‟s brochure &
2.
Chapter Program Brochures
on INSITE, ongoing training
Review the „Core‟ Programs of the Common Program Plan on
Insite - Insite.alz.org – Programs and Services Tab
Information & Referral
Support Groups
Care Consultations (level 1 & level 2)
Medical Alert/Safe Return
Community Education
Early Stage Program
40. Programs Overview
Review the following videos: (all staff)
Inside Looking Out
Alzheimer’s Association
HBO Project Hope (4 hours)
Participate in a minimum of the following:
(program staff requirement; other staff, at your option)
1 Care Consult
2 Community Education activities, and/or
1-2 Support Groups
An activity that involves the Person with the Disease (PWD)
41. Program Overview
Professional Education:
Fee-based educational programs to the Senior Community
Resource programs. Fees are based upon each regional office
determination.
The following programs require specific training by a staff
Master Trainer prior to a staff member conducting these
programs:
Foundations of Dementia Care
Activity Based Alzheimer‟s Care
Professional Compassion Fatigue
First Responder Training
42. Program Overview
„Drawing on Memories‟: An Early Stage Art Program based off the
Metropolitan Museum of Art dementia program. (These are
grant-based programs)
In Tulsa, programs are available at:
Philbrook Museum
Gilcrease Museum
Montereau
Water Works Art Center (Sapulpa)
and OASIS Adult Day Care
The OK City office has established similar programs at:
OKC Museum of Fine Arts
Fine Arts Institute of Edmond
43. Program Overview
Audiovisual and literature lending library
Family services provided by volunteers in collaboration
with faith congregations (Care Connections) – respite,
telephone support, errands, etc.
Younger-Onset is a network of communications and
services for PWDs younger than age 65.
Living with Alzheimer‟s/Caregiver Service Series:
access to assistance; counseling; and education.
Information for caregivers and also program for the
person with dementia to attend at same time.
ACO – All Calls Option/Helpline: 24/7
45. Volunteers
Volunteers must complete the Volunteer Application
packet, which includes a background check. (NOTE:
review packet)
Volunteers needed for:
–
–
–
–
–
Office tasks
Helpline
Family support (respite, supportive phone calls, errands, etc.)
Support group facilitators
Events/Other (Walk, Galas, conferences, etc.)
46. LASRmetrics
Definition:
A report compiled from all chapters nationwide
as a way of measuring the capacity of the
Association, i.e.:
This is how it is helpful:
For grant writing purposes
For use in reporting, including press releases,
annual reports, board meetings
47. LASRmetrics
LasrMetrics tracks the following:
Programs:
Information and Referral
Care Consultations
Support Groups
Education Programs
Media/communications
Chapter website visits
Newsletter circulation
Media contacts (press releases, radio, newspaper, etc.
Public Policy Activities
48. Orientation to Public Policy and
Diversity
Public Policy Committee –
Susan Dornblaser, Chair
Randle Lee, Oklahoma Public Policy Representative
Oklahoma Chapter
49.
Annual Public Policy Forum: Advocates from around the
country travel to Washington, D.C. in the spring of each year
to promote key advocacy issues. (April 7-9)
Attendees: Board Members/spouses; key staff; experienced
advocates; persons w/ Alzheimer‟s. All attendees pay their
own expenses. Our chapter has had excellent
representation, with 15-20 attendees each year from our
chapter territory.
50. OVERVIEW
Goals:
To position Alzheimer’s disease at the top
of national and state public policy agendas
through a coordinated effort
Improve quality of care for those with
Alzheimer’s or related dementias; AND, to
increase federal research funding
As a result of our efforts, we have
increased advocates nationwide by over
34% over the past two years
51.
Advocacy/Public Policy Committee, chaired by
Susan Dornblaser
– Randle Lee, Reg. Director, is OK
representative
Recruit and train advocates at the grassroots level
Ambassadors – to represent Alzheimer‟s
Association in communicating with state
legislators in each district
53. Communications
by: Nellie Windsor, Director
ALL IT issues should be addressed to Nellie
Tulsa Program Department staff
Newsletters: printed and e-newsletters
Social Media
Website submissions for chapter events
Branding: Responsible for proper use of all
branding guidelines. NOTE: staff must have
Nellie’s approval of all chapter
flyers, brochures, etc. created internally, before
printing or distribution.
Media/communication and marketing strategies
54. Main Events
For updates to website, newsletter articles, etc:
Remember to notify Nellie of your local events!
Walks
Galas
Education Presentations
Chapter Program events
Support Groups
55. Technology
No unauthorized software or screensavers (per
Computer Usage policy)
Requests for access to VDI for ResultsPlus and
Helpline software must be requested through
her.
NOTE: No software or computer equipment should
be purchased without Nellie‟s approval
57. Finance: Payroll/Benefits
by: Kate Scruggs
Pay Days: 15th & last day of the month via direct
deposit
– Employees are responsible for completing Time sheets (online)
prior to end of each pay period. Will then be signed off on by
your supervisor. Access for accumulated vacation and personal
time.
– Requests for Time Off: Complete Online – request(s) must be
approved by supervisor.
58. Benefits
by: Kate Scruggs
Medical
–
Available for employees working 30 or more hours per week.
–
Currently the association pays for all but $65 (February 1, 2012) of the
monthly premium for the employee. Spouse/Dependent coverage is
paid by the employee
–
Includes a medical reimbursement plan consisting of reimbursement of
80% of the deductible expenses in excess of $300
Dental
–
Currently the association pays 50% of the monthly premium for the
employee. Dependent coverage is paid by the employee
–
Available for employees working 30 or more hours per week.
59. Benefits
by: Kate Scruggs
Group Term Life and AD&D
Available to employees working 30 or more
hours per week at no cost . Will pay your
beneficiaries an amount equal to one time
your annual salary to a maximum of $75,000.
There is additional benefit should you die as a
result of an accident.
60. Benefits
by: Kate Scruggs
Optional Coverage Available:
–
Additional Term Life – increments of $10,000 not to exceed 5x
your annual salary. New hires are automatically approved for
$100,000
–
Additional AD&D increments of $10,000, not to exceed 5x your
annual salary and not to exceed the additional Term Life.
–
Dependent Life (spouse)– increments of $5,000, not to exceed
$150,000 and 50% of the employee’s additional term life.
–
Dependent Life (children) – increments of $2,000 not to exceed
$10,000 and 50% of the employee’s additional Term Life.
–
Short-Term Disability/Cancer Insurance– Customizable options
available
61. Benefits
by: Kate Scruggs
Section 125: Two parts – premium only coverage and
Flexible Spending
Premium-only coverage allows the employee‟s portion of the
insurance premiums to be withheld pre-tax. Employees enrolled in
medical or dental coverage are automatically enrolled in the
premium only plan, unless they opt out.
Flexible spending allows employees to set aside a portion of their
salary pre-tax for certain out of pocket medical expenses and/or
dependent care. Annual maximum of $2,400. Administered by
Infinisource and includes a “Benny” card allowing expenses to
specific vendors to be paid directly by the administrator.
62. Benefits
by: Kate Scruggs
401(k) plan
Employees are eligible for the plan following 90 days of employment and
can join at the semi-annual enrollment periods on January 1 or July 1.
Employees are automatically enrolled in the plan at 4% at the first
available enrollment date following the waiting period unless opted out of
the plan, or have submitted an enrollment form requesting that a different
percentage be withheld.
The Association matches 50% of the employee‟s contributions to a
maximum of 6% of the employee‟s salary.
63. Benefits
by: Kate Scruggs
Incentive Compensation Plan - an
employee bonus program providing the
Chapter meets specific financial goals plus
4 of the 5 strategic and measurable goals as
established by the National Strategic Plan.
This Plan is subject to Board approval and
may be changed or eliminated at their
discretion.
64. Benefits
by: Kate Scruggs
Vacation
Eligible employees accrue vacation time each pay period. Vacation time
is available for use following 6 months of employment. New full-time
employees accrue vacation at the rate of 3.33 hours per pay period.
Part-time employee‟s vacation accrual is based on (reduced) hours
worked.
Personal Time
Available for illness, medical appointments and personal business that
can only be accomplished during business hours, but is not to be used
for vacation purposes. Employees will accrue personal time at the rate of
4 hours per pay period.
Paid Holidays
Staff enjoys 10 paid holidays per year plus one floating holiday.
See Employee Handbook
66. Development/Major Gifts
Major Gift Cultivation – a shared responsibility with
regional staff in cultivating major gifts, planned
giving, corporations and foundations for the purpose
of meeting fundraising goals as set forth annually.
National Major Gifts/Development Staff: names to know
Claudine Larocque, Sr. Director, Relationship Development
Mike Houston, Director of Principle/Major Gifts/Central Region
67. Development
Chapter Staff:
– Lindsay Jordan – Senior Director of Development: Oversees all
–
–
–
–
development efforts; including grant writing, etc.
Sarah Hauptman – Special Events Coordinator; oversees Tulsa Walk
and Gala
Alex Rosa – Database and Research Administrator, Tulsa:
Responsible for ResultsPlus, our database management program
Kacee VanHorn –Development Manager for Central Oklahoma (OKC
office)
Colin McKewen - Walk Manager in OKC
68. Q & A’s
Questions /comments
Adjournment
Thank you for attending!
Contact your supervisor or Debbie Ash with
any questions!
