Staff: President
| AVP | MVP | CMVP
| IVP | EVP | Extensions
| Secretary | Treasurer
| Parli | COB | Exec
Dir | PA
External Programming Vice President
This appointed position is administrator of the External Programming areas. This Vice President supervises the four external state program managers and serves on the Future Directions committee. She also is the liaison between the MNWT and foundations and serves on the MNWT Foundation Board. The External Program areas cover education, projects or fundraising for the benefit of foundations the local, district or state level.
We are currently in our second year of our State Priority Project – Can Do Canines. Please go to the Can Do Canine SPM page to locate more information. If you have ideas for our next priority project bid, please contact the EVP or the Chapter Service Center.
Project 363- We feed the hungry on Thanksgiving and Christmas, but what about the other 363 days of the year? AT Fall State 2010, we will gather to assemble sandwiches for the food shelves.
The service project at Fall State is in its’ second year. Our obstacle has been the funding. At Fall State 2009, we made tie blankets for the Shriners Hospitals with the funding coming from the MNWT Foundation. It is our goal, to receive enough donations to cover the expenses and have a little start up fund for our next service project. Please ask your chapter to consider making a donation for this worthy cause. Send your donations to the Chapter Service Center, PO Box 232, Anoka, MN 55303.
- What are they? A transmittal is the 2-part form used to track monies raised in External programming areas only.
- When are they used? Every time your chapter runs a project and/or makes a donation of money or items, a transmittal should be sent with the value of what was donated.
- Examples of projects: A donation can be clothing or other items donated to a shelter or camp; donations of items gathered for our priority project; books donated to a library; flowers planted in your community park; food shelf donations; donations to a foundation such as March of Dimes or Relay for Life; a Halloween party that you sponsor & pay for everything and do not charge to attend; donations supporting your local girl/boy scout troop; sponsoring a family or giving program at Christmas or Thanksgiving; monetary donations to school programs or projects.
- How are they used? The white copy is sent to the state treasurer; the yellow copy is retained for chapter records.
- Where do I send the money? If the donations were made locally, there would be no check to send. If you have raised money for a foundation, you may send the check directly to the foundation or to the state treasurer. All other checks are sent to the state treasurer with the transmittal. Make sure the check is made payable to the Minnesota Women of Today!
- When can I use the Online Transmittals? The online transmittal submission is for those donations that have already been sent to an organization or foundation. This donation can be a local donation. If you need to send in a check, please use a paper transmittal.
- Why should we send them in? Transmittals help track the dollars donated by our chapters. By compiling the information from these “official receipts”, we are able to see how much money was donated statewide. Careful records are maintained by the state treasurer to ensure funds are not counted twice.
- Who should fill them out? Each chapter will determine who will be responsible for filling out the transmittals, i.e. the treasurer or project chair. Develop a system that works for your chapter, whether it be completing the transmittal as soon as the project is finished, or completing transmittals at the end of the trimester. Please note the treasurer will need transmittals early in the third trimester. However, as a PVP or LPM you can check to ensure transmittals have been sent and/or offer to help.
Members who complete the following six requirements in programming within the Minnesota Women of Today certifications are also recognized by the USWT. Recognition occurs at either the USWT Midyear or National Convention. If the members have been participating and certifying at a local level, the OAP certification is easy. All certifications are sent to the USWT Programming VP. The Outstanding Achievement in Programming certification requires the following:
- Certify in Effective Speaking or Writing;
- Certify in the STEP program that applies to you;
- Certify in Focus on Women;
- Participate in a program involving the USWT External Area
(currently Domestic Violence);
- Participate in a program that is offered by your state
and not the USWT; and
- Participate in one competition on the State or National level (competitions include Effective Writing, Effective Speaking, STEP Focus
on Women, Project Recognition, MN WT Mid-year or Year-end entries, and MNWT Special Project Entries).
As you know, Hearing and
Service Dogs of Minnesota is our current priority
project begin in the 2010/2010 year.
What counts as a service hour?
Educating, fund raising, writing an article, giving a report, passing out information, project fairs, and working on a project (everyone involved) count towards service hours. It is very important to report this information on your reports whether it is an LPM or DPM report. This is the only way MN WT is able to really know the impact we are having with the foundations we support. Historically, the total service hours recorded is much less than the actually service hours worked.
How do you figure service hours?
Service hours should include time that ALL chapter members worked on a project. This includes committee work, planning meetings, set up, the actual project, clean up, and preparing final reports. Figure service hours for EVERYONE that worked on a project, not just the committee or chair.
How are service hours calculated: Number of individuals working on project X Number of hours worked
Example: Games in the Park - One Project for Youth and Community Involvement
Committee meeting: 5 members X 1.5 hrs = 7.5
Buy prizes: 2 members X 2 hrs = 4
Set up: 10 members X .75 hrs = 7.5
Running activity: 15 members/volunteers X 2 hrs = 30
Clean up: 10 members X .5 = 5
Write up, report at meeting, newsletter article: 1 member X 1 hr = 1
Total Service Hours: 55
Total Money Raised: $500.00
How do you track service hours?
- Ask your chapter president to put an information needed line on the meeting agenda. Information needed can include the number of members participating, service hours, dollars raised. When the committee reports, information can be filled in.
- Have paper copies of the LPM reports available at each meeting. Encourage the LPMs to record any monthly activity in their area during the meeting. At the end of the trimester use the three handwritten sheets to complete the Trimester LPM report that is submitted to the district program manager and state program manager.
- Encourage project report information to be included in your chapter newsletter. All members have use of this information to complete their reports.
- Define what area each project should be reported under at your meeting. Remember, that there are new members that are LPMs and they are not always sure what area an activity or project should be reported in.
If your chapter missed reporting for a trimester, it is never too late to send the information in! Either send a separate report for that trimester or include it in the trimester that you are reporting on.
Here are some tips for increasing fun and awareness in programming. Consider one of these ideas for improving awareness of external programming:
1. Feature a programming area
- Take the time to feature one programming area at your chapter/district meetings. You could put an article in the newsletter, special presentation during your report or as a handout during the meeting.
- Ask your program manager to partner with you to - put your heads together to come up with something fun and new.
- You could do 1 area a month for the next 6 months or 2 per month for this trimester.
- You might start with the areas that do not have a program manager - this will focus attention on this area and a program manager may step forward.
2. Make a fun presentation
- Each SPM is using fun facts, quizzes, games etc., in their written information. Use that information or contact them if you are looking for some specific information or ideas. They would love to help you come up with ideas.
- Invite a speaker. Utilize your state program manager - they love the chance to promote their areas. I would love to come to your meeting and give an overall presentation on the programming areas or specific to any topic. There may be many people in your community that are available and willing to come in.
3. Hold your own project/programming fair - A project fair is a great way to bring information on all of the areas to your chapter or district. You might pair up with another chapter or district to accomplish this.
- Ask program managers to help with displays, educational information to promote their area.
- Schedule your fair before a chapter meeting or as part of a membership night.
- Invite state program managers and myself to help with the preparation or travel and assist you.
One of the most important things you can do as a programming vice president is to relay information from chapters and the district to the state organization and from the state to the chapters and districts. Here are some tips to help encourage reporting:
Ask for reports
- Make sure program managers understand what is expected of them
- Show program managers the forms needed
- Explain that reports can be filled out online at: www.mnwt.org
- Type a blank report and email them - they can fill in the blanks and email it back
Reminders may be needed
- Time your reminder about 1-2 weeks before the deadline
- Email is a great tool to use - everyone is busy
- Follow up with a phone call, if necessary
- Postcard reminders can be fun
Recognition is very important - remember your LPMs and DPMs are volunteers just as you are
- Never underestimate the power of a simple thank you
- A small thank you type of incentive is nice. Candy, chocolate, supplies such as postcards, pens or post it notes are useful. Have fun with your theme.
- Consider having a drawing each trimester or at year end for all DPMs or LPMs that turn in reports. If reports are given all four trimesters, throw in their name one extra time.
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