SASMA Foundation

A.        Structure of the Foundation

  1. Organizational structure for the US and the Philippines
  2. Functional design of the organization
  3. Decision tree as it relates to directed initiative, and specific programs, identifying priorities, and potential source and use of funds.
  4. Report to the Community / Benefactors. Reporting arm of the organization responsible for the regularly (i.e. yearly or whatever frequency you decide) updating the donors of the progress of the programs being funded and how the funds were used.
  5. There must be a point person or persons who will be the face of the organization for the campaign. These maybe the same people that will come to the US for the annual (or whatever is required by the charter) meeting of the Foundation and its subsidiary board.

B.        Network in the United States
For this Foundation to be a formidable and sustainable organization, it will be necessary to establish a network that has a pervasive presence across the US. Lead contacts at identified states, including Canada, can serve a number of roles for the Foundation; some can be members of the Board, Chair of special committees, or Chair of Specula Events.

C.        Fund Structure Limitation and Constraints

  1. We need to know the seminaries position on restricted versus unrestricted funds, also called designated or undesignated funds. While it is best that donations are non-specified for restricted use, some benefactors will insist on this as a condition of participation. At times, their wishes will be aligned to you priorities, or juxtapositioned to them or even diametrically opposed to them.  In the end, it is the prerogative of the benefactor to designate the fund as they see fit. My sense is that you will have to acquiesce to this unless it is so off-based from the mission of the organization. You must be prepared to know how to deal with this at the outset.

D.       Fundraising Options and Selection

Two of the books I sent you, Ask Without Fear and Fundraising Buffet, list various friend and fund raising options. It would be beneficial for you to peruse through those and discuss the options, and consider those which resonates well with your organizational culture and that, which all of you can be comfortable.

E.       Collateral Materials Intended to Support The Campaign

It will be important to the benefactors of the US to see, feel and kinetically relate to the program they are supporting. To that end, we need materials, brochures, DVD, power point presentation, etc., which masterfully chronicles the story behind the campaign. We have assembled a team of volunteers with great functional expertise. Diane Watson, one of the volunteers is a professional photographer and public relations design expert. She will be traveling with us to Calapan and Tagaytay, along with everyone else to take pictures and will film people, events, buildings, and artifacts to help with constructing the story for the campaign. Lucia Kamm Stiegelmann and Mac Villanueva both educators and qualitative and media story line designer will assist Diane in pulling the materials together. In addition the team will also include a web designer, provided by my brother Felix, who will work with the team to design the webpage for the Foundation. Last but not least, Mary Ang, will serve as the functional expert for IT and Priscilla Villanueva, the logistics expert for the workout.

F.       Registration of the Foundation and Filing with IRS

For the Foundation to be considered a veritable not- for-profit organization in the US, the organization needs to be incorporated, board members identified, charter complete, and fiduciary structure established. Once this is completed, the Foundation will apply for a 501 (c) (3) status, which is a federal tax exempt status provided to not- for – profit organizations. Your contributors and benefactors will be asking for this information, so that they may claim their contribution as a tax exemption. The following information will be required to file for 501 (c) (3):

  1. Mission statement
  2. Board of Directors
  3. Article of Incorporation
  4. Develop a Budget
  5. Develop a record keeping system
  6. Develop and Accounting System
  7. Apply for Federal employer Tax id number  (EIN)
  8. File for state and local tax exemption
  9. Fulfill charitable solicitation law requirements
  10. Apply for nonprofit mailing permit

G.        Other Items
I am sure there are other relevant items that I may have overlooked.  Please identify and discuss them so that we can be better educated on matters that may be pivotal to your organizations mission, values and vision.