The following is the new Legacy Society policy for Clarion County Community Foundation approved on March 17, 2010.
I. Name The name shall be Clarion County Legacy Society.
II. Organization A. A Legacy Steering Committee under the authority of the CCCF shall be responsible for Society activity and report regularly to the CCCF Board. B. The Steering Committee shall include volunteer Directors, former Directors, foundation friends, the Executive Director, and Society members in an informal manner expressed by attending meetings, volunteering for assignments, and being ready to assist on occasion. C. A chairperson, selected by the Steering Committee and approved by the Board, shall serve for an unlimited number of two year terms. D. Society membership is not a prerequisite for membership on the Steering Committee as we must recognize the timing and details of a planned gift are personal and delicate.
III. Legacy Society Membership A. Donors join when they indicate to the Steering Committee they have made a planned gift. B. Donors are not required to indicate the gift amount or type; however, if the information is volunteered it will become part of the Donor Record. C. The donor may be listed as an individual, couple, partnership, or family. D. The donor may always choose to remain anonymous.
IV. Donor Record A. Individual donor records should include name and contact information, name and contact information of the financial advisor, legal representation, and confirmation of the planned gift. B. The donor record should include personal information such include personal information such as age, family, involvement with CCCF, and Steering Committee contacts. C. The donor record should include a copy of the fund contract and other details affecting the gift.
V. Relationship Management A. A buddy system of two Steering Committee members should be assigned to each Society member with a record kept of contacts. B. When a nonprofit or organization is participating in a legacy campaign, the relationship management should be coordinated with the Steering Committee. C. The Executive Director will provide guidance in meeting IRS requirements when a potential nonprofit or organization does not initially qualify. D. Potential Legacy Partners may include but are not limited to the following list. 1. arts organizations, 2. cemetery associations, 3. churches, 4. civic clubs, 5. community organizations, 6. environmental organizations, 7. historical societies, 8. human service nonprofits, 9. regional, Commonwealth, and national interest groups without a private foundation, 10. school alumni, 11. social advocacy organizations, 12. veteran organizations.
VI. Recognition Activities A. Maintain an honor roll on the CCCF website. B. Maintain an honor roll page on Clarion Friends. C. Printed programs involving CCCF should include an honor roll of Legacy Society members.
VII. Donor Review A. The first follow-up contact with a donor by the Steering Committee should occur on the first anniversary of the planned gift. B. Subsequent contacts should be scheduled biennially to review changes and potential up grades of the planned gift.
VIII. Soliciting Donors A. The Steering Committee should prepare and submit for approval by the Board a general legacy brochure for individuals who may be interested in making a planned gift. B. The Steering Committee should prepare and submit for approval by the Board a guide for nonprofits and organizations preparing their own legacy brochure for members and friends to make a planned gift to their restricted endowment fund with CCCF. C. The Steering Committee should offer writing and editing support to nonprofits and organizations in the process of writing a brochure. D. The Steering Committee should prepare and submit for approval by the Board a follow-up brochure that explains the types of funds, memorial options, purpose statements, sunset provisions, fund committee structure, and other details. E. Contact information on the brochures should lead with two or more Steering Committee members and their phone numbers followed by the Executive Director and phone number. F. If a mail address is used it should be the Steering Chairperson’s Clarion County address. G. The Steering Committee should contact nonprofit leaders to discuss the creation of a legacy society brochure and a fund contract for their nonprofit. H. Maintain a Legacy Society appeal page on Clarion Friends. I. The Executive Director will prepare all fund contracts in cooperation with the Steering Committee and the nonprofit leadership based on contact information and interviews when feasible. J. The Executive Director and Steering Committee should collate all records.
IX. Honoring Deceased Donors A. The Executive Director and Steering Committee should maintain contact with the family. B. Offer the family the opportunity to receive CCCF minutes. C. Maintain an honor roll on the CCCF website. D. Maintain an honor roll page on Clarion Friends. E. Continue recognition of deceased donors. F. Keep an up to date description of the donor’s generosity to use in publications. Charles Marlin
