Hi everyone,
I'm looking for the best way to code information on volunteer positions, such as subcommittee chairs or officer positions. We keep information on Board/Council memberships as attributes ("Auxiliary Board/former member" or "Trustee Committee/Development" for example), but I'm curious how other folks are tracking leadership committee members. For example, I want to be able to easily see if a donor is the past chairman of a Council or an event chair.
Are these simply additional attributes?
Thanks!
Steph
We use relationships for these. For event committees, we create an account for the committee (e.g. Gala Committee, Mock Trial Committee...) and add everyone on the committee as an affiliate in that account. For different board committees, we add the relationship to the Shakespeare Theatre Company account and choose which board committee it is under affiliate type. Using relationships allows us to see start and end dates for all committee members. It's great for historical information. You can also search the committee in Tessitura and have all active members show in the search results.
Aloha Stephanie,
We use different constituencies to track committee members, but restrict the viewing access for our Development team only. Using constituencies works really well because you can set start/end dates matching their term, and it's easy to save the constituency in a list and apply it to messaging, solicitations, giving reports, etc. Feel free to email me with any questions at kbarber@honolulumuseum.org
Hope this helps!
honolulumuseum.org
Hi I second Allison's approach as Relationships track connections really well with the date tracking, etc. I also like it because if you do as she suggests and set up the "Gala Committee" once, then you can look at the relationship tab for the Gala Committee and see at a glance who was on that committee together (i.e. does Suzie know James? Ah yes, they should know each other because they were on the committee in 2015). Very rich context can be gathered using this approach.
We use Activities to track our chairs/committees/former board members. We created an activity type like BRD Finance Committee and the performance is the fiscal year and the status is Committee Member or Committee Member. We add a new one for each year they are on a committee, then we can pull the activity into a list or extraction if we are looking for them.
Totally agree with this. We just started it a few years ago and it's fully worth the beginning-of-the-season effort to update the database. Have also created and tracked special committees like leadership search committees. Super useful info.