A chapter and its service team(s) may choose to conduct activities in collaboration with other organizations or multiple service teams to meet a mutual goal. Collaboration means that the organizations involved join together and truly share (equal participation) in planning and sharing resources and responsibilities to meet the goal.
Before the activity, it's important for the service team(s) and the organization to determine, together, each group's "fair share" of activity results so the chapter service team knows what to report to the chapter after the activity is completed. For more information on determining fair share, see Reporting & Fair Share below.
Using Care Abounds in Communities® Funds
When a community service team collaboratively cohosts a fund-raising activity with another organization for the Care Abounds in Communities® program, supplemental funding can be provided as long as:
- The activity was preapproved by the chapter leadership board.
- The chapter service team is able to provide information to the chapter leadership board to support their involvement and the service team's fair share of the activity results.
The chapter leadership board votes on how much to supplement the service team's fair share of funds raised at the activity. Funds raised can be supplemented up to $1-for-$1 for the recipient type as long as the chapter does not exceed its remaining allocation.
Important: Funds raised solely by another group or donated from the chapter or another organization are not eligible for supplemental funding.
Who donors make their checks payable to is a question the chapter service team will want to discuss with the co-hosting organization early in the planning process. Chapters are encouraged to do what makes the most sense and is the least cumbersome for those involved.
Chapters conducting a fund-raiser don't need to ensure that money raised comes through the chapter checking account. When donors write checks for a third party, to churches or organizations for example, then that third party should receive the check and does not need to write the chapter a check for the total amount raised.
- If a chapter is co-hosting an event with another not-for-profit where that not-for profit is the recipient, checks at the event should be made payable directly to the not-for-profit and stay with that not-for-profit. Those dollars should not be sent to the chapter.
- If the chapter's service team is working with other organizations to benefit a third party, such as the chapter service team joining forces with the church and another not-for-profit to benefit a local food bank, it might make sense to have all donor checks issued directly to the recipient food bank or to the church. If those working on the event feel they'd like to use the chapter's account to collect all the funds raised, they could ask donors to issue their checks to the chapter, and the chapter would then deposit those funds.
- Chapters should not ask churches or organizations to send one check for proceeds raised to the chapter.
- Individual donor's checks made payable to the chapter should continue to be deposited into the chapter's account.
- Regardless of whether donors' dollars are made payable to the chapter, the chapter service team(s) still need to complete paperwork and provide an estimate of the service team's fair share of the dollars raised at the event (the amount attributed to their participation), volunteer hours worked, etc., at the event. For more information on determining fair share, see Reporting & Fair Share below.
- A check for the Care Abounds in Communities' funding is sent to the recipient, along with any fund-raiser proceeds that were deposited into the chapter's account, when applicable.
Reporting & Fair Share
When a chapter service team is working with another service team or organization on a fund-raiser or hands-on service activity, the chapter only reports the results that are directly attributed to the service team's involvement in the activity – its fair share. We don't want to report the total funds raised or all volunteer hours worked at an event unless the chapter service team was doing all of the planning, preparing for and conducting of the activity.
If multiple chapter service teams host an activity, each service team should report only its fair share of:
If a chapter service team cohosts an activity with an organization instead of another chapter service team, the service team should report what it feels is its fair share of the attendance (i.e., the attendance that the service team feels was a direct result of its members' involvement in the activity).
A good rule of thumb to determine fair share is to ask how much more was raised as a result of the chapter involvement – perhaps based on the number of volunteer hours contributed by Thrivent chapter members.
Example: Total volunteer hours for an activity was 100, and the total funds raised were $10,000. The chapter members volunteered 50 out of the 100 hours. The chapter's fair share would be 50 hours and $5,000 of the funds raised.