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2015
Kianah Israel
AmeriCorps VISTA
Volunteer Income Tax Assistance (VITA)
VITA Volunteer Coordinator Sustainability Binder
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TABLE OF CONTENTS
WELCOME! .................................................................................................................................................... 2
VITA Teammates! .......................................................................................................................................... 3
What’s the Server? ........................................................................................................................................ 4
Recruitment .................................................................................................................................................. 5
VITA Kick-Off ................................................................................................................................................. 8
Training ......................................................................................................................................................... 9
Sign-Up for VITA Site Location .................................................................................................................... 11
VITA MADNESS ............................................................................................................................................ 12
VITA Madness Logic Model Plan ................................................................................................................. 13
Volunteer Recognition Dinner .................................................................................................................... 14
Plan Ahead ..................................................................................................... Error! Bookmark not defined.
Resources .................................................................................................................................................... 21
Closing ......................................................................................................................................................... 24
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WELCOME!
The Volunteer Income Tax Assistance (VITA) Task Force of Arizona is led by United Way of Tucson and Southern Arizona, which has been serving the community for over 80 years. Each year, United Way provides free tax assistance for low to mid-income families through the established program Volunteer Income Tax Assistance (VITA). The VITA program aims to help families avoid exorbitant tax prep fees, access all credits for which they are eligible, avoid predatory services during tax time and connect families to services and programs that will help to establish an enriching economic lifestyle. This document will include information about the following VITA events in chronological order: Recruitment, VITA Kick-Off, Training, Site Sign-up and Flow, Recognition Dinner, and VITA Madness. In addition, I will include resources e.g. teammates’ information, location of needed documents on the server, books, and links to useful websites. Please take a good look at “What’s the Server?” section. It will give you the information needed to understand my references to files. You have a great VITA season ahead of you! This document will give you a head start in this position.
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TEAMMATES!
You can go to these individuals for help. They’ll understand what you’re going through. VITA/Financial Stability Team
Ken Briggs Senior Director of Community Development (520) 903-3914 [email protected] Pia Financial Stability Program Director (520) 903-3952 [email protected] Rae Pilarski Financial Stability Senior Program Manager (520) 903-3998 [email protected] Debra Johnson Healthcare Access Program Manager (520) 903-3950 [email protected] 5 year retired VITA Volunteer Coordinator
Janet Averitt
Accounts Payable (520) 903-3925 [email protected] Volunteer Center
Tracy Sullivan Manager, Volunteer Center (520) 903-3977 [email protected] Meredith Bode Manager, Volunteer Center Events (520) 903-3902 [email protected]
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WHAT’S THE SERVER?
This document will refer to the server heavily. Therefore, I would like to explain exactly what
the server is and how you can utilize it.
The server provides a central location on your network where you can store and share files with
United Way employees. For example, a VITA staff member wants to view your volunteer
contact database, they can access the file on the server instead of having to receive it via email.
You can access the server by clicking the starter button
Then clicking the Computer tab, CD folder, and Amazon Income Strategies.
The Amazing Income Strategies folder is the Financial Stability’s folder. You will find everything
you need to know about programs associated with the Financial Stability. All files concerning
VITA will be located in the EITC folder.
All the documents in this packet will refer back to the EITC 2014 folder.
It will be assumed that all documents listed in this packet can be found in the EITC 2014 folder
on the server. When a file is referred, I will provide the name of the folder and document within
the EITC 2014 folder.
This packet will only cover information located in the EITC 2014 folder. It’s your responsibility to
transfer files to the EITC 2015 folder as you update documents. I suggest familiarizing yourself
with the Amazon Income Strategies folder; especially files in the EITC folder.
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RECRUITMENT
Recruitment is fun! You have the opportunity to develop partnerships and build capacity within the Volunteer Income Tax Assistance (VITA) program. Volunteers are the lifeblood of the VITA program. The volunteer lead program helps low and moderate income families and individuals keep more of what they’ve earned, gives them an opportunity to leverage their tax refunds to achieve greater financial stability, and provide an alternative to predatory lending during tax time. VITA volunteers impact the community tremendously. Last VITA season at a glance:
110 volunteers 4,267 hours of volunteer service 2,381 returns completed $2,944,706 federal refunds returned to taxpayers $1,270,250 EITC claimed
In this document, I will provide you with volunteer position summaries, communication tools, volunteers’ contact information, places to look for volunteers, and resources to aid in the recruitment, retention, and managing process.
Positions
Tax Preparer: Prepare 1040 tax returns and related schedules electronically for low and moderate income taxpayers. Greeter/Interview Specialist: Welcome clients and ensures that taxpayers are eligible for VITA assistance. Site Coordinator: (Senior Staff recruit for this position) Supervises VITA sites and acts as a quality reviewer. CA$H: Helps taxpayers leverage refunds to achieve greater financial stability by connecting them to banking, savings, and affordable healthcare options. Location on the server: Volunteer Recruitment + Training Position Description* 1
*Review What is the Server? p. 2
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Communication Tools
Gmail has been volunteers’ preferred method of communication. It’s not the most efficient tool,
but it gets the job done. I suggest creating separate contact sheets including checklist and
comment boxes to record volunteer responses for different events. (E.g. kick-off, vita madness,
certificate pick-up). It will decrease messaging respondents twice.
Constant Contact (CC) delivers information to a large audience in a short time period. A lot of
participants opted out of receiving messages from Constant Contact. We had many issues with
volunteers not receiving messages through CC. Please check with Rae or Pia about the user name
and password.
Volunteer Center’s Advance Events was tested for the two day VITA Madness event. The
website required VITA staff to create a volunteer posting for each position and time slot. The
staff created accounts with generic passwords for each volunteer. We emailed volunteers’ with
instructions on how to access their account and use the new technology.
Location on the server: Volunteer Info Click Sign-up Link VITA Madness 2015
The system gave volunteers an opportunity to self-register for a position and time slot. A few
volunteers were uncomfortable or confused about using the new technology.
Creating positions for each time slot was very time consuming. It would not be an effective tool
for large events. It did meet its purpose for VITA Madness.
I would suggest talking with, Meredith, the administrator over Advance Events. She might be
able to explain an effective way to use this tool. As volunteer coordinator, you will be assigned
as lead for the system.
Please find Advance Event tutorials
Location on Server: Volunteer Info Advance Events Overview
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Places to look for Volunteers
Volunteer Contact Database listing current and interested volunteers. Location on Server: Volunteer Info Contact Information for VITA Volunteers Financial Stability Online Volunteer Application (FS) will be the first place to look for interested volunteers for the VITA program. The application is used by three programs associated with the Financial Stability initiative: Healthcare, Financial Coaching, and VITA When you check the application, it is important to forward volunteer information to the correct person on the FS team. It would be helpful to set up a scheduled time to check the FS page and respond to interested applicants. You can find the FS application by clicking the link below: https://docs.google.com/forms/d/1C33CeQup1w74HYdud0kSIMesDnhaocv0KvZu567pPkQ/viewform?usp=send_form#start=invite Eller College School of Management Internship Program VITA has an internship program with Eller College. Please check full details on the server. Details of the internship might change so please check with Rae Pilarski for updates. Location on Server: Volunteer Info Eller College Internship Reply
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VITA KICK-OFF
What is the purpose of the event?
The VITA Kick-Off is a fun pre-VITA event. It gives volunteers an opportunity to catch up with friends and novices to meet experienced volunteers. This is a simple event. Last year, we reserved a space in the front of Thunder Canyon Brewery. It
was difficult for staff to do the brief presentation over the noise of the crowded restaurant. My
suggestion is to choose a quieter venue – maybe with a party room.
A purchase order will need to be placed in advance. Please check the server for purchase order procedures. Location on Server: Purchase order purchase order procedures Ask Pia or Rae about the correct codes to use on the purchase order. The budget is usually $10 for each attendee. Please talk with Pia to confirm this information.
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TRAINING
VITA training begins in January. Pia will assist you in choosing trainers to instruct the class. Each VITA staff member will be required to attend a couple of sessions to discuss orientation materials and answer questions. Tax Preparer Trainings are in tracks of multiple classes. Therefore, when a volunteer chooses a training, they will choose ONE track. Participants are registering for all the classes in that track. Attendance at all classes is imperative, as all subsequent teachings build on previous information. As some duties overlap, Greeter and Interview Specialist training is combined. However, Interview Specialist training will contain in-depth instruction and information regarding Valet VITA and will last an hour longer. All greeters are welcomed to leave when the greeter’s training portion is done. We did have issues with volunteers unable to attend every course. VITA permitted self-study and/or session make-up by attending a session in another training track. Decisions were handled on individual cases and approved by the Rae. Please take a look at last season’s training schedule.
Location on Server: Volunteer Recruitment + Training Training 2015 VITA Training Schedule
13615 Forms
All volunteers must take a Standards of Conduct (13615 form) exam online https://www.linklearncertification.com (if the volunteers are returning, they may use last year’s information; if they are a new volunteer, they will need to create a new account)
Upon passing the certification test, volunteers need to print out form 13615. (Note: This is NOT the certificate; the certificate has NO documentary value, and we do not need it.)
It needs to be signed by BOTH the volunteer (check the box online for electronic signature) AND a United Way staff or Site Coordinator.
Volunteers check the box confirming they watched the quality review presentation
The original needs to be submitted to United Way.
A copy needs to be given to the Site Coordinator at the volunteer’s work site.
All volunteers should have a copy with them at all times they are at a VITA site preparing taxes. A good way to do this it to staple a copy inside the Pub 4012, which all volunteers are required to bring with them.
A copy should be upload on the VITA Site Coordinator Intranet page. https://sites.google.com/a/unitedwaytucson.org/vita-sc/home
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13206 Form
VITA is required to report to the local SPEC Territory office by February 3rd for all volunteers that worked at a VITA site. You will need the 13615 forms to complete the 13206 form. Please find the procedures on the server. Location on Server: 13206 Folder 13206 Procedures
SuperSite Week
The first VITA Tax Site to open is our “SuperSite,” beginning of the season, late January. We ask
that all volunteers, especially Tax Preparers, commit to at least two shifts at the SuperSite, as
this is also great training ground. New volunteers are paired with returning volunteers, so they
can “shadow” and get some hands-on practice. This is another opportunity for volunteers to
select and sign-up for their choice of VITA site location(s).
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SIGN-UP FOR VITA SITE LOCATION
Site sign-up is the process of volunteers choosing a VITA site location for the tax season. The main criteria that guides a volunteer’s choice of a VITA site location is the following:
Proximity to home
site coordinator
friends WARD III and ICS are popular sites because of the site coordinators. ICS usually has an established volunteer list before recruitment begins, so check with Bob Henry, ICS site coordinator, before advertising availability. Please find the site sign-up message VITA sent out to volunteers on the server.
Location on the server:
Volunteer Recruitment + Training Site Sign-ups Site sign-up email
A registration form was created through google forms and included as a link in the email.
https://docs.google.com/spreadsheets/d/1-tH7BmdjKTD5lsc85WJbc6iUlEuw4uo3BA6vhC-
eMnY/edit#gid=343702678
Please take a look at last season’s roster.
Location on Server: Volunteer Info 2015 Roster
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VITA MADNESS
The tax season is wrapped up with an annual late-filing event, VITA Madness. The event is barely advertised to discourage last minute filing. The plan is to serve 100 taxpayers or less. However, last VITA season, we added an extra day to the event, and served around 200 taxpayers.
Down below is a copy of the logic model plan used to guide organizing efforts. Last season, there was an issue with recruiting quality reviewers. The reason being there were not a large number of volunteers qualified to act as quality reviewers. There will be returning volunteers eligible to act as quality reviewers for the next VITA season. For the volunteer communication section, please check page 6 for information for the Volunteer Center’s advance event tool. You can find previous used messages by accessing the server (volunteer info advance events.) You will work with Rae and Pia to tackle the budget, food, and raffle items. Last year, for the raffle items we purchased 6 $25 gift cards from Tucson Originals.
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VITA MADNESS LOGIC MODEL PLAN
The primary goal is volunteer recruitment. The plan also addresses organizing a seamless operation, so we’re able to serve low to mid income families with free tax preparation services.
Resources Activities Outputs Outcomes
Recruit For # of volunteers Outcomes
Volunteers Interview Specialist Tax Preparers Quality Reviewers Interpreters Site Coordinators
12 IS 24 TP 12 QR 3 INT 3 SC
Site has enough volunteer support to serve taxpayers
Send Out Outputs Outcomes
Volunteer Communication
Save the date email reminder Send out sign up link via Volunteer Center’s website
Volunteers are aware of the event
All shifts are covered
Create a Budget Outputs Outcomes
Budget Identify ready Cash Identify Leftovers Identify outside resources Identify expenses
Budget Plan Stay in budget Have an exact count on available resources
Research Food Prices Outputs Outcomes
Food Research grocery store prices
Verify Menu Complete purchase order
The food reflects the volunteers’ value to the VITA program
Research Outputs Outcomes
Raffle Items Ideas for gifts and prices
Prize selection Fun activity to get more involvement from volunteers
Fill Out Outputs Outcomes
Purchase Order Purchase order Submit work order
Our budget is approved
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VOLUNTEER RECOGNITION DINNER
The Volunteer Income Tax Assistance (VITA) Program holds an annual VITA Volunteer Recognition Dinner. The focus is to celebrate volunteers in a fun environment. This event is the last official opportunity for volunteers and beneficiaries to socialize before the next tax season. It’s a great opportunity for you to plan a fun and casual event! There are 9 components needed to plan this event.
1. Venue 2. Caterer 3. Goodies 4. Plaques 5. Site Coordinator Gifts 6. Decorations 7. Certificates 8. Presentation 9. Program Agenda
I will use examples from 2015 VITA Volunteer Recognition Dinner to explain the planning process. Each component will include, if applicable, the following: description, contact information, cost, method of pay, and a summary of my personal experience.
9 Components
1. Venue: Location is everything! Make sure the venue fits your objective and accommodates the needs of your attendees (e.g. bathroom, size, parking).
YWCA 525 N. Bonita Avenue Tucson, AZ 85745 Contact Person: Maggie Johnson (520) 884-7810 x 112 [email protected] Cost: $200 Method of Pay: Check
The YWCA provided a beautiful, large, and comfortable multipurpose room for 100 attendees and free parking. In addition, they gave us a highly discounted price, with add-ons. They provided tables, chairs, table cloths ($40 fee waived), water dispensers, clean-up (fee waived) and AVC unit ($75 fee waived). The YWCA employees provided tremendous customer service. The location received positive feedback from volunteers and United Way staff.
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2. Caterer: Food is an important part of the program, so choose wisely! It’s best to focus on highly recommended restaurants, within your program’s theme, to insure success. You want to make sure the caterer has experience catering large events. Bianchi’s Italian 1110 N Silverbell Rd Tucson, AZ 85745 Contact Person: Mason (520) 882-8500 Owner: Vincent: [email protected] Cost: $900 Method: Company Card *Janet Averitt, account payable, paid over the phone Bianchi’s Italian received positive feedback from volunteers. We ordered lasagna (vegetarian and meat), bread, and salad (garden and cesar). Bianchi’s deliverer, Lucy, dropped the food off 5 minutes early and was very professional. However, she did not stay to set up. We did a buffet style (two side layout). People were dismissed by tables to fix their plates. We provided two separate tables for dessert (sheet cake) and beverages (water, tea, and coffee). We included two breaks in the schedule for volunteers to get dinner and cake. If I were to host this event again, I would have a designated person to set up food (create food labels/ place proper utensils/ freshen food). 3. Goodies: The VITA team decided, for the first time, to add cake to the menu, make mini 1040 chocolate bars a tradition, and provide coffee for the first time. Cake We ordered two sheet cakes from Costco. However, you have an opportunity to receive a free cake from Cake for Causes. You will need to submit a donation request, on their website, a month in advance for consideration. Totally Chocolate The VITA team decided to make mini 1040 chocolate bars a traditional take home treat. Volunteers love them! Website: Totally Chocolate Cost: $47.25 (50 qty) Starbucks Coffee was provided, complimentary from Starbucks. If you would like to use thir services again please talk with Jill Falkoff upstairs. United Way has a partnership with Starbucks, but you have to go through Jill. If Jill is not available talk with Rae.
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4. Plaques: Each year, the Mary Snow (Volunteer of the Year) Award is given to one individual chosen by volunteers. At least a month before the recognition event, send a nomination form to volunteers. Here is a link to the last year’s nomination form: https://docs.google.com/forms/d/1nStt5oUJSGu0c89ymBA43JUWJQDK_Nyi48ceky3THyE/viewform?usp=send_form Creative Awards Contact Person: Glen Thompson 228 W. Drachman Tucson, AZ 85705 (P) (520) 882-8677 (F) (520) 882-7959 [email protected] Cost: $900 Method of Pay: Check We have used Creative Awards for the past two years. They are a reliable and pleasant company to partner with. It only took three days for the order to be completed. I was allowed to pick-up the awards and pay later. Please remember to take the perpetual plaque from the front desk for Glenn to add the new winner’s name plate. 5. Site Coordinator Gifts: Each year, VITA staff chooses a thoughtful gift to show Site Coordinators our appreciation. We try to do something different and creative each year, so talk with VITA staff about ideas. Be Kind.step up bracelets Ben’s Bell Project http://www.health.arizona.edu/bekind.htm Cost: $10 each
Bracelet description: The "Be Kind. Step Up!" bracelet from Ben's Bells is a way to "recognize ordinary (and extraordinary) kindness in our community, as well as a chance to show support for individuals who 'step up' to help others in need." The BKSU project, in partnership with the University of
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Arizona, was conceived as a way to celebrate "the best of what our community is and can be." Each bracelet has a number on the back, which can be entered at bekindstepup.com, so that the recipient can become part of the story of kindness in our community. The bracelet can be kept by the recipient, or given to someone else who performs an act of kindness or helps a person in need. 6. Decorations: Balloon Weights Dollar Tree Stores 1549 W. Saint Marys Rd. Tucson, AZ 85745 (520) 205-4045 United Way Balloons and blue balloons Elliot, United Way’s media specialist ext 320 Ask Elliot or the Resource Development department Confetti VITA closet: We have a lot of leftover decorations in the closet across from Rae’s Pilarski’s office and above the sink. Table Cloths Provided by YWCA It’s usually a $40.00 fee, but YWCA gave it to us for free. I’m not sure if they will continue this discount or not, but it doesn’t hurt to ask! 7. Certificates: A month in advance, send Jin a list of volunteer names and he will have the certificates signed and ready for the recognition dinner. Jin H Li Tax Consultant W&I SPEC Area 3 4041 N Central Ste 112 MS 4040PHX Phoenix, AZ 85012 Work: 602-636-9162 Email: [email protected] 8. Presentation: Each year a presentation is modified/created to present tax season numbers (volunteer hours, EITC, Refund, taxpayers assisted.) Location on Server: Recognition Dinner Recognition Presentation (zip archive)
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9. Program Agenda: In the past, a program has never been made for attendees. Staff members have a program itinerary to keep time.
Side Note
Please remind volunteers about the post volunteer surveys being sent out the following week. You can create the survey through Google forms. Please take a look at last season’s post volunteer survey: https://docs.google.com/forms/d/1IePfJ-xgB6ITbxSMtPKYgCmwUjocT3FfMdOnAoQxSDI/viewform?usp=send_form
Quirky Tips
A lot of volunteers leave for vacation after VITA Madness, April 15th, and will not attend the recognition dinner.
The recognition dinner is usually held on Tuesday or Thursday, the beginning of May, because those are popular dates and many volunteers are going out of town after that.
A cake table is always cute! Contact Cake for Causes to apply for a free cake Save the Date notices were sent a month before the event Invitations were sent twice two and one week before the event Send a reminder to all RSVPs Have an official person assigned to taking photos for the event. It will save you and the
staff time! A group shot is taken of winners! Send photos to them! Send Thank you letters to partners and helpers
New ideas
Look into partnering with educational institutions for culinary, interior designers, and photography students. They can really be a big skill set for the event!
OverView
You have an opportunity to create an experience for volunteers to truly feel appreciated and a part of a group. I’m providing 9 basic components to give you a starting point for your planning. It is important to brainstorm and keep in mind venues, caterers, goodies, plaques, site coordinator gifts, decorations, certificates, presentation, and program agenda. However, there are many ways to create an experience. You have a lot of room to be creative.
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THINGS I WISH I HAD KNOWN
Reports
At the end of the season you will need to report the following numbers to Rae, Pia, and finance
department. o Volunteer hours o Site Coordinators o Interview Specialist o Tax Preparer o Quality Reviewer o Interpreter
o # of volunteers o # of volunteer hours o # of Basic Certification o # of Advance Certification o # of HSA o # of COD o # of Foreign o # of military o # of international
You will need to present volunteer numbers in a presentation at the recognition dinner.
You will need someone to take photos throughout the season for the recognition dinner presentation
There were challenges collecting sign-in sheets. It would be helpful to schedule regular times to pick up sign-in sheets and record data.
IRS regulations requires yellow intake interview forms (tax payer’s application form) to be shredded immediately after client’s tax forms have been digitally filed.
Collecting 13615 forms immediately. A lot of volunteers only turned 13615 forms to site coordinators. You have to remind volunteers the IRS policy.
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RESOURCES
Books
*Planning Events by James Armstrong
*Event Planning by Judy Allen
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Websites
Energize Inc Volunteer Spot Linkedin Great groups to join: Volunteer Coordinators, Volunteer Management Group, Volunteer Income Tax Assistance (VITA) Volunteers, and Volunteer Management Best Practices Network
Articles
Enough Formal Banquets! Let’s Transform Recognition Events by Susan Ellis
VITA Site Coordinator Intranet
https://sites.google.com/a/unitedwaytucson.org/vita-sc/home
Volunteer Handbook
Location on Server: volunteer handbook UWTSA VITA Volunteer Handbook TY 2014 pdf
1040
You can find a copy in the storage closet or a digital version on www.irs.gov
Taxwise
https://twonline.taxwise.com/User/Login.aspx?ReturnUrl=%2f
Link and Learn Taxes
https://www.linklearncertification.com/d/
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Sponsors
Costco, Monica Adams 6255 E Grant Road Tucson, AZ 85712 $25 Safeway, Genevieve Castro 1940 E. Speedway Tucson, AZ 85719 $25 Sprouts, Mary Fierro 7665 N Oracle Way Oracle Crossings Ora Valley, AZ 85704 $30 Target, El Con Center, 3699 E Broadway Blvd. Tucson, AZ $25
Potential Sponsors
Cake for Causes http://www.cakesforcauses.org/ Stepping on Toes (Resource Development, Asking Process)
Before reaching out to corporations for in kind donations check with the Resource Development department (RD). If you send a wish list to RD in June they will include VITA in their fundraising campaigns. It’s best to go through Rae or Ken instead of directly approaching RD. Rae has been working on creating open communication with the Resource Development Department, so hopefully they can include the VITA program in their fundraising campaigns and helps us allocate more funds.
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CLOSING
ICS VITA Volunteers at the 2015 VITA Volunteer Recognition Dinner.
A volunteer is like a rare gem. When placed in the right setting and cared for, they will shine and give
pleasure to all who see them. --Unknown
The volunteers make the VITA program a success. Your support and technical assistance will empower
volunteers to succeed in their role. This position is an opportunity to build capacity and sustainability
within the program. I hope this manual is useful. You have a wonderful year ahead of you!
Best,
Israel
