financial contingency plans (managing risk during difficult economic times) ywca southwest/delta...
TRANSCRIPT
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Financial Contingency Plans(Managing Risk During Difficult Economic Times)
YWCA Southwest/Delta RegionRegional Conference
January 31, 2009
Presented By Cheryl Black, TANO c 3 AccountantTexas Association of Nonprofit Organizations (TANO)
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Introduction
Introduction Class Survey Plan for the session
Participation Questions Breaks Review agenda
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Agenda
What is risk management? How do nonprofits prepare for a financial
contingency plan? What items should be in your
organizations plan? Wrap up – Q&A
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Risk Management
What is Risk Management? A way of preventing losses
Income loss Reputation loss Services provided loss
We manage risk everyday Baby gate at the top of stairs Pets on a leash Expiration dates on food containers Flu shots at beginning of cold weather
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Risk Management (continued)
For nonprofits risk management responsibility is distributed to different departments Board of Directors
Strategic planning Budgeting Policy formation
Program Staff orientation In-service training Case Management
Facility Preventive maintenance
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Preparing Your Organization for a Financial Contingency Plan
Analyze loss exposures Examine which risk management techniques
work best for your organization Select one Implement Monitor and Evaluate Change the culture of your organization
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Analyze Loss Exposures
Determine potential hazards or causes of loss One area affected may ripple across the entire
organization Calculate the financial consequences Prioritize levels of impact (high, medium, low)
Needed to accomplish exempt purpose? Maintain revenue stream(s)? Ensure ongoing operations?
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Examine Which Risk Management Techniques Work Best
Avoidance Don’t engage in particular activity
Control by – Loss prevention – reduce frequency of loss Loss reduction – reduce severity of loss Segregation –
Separation – internal controls Duplication – backups, cross training
Examples – on-call staff, redundancy in IT systems
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Examine Which Risk Management Techniques Work Best (continued)
Retention Accept the risk and pay for it Expense within the annual budget Dip into reserves Borrow
Transfer both legal and financial responsibility Insurance
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Select One
Be candid and transparent Express divergent views and follow them
through to understanding “Through the process we achieved a much
better understanding of our critical functions”
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Implement
Technical Those who have technical expertise in that area
Managerial Those who have the authority to:
Engage multiple departments Cross-organizational coordination
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Monitor and Evaluate
Regular review (weekly, monthly, annually) Detail people – generate data to correctly analyze
risks Big picture people – use intuitive sense of when
decisions are right or wrong
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Change your Organizational Culture
Establish objectives, strategies, roles and responsibilities
Decisions now will have consequences far later
What’s your organizational tolerance level?
Balance drive for mission fulfillment vs. need to operate with accountability
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Current YWCA Financial Contingency Plan
“The Local Association has a contingency plan for maintaining
solvency during financially challenging times.”
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Items to Consider for YourFinancial Contingency Plan
Insurance Directors & Officers (D&O) Insurance -
(Board acting as the governing body) Errors and Omissions -
(Staff working with HR and payroll)
Protect your data Computer and electronic data processing File cabinets
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Items to Consider for YourFinancial Contingency Plan (continued)
Cash and Investments Cash deposit risk
FDIC insured Several different banks
Investment risk Investment policy established Investment spending policy in place
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Items to Consider for YourFinancial Contingency Plan (continued)
Cash Flow considerations – Perform cash flow projections on a regular
basis (weekly, monthly) How many months of expenses can be
covered by current cash? Negotiate payables
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Items to Consider for YourFinancial Contingency Plan (continued)
Evaluate your current strategic plan Is your strategic plan responsive to current
economic conditions? Will changes to the current year’s plan affect
your long term goals?
Budget conservatively Assume cash will arrive late Assume bills need to be paid sooner
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Items to Consider for YourFinancial Contingency Plan (continued)
Revenue – review and optimize Dependent on one source?
Consider way to diversify Don’t over diversify (start up costs, fixed assets)
Review revenue changes Investment losses Government funding
Reimbursement rate could increase/decline Foundations – multi-year grants Individuals
Individual giving historically has not declined much during recessions
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Items to Consider for YourFinancial Contingency Plan (continued)
Programs – review and optimize Establish priorities What’s fundable? Are deficit programs important to the
mission? What is the cost of each additional client
served?
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Items to Consider for YourFinancial Contingency Plan (continued)
Maintain visibility Avoid “fake it ‘til we make it” Develop donor relationships
Donors don’t disappear, but become more cautious and compare
Can turn into endowment gifts (to sustain your organization the next time)
PR $$’s vs. advertising $$’s Avoid “interrupt” methods (telemarketing, direct
mail) Pursue “permission” based methods (search
engine optimization, blogging) Maintain web presence
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Items to Consider for YourFinancial Contingency Plan (continued)
Maintain visibility (continued)
Remind stakeholders of the mission Offer knowledge and information
(earn and retain trust – not sales hype) What’s the competition doing?
If they are cutting marketing dollars, increase yours
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Items to Consider for YourFinancial Contingency Plan (continued)
Focus on the “big picture” – protecting your end users “The goal of surviving a recession is not to stay
afloat for the sake of staying in business, but rather to make sure you’re around to keep serving the public, particularly in times of increased demand for services” Clara Miller, Nonprofit Financial Fund
How are you going to respond to higher demand for services?
“Live to fight another day” Work to build public policy underlying the causes
your exist to address
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Items to Consider for YourFinancial Contingency Plan (continued)
Downsizing plan Furloughs Across the board salary reductions Outsourcing to consultants Partnering or merging with similar
organizations Share back office tasks
Some foundations are willing to invest in paying for shared services
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References
Risk Management for Nonprofit Organizations by Kathryn M. Vanden Berk
Winter 2003, Alliance for Children and Families Magazine Public Relations, Investor Relations, Marketing Professionals: Do More with Less in
Tough Economic Times
http:www.guidestar.org/news/features/nmarketing_in_tough.jsp?source=jan09nwsltr Nonprofit Risk Management Center
http://www.nonprofitrisk.org How We Built Our Contingency Plan, by Charles R. Willis
Communications News, April, 1991 Tips for NPO’s Threatened by the Financial Crisis
PhilanTopic, September 22, 2008 Inside Philanthropy (a blog of Philanthropy Journal)
Nonprofits must gear for tough economy – September 29, 2008 Tough times create opportunity for nonprofits – August 11, 2008 Nonprofits can partner on back-office tasks – July 21, 2008
Navigating the Financial Crisis: A Nonprofit FAQ
www.nonprofitfinancefund.org
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Wrap Up
Q&A
Next Steps
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Financial Contingency Plans(Managing Risk During Difficult Economic Times)
YWCA Southwest/Delta RegionRegional Conference
January 31, 2009
Presented By Cheryl Black, TANO c 3 AccountantTexas Association of Nonprofit Organizations (TANO)