Setting up Google Workspace for Non Profits
Register with Google for Nonprofits to get access to the Google Apps Suite
you need to wait until your organization is updated on the IRS Exempt Organizations Select Check website, updated monthly
Confirm to Google that you own the domain (need access to domain management e.g. GoDaddy)
log into Google Admin console
Click Continue to verify domain with a TXT record
Copy verification code
log into Domain host -> DNS
At the bottom of the Records table, click Add
Type = TXT
Host = @
Text = paste the verification code from Google
Save
Go back to Google and click ‘Verify my domain’ (can take up to 48 hours)
Wait for TechSoup to validate that you are a nonprofit
Activate Workspace, wait for Google to confirm
Create at least one account in User management
Point mail service to Google (MX records - need access to domain management e.g. GoDaddy)
log into Domain host -> DNS
Delete any MX records
Add Google’s MX records one at a time
At the bottom of the Records table, click Add
Type = MX
Host = @
Points to - Priority
ASPMX.L.GOOGLE.COM - 1
ALT1.ASPMX.L.GOOGLE.COM - 5
ALT2.ASPMX.L.GOOGLE.COM - 5
ALT3.ASPMX.L.GOOGLE.COM - 10
ALT4.ASPMX.L.GOOGLE.COM - 10
TTL - leave default
Save
Go back to administration console, and click ‘activate Gmail’
Create role accounts in User management (account@yournonprofit.org)
Typical accounts to set up: info/contact, marketing/pr, president/chair, secretary, treasurer, membership, development, volunteers
Go into each of those role accounts and forward the mail to the officeholder’s choice of email destination
open Gmail for the account
Settings -> See all settings -> Forwarding and POP/IMAP tab
Add a forwarding address -> enter person’s email that they will monitor
Confirm -> Proceed
That person will be sent a confirmation email,
Subject line: (#XXXXXXXXX) Gmail Forwarding Confirmation - Receive Mail from role@yournonprofit.org
Have them click on the link
In Gmail, click confirm
Go back into Settings -> See all settings -> Forwarding and POP/IMAP tab -> Forwarding
Click on “Forward a copy of incoming mail to” option, make sure appropriate email is selected
Choose appropriate option:
Keep Gmail’s copy in the Inbox (unread)
Mark Gmail’s copy as read
Archive Gmail’s copy
Delete Gmail’s copy
Save Changes
Test by sending an email to each account
Confirm that email made it to the position email account
Confirm that forwarded recipient received the email
Dissolving a Non Profit
Did your non profit get absorbed into another one, or has it lost its active status? You have three options:
Transition a Non Profit
If your current team is no longer interested in pursuing your non profit's mission, but there is a new team that would like to do so, you simply need to have the existing board vote the new board into place, and have them elect officers. The mission of the new folks must be consistent with the existing organization, or else the following steps should be taken:
- Ensure that the new mission is consistent with the current non profit status of the organization
- Amend the Bylaws and Articles of Incorporation to reflect the new mission
- Notify the IRS via the annual 990 filing
- In California, file a Certificate of Amendment of Articles of Incorporation with the Secretary of State ($30)
Suspend a Non Profit
You might want to suspend your non profit instead of dissolving it if you think it might become active within 2 years, or you think there is another organization that may want to take it over.
Dissolve a Non Profit
Here's what you need to do to officially dissolve a non profit.
Creating a Non Profit
I went through the process of helping to create a non profit for First Friday: Oceanside Art Walk. I'll share that process here. How to decide
Option 1: work with an established organization as fiscal agent
similar mission
typical fees 5%-10%
Option 2: join an existing organization
make sure it is a cultural fit
else pursue 501(c)(3)
Concerns
buy-in from a group of people - if it is going to be a community organization there must be more than just one person invested
First things first
develop mission statement
answers purpose, how, who benefits
example: "The mission of United Way of York County is to inspire the people of York County to make a difference in the lives of their neighbors through financial generosity and volunteer commitment"
create board of directors, elect officers
establish policy, exercise fiscal responsibility and oversee management (Association of Fundraising Professionals)
minimum officers are President, Secretary, Treasurer/CFO
President cannot be Secretary or Treasurer, but the person holding the Secretary role can also be the Treasurer
Officers cannot be paid for those roles
Executive Director cannot be President, but can be Secretary or Treasurer
evaluate time, talent, treasure
decide whether to engage a lawyer
ours fromTaxFreeCharity.com made it easy, providing the following services:
checked name availability
procured EIN
created/filed articles of incorporation
drafted bylaws
drafted initial meeting minutes
created/filed IRS Form 1023
drafted CT-1
drafted FTB 3500A
Bylaws
file Articles of Incorporation ($98)
get an Employer Identification Number (EIN)
donation letter text: "To comply with IRS requirements regarding charitable donations, we affirm that no goods or services have been provided to you, in whole or in part, in consideration for your contribution."
file IRS Form 1023 ($400)
no corporate income tax
accept tax deductible donations
Put everything in place
check name availability
create bank account
in general, a bank needs your EIN and a copy of the endorsed Articles of Incorporation and possibly the organization's bylaws, signed by the officers
the signers on the account should be officers
establish PO Box and physical address
establish phone number
grab free number from Google Voice and forward it to a cell phone
create official Initial Meeting Minutes
for every meeting, record miniutes
put Liability Insurance policy in place
policies
Yay! Got the Letter of Determination from the IRS!
file CT-1 form with other paperwork to Registry of Charitable Trusts
send FTB 3500A form with other paperwork to Exempt Organizations Unit MS F120, CA Franchise Tax Board
register with GuideStar to help with Grant applications
register with Google for Nonprofits to get access to the Google Apps Suite
Ongoing Filings (for CA entity)
General nonprofit resources:
BoardSource ** fantastic**
Startup Resources (CA)
University of San Diego Institute for Nonprofit Education and Research
Arts resources:
Grant resources:
Grant management fees
Before you seek a grant webinar (45 minutes)
must have compelling and clear mission statement
experience of leaders: board and management
defined programs and services, demonstrate need for them
efficient operation and support systems
cycle of planning, implementation, evaluation
diverse revenue streams, accounting in place
e.g. government, earned income, institutional philanthropy, individual gifts, fundraising events
operating budget
track record, document effectiveness
policies: Conflict of Interest, Diversity Equity Inclusion
separate financial handling - e.g. one to accept monies, one to list/take to bank, one to reconcile
1 - The idea
Articulate Concept
- provide detailed description of product, customers, how business would operate
Define Business Customers
- define which businesses would pay for your good/service
Define Consumer Customers
- define which consumers would pay for your good/service
2 - Research to Confirm Concept
Customer Research (Consumers and Businesses)
- review census data to vet that customers are out there
- interview potential customers to determine depth of needs
Local Competitor Research
- review business data to determine if marketplace is crowded
- review competitor websites and come up with list of their strengths
Industry Research
- define list of industry standard product and service offerings
- review customer needs and come up with list of gaps that you could fill
Best Practices
- come up with examples
- define optimal customers
- research and document industry standards
- create clear approach on distinguishing this business
3 - Firm up Preliminary Idea
Reassess and Redefine Concept Come up with Business Name
- check business name on fictitious name site
- check business name on trademark site
Website Prep
- buy website URL
- decide where to host website
4 - Create Pricing Model
Research Competitor Pricing and Service Offerings in Local Area Define Your Costs, including
- marketing
- raw materials
- long term equipment investments
- subcontractors
- travel time and cost
- product delivery method
- follow up
5 - Craft Business Offering
Articulate service and/or product with pricing model in customer-focused way
6 - Create Financial Infrastructure
Set up Small Business Finance Software
Get Business Phone Number
- one quick and free option is Google Voice - free phone number that forwards calls to this number to your phone or to a voicemail account
Establish Business Bank Account
- suggestion: San Diego County Credit Union - free if keep $2500 balance
- need business license
- need EIN
Sign up for a Business Credit Card
- suggestion: San Diego County Credit Union - debit card connected to business bank account
- Capital One
Determine Insurance Needs
- equipment - initially might be able to use rider on personal insurance, may be offered by industry associations
- general liability
- professional indemnity insurance
7 - Legal Filings
EIN
- Federal Employer Identification Number- if sole proprietor, can only get one associated with your social security number. If you previously got one, need to call and have them update the info for the previously obtained EIN
- CA Employer Payroll Tax Accounting Number - only if need to pay payroll taxes
Business License
Permits
- San Diego County Health Permit - food businesses
- park / public area permits
- photography: model release and location release
LLC
- CA Business Entity Types
- CA LLC min $800 taxes/yr, $70 filing fee
Fictitious Business Name
- San Diego County - do check, file $42, after filing publish once a week for 4 weeks in an approved county newspaper
- State of CA - specific to corp, LLC, LP
Trademark / Copyright
8 - Branding
Logo
- develop tag line
- create business logo
- farm it out to designers:
- 99designs.com - $299
- hatchwise.com - $150
- mycroburst - $199
- farm it out to designers:
Colors
- pick 2 or 3 colors
- complementary - oposites on the color wheel
- harmony = 3 side by side:
- 2 blues + 1 green
- 2 browns + 1 red
- 2 reds + 1 yellow
- 2 yellows + 1 white
- 2 white + 1 blue
Social Media
- blog
- Linked In
- YouTube
- hootsuite
- press release
- Gebbie Press - $95
- PR Web - $89-$160
- white paper ideas and venues
Website
- Buy website URL
- Define hosting platform / website creation / URL registry
- Wordpress via GoDaddy. Bluehost or similar platform
- Squarespace
- use 2 business colors
- implement SEO
- google guide
- google webmasters tools
- add website to google webmaster central
- implement best practices from competitor research
- create mobile version (phone, tablet)
- decide how email should work
- gmail 'send mail as'
- list of sites that you want to link from
- local business organization
- business customers
- partners and suppliers
Business Card
- Green options:
- GreenerPrinter.com - $30 for 250 soy ink
- VistaPrint - $23 for 250
- 123print - $16 for 100
- 1/2 size $22 for 50 (not recycled)
- barefoot press - $29 for 250
- PSPrint .com- $20 for 100
- 1/2 size $13 for 50
9 - Create Business Plan
Sections of Business Plan
- competitive advantage
- define mantra
- define mission
- define vision
- define measures
- specific, measurable, achievable, realistic, time driven
- define method
- define mechanics
- define checkpoints
- do SWOT analysis
11 - Marketing
Online Marketing
- craft targeted website
- identify websites to advertise on
- yelp, google
- customers
- suppliers
- local customer industry groups
- local associations for your industry
- google pay per click
Direct Marketing
- develop postcard
- craft sample library / portfolio book
- national industry group
Networking
- present at local customer industry group
- develop story for local magazine or news organizations
- local chamber / business organizations
12 - Ongoing Efforts
Monitor Websites for Trends
- Photography:
- monitor review websites (Yelp, google maps) for feedback about your service
Monitor Events for Opportunities
Track Milestones
- customer number targets
- income targets
- product offerings
- marketing effort milestones