Friends Resources
From the Chapter Handbook that contains governance materials to trackers and fact sheets, sample documents and suggestions, this Resources page is intended to help PPFF chapters (and other volunteer organizations) manage their daily lives. Something missing? Get in touch with Pam Metzger from the Foundation and let us do our best to provide the tools that help you!
Chapter Handbook and Required Forms
The Handbook is your best resource for information on forming and managing the chapter. It contains the financial policies and processes you must follow. Forms referenced in the Handbook can be downloaded separately.
- Chapter Handbook
- Check Request Form
- Deposit Spreadsheet for Accounts (Friends Groups or Park/Forest Deposits)
- Grant Submittal Policy and Cover Sheet
Financial Policies and Forms
- Financial Policies for Park or Forest Accounts (Deposit Forms and Check Request Forms available here.)
- Financial Policies for Friends
- Fundraising Policy for Raffles
- Small Games of Chance Reporting Form (Excel spreadsheet)
- IRS Language for Receipts/Solicitations
- Checklist For Sales Tax
- Professional In-Kind Services Provided
Annual Report and Supporting Documents
Each December, the annual report required to be filed by each chapter can be found here in both Excel and pdf form. The Conflict of Interest and Disclosure Statements must be filed by each chapter board member every year in order for your board to be covered by directors and officers liability insurance and your Chapter to remain in good standing.
- Annual Reports Form (Excel)
- Annual Reports Form (PDF)
- Conflict of Interest Policy (Review Annually)
- Affirmation of Compliance with Conflict of Interest and Disclosure Statement (Sign and Return Annually)
Deposit Tracker Materials
This spreadsheet looks complicated – no question! However, if you use it regularly when year-end reporting time arrives it will have done all the math you need for the financial pages of the annual report. Get in touch with Pam for a little lesson on making it work. It’s really magic!
- Deposit Tracker (Excel Spreadsheet) (pdf)
- Tracking Chapter Donations for Your Annual Report/Deposit Tracker How-To
- Sample Deposit
- Deposit Tracker Sample
- Deposit Tracker Summary Sample
Membership Program
- Chapter Membership Guide (Check out additional samples under Helpful Samples)
- Membership spreadsheet
- Merged membership card
- Handwritten membership card
- Welcome letter
- Renewal letter
- Membership form
Administrative Documents
Fact Sheets and Other How-Tos
- 5K Run/Walk
- Art in the Park
- Bark in the Park
- Car Shows
- Easter Egg Hunts
- Firewood Sales
- Halloween
- Barriers Checklist (Assessing for Accessibility)
- Needs Assessment (Assessing a Gateway Community)
- How to Perform a Mail Merge
Infographics
Volunteers
- Hours Tracker (Excel) and (pdf)
- Volunteer Sign-In
- DCNR Conservation Volunteers admin documents (or sign-up online)
- Incident Report Form
- Volunteer Management and Recruitment
- Community Relations
- Working With Volunteers (wisdom from those who have been there – our park managers and district foresters)
- Leadership Programs Across the Commonwealth
Fundraising Training with Chad Barger
Photo and Liability Release Forms
Samples and Other Helpful Materials
- Advocacy
- Advocacy (More Information)
- Board Development
- DCNR Meeting Facilities
- Fundraising
- Media Relations
- Social Media
Specifics for PPFF Chapters
- Chapter Compliance
- Technology is Your Friend
- Making the PPFF Calendar Work For You (How-To) and (Submit Event form)
Helpful Samples
Membership Materials
- Kings Gap Membership Form
- Kings Gap Renewal Card
- Kings Gap Renewal Letter
- Lyman Run Membership Brochure
- Lyman Run Membership Letter
- Parker Dam Membership Brochure and “mail in” insert
- Pinchot Membership Letter
- Pinchot Membership Brochure
- Ridley Creek Membership Brochure
- White Clay Creek Renewal Email
Sample Newsletters/Flyers
- Friends of Pinchot
- Individual Chapter Template (contact Pam for yours)
- Friends of Kings Gap events calendar
Sample Acknowledgements
- Acknowledgement Sample How-To
- Downloadable Acknowledgment Letter
- Downloadable Acknowledgment Letter (In Kind)
- Sample Letters to Members and Donors
- Fun, Personal Sample Letters
Sample Meeting Agenda
Chapter Dialogue Notes
- 1/11/18 – Planning the Chapter Retreat
- 2/1/18 – Notes for Chapter Chairs
Post Chapter Retreat Notes
125th Anniversary
- Handbook for PPFF Chapters
- Promotional poster (send to website for more info)
- Logo (.jpg)
- Press Release Template (.pdf or Word document)
- Press Release Template for PPFF Chapters (.pdf or Word document)
Tidbits from Marci
Introduction
2019
2018
2017
2016
