Starting the Organization from the Ground up: Making A List and Checking It Twice

There is basic information you  must have before you can begin the process of setting up a non-profit. This means making a list then researching each point on that list. Then organizing it so you have the information at your finger tips. This needs to be done before you apply for your corporation status or obtain a single horse for your project.

Being a non-profit does not mean that you don't use good business sense in making your organization and putting it to work. Bad business practices will not ensure the horses in your care have a permanent safe home. Our goal here is  No more Failed Rescues and No more Failed Sanctuaries!


By the time you have gotten to this post you probably already have an idea or you may have already started and are functioning as a non-profit. If this is your first time out, this information I'm about to give you will help you avoid a lot of funding problems down the road. If you are already a non-profit or business run for charity this information can help you correct organizational issues you may already have. It never hurts to go back to basics if thing don’t seem to be reaching their potential.

To get started you first need to have your idea.
Second make a list of all the thing you want to do  and need to accomplish the idea.
For example:
If your idea is to run a recreational /training facility with a sanctuary for Mustangs Your list might look like this:

  Mustang Heaven (fictitious name)

Sanctuary

Trails Recreational Program

TIP Program

Riding lessons

Now you are going to figure out the list of what you will need for each of these. This is your wish list so get detailed. You might not be able to do everything right away but it will help see what you need. Here are some short list suggestions.

Sanctuary:
Handling area, feed area, fenced paddock, quarantine area, Horses,
Trails:
Trained trail horses, trails to ride on, insurance, equipment, stabling, pasturing ,trained guides, tack repair, horse trailer, vet care, feed, licenses, safty protocals, first aid training
Tip Program:
Horse trailer, special corrals and facilities, feed , training equipment horses, licenses, vet care,
Riding lessons:
Trained horses, Saddles and bridles, insurance, riding ring and outside courses, stabling, feed, pastures, paddocks, Horse trailer, maintenance, equipment, tack room, class room, lounge, certified teachers, PA system, parking area, restrooms etc. Zoning permits, waste management plan, safety equipment, special training

Now do the RESEACH and Documentation
This is really important because out of this information will come your 4 most important documents:
Your Business Plan
Your Management Plan
Your Marketing Plan
Your Articles of Incorporation

 Suggestions on How to Proceed and Collect info:
I suggest you get a notebook binder that has clasp openings.
This is going to be your resource book and it can be upgraded and organized as you go. Be sure you get a minimum of 2 sources for each product or service you need if possible. 3 or 4 is better.
Always look at Full Price, Discount and free sources and include them in your information

Some Suggested Questions:

These questions need to be answered for every item on your list including your marketing. Dont forget that your particular project might have additional info so adjust this list to meet your need. These are just some of the basics. Some of the questions will be N/A obviously or  does not apply

Regulations and Zoning:
 Will this part of the project be profit or non-profit
What are the local, state, and federal regulations?
 Who are the contact persons in each branch of the government?
Will an advocate be needed to go through the process?
Will a Lawyer be required?
Do you need to join an association?
Will accreditation be necessary?
Will you have employees?
Workmans comp and other insuraces?


Public Support: ( I will write in details about some of this later so make your answers general)
Who will benefit?
Who will you market it to?
How will you market it?
Will you out source your marketing?
Advertising options?
How will it impact your community?
What is your exact competition?(Get names Addresses and Telephone numbers)
What does the community perceive is your competition?

For equipment and infrastructure:
Who supplies it?
Where to get it?
How much will you need?
If its custom made how long will it take til delivery?
How much it costs?
Is it something you can get used, for free, or must it be purchased new?
If I’m not going to buy it out right what will it cost and who will supply it?
How you will store it?
How you will maintain it?
How will you replace it?
Is this something you need at the beginning or is it something that you can wait to purchase later?
Can you purchase some items that can only be used for one purpose or will they be multi purposed.?
How will it be used to generate income?
Can this be outsourced?

And any numbers of questions that may arise regarding your project's implementation that are not mentioned here, simply add them to your process to meet the needs of your individual project.

The Binder and why its important.

This resource binder will include names, addresses, emails, web address, notations, recommendations. And prices for what they supply.( you dont want to have to go back and do this again when you are making your budget for your business plan) Each page should have a different resource and you can organize it as to what part of the plan it fits into. Remember also that this is a living document meaning that you will be adding to it, and updating it as time goes by.

Its always good to put the government information in the front of the binder because you will need this on a reoccurring basis throughout the life of your organization. Regulations change all the time to avoid penalties and fines its always good to stay updated.

Grant it this part of the process will seem a little overwhelming to some, however going through this process will be an invaluable management tool for your organization and it should be guarded as an asset. If you do this now it will save you tons of time in research later and it will have all the resources you need at your finger tips.

Reality Check

Part of this process is to give you a realistic picture of what you think you want to do. It might be more advantageous to figure out one point and build your organization on that. Then later add the other portions in a step by step fashion. This will also help you understand what sort of resources and funding you actually need in real figures.

Additionally you may decide that you want a combination of interconnected organizations that service each other For instance your you start your sanctuary and then set aside an area to lease out to tip trainers or out fitters. This generates income for you organization while streamlining your area of management.
At any rate if you make it through this part of the process you will prove to yourself that this isn’t just a dream but that you are very serious indeed in making this a reality.

You will notice that I haven't mentioned property yet in any of these posts. There is a reason for that. Unless you have all of this information ready to go you wont know exactly what type of property you need and wont be able to answer how it is going to be used. The last thing you want is property that is suitable but zoned wrong. In addition the goal here is to have a free and clear land holding with no mortgage or leans, so we have to be able to raise funds for it. All of the collected information is going to get you to the point that you  can get the land you need for the purpose you need in the amount you need. But you have to be able to prove on paper that you have a viable plan.

Next Blog Post: Formulas For Management ( getting ready to do that proposal budget)