RenewAll Resource Library

Welcome to Your Resource Library

This library contains everything you need to implement RenewAll's technology and workflow improvements. Each section provides detailed templates, guidelines, and best practices designed for your team's success.

CRM Boards

Email Templates

Event Tools

Folder Categories

👥 CRM Database Schema

Complete Monday.com configuration guide with board structures, column definitions, and automation recipes.

Contacts Master Board
Donor Management Board
Volunteer Coordination Board
Business Partners Board
Artist Management Board

✉ Email Template Library

18 ready-to-use email templates covering all stakeholder communications.

Donor Communications (5 templates)
Volunteer Communications (4 templates)
Event Communications (3 templates)
Partner & Artist Communications (4 templates)
General Communications (2 templates)

📅 Event Planning Templates

Everything you need to plan, execute, and evaluate successful events.

Master Event Checklist
Budget Template
Volunteer Coordination Sheet
Day-Of Run Sheet
Post-Event Evaluation

📁 Document Organization Guide

Standards for organizing, naming, and managing all digital files.

Folder Structure (10 categories)
File Naming Conventions
Version Control Guidelines
Access & Permissions
Backup & Archive Policies

← Business Plan ☑ Implementation Checklist

CRM Database Schema

A comprehensive Monday.com configuration designed to manage RenewAll's 200+ contacts across five stakeholder categories. This schema supports shared leadership by making relationship data accessible to all team members.

👤 Contacts Master

Primary Board

Central database for all organizational contacts.

Name, Email, Phone, Address
Primary & Secondary Categories
Organization/Business Name
Last Contact Date
Preferred Contact Method
Active/Inactive/Prospect Status

💰 Donor Management

Fundraising

Track donations, stewardship, and cultivation.

Donor Type (Individual/Foundation/Corporate)
Gift History & Total Giving
Giving Level (Friend to Visionary)
Acknowledgment Tracking
Solicitation Status Pipeline
Next Action & Follow-up Dates

🤝 Volunteer Coordination

Engagement

Manage volunteer skills, availability, and hours.

Skills & Interests Tags
Availability Schedule
Background Check Status
Total Volunteer Hours
Preferred Activities
Emergency Contact Info

🏪 Business Partners

Main Street

Track Main Street businesses and partnerships.

Business Type & Category
Membership Level
Marketing Opt-In Status
Pop-up West Alumni Flag
Support/TA Provided
Website & Social Links

🎨 Artist Management

Gallery 610

Manage gallery artists and workshop leaders.

Medium/Art Form Tags
Portfolio Link
Gallery 610 Status
Commission Rate
Total Sales Tracking
Workshop Leader Flag

Contact Category Options

Category	Description	Related Board
Donor/Funder	Individuals and organizations providing financial support	Donor Management
Community Partner	Organizations collaborating on programs and initiatives	Contacts Master
Small Business	Main Street businesses and entrepreneurs	Business Partners
Artist	Gallery artists, workshop leaders, public art contributors	Artist Management
Volunteer	Community members giving time and skills	Volunteer Coordination

Donor Giving Levels

Level	Amount Range	Recognition
Friend	$1 - $99	Thank you letter, newsletter
Supporter	$100 - $499	+ Annual report recognition
Partner	$500 - $999	+ Event invitations
Champion	$1,000 - $4,999	+ Personal outreach, site visits
Visionary	$5,000+	+ Board/ED engagement, naming opportunities

Recommended Automations

Trigger	Action	Board
When gift is recorded	Create acknowledgment task	Donor Management
18 months since last gift	Change status to "Lapsed"	Donor Management
3 days before next action date	Send reminder to assigned person	All Boards
Volunteer hours reach milestone	Notify for recognition	Volunteer Coordination
New contact added	Notify team	Contacts Master

Email Template Library

18 professionally crafted email templates covering all stakeholder communications. Each template includes placeholders [LIKE THIS] for easy personalization.

💰 Donor Communications (5 templates)

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1. Donation Thank You (Immediate)

Subject: Thank you for your gift to RenewAll! Dear [FIRST NAME], Thank you for your generous gift of $[AMOUNT] to RenewAll, Inc. Your support makes a real difference in West Huntington. Your contribution helps us: • Support Main Street businesses and entrepreneurs • Activate public spaces through art and placemaking • Preserve and share our community's history • Build a more vibrant, connected neighborhood Includes tax receipt information With appreciation, Lauren Kemp Executive Director

2. Major Donor Thank You ($500+)

Subject: Your incredible support for West Huntington Personal outreach offering a meeting, tour, or call to discuss impact and the organization's future. Used for Champion and Visionary level donors.

3. Grant Funder Report Cover Letter

Subject: [GRANT NAME] Progress Report - RenewAll, Inc. Professional cover letter for interim and final grant reports, highlighting key accomplishments and expressing gratitude.

4. Lapsed Donor Re-engagement

Subject: We miss you at RenewAll Warm outreach to donors who haven't given in 18+ months, sharing updates and inviting renewed support.

🤝 Volunteer Communications (4 templates)

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5. Volunteer Welcome/Onboarding

Subject: Welcome to the RenewAll volunteer family! Dear [FIRST NAME], Thank you for signing up to volunteer with RenewAll! GETTING STARTED • Your first opportunity: [EVENT/DATE/TIME] • Location: [ADDRESS] • Who to ask for: [CONTACT NAME] • What to wear: [DRESS CODE] WHAT TO EXPECT [Description of activities] We can't wait to work alongside you!

6. Volunteer Event Reminder (3 Days Before)

Quick details reminder with date, time, location, role assignment, and what to bring.

7. Volunteer Thank You (Post-Event)

Gratitude message with event highlights, impact metrics, hours logged confirmation, and upcoming opportunities.

8. Volunteer Milestone Recognition

Celebration of reaching 25/50/100+ volunteer hours with specific impact acknowledgment and recognition token.

📅 Event Communications (3 templates)

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9. Event Invitation (General)

Subject: You're Invited: [EVENT NAME] on [DATE] Engaging invitation with event hook, details (date, time, location, cost), description, and RSVP link.

10. Event Reminder (1 Week Before)

Friendly reminder with quick details, parking instructions, and last-chance RSVP link.

11. Event Follow-Up/Thank You

Post-event gratitude with highlights, photos link, impact metrics, upcoming events, and feedback survey.

🏪 Business & Artist Communications (4 templates)

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12. New Business Welcome (Main Street)

Welcome to Old Central City with overview of marketing support, resources available, and next steps for profile setup.

13. Pop-up West Inquiry Response

Information about the experimental storefront program, including benefits, details, and application process.

14. Gallery 610 Artist Acceptance

Congratulations and onboarding for new gallery artists with commission structure, dates, and required materials.

15. Markers Workshop Instructor Inquiry

Outreach to potential workshop leaders with program description, compensation, and invitation to discuss ideas.

📧 General Communications (3 templates)

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16. General Inquiry Response

Professional reply template for responding to general questions and requests.

17. Newsletter Sign-up Confirmation

Welcome message for new subscribers with content expectations and social media links.

18. Out of Office Auto-Reply

Standard away message with return date and alternative contact information.

💡 Template Usage Tips

Personalize - Always customize bracketed fields [LIKE THIS]
Proofread - Check names, dates, and amounts carefully
Timing - Send thank-yous within 48 hours
Track - Log communications in Monday.com
Test - Preview emails before sending to groups

Event Planning Templates

A complete toolkit for planning, executing, and evaluating successful events. From 8-week planning timelines to post-event evaluations, these templates ensure nothing falls through the cracks.

☑ Master Event Checklist

Comprehensive checklist covering every phase of event planning.

8+ Weeks Before

Goals, budget, venue, timeline, partner outreach

6 Weeks Before

Program finalization, marketing launch, vendor confirmations

4 Weeks Before

Press release, volunteer recruitment, materials prep

2 Weeks Before

Reminders, volunteer briefing, printing, supplies

1 Week Before

Final headcount, staff briefing, backup plans

Day Of & Post-Event

Setup, execution, breakdown, thank-yous, evaluation

💰 Budget Template

Track projected vs. actual revenue and expenses.

Revenue Categories

Ticket Sales
Sponsorships
Donations
Merchandise
Grant Funds
In-Kind Value

Expense Categories

Venue (rental, insurance, permits)
Food & Beverage
Marketing & Printing
Entertainment & A/V
Supplies & Rentals
Contingency (10%)

🤝 Volunteer Coordination Sheet

Organize volunteer needs, schedules, and role assignments.

Standard Roles

Setup Crew - Arrive early, arrange space
Registration - Check-in, distribute materials
Greeters - Welcome guests, answer questions
Food Service - Monitor refreshments
Floaters - Assist where needed
Breakdown Crew - Pack, clean, load

📋 Day-Of Run Sheet

Minute-by-minute timeline for event day execution.

Includes

Key contacts with phone numbers
Detailed timeline by activity
Location assignments
Contingency plans
Supplies checklist

📈 Post-Event Evaluation

Capture learnings and measure success.

Metrics Tracked

Attendance vs. Goal
New Contacts Collected
Revenue/Net Income
Social Media Reach
Attendee Feedback
Vendor Performance

🌟 Event-Specific Checklists

Additional considerations for RenewAll's key event types.

First Friday Art Walk - Gallery coordination, business participation, walking routes
Markers Workshop - Instructor prep, materials, waivers, process photos
Community Festival - Permits, restrooms, traffic control, vendor layout
Fundraising Event - Sponsorship levels, pledge cards, "the ask"

Event Supplies Checklist

Category	Items
Registration	Sign-in sheets, pens, name tags, programs
Payments	Cash box with change, credit card reader, receipts
Signage	Directional signs, sponsor banners, event signage
Emergency	First aid kit, contact list printout, flashlight
Tools	Tape, scissors, markers, extension cords, trash bags
Documentation	Camera/phone, charged batteries, run sheet copies

Document Organization Guidelines

Standards for organizing, naming, and managing RenewAll's digital files. Consistent organization enables shared leadership by making information accessible to all team members.

Top-Level Folder Structure

Folder	Contents
01_Administration	Policies, contracts, insurance, legal, meeting notes, strategic planning
02_Finance	Budgets, financial statements, invoices, banking, audit, taxes
03_Programs	Main Street, Arts/Placemaking, Events, Consignment
04_Marketing	Brand assets, photos, social media, press, newsletters, website
05_Development	Donors, grants, campaigns, sponsorships, funder reports
06_Real_Estate	Properties, Village Mercantile, development projects
07_Board	Meeting materials, minutes, bylaws, roster, committees
08_HR	Employee files (restricted), job descriptions, policies, training
09_Templates	Document, spreadsheet, presentation, and form templates
10_Archive	Completed fiscal years, old projects, historical records

📝 File Naming Conventions

General Rules

Use underscores instead of spaces
Date format: YYYY-MM-DD
Be descriptive but concise
Use title case for readability
Include version numbers for drafts

Good Examples:
Annual_Report_2026_FINAL.pdf
2026-01-15_Board_Meeting_Minutes.docx
Grant_NEA_ArtWorks_Application.pdf
2026-03-20_FirstFriday_001.jpg

Bad Examples:
annual report final version (2).pdf
Board Meeting Jan.docx
IMG_4523.jpg

🔒 Access & Permissions

Role	Access Level
Executive Director	Admin (full access)
Core Staff	Editor (all except HR files)
Part-time Staff	Limited (relevant areas only)
Board Members	Viewer (Board folder, financials)

🚫 Restricted Folders

08_HR/Employee_Files/ - ED only
02_Finance/Banking/ - ED + Bookkeeper
Personnel financial information

Version Control

Stage	Naming Convention	Example
First draft	_v1	Budget_FY2026_v1.xlsx
Revisions	_v2, _v3, etc.	Budget_FY2026_v2.xlsx
Final for review	_REVIEW	Budget_FY2026_v3_REVIEW.xlsx
Approved final	_FINAL	Budget_FY2026_FINAL.xlsx

Document Retention Guidelines

Document Type	Retention Period
Tax records	7 years
Grant records	7 years after close
Contracts	7 years after expiration
Board minutes	Permanent
Financial statements	Permanent
Employee records	7 years after separation
Event files	3 years
General correspondence	3 years

📷 Photo Management

Photos/
├── Events/
│   └── [YYYY-MM-DD]_[Event_Name]/
├── Programs/
│   ├── Gallery_610/
│   ├── Pop-up_West/
│   └── Workshops/
├── Buildings/
│   └── [Property_Name]/
├── People/
│   ├── Staff/
│   ├── Board/
│   └── Community/
└── Stock/
    ├── West_Huntington/
    └── Central_City/

Photo Best Practices

Download from camera/phone promptly
Rename using date convention: 2026-01-20_First_Friday_001.jpg
Delete duplicates and blurry shots
Create a _Selected subfolder for best shots
Get photo releases for identifiable people