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STARTING A CVM PROGRAM

Community Voice Mail National Office 2901 Third Avenue, Suite 100 Seattle, WA 98121 206.441.7872

Updated 11/6/2007 -- Page 1 of 6

STARTING A CVM
PROGRAM






This document includes the following sections:
I.

The Community Voice Mail (CVM) Model
II.

Basic Steps Towards Starting a CVM
III.

Host Agency Criteria
IV.

Costs to Host CVM
V.

Sample CVM Job Description
VI.

CVM Member Status

I. The CVM Model

Each CVM site around the United States is hosted by one main social or health service agency ("host agency") which
is responsible for funding and managing the CVM service for the whole city/community. The host agency gives out
the voicemail boxes to other participating agencies who then give them to the end users/clients. The key to the
program is the fact that clients receive a local telephone number at which to receive messages from potential
employers, landlords and others --and case workers can utilize CVM to stay in consistent contact with their clients,
doubling the impact of the service.

Each new CVM site will use the Centralized Voice Mail System. This system is housed in Seattle and includes the
following: phone lines, voicemail server space, client database & reporting, back-ups, upgrades, virus protection and
tech support. The host agency has no hardware/software costs for the voicemail system and needs only to have a
recent model PC & Internet access from which to manage the CVM Program.

The CVM National Office maintains stewardship of the CVM program nationwide and provides broad-based
governance, advocacy, public awareness, technical support, research and development. The National Office builds
the capacity of the CVM national network through strategic partnerships, technology solutions, outreach,
organizational effectiveness, targeted marketing, and fundraising.

Each CVM program is a member of the CVM Federation and holds a Memorandum of Agreement (MOA)
with the CVM National Office. See the CVM websites Start a CVM section for the most recent MOA:
http://www.cvm.org/starting/starting.htm
.

II. Basic Steps Towards Starting CVM

1.
Contact the CVM National Office
This is the best way to start. We can answer questions, explain more about the program and let
you know the current status re: starting a new CVM site. Call Anna Landa, Program Development
Coordinator at 206.441.7872 x 185 or email:
alanda@cvm.org
.

2.
Gather Support from Other Agencies. It takes a broad base of social and health service agencies
to sustain a strong CVM program over time. We will ask for a list of agencies who have confirmed
that they support your agency taking on the role of host and are willing to participate in the
program in order to distribute voicemail boxes to their clients/customers.
COMMUNITY VOICE MAIL MISSION STATEMENT
To empower people in crisis and transition by providing free,
24-hour personalized voice mail access
directly linking individuals to jobs, housing and stability.


Community Voice Mail National Office 2901 Third Avenue, Suite 100 Seattle, WA 98121 206.441.7872

Updated 11/6/2007 -- Page 2 of 6

STARTING A CVM
PROGRAM

3.
Develop a basic business plan for your program (see attached program costs & sample job
description). Before we sign the first Memorandum of Agreement and put you on the CVM map,
we need to see a basic business plan outlining the following elements:
o
Fundraising goals
o
Agency & client projections (see minimally healthy standards below)
o
Staffing plans
o
PR/Marketing plans
This plan does not have to be exhaustive but should provide a solid foundation on which to build a
program.

4.
Paperwork! Sign relevant agreements (Memorandum of Agreement, Payment Agreement,
confidentiality forms.)

5.
Work with National Office to order phone numbers (voicemail boxes), receive training and set up
program. We will be guiding your CVM launch, working closely with you, sharing our knowledge
and sample materials, and providing recommendations re: how to operate a CVM program. We
will also provide remote training on administering your voicemail boxes and compiling your
program data, adding you to the CVM web site, connecting you with a professional
community/network of peers, assisting you in identifying potential funders, and sharing best
practices.

6.
CELEBRATE! Plan a public launch for the program to introduce it to your community. A launch
can be as simple as a few people in a conference room to a large media event with public officials
on hand. The CVM National Office tries to attend all launches and/or send a representative from
the CVM Federation. Congratulations!

III. Host Agency Criteria

An eligible CVM Host Agency will meet the following criteria:

An organization able to show community need and intended participation by an active community-wide
coalition with diverse representation of services within the human service community.

An organization with 501(c)(3) status and administrative, fiscal, and technological capacity with ability to
oversee all elements of the Community Voice Mail (CVM) program, including community organizing,
program marketing and implementation, financial management, fundraising, outreach, training and
management of participating agencies and management of CVM program statistical information, including
user demographics, and outcomes.

An organization with a history of coordinating collaborative projects across sectors that benefit the
community.

An organization that shows plans for ongoing fund development for the program.

An organization that has a long-term strategy to fund, evaluate and sustain a CVM program.

An organization that is willing to participate in the national CVM Federation, including annual membership
dues and signed Memorandum of Agreement between CVM Host Agency and CVM National Office (see
www.cvm.org
Starting a CVM Memorandum of Agreement).

Community Voice Mail National Office 2901 Third Avenue, Suite 100 Seattle, WA 98121 206.441.7872

Updated 11/6/2007 -- Page 3 of 6

STARTING A CVM
PROGRAM

Estimated Standards For A "Minimally Healthy" CVM Program

Community Population
# of voicemail
boxes in
inventory by
end of year 2
# clients served
annually by end of
year 2
# of participating
agencies by end of year
2.
% FTE
by end of
year 2
Budget
> 1,000,000
1000+
1200
>60
1+
$65K - $120K
500,000 - 1,000,000
501-800
700-960
35-60
1
$50K - $65K
up to 500,000
up to 500
600
10-35
0.75
$45K - $50K


IV. Cost to Host CVM
Some costs associated with hosting CVM for your community are unique to the program while others are standard
costs associated with the addition of any new program to an organization. CVM National has pricing for the
voicemail technology, dues and materials. All other costs associated with staffing and supporting the program are
determined by the host agency.

The costs particular to CVM include:

CVM Voicemail and Database System: There is a tiered cost structure based on the number of voicemail
boxes in your inventory. The CVM National office maintains the centralized voicemail and database system
and invoices host sites monthly for the use of this system.

# of voicemail boxes
Voicemail Cost
First 0-500
$2/box/month
Next 501-1000
$1.75/box/month
Next 1001-1500
$1.50/box/month
Next 1500+
$1.25/box/month


Examples
500 voicemail boxes = $1,000/month; $12,000/year
1000 voicemail boxes = $1,875/month; $22,500/year


CVM National Support and Dues: are charged annually at $300/year. The dues pay for all support above
and beyond voicemail technology, eg, program models and assistance, marketing, public relations,
grantwriting assistance, peer-to-peer networking and trainings, and stewardship.

CVM Materials and Supplies: Electronic templates of the necessary CVM materials and supplies are
provided by CVM National. $3,000 is an estimate to cover the necessary printing and supplies purchases.

A blank budget is provided below to help you plan and fundraise for CVM.

Community Voice Mail National Office 2901 Third Avenue, Suite 100 Seattle, WA 98121 206.441.7872

Updated 11/6/2007 -- Page 4 of 6

STARTING A CVM
PROGRAM
SAMPLE ANNUAL CVM BUDGET

CVM Manager Salary and Fringe Benefits
(Minimum 0.5 FTE, professional level position)


CVM Voicemail and Database System
(First 0-500 boxes at $2/box/month; Next 501-1000 at $1.75/box/month;
Next 1001-1500 at $1.50/box/month; Next 1500+ at $1.25/box/month)


CVM Federation Membership Dues

$300
CVM Materials and Supplies
(Printing, binders, marketing materials)


$3,000
Travel for CVM Conference
(Annual trip to Seattle, 3 days, 2 nights)


Mileage
(CVM Manager outreach and training)


Occupancy
(Office space and utilities)


Equipment
(Office supplies, postage, computer)


Communications
(Telephone, cell phone, Internet)


Community M