RightTouch Solutions · Client Engagement Roadmap
Robinson Legacy Foundation
Brenda Williams · Contact: Personal Network Referral
Status Key
Complete
In Progress / Active
Up Next
On Hold / Pending Client
⚡ This Week — Priority Actions
1
Send updated bylaws to Brenda — draft is complete; deliver with a clear cover note explaining key changes and board adoption process.
2
Confirm domain name with Brenda — register domain, set up Google Workspace for Nonprofits, create foundational org email accounts.
3
Build Program Framework Document (v1) — using notes from the April 1 call: virtual tours, in-person tours, student selection, outcomes, and the pipeline-builder framing.
4
Build College Tour Budget Template — Brenda noted no financial tracking system exists; this is high-credibility work that unlocks grant readiness.
5
Set up Givebutter CRM — committed on call; structure for donors, students, parents, and alumni tracking.
I
IRS Reinstatement & Compliance
Retroactive reinstatement following auto-revocation · Paid in full
Complete
IRS Auto-Revocation Status Confirmed
Revocation date: May 15, 2024. 15-month retroactive reinstatement window identified.
EIN & Organizational Details Verified
Confirmed via IRS Tax Exempt Search. IRS listing screenshot archived in client file.
990-N Filings Complete (2020–2025)
All six tax years under $50K threshold filed and confirmed. Includes 2025 filing completed post-reinstatement.
Prior 1023-EZ Submission Reviewed
Brenda had submitted in May 2025. Shared screen session conducted to review application. IRS confirmed not yet processed at that time.
501(c)(3) Status Reinstated
IRS processed. Organization is now listed Active. All 990-N filings submitted post-reinstatement.
Phase One Contract Signed
Signed July 5, 2025. Third-party IRS fee ($600 for 1023) paid directly by Brenda via Pay.gov.
II
Strategic Operations Support
Infrastructure, governance, programs, and sustainability · Activated post-reinstatement
In Progress
Phase Two Deliverable Stack — At a Glance
Updated & Modernized Bylaws
Draft Complete · Send This Week
Domain + Google Workspace Setup
In Progress
Program Framework Document (v1)
Build This Week
Annual Program Timeline Template
Up Next
College Tour Budget Template
Build This Week
Givebutter CRM Setup
Active — This Week
Student Application (JotForm)
Up Next
Parent + Counselor Engagement Packet
Up Next
Board Gap Analysis + Expectations
Pending Board Info
Candid + Matching Gift Updates
After Domain + Google Setup
Grant Readiness Folder (Common Attachments)
Up Next
Website Audit Summary
Pending Backend Access
A. Governance & Bylaws
Modernizing a 2004 law firm document that was outdated, redundant, and missing mission-critical language for a youth-serving organization.
Bylaws Received & Reviewed
2004 document. Identified: redundancies, outdated virtual meeting restrictions, missing nondiscrimination clause, no mission language, no whistleblower or document retention policies.
Bylaws Modernization Draft Complete
Mission-aligned, simplified structure, virtual meeting provisions added, modern compliance language included. Draft ready to send.
Send Bylaws to Brenda for Review
Include cover note: what changed, what to look for, next steps for board adoption.
Send This Week
Board Adoption Session
Brenda confirmed board meets in Q4 2025. April meeting referenced on call. Bylaws to be formally adopted. RightTouch will prep a board adoption packet.
Pending Board Meeting Date
B. Digital Infrastructure & Admin Setup
Establishing the organizational backbone: domain, professional email, and cloud storage to separate personal from organizational operations.
Confirm & Register Domain Name
Suggested: robinsonlegacyfoundation.org or robinsonlegacyfoundation.com. Confirm with Brenda, then register on her behalf.
Awaiting Brenda Confirmation
Apply for Google Workspace for Nonprofits
Must have domain first. Apply via TechSoup/Percent verification pathway. Once approved, configure Drive, Gmail, Shared Drives.
Create Organizational Email Accounts
Suggested: info@, brenda@, admin@. Set up 2FA and security policies. Return credentials to Brenda.
Build Cloud File Architecture
Folders: /01_Board & Governance · /02_Programs · /03_Finance · /04_Compliance · /05_Communications · /06_Donors. Apply naming conventions and permissions.
Website Audit
Request backend access. Check all pages: spelling, broken links, heading structure, URL formatting, mobile responsiveness. Deliver annotated audit summary.
Need Backend Access
C. Program Architecture & Impact Mapping
Framing Robinson Legacy as a college-access pipeline builder — not just a tour group — to strengthen grant positioning and partnership development.
Program Deep Dive Conducted (April 1 Call)
Virtual tours (4 schools/day, 5 days/wk) · In-person campus visits with ambassadors · Student fee: $150 · 200+ students served · 50%+ pursue college.
Program Framework Document (v1)
Using call notes: define target population, delivery method, inputs, activities, outputs, short/long-term outcomes. Frame for grant and donor use.
RightTouch Builds
Annual Program Timeline
Recruitment window · Student application deadline · Payment plan structure · Parent/counselor meetings · Tour dates · Post-tour follow-up and tracking.
Student Application System
Build application form (JotForm). Include eligibility criteria, school info, grade level, parent consent. Intake for tracking 8th grade through high school graduation.
Parent & Counselor Engagement Templates
From call: "we don't know each other and we're asking to keep your kids." Build expectation-setting packet, parent meeting outline, counselor outreach letter.
Impact Narrative (Grant & Donor Ready)
Capture the "why before what": exposure breaks barriers for marginalized students. Write 1-page organizational impact story. Align with collegecampustours.net model noted on call.
D. Financial Infrastructure
Brenda confirmed on the April 1 call that she tracks money personally with no formal system. This is the highest-risk gap for grants and sustainability.
College Tour Budget Template
Build by program category: transportation, hotels, campus fees, nametags/lanyards, staff, entertainment stops (Buc-ee's, etc.), meals. Add payment plan structure for out-of-state tours.
RightTouch Builds
Expense & Income Tracker
Google Sheets. Categories: student fees, donor contributions, event income, tour costs, admin. Align with 990-N threshold monitoring.
Donation Letter Template
From call: "letter of donation for those that give." Build reusable template for tax acknowledgment letters. Tie to Givebutter CRM automation.
E. CRM & Funding Readiness
Set Up Givebutter CRM
Committed on April 1 call. Structure for: donors, students, parents, alumni (for longitudinal tracking). Categories aligned with program tracks.
RightTouch Builds
Candid Profile Update
Update GuideStar/Candid with current 501(c)(3) status, financials, program data, and organizational snapshot. Essential for company match eligibility.
Matching Gift Platform Updates
Benevity, Double the Donation, other platforms. Requires active 501(c)(3) + updated Candid profile. Now eligible post-reinstatement.
Grant Readiness Checklist
Common attachments folder: IRS determination letter, bylaws, board list, organizational snapshot, budget, 990-N confirmations, program framework.
Sponsorship Letter Template
From call: "what can we get the school to pay or donate?" Build a tiered sponsorship ask for schools, businesses, Jack & Jill chapters, Divine 9 orgs, and faculty.
F. Board Development & Governance
Brenda confirmed the board has 4 members and "doesn't really meet." Strengthening this is foundational to grant eligibility and organizational longevity.
Board Gap Analysis
Assess current board: roles, skill gaps, term status, engagement level. Identify what expertise is missing for the next phase (finance, legal, education, community).
Needs Board Info from Brenda
Board Expectations One-Sheet
Responsibilities, meeting cadence, financial commitment, committee participation, and ambassadorship expectations. Tied to bylaw adoption.
Conflict of Interest Policy
Required for IRS compliance and most grant applications. Draft as standalone document and embed reference in updated bylaws.
Board Education Session
One facilitated session (virtual) to walk board through: bylaws, roles, fiduciary duties, compliance calendar. Aligned with Q4 board meeting timing.
Schedule After Board Meeting Confirmed