2004 Annual Report for Project HERO

• Management operations have evolved with the escalating growth of Project HERO. An assessment of organization operations led to changes to include three part-time positions, namely Executive Director, Program Director and Office Administrator. Tentatively the Executive Director position is vacant with assigned duties share by an active Executive Committee. The Warehouse Director is currently a volunteer. Staff includes one paid employee. Job accountabilities are outlined for each position. As financial security increases payment for the three positions is forecasted.

• The lease of a permanent combined office and warehouse location enables Project HERO to expand the space to receive and inventory medical supplies and used equipment. Our space now accommodates loading and unloading of boxes of goods in contrast to our previous donated location space.

• The need for secondary storage sites was eliminated. All large items such as beds and lift chairs can be evaluated on arrival before placing them in our inventory.

• With a larger warehouse area, we are now able to draw from a broader donor base. Relationships with hospitals, clinics and medical offices continue to develop in addition to our existing relationships. Donations are received from MeritCare Health System weekly as well as St. Mary’s Health Center in Detroit Lakes, the Regional Medical Center in Fergus Falls; volunteers deliver supplies and equipment for Hospice of Detroit Lakes. The alliances with donors continue to evolve.

• Due to the increased volume of activity an assessment of existing telecommunications led to the upgrade of the phone and Internet systems. Phone service is no longer interrupted by fax activity. Additionally, a two-line system accommodates the volume now present.

• The existing hard copy database used to inventory and track supplies established in January 2003 is in the data entry process so that current inventory can be viewed on our Web site. Inventory, now communicated by way of weekly facsimiles to liaison agencies, soon will be viewed on our Web site. Additionally orders will be placed via e-mail for distribution.

• Development of our existing Web site is soon to include a listing of inventory. Requests currently are submitted through e-mail. A volunteer calendar is posted on the Web site, enhancing communication of service options. General information about activities of Project HERO is viewed in addition to information pertaining to contribution options.

• The number of agencies receiving medical supplies and used equipment has increased from 59 in 2003 to 85 in 2004.

• In 2003, 3,362 items were delivered to recipients. At the conclusion of 2004, more than 8,582 items have been given to recipients in need.

• The number of volunteer hours to staff the daily operations of Project HERO provides worthy opportunity for service organizations, church groups and our youth.

• Mission groups traveling from this area seeking supplies and equipment have nearly tripled from 15 in 2003 to 42 in 2004.

• Public relation activities continue to expand. The use of our 30-second and 10-minute video aids has proved a valuable tool when speaking to service clubs, church groups, youth groups and community events. Project HERO has been featured in Forum articles, community videos and WDAY TV 6, all in an effort to communicate the service available through our agency.

• Risks are associated with leasing a permanent warehouse. Financial strains are a reality unless solid financial foundation is developed. The decision to position this organization for further growth came with much trepidation. We now are focused on vying for support from the community through a quarterly newsletter. Our first issue (in November 2004) was circulated to more than 3,000 individual and corporate members. Produced by our staff it features articles on warehouse activities, our volunteers and heartwarming letters of appreciation from recipients. Our membership continues to present our program to community functions through our speaker bureau.

• The annual strategic planning session includes invited community leaders to enhance our vision for the upcoming year.

• A need for transportation of large items from donor location to recipient location was sought. Request of participation by local businesses proved a successful means of solving this problem. Bill Norris of Waived Carpets frequently donates his staff and vehicle to move large items. More volunteers like Bill are needed to fill this area of service.

• Great Plains Food Bank delivers Project HERO items to Devils Lake and coordinates deliveries with Turtle Lake in North Dakota. MeritCare Health System has delivered to Fosston and Frazee in Minnesota.

• Recently, Mayo clinic contacted Project HERO for a lift chair needed by a local chronic patient returning home. We were able to meet this need in a timely fashion.