Case Study: How The Arc of Howard County Professionalized Fundraising for Long-Term Growth
Every nonprofit reaches a crossroads where "doing what we’ve always done" no longer sustains the mission. For The Arc of Howard County, an organization providing essential services for individuals with intellectual and developmental disabilities, that moment arrived when declining government funding began to threaten their long-term sustainability.
Despite a powerful mission, the organization faced a common set of hurdles:
Underdeveloped major donor strategies.
A lack of formalized systems and SOPs.
Limited staff capacity to scale operations.
Recognizing the need for professional expertise, leadership partnered with Philanthropic Fundraising in January 2023. Here is how a multi-phase strategic partnership transformed their development function from the ground up.
The Challenge: Breaking the "Capacity Ceiling"
The Arc of Howard County had the heart and the impact, but their fundraising "engine" needed a tune-up. Leadership identified five core areas that required immediate attention:
Sustainability: Offsetting the decline in government grants.
Strategy: Building a roadmap for major donor cultivation.
Systems: Creating repeatable processes that don’t live in a single person’s head.
Structure: Defining roles to maximize staff talent.
Scaling: Moving from reactive fundraising to a proactive, multi-million dollar vision.
The Approach: A 5-Phase Evolution
A sustainable fundraising program isn't built overnight. Our partnership focused on an "embedded" model—working as an extension of their team over 2.5 years.
1. Assessment & Restructuring
We began with a deep dive into donor data and financial reviews. A key outcome was a staff restructure that promoted Kiki Coffman to Development Director, proving that sometimes the best leadership is already in the building.
2. Building the Infrastructure
We shifted focus to the "bread and butter" of fundraising:
Drafting the organization’s first comprehensive Case for Support.
Establishing cultivation strategies for major foundations (like the Kahlert Foundation).
Standardizing SOPs for events and donor engagement.
3. Intensive Coaching & Transition Support
When leadership roles transitioned, we provided 1:1 coaching to ensure no momentum was lost. We focused on system optimization, ensuring the new Director, Janine Sunday, had the tools to succeed from day one.
4. Expansion of Services
As the team grew, so did our support. We moved into high-level tactical assistance, including donor prospecting, gift tracking, and portfolio management.
5. The Reality Check: Feasibility Study
Before launching a major campaign, we conducted 20+ confidential interviews. While the initial goal was $5 million, our honest data-driven feedback recommended right-sizing the goal to $1 million. This strategic pivot ensured the organization would launch a campaign they could actually win, building trust with their donor base.
The Results: Efficiency and Diversification
The numbers speak for themselves. By professionalizing the development office, The Arc achieved:
Operational Efficiency
Increased ROI from 6.7% to 7% with only one development staff member
Maintained consistent fundraising performance during leadership transition
Built sustainable systems that function independently of individual staff members
Revenue Diversification
Developed clear path to shift revenue mix: 25% individual giving, 20% corporate, 15% foundations
Reduced reliance on declining government funding
Positioned transitional housing and ADA-compliance projects as compelling fundraising priorities
Strategic Positioning
Identified $225,000 opportunity with Kahlert Foundation for transitional housing
Strengthened relationships with major donors including Hussman Foundation and Barbara Bozzuto
Currently preparing to launch their first strategic $1 million campaign
Created infrastructure to support six-figure gift requests
Leadership Development
Successfully navigated development director transition without disruption
Executive Director now invests 10 hours weekly in strategic donor cultivation
Development Director focused on major gift cultivation and donor relationships
Built a culture of philanthropy extending beyond the development office
“It’s always nice when you’re able to take a breath, get someone in and have them solve your immediate issue. And that’s why I think Philanthropic Fundraising has helped us be so successful because we’ve been able to take a crisis, manage through the crisis, and then pick up and figure out how to continue to excel in resource development.”
Key Takeaways for Nonprofit Leaders
The success of The Arc of Howard County demonstrates that long-term partnerships beat project-based consulting. By investing in people and systems rather than just "quick wins," they built an infrastructure that functions independently of any one staff member.
Today, The Arc is poised to exceed its $1 million campaign goal, backed by a culture of philanthropy that permeates the entire office.
Transform Your Development Operations
Is your nonprofit ready to move from "getting by" to "growing fast"? Whether you need a development assessment, 1:1 coaching, or campaign support, we help you build a fundraising program that lasts.
Schedule a strategy call with us https://www.philanthropicfundraising.com/contact
